The EHS Management System (EHS-MS) is a system of roles, responsibilities, and processes designed to ensure long-term success and sustainability in meeting and surpassing MIT’s environment, health, and safety obligations. The EHS Representative (EHS Rep) is a key role in the EHS-MS.
The EHS Rep reports to and assists the PI/Supervisor with meeting their EHS obligations. The EHS Rep initiates actions where appropriate and brings questions/issues to the Department, Lab, Center, or Institute (DLCI) EHS Coordinator and PI/Supervisor when their authority is required to address an EHS matter.
Training is available for EHS Reps and is required to fulfill their role. Contact the local DLCI EHS Coordinator to be added to the appropriate training group to obtain access to the training requirements. Note: DLCI EHS Coordinators may schedule 1-on-1 training with an EHS Rep to fulfill the requirements.
EHS Rep Orientation Overview Training Group – EHS00762: EHS Rep Orientation Overview
EHS Rep Orientation Overview & Practicum Training Group – EHS00762: EHS Rep Orientation Overview & EHS00763: EHS Rep Orientation Practicum
The information and training provided is a general overview of the role and responsibilities an EHS Rep may have. Each DLCI implements the EHS-MS framework to fit the needs of the DLCI; therefore, meeting with your DLCI EHS Coordinator and/or EHS Lead Contact is critical to understanding what your DLCI processes/procedures are and to successfully fulfilling the EHS Rep role.
EHS Policy: MIT’s comprehensive EHS Policy describes and communicates the Institute’s commitment to excellence in environment, health and safety stewardship.
Working Alone Policy: Any schedule (whether alternative or not) that involves employees working alone at an MIT facility under potentially hazardous conditions must comply with MIT’s policy on Working Alone. [MIT Policies – Section 3.1 Flexible Work Arrangements]
EHS-MS Manual: The manual is designed to serve as a comprehensive guide to the EHS Management System and all its related components. It provides a detailed overview of the Management System’s design and approach and a summary of all the organizational components of the Management System.
EHS-MS Governance Chart: The chart provides a framework that fosters communication and effective working relations among DLCIs, the EHS Office and MIT’s senior officers (including the President, Provost, Chancellor, Executive Vice President and Treasurer, Vice Presidents, and Deans).
Onboarding and off-boarding group members is important to ensuring they understand the safety hazards and procedures within your work area. Check with your DLCI EHS Coordinator for DLCI specific clearance and departure forms.
When a new person arrives, onboarding orientation may include:
Directing them to any DLCI 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:
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
Annually labs/areas with hazards should conduct lab specific training to ensure members are aware of specific hazards within the space and how to address and handle safety concerns.
Lab Specific Chemical Hygiene training 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. In general, whether your lab or work area uses chemicals a lab specific training should be given as topics would cover local information about the space and awareness that lab personnel should be award of.
Check with your local DLCI 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
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 DLCI EHS Coordinator or EHS Office. Check with your DLCI EHS Coordinator for DLCI 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) trained
EHS-MS Applications
MIT’s online Atlas portal (certificate login required) provides access to the EHS applications that support the EHS-MS mission. As an EHS Rep, you may customize your MIT Atlas menu to feature the various EHS applications covered in this section.
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.
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.
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 DLCI – contact your DLCI EHS Coordinator for more information about who conducts lab specific chemical hygiene training and DLCI processes for this 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 DLCI 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.
*Checklist & Guidance Last Updated: December, 2022
Level II Inspection
The Level II Inspections are conducted twice yearly (Round 1, Round 2), or, in some DLCIs, annually. Level IIs are performed by DLCI EHS Coordinators, DLCI EHS Office Team Members, and in some cases, additional personnel in the DLCI. 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.
“Safety culture is defined as the way in which safety is managed in a workplace. It is the combination of beliefs, perceptions and attitudes of employees toward the safety of workers and the overall safety of the work environment. Cultivating a safety culture is a key aspect in maintaining workplace safety.” (definition from Safeopedia)
The EHS Rep plays an important role in promoting a positive culture of safety in the lab/shop/work area. Successful interactions with group members are essential to accomplish EHS goals, including:
Improving safety culture
Furthering relationships between EHS and labs/shops
Increasing safety knowledge by discussing the “why” and not just the “what”
Addressing safety matters
Protecting group members from hazardous risks
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
If issues arise and are not being addressed, the EHS Rep should escalate them to their PI and/or DLCI EHS Coordinator. Depending on the severity of the issue, it may escalate to the DLCI EHS Committee/DLCI Head and/or EHS Office. If you have general questions or concerns, contact your DLCI EHS Coordinator, EHS Office Lead Contact/Team Members or EHS Office.
Other EHS Issues/Topics
The EHS Office website provides information for all programs that full under the EHS purview. In addition to content on this site there are fact sheets, standard operating procedures/guidelines (SOPs / SOGs) and other related documents/forms/templates to help with various EHS responsibilities. Peruse the EHS website by using the search function or menu.
Chemical Hygiene Plan: All MIT Departments, Laboratories, and Centers that engage in the laboratory use of hazardous chemicals are required to prepare a Chemical Hygiene Plan that meets the requirements of theU.S. Occupational Safety and Health Administration (OSHA)“Laboratory Standard”and MIT policies and required procedures. Chemical Hygiene Plans are written documents that establish the administrative measures and standardoperating procedures for safely and responsibly using chemical materials in laboratories.Contact your EHSCoordinator for your DLCI’s CHP.
Lab Coats at MIT: This website provides members of the MIT community information about purchasing, renting, and laundering lab coats as well as links to lab coat videos produced by MIT researchers/students.
Minors at MIT: This website provides information on what MIT expects of its staff, faculty, and students when interacting with minors. Visit the Hire/Host a Minor for detail on EHS specific procedures for hiring/hosting a minor.
Resources at MIT: This website is central site for students about various MIT offices, services, and tools.
International SOS: This website provides information about ISOS, a travel assistance company, to provide emergency medical, security, and natural disaster evacuation and other support services to faculty, staff, and students who are traveling abroad on MIT business.
The EHS Management System (EHS-MS) is a system of roles, responsibilities, and processes designed to ensure long-term success and sustainability in meeting and surpassing MIT’s environment, health, and safety obligations. The EHS Representative (EHS Rep) is a key role in the EHS-MS.
The EHS Rep reports to and assists the PI/Supervisor with meeting their EHS obligations. The EHS Rep initiates actions where appropriate and brings questions/issues to the Department, Lab, Center, or Institute (DLCI) EHS Coordinator and PI/Supervisor when their authority is required to address an EHS matter.
Training is available for EHS Reps and is required to fulfill their role. Contact the local DLCI EHS Coordinator to be added to the appropriate training group to obtain access to the training requirements. Note: DLCI EHS Coordinators may schedule 1-on-1 training with an EHS Rep to fulfill the requirements.
EHS Rep Orientation Overview Training Group – EHS00762: EHS Rep Orientation Overview
EHS Rep Orientation Overview & Practicum Training Group – EHS00762: EHS Rep Orientation Overview & EHS00763: EHS Rep Orientation Practicum
The information and training provided is a general overview of the role and responsibilities an EHS Rep may have. Each DLCI implements the EHS-MS framework to fit the needs of the DLCI; therefore, meeting with your DLCI EHS Coordinator and/or EHS Lead Contact is critical to understanding what your DLCI processes/procedures are and to successfully fulfilling the EHS Rep role.
EHS Policy: MIT’s comprehensive EHS Policy describes and communicates the Institute’s commitment to excellence in environment, health and safety stewardship.
Working Alone Policy: Any schedule (whether alternative or not) that involves employees working alone at an MIT facility under potentially hazardous conditions must comply with MIT’s policy on Working Alone. [MIT Policies – Section 3.1 Flexible Work Arrangements]
EHS-MS Manual: The manual is designed to serve as a comprehensive guide to the EHS Management System and all its related components. It provides a detailed overview of the Management System’s design and approach and a summary of all the organizational components of the Management System.
EHS-MS Governance Chart: The chart provides a framework that fosters communication and effective working relations among DLCIs, the EHS Office and MIT’s senior officers (including the President, Provost, Chancellor, Executive Vice President and Treasurer, Vice Presidents, and Deans).
Onboarding and off-boarding group members is important to ensuring they understand the safety hazards and procedures within your work area. Check with your DLCI EHS Coordinator for DLCI specific clearance and departure forms.
When a new person arrives, onboarding orientation may include:
Directing them to any DLCI 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:
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
Annually labs/areas with hazards should conduct lab specific training to ensure members are aware of specific hazards within the space and how to address and handle safety concerns.
Lab Specific Chemical Hygiene training 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. In general, whether your lab or work area uses chemicals a lab specific training should be given as topics would cover local information about the space and awareness that lab personnel should be award of.
Check with your local DLCI 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
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 DLCI EHS Coordinator or EHS Office. Check with your DLCI EHS Coordinator for DLCI 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) trained
EHS-MS Applications
MIT’s online Atlas portal (certificate login required) provides access to the EHS applications that support the EHS-MS mission. As an EHS Rep, you may customize your MIT Atlas menu to feature the various EHS applications covered in this section.
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.
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.
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 DLCI – contact your DLCI EHS Coordinator for more information about who conducts lab specific chemical hygiene training and DLCI processes for this 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 DLCI 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.
*Checklist & Guidance Last Updated: December, 2022
Level II Inspection
The Level II Inspections are conducted twice yearly (Round 1, Round 2), or, in some DLCIs, annually. Level IIs are performed by DLCI EHS Coordinators, DLCI EHS Office Team Members, and in some cases, additional personnel in the DLCI. 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.
“Safety culture is defined as the way in which safety is managed in a workplace. It is the combination of beliefs, perceptions and attitudes of employees toward the safety of workers and the overall safety of the work environment. Cultivating a safety culture is a key aspect in maintaining workplace safety.” (definition from Safeopedia)
The EHS Rep plays an important role in promoting a positive culture of safety in the lab/shop/work area. Successful interactions with group members are essential to accomplish EHS goals, including:
Improving safety culture
Furthering relationships between EHS and labs/shops
Increasing safety knowledge by discussing the “why” and not just the “what”
Addressing safety matters
Protecting group members from hazardous risks
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
If issues arise and are not being addressed, the EHS Rep should escalate them to their PI and/or DLCI EHS Coordinator. Depending on the severity of the issue, it may escalate to the DLCI EHS Committee/DLCI Head and/or EHS Office. If you have general questions or concerns, contact your DLCI EHS Coordinator, EHS Office Lead Contact/Team Members or EHS Office.
Other EHS Issues/Topics
The EHS Office website provides information for all programs that full under the EHS purview. In addition to content on this site there are fact sheets, standard operating procedures/guidelines (SOPs / SOGs) and other related documents/forms/templates to help with various EHS responsibilities. Peruse the EHS website by using the search function or menu.
Chemical Hygiene Plan: All MIT Departments, Laboratories, and Centers that engage in the laboratory use of hazardous chemicals are required to prepare a Chemical Hygiene Plan that meets the requirements of theU.S. Occupational Safety and Health Administration (OSHA)“Laboratory Standard”and MIT policies and required procedures. Chemical Hygiene Plans are written documents that establish the administrative measures and standardoperating procedures for safely and responsibly using chemical materials in laboratories.Contact your EHSCoordinator for your DLCI’s CHP.
Lab Coats at MIT: This website provides members of the MIT community information about purchasing, renting, and laundering lab coats as well as links to lab coat videos produced by MIT researchers/students.
Minors at MIT: This website provides information on what MIT expects of its staff, faculty, and students when interacting with minors. Visit the Hire/Host a Minor for detail on EHS specific procedures for hiring/hosting a minor.
Resources at MIT: This website is central site for students about various MIT offices, services, and tools.
International SOS: This website provides information about ISOS, a travel assistance company, to provide emergency medical, security, and natural disaster evacuation and other support services to faculty, staff, and students who are traveling abroad on MIT business.
