Lab Manager Resources

Biological Safety Program

• UCSFs goals of the Biological Safety Program are to protect laboratory workers, the public, and the environment from potentially hazardous biological agents and toxins.
• UCSFs Institutional Biosafety Committee advocates the use of biosafety precautions that effectively reduce or eliminate the risk of exposure to potentially hazardous agents used in research.
• There are several additional resources directly linked below:
  • Biosafety Resources (manuals, SOPs, admin forms, postings/labels, external resources)
  • Biosafety SOPs

Biohazard Use Authorization

• UCSF Principal Investigators planning to carry out research which may involve biological hazards should should submit a Biological Use Authorization application form to the Institutional Biosafety Committee for review and approval.
• Lists all the research conducted in each laboratory.
• Lists all approved personnel.
• Lists training requirements.
• Lists approved locations for use.
• All research must be approved before research begins.
• BUA Orientation and Tips Sheet for getting started.

BUA Renewals

• BUA's must be renewed every 3 years with the except of BUAs containing BSL3 research which is an annual renewal.
• Renewal reminders are sent 90 days prior to the expiration date.
• If you do not renew, your BUA will be terminated.

Modifications

• EH&S needs to maintain accurate records of all ongoing experiments utilizing biological materials.
• A modification request needs to be submitted for changes in personnel, research locations, biomaterials, and experimental procedures.

Laboratory Supervisor

• Make sure Vanessa York is listed on your BUA as a laboratory supervisor so the division is able to read each lab's BUA, keep up with lab specific EH&S guidelines, and update signage and policies.  

Maintain a Chemical Inventory

• Maintaining accurate chemical inventories is a regulatory requirement and is essential to ensuring the safety of firt responders who may need to enter UCSF buildings.
• Chemical inventories must be updated annually, anytime the inventory significantly changes, and whenever a new storage and use location is added.
• To assist PIs in maintaining accurate chemical inventories, EH&S is introducing a user-friendly chemical inventory management system called UC Chemicals.
• View a one-page summary on "Managing your chemical inventory."

Draft SOPs for Particularly Hazardous Chemicals

• CAl/OSHA requires that standard operating procedures (SOPs) be established for work with any hazardous chemicals.
• Prinicipal investigators and laboratory supervisors are responsible for establishing SOPs relevant to health and safety for laboratory activities under their direction that involve hazardous chemicals.
• In order to alleviate the needs for hundreds or thousands of chemical specific SOPs for all of the hazardous chemicals in a lab's inventory, EH&S at UCSF has introduced the system of control banding SOPs.
• Control banding is a process that matches a control measure (e.g., ventilation, engineering controls, containment, etc.) to a range or"band" of hazards and exposures. (Acutely Toxic, Carcinogens, Corrosive, etc.)

Storage

• All chemicals must be labeled (including secondary transfer containers)
• Materials should always be segregated and stored according to their chemical family or hazard classification.
• For multiple hazards, use priority as flammability, reactivity, and corrosivity.
• There are basic storage requirements such as clearance from the ceiling, no ignition sources, approved storage cabinets, secondary containment, signage, and handling.
• See the full guidelines on "Safe Storage of Hazardous Chemicals."

Oversee the disposal of chemicals in WASTe

• All chemicals must be disposed of according to EH&S regulations and using the WASTe App located on the UCSF MyAccess page

Controlled Substances Authorization

• The acquisition, use and disposal of Controlled Substances at UCSF is subject to strict Federal and State Drug enforcement Administration (DEA) regulations as well as University of California directives.
• Any lab that works with controlled substances needs to have the appropriate authorizations in place.
• Strict guidelines that cover users, storage, utilization, record keeping, and disposal.
• https://ehs.ucsf.edu/controlled-substances-program

Maintain Safety and Training Records

• The lab manager/lab designee is responsible for making sure all training records are up to date.
• Keep EH&S approvals together in an accessible location.

Corrects deficiencies from EH&S inspections

• Keep inspection reports and correct deficiencies.
• It is helpful to share inspection reports amongst labs to help prevent future advisories.

Contact Information

• Emergency contact information will be updated twice a year by each employee.

Emergency Action Plan

• Vanessa York is responsible for making annual updates to our emergency action plan.

Biannual Signage

• All employees need to read this plan twice a year and sign the signature page of this plan.

Phone tree

• Each lab is responsible for making sure that their lab's phone tree is updated as personnel changes occur.

IACUC

• Any laboratory that will perform animal research needs to have an IACUC protocol in place.
• A protocol describes all uses of live vertebrate animals proposed by a PI for a three-year period.
• All procedures on a protocol, including pilot studies, must be fully approved by the IACUC before acquisition, housing, or use of animals.
• https://iacuc.ucsf.edu/protocol-submission

UCSF Office of Resarch Compliance provides detailed guidance on the maintenance of lab notebooks and digital platforms.

LHAT

• This online system is intended to identify and communicate hazards present in a lab or research area to prevent workplace illness and injuries.
• It offers the ability to easily maintain lab hazard assessments, determine the appropriate Personal Protective Equipment (PPE) needs, and maintains training records required to help ensure that lab members are properly protected.
• Each member of the laboratory must be added to this assessment.  The person must certify the assessment and take the PPE training.
• This assessment is an App on the UCSF MyAccess Page.
• https://ehs.ucsf.edu/lab-hazard-assessment-lhat

The DEM Safety Manual for BSL 2 and BSL 2* is avilable to Lab Managers, along with supporting documentation via Microsoft Teams -> Experimental Medicine Team -> Lab Managers -> Files.

Each lab is responsible for maintaining an accurate specimen inventory as required by UCSF EH&S.

Purchase and Maintains Equipment

• Labs are responsible for completing the proper paperwork for ordering equipment and capital assets.
• Vanessa and Susan can provide tips and advice on the paperwork but are not responsible for completing the paperwork for you or working as a liaison between the lab and purchasing.
• When considering a large equipment purchase, labs need to coordinate with Vanessa about the location and confirm space is available.

Maintains an Equipment Inventory

• General equipment inventory
• Capital Asset inventory (Equipment over $5000)
• Each lab is responsible for keeping a list of all equipment in their laboratories and updating this list as changes are made/annually
• DEM keeps track of all common equipment

Assists with Capital Asset Inventory and Capital Asset Physical Audit

What is a Capital Asset?

• A capital asset is an item that has a life expectancy of more than one year, not expendable, and costs more than $5000.
• Each lab has two custody codes depending on funding source used for purchase (faculty start-up funds or grant)
• Each capital asset has a unique tracking number associated with it and a sticker with this code should be placed on the front of the piece of equipment
• Resource: https://supplychain.ucsf.edu/capital-equipment

What is the Capital Inventory?

• Annually, UCSF requires us to certify our capital asset inventory
• Fonda will contact each lab manager who then needs to verify each piece of equipment, location, asset sticker, and serial number

What is the Capital Physical Audit?

• After certification, an audit is performed to on a pieces of equipment that are randomly selected for in person (or digital) verification
• Includes, photos of the equipment, tag, and other specifications

Coordinates Pipette Calibration

• The lab assistant arranges a yearly onsite calibration for tissue culture pipettes (usually in December).
• We invited labs to have their pipettes calibrated at this time. Labs are to count their pipettes and obtain their own PO number. The count and PO number are then given to the lab assistant.
• If pipette calibration is needed at any other point in the year, labs can arrange their own onsite calibration as long as there are enough pipettes or can send in the pipettes.

Coordinate Surplus with Administrative Team

• If you need broken equipment removed from your lab space, let Vanessa and Fonda know so they can initiate the surplus request
• Capital assets have a special surplus process before equipment can be picked up

Maintains Monnit Sensors

• Earlier this year, DEM switched equipment monitoring to a company called Monnit with external probes and online monitoring software iMonnit
• Each lab manager and members of the lab who wanted access were given an account
• Each lab is responsible for their own equipment monitoring; Xavier also monitors the cryofreezers in case it is an LN2 issue
• Calibration of probes still needed
• Contact Vanessa if you need sensors

Equipment Troubleshooting and Repair

• Each lab is responsible for maintaining its own equipment and for scheduling any repairs
• Goal is for the lab to troubleshoot issues first, then come to Vanessa and Xavier if you need help requesting service.
• Sherman and Vanessa can help source alternatives to the broken equipment as needed/available

Each lab manager/designee is responsible for maintaining the common stock items in each lab.

Routine Fridge and Freezer Cleanout

Annually, each lab should review their speimen contents to determine if items are still needed.

Surplus

See "Equipment" section for more information.

Biological Safety Program

• Federal agencies, international agencies, and IATA have in place numerous regulations for shipping of dangerous goods by surface or air.
• Anyone packaging, handling, shipping, or transporting hazardous materials must receive training on handling hazardous materials.
• Training is required before performing any tasks and every two years after.  This training is available online from the UC Learning Center.

Harmonized Tariff Schedule (HTS) of the United States

The Harmonized Tariff Schedule of the United States (HTS) sets out the tariff rates and statistical categories for all merchandise imported into the United States. The HTS is based on the international Harmonized System, which is the global system of nomenclature applied to most world trade in goods. This code(s) is required when receiving goods from international shipments. You can search HTS codes in the online database.

Lab research uses significant resources and produces excessive waste. Our division values sustainability, both enviornmental and financial, so we wanted to provide recommendations on how to "green" your lab including:

• Close the fume hood sash when not in use.
• Turn off the lights and other equipment when not in use.
• For cold storage, maintain door seals, defrost and remove ice, and clean filters and vaccum coils.
• Chill up -80s to -70 C.
• Take advantage of vendor take-back programs.
• Use a shared supply of common reagents and materials to prevent over-purchasing.

For more ideas, check out an hour long panel discussion hosted by Nature. 

BearBuy Roles

Every UCSF employee is given the default role of Shopper.

Each Lab Manager has the role of "Requester" in BearBuy. This role enables the Lab Manager to submit orders on behalf of members in their labs. Contact the Division Manager to request this role within BearBuy.

Shopper: https://supplychain.ucsf.edu/sites/supplychain.ucsf.edu/files/wysiwyg/BearBuy_Shopper_Quick_Reference.pdf

Requestor: https://supplychain.ucsf.edu/sites/supplychain.ucsf.edu/files/wysiwyg/BearBuy_Requester_Quick_Reference.pdf

Resources

https://supplychain.ucsf.edu/

https://supplychain.ucsf.edu/buying

https://supplychain.ucsf.edu/bearbuy

Lab Manager/Lab Designee Requestor Responsibilities

• Verify Dept ID
• Verify shipping address
• Make sure necessary attachments are present
• Make sure the appropriate funding source is used for orders

Important Information

• Items over $500 route to Susan and Justin for approval
• Provided there are no issues with the cart, orders will be placed within 1 business day
• P-card cannot be used if items are in BearBuy unless you have a reasonable justification
• Carts will be returned if not filled out properly
• Vanessa and Susan can help guide the BearBuy process but are not responsible for the appropriate documentation
• Use a non-federal funding source for ordering office supplies

Commonly used forms

• Non-catalog
• Blanket PO
• Capital Assets
• America To Go for catering (make sure to add attendee list to order)

Capital Assets

• For orders over $5000
• Need a quote (multiple quotes if not sole source)
• Need partial tax form
• Need a justification for items over $10,000 on federal grants
• Attach PI Approval
• Add custody code and custodian
• For more information: https://supplychain.ucsf.edu/buying-capital-equipment

BearBuy Searches

For Item Search:

• Can search in the serch field or the punch-out catalog
• Use the non-catalog form if items are not in the catalog
• If vendor is not in BearBuy, you will need to have the vendor added https://supplychain.ucsf.edu/supplier-registration-faqs

For Document Search:

• Can put PO number, requisition number, or invoice number in the top right search field on the BearBuy page
• Can also click on the document icon on the left side of the BearBuy homepage to search for previous documents

Match Exceptions

• A match exception occurs when the quantity or price is outside of a certain established range
• Meredith and Vanessa are match exception approvers
• All match exceptions must be approved or rejected promptly
• The Admin Officer and Vanessa will reach out in the event of a match exception and responses are needed promptly.

Common Match Exceptions

• Non-catalog or blanket PO form is used but funds have been expended
• Company invoice is misapplied to PO line items
• Company invoices for quantity exceeding PO
• Company invoices for the wrong price

Supply Chain Management Response Team

https://supplychain.ucsf.edu/scm-response-team

You can sign up for the monthly newsletter that contains new policies and helpful tips.

FedEx Reconcilation

Each Lab Manager or designee is responsible for reconciling the FedEx account for their lab. Please contact the Division Manager if you have questions or need assistance.

Chart of Accounts Information & Updates

Every lab has several Chart of Accounts (COAs) that are the funding sources for materials and supplies. Each grant is assigned a unique COA. You should utilize the appropriate COA for ordering supplies. Contact the Finance Analyst for assistance. 

Each lab manager/lab designee is responsible for laboratory onboarding and training of each new new lab member.

Each lab manager/lab designee is a member of the DEM Steering Committee (DEMSC), Safety and Equipment Committee, and the DEM Lab Manager's Group.

Lab mangers/lab designees are responsible for maintaining the conference room reservations for their labs.

Each lab is responsible for it's own data management.

Space and Facilities Issues/Repairs

Each lab should contact Fonda Smith or Vanessa York for space questions and facility issues/repairs.

Website Updates

Contact Fonda Smith for website updates.

IT and Phone Issues

Contact Fonda Smith for any IT or phone issues.

Our values define us – how we work, learn, interact, and fulfill our mission.

UCSF PRIDE values are the cornerstone for everything we do and unite our faculty, students, researchers, caregivers, and staff in building a culture of collaboration that inspires us be our best today and in the future.

Described in more detail, UCSF's PRIDE Values and how they can be enacted through our daily lives are:

P - Professionalism: To be competent, accountable, reliable and responsible, interacting positively and collaboratively with all colleagues, students, patients, visitors and business partners.

R - Respect: To treat all others as you wish to be treated, being courteous and kind, acting with utmost consideration of others.

  I - Integrity: To be honest, trustworthy and ethical, always doing the right thing, without compromising the truth, and being fair and sincere.

D - Diversity: To appreciate and celebrate differences in others, creating an environment of equity and inclusion with opportunities for everyone to reach their potential.

E - Excellence: To be dedicated, motivated, innovative and confident, giving your best every day, encouraging and supporting others to excel in everything they do.