EHS Rep Notebook

Onboarding and off-boarding group members is important to ensuring they understand the safety hazards and procedures within your work area. Check with your DLC EHS Coordinator for DLC specific clearance and departure forms.

When a new person arrives, onboarding orientation may include:

• Directing them to any DLC specific safety procedures/clearance forms (example clearance form)
• Orientating them to the work area by give them a physical tour of the space and general overview of the hazards
• Guiding them through the EHS training needs (EHS Profile) process

When a person leaves the group, off-boarding may include:

• Directing them to complete the DLC departure form (example departure form)
• Moving them to “inactive” in EHS Training Reconciliation
• Inspecting the space they used to be sure that:
  • chemicals and materials are removed
  • all solutions and hazardous waste are properly disposed of
  • work area has been cleaned
  • anything to be saved is clearly labeled and the responsibility is designated to someone else

Lab Specific Chemical Hygiene training, also known as lab specific, is required for those who use potentially hazardous chemicals in a laboratory or PI/supervisor(s) supervising those who use potentially hazardous chemicals in a laboratory. This training is provided in the lab/work area by the PI/Supervisor or their designee, typically the EHS Rep.

Check with your local DLC EHS Coordinator about specific topics to cover or additional guidance on how to conduct lab specific training within your lab.

• Recommended topics to inform group members about may include:
  • What their role is in complying with EHS policies and government regulations
  • Where evacuation locations are and important phone numbers (x100, EHS, Facilities, Medical)
  • What the emergency protocols are in your work area, including locations and use of safety showers, eyewashes, spill kits, etc.
  • Where to find the chemical hygiene plan and lab specific standard operating procedures
  • How the lab/work area’s EHS training status is
  • How to update their EHS Training Needs – EHS Profile in MIT Atlas

Refer to this for additional topics to cover or us as a template for providing training to your group members.

• You may also consider training activities such as:
  • Providing a lab tour and discussion
  • Mocking up a Level I inspection
  • Gamification such as Jeopardy, Family Feud, I Spy – “what’s wrong with this picture”

• Don’t forget to take attendance and submit a Lab Specific Chemical Hygiene Roster or send the following information to your DLC EHS Coordinator or EHS Office. Check with your DLC EHS Coordinator for DLC specific forms on how to submit this information.
  • Course Name [110c – Lab Specific]
  • Date of training
  • Location where training took place (i.e. N52, Zoom)
  • Name of person(s) trained
  • Kerberos of person(s) training

Refer to the Chemical Hygiene Training for additional guidance and FAQs.

The PI/Space Registration Process (certificate login required) is the primary point of entry into the EHS-MS for faculty and supervisors PI/Space is used to identify a lab or work area’s EHS Reps/Chemical Reporters and use of potentially hazardous and/or regulated materials and/or equipment. This process is the fundamental building block upon which the major system components of hazard / regulatory identification and assessments, training, inspections, inventory, and emergency preparedness are based.

• Quick guide to PI Space Registration, Green Cards & Regulatory Chemical Reporting
• Printing Green Cards Quick Guide
• List of MIT Core Hazard Types

Chemical reporting is conducted annually and is required by all labs/work areas that have chemical hazards identified in PI Space Registration. The report can be submitted by the EHS Representative or Chemical Reporter if the Chemical Report is someone different. Chemical Reporters will be notified of the deadline for submission and when the reporting period opens. Note: Annual chemical reporting is based on a specific set of chemicals and is not the same as chemical inventory. For more details about this process, visit Chemical Regulatory Reporting & Security.

• List of MIT Regulated Chemicals
• Chemical Reporting Quick Guide

MIT personnel involved in activities with potential risks to the environment, health, or safety must receive appropriate training. Training must be completed prior to beginning the activity, and annual refresher training is often required.

The EHS Rep will:

• Help facilitate and ensure the right training is conducted/completed in a timely manner for their lab/work area by providing guidance to group members about how to fill out their EHS Training Needs – EHS Profile;
• Periodically run EHS Training Reports (“Report 3”) to verify their lab/shop group compliance with training;
• Verify at least twice a year the list of members affiliated with their PI/Supervisor by completing training reconciliation;
• Conduct lab specific chemical hygiene training for your lab group. Note: This responsibility is dependent on the local DLC – contact your DLC EHS Coordinator for more information about who conducts lab specific chemical hygiene training and DLC processes for this training.
  • EHS Learning Center – My Profile Guide
  • EHS Learning Center – EHS Rep Guide
  • EHS Training Needs Checklist
  • EHS Training Needs: Activities and Requirements
  • Reconciliation Quick Guide

Refresher Training

Some EHS training requires an annual “refresher” training. Individuals will receive reminders from the system (30 days prior; 7 days prior; 7 days after), and the EHS Rep should periodically run the EHS Training Report 3 to view whose training is expiring. It’s recommended that the EHS Rep reaches out to their DLC EHS Coordinator/EHS Lead Contact to arrange for lab group retraining if multiple courses have expired.

The inspection program provides a coordinated and consistent mechanism across the MIT campus for both local and central MIT EHS staff to assess performance, correct problems and prioritize areas for improvement with respect to the environment, health and safety.

Level I Inspection

Level I Inspections are conducted weekly in laboratories/shops and are  performed by the PI or delegated to an EHS Rep.

• Level I Checklist (PDF)
• Level I Guidance

Level II Inspection

The Level II Inspections are conducted twice yearly (Round 1, Round 2), or, in some DLCs, annually. Level IIs are performed by DLC EHS Coordinators, DLC EHS Office Team Members, and in some cases, additional personnel in the DLC. These inspections are documented in Atlas, and findings are assigned to the EHS Rep and/or PI, supervisors, or lab members to be resolved. PI/Supervisors and EHS Reps receive final reports and reminders if findings are not resolved.  Certain findings will require the assigned person to provide a response to the finding in Atlas.

• EHS Level II Inspections Quick Card for Responders
• Level II Inspection Worksheet
• Level II Guidance

Recognizing lab/shop member(s) when they’ve kept safety at the forefront is a way to increase a positive culture of safety:

• Praise group members publicly
• Write ‘Thank You’ notes
• Ask your PI/Supervisor if there can be incentives (i.e., pizza party) for developing and maintaining a culture of safety
• Nominating the person(s) for MIT Recognition

If issues arise and are not being addressed, the EHS Rep should escalate them to their PI and/or DLC EHS Coordinator. Depending on the severity of the issue, it may escalate to the DLC EHS Committee/DLC Head and/or EHS Office. If you have general questions or concerns, contact your DLC EHS Coordinator, EHS Office Lead Contact/Team Members or EHS Office.