Laboratory Emergency Preparedness Plan

A. Tips for a successful plan

Use this template for your Lab Emergency Preparedness Plan (LEPP). As you complete this plan, make sure that the following guidelines are considered and addressed:

1. A copy of the plan is maintained in the lab in an easily accessible location
2. All faculty, staff, and students are aware of the the plan and review the contents
3. The plan is reviewed and updated at least annually and whenever there is a major change in research material, equipment, or environment
4. An updated door sign with correct hazards, emergency names, and phone numbers is available
5. All containers containing hazardous materials or waste are securely capped, properly labeled, and stored above floor level or in a secondary waterproof container
6. All compressed gas cylinders are properly secured in an upright position and cylinders that are not in use have their caps also tightly secured
7. Shelf storage of chemicals is minimized to small daily use volumes. Original containers are stored in designated storage cabinets based on their compatibility
8. Air, moisture, or temperature- sensitive material and other chemicals needing special storage are properly identified and protected
9. Working alone is only allowed with ROEHS approval and by following required procedures
10. Proper shutdown and safe procedures are in place to prevent the surging of electrical equipment
11. Electrical outlets and equipment/systems connected to backup (emergency) power are identified and used for critical equipment/processes
12. Intellectual property (external memory drives, lab notebooks, etc) are safely stored and/or have a safe backup
13. There is a contingency plan for safely shutting down the equipment and experiments that run after hours or weekends

 B. Plan Activation Phases

    1.  Alert Phase

Begins with the initial notification of an imminent event. The severity and timeframe are contingent upon the event and will be better established in the coming hours. Begin the shut down process if your lab may be impacted; review your laboratory emergency shut down procedures, gather necessary supplies, make arrangements for storage of hazardous materials, review powering down procedures for electrical equipment.

   2. Partial Activation Phase

Begins with notification and when the event is expected within the next 48 hours.

• Have you disconnected and secured all electrical equipment, not in present use, from water exposure?
• Are aisle spaces unobstructed?
• Are all floors and counter space clear of unnecessary equipment and chemicals?
• Have you placed all containers of water-reactive or biohazardous wastes inside plastic break resistant containers (secondary container)?
• Did you fill out and attach a label, identifying contents, on secondary containers?
• Are all documents, records, computer disks, CDs, etc., in plastic leak proof containers and stored in a secure area away from windows and above floor level?
• If electronic equipment has an auto-restart function, has this been disabled?
• Will your experiment take more than 12 hours to safely shut down and secure? If so, start the process immediately

   3. Full Activation Mandatory Action Phase

At this phase, notifications indicate that an emergency event will most likely occur within hours or an immediate alert has been issued:

• Immediately end all experiments in progress and stop all use of chemicals, radiological, and biological agents. Safely shut down and secure all experiments.
• If time permits, unplug and cover all non-critical electrical equipment
• Protect equipment in areas with windows from hazards associated with broken glass, rain and wind
• Cover large equipment with plastic sheets. For running equipment, do not cover ventilation vents, hot surfaces, and/or fan motors on running equipment that could result in overheating and possible fire
• Turn off electronic equipments and unplug from the wall outlet, before covering with plastic sheets
• Secure and shelve all benchtop items
• Contain, seal, label, and store all hazardous material and waste in their designated secure storage locations
• Close all utility valves
• Lock or tape shut all refrigerators, freezers, and incubators

  4. Recovery Phase

This phase begins when JSNN officially releases the building from a state of emergency and allows for researchers to return to the building. Upon returning to your laboratory:

• Visually inspect the laboratory through the room or door windows to determine if lab space is safe to enter.
• If appropriate, conduct a damage assessment of the lab
• Submit damage assessment report with photo documentation to Insurance and Risk Management, and begin the process of completing claim forms
• Contact ROEHS to report damage or hazardous material spills

C. Supplies

 In preparation for emergency shutdowns, the following supplies should be available for immediate use

• Rigid, puncture-resistant containers to store and protect reactive chemicals and hazardous biological materials
• Large plastic bags and plastic sheets
• Label and markers for labeling containers and bags
• Duct tape for securing containers and bags
• Chemical spill kits that are wall mount or stored at least 2-feet above floor

D. Laboratory Emergency Preparedness Template

Complete and use this template as your own Laboratory Emergency Preparedness Plan (LEPP). A copy of this plan must be printed and posted in your lab, along with the safety plan (Chemical Hygiene Plan). Preparation of an emergency shutdown plan will familiarize faculty, staff, and students with actions to mitigate the loss of research, property, or life. Please be aware that the unpredictable nature of emergencies does not always allow for an orderly progression for a response as outlined in the list below. Follow the UNCG and NC A&T Adverse Weather emergency conditions notifications and activation criteria that direct necessary action by campus constituents. Unexpected conditions may warrant mandatory and immediate actions separate of existing guidance. Please note that the table below includes guidelines and requirements that one should consider well in advance of a potential lab shutdown (which can come at little notice) as well as some items that should be addressed just prior to a shutdown. PIs may add additional action items to this list based on their site-specific hazards.