35.65 – Laboratory Contact Information

June 10, 2011

A. General. During an emergency, utility failure, or unexpected event within a laboratory, obtaining information about laboratory operations is essential for first responders. Information on chemical, biohazardous and/or radioactive materials used in the laboratory, on-going laboratory experiments, and equipment operations will assist first responders in evaluating and safely responding to the situation. Also critical to an effective emergency response program is contact information for individuals who are responsible, within each facility and laboratory, for the storage and use of such materials.  The purpose of this policy is to:

1) Collect contact information for each laboratory,

2) Have this information available for first responders in a readily accessible location, and

3) Protect the privacy of personal contact information.

B. Applicability. Each unit that manages a laboratory using or storing hazardous materials, or manages a laboratory operating hazardous equipment (e.g., x-ray producing equipment, high-pressure equipment, high-voltage equipment, etc.),  or manages laboratory support facilities such as equipment rooms, cold rooms, environmental chambers, etc., must provide contact information.

C. Procedures.

C-1. Environmental Health and Safety. Environmental Health and Safety will have a small lockable cabinet installed adjacent to the main fire alarm panel or other suitable location in each affected building; this cabinet will house laboratory contact information collected under this policy. The participating unit and first responders (e.g., Moscow Fire Department, select Environmental Health and Safety personnel, and select Facilities personnel) will be issued a key to this cabinet.

C-2. Participating Units. Units will maintain a contact list for each laboratory and laboratory support facility, in numerical order. The contact list must contain the following information:

  • Header information containing the name and home and cell phone numbers for the unit or building administrator and unit manager, as appropriate
  • Name of faculty member or principal investigator in charge of each laboratory or laboratory support facility
  • Home and cell phone numbers for each faculty member or principal investigator, as available
  • Name(s) of alternate contact personnel for each laboratory or laboratory support facility (e.g., research associate, laboratory technician, etc.), if appropriate
  • Home and cell phone numbers for alternate contact personnel, as available

The unit will compile and place the contact information in the lockable cabinet.

C-3. Shared, Open-Space Laboratories. For shared, open-space laboratories (e.g., Agricultural Biotechnology building) units must provide, in addition to the above contact information, a floor plan showing the areas of the laboratory assigned to each faculty member or principal investigator.

C-4. Updating of Contact Information. Laboratory contact information should be updated by units as soon as changes occur. Every six months Environmental Health and Safety will send to the designated person in each participating unit a reminder to review and, if necessary, update the laboratory contact information.

D. Information. For additional information regarding laboratory contact information, contact the Environmental Health and Safety Office at (208) 885-6524.