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Shipping and Exporting Research Materials

Yale University has developed a robust Shipping and Export Program to ensure proper handling of research materials while adhering to regulatory requirements. This program addresses the challenges faced by a large, decentralized campus with thousands of shipments annually, including hazardous materials. By utilizing eShipGlobal, Yale enhances compliance, improves training for shippers, and ensures the necessary documentation and safety measures are in place. The program's goals include automating processes and fostering better vendor relationships, all to facilitate research material shipping efficiently and safely.

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Shipping and Exporting Research Materials

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  1. Shipping and Exporting Research Materials Yale University’s Research Material Shipping and Export Program via eShipGlobal Kevin Charbonneau, MS, CHP Yale University – EHS Manager, Safety Advisor Program and Assistant Radiation Safety Officer

  2. Presentation Overview • Why Yale developed a Shipping/Export Program • Review challenges we faced during the process • Review future goals and enhancements • Demonstrate eShipLab module

  3. Benchmarks for Comparison • 26,000 Faculty, Staff and Students • 480 Buildings (80 Research) • 2500 Research Labs • 500 Principal Investigators Annual FedEx Shipments from Yale 55,000 Domestic 7,300 International 6500 Research Materials

  4. Why did Yale develop its comprehensive program? • To ensure: • Shippers were trained and certified to ship Hazardous Materials • Proper Shipping Documentation • Easy access for FAA/DOT/DOC inspections • Proper Packaging and Labels for shipments • Provide timely Export Control reviews • Focus EHS and Research staff resources • Increase in Regulatory Scrutiny - FAA, DOT and DOC

  5. Return of Dangerous Goods to Vendors Beware !!! Many companies provide shipping documents, labels and packaging for materials (e.g. – chemicals, radioactive sources, etc.) to be returned to the vendor for various reasons. Inform staff to understand and recognize that only trained and certified shippers can process these shipments.

  6. Challenges • Large Decentralized Campus • Many Locations and Many Shippers • Grants require Sharing of Research Materials • Resistance to changing the status quo • Hazardous Material vs. Research Material • Time commitment • EHS Staff • Researchers • How long will we have to wait for Approval prior to shipping? • Training • EHS Staff, Researchers, Ancillary Staff

  7. Champion Change • Engage Upper Administration • Engage Committees • Research Compliance Committee • University Safety Committee • RSC, IBC and CLSC • Solicit Support from Researchers • Focus Groups • Meet directly with high volume shippers • Utilize all Communication Vehicles available • Newsletters, Targeted emails, Website

  8. Justification • DOT/FAA • Fines – $1K-10,000K per violation • DOC – Export Controls • Fines - Up to $1M and 20 yrs imprisonment • Negative Publicity • Reporting of Violations • Granting Agencies • States

  9. Yale’s Shipping Metrics – 2007 & 2008

  10. Research Material - % of Shipments by Type

  11. Basic Assumptions • EHS shipping staff responsible for regulated Chemical and Radioactive material shipments • Researchers will continue to ship Biological materials • All Radioactive, Chemical , Category A and International research material shipments will be reviewed by EHS for Export Controls compliance. • All Departments will use eShipGlobal/eShipLab • Eliminate individual department FedEx Accounts

  12. Benefits of eShipLab • Guaranteed Training for all shippers • Improved Compliance - Paperwork compliant with DOT/IATA regulations • Shipper’s Declaration, Air waybills, Commercial Invoices, Labels - Specific Packaging Instructions agreed upon by Shipper - Required Shipping Documentation being maintained electronically • Easy access during regulatory audits • Minimize paper storage • EHS time being properly utilized • Radioactive and Chemical shipments are shipped by EHS Shipping Team Member • Category A shipments reviewed and approved by EHS prior to shipping - Export Control reviews • Reduced EHS and Researcher Staff time commitment - Reviewing all shipments - Export Controls reviews • Reduced shipping cost for shipments

  13. Yale’s Current Shipping Metrics – 2007–Present

  14. Future Goals and Enhancements • EHS Goals • General Awareness Training required for all Research Departments (In process) • Enhance Shipping Vendor relationships (In process) • EHS/User Enhancements to eShipGlobal • Provide method to pay for inbound shipments (Completed) • Automate Restricted Party Screening (Completed) • Add additional Carriers-World Courier, DHL, etc. (In process) • Automate Information forwarded to Chemtrec (In process) • Intra Campus and Local Carrier Shipments • Import Permits • Provide interface with AES Direct • Shipment Editing Capabilities • Improve on screen help

  15. eShipLab

  16. Questions? • kevin.charbonneau@yale.edudeborah.ferry@yale.edu • (203)737-2139 (203)737-2125 • Yale EHS Shipping Website: • http://www.yale.edu/ehs/hazmatship.htm • svasan@eshipglobal.com • (800)616-1615 • http://www.eshipglobal.com/

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