Procedure:
Chemical and Biological Work Environment

Guidelines on Specific Conditions, Risks, and/or Requirements

In collaboration with the specialists/experts from the institutes, SDU HR Work Environment and Development prepares and maintains a range of guidelines addressing specific conditions, risks, and/or requirements related to working with chemical and biological agents.

To ensure a relatively uniform level of safety and approach, the guidelines must be particularly observed in connection with planning, risk assessment, and the preparation of instructions. The guidelines are available on SDUnet.dk.

Tools

A shared library of tools, templates, and examples is being established, which can be used for the tasks described in this procedure. These may include:

• Tools for risk assessments with examples
• Templates and examples of written instructions
• Examples of laboratory instructions for different types of laboratories

Link to guidelines and tools is under development.

In general, procurement must be carried out via SDU's central procurement or the unit's procurement function.

Before procuring agents that have not previously been used in the unit, the person placing the order with the procurement function should ensure that a risk assessment is available. It must always be evaluated whether agents with a lower risk level can be used (the Substitution Principle).

It is also the responsibility of the purchaser to identify and inform the procurement function of any special risks and/or requirements when procuring the agents. Efforts should be made to ensure that the procurement functions also have or have access to expertise in identifying special risks and requirements.

Efforts should be made to ensure that the procurement functions have or have access to expertise in identifying special risks and/or requirements when procuring or using the agents.

As a state educational institution, SDU is exempt from the general requirements for permits for the procurement and use of particularly hazardous chemical agents.

However, there are special requirements for notification, registration, documentation, etc., regarding, among other things:

• Peroxide-forming substances
• Euphoric substances
• Animal by-products
• GMO 1 and 2
• “CBB substances” (Biological agents that can be used as weapons)
• Undenatured alcohol (ethanol)

This procedure also applies if agents are procured outside the procurement function or received as a gift.

Chemical Usage Instructions (KBAs):

KBAs must be created in Kemibrug for all chemical agents used. (If KBAs are missing, they must be requested from Kemibrug via the unit's Kemibrug editor/administrator)

Data regarding biological agents can advantageously be created as "local registrations" in Kemibrug. This allows for attaching documentation that can/must be used during risk assessment and for creating labels.

The relevant KBAs and/or data regarding biological agents are used to map the hazardous properties involved in the current activity.

Labels:

All chemical and biological agents must be clearly and correctly labeled. This also applies when transferring to non-original packaging and/or when preparing mixtures and dilutions, as well as when using small containers such as syringes, petri dishes, etc. Used packaging must not be reused for other purposes. For agents, labels for both pure substances and mixtures can be printed from Kemibrug.

Inventory Lists:

For chemical agents, inventory lists can be created and updated via Kemibrug. It must be regularly checked that the inventory lists reasonably match the actual stock/inventories.

Storage:

Chemical and biological agents must be stored in dedicated cabinets or depots designed for the purpose and located so that any spills can be controlled. Agents that may emit odors and/or vapors must be stored in areas with adequate ventilation. At workplaces, agents should generally only be stored in quantities necessary for daily work. Fume cupboards must not be used for storage.

Storage under lock:

Agents labeled as toxic must be stored in separate ventilated cabinets and under lock. When storing more than 125 ml of toxic agents collectively, one or more safety officers must be appointed.

Agents must not be stored beyond the expiration date indicated on the packaging. Agents that are no longer in use should generally be disposed of unless there is a reasonable expectation that they will be needed again within a short period.

The maximum storage quantities for flammable agents must also be observed. Link to SDU guidelines regarding ATEX.

Transport:

The transport of agents must comply with the rules for the Transport of Dangerous Goods (ADR 1.3.). (Guidelines under preparation). Upon delivery of the goods, they must be placed securely and correctly. For example, there may be requirements for storage under lock or at cool or freezing temperatures. 

Unauthorized persons must not have access to the agents during either transport or storage. This requires monitoring of all transport and effective access control to laboratories, storage rooms, etc.

There are requirements for signage in a number of situations involving the storage and use of hazardous agents.  Link to SDU guidelines on signage(needs updating)

Waste containing chemical and biological agents must be disposed of in accordance with SDU's guidelines for the disposal of hazardous waste. (Guidelines under development)

Waste management and disposal must be clarified in connection with risk assessments. Disposal of liquid or solid chemical and biological agents (including particles) via drains/sewers and/or regular waste collection will generally not be permitted.