Lab Manager Duties

Lab Manager Duties.docx

Lab Manager Duties

New Hires (Undergrad Researchers)

Assign courses in UT Learn
Give OH 102 safety training following the reference document
Get UT EID, UT email, phone number, emergency contact, and emergency contact phone number from them
Update the call tree and personnel contact list in Box
Add them to UT HERD, send an invite to Clustermarket
Get them to sign the BSL2 Manual using DocuSign
Send the signed BSL2 manual and the filled out OH 102 form to EHS

New Hires (Permanent Staff)

Get phone number, UT EID, UT email, emergency contact and emergency contact phone number
Add to HERD
Give tour of labs
Tell them to get UT ID
Tell them to choose desk/ assign desk
Tell them to set up UT email- turn on 2-step verification
Assign trainings on UT Learn
Give OH 102 training
Have them read and sign the BSL 2 manual
Send signed BSL 2 manual and completed OH 102 form to EHS
Invite to Clustermarket, Box, HERD
Tell them to ask make accounts on Smart Sheets, and EMS
Fill out key form for them to get keys
Show them how to use Smart sheets and UT Market
Order a computer/image or re-image an old computer
Update call tree and personnel contact list in Box and print new ones to replace in 1.138, 1.124 and the BSL 2 manual
If needed, email EHS to update the safety signs outside of each door and replace those

Recurring Training

Keep up with required trainings on UT HERD
Inform people who have a training due soon or remind them to do one they haven’t completed.

EHS Lab Self Evaluation

EHS will email you when it is around the time to do another self-evaluation
Just go through the lab and answer the questions, ask people for information you need and don’t have
Fix things that are out of compliance with the self-evaluation (instead of answering by saying things are out of compliance)

Contact Information

When people leave or join the lab, contact information needs to be updated in 2 places
In HERD- go to worker registration and edit it from there
In Box- open the emergency contact info spread sheet and update it there, print off 3 copies, and update the call tree and print off 3 copies
Replace these in rooms 1.138A, 1.124, and in the BSL2 manual

Restart instrument computers every Friday

4 computers:
Tapestation 1.124
Real time PCR 1.124
Nanodrop 1.124
Plate reader 1.106
Do not do this if the computer is running a test

EHS

Even when not doing the self -evaluation, fix things that you know are out of compliance
If a mess is left, tell people to please clean up after themselves because it is a safety hazard
If someone is not dressed appropriately tell them or don’t let them in the lab because it is a safety hazard
Submit waste to EMS
- Review waste accumulation weekly & submit as necessary
- Chemical waste can only stay in the lab for 6 months at most
Make sure chemicals are separated correctly based on type and email EHS with any questions of storage or concerns

Inventory

Every 6 months
Scan bar codes
When chemicals and things are delivered, put the label on them for doing inventory in the future
Also add them to HERD

-80 Freezers

Order new batteries about 1 month before current battery expires
- Batteries decline as they sit around not being used
Have new battery unboxed, unwrapped and ready to install
Write the date it was replaced and your initials in sharpie on the top to its easily visible
Turn off the freezer and unplug it
Open door at bottom of the freezer
Remove the leads (black and red)
Can be hard to get them off but be careful not to break them or alter them
Remove from the holder
Put the new one in and reattach leads.
Plug freezer back in and turn back on
Make sure you hear it start up just to make sure it’s on
- Also, double check an hour or so later

A video to help:

https://knowledge1.thermofisher.com/Lab_Equipment/Cold_Storage_Systems/Cold_Storage_Videos/ULT_Freezer_Videos/TSX_and_STP_-86_ULT_-_How_To_Replace_Battery_Video_Instructions

Recycling

Tends to be every other week, but EHS sends out an email
On the back loading dock of MBB
We take out our Styrofoam and plastic wrap, but they also have a list of things that they accept
The recycling is in 1.124

Orders

Two places to order things: UT Market, and Smart Sheets
When ordering from Smart Sheets, fill things out and make sure to select “new” and hit save
Make sure to be proactive and supply as much information as you can, but if anyone has any questions for you, they’ll email you
When receiving orders always check who the delivery is for/where it is going
If it’s not anyone you know, try to direct the delivery person in the right direction.
Next step is to see if it needs to be refrigerated or frozen. It will have specifications for how to store.
Know that sometimes things are delivered at room temperature, but still need to be refrigerated or frozen in storage.
If refrigerated or frozen, find the proper place to store it and label each item with the date it was received (mm/dd/yyyy) and owners initials.
If not frozen or refrigerated then go to Smartsheets to see who ordered it, and if you can find them, give the item to them because they’ll know what to do with it.
If you can’t find them, then open it, label the contents with the date it was received and your initials, and put it in a place you think they’ll see it or email them.
Go to Smartsheets and put the date it was received and again hit save.

If it is a big order like a -80 freezer here are the procedures for that:

First the old one needs to be sent to surplus so get an idea of when the new one is coming
Alert researchers with at least a 24-hour notice
- Will it impact them majorly?
- Can delay if needed
- Give time frame for their response
Make sure the freezer is empty (except for Styrofoam boxes used to keep temp. stable)
Unplug
Open and leave open
Do not throw Styrofoam boxes away- stash them
Thaw the ice and frost
- Pink pads on floor under the freezer (under a sink in 1.124)
Decontaminate by wiping down inside and outside of with fresh 10% bleach
WORQS Request for freon removal
Ask EHS for it to be cleared as decontaminated
- They will seal it
Contact Chris Weatherly
- -80 freezer ready for surplus
- Indicate location of freezer

Now for receiving the new one:

Be there (or make sure someone is there) to sign for the freezer
Wait 24-48 hours before plugging it in to allow the freon to settle
This is because the freezer was likely tipped or jostled during delivery
Read and follow the set-up instructions that come with the freezer
Add to UT alarm system (WORQS request)
Add the freezer to Cluster Market
- Remove old one if replacing an old one
Update in Box for the -80 file with the model and serial number

*This procedure can be used for other new and outgoing things*

Protocols

If you are doing something that isn’t written down somewhere, write out how you did it when you are done
This way someone else can do it too

Maintenance

If something is not working properly and you or anyone else can’t fix it, call the manufacturer to ask for help or schedule a repair

Autoclave Testing

At the beginning of every month Corina from EHS will tape a plastic baggie to the door of 1.138A
Inside is a vial and a piece of paper
Put the vial in the autoclave in the back near the drain, and then put a load of other things in there
Start the cycle, it should reach 121 C for at least 30 mins (the psig minimum doesn’t matter)
Remove the vial and load of other things when the cycle is done, put the vial and paper back in the baggie and retape it to the door
- Do not leave vial in autoclave more than 24 hours or you’ll have to redo the test!
Email Corina that it is done and ready for pick up
The vial must be tested and returned to Corina within 72 hours of receiving it

Organization

Things change somewhat frequently so it is important to keep things organized in a way that would be easily understandable to someone else
Keeping things organized on Box will help you or someone else update the information when an aspect of operations has changed
Keeping paperwork organized is important if there is a lab inspection and they want to look at the BSL 2 manual or records of things