Health & Safety: Cleaning the Laboratory at Little France - Online Training

1. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Welcome to an on-line health and safety training package intended primarily for staff working within UofE offices on the Little France campus. Information contained within these pages is intended for use by University of Edinburgh staff and students only.

2. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY This on-line training package is not a substitute for more detailed training which may be organised by laboratory and area managers. Last updated: January, 2018

3. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Please take time to view the following material, and direct any urgent questions to your H&S Advisor, Supervisor, Manager, or the Little France Buildings H&S Manager (the contact details for whom are shown on the last page of this presentation). Thank you

4. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Isn’t this the Cleaner’s job? NO! A fair chunk of the responsibility is yours, for the following reasons …

5. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY It’s your responsibility because … You have a duty of care for those who come into your lab or area but don’t necessarily know what goes on there (including cleaners). They have a reasonable right to expect that you will take steps to ensure that they do not come to harm from your work.

6. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY It’s your responsibility because … Good housekeeping is important in all workplaces, but this is perhaps especially true in laboratories, and most certainly forms a strong basis upon which to minimise the risk of injury both to laboratory users and visitors to labs, including cleaners.

7. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Laboratories that are clean and tidy also provide auditors and inspectors with persuasive evidence of effective management, competent organisation and good working practices. Conversely, an untidy lab may encourage visiting auditors to go looking for other possible deficiencies in best practice and examples of management oversight or neglect.

8. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY It’s your responsibility because … Cleanliness is also fundamental to minimising contamination and ensuring a safe working environment for you, your colleagues and visitors to your laboratory.

9. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff

10. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Cleaners should generally not be expected to clean laboratory sinks. If, exceptionally, special arrangements have been agreed beforehand, you should first ensure that both the draining board area and the sink itself have been cleared of all chemicals, biological material, sharps, glassware and items of equipment that may cause harm to cleaning staff.

11. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Cleaners will clean wash-hand basins, but these should be free of hazardous material at all times anyway.

12. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Surplus dry ice should not be allowed to thaw out in sinks, where cleaners and others may come into contact with it, but should be committed to properly designated dry ice stores. Neither should dry ice be stored in fridges, even for short periods of time.

13. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Cleaners should not normally be expected to clean laboratory benches. An exception to this may be where the benches have been completely cleared of all hazardous substances, materials and equipment specifically for the purpose of periodic deep-cleaning of the laboratory, and safety has been certified by the lab manager, but this is subject to special prior arrangements with cleaning supervisors.

14. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Chemicals should always be returned to the correct location, and not placed under benches or elsewhere on the floor, even temporarily. Containers of liquids should be stored on drip trays. Flasks containing culture supernatant, for example, should also be placed in some type of secondary containment to help prevent them from being knocked over and spilled.

15. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Larger volumes of flammable or corrosive chemicals should be stored in purpose-designed and appropriately labelled storage cabinets, and returned promptly to these after use.

16. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Sharps bins and waste bins must never be overfilled (Note the fill lines on these). In any event, waste should simply not be allowed to accumulate to unacceptable qnantities in labs.

17. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Small working amounts of chemicals should be stored in containers clearly labelled with the name of the chemical, with all relevant hazard warning pictograms properly displayed, and the containers should be resealed after use.

18. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Chemicals should be placed to the rear of the bench when not in use, or on purpose-designed racks above the bench (but not so high as to present a problem accessing them safely). Corrosive, flammable and poisonous chemicals should not be left on the open bench when not in use.

19. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Where experiments involving hazardous substances and/or equipment must be left running overnight, it may be necessary to exclude cleaners from the area where each such experiment has been set up, perhaps by clear use of warning and prohibition signage, and maybe even by cordoning-off the area. An exception to this may be (subject to risk assessment) if the experiment is wholly confined within a fume cupboard (for example) with the sash fully closed (with appropriate signage having been displayed).

20. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff All apparatus left running overnight must be clearly labelled with information describing actions to be taken, and the person(s) to be contacted, in the event of an accident involving the equipment. Take care also to label power supply sockets, otherwise essential equipment may be disconnected from sockets to supply electrically-powered cleaning equipment.

21. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Hazard warning signs should be used judiciously. For chemical hazards, these should be affixed to bottles etc. containing hazardous material, or to equipment that represents an electrical hazard. Extraneous warning signs (other than those relating to the lab’s biosafety containment level, radiation hazards and the presence of compressed gas cylinders) should generally not be displayed on laboratory doors, as this may confuse attending emergency services.

22. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Cleaning staff may be excluded from certain areas where, because of special local hazards, cleaning is being undertaken instead by laboratory staff. Or perhaps cleaning staff may be asked to work in these areas under the direct supervision of a laboratory manager after agreement has been reached with the cleaning supervisor and the lab manager has assessed and discussed the particular risks with the cleaners who will be undertaking the work.

23. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Examples of areas where cleaners would not normally be permitted access include Controlled Radiation Areas, Containment Level 3 laboratories, liquid nitrogen plant rooms, and areas where there is Magnetic Resonance Imaging equipment. All of these should, of course, be clearly signposted so as to make perfectly clear that access is restricted specifically to authorised personnel only.

24. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Pressurised gas cylinders must be securely fastened, usually in an upright position, by the use of purpose-designed brackets and clamps, chains or belts, and care should be taken to ensure that there is no risk of cleaners becoming snagged up in connecting pipework.

25. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Lab Staff Be aware that if cleaners are wet-washing or polishing floors, surfaces may well be more slippery than usual, so take care when moving through area where cleaners are operating, particularly if wet floor signage is being displayed.

26. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners

27. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Where protective clothing has been provided, always wear it when at work and keep it properly fastened up. Keep protective clothing apart from your outdoor clothing. Unless you have specifically been told that it is safe to do so, do not take protective clothing home to wash.

28. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not wear protective clothing (including gloves) in the staff room or canteen, or any other area where food and drink is being prepared or consumed, but replace protective clothing before recommencing work.

29. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Wash your hands regularly, and always when you have finished work or stop for a break.

30. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Before you start work in laboratories, always cover cuts and grazes (however small) with a waterproof dressing until the wound is fully healed. Dressing are available to take from first aid boxes, but please inform a member of staff when you have done so, in order that the supply may be replenished.

31. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners When cleaning sink areas, always wear gloves (but not products containing latex, which may cause allergic skin reactions in some people).

32. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Report all accidents (including discovery of anything that is leaking in the laboratory, or which has been knocked over) by speaking as soon as possible with your supervisor, and perhaps also with laboratory workers who are present within the area.

33. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Incidents too must be reported, even where there has been no actual injury or loss, but where things might very easily have been different if those involved had been less fortunate. Doing so will help managers to take steps to make such occurrences less likely in future.

34. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not attempt to clear up after an accident, whether or not you may have caused it yourself, unless a member of the laboratory staff has told you that it is safe to do so.

35. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Never pick up broken glass or other sharp objects with your fingers; use a dustpan and brush instead. If there is no-one around to tell you whether or not it is safe to clear up a spillage or breakage, then you should put out some hazard warning signs, inform your supervisor, and then leave it for the laboratory staff to deal with.

36. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not eat, drink, smoke, chew or apply cosmetics in the laboratory. Never put anything in your mouth whilst you are in the laboratory; this includes pens, pencils, tools, cables, your fingers, etc.

37. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not even take food, drink, cigarettes, overcoats etc into the laboratory. These are all potential routes by which contamination can be transferred from your hands to your mouth. Prohibited items must be left outside the laboratory so that there’s no possibility of them becoming contaminated.

38. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not touch anything whilst in the laboratory unless it is necessary for you to do so in order for you to carry out your work, and you have been told that it is safe to do so by lab staff or by your supervisor. In particular, do not touch anything on the benches, and only move things on the floor if it is clearly safe for you to do so.

39. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Do not touch, empty or move things in the laboratory sinks unless you have been told that it is safe to do so. Do not disconnect electrical equipment or trail cables over benches or anywhere they might create potential for a trip injury.

40. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Never attempt to clean up a spillage of unknown substances, no matter how harmless it may seem. Some hazardous chemicals may look like water, and have no smell, but they might nevertheless damage your eyes, skin or lungs, and that damage may not become apparent until quite some time later.

41. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Keep clear of spillages, take steps to prevent anyone else walking into spilled materials, and obtain advice from laboratory staff (or, where none are present, from your supervisor).

42. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners If you have an accident and injure yourself, especially if you break the skin or get something into your eyes or mouth, you must report it to your supervisor at once and see that it is recorded in the Accident Book or on-line at: https://www.ed.ac.uk/health-safety/accident-reporting

43. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners If you become ill following a laboratory accident, you should tell your doctor where you work so that, if necessary, they can talk to someone in the University about what you do as a laboratory cleaner.

44. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners If you accidentally spill a chemical on your skin, immediately place the affected area under running water, for approximately fifteen minutes or until a colleague has obtained assistance from a knowledgeable source. If you have to go to hospital, note the name of the substance, as shown on the label from the bottle/carton, and inform the doctor. Do not take the substance to hospital with you.

45. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Remember that some cleaning chemicals are potentially harmful if not used carefully and in strict accordance with manufacturer’s guidance. Never mix cleaning chemicals or use these at greater than the recommended concentrations. Use cleaning equipment, too, only in accordance with guidance.

46. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners If you have any doubts that it is safe to start or continue work, then you should not start or continue until the matter is sorted out. You should report any such problems to your supervisor.

47. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Responsibilities of Cleaners Be aware, when wet-washing or polishing floors, that lab and office staff may be so wrapped-up in what they are doing that they may not be paying attention to wet floor signage. So be prepared to call-out to warn people that they may be straying into areas where floors are unusually slippery.

48. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Further Information Further information pertaining to cleaning laboratories, including guidance for managers and supervisors as well as for cleaners working in laboratories, is contained in Section 15 (Cleaning of Laboratories) in the Little France Safety Manual, which can be accessed at: https://www.ed.ac.uk/medicine-vet-medicine/staff-and-current-students/cmvm-health-and-safety/little-france/manual

49. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY Lindsay Murray Health & Safety Manager, The University of Edinburgh, College of Medicine & Veterinary Medicine (Little France/Bioquarter Campus) Room SU225, Chancellor’s Building Ext: 26390 lgm@staffmail.ed.ac.uk

50. HEALTH & SAFETY @ LITTLE FRANCE CLEANING THE LABORATORY You have now completed this on-line training package summarising health and safety factors applicable to cleaning laboratories on the Little France site. Please also attend any additional training that may be organised by your manager. Thank you