L O U I S I A N A S T A T E U N I V E R S I T Y
O F F I C E O F O C C U P A T I O N A L A N D
E N V I R O N M E N T A L S A F E T Y
Version 1.1

CSA Web Access User Manual
Occupational and Environmental Safety
Louisiana State University
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CSA Web Access User Manual
Occupational and Environmental Safety
Introduction
1.
Chemical Safety Assistant Program
Getting Started
Main menu
Chemical Requisitions
Chemical Inventory
Inventory Reports & Chemical Fact Sheets
Adding/Editing Your Chemicals
Removing Chemicals from Your Inventory
Training
Waste Pickup
Reports
New Worker Registration
2.
Laboratory Issues
3.
Chemicals
General Handling
Special Handling / Storage and Maintenance
Hazardous Materials.
4.
Safety
5.
OES Phone and Email
Louisiana State University
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CSA Web Access User Manual
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Introduction
Louisiana State University
The Chemical Safety Assistant Program provides researchers and managers with the tools they need to enhance their inventory control and regulatory reporting while simultaneously reducing the costs associated with chemical management. At the core of the service is a hosted software solution that provides chemical inventory management, using an easy-to-use web browser interface. Underlying the software is a sophisticated expert system that classifies chemicals and tracks reporting requirements.
T his manual does not attempt to explain how to use Windows components-dialog boxes and check boxes, pointers and cursors, list boxes and drop-down list boxes. All these are common to all Windows programs, and we’ve assumed you understand how to use them. Please refer to your Windows documentation for basic Windows training, or select Windows Tutorial from
Program Manager’s Help Menu.
Chemical Safety Assistant Program
Getting Started
Access to the Chemical Safety Assistant Web Application is provided by the Chemical Safety
Office. A link to the program is provided on the Office of Occupational and Environmental
Safety web page under the Chemical Safety section. https://psaf-chemsafe.lsu.edu/EHSAWEB/EHSAWebISAPI.dll/EXEC/0/1edjjv11xv0tkk1edbpqi0fmkkoi
OES suggests that you create a shortcut to the CSA Program on your desktop.
You are running a web based application to a chemical inventory database. The program works best when using Microsoft Internet Explorer as opposed to other internet programs. The functionally of the web bases application is limited when compared to the main program. It is necessary to use the drop down menus for the program to function correctly. It is also important not to use the back arrow in the windows application. This will kick you out of the program.
Double click the icon on your desktop to enter the CS Assistant.
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CSA Web Access User Manual
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The following screen will appear.
Louisiana State University
This is your Chemical Safety Assistant login window:

Enter in your designated User Name. o User name is the first part of your PAWS ID (text before @)

Hit Tab and type in your designated Password. o Your initial password is 1234. o The system will require it to be changed upon the first login.

Then click on [LOGIN]. This will log you onto the system.

The first screen that appears is a list of chemical owners that you are authorized to review their data. Click on the correct chemical owner.
Please contact the Chemical Safety Manager ( jsteward@lsu.edu
) if your User ID does not work.
The main menu allows controlled access to the EH&S Web Applications. At this point the
Training Assistant and Chemical Safety Assistant Web Applications are available. We will address the WEB CS Assistant.

From the main menu, under CHEM click on Inventory.
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CSA Web Access User Manual
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Louisiana State University
You have six choices that perform the following functions:
Requisitions : View, add, edit or delete your chemical requisition(s).
This function is not active in the LSU system.
Inventory: View, print, or update your chemical inventory
Training : View your staff training records
Waste Pickup : Request a chemical waste pickup from the Chemical Safety Office
Reports : View or print select reports
Registration : Registration of lab workers to access the CSA.
To Exit the program – Click on [ Log Off ]
If you are not working in the program, you must Log Off . You may not leave the program running continuously. This program has a time-out system that will automatically shut down your connection when the program remains inactive for extended periods of time. Allowing the
Time-Out function to activate may cause problems with your computer. This feature is part of the security systems. It is in your best interest to Log Off and close the program when it is not in use.
Chemical Requisitions
 LSU has choosen not to utilize this function at this time.
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
From the main menu, under CHEM click on Inventory.
Louisiana State University
1. The Inventory Log screen will appear.
2. The Web Browser commands do not function within the Chemical Program. Use the
[<BACK] to go back to the previous window, and [Log Off] to exit the Chemical
Program.
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CSA Web Access User Manual Louisiana State University
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3. From Inventory window you have many options; a. View Current Inventory i. Items Received/Ordered on (Date) ii. Show All Items iii. Chemicals by Description look-up b. View Disposed Inventory i. Items Received/Ordered on (Date) ii. Show All Items iii. Chemicals by Description look-up c. View Archived Inventory i. Items Received/Ordered on (Date) ii. Show All Items iii. Chemicals by Description look-up d. Add Receipts – add a chemical to your inventory e. Edit – edit the information for any chemical in your inventory f. Remove – Remove a chemical from your inventory to disposed status
Notice that the “Current Inventory” radio button is marked. This is a default setting. You may also view Disposed Inventory or Archived Inventory by clicking on the radio button.
You have five options in viewing your Inventory:

Items Received/Ordered on – displays chemicals ordered/received on a specific date

All Items – displays all chemicals listed in your inventory

Show me Chemicals Where – displays only the chemical you specify

Show Chemicals by Location
– displays only the your chemicals in permitted locations

Show Chemicals by First Letter
– displays your chemicals by first letter or number
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CSA Web Access User Manual Louisiana State University
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How to execute the commands:
1. Click on
“Items Received & Ordered on”
and enter a date, then click on
“Show”,
this displays all chemicals ordered or received on a specific date.
2. Click on “All Items” , this will display all of the chemicals in your chemical inventory.
3. Click on
“Show me Chemicals where”
, this command is followed by two search parameter selection fields and a blank field. This command is a sort/group mechanism. a. In the first field you may select Chemical Description, CAS#, Catalog # or Bar Code. i. Chemical Description is the chemical name, ii. CAS# is the Chemical Abstract Service Number, iii. Catalog# is the Vendor Catalog number, and b. It is recommended that you start with Chemical Description (Chemical Name).
c. In the next field you may choose Starts with, Contains, or Equals. These terms are self explanatory. d. In the Blank field, you will type your search parameter which is: i. Chemical Description – type in the name of the chemical ii. CAS# - type in the Chemical Abstract Service Number and include hyphens, iii. Catalog# - if you know the catalog number you may type this in the blank field e. When you have finished typing in one of the above search items, click on “Show”.
All of the chemicals in your inventory that fit your search parameters will appear at the bottom of the window.
4. Click on “Show Chemicals by Location”, this command is followed by one search parameter selection field and a blank field. Click on the [ ?
] to display the building & labs attached to you. After the lab is selected click [SHOW].
5. Click on “Show Chemicals by 1 st Letter”, this command will display the alphabet and numbers 0 – 9, [ ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789 ]. Clicking on a letter or number will display any current chemicals starting with the letter or number.
To display your entire chemical inventory click the [ALL ITEMS] button.
From the Inventory Window you may view or print inventory reports, and view or print a
Chemical Fact Sheet for each chemical in your inventory, add a chemical to your inventory and edit each individual chemical in your inventory,.
View/Print Inventory Reports:
1.
Click on the arrow to the right of [ Reports ] to view your report options.
2.
Scroll and highlight to run each report. A file download window will appear. Click on
[Open] to view the report. The report selected will be displayed on your screen. When the report is displayed, you may execute
“Print”
under the “File” Command. You can also save the report to you hard drive by executing “Save as” under the “File” Command.
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CSA Web Access User Manual
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Louisiana State University
Click on Report Name
Click Open
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CSA Web Access User Manual
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At present, you have three formats available for your inventory:

Chemical Inventory by PI – inventory items are ordered by Inventory #.

Chemical Inventory by PI and Storage Location – inventory items are ordered by the storage location in your lab.

Chemical Inventory by PI and Building Lab Room – inventory items are grouped by building and Room number.
View/Print Chemical Fact Sheets :
1.
Click on the
“All Items”
to display all of the chemicals in your inventory.
2.
Click on
“Highlight”
to mark the Chemical, go to the [ Reports ] field, Click on the arrow to the right of the field and scroll down to the report
“Chemical Catalog Fact Sheet
Highlighted Chemical” to run the report. A “File download” window will appear.
3.
Click on [ Open
] when the Chemical Fact Sheet appears, you may execute “Print” under the “File” Command.
4. The Chemical Fact Sheet is a summary of information from various technical and regulatory resources for the chemical highlighted. The information is collected and entered into the Chemical Catalog by Chemical Safety Office staff members. It is not a
Material Safety Data Sheet (MSDS). Material Safety Data Sheets are still available through normal channels.
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CSA Web Access User Manual
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View/Print Chemical Inventory Audit :
1.
Click on the “All Items” to display all of the chemicals in your inventory.
2.
Click on
“All Chemicals”
to mark the Chemicals, go to the [ Reports ] field, Click on the arrow to the right of the field and scroll down to the report “Chemical Inventory Audit” to run the report. A “File download” window will appear
3.
Click on [ Open ] when the Chemical Inventory Audit Sheet appears, you may execute
“Print” under the “File” Command.
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CSA Web Access User Manual Louisiana State University
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1.
To enter a new Chemical in your Inventory, Click on [ADD CHEMICAL]. This allows for adding a chemical directly into your inventory from your lab.
Click Add Chemical
2.
An Adding Chemical window will appear.
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CSA Web Access User Manual Louisiana State University
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3.
In the Adding Chemical window, all items highlighted in red are required fields. You must enter data in these fields in order to save an entry. Fields that are not highlighted in pink are optional. However, OES requests that the Vendor and Vendor Catalog Number be added whenever possible.
4.
Using your Tab key will take you through each field.
5.
Lab is the laboratory where the chemical is stored. This is a required field. You must select a lab for each chemical. Click the [?] to access the Lab selection pick list. Only your authorized labs will be displayed. If you do not see your lab on the lab selection list, contact the Chemical Safety Manager. a.
When you click on [SELECT] the building and room number for the lab selected will auto-load into Adding Chemical lab field and the name of the building will auto-load in the following field. b. Note that [Last] follows the [?] after the Lab field. If there are multiple chemicals to be added to the same lab, you may click [LAST] after you have entered and saved your first chemical, and the lab used for the previous entry will auto-load into the field.
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Click [?]
Click [Select] for the Lab Location
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CSA Web Access User Manual Louisiana State University
Occupational and Environmental Safety
6. Enter the Bar Code number. The Bar Code number is the primary identification number for each container. It is taken from the LSU bar code sticker that is to be placed on each container. Stickers are obtained from OES.
7. Enter a PO number (Not Utilized)
8. Tab to the next field which is “Chemical Description.” The “Chemical Description” is the name of the chemical. a. This program contains a database Chemical Catalog with 11,000+ chemicals. The database Chemical Catalog is maintained by Chemical Safety Office Staff. b.
It also produces a “Personal Chemical Catalog” which is a list of all the chemicals c.
you have ever had in your Chemical inventory. Each time you add a chemical to your inventory, it is also added to your personal catalog. c. The Chemical Catalog in this database has the common chemical name and most synonyms by which a chemical may be known. When you search by chemical name in the database, you are searching a list that contains almost all possible names for the chemicals.
9. Click on the [?] to the right of the Chemical Description field to activate the search system.
10. A search window will appear. There are three search options available. a. Show me Chemicals where Vendor is, b. Show me Chemicals where [Chemical Description, CAS #, Catalog #, or Chemical
#] [Starts with, Contains, or Equals], and c. Show me Chemicals that are in my “Personal Catalog” (previously received) d. Show me Chemicals that are Appendix A Listed
You may use any one or a combination of the four.
11. As long as the “Show me Chemicals that are in my Personal Catalog” is marked you will be searching your Personal Chemical Catalog.
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CSA Web Access User Manual Louisiana State University
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12. If you have included the Vendor for each chemical in your inventory, you may search your “Personal Catalog” by specific vendor. Click on the box before “Show me
Chemicals where Vendor is”, then Click on the arrow to the right of the blank field to pull up a pick list of vendors. To select the vendor, Click on the Vendor name. A list of chemicals for the vendor chosen will appear at the bottom of the screen. Click on the chemical name or CAS # to select the chemical. If you do not wish to search by vendor in your Personal Catalog, do not mark the “Show me Chemicals where Vendor is” selection.
13.
To search the entire Database Chemical Catalog, you must unmark the Show me
Chemicals that are in my "Personal Catalog" (previously received). You must also unmark the “Show me Chemicals where Vendor is. Vendors are not included in the
Database Catalog because several vendors may supply each chemical product. Mark the checkbox before “Show me Chemicals where” from here you will have several options.
Show Chemical by;
 Chemical Description
 CAS #
 Catalog #
 Chemical #
 Starts With
 Contains
 Equals
14. In the first field option, you may choose Chemical Description, CAS #, Catalog #, or
Chemical #. It is recommended that you use the Chemical Description, which is the chemical name, or use the CAS # which is the Chemical Abstract Service Number.
15. In the next field you may choose Starts with, Contains, or Equals. After you have made your selections in both fields, tab to the next field, which is blank. Type in the name of
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CSA Web Access User Manual Louisiana State University
Occupational and Environmental Safety the chemical you are looking for and Click on “Show”. The window will display all of the chemicals in the Catalog that Starts With, Contains, or Equals the name you typed in the blank field.
16. Double click on the [Chemical Name] or the CAS# to select the chemical you want. The catalog number and CAS number are automatically loaded into the “Chemical
Description field in the Adding Chemical window.
Type Chemical Description and click [SHOW]
Click CAS # or Chemical
Description to load the information
17. If you have searched the “Personal Catalog” and you have searched the “Database
Catalog” and you still cannot find the chemical you are looking for your chemical may not be in the program’s chemical catalog. If this is the case, you may either contact the
Chemical Safety Manager to have your chemical added to the Database Catalog, or you may go back and use the
“Not In Catalog”
command. Do not use this command until after you have searched the database catalog and you are absolutely sure that your chemical is not in the database.
18. Marking the “Not in Catalog” command will allow you to type a chemical name into the
“Chemical Description” field. You do not need to add the CAS Number. However, the program will treat this addition to your inventory as a “Void” entry until the chemical is added to the Database Catalog. When you must use this command, notify OES that new compounds have been added.
Not In Catalog
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19. Add the Vendor/Supplier for the chemical & vendor catalog number
20. If known, select the DOT Hazard and DOT Secondary Hazard by clicking the [ ?
] and selecting the proper hazard.
21. In the next field you will select the Physical State of your chemical. Click the radio button to the left of the Physical State that matches your chemical (Gas, Liquid, or Solid).
Tab to the next field.
22. The “# of Units” field is where you will enter the number of containers you have. The default number is 1. To enter any number higher than 1, all of the container have to be of the same size and same unites of measure. For example, if you have 2 containers of
Methanol and they are all 1 liter in size, you may enter the number 2 in the “# of Units” field. If one container is 1 liter and the other is 500 mL, then you will have to enter the two containers separately. Type in the [#of Units] and Tab to the next field.
23. The “Quantity per Unit” field is where you will enter the container size (1 for the 1 liter or 500 for the 500 mL. Type in the [Quantity per Unit] and Tab to the next field.
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CSA Web Access User Manual
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# of Units
Quantity per Unit
Volume/Size
24.
In the
“Volume/Size”
field. Enter the unit of measure for the container, G=Grams, mg=Milligrams, etc. – click on the arrow to the right of the field to access the units pick list.
25.
[ Storage Location ] is the location of the chemical in your lab. To choose from a pick list click on the [ ?
] following the field. Click on Select to choose the storage location.
If you do not wish to use any of the pick list items, click on Cancel at the top of the window. This will take you back to the Adding Chemical window. Click on the blank field and type in your location description.
26.
Enter the storage device
27.
Enter [Receipt Date], [Order Date] and [Open Date]. Today’s date will be entered unless overridden. Click [Calc] for expiration date.
28.
Enter [Contact Name] and [Phone Number].
29.
Enter any comments.
30.
Click [SAVE]. You will be returned to the current inventory display.
1.
To remove a chemical from your inventory, Click [REMOVE] for the chemical to be removed from you inventory.
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Click Remove
Louisiana State University
2.
Clicking [REMOVE] displays the removal confirmation screen. At this point you will need to declare your reason for the removal.
3.
Click the down arrow to display your choices for the removal.
4.
Highlight your reason for the removal and confirm that you do want this removed by clicking
[YES].
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CSA Web Access User Manual
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5.
You will be returned to your all items inventory screen showing the item removed. The item will now be listed under [DISPOSED INVENTORY].
6.
To view your listing of disposed inventory click the [DISPOSED INVENTORY] button.
7.
You will now find the removed chemical listed.
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CSA Web Access User Manual Louisiana State University
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8.
If you find that the removal was a mistake click [ACTIVATE] for the item that you want moved back to current inventory status.
9.
Confirm your intention to move the item to current inventory status by clicking [YES].
10.
The item is removed from the disposed inventory listing. Click [CURRENT INVENTORY
].
11.
The item is now listed as current inventory.
12.
Click [MAIN MENU].
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CSA Web Access User Manual
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The main menu allows controlled access to the Chemical Safety Assistant Web Application. We will now look at the Training portion of the Chem Web Application. The Training module allows the P.I. access to his/her training history and the training history of any worker that works directly for him/her.

From the main menu, under CHEM click on Training.
Employee Selection
1.
The screen displayed is a listing of all workers attached to this user.
2.
Click on the [VIEW] for the person that you would like to view his/her training records.
3.
Training information consists of all training classes complete and training required for the worker employee type. The employee training status of required training is documented with
Due Dates, Status, Course, Course Name and Frequency of the training.
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CSA Web Access User Manual
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4.
Click [BACK] to exit this user records and select another worker. Click [MAIN MENU] to exit the training module.
The main menu allows controlled access to the Chemical Safety Assistant Web Application. We will now look at the Waste Pickup portion of the Chem Web Application. The Waste Pickup module allows the P.I. access to edit or delete existing waste pickup requests or enter a new waste pickup request.

From the main menu, under CHEM click on Waste Pickup.
The screen displayed allows for adding a new Waste Pickup Request, Viewing an existing Waste
Pickup Request, Editing an existing Waste Pickup Request or Deleting an existing Waste Pickup
Request
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CSA Web Access User Manual
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Adding a Waste Pickup Request
1.
Click [ADD REQUEST].
2.
The P.I. code and name are inserted.
3.
The program assigns a Waste Pickup Request Number, a combination of the date in reverse order and a numbered request for the day [090106001].
4.
Today’s date is inserted but it can be overridden.
5.
Click the Lab/Location [?] for a list of User labs.
6.
Select the lab where the waste is to be picked up. Click [SELECT]. The lab number and building are inserted.
7.
Click the contact [ ?
] to insert the name of the lab contact.
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CSA Web Access User Manual
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8.
Click and select the Campus and Waste Generators [ ?
].
9.
Type any comments that would need to be made
Louisiana State University
10.
Clicking [SAVE] opens the [Add Request Detail] screen.
11.
Enter the number and description of empty replacement containers that are needed.
12.
Enter the number and container type of waste containers to be picked up.
13.
Enter the quantity and unit of measure of the waste to be picked up.
14.
Click the waste type radio button, Biological, Chemical of Radiological. Chemical will be selected displaying the need to enter additional information.
15.
Select the Physical Form button.
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CSA Web Access User Manual
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16.
The quantity and request number are inserted.
Louisiana State University
17.
If this chemical waste is suitable for the chemical exchange program check the Exchange box.
Adding Waste Pickup Request Detail
18.
There are three means of entering waste pickup detail; a.
Select the [CHEMICAL WASTE] to be picked up by clicking the [ ?
] to the right of the Chemical Description field to activate the search system. The search system is described in detail in the adding inventory section. b.
[TYPE] the chemical detail in the space provided. c.
Select the [CHEMICAL WASTE] to be picked up by clicking the [ ?
] to the right of the Inventory # Link field to display the users inventory.
19.
Enter the [PERCENT of CONTENT] of the chemical to the total waste. Add additional chemical(s) if less than 100%.
20.
When completed selecting chemicals click [SUBMIT].
21.
Click [ADD ANOTHER CONTAINER] and repeat the process or click [EXIT].
22.
The waste pickup request has now been sent to the CS Assistant database awaiting action by the Chemical Safety Department.
The steps involved in editing or viewing an existing request are identical as adding a request.
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CSA Web Access User Manual Louisiana State University
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Once the requested waste pickup has been made and the Hazardous Waste Team transfers the waste to the waste area and marks it as [PICKED UP] the waste request will be removed from the list of open pickup requests.
The main menu allows controlled access to the EH&S Web Applications. We will now look at the
Report portion of the Chem Web Application. The Report module allows the P.I. access to view and print reports.

From the main menu, under CHEM click on Reports.
The screen displayed allows for running various reports relative to this user.
Listing of Training Due Dates
1.
Click [LISTING OF TRAINING DUE DATES].
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CSA Web Access User Manual
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2.
Click [CHEMICAL CATALOG MASTER LISTING of DEA CONTROLLED
SUBSTANCES].
3.
Click [CHEMICAL CATALOG LISTING with EXPIRATION REQUIREMENTS].
4.
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CSA Web Access User Manual
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
From the main menu, under CHEM click on “Permit Worker Registration”
1.
The Adding New Worker screen will appear. The screen is divided displaying workers currently attached to the user and newly registered workers for the user.
2.
Click [ADD NEW WORKER].
3.
Enter all information in the fields provided; a.
Name b.
ID Number c.
ID Type, click [ ?
] for a table of university ID Types d.
Email address e.
Reconfirm email address f.
Campus mail stop box number g.
Work phone and fax number h.
Work start date i.
Department code, click [ ?
] for a table of university Department codes, the department name will be inserted
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CSA Web Access User Manual Louisiana State University
Occupational and Environmental Safety j.
Permit number with worker will be assigned to, click [ ?
] for a table of User
Permit numbers k.
Job Function, click [ ?
] for a table of university Job Functions
5.
Enter all supervisors this worker worked for. Click [ADD]. A list of all supervisors will be displayed. Click [SELECT] to add the supervisor to the registration.
6.
Enter all training this worker has completed. Click [ADD]. A list of all university training courses will be displayed. Click [SELECT] to add the course to the registration.
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CSA Web Access User Manual
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7.
When complete click [SUBMIT].
8.
The new worker will be listed in the upper portion of the screen as a Newly Registered
Worker, awaiting action by the OES Department.
9.
When EH&S reviews new worker registrations and imports the new worker their name will move to the lower portion of the screen, Worker Currently Attached to PI.
10.
Click [MAIN MENU] and [LOG OFF].
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Chemicals purchased from University Stores should already be bar coded and in the CSA system. Upon purchase, University Stores will transfer ownership of the chemical to lab. The key to ensuring proper transfer of chemicals from University Stores is to provide the proper information to Stores. It is necessary to list the Chemical Owner, the final location of the chemical, and the account number.
Every chemical container inventoried will have a self-adhesive bar code label (which looks like a
UPC label) affixed. The bar codes can be scanned electronically for expedient inventorying.
The proper placement of the bar code label on the chemical container is next to the immediate upper right side of the manufacture label, with the label in a vertical orientation. Affix the entire bar code label to the glass (plastic, or metal) portion of the chemical container, not to the manufacturer label, when possible. Place the bar code horizontal to the manufacturer label.
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CSA Web Access User Manual Louisiana State University
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Preparing the Container
Each chemical container will be examined before a bar code label is placed. The chemical container may need to be dusted off or wiped clean before the bar code label is affixed.
For chemical containers that are refrigerated or kept frozen, wipe the side of the container with a dampened paper towel first, then dry thoroughly with a dry paper towel before affixing the bar code label. It is especially important to affix the entire bar code label to the glass (plastic, or metal) portion of the chilled chemical container, not to the manufacturer label, when possible. It may be necessary to wrap a piece of tape around a chilled container with a wet label, and affix the bar code label to the tape, to prevent the loss of the bar code label.
Very small chemical containers will need to be wrapped with a piece of tape, and the bar code label affixed to the tape, to avoid covering up any of the manufacturer label, or when the bar code label is larger than the chemical container.
All chemical containers will be entered into the chemical database as full, regardless of their actual volume. This provides conservative estimates on compliance with maximum allowable limits, and allows for rapid acquisition of inventory data collection.
The chemical items that will be inventoried include, but are not limited to, the following:
All chemicals and chemical products obtained from commercial sources (including mixtures)
All household chemicals, except those used in routine household-like activities
Biological toxins
Paints
Aerosols
Refrigerants
Lubricants, fuels, and oils
Biological specimen solutions
Scintillation fluids
Compressed gasses
Liquefied gasses
The chemicals that will not be inventoried include, but are not limited to, the following:
Chemical reagent solutions prepared in the lab or work place
Chemicals obtained directly from laboratory synthesis
Enzymes of any form
Microbiological growth media
Radioactive materials
Microorganisms
Water of any grade (for example, HPLC, distilled/deionized, etc.)
Chromatographic column materials (gas or liquid)
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Any chemical container that is deemed unfit to handle or to have a bar code label affixed
Stock chemicals and Solvents that are used up and replaced continuously do not need to be repeatedly deleted from and reentered into the database. If the volume of any stock chemical or solvent changes significantly and permanently, the change should be reflected in the chemical inventory database by either deleting or adding to the volume previously recorded.
General Handling
When chemicals are inventoried, there should be one person to handle the chemical containers, and a second person to input the chemical inventory data. This is to assure the computer, or other electronic device, is not contaminated by chemical residue that may be present on the chemical containers. (See the section on Personal Protective Equipment in this manual for the proper safety gear the chemical handler should be wearing when in the lab.) See page in this manual.
Although not all chemicals being inventoried are toxic or hazardous, every chemical container should be handled with care. Remove only a small number of containers at one time, being careful not to tip, bump, or drop the containers. Make a mental note where each container was located to ensure it is returned to its exact location after being inventoried.
Special Handling/ Storage and Maintenance
Any chemical container that is deemed unfit to handle, or to have a bar code label affixed, will not be inventoried. This includes, but is not limited to, extremely rusty cans, containers with missing or cracked lids, missing or unreadable labels, leaking containers, or any bulging containers.
The specific location of each chemical container can be entered as part of the inventory information. The only locations that are required to be recorded are Refrigerators,
Freezers, and Desiccators, and these are to be typed in the Location field on the Data Fields screen page of ChemTracker chemical inventory solution.
Chemical containers stored in Refrigerators or Freezers should be handled for as brief a period of time as possible. Only small numbers of chilled chemical containers should be removed at one time. They should only be handled by the lids to prevent unnecessary warming of the chemicals, and whenever possible, the chemicals should be kept on ice while exposed to the warm room environment. This is especially important for those chemicals stored in freezers.
For chemical containers that are refrigerated or kept frozen, wipe the side of the container with a dampened paper towel first, then dry thoroughly with a dry paper towel before affixing the bar code label. It is especially important to affix the entire bar code label to the glass (plastic, or metal) portion of the chilled chemical container, not to the manufacturer’s label, when possible.
It may be necessary to wrap a piece of tape around a chilled container with a wet label, and affix the bar code label to the tape, to prevent the loss of the bar code label.
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Chemicals stored in Desiccators should be inventoried under a hood, especially if the chemical contents are toxic, to prevent handler exposure to hazardous fumes that may be emitted by the chemicals or desiccant when the desiccator is opened. A desiccator is a glass container employed to achieve and maintain an atmosphere of low humidity for the storage of chemical samples and equipment. Therefore, the contents should not be exposed to ambient air for very long. Desiccators are opened by sliding the lid sideways off the bowl, and are closed by sliding the lid sideways back in position. (Adapted from Shugar and Bauman, Chemical Technician’s
Ready Reference Handbook , McGraw Hill, 1981, 2 nd
ed, p. 323.)
All types of Compressed-Gas Cylinders , Lecture Bottles , Fire Safety Cans and Doers are inventoried.
Compressed-Gas Cylinders usually have a manufacturer’s label and are entered into the chemical database in the same manner that chemical containers are inventoried. Chemical handlers should report the condition of all gas cylinders found to have cracked or broken seals to the PI/owner.
The chemicals (liquids and gases) stored in Lecture Bottles , Fire Safety Cans , or Doers do not have manufacturer labels and therefore are entered into the chemical database by filling in the following fields on the Data Fields screen page of ChemTracker chemical inventory solution:
Chemical , Physical (P) State , Amount , Unit , and the container type in the [udf2] .
A lecture bottle is a small metal cylinder with such a small volume; the contents are usually measured in grams. The lecture bottles measure approximately from two inches to two feet long and an inch to three inches in diameter. Fire Safety Cans are shiny metal containers with tight fitting, hinged lids that close automatically. A Doer is a large insulated thermos-looking container used to transport and temporarily store liquid nitrogen.
Hazardous Materials
Hazardous materials are, in a broad sense, any substance or mixture of substances having properties capable of producing adverse effects on the health or safety of a human. Included are substances that are carcinogens, toxic irritants, corrosives, sensitizers, and agents which damage the lungs, skin, eyes, mucus membranes, etc. ( Laboratory Safety Pocket Handbook , Genium
Publishing Corporation, 1996, p. 199.)
Identification and Proper Handling – The best way to identify a hazardous material is by reading the manufacturer’s label. Any chemicals that are particularly sensitive, flammable, explosive, or otherwise hazardous to the handler will not be inventoried and should be left untouched. Not all chemicals being inventoried are toxic or hazardous, but every chemical container should be handled with care, being careful not to tip, bump, or drop the containers.
When handling especially dangerous chemicals, use extra caution. Do not rush what you are doing, do not allow yourself to be distracted, and be aware of your surroundings.
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Heavy Metals and Peroxide Formers – Heavy Metals are metallic elements with a specific gravity greater than five. In the metallic state they are relatively harmless, but in the vapor state their fumes are toxic (as is the case with mercury) and so are their soluble compounds
(organometallics that can be absorbed through the skin). The most common heavy metals are antimony, arsenic, cadmium, chromium, lead, mercury, nickel, silver, thallium, and uranium.
(Adapted from Shugar and Bauman, Chemical Technician’s Ready Reference Handbook ,
McGraw Hill, 1981, 2 nd ed, p. 25.)
The handler should exercise additional care when handling heavy metal compounds due to the potential inhalation or ingestion risk, should change their disposable gloves, and wash their hands often to reduce the risk of absorption through their skin by organometallics. All chemical containers should be carefully examined for cracks and ill-fitted lids and the handler should bring the condition of the container to the attention of the PI/owner.
Peroxide forming chemicals are an extensive group of compounds, from those highly explosive to those mildly explosive; therefore, a list will not be included in this document. The chemical inventory hander should note any liquid chemical that is forming crystals, one of the behaviors of peroxide forming chemical, and bring the condition of the chemical to the attention of the
PI/owner. The handler should exercise additional care when handling crystal-forming liquid chemicals due to the potential it may be peroxide former and potentially explosive.
Radioactive Compounds and Lead Pigs – Regulated/controlled Radioactive compounds will not be inventoried at this time, but should be clearly labeled with the appropriate warnings and stored in locked cabinets designed for such purposes.
Non-regulated Radioactive compounds will be inventoried. As long as caution is taken, risk to the handler is minimal. Disposable gloves should be changed and hands washed immediately after handling the containers of these radioactive chemicals. The most serious risk these compounds pose to the handler is by ingestion. Therefore, care should be taken not of breath dust emitted from the area where these compounds are stored, and containers should be carefully examined for cracks and ill-fitted lids.
Lead pigs are special containers used to transport and store radioactive chemicals. They come in a variety of colors, sizes, and shapes and may be difficult to identify as being a lead pig. They should never be opened by the inventory handler. Lead pigs should always be stored in a locked, radioactive-designated cabinet.
Dry Boxes – A Dry Box is an enclosed environment of nitrogen or argon, inert gasses which prevent the decomposition of chemical compounds due to exposure to oxygen and moisture in ambient air. The chemicals stored in dry boxes will be inventoried with the assistance of the
PI/owner or qualified lab personnel.
Waste – Chemical waste is not being inventoried at this time, but should always be clearly labeled.
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The knowledge and understanding the hazards of chemicals, biological materials, electricity, radiation and other hazard, have certainly improved over time. The past two decades have seen a tremendous growth in the safety regulations in and out of the laboratory. Laws are being created and enforced by federal, state and local governments.
Safety is not limited to compliance with these laws and regulations. They are simply minimum requirements. Lab PI/owner may enforce even stricter policies or rules to ensure your safety! A successful laboratory safety program includes basic safety practices and precautions for handling chemicals and other materials, operating laboratory equipment, and performing standard procedures.
( Laboratory Safety Pocket Handbook , Genium Publishing Corporation, 1996, p. 2.)
Lab Safety Awareness
Do not be shy about asking questions regarding chemicals and whether it is okay to open cabinets, refrigerators, or freezers before doing so. Ask if in doubt. Notify PI/owner if a safety hazard is noticed. Always return chemical containers or equipment to their proper location.
Never leave items on the bench or floor. Always wear personal protective equipment (PPE) in the laboratory. (See the section on Personal Protective Equipment (below) for the proper safety gear the chemical handler should be wearing when in the lab.)
Toxins are hazardous when absorbed through the skin or mucous membranes (for example, organometallics), inhaled (such as with radioactive compounds), ingested (almost any chemical), or injected into the body (inducing injury, contamination, and possible infection). The appropriate safety warning sign should be posted where all hazardous chemical compounds are stored.
To learn more about the chemicals in a lab, read the manufacturer’s label, refer to the Material
Data Safety Sheets (MSDS) that is available via a link from the OES website, or the chemical manufacturer website.
Not all chemicals being inventoried are toxic or hazardous, but every chemical container should be handled with care, being careful not to tip, bump, or drop the containers. When handling especially dangerous chemicals, use extra caution. Do not rush what you are doing, do not allow yourself to be distracted, and be aware of your surroundings.
Never eat or drink in a lab, and do not store food or drinks in the lab. Remove all PPE and wash hands thoroughly after working in a lab, especially before.
All laboratory safety equipment must remain clearly marked, readily accessible, and routinely tested.
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Personal Protective Equipment (PPE)
Personal safety equipment (PPE) includes long pants, closed-toed shoes, lab coat, safety glasses/goggles, and disposable nitrile gloves (preferred over latex gloves due to the increased chemical resistant nature). When handling unclean chemical containers, double gloving is recommended.
Remove all PPE when leaving the lab or entering administrative areas.
PI/Management Responsibilities
As the key figures in the safety and environmental program, the immediate faculty/Principal
Investigators/Supervisors shall carry out instructions from their superiors and assure that safety and environmental procedures are followed in everyday operations on campus. The following responsibilities are also required:

Have a working knowledge of all safety principles and safety rules applicable to their area of responsibility.

Conduct periodic self inspections of their area of responsibility and submit appropriate inspection reports as required

Conduct or have conducted safety meetings on a regular basis. The frequency of the meetings shall be scheduled to fit the needs of their respective area of responsibility.

Investigate all accidents or incidents that could have resulted in injury and/or property damage to determine cause and prevent recurrence.

Promote good housekeeping and proper safety performance.

Insure that students/employees are schooled in the proper use and maintenance of supplied safety equipment, including personal protective equipment, and supplied with same.

Insure that the proper tools and equipment are selected for the job and are used correctly.

Develop efficient material handling procedures to facilitate safe lifting, carrying, and storage of same.
What to do in the event of an emergency:
Call 911 – Notify surrounding personnel – Provide First Response
In the event of a chemical exposure
Eye Exposure – immediately flush eyes with water for a minimum of 15 minutes and seek medical attention.
Skin Exposure – remove contaminated clothing and immediately rinse affective area(s) with water for a minimum of 15 minutes. Seek medical attention for exposures that cause burns or other reactions (redness, swelling) or when pain persists.
Inhalation – immediately leave the area, get to fresh air and seek medical attention.
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Later, once the immediate emergency situation has been resolved, report the exposure to the OES department.
Ventilation and Temporary Control
All laboratories should have proper ventilation at all times, and should be maintained at normal room temperatures to reduce the volatility of the chemicals.
Fire Safety
Most organic liquids are fire hazards because they are highly flammable; therefore, they are frequently stored in fire safety cans. Flammable chemicals should be stored in a specially designed, lockable metal cabinet marked with the appropriate warning signs.
All lab workers should know where the nearest fire extinguishers are located and be properly trained how to use them. They should also know the building escape routes, the predetermined assembly area, and the designated person with whom to report. Fire drills are good reminders of these practices.
Ladder Safety
Ladders are not often needed in labs, but should be used when needed rather than climbing on benches or standing on stools. Regular maintenance and inspection should be provided for all ladders. Do not use a broken, loose, or otherwise defective ladder. Instead, notify the PI/owner of the condition of the ladder and post a sign on the ladder to ensure it is not used until repaired or replaced.
When using a ladder, place on a level surface, and open folding ladders fully. Never stand on the top rung of a ladder or reach very far (approximately three feet) to either side when standing on the ladder. Do not move the ladder, or allow anyone else to, while you are standing on the ladder.
Wear shoes with nonskid soles when using a ladder, move slowly, and keep at least one hand free at all times to grip the ladder.
Spills, Clean Up, and Disposal
Response depends on the hazard. Right the chemical container to stabilize the situation if it does not place you at risk. If possible, close any drains where the chemical may run. If you know the chemical will not react with paper, toss paper towels down to absorb spilled liquid. Aid in the evacuation of the lab and contact the OES department as soon as possible. Be prepared to explain what was spilled, how much, and how the accident happened.
Chemical inventory handlers do not clean or dispose of spills. The OES department can aid in the process of clean up and disposal of the chemicals.
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Emergency Numbers:
For on campus emergencies, call 911.
Hazardous Material Disposal:
Contact OES, call 8-5640.
Training:
Contact Pat West, call 8-0534.
Biological Safety:
Greg Hayes, call 8-4658
Chemical Safety:
Jerry Steward, call 8-4314
Website Information:
The OES website is www.oes.lsu.edu
.
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Louisiana State University