Guidelines - Space & Equipment Requests

Approved by the Space Committee: 15 October 2018

1. Initial communication.  Faculty will request laboratory move in writing to the chair of the Space Committee, and the Biology Department Chairs.  That request should include:
   1. Present laboratory space occupied.
   2. Laboratory space requested.
   3. Reasons for a move.
2. Initial meeting. Faculty will request a meeting with the Space Committee Chair and Biology Department Chairs to discuss the laboratory move request, discuss the process of preparing the lab to be occupied, and process for inventory of equipment and chemicals, and handling of any hazardous materials or hazardous waste. Discussion of the timeframe for that move if approved, considering inventory, and handling of hazardous materials or hazardous waste, as part of that timeframe.
3. Inventory of present laboratory. Faculty will prepare an inventory of equipment, chemicals, and other supplies for transfer from the present space. Space Committee faculty members with current Hazardous training will prepare an inventory of any hazardous materials as “Hazardous Material” or “Hazardous “Waste”.  Removal of “Hazardous Waste” will be handled by the; removal of non-hazardous waste will be handled by the Space Committee.
4. Initial preparation of destination laboratory. Space Committee will inventory the destination laboratory for equipment, chemicals, and other supplies. Space Committee faculty members with current Hazardous training will prepare an inventory of any hazardous materials as “Hazardous Material” or Hazardous “Waste.  Removal of hazardous wastes will be handled by the Environmental Health and Safety Department; removal of non-hazardous waste will be handled by the Space Committee.
5. The Space Committee will meet with faculty and Department Chairs to discuss inventory lists. These will include equipment, chemicals in each laboratory, and which items on each list are requested for continued use by the faculty moving into the destination lab. Part of that discussion will include which “Hazardous Material” in a vacated lab, and destination lab, is suitable for continued use in the destination laboratory, including a plan to properly transfer and store that “Hazardous Material” in the destination lab. A plan to remove any residual “Hazardous Material” from both spaces will also be established at this time.
6. Final preparation of vacated and destination lab preparation. Surplus of equipment, chemicals, and other non-hazardous supplies will be handled by the Space Committee. Removal of any “Hazardous Material” will be completed by a member of the Space Committee and in consultation with the Environmental Health and Safety Department. Any other modifications or cleaning of the laboratory will then be recommended by the Chairs of the Biology Department. Following modifications and cleaning, the Space Committee and Department Chair will meet to assess the readiness of the laboratory, and faculty will be notified that they may move into that space. 
7. Inventory of the vacated laboratory will be confirmed by the Space Committee for remaining equipment, supplies, and non-hazardous chemicals to remain in that laboratory, and considered as surplus. Space Committee will meet with Department Chairs to decide on possible future use of that laboratory. Part of this discussion will result in a list of equipment and supplies that may be removed as surplus available to other faculty in the Department, or that should remain as inventory available to a future PI occupying that space. The laboratory will be off-limits to Biology faculty during the relocation and afterward. Once a new faculty has occupied the space and has indicated that specific equipment, supplies, and chemicals are not wanted, those will be designated for surplus and made available for Biology faculty. This procedure will be parsed as Redistribution of Supplies/Equipment and Chemicals.