Date: Mon, 3 Jan 2011 13:09:03 -0500
Reply-To: DCHAS-L Discussion List <DCHAS-L**At_Symbol_Here**LIST.UVM.EDU>
Sender: DCHAS-L Discussion List <DCHAS-L**At_Symbol_Here**LIST.UVM.EDU>
From: Kim Auletta <kauletta**At_Symbol_Here**NOTES.CC.SUNYSB.EDU>
Subject: Re: Institutional Lab Roster Management
In-Reply-To: <D87702AB-EAA3-4E38-9515-D1F09710E48D**At_Symbol_Here**uvm.edu>


We've struggled with these issues too. We started a "lab registration" 
project a few years ago - there's some changes we need to make now that 
its implemented, but here's our info:
http://www.stonybrook.edu/ehs/resources/lab_registration.shtml

Our biggest issues that need to be reevaluated: 
1. how to count rooms that are shared lab space. We've got some labs that 
3 PIs share & now the room is registered 3 times. 
2. how to keep it updated - new PIs, PIs moving to new spaces & PIs 
leaving. 

We also have a university (business info) "space report". I've been adding 
a code to the rooms that we consider a lab to this. There's a "lab" code 
already in the space report, but it includes music studios, etc. Not rooms 
EH&S is really interested in. So when we say we have 900 labs & our VP 
says the space report lists 1500 labs, at least I can now show how these 2 
definitions differ using this new code I've been adding. 

Kim Auletta
Lab Safety Specialist
EH&S    Z=6200
Stony Brook University
kauletta**At_Symbol_Here**notes.cc.sunysb.edu
631-632-3032
FAX: 631-632-9683
EH&S Web site: http://www.stonybrook.edu/ehs/lab/

Remember to wash your hands!


From:
Ralph Stuart 
To:
DCHAS-L**At_Symbol_Here**LIST.UVM.EDU
Date:
01/03/2011 11:33 AM
Subject:
[DCHAS-L] Institutional Lab Roster Management
Sent by:
DCHAS-L Discussion List 


An ongoing concern here at UVM is how to maintain an accurate list of the 
laboratories on campus. 

This issue arises in terms of regulatory interactions and emergency 
planning efforts, but also is important in assigning responsibility for 
housekeeping and other management issues which arise. There are many 
challenges associated with this, including:
- The definition of "lab" (as opposed to shop, studio, cell culture room, 
etc.).
- Are the extent of labs defined geographically (by room) or by people (by 
lab supervisor and workers)?
- Should the use of the lab (class vs. research, instrument vs. wet 
chemical, etc.) define what information is collected about it?
- How are records kept up to date in a academic environment, where the 
relevant information about some operations change weekly and others change 
only over the decades?
- The level of personnel turnover in academia makes education and training 
of key personnel in the importance and methods of maintaining this list an 
ongoing challenge.

I suspect that this is not a major issue in specific departments, but 
presents a bigger challenge across institutions as a whole, where there 
are different scientific styles in, for example, chemistry departments 
distinct from biomedical departments distinct from engineering 
departments. My understanding is that these considerations often mean 
Environmental Health and Safety programs have trouble using institutional 
data collected for other purposes to determine where labs are and who's 
working in them and so end up generating their own lab rosters. 

I wonder what approaches to this challenge academic DCHAS members have 
developed. Thanks for any insight into this issue.

- Ralph 

Ralph Stuart, CIH 
Environmental Safety Manager 
University of Vermont 
Environmental Safety Facility 
667 Spear St. Burlington, VT  05405 

rstuart**At_Symbol_Here**uvm.edu 


We've struggled with these issues too. We started a "lab registration" project a few years ago - there's some changes we need to make now that its implemented, but here's our info:
http://www.stonybrook.edu/ehs/resources/lab_registration.shtml

Our biggest issues that need to be reevaluated:
1. how to count rooms that are shared lab space. We've got some labs that 3 PIs share & now the room is registered 3 times.
2. how to keep it updated - new PIs, PIs moving to new spaces & PIs leaving.

We also have a university (business info) "space report". I've been adding a code to the rooms that we consider a lab to this. There's a "lab" code already in the space report, but it includes music studios, etc. Not rooms EH&S is really interested in. So when we say we have 900 labs & our VP says the space report lists 1500 labs, at least I can now show how these 2 definitions differ using this new code I've been adding.

Kim Auletta
Lab Safety Specialist
EH&S    Z=6200
Stony Brook University
kauletta**At_Symbol_Here**notes.cc.sunysb.edu
631-632-3032
FAX: 631-632-9683
EH&S Web site:
http://www.stonybrook.edu/ehs/lab/

Remember to wash your hands!


From: Ralph Stuart <rstuart**At_Symbol_Here**UVM.EDU>
To: DCHAS-L**At_Symbol_Here**LIST.UVM.EDU
Date: 01/03/2011 11:33 AM
Subject: [DCHAS-L] Institutional Lab Roster Management
Sent by: DCHAS-L Discussion List <DCHAS-L**At_Symbol_Here**LIST.UVM.EDU>



An ongoing concern here at UVM is how to maintain an accurate list of the laboratories on campus.

This issue arises in terms of regulatory interactions and emergency planning efforts, but also is important in assigning responsibility for housekeeping and other management issues which arise. There are many challenges associated with this, including:
- The definition of "lab" (as opposed to shop, studio, cell culture room, etc.).
- Are the extent of labs defined geographically (by room) or by people (by lab supervisor and workers)?
- Should the use of the lab (class vs. research, instrument vs. wet chemical, etc.) define what information is collected about it?
- How are records kept up to date in a academic environment, where the relevant information about some operations change weekly and others change only over the decades?
- The level of personnel turnover in academia makes education and training of key personnel in the importance and methods of maintaining this list an ongoing challenge.

I suspect that this is not a major issue in specific departments, but presents a bigger challenge across institutions as a whole, where there are different scientific styles in, for example, chemistry departments distinct from biomedical departments distinct from engineering departments. My understanding is that these considerations often mean Environmental Health and Safety programs have trouble using institutional data collected for other purposes to determine where labs are and who's working in them and so end up generating their own lab rosters.

I wonder what approaches to this challenge academic DCHAS members have developed. Thanks for any insight into this issue.

- Ralph

Ralph Stuart, CIH
Environmental Safety Manager
University of Vermont
Environmental Safety Facility
667 Spear St. Burlington, VT  05405

rstuart**At_Symbol_Here**uvm.edu

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