Registered Location Closeout Policy

When vacating a location registered with EHS Hazardous Material Services, proper disposition of all hazardous materials is the responsibility of the Registered User (RU) to whom the room is assigned. In the event of a closeout or relocation, it is important that the areas are left in a clean and safe condition for the next occupants and/or construction crews. If improper management of hazardous materials results in the necessity of cleanup services from EHS or an outside contractor, the responsible department may be charged for this service.

When does the Laboratory Closeout Policy apply?

The Registered Location Closeout Policy applies when any of the following occurs:

1. The Registered User is relocating to a different room in the same building. (Occupants are authorized to transport hazardous materials to the new location.)
2. The Registered User is relocating to another location in a different building. (Consult with EHS to coordinate transportation of hazardous chemicals, biological agents, or radioactive materials to the new location. The Department of Transportation (DOT) requires a certain amount of training for individuals to legally transport hazardous materials over public roadways. EHS will assure that the move is DOT compliant.)
3. The Registered User is leaving the University and closing his/her registration. (If the RU is planning to take chemicals to another university or employer, contact them for shipping assistance.)
4. The Registered User is leaving the University, but transferring responsibility of his/her registered location to another Registered User. (Hazardous materials may be left in the room if the new RU takes responsibility for them.)

What is the proper registered location closeout procedure?

1. Notify Environmental Health and Safety six weeks prior to the evacuation date (or as soon as possible) by using the Registered Location Closeout Notification Form. Once EHS receives notification, an appointment will be made for a closeout monitoring visit.
2. Chemicals: Submit a Pick Up Request Form (PURF) to schedule the removal of all hazardous chemicals. Use separate forms for Used Materials and Unused Materials (chemicals still in their original container). Characterize any unknown chemicals as completely as possible and submit them on a separate Used PURF. PURF items are to be physically left in the same order they are entered on the PURF to expedite processing when EHS staff members arrive to collect the material. Many Registered Users have found it helpful to offer good chemicals and labware to other researchers in the department before determining what needs to be picked up by EHS.
3. Gas cylinders: Arrange for all gas cylinders to be returned to the supplying vendor (contact EHS for assistance if this requires using a commercial carrier). List any non-returnable cylinders on an Unused Materials PURF.
4. Glassware: Unwanted glassware and other laboratory equipment should be cleaned and boxed so that it may be recycled to other researchers through the Chemical Recycling Program. Email or call 882-3736 for pickup. Broken glassware should be managed in accordance with the Biosafety Manual.
5. Biological Materials: Place all sharps in a sharps container. Dispose of the sharps containers and all other potentially biohazardous waste from the laboratory in a biohazard box/tub lined with a red biohazard bag. If biohazards are used in the location, contact Biological Safety for decontamination instructions. Refer to the Biosafety Manual for closeout guidance.
6. Radioactive Material: Call your assigned Health Physicist (HP) to notify them of the closeout. Refer to the Radiation Safety Manual for instructions on moving out of or inactivating an approved area.
7. Electronics Recycling: All electronics (central processing units, monitors, keyboards, printers, televisions, and scanners) must be separated from general trash and placed into a designated area for collection by Surplus Properties. Contact Surplus Properties at 882-5053 to arrange a pickup.
8. General Cleanup: The registered location must be thoroughly cleaned to assure removal of all hazardous residues. This includes bench tops, fume hoods, cabinets, drawers, floors, refrigerators and freezers.
9. Final Check Out: Complete a Registered Location Closeout Verification Form and bring the form to the previously scheduled closeout monitoring visit.

Summary

Let EHS know you're moving. The registered locations need to be cleaned out to the bare walls (except for those things which the next person has agreed to take). The RU, EHS, the Building Coordinator, the Department Chair and the new RU assigned to the space (if there is one) agree that the space has been released.

Our goal is for students, staff and the public to stay safe and healthy while at MU. By creating a plan before you move, you can help make this happen. EHS has created this page to be a resource for researchers who are moving. Please contact us with suggestions for how we can make it more useful for you.