Environmental Management System Manual V1.0

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June 2007

1

UPRM EMS Manual v1.0




June 2007

University of
Puerto Rico at
Mayaguez

Office of
Environmental
Management


Environmental Management
System Manual V1.0





June 2007

2

UPRM EMS Manual v1.0



NOTE
-

THIS IS THE 1
ST

VERSION OF THE UNIVERSITY OF PUERTO
RICO AT MAYAGUEZ ENVIRONMENTAL MANAGEMENT SYSTEM
MANUAL. IT IS UNDERSTOOD THAT THIS DOCUMENT WILL BE
REVISED AT DIFFERENT STAGES OF THE PROGRAM. IT IS A
DOCUMENT THAT WILL BE IMPROVING CO
NTINUOSLY FOR THE
NEXT 2 TO 3 YEARS.THANK YOU FOR YOUR
CORRECTIONS/SUGGESTIONS


THE UPRM EMS TEAM




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UPRM EMS Manual v1.0




Contents


SECTION 1INTRODUCTION
……………
………………………….
………………………………………………………………………
….
……4

The Material Ecologi
stics Program Description

................................
................................
........................

5

University of Puerto Rico at Mayaguez Environmental Aspects and Impacts

................................
..........

5

Scope
................................
................................
................................
................................
.........................

5

Goals and Objectives

................................
................................
................................
................................

5

UPRM Environmental Management Programs

................................
................................
.........................

6

UPRM Environmental Management Sys
tem Performance Metrics

................................
.........................

8

Important Definitions

................................
................................
................................
...............................

9

SECTION 2 RULES AND REGULATIONS

................................
................................
................................
...........

9

RULES AND REGULATIONS

................................
................................
................................
........................

9

Roles and Responsibilities

................................
................................
................................
.......................

10

UPRM Environmental Management System Performance Evaluation

................................
...................

11

UPRM Environmental Management System Audit

................................
................................
.................

12

Material / Waste Life Cycle Management System

................................
................................
..................

13

SECTION 3 MATERIAL / WASTE LIFE CYCLE MANAGEMENT PROGRAM

................................
....................

13

Important Definitions

................................
................................
................................
.............................

14

Procedure for Purchasing Hazardous Materials

................................
................................
.....................

15

Procedure for Managing Hazardous Waste
s

................................
................................
..........................

16

Material / Waste Life Cycle Management Performance Metrics

................................
...........................

17

University Resource Effectiveness and Material Impact Management

................................
..................

19

SECTION 4 MATERIAL IMPACT MANAGEMENT SYSTEM

................................
................................
............

19

Introduction to Resource Effectiveness

................................
................................
................................
..

20

Measuring Material Environmental Impact

................................
................................
............................

20

UP
RM EMS Environmental Impact Categories

................................
................................
.......................

23

UPRM EMS Material Impact Management System Performance Metrics

................................
.............

25

Introduction

................................
................................
................................
................................
............

26

What is a Laboratory Material Management System and why we need one

................................
.........

26

Laboratory Material Management Training Program

................................
................................
.............

26

SECTION 5 LABORATORY MATERIAL MANAGEMENT PROGRAM

................................
..............................

26

Laboratory Certification

................................
................................
................................
..........................

28




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What is a L
aboratory Procedures
?

................................
................................
................................
..........

28

UPRM Laboratory Material Management Syste
m Required Procedures

................................
...............

29

Laboratory Management Procedures

................................
................................
................................
.....

30

UPRM EMS Laboratory Material Management Performance Metrics

................................
...................

31

EXAMPLE of Laboratory Procedure
................................
................................
................................
.........

33

Additional Documents for Laboratory Material Management

................................
...............................

36

Laboratory Safety Inspection Checklist v1.0

................................
................................
...........................

38

SECT
ION 6 PILOT PROJECTS

................................
................................
................................
.........................

44

UPRM EMS Pilot Project Sample Executive Summary

................................
................................
..................

45


Development of Laboratory Material Management System for B
asic Chemistry Laboratory

....................

45





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The
Material Ecologistics Program

Description

The University of Puerto Rico at Mayaguez

(UPRM)

has decided to establish an
Environmental Management System

(EMS)
. An EMS
is
a

management approa
ch which
enables an organization to identify, monitor and control its environmental aspects. An
EMS is part of the overall management system that includes organizational structure,
planning activities, responsibilities, practices, procedures, processes and

resources for
developing, implementing, achieving, reviewing and maintaining the environmental
policy.

The
UPRM

Environmental Management System will be focused on
managing the
environmental impact of the use of materials required to fulfill the academic m
ission
of UPRM.
The
Material Ecologistics

is a program that will be developed to manage all
the aspects of the lifecycle of the materials used at UPR
M
, from the purchasing to the
final disposal (or other end of life management strategies), where the focus

will be
hazardous materials and waste.


University of Puerto Rico at Mayaguez Environmental Aspects and Impacts

The University of Puerto Rico at Mayaguez
is a land grant institution
with a population
composed of 12,136 students, 1,336 regular staff membe
rs and 1,026 members of the
educational staff.

UPR Mayaguez
is a co
-
educational, bilingual, and non
-
sectarian school
comprising the Colleges of Agricultural Sciences, Arts and Sciences, Business
Administration, Engineering, and the Division of Continuing E
ducation and Professional
Studies
. UPR Mayaguez conducts a wide diversity of education and research activities
that impact the environment such as water use, energy consumption, solid waste
generation, emissions from fuels, waste water and hazardous mater
ials/wastes.


Th
e UPR
M

EMS

Team has decided that
the
most significant environmental impacts are
created by the use of hazardous materials and the generation of hazardous wastes. This
decision is based on the potential risk caused by
the
improper managemen
t of
hazardous materials and wastes. This risk is based on the consequences of exposure to
users, to members of the UPRM Community, to the residents of the City of Mayaguez,
and to the environment itself. This is the reason why management of hazardous
mat
erials and wastes is the initial focus of the UPRM EMS.


Scope

The
UPRM’s EMS

will be focused on managing the purchase, storage and use of
hazardous materials; and the generation and management of hazardous materials in all
the laboratories of the
UPRM
.


G
oals and Objectives

The goals and objectives of the
Material Ecologistics Program

are the following:

1.

Develop a baseline of specific materials currently being used in the UPRM
laboratories and generating/handling waste areas.

SECTION 1

INTRODUCTION




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UPRM EMS Manual v1.0


2.

Develop a tracking system for
such materials from purchasing to final disposal.

3.

Evaluate and quantify the efficiency of the system
.

4.

Evaluate use, reuse and recycling opportunities
.

5.

Evaluate Pollution Prevention, Pollution Reduction and impact minimization
opportunities
.

6.

Q
uantify waste

disposal impacts.

7.

Analyze and implement hazardous chemicals storage and disposal reduction
opportunities
.

8.

Implement a self improvement management system for EMS revisions.


UPRM
Environmental Management Program
s


The UPRM Environmental Management System h
as

three main components



1.

Material / Waste Life Cycle Management



The main objective of this component is
to quantify, monitor an
d control usage of hazardous
materials and waste

on campus
in order to identify and implement pollution prevention and reduction activities as
well as source reduction opportunities.
This component of the program address
es

the
issues
of





W
hat are we usin
g?



W
here are we using it?



H
ow much are we using?

The objectives of the
Material/Waste Life Cycle Management Program

are

a.

Create and maintain an inventory

of hazardous

materials used at the UPRM.

This
inventory will include quantities, users and locations of

use of these hazardous
materials.

b.

Create and maintain an inventory

of hazardous wastes

generated
at the UPRM.

This inventory will include quantities, generators and the location of these
hazardous waste generators.

c.

Identify and implement alternate use opp
ortunities for hazardous chemicals
before they enter the waste disposal
stream.


The Material/Waste Life Cycle Management Program will be implemented and
operated with dedicated software for material and waste management. This product is
Chematix SW and it

is made by SIVCO. This software has been developed for academic
institutions for the same purpose UPRM has defined.

2.

Material Impact Management



The main objective of this component is to develop
and implement a system for evaluating the impact of the U
PRM operations in the
handling of hazardous chemicals. This information will assist the UPRM in the
formulation of pollution prevention and source reduction strategies and activities to
reduce the impact of material usage at UPRM. Such activities may inclu
de



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replacement of hazardous chemicals with more environmentally friendly materials.
This component of the program address
es

the
issues

of



What are the benefits of the materials we are using?



What are the consequences of using these materials?



Is it worth

using these materials (benefits vs. consequences)?



How can we increase the benefit to consequence ratio
?

The objectives of the
Material Impact Management System Program

are

a.

Quantify chemical substances and materials used and
their

impact in the UPRM
waste

disposal management system; and wastes generated at UPRM.

b.

Evaluate and implement source reduction and pollution prevention strategies
using the data base developed in this project, identifying the impacts

of these
materials and wastes.

c.

Quantify

the impac
t of pollution prevention and pollution reduction strategies.

3.

Laboratory Material Management



This component is the environmental
compliance promotion element of the EMS. The main objective of this component is
to provide training to the
members of the
UPR
M Community that are not required
by law or regulation to have such trainings, on the proper handling of chemical
substances in classroom laboratories and to clearly identify wastes and raw
materials management practices. Off campus entities will be ide
ntified and invited
to participate in the training sessions.
This component of the program address
es

the
issues

of



Do users know how to use
the material
s

properly?



How can the people that have to use these materials learn proper management
procedure?



How

can users be constantly trained and kept current in best


material

management practices
?


The objectives of the
Laboratory Material Management Program

are

a.

Provide training on good management practices to UPRM community members
directly involved in the us
e and/or management of hazardous chemicals in
laboratories.
These

training resources
are
available to the UPRM Community
through the UPRM Website

b.

Promote pollution prevention and source reduction awareness
within
the UPRM
community members.








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UPRM

Env
ironmental Management System

Performance Metrics

The main goal of the UPR
M Environmental Management System is to reduce the impact
of the chemical substances and materials
we use to fulfill our

academic mission, and to
promote source reduction, pollution p
revention and compliance promotion awareness,
and activities. The main focus of the UPRM EMS will be hazardous chemicals and wastes
although universal wastes and electronic equipment will also be managed. The UPRM
EMS Project and its components have the
following goals related to
Pollution
Prevention and Reduction


UPRM EMS Pollution Prevention
Objective

Environmental Performance Indicators

A.

Determine what hazardous
materials are being purchased
and used at UPRM.

1.

Hazardous Materials

Inventory System

(HMIS
)
-

% of
laboratories incorporated in the HMIS and the volume of
materials registered in the HIMS

2.

Hazardous Material Exchange

-

% of hazardous materials that
are purchased from other laboratories at UPRM vs the amount
of hazardous materials that is disposed

of
without need.

B.

Determine what are the
benefits of these materials

3.

Outcome Assessment Inventory

-

% of laboratories that have
completed an outcome assessment.

C.

Evaluate the impact of the
materials


4.

Impact Methodology

and
impact ranking for materials


% of
material impact ranking developed
.

5.

Impact Evaluation
-

% of laboratories that have the impact
evaluation in their facilities

6.

Impact Evaluation Volume


the volume of materials that have
been evaluated by the system

D.

Reduce the Risk of Hazardous
Materi
als and Wastes

7.

Laboratory Hazardous Material and Waste Management
Procedure
-

# of laboratories that have developed and used
standard operating procedures related to the management of
hazardous materials and hazardous wastes.

8.

Laboratory Hazardous Material

and Waste Management
Training
-

# of laboratories where the users are trained and
certified in the proper management of hazardous materials and
wastes.

E.

Develop strategies to reduce
the impact of these materials,
strategies such as
reduction/minimization,

substitution or elimination
will be considered.

9.


Impact Reduction

Strategies Developed


# of impact reduction
strategies created.

10.

Impact Reduction

Strategies Evaluated


# of impact reduction
strategies evaluated

11.

Impact Reduction due to Strategies


the impact reduction due



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to implementation of impact reductions strategies


Important Definitions



H
azardous Material
/ Waste (H
MW
)

Authorized User


An
authorized user

is any
member of the UPRM Community that has been trained and certified (certificati
on
must be current) in the proper use of hazardous materials and the proper
management of hazardous wastes. The certification will be issued by the Office of
Environmental Management. Faculty members and Nonteaching personnel that are
involved with researc
h or teaching that requires using hazardous materials must be
HMW Authorized Users
. Undergraduate and graduate students that are involved in
research activities that use hazardous materials or generate hazardous waste, must
be
HMW Authorized Users
.



HMW Au
thorized Facility


An
authorized facility

is a laboratory or workshop that
has the proper facilities for storing and using hazardous materials; has the proper
facilities for managing
hazardous materials and wastes
losses and spills; and has the
proper fac
ilities for managing hazardous wastes.


The certification will be issued by
the Office of Environmental Management.



HMW Authorized Operation
-

An
authorized
operation
is an
authorized facility

being operated by
authorized users
.



Laboratory Supervisor


Thi
s is the person who is responsible and accountable for
all the activities that take place in a laboratory. In educational laboratories, the
laboratory supervisor

is designated by the department. In research laboratories, it is
the faculty member who is dir
ecting the research work at the laboratory.
Laboratory supervisors

must be a
HMW Aut
h
orized Users

and the laboratory must
be a
HWM Authorized Facility
.
Laboratory Supervisors

must be tenured members of
the faculty and must be authorized to be Laboratory S
upervisor by the Ch
airman of
the Department where
the facilities are located at.



HMW User
Suspension



when a user has be
en

found
of
following improper
hazardous materials/waste management procedures, the user will be placed on
HMW User
Suspension
. This me
ans that the user may not work with any type of
hazardous materials nor wastes. The Office of Environmental Management will
declare when the
suspension

is effective and when it ends (following the UPRM EMS
Rules and Regulations)
.



HMW Facility
Suspension



When a facility has been following improper hazardous
materials/waste management procedures or does not have the proper equipment
(see Authorized Facility description), the facility will be placed on HMW Facility
Suspension
. This means that the no work wit
h any type of neither hazardous
materials nor wastes can be conducted in these facilities. The Office of
Environmental Management will declare when the
suspension

is effective and when
it ends (following the UPRM EMS Rules and Regulations)


SECTION 2

RULES AND
REGULATIONS




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Roles and Respo
nsibilities

The UPR
M Environment Management System establishes roles and responsibilities
based on a shared responsibilities management model.

The roles and responsibilities for
the UPRM Environmental Management System are


UPRM Management

a.

The Chancellor
, Deans and Chairs will oversee the implementation and operation of
the
Environmental

Management Plan.

b.

Review the results of laboratory audits in their areas of responsibility and the
Environmental

Performance Indicators and the associated goals.


Deans

a.

Mu
st assure that all departments follow the established
Environmental

Management
System
.

b.

Must assure that all departments resolve any audit findings as soon as possible
.

c.

Evaluate the effectiveness of the School
Environmental

Management System
.


Department Di
rectors

a.

Must assure that all laboratories in the dep
artment follow the established
Environmental
Management System
.

b.

Must assure that all laboratories in the department resolve and audit findings as soon
as possible.

c.

Evaluate the effectiveness of the Depar
tmental Laboratory Management System
.


Laboratory Supervisors


The Role of
the

Laboratory Supervisor is the cornerstone of the
Environmental

Management System
.
In the case of e
ducational

laboratories, the department that
offers the course should designate

a lab
oratory

supervisor. In research laboratories, the
supervisor is the researcher in charge of the project.

The lab
oratory

supervisor is
responsible for everything tha
t

happens in the laboratory, tasks can be delegated to
lab
oratory

personnel but respon
sibilities cannot be delegated
.

a.

Ascertain

that all personnel in the laboratory are HMW Authorized Users.

b.

Ascertain

that
personnel working

in the

laborator
y
understand and implement the
procedures involved in day to day management of
hazardous materials and

hazardous wastes
.

c.

Ascertain

that problems identified during the laboratory self
-
inspections and annual
audits are resolved as soon as possible.





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Laboratory Personnel and Students

a.

Laboratory personnel must be
HWM Authorized Users

in order to

work in
HM
W
Authorized Facilities
.

b.

Laboratory personnel are responsible for following procedures described in the
Environmental

Management System and following generally accepted safe work
practices.

c.

When there are questions, they are responsible for consulting the
Laboratory
Supervisor


Office of Environmental Management

a.

Work with the departments in the development of the
Environmental

Management
System and act as a consultant to all departments at UPR Mayaguez.

b.

Audit the
environmental

management
system;

submit fin
dings and
recommendations to the Campus Administration.


UPRM Environmental Management System
Performance Evaluation

The main goal of the UPR Mayaguez Environmental Management System is to reduce
the impact of the chemical substances and materials used at
UPRM to fulfill its academic
mission, and to promote source reduction, pollution prevention and compliance
promotion awareness, and activities. The main focus of the UPRM EMS will be
hazardous chemicals and wastes although universal wastes and electronic e
quipment
will also be managed. The UPRM EMS Project and its components have the following
goals related to
Pollution Prevention and Reduction
.


UPRM EMS Pollution Prevention
Objective

Environmental Performance Indicators

A.

Determine what hazardous
materia
ls are being
purchased and used at
UPRM.

1.

Hazardous Materials

Inventory System

(HMIS)

-

%
of laboratories incorporated in the HMIS and the
volume of materials registered in the HIMS
.

2.

Hazardous Material Exchange

-

% of hazardous
materials that are purchased
from other
laboratories at UPRM vs the amount of hazardous
materials that is disposed without need.

B.

Determine what are the
benefits of these materials

3.

Outcome Assessment Inventory

-

% of laboratories
that have completed an outcome assessment.

C.

Evaluate t
he impact of the
materials


4.

Impact Methodology

and
impact ranking for
materials


% of material impact ranking developed
.

5.

Impact Evaluation
-

% of laboratories that have the
impact evaluation in their facilities

6.

Impact Evaluation Volume


the volume of



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UPRM EMS Manual v1.0


mat
erials that have been evaluated by the system

D.

Reduce the Risk of Hazardous
Materials and Wastes

7.

Laboratory Hazardous Material and Waste
Management Procedure
-

# of laboratories that
have developed and used standard operating
procedures related to the man
agement of
hazardous materials and hazardous wastes.

8.

Laboratory Hazardous Material and Waste
Management Training
-

# of laboratories where the
users are trained and certified in the proper
management of hazardous materials and wastes.

E.

Develop strategies t
o reduce
the impact of these
materials, strategies such as
reduction/minimization,
substitution or elimination
will be considered.

10.

Impact Reduction

Strategies Developed


# of
impact reduction strategies created.


11.

Impact Reduction

Strategies Evaluated


# of impact
reduction strategies evaluated


12.

Impact Reduction due to Strategies


the impact
reduction due to implementation of impact
reductions strategies



UPRM Environmental Management System Audit

The UPRM Office of Environmental Management will cr
eate an internal EMS Audit team
to evaluate the operation of the Environmental Management System. The
tasks
associated with this effort are:

1.

Selecting the team members

2.

Training the team members

3.

Developing and communicating an EMS Audit Calendar

4.

Conduct an
audit of the EMS

5.

Summarize findings and make improvement recommendations


Internal EMS Audit
s

will be conducted twice a year at the beginning of November and
the beginning of April. The findings will be summarized and communicated to the Office
if Enviro
nmental Management and to the UPRM Administration.


It is the responsibility of the departments and areas to
develop and implement
corrective action plans for all the findings reported by the EMS Audit Team. The Office
of Environmental Management will appr
ove these corrective actions, which should be
implemented before the next internal audit.







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UPRM EMS Manual v1.0


Material / Waste Life Cycle Management System

The main objective of this component of the UPRM EMS is to know what materials are
purchased and used; provide for a
lternate use options prior to waste disposal
considerations,
and
evaluate waste generation for laboratories on campus.
Every
material used on campus has a life cycle similar to the one shown in figure 1.




Figure 1


UPRM Mate
rial Life Cycle


Materials come from different vendors, the
y

are distributed on campus,
they
are used
at the different laboratories on campus (see figure 2 for work area material flow), the
wastes generated are removed from the laboratories, the hazardous

wastes are sent to
a central waste deposit on campus, and these waste are removed by an external
contractor and sent to an authorized facility
.





purchasing

vendor

receiving

4
4
.
.


M
M
a
a
t
t
e
e
r
r
i
i
a
a
l
l
s
s


u
u
s
s
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d
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o
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p
p
e
e
r
r
a
a
t
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i
i
o
o
n
n
s
s


3
3
.
.


D
D
e
e
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l
i
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v
e
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r
r


m
m
a
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l
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b
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r
r
a
a
t
t
o
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r
r
y
y


Laboratory /

Work area

Central Waste
Deposit

5
5
.
.


W
W
a
a
s
s
t
t
e
e


i
i
s
s


s
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f
a
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y
y


Waste
Management
Provider

6
6
.
.


W
W
a
a
s
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e


i
i
s
s


p
p
i
i
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p
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b
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c
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o
r
r


1
1
.
.


P
P
l
l
a
a
c
c
e
e


o
o
r
r
d
d
e
e
r
r


a
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m
a
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p
p
a
a
y
y
m
m
e
e
n
n
t
t


2.

Ship
materials

overall goal is
to reduce the
life cycle
waste
generation

feedback of
information

information flow

material flow

SECTION 3

MATERIAL / WASTE LIFE CYCLE MANAGEMENT PROGRAM




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UPRM EMS Manual v1.0



Figure 2


Important Definitions

(HMW stands for Hazardous Materials and Waste)



Hazardous Material Purchase Approvers



A
HM Material Purchase Approver

is any
person in the supply chain that has the authority for approving a purchase of a
hazardous material. This includes hazardous materials purchased by a purchase
order, credit card
s (personal or inst
itutional), hazardous material donations from
external sources and material transfer from another UPRM HMW Authorized
Facility.



HM Material Purchase Request


This is a form where a HMW Authorized User
requests hazardous materials for a
certain HMW Authorized Facility. The request
must list the materials to be purchased (the term purchase includes donations), the
amounts of each material, the HWM Authorized Users that will be using the
requested materials, and the HWM Authorized Facilitie
s where the materials will be
used.



HM Material Approval

-

This is the approval issued by a HM Material Purchase
Approver. This HM Material Approval is valid for the hazardous materials in the
purchase request, in the requested amounts and can only be use
d by the HM
Authorized Users in the request at the HM Authorized Facility listed in the request.

1.

Laboratory Materi
als
received

Materials
storage area

Laboratory
operations

2.

Materials to be used

3.

Unused materials or
intermediate
products are stored

4.

Waste materials
area placed in
satellite area

Waste satellite
area

5.

Waste materials are
sent to central waste
deposit

Work area / Laboratory

Waste
minimization
strategies

waste reduction actions

material flow

information flow




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HM Material
Receiving Certificate

-

This is a certificate issued by the
HM Material
Approver

when the requested material is received by the
HMW Authorized User

and is placed at the
HMW Authorized Facility
.



Hazardous Waste Removal Request



This is a request placed by an
HMW
Authorized User

to the
UPRM Office of Environmental, Health and Safety

for the
removal of hazardous waste from a
HMW Authorized Facility
. On
ce the request is
registered, a
HW Removal Job

Order

is
created.


Procedure for Purchasing Hazardous Materials

1.

A
HM
W

Authorized User

determines the need for some hazardous material
and
identifies

a source


this can be a vendor, an external donor or a tran
sfer from
another UPRM
HMW Authorized Facility
.

The
HMW Authorized User

logs on the
software and fills out a
HM Material Purchase Request
. The software will notify the
user of any surplus material available at other UPRM HMW Authorized Facilities in
case
the user wants to make an internal purchase.

2.

The request is sent to the
HM Material Purchase Approver
.
The approver is
designated by the department for which the HMW Authorized User works for and by
the department where the
HMW Authorized Facility

is locat
ed at.

3.

Once the request is approved and a
HM Material Approval

is issued, the purchase
can proceed


in case of an actual purchase it will go to the UPRM Purchasing Office
so that the purchase process can be completed; in case that it is a donation it can

be
accepted
;

and in the case it is an internal purchase

the funds will be transfer
ed

to
the material seller.

4.

When the hazardous material arrives, personnel from the UPRM Shipping and
Receiving Office (or a designated representative) will receive and regis
ter the
hazardous material and deliver it to the
HMW
Authorized User
/HMW Authorized
Facility.
The hazardous material received must be compared with what was
requested and in case of any discrepancies these must be explained before the
material
is

used.




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Procedure for Managing Hazardous Wastes

1.

A
HMW Authorized User

at a
HMW Authorized Facility

determines that the
hazardous wastes in the facility are reaching a defined limit.
HMW Authorized User

logs on the software and fills out a
Hazardous Waste Removal R
equest
.

2.

The request is sent to the
UPRM Office of Environmental, Health and Safety
.
UPRM
EHS Office logs the request and issues a
HW REMOVAL JOB ORDER
.
This job order
indicates at what HMW Authorized Facility the waste will be removed, when it will
be re
moved and by whom. This information is sent to the
HMW Authorized User

and to
the
department where the
HMW Authorized Facility

is
located
.

3.

The
HMW Authorized User

acknowledges the
HW REMOVAL JOB ORDER

and gives
the go ahead.

4.

The UPRM Office of Environmenta
l

Protection
, Health and

Occupational

Safety

sends personnel to the
HMW HMW Authorized Facility
to remove the hazardous
wastes. The types and quantities of the hazardous wastes removed will be registered
and entered into the softwar
e database as part of th
e
HW REMOVAL JOB.
Once the
hazardous waste is removed and placed in the hazardous waste storage facility, the
HW REMOVAL JOB

will be closed and the information of the materials, quantities,
time and location will be register
ed
. This information will be sen
t to the
HWM
Authorized User

t
hat placed the removal request and to the department.

Figure 3
-

UPRM Hazardous Material Purchasing Sequence




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Figure 4
-

UPRM Hazardous
Waste Removal

Sequence


Material / Waste Life Cycle Management Performance Metrics

The performance of the Material / Waste Life Cycle Manageme
nt Metrics will be
evaluated by the following metrics

MATERIAL / WASTE LIFE CYCLE MANAGEMENT METRICS

2007

2008

2009

1.

Material Purchase Controlled

-

The metric

for this goal

is
the % of material purchases that is controlled by the system
and it will be meas
ured as the total of purchases made at
UPRM.

10%

15%

20%

2.

Waste Tracking

-

The use of waste tracking and material
tracking should allow us to compare what is bought and
what is disposed. The metric
for this goal
is the % of waste
that is accounted for base
d on user and activity and it will be
measured as the total of waste generated at UPRM
.

20%

50%

75%




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3.

Waste Reduction per capita


The metric
for this goal
is the
% of waste that is reduced on a per capita basis. The % of
reduction is based on year 0 baselin
e
. Good inventory
keeping will be essential.

5%

10%

15%

4.

Surplus Material Usage

-

One of the goals of the EMS is to
reduce the unnecessary purchase and disposal of materials.
The metric for this goal is the % of available surplus material
on the virtual
flea market that was purchased

10%

15%

20%

5.

Material Consumption Reduction per capita


One of the
goals of the EMS is to reduce the unnecessary purchase and
of materials. This metric evaluates the material usage
reduction on a per capita basis. The % o
f reduction is based
on year 0 baseline

5%

15%

20%





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University Resource Effectiveness and Material Impact Management

The 2
nd

component, the Material Impact Management, is the part of the program that
will be developing the analysis and evaluation method
s to determine what are the
benefits and consequences of material usage at UPR Mayaguez.
This part of the EMS
will be done using principles and concepts of Life Cycle Assessment,
Full Cost
Accounting
, Environmental Economics and Emergy Analysis
.




The
Life

Cycle Assessment
is an objective process to evaluate the environmental
burdens associated with a product, process or activity by: identifying energy,
materials and benefits; assess the impact of the energy and materials; and evaluate
and implement improve
ment plans
(Society of Environmental Toxicology and
Chemistry, SETAC)
. In the case of UPRM, the EMS will examine all the aspects from
the moment the material is purchased to the end of life management stage
(disposal or other alternatives), this is a strea
mlined life cycle assessment.





Full Cost Accounting

is a systematic approach for identifying, summing, and
reporting the actual costs of waste management. It takes into account past and
future outlays, overhead (oversight and support services) costs, and

operating
costs.




Emergy


(definition from Wikipedia)
As a systems concept emergy is defined as the
sum over time of all energy (of one type) needed to develop a flow of energy of
another type. According to the Emergy Systems school, like the concept of
sustainability
, "Emergy is a systems concept that is context driven, and cannot be
fully understood or utilized outside of systems context." This school has therefore
promoted em
ergy as a concept that is useful for establishing the metric for a
rigorous and quantitative
sustainability index
. According to Laganisa an
d Debeljakb:
The emergy synthesis method was introduced from Howard T. Odum in the 1980s
... with the aim of taking into account the different quality of driving forces
supporting a process and allowing their comparison on the same basis. It attempts
to so
lve the problem of multi
-
quality inputs by transforming them to an equivalent
of energy of a single quality, which is usually solar energy. (Laganisa & Debeljakb
2006, pp. 287
-
288).




Ecological economics


(definition from Wikipedia)
is an approach to rath
er than a
branch of economics that addresses the interdependence and co
-
evolution
between human economies and natural ecosystems. The objective of ecological
economics (EE) is to ground economic thinking and practice in physical reality,
especially in the
laws of physics (particularly the laws of thermodynamics) and in
knowledge of biological systems. It accepts as a goal the improvement of human
wellbeing through economic development, and seeks to ensure achievement of this
through planning for the sustain
able development of ecosystems and societies. It
SECTION 4

MATERIAL IMPACT MANAGEMENT SYSTEM




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distinguishes itself from neoclassical economics (NCE) primarily by its assertion that
economics is a subfield of ecology, in that ecology deals with the energy and matter
transactions of life and the earth,

and the human economy is by definition
contained within this system. In contrast, NCE has historically assumed implicitly
(and, more recently, explicitly) that the environment is a subset of the human
economy.


The idea of the Material Impact Assessment P
roject is to develop an evalu
ation
system that takes into
account the life cycle impacts and benefits of the materials
used to fulfill the University of Puerto Rico at Mayaguez

academic mission
. The
evaluation system developed must be comprehensive and at
the same time be easy
to understand and useful
in

the decision making process.


Introduction to Resource Effectiveness

Every material / product/ services has explicit and implicit environmental and societal
consequences. These consequences are assumed
when the material/product or service
is used.
For example take the

gasoline/diesel fuel used in automobiles. When the
person selects a vehicle, he/she is assuming the explicit consequences of this choice.
Some of the explicit consequences of having a vehi
cle are: the gas consumption of the
vehicle, the oil used/discarded for lubrication, the tires used/discarded, the emissions
the vehicle generates, the contribution to traffic congestion, ease of mobility. The
average vehicle owner is not aware of many of
the implicit consequences such as noise
pollution created by traffic, habitat destruction when making the roads, increase in
greenhouse emissions, military costs of securing areas where oil is found and military
costs of securing access back and forth to t
hese areas.


It would be very useful for any person using

a material / product / service

to be aware of
the explicit and implicit consequences of using this material/product/service. It would
be even more useful if there was a way to assess these conseq
uences, to evaluate the
benefits of using the material/product/service; and then have a way to weigh the
benefits and the consequences with a systematic and easy to understand methodology
in order to make a more informed decision. The University Resource
Effectiveness
System is an effort to develop such a system for the materials/products and services
used at the University of Puerto Rico at Mayaguez. This will be the proposed metric for
the UPRM Material Impact Management System.


Measuring Material Envi
ronmental Impact

T
he Material Impact Management System will evaluate and assess an impact score on
the hazardous materials and wastes of UPRM. The methodology that will be used will
be based on Life Cycle Assessment (LCA). The LCA has four components:

1.

Go
al definition and scoping;

2.

Life Cycle Inventory Assessment;

3.

Life Cycle
Impact Assessment
: and




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UPRM EMS Manual v1.0


4.

Life Cycle Improvement Analysis.

T
he components entail the following


component

actions & path forward

Goal definitions and
scoping

In this component or stage,

it has been clearly defined that
the scope will be hazardous materials and wastes. The goal
has been defined as providing a system to manage the
impact of hazardous materials and wastes, in order to have
a safer and more environmentally friendly workplac
e

Inventory

The hazardous material and
hazardous waste inventories
will be provided by each laboratory. These inventories will
center on the amount of materials, and will eventually
provide for the evaluation of the related indirect costs and
indirect imp
acts of these materials such as energy used for
transportation and storage.

Impact

This is the part that will be developed for the material
impact management system


how to use LCA for
measuring the impact of the materials/wastes of UPRM

Improvement

The

material impact management system will be used as a
tool for evaluating environmental performance
improvement strategies such as green chemistry


The part that must be developed for the Material Impact Management System is the
Life Cycle Impact Assessme
nt component. For now, some LCA streamlining will be used.
Streamlining is basically a technique that limits the scope of the LCA analysis that
focuses on the parts that are relevant for the analysis. In this case, the impact of
transporting materials fro
m the vendors to UPRM will not be evaluated. This is because
it is not so easy to evaluate the life cycle of all the stages
until

the point of

use for each material.
Therefore

we will work with the assumption that all the materials
will have the same imp
act
until
the point of use at UPRM, or in other word we will be
focusing on the impact of the materials once they are at UPRM. The impact of these
materials will be divided in three possible modes


1) the impact of the materials before
use; 2) the impact
associated with the spill or loss of the materials; 3) and the impact of
the resulting products (the outcome of the activities held in each laboratory) as shown
in figure
5





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UPRM EMS Manual v1.0




Figure
5



material impact sources


The Material Impact Evaluation will be base
d in the Life Cycle Impact Assessment
method. It must be noted that in order to complete an Impact Assessment, the Life
Cycle Inventory must be completed. The LC Impact Assessment has three main steps

I.

Classification



this is where the materials in the in
ventory are assigned to
impact categories.
(
As an example, consider Arsenic that was used as an additive
in pressure treated wood. This is
a carcinogen and has been shown to cause lung,
skin, bladder, liver, kidney and prostate cancer. In this case, arsen
ic would be
classified as a carcinogen.
)

II.

Characterization


This is whe
re the impact of the materials
that
have been
divided by categories,

is determined or evaluated.
(
As an example, if we
consider Arsenic the classification would indicate that it is a c
arcinogen. The
Characterization step would develop a model that would determine the cancer
causing potential of arsenic based on factors such as exposure levels, exposure
mechanisms, bioaccumulation and others.
)

III.

Valuation


This is the step where characte
rized impacts of different materials in
different categories are combined to understand the complete impact of a given
action. These impacts of different materials can be weighted to reflect that
some impacts are more important than others.
(
As an exampl
e, let us suppose
that we have a product which
a
manufacturing plant creates

which

impacts in
terms of global warming, habitat destruction and cancer potential. The overall
impact of this manufacturing plant would be a combination of these individual
impa
cts and these components could be weighted according to some
preferences.
)


The proposed steps to determine the impact of the materials used at UPRM are

1.

Make a list of the substances used in given laboratory. This list should include the
amounts of each su
bstance and in what form they are used (solid, liquid, gas,
concentrated, diluted,…)

2.

Make a list of the substances created in a given laboratory. The materials used and
generated make up the Laboratory Life Cycle Inventory.

3.

Classify all the materials in th
e LLC Inventory according to environmental impact
categories (see list provided).
CLASSIFICATION

4.

Using established evaluation models, characterize the impact of each substance in
each category.
CHARACTERIZATION

5.

Develop a set of impact weighting factors tha
t reflect UPRM priorities and concerns.
VALUATION




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6.

Combine the impacts of step 5 with the weighting factors of step 6 to determine the
overall
Laboratory Impact. VALUATION


UPRM EMS Environmental Impact Categories

Potentially t
he impact generated by UPRM a
ffects the people in the laboratory (human
health impacts) in the short and long term (acute and chronic health issues). The
activities also affect the UPRM Community (human health impacts), the local
ecosystems (local environmental issues) and global ecol
ogical issues. Some of the
potential environmental impact categories that can possibly
be
used are:


Impact category

justification

type

Greenhouse
gases / global
warming

Global warming is an issue that has
generated a great deal of concern. It
is importan
t to make sure that the
substances used at UPRM do not
contribute to global warming

Global environmental
issue

Ozone depletion

Ozone depletion is an issue that has
generated a great deal of concern. It
is important to make sure that the
substances used at

UPRM do not
affect the ozone layer.

Global environmental
issue

Hazardous
Waste
Management

UPRM generates hazardous wastes
that must be removed and sent to
different storage sites.

Global environmental
issue

Acid rain

It
may be

a

considerable issue in
Pu
erto Rico
;

we have to make sure
that it is addressed properly

local environmental
issue

Smog / Air
Quality

I
t may be
a
considerable issue in
Puerto Rico
;

we have to make sure
that it is addressed properly

local environmental
issue

Aquatic Life
Impact

The

state of aquatic ecosystems is a
important concern in terms of
preserving biodiversity and in terms
of protecting the local fishing
industry

Global & local
environmental issue

Aquifer
contamination

Aquifer contamination can impact
the state of the drinki
ng water.
Water contamination can affect
habitats and human population.

local environmental
issue, local health
issue

Other global and
local
environmental
UPRM Operations can cause other
environmental issues. These must be
explored and addressed
properly.

Global and local
environmental issue,
potential local health



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issues

issue

Carcinogens

Cancer is a very serious human
health issue and can be caused by a
wide range of factors and substances

local health issue, long
term effects

Irritants (eyes,
lungs,

skin)

Different substances used at UPRM
can cause injuries when in contact
with the eyes, skin or lungs.

local health issue,
short term effects,
potential long term
residual effects

Respiratory
problems

Different substances used at UPRM
can cause respir
atory complications
of temporary or permanent nature

local health issue,
short term effects,
potential long term
residual effects

Allergies

Different substances used at UPRM
can cause allergies of different kind
s
.
This can make working in the
affected are
a difficult or nearly
impossible.

local health issue,
short term effects,

Blood diseases,
Cardiovascular
system

Some of the substances used or
generated at UPRM may affect the
blood and cardiovascular system, this
must evaluated.

local health issue,
shor
t term effects,
potential long term
residual effects

Odors

Some
operations at UPRM may
generate objectionable odors. This
must be evaluated.

local health and
environmental issue

Reproductive
health

Some substances used at UPRM may
be a risk to pregnant e
mployees and
others.

local health issue,
short term effects and
long term effects

Other health
effects.




These categories will be developed from literature, including manufacturer supplied
information. Document
s

such as the Material Safety Datasheet
(
MSDS)
will be used
for environmental impact category information. It is important to note that this is not
a complete or final list at the moment; this list of categories will most likely be
expanded to include other impacts not initially considered. The
goal is to have a
complete list (or near to being complete) by the 3
rd

year of the SEP.


The charac
terization of the impact of the

substances in these categories will be based
on existing models and information, the UPRM SEP does not contemplate the
develo
pment and corroboration of new characterization models (this is beyond the
scope of the project and would require considerable resources and expertise which
at the moment is not available for the project).




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The valuation will be done with the UPRM EMS Tea
m so that the group preferences
can be used to create a set of impact weight factors that can be used for the
valuation process. The generation of these weight factors requires
for

the group
to
be

trained in the area of LC Impact Assessment.


UPRM EMS
Mat
erial Impact Management System Performance Metrics

MATERIAL IMPACT MANAGEMENT METRICS

2007

2008

2009

1.

Material Impact System
-

One of the goals of the EMS is to
evaluate the impact of the materials used at UPRM, which will
be done by the Material Impact Sy
stem. The metric for this
goal is based on the % development of the impact system

15%

30%

45%

2.

Material Impact Strategies Planning
-

One of the goals of the
EMS is to evaluate the impact if the materials used at UPRM.
The metric will evaluate the amount o
f impact management
strategies, such as that have been planned and are ready to be
deployed.

2

2

3





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Introduction

UPR
M educational and research activities require the use of laboratories and materials
that may be a challenge in terms of proper managemen
t and safety. These activities can
be a threat to the health and safety of the laboratory users, to the UPRM Community
and to the environment. UPRM is committed to the health and safety of the UPRM
community and to the environment. This is why UPRM has st
arted a Laboratory
Management System Development Initiative, where one of the main efforts is the
development and implementation of laboratory procedure.


What is a Laboratory
Material
Management System

and why we need one
?

A
Laboratory

Material

Managemen
t System (LMS)

is a set of
policies
,
plans
,
review
mechanisms
, and
procedures

for
operating a laboratory in
a
way that is safe to the
users, to the community and to the environment.

The LMS will provide a systematic way of
operating
, a set of established b
est practices
that all the laboratory users and supervisors will use in a standard way. The LMS and
the laboratory procedures will be the standard operating procedures
of the laboratory
workplace. All laboratory users will know the way to operate the fac
ilit
ies in way that
guarantees their

safety,
as well as that of
academic community and the environment.
The establishment of standard operating procedures has some benefits



Minimizes the possibility of inadequate management of materials and wastes.



Simplif
ies the training of laboratory personnel



Simplifies the laboratory supervision



Simplifies regulatory compliance



Reduces laboratory operational costs cause
d

by cleanup of spills and other adverse
results of improper management

such as fines.


Laboratory Ma
terial Management Training Program

The main goal of the Laboratory Material Management Training Program is to make sure
that all personnel that is using hazardous materials and generating or managing
hazardous wastes knows how to do so in a safe and enviro
nmentally friendly manner.
The training program has
following

main components:

1.

Hazardous Material Management Training


This component of the training
program is designed to teach the participants the fundamentals of hazardous
materials and proper hazardou
s material management techniques. The topics that
will be covered are

a.

What
are

hazardous material
s
?



definitions, types,
laws and regulations,
identification symbols

b.

What is a MSDS and how to use it?

c.

What to do in case of entering in contact with a haza
rdous material and what
emergency procedures must be followed?

d.

What to do in case of loss or spill of a hazardous material?

SECTION 5

LABORATORY MATERIAL MANAGEM
ENT PROGRAM




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UPRM EMS Manual v1.0


e.

How to store a hazardous material?

f.

How to manage hazardous materials during use?

2.

Hazardous Waste Management Training


This componen
t of the training program
is designed to teach the participants the fundamentals of hazardous wastes and
proper hazardous waste management techniques. The topics that will be covered
are

a.

What
are

hazardous
wastes
?



definitions, types, laws and regulatio
ns
identification symbols

b.

When a hazardous material is classified as a hazardous waste and how to do so?

c.

What to do in case of entering in contact with a hazardous waste and what
emergency procedures must be followed?

d.

What to do in case of loss or spill of

a hazardous waste?

e.

How to design and operate a satellite area for hazardous wastes?

3.

Fundamentals of Hazardous Materials and Waste Training


This is a shorter
training program designed for personnel that will use materials under constant
direct su
pervisio
n (such as the case of
a student in a basic chemistry laboratory)

a.

What
are

hazardous
materials and wastes
?



definitions, types, laws and
regulations identification symbols

b.

How to store and use hazardous materials in the laboratory?

c.

When a hazardous materi
al is classified as a hazardous waste and how to do so?
How to manage hazardous wastes?

d.

What to do in case of entering in contact with a hazardous material or waste and
what emergency procedures must be followed?

e.

What to do in case of loss or spill of a ha
zardous waste or material?

HMW Authorized Users

must take the
Hazardous Material
Management
Training

and
the
Hazardous Waste Management Training,

and approve the
HMW Authorized User
Certification Examination
.




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Laboratory Certification

In order to be able

to conduct activities that use hazardous materials and generate
hazardous waste, a laboratory or workplace must be a
HMW Authorized Facility
.
This is
a certification issued by the UPRM EMS Office that states that the facility has the proper
equipment and

laboratory procedures for the safe management of hazardous materials
and wastes.

This requires that the laboratory have

1.

The proper storage facilities for all the hazardous materials that are being stored
and used in the laboratory. This requires that the
materials be stored by type


corrosive, explosive, flammable or toxic.

2.

The proper equipment and procedures for managing a loss or spill of any type of
hazardous material or waste that is used or generated in the laboratory.

3.

The proper equipment and proced
ures for managing emergencies caused by
human contact with any hazardous material or waste in the laboratory.

4.

The proper equipment and procedures for managing and storing hazardous
wastes, including a properly designed satellite area.


What is a
Laboratory

Procedure
s
?

A Laboratory Procedure is a document that contains the information of how things
should be done in a laboratory
. The laboratory procedure
describe
s

the expected safe
practices when performing all laboratory tasks. In some laboratories, there a
re practices
or way
s

of doing things that may have become the informal procedures of the
lab
oratory
. Th
ese
practi
c
es

could be revised, documented and used as the base for the
official
lab
oratory

procedures. In order to be a procedure, it must be written a
nd
approved by one or more of the following: laboratory supervisor, department director
and/or EMS Office
. Some of the things that should be kept in mind when developing a
lab procedure are:




The procedure should be written so that all expected practices a
re clearly
explained. They should be written so that the typical lab
oratory

user can easily
understand them. The procedure should be written clear
ly

enough that a new
user can read and follow the
expected
practices
with minimal supervisor
intervention.



The

procedures should follow all the applicable safety and environmental rules
and regulations. The procedure should facilitate compliance.



Procedures should be as explicit as possible, with a wide use of visual aids such
as diagrams, photographs and flowchar
ts.



Procedures are controlled documents, they can only be modified by the
lab
oratory

supervisor and used alter approval from the Office of Environmental
Management. The procedure should have information

of the author and the
required approvals including d
ates and signatures.




All applicable laboratory procedures should be accessible to all lab
oratory

users






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UPRM
Laboratory
Material
Management System

Required Procedures



1.

Access Control


Although UPRM is a public institution, laboratory access

restrictions

should be
in place
.

People who do not know what they are doing can
create a very dangerous situation for themselves, for the UPR Community and for
the environment. Laboratory procedures should establish how access will be
controlled, what criteria will b
e established for those who have access and how it
will be verified. Besides being a safety issue, access by unauthorized or untrained
personnel can become a liability issue since insurance may not cover damages in
this situation.


2.

Training and Certificati
on


We have to be sure that every single person who uses
laboratory equipment and/or
material is

capable

of doing so in a safe manner; and
is aware of the risks of using the laboratory. Each laboratory should have training
materials and a training proced
ure for all laboratory users. Laboratory Supervisors
should make sure that each lab
oratory

user is trained and certified in all lab
oratory

practices and procedures. The lab
oratory

should have a training and certification
log to register all related activi
ties


training dates and certification dates.


3.

Inventory


Each laboratory should have
:

3.1.

A list of all the materials used in the laboratory and
a

MSDS

for each material
.

3.2.

An inventory of the materials used (quantity and periodic use)
.

3.3.

An inventory of all th
e products and wastes generated in the laboratory. The
procedure should have all the information related to the wastes generated


potential risk, waste management process and emergency procedures.

3.4.

A

list of compatible and incompatible waste products to pr
event accidents
from mixing incompatible waste products.


4.

Equip
ment



Each laboratory should include in the procedures
:

4.1.

A list of personal safety equipment that must be used in the laboratory.

4.2.

A list and specification for
Material Storage and Material Hand
ling Equipment
.

4.3.

Waste Storage Area Equipment (satellite areas)
.

4.4.

A list and specification for s
pill management equipment and other emergency
handling equipment
.


5.

Emergency Plans



Each laboratory should include in the procedures
:

5.1.

Evacuation Plan

5.2.

Spill

Manag
ement Plan

5.3.

Medical Emergency Plan


6.

Authorizations



All laboratory procedures must have the approval of the
Laboratory Supervisor, The Office of Environmental Management

System

and the
Director of the Department.





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UPRM EMS Manual v1.0


Laboratory Management Procedures

When dev
eloping the procedure
, we must consider all the events that
take place from
the moment we place a purchase order (of chemicals or other materials)

for an
experiment to the final disposal of wastes generated during lab
oratory

operation. Some
of the
p
rocedu
res that will be needed are:


1.

Lab
oratory

Personnel



This procedure describes the training and other tasks
required from all lab
oratory

personnel and students. It should include
:

1.1.

Access Control



this describes how the lab
oratory

use authorization is grant
ed
and how access is granted
.

1.2.

Lab use log



this describes how
the registry of users, times and dates will be
kept.

1.3.

Knowledge Requirements



this describes

the must have knowledge

for users,

what certification is required and a log of certification activit
ies
.


2.

Materials Management



This procedure covers the management of raw materials
and products.
Raw materials

are all the materials that are purchased and used in
the operation of the lab.
Products
are all materials that are created in the lab by
either
chemical or physical means.

2.1.

Purchasing


This describes how raw materia
ls will be purchased and tracked
.
The MSDS of each material purchased must be in the lab and accessible
.

2.2.

Material Storage and Handling



This describes how materials (raw materials
and
products) will be stored and handled. This must include all the equipment
required for safe material/product management
.

2.3.

Materials Log



This describes the record keeping to be used to keep track of all
the raw materials and products of the operation of th
e lab
oratory
.

2.4.

Chemical compatibility



This part will have all the chemical compatibility of all
the raw materials and products used in the lab
oratory.


3.

Spills and Losses



This procedure covers the management of the accidental spill or
loss of raw materia
ls and products.

3.1.

Equipment


this describes what equipment will be used for containing,
recovering and disposing
of
materials that have been spilt.

3.2.

Spilt Procedure


this describes the procedure for containing, recovering and
disposing spilt material.

3.3.

Spe
cial Measures



this section describes what to do in case of ha
zardous
situation created by a
spill
.


4.

Waste Management



This procedure describe
s

how to manage all waste materials
(either products, raw materials that are not usable or spilt materials
, and

the
operation of the satellite area
.




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UPRM EMS Manual v1.0


4.1.

Waste Classification


this describes the criteria to be
used to
determine that a
material is a waste.

4.2.

Equipment


this describes what equipment will be used for disposing materials
that have been declared waste
.

4.3.

Waste

Disposal Procedure


this describes the procedure for disposing
of
waste
materials.

4.4.

Register


this describes the record keeping process for waste materials.


5.

Waste Removal Management


This procedure describe
s

how to manage all waste
materials
that
will
be removed from the satellite area

5.1.

Notification


this describes how the laboratory makes a request for waste
removal
.

5.2.

Equipment


this describes what equipment will be used for the waste removal.

5.3.

Waste Removal Process


this describes the steps for actually

removing the
waste.

5.4.

Register


this describes the record keeping process for all the waste removed.


UPRM EMS Laboratory Material Management Performance Metrics

One of the main goals of the EMS is to set up a system that ensures that the UPRM

Community k
nows how to manage its materials and wastes.

LABORATORY MATERIAL MANAGEMENT METRICS

2007

2008

2009

1.

UPR
M

Laboratory Policy and Rules
The metric is having
completed the creation and approval of the UPRM Work
Area / Laboratory Policy and Rules. The metric
is the % of the
work areas covered by a policy and set of rules that have
been approved and adopted by the UPRM Community.

15%

50%

95%

2.

UPR
M

Laboratory Procedures
-

The metric for this goal is
the % of the laboratories that have developed, approved and
imp
lemented their Laboratory Procedures

15%

50%

95%

3.

UPRM

Community Trained



佮e of tUe 浥瑲楣猠i猠tUe % of
tUe 啐前UC潭浵nit礠tU慴 U慳ab敥n t牡rned 慮d c敲t楦楥d⸠



% of Graduate Students Trained and Certified

b.

% of Non Teaching Employees Trained and Certifie
d

c.

% of Undergraduate Students Trained and Certified




20%


20%


25%




35%


30%


45%




50%


50%


65%




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UPRM EMS Manual v1.0


4.

UPR
M

Laboratory Reduction of Incidents

-

The metric for this
goal is the % of the reduction of management incidents that
happen at UPRM in the work area
s and laboratories. T
he
baseline for this metric is
the number of incidents at year 0
.

5%

15%

20%




June 2007

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UPRM EMS Manual v1.0


Sample procedure

not for official use

EXAMPLE

of Laboratory Procedure

University of Puerto Rico at Mayaguez

Environmental Management System

Laboratory Procedure



Procedure Title

Laboratory Wa
ste Removal Procedure

Laboratory

Plastic Characterization

Laboratory, Department of
Engineering Sciences and Materials

Department Chairperson

Laboratory Director

Procedure Version/Date:

Dr.
Walter Silva

Dr.
Ivan Baiges

v1.0, Feb 20 2006

Approval and

date

Approval and date

Dean’s Approval and Date

Dr.
Walter Silva

Dr.
Ivan Baiges



2.

Policy

The safe removal of laboratory waste is important to assure the safety and health of all
laboratory personnel, of the waste management personnel, of the UPR Maya
guez
community; and the environment. This procedure describes UPRM accepted laboratory
waste removal process.


3.

Waste Removal Process

Notes

a.

The

Laboratory Waste Management Procedure

in all events where waste is
stored or generated.

b.

Laboratory personnel w
ill not remove
hazardous waste

from the laboratory.

c.

Only certified personnel f
rom the UPRM EHS Office can remove hazardous waste
from a laboratory
.

d.

The use of improper waste management procedures may be a violation of US
Federal Laws
.


Responsibility


The

Laboratory Supervisor

is responsible for the management of all
wastes from the laboratory area. The Office of Environmental, Health and Safety is
responsible for removal of the hazardous, universal wastes from the lab.


4.

Notification and Registration Proc
ess





June 2007

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UPRM EMS Manual v1.0


Sample procedure

not for official use

4.1

When the accumulated
waste
has reached the established
limit
,
the Laboratory
Supervisor

will place a
laboratory waste removal request

with the
Office of
Environmental, Health and Safety.

4.2

The Laboratory Supervisor will notify the
Departmental EMS Co
ordinator

that a
laboratory waste removal request

has been placed.

4.3

The Office of Environmental, Health and Safety

will schedule a
laboratory waste
removal job
with the
Laboratory Supervisor.

4.4

Personnel of the
Office of

Environmental, Health and Safety

will
remove the
laboratory waste and complete a
laboratory waste removal job record.
The
Laboratory Supervisor

and the
Departmental EMS Coordinator

must keep copies of
the removal job.


5.

Waste Removal Required Equipment


5.1

Safety glasses

5.2

Safety shoes

5.3

Gloves

5.4

Plast
ic and metal drums

5.5

Transportation Cart


This a cart where the hazardous waste materials containers
are loaded.


6.

Laboratory Waste Removal Process

6.1

Personnel from EHS Office, wearing the protective equipment, will load the
hazardous material containers o
n to the

cart.

6.2

They will record the number of containers loaded

and their content.

6.3

The cart will be moved out of the building and onto a vehicle.

6.4

The vehicle will take the containers to the central waste depository.

6.5

The hazardous material containers will
be weighed, unloaded and emptied in larger
containers. The containers will be emptied following the
waste container transfer
process
. The amount of waste removed will be recorded in the waste management
database.

6.6

Whenever possible, t
he empty containers wil
l be returned to the laboratory and the
laboratory waste removal job record

will be completed and given to the laboratory
supervisor.





June 2007

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UPRM EMS Manual v1.0


S
ample
procedure

not for official use




7.

Laboratory Waste Removal Request and Job Completion Form


UPRM EHS LABORATORY WASTE REMOVAL REQUEST FROM


Laboratory

Supervisor

Dr.
Ivan Baiges

Laboratory and Department

Plastic Characterization

Dept of
Engineering Sciences and
Materials

Removal Request Date

Feb 13, 2007

Removal Scheduled Date and Time

Feb 21, 200
7

at 10:30pm



Removal Completion Date and Time


Re
moval Supervisor




MATERIALS REMOVED


Amount

Description











Removal Completed,

Laboratory Supervisor’s Signature



















June 2007

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UPRM EMS Manual v1.0



Additional Documents for Laboratory Material Management


Incompatible Chemicals (Reactive Hazards)


Below
is a guide for use in chemical segregation.
The compounds on the left are
incompatible with those on the right.


compound

INCOMPATIBLE CHEMICALS/COMPOUNDS

acetic acid

chromic acid, nitric acid, peroxides, permanganates

acetic anhydride

hydroxyl
-
contain
ing compounds such as ethylene
glycol, perchloric acid, and water

acetylene

chlorine, bromine, copper, silver, fluorine, mercury

alkali and alkaline earth metals,
such as sodium, potassium,
lithium, magnesium, calcium,
powdered aluminum

carbon dioxide, c
arbon tetrachloride, other chlorinated
hydrocarbons (also prohibit the use of water, foam,
and dry chemical extinguishers on fires involving these
metals
--
dry sand should be employed)

ammonia (anhydrous)

mercury, chlorine, calcium hypochlorite, iodine,
br
omine, hydrogen fluoride

ammonium nitrate

acids, metal powders, flammable liquids, chlorates,
nitrates, sulfur, finely divided organics, combustibles

aniline

nitric acid, hydrogen peroxide

bromine

ammonia, acetylene, butadiene, butane, other
petroleum g
ases, sodium carbide, turpentine, benzene,
finely divided metals

carbon, activated

calcium hypochlorite, other oxidants

chlorates

ammonium salts, acids, metal powders, sulfur, finely
divided organics, combustibles

chromic acid and chromium
trioxide

acet
ic acid, naphthalene, camphor, glycerol,
turpentine, alcohol, other flammable liquids

chlorine

ammonia, acetylene, butadiene, butane, other
petroleum gases, hydrogen, sodium carbide,
turpentine, benzene, finely divided metals

chlorine dioxide

ammonia, me
thane, phosphine, hydrogen sulfide

copper

acetylene, hydrogen peroxide

fluorine

isolate from everything

hydrazine

hydrogen peroxide, nitric acid, any other oxidant

hydrocarbons (benzene,
butane, propane, gasoline,
turpentine, etc.)

fluorine, chlorine,
bromine, chromic acid, peroxides




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UPRM EMS Manual v1.0


hydrocyanic acid

nitric acid, alkalis

hydrofluoric acid (anhydrous)

ammonia (aqueous or anhydrous)

hydrogen fluoride

metals, water or steam, will attack glass and concrete

hydrogen peroxide

copper, chromium, iron, mos
t metals or their salts, any
flammable liquid, combustible materials, aniline,
nitromethane

hydrogen sulfide

fuming nitric acid, oxidizing gases

iodine

acetylene, ammonia (anhydrous or aqueous)

mercury

acetylene, fulminic acid, ammonia

nitric acid (con
centrated)

acetic acid, acetone, alcohol, aniline, chromic acid,
hydrocyanic acid, hydrogen sulfide, flammable liquids,
flammable gases, nitratable substances

nitroparaffins

inorganic bases, amines

oxalic acid

silver and mercury and their salts

oxygen

o
ils, grease, hydrogen, flammable liquids, solids, gases

perchloric acid

acetic anhydride, bismuth and its alloys, alcohol, paper,
wood, grease, oils (all organics)

peroxides, organic

acids (organic or mineral), (also avoid friction, store
cold)

phosphor
ous (white)

air, oxygen

phosphorous pentoxide

alcohols, strong bases, water

potassium chlorate

acids (see also chlorates)

potassium perchlorate

acids (see also perchloric acid)

potassium permanganate

glycerol, ethylene glycol, benzaldehyde, sulfuric ac
id

silver and silver salts

acetylene, oxalic acid, tartaric acid, fulminic acid,
ammonium compounds

sodium

see alkali metals (above)

sodium nitrate

ammonium nitrate and other ammonium salts

sodium peroxide

any oxidizable substance, such as ethanol, met
hanol,
glacial acetic acid, acetic anhydride, benzaldehyde,
carbon disulfide, glycerol, ethylene glycol, ethyl
acetate, methyl acetate, furfural

sulfuric acid (concentrated)

chlorates, perchlorates, permanganates, flammable
liquids and other combustibles,

water








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UPRM EMS Manual v1.0



Laboratory Safety Inspection Checklist v1.0

Office of Environmental, Health and Safety

University of Puerto Rico at Mayaguez



Inspector’s Name


4.

Date


5.

Signature


6.

Departament


7.

Building


8.

Laboratory



Notes

1.

This is the

first

version of a co
mprehensive laboratory checklist,


please send your suggestions
to
the Office of Environmental

Protection
, Health and
Occupational
Safety
.

2.

The list will allow you to assess in what conditions your laboratory is, if you have any questions or
need help corr
ecting any situation please contact you
r

department Environmental Management
System Coordinator
.

3.

We would like you to use this checklist as a tool for making your work environment a safe place
for you and your colleagues
.




June 2007

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UPRM EMS Manual v1.0



A.

Refrigeration Equipment (for mat
erials and samples storage)


Item to be inspected

Yes

No

N/A

1.

Are the refrigeration systems adequate?




2.

Are the refrigerators properly labeled?




3.

Is food stored in any of the refrigerators?




4.

Are the refrigerators clean and in order?




5.

Are all cont
ainers in the refrigerators properly labeled?





B.

Autoclaves and sterilization equipment
:


Item to be inspected

Yes

No

N/A

1.

Are the safety valves inspected regulary?




2.

Are the pressure and temperature gauges calibrated

3.

date of last inspection





4.

Ar
e the pressure and temperature gauges easy to read?




5.

Are the drains clean and cleared?




6.

Are heat resistant protective gloves available?




7.

Are the equipment procedures posted in a visible location?




8.

Is the equipment only used by authorized pers
onnel?





C.

Emergency Shower and Eyewash Stations:


Item to be inspected

Yes

No

N/A

1.

Are these stations close to the work area (access in less that 10
seconds or less than 100 feet)?




2.

Are they inspected every month?

3.

Date of last inspection




4.

Is there

an inspection log and is it available?




5.

Are the stations clean and in good condition?





D.

Fume Hood


Item to be inspected

Yes

No

N/A

1.

Are they clean and in order?




2.

Are there any containers placed at less than six inches from the
edge?




3.

Are the
y checked and inspected regulary?




4.

Is there an inspection log and is it available?




5.

Is the front door used properly?




6.

Is it used for storing waste materials?







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UPRM EMS Manual v1.0



E.

Gas Cylinders:


Item to be inspected

Yes

No

N/A

1.

Are the cylinders properly secured

in place?




2.

Are they placed vertically?




3.

Are there any flammable gas cylinders close to a source of ignition?




4.

Do

the unused cylinders have their

valve caps?




5.

Is each cylinder identified and its contents labeled?




6.

Are there any empty gas
cylinders stored in the area?




7.

Are the empty gas cylinders identified as empty?




8.

Can the gas cylinders be placed inside?




9.

Do you have an emergency response plan for gas leaks?





F.

Personal Protection Equipment:


Item to be inspected

Yes

No

N/A

1.

I
s personal protection equipment available in the area?




2.

Is this equipment adequate?




3.

Is this equipment in good conditions and functional?




4.

Are the area employees trained in the use of this equipment?




5.

Is
respiratory
protective

equipment

requir
ed in the area?




6.

Is this equipment inspected? Are the employees trained to used it?





G.

Emergency Management


Item to be inspected

Yes

No

N/A

1.

Is there a list of emergency contact names and phone numbers?
Is
this list posted?




2.

Are there the required

fire extinguishers? Are they accesible and
have they been inspected?




3.

Is there an emergency communication system in the area? Is there
an alarm system in the satellite area?




4.

Is there an environmental emergency management plan?




5.

Are the area e
mployees trained for responding to environmental
emergenci
es
?




6.

Are emergency re
s
ponse drills conducted periodically?




7.

Is there an incident log?




8.

Is there an evacuation plan? Do the employees know how it works?




9.

Are the
emergency exits
accessibl
e

and clearly identified?




10.

Is it easy to evacuate the area in case of an emergency?







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UPRM EMS Manual v1.0



H.

Electrical Safety


Item to be inspected

Yes

No

N/A

1.

Electrical panel door blocked or obstructed




2.

Extension cords used where permanent wiring is required




3.

Dai
sy
-
chained electrical cords observed




4.

Electrical equipment on the floor




5.

Exposed, damaged or frayed electrical wires found




6.

Electrical cover plate or other component is missing




7.

Breakers on electrical panel are not identified or labeled




8.

Hig
h voltage electrical components appear to be accessible




9.

Electrical receptacles are blocked or not readily accessible




10.

Cords/wires run across doorways or floors or through holes in walls,
ceiling and other openings




11.

Electrical enclosures (e.g. swi
tches, receptacles, junction boxes, kick
-
plates on cubical walls)




12.

Electrical cords missing grounds (three prongs)




13.

Task lighting not authorized or fitted with protective guard




14.

Outlet Strips and/or Surge Protector cords are longer than 25 feet




15.

Extension cord placed under rug, furniture, strained or where subject
to damage




16.

Unauthorized appliance, equipment, or home electrical products
being used. (Coffee makers, lights, refrigerators, microwave ovens,
hot plates, popcorn poppers, bread mak
ers, heaters, etc.)




17.

Other Electrical Issue






I.

Storage and Handling of Chemicals


Item to be inspected

Yes

No

N/A

1.

Is there a chemical inventory?




2.

Is

the MSDS of each chemical available?




3.

Is there a procedure for spill prevention and cleanup f
or the chemical
used?




4.

Are the employees trained to prevent and clean spills?




5.

Is personal protection equipment available?




6.

Are there absorbing and neutralizing materials for spill cleanup?
Is
there any other spill cleanup equipment available?




7.

Are flammable substances stored in approved cabinets?




8.

Are corrosive substances stored in approved cabinets?




9.

Are substances segregated and stored by their characteristics


such






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UPRM EMS Manual v1.0


as toxicity, corrosive,…?

10.

Are all substances stored in properly la
beled containers?




11.

Are these containers properly closed and stored when not in use?




12.

Are these containers in good conditions?




13.

Are partially used materials properly stored and labeled?




14.

Is there a procedure for declaring a material as a waste?




15.

Is there an inventory of explosive materials?




16.

Are explosive

materials properly labeled and handled?




17.

Are the employees properly trained for using explosive materials? Do
they have the required equipment?






J.

Hazardous Waste Management


Item to

be inspected

Yes

No

N/A

1.

Is there a proper satellite area? Is it under the control and
supervision of the generator?




2.

Are the hazardous waste containers adequate and in good
conditions?




3.

Are the containers properly labeled?




4.

Do the containers ha
ve spill prevention/containment features?




5.

Do the containers have the accumulation dates on the label?




6.

Are the containers closed when not being filled?




7.

Are the containers in a safe place?




8.

Is there a waste inventory?




9.

Is there a
written
sp
ill prevention and cleanup procedure?




10.

Are the employess trained in the spill prevention and cleanup
procedures?




11.

Are there containers for waste cleanup materials?




12.

Are there measures for preventing the mixing of incompatible
wastes?




13.

Is there
a
written
procedure for transferring wastes to 90/180
day storage areas?




14.

Are there
written
procedures for managing biological and
radioactive wastes?




15.

Are other types of waste properly managed?






K.

Biological Safety Program


Item to be inspected

Y
es

No

N/A

1.

Are contagious biological agents used in the laboratory (virus,
bacterias, etc.)?







June 2007

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UPRM EMS Manual v1.0


2.

Is there a
written
management procedure

for working with
contagious bio agents
?




3.

Are the employees trained in these procedures?




4.

Is there access control
for the laboratory?




5.

Is autoclave equipment available?




6.

Are eating and drinking prohibited in the area?




7.

Are there
hand washing
facilities?




8.

Are there any signs warning of the risks and dangers of
biological agents?




9.

Are needles and o
ther sh
arp objects managed and
dispo
s
ed
of
properly?





L.

BioHazard Waste


Item to be inspected

Yes

No

N/A

1.

Are biohazard waste properly stored and managed?




2.

Are the containers properly labeled?




3.

Is there a
written
waste management procedure?




4.

Is there
a waste inventory?




5.

Are the employees trained to manage these wastes?





M.

Documentation


Item to be inspected

Yes

No

N/A

1.

Is there a Safety Inspection Program for the Laboratory?




2.

Is there a Chemical Hygene Plan?




3.

Is there a training program for

employees?




4.

Is there a training record for each employee?













June 2007

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UPRM EMS Manual v1.0




The UPRM EMS Team will be working on Pilot Projects. The idea is to create the EMS for
these designated areas and once the EMS is implemented and running in these areas, it
will b
e extended to the whole

of

UPRM.
We expect that t
he pilot projects will be
focused on



Basic Chemistry Laboratory



Analytical Chemistry Laboratory



Biology Laboratory



Civil Engineering / Environmental Engineering Laboratory

Included is Executive Summary for t
he Basic Chemistry Laboratory Pilot Project, the
summary of the other pilot projects
are

similar



Pilot project

department

sponsor

approval

Basic Chemistry
Laboratory EMS

Chemistry
Department

Dr. Francis Patrón,
Dept Chairperson

Dr. Moises Orengo

Avilés
,

Dean of Arts
and Sciences

Analytical
Chemistry
Laboratory EMS

Chemistry
Department

Dr. Francis Patrón,
Dept Chairperson

Dr. Moises Orengo

Avilés
, Dean of Arts
and Sciences

Biology Laboratory
EMS

Biology Department

Dr. Lucy Williams,
Dept Chairperson

Dr.

Moises Orengo

Avilés
, Dean of Arts
and Sciences

Environmental
Engineering
Laboratory

Civil Engineering
Department

Prof Ismael Pagán

Dr. Ramón Vá
squez
,

Dean of Engineering







SECTION 6

PILOT PROJECTS




June 2007

45

UPRM EMS Manual v1.0



UPRM EMS Pilot Project Sample Executive Summary

UPRM Environmental Managem
ent System Pilot Project Executive Summary

Development of Laboratory Material Management System for Basic Chemistry Laboratory


Department

Department of Chemistry, College of Arts and Sciences

Institutional Objective

Implementation of a Environmental Ma
nagement System for UPR Mayaguez

Project Sponsor

Project Manager:

Summary Version/Date:

Department of Chemistry Chairperson

?????

v1.0
,
06
/
25
/
2007


Project Description

Issue Statement:

The Laboratory course for the Basic Chemistry course
provides serv
ices for close to 2000 students each
semester. Presently, there are no uniform proactive
management practices to assure the best
management of the hazardous materials and wastes
associated with these activities.

Project Objective Statement (POS):

Develop a

Laboratory Material Management System
for
the
Basic Chemistry Laboratory
Course

Major Deliverables:

1.

Hazardous Material and Hazardous Waste Basic
Management Training Manual.

2.

Standard O
perating
P
rocedures

(SOPs)

for
managing hazardous materials, for dealing

with
spills; and for the disposal of hazardous wastes in
the satellite area.

3.

Training and certification program for laboratory
instructors.

4.

Control /Tracking system for hazardous material
purchases, use and hazardous waste
management and removal
.

Metrics
and Goals:

1.

% of Instructors trained and certified


100% by
05/
8

2.

% SOPs created and refined


100% by
05/
8

3.

% of Training Materials for users created and
refined


100% by
05/
8

4.

% of materials in tracking system
-

100% by
05/
8

5.

% of waste in tracking system
-

100% by
05/
8

Assumptions:

1.

The Chemistry Department will provide
personnel to work on this project.

2.

That the Material Purchasing System

will go

on
line
.

3.

UPRM Administration will provide the authority
and funding for the project
.

Strategy and Resources

Mile
stones:

1.

Oct 2007
-

Inventory of all hazardous materials
/wastes of the Basic Chemistry Laboratory

2.

Oct 2007


Instructor Training Materials Created

3.

De
c 2007


Student Training Materials Created

4.

March 2008
-

Laboratory Standard Operating
Procedures


create
d

5.

May 2008


Laboratory Material Management
System Operational

Estimated
Resources
:

1.

The benefit of this effort is the creation of a
management system to increase the safety of
the laboratory for the users, the community and
the environment.

2.

One Project Man
ager and two dedicated team
members
.

Dependencies:



Access to the Basic Chemistry Laboratory



Aggressive sponsorship by the Chemistry
Department



Support from the Office of Environmental
Management

Risks, Issues:

1.

Coordinating activities with ongoing Basic
Che
mistry Laboratory sessions is a logistics
challenge

2.

Teaching college freshmen the proper
laboratory activities during the semester may
prove to be difficult vs the alternative of having
the session and the start of the semester

Approvals:



Dr. Francis Pat
rón,
Chemistry Department




June 2007

46

UPRM EMS Manual v1.0


Chairman

Dr. Moises Orengo,
Dean of Arts & Sciences