Laboratory Decommissioning Procedures

Laboratories are facilities with a high concentration of hazardous materials and complex equipment. When a laboratory must move or close it is imperative that the space is properly decommissioned, to minimize the risk of exposure to hazards and to assure that the space is quickly and efficiently prepared for its next use. This is a resource outlining the process of laboratory decommissioning and highlighting common pitfalls and solutions.

1. Notify the appropriate persons at Rice University of the imminent laboratory decommissioning. e.g. Environmental Health Safety and Laboratory Operations (EHSLO), Office of Tech Transfer (OTT), Office of Research Integrity (ORI), Office of Research Accounting (ORA), etc.
2. Identify all chemical and biological materials. The most important aspect of laboratory decommissioning is to identify the materials thoroughly so that an effective plan can be made to transport, redistribute or dispose of those materials.
3. Identify what will be moved, redistributed, and disposed of.
4. If the lab is moving to a new location, make arrangements to move equipment, reagents, samples, etc.
5. Leave behind any equipment, reagents, or materials which will remain at Rice University.
6. EHSLO will conduct a thorough review to identify and remove any expired, compromised, or regulated chemicals. This ensures that only safe chemicals are redistributed.
7. Departments will generally allow other researchers in their division to salvage equipment and reagents for their labs or earmark those materials for incoming faculty from laboratories that are being decommissioned. This is entirely at the discretion of the department or school.
8. Once all valuable materials are moved or repurposed, EHSLO will begin the final cleanout of the space. It is best for EHSLO to dispose of all unwanted reagents, chemicals and equipment.

These procedures complement the guidelines established by departments, schools and other entities at Rice University. The goal is to support Principal Investigators (PIs) in ensuring compliance with all applicable federal, state, and local guidelines and regulations. When shipping or transporting hazardous materials off campus it is imperative that all International Air Transport Association (IATA) and U.S. Department of Transportation (DOT) regulations are met. EHSLO can assist labs in this regard.

Transferring Chemicals to Other Institutions

Chemicals being transferred to a new institution must be thoroughly inventoried, including the CAS number, chemical name, and container quantity. Each chemical container must retain its original label, displaying the appropriate hazard classifications. If the original label is missing or damaged, an equivalent new label must be affixed that meets the required safety standards. If assistance is required, EHSLO can provide a list of contractors to facilitate the transfer.

Note: The transportation of hazardous materials, by laboratory staff, via public or private transportation, is strictly prohibited.

Redistribution of Unwanted Chemicals and Reagents

Chemicals that are no longer needed or intended for transfer can be redistributed to Rice faculty laboratories to minimize waste. Before redistributing any chemicals, please consult with EHSLO. Expired chemicals or those with illegible labels must be properly disposed of. Under no circumstances should chemicals be bulked or consolidated into larger containers (e.g., carboys). Chemicals should never be poured down drains, sewers, disposed of in general trash, or evaporated. Please contact EHSLO to arrange for the appropriate segregation and disposal of chemicals. For unknown materials, the laboratory must first conduct preliminary identification steps, including visual inspection, pH testing, and reference checks against inventory records and Safety Data Sheets (SDS). If the material remains unidentified, please notify EHSLO for proper analysis, labeling, and disposal in compliance with safety and regulatory guidelines.

Biological Materials

Biological materials intended for transfer must be packaged and shipped in accordance with IATA and U.S. DOT regulations. If the services of a certified shipper are required, reach out to the chemistry storeroom or EHSLO for guidance. Supplies and services may be billed. Before initiating the transfer, you must consult with the OTT and EHSLO.

Biological and Biohazardous (Regulated Medical Waste)

Biological and biohazardous materials are unique because they can be easily treated and disposed of without the assistance of EHSLO. For detailed disposal procedures, please refer to the guidelines available at Biological Waste Disposal | Environmental Health Safety and Laboratory Operations | Rice University. It is best if the laboratory disposes of and packages all biological and biohazardous waste before departing or closing. If that is not possible it is imperative that all the materials are inventoried and properly labeled.

Experimental Samples

Laboratory samples dissolved in solvents or those that are inherently hazardous must be packaged and shipped in compliance with DOT and IATA regulations. Samples that require refrigeration or freezing during transit must be packed according to IATA guidelines to ensure proper temperature control. Any unwanted samples must be identified with as much information as possible so that EHSLO can dispose of the material in the appropriate waste stream.

Controlled Substances

DEA-controlled substances cannot be transferred to another institution or PI unless they possess a DEA license for the corresponding schedule of that substance. Both parties must sign the transfer papers, and a record of the transfer should remain with both the license holder and the material. Laboratory personnel should contact EHSLO for assistance with the destruction and disposal of controlled substances. These substances must not be disposed of as hazardous waste or placed in biohazard boxes for disposal. If a researcher will no longer be using controlled substances, the DEA license must be terminated accordingly.

Radioactive Material, Ionizing and Non-Ionizing Radiation and Sources

The transfer or disposal of radioactive materials, sources, X-ray equipment, and lasers must be coordinated with EHSLO to ensure compliance with various regulations. An inventory containing the isotope, activity, and date of receipt must be affixed to all containers of radioactive material. For the disposal of all other radioactive waste and materials, please contact EHSLO for guidance and proper handling. For lasers intended for transfer to a new institution, an inventory must be submitted to EHSLO prior to shipment. The inventory should include the manufacturer, model, serial number, model description, and current location of the laser. Radioactive materials, sources, and X-ray-producing equipment may only be transferred to an institution or PI that holds a current license or registration for the specific material. A written authorization for the transfer and receipt of the material must be maintained by both the department and EHSLO.

Compressed Gas Cylinders and Lecture Bottles

All compressed gas cylinders must be shut off, have the gauges removed, and the safety caps secured prior to being removed from the laboratory. A request to have gas cylinders removed should be submitted through the Chemistry Stockroom. It is imperative that cylinders remain securely fastened to a bench or placed in a cylinder rack until pickup. Lecture bottles must be clearly labeled with their contents. They should be placed in a fume hood or a secure area prior to EHSLO retrieval. Compressed gas cylinders must never be transferred or shipped off campus.

Equipment and Glassware Disposal/Transfer

Before disposing, transferring, or selling laboratory equipment, approval must be obtained from Research Accounting. Equipment contaminated with hazardous chemicals must be thoroughly cleaned using the appropriate solvent to remove as much chemical residue as possible. All solvent lines should be flushed with water or air. Any other equipment which has come in contact with biohazardous materials must be disinfected prior to being disposed of or transferred. For more information on laboratory equipment disposal, please refer to the EHSLO website. Glassware may be redistributed among Rice University laboratories. Glassware listed under DEA regulations must be properly inventoried before transfer.

Final Laboratory Closeout

Before closing out a laboratory, EHSLO, with the assistance of the PI and laboratory personnel, will make sure that all countertops, fume hoods, refrigerators, freezers, and cabinets are free of hazardous materials, including chemicals, needles, razor blades, waste, etc. All areas of the laboratory must be thoroughly decontaminated and cleaned, with all cabinets emptied. All labeling and signage should be removed from the laboratory space to ensure proper clearance.

It is the responsibility of the Department to provide the resources and funding for the decommissioning of the laboratory.