Properly closing or decommissioning a laboratory is critical to ensuring safety, regulatory compliance, and environmental protection. These procedures apply to faculty, staff, and students vacating or relocating labs. Following these steps ensures that all hazards are effectively mitigated, and the space is safe for future use.

These procedures are supplementary to the guidelines established by your department, Research Accounting, Office of Research Integrity, Environmental Health Safety and Lab Operations (EHSLO) and any supporting supporting agency. These procedures are intended to support Principal Investigators (PIs) in ensuring compliance with relevant federal and state regulations.

CHEMICALS

Chemicals intended for transfer to a new institution must be inventoried, including the CAS number, chemical name, and container quantity. Each chemical container must retain its original label with appropriate hazard classifications, or an equivalent new label must be affixed. Chemicals should be packaged and shipped in accordance with the International Air Transport Association (IATA) and U.S. Department of Transportation (DOT) regulations. The funding for these services and the shipment of materials is the responsibility of the PI or department. If needed, ESHLO can provide a list of approved contractors for assistance.

UNWANTED CHEMICALS AND REAGENTS

Any chemicals that are not being transferred can be redistributed to Rice faculty laboratory to minimize waste.

Before redistributing chemicals ts, please consult with ESHLO. Rice ESHLO will conduct a thorough review of the chemicals to identify and remove any outdated or off-spec materials, as well as any substances that are subject to regulatory oversight. This review ensures that only compliant and safe chemicals are redistributed

Expired chemicals or those with illegible labels should be disposed of properly. Under no circumstances should chemicals be bulked or consolidated into larger containers such as carboys. Chemicals should not be poured down drains, sewers, or disposed of in general trash. Contact ESHLO to arrange for the proper segregation and disposal of chemicals. Unknown materials must be analyzed, appropriately labeled, and disposed of in accordance with ESHLO guidelines.

BIOLOGICAL MATERIALS

Biological material to be transferred should be packaged and shipped per the International Air Transporters Associations (IATA) and US Department of Transportation (DOT) regulations. You must be trained and certified in the proper procedures for the classifications, packaging, labeling and documentation for the shipment of biological material. Before transfer, you must consult with EHSLO Biosafety Officer and IBC for final termination of biological work.

Transportation via public or private transportation is strictly prohibited.

REGULATED BIOHAZARDOUS WASTE

Biohazardous waste should be decontaminated and disposed according to CDC guidelines. Please refer to disposal procedures at http://safety.rice.edu to determine the correct decontamination method. Biohazardous disposal boxes are provided by the university and can be obtained from ESHLO. The red interior liner should be hand-tied closed and the top of the box should be securely folded shut. Waste container weight should not exceed 40 lbs. Do not use biohazard waste bags for disposal of ordinary trash.

EXPERIMENTAL SAMPLES

Laboratory samples that are dissolved in hazardous solvent or are inherently hazardous must be packaged according to DOT and ITAT regulations. Samples that must remain frozen or cold while being shipped should be packed in accordance with IATA regulations. Any unwanted samples must be disposed in the appropriate hazardous waste stream unless the samples have been deemed non-hazardous by ESHLO staff.

CONTROLLED SUBSTANCES

DEA controlled substances should not be transferred to the new institution or any other PI unless they hold a DEA license with a schedule for that material. Transfer papers must be signed by both parties and record of transfer to remain with the license and the material. Laboratory personnel should contact ESHLO staff for assistance in the destruction or transferring of the materials. Controlled substances should not be disposed as hazardous waste and must not be put in Biohazard boxes for disposal. In the event that the researcher will no longer be using controlled substances, the license should be terminated.

IONIZING RADIATION AND SOURCES

The transfer or disposal of radioactive materials, sources, X-rays, and lasers must be coordinated with ESHLO .

Radioactive material, sources, and x-ray producing equipment are only permitted to be transferred to an institution or PI with a current license or registration for that material. A written authorization of the transfer and receipt of the material must be maintained by the department and ESHLO.

Lasers intended to be transferred to the new institution must be inventoried and submitted to EHSLO with the manufacturer, model, serial, model description, and location prior to shipment.

RADIOACTIVE MATERIAL DISPOSAL

An inventory of all material with isotope, activity, and date of receipt should be affixed to all containers. For disposal of all other radioactive waste and radioactive materials contact ESHLO.

COMPRESSED GAS CYLINDERS AND LECTURE BOTTLES

All cylinders should be shut off, gauges removed, safety caps secured, and a pickup request to the Chemistry Stockroom. Cylinders should remain secured to the bench or in a cylinder rack for pickup. All lecture bottles should be marked with the contents and left in a fume hood or secure area or returned to the vendor.

Compressed cylinders should never be transferred or shipped off campus. The disposal cost of all cylinders that remain in the lab will be the responsibility of the researcher or department.

EQUIPMENT DISPOSAL/TRANSFER

Obtain approval from Research Accounting for disposal, transfer, or selling of laboratory equipment. Equipment contaminated with hazardous material must be thoroughly cleaned with the appropriate solvent to remove as much chemical residue as possible. All solvent lines must be flushed with water or air before transfer or disposal. Refrigerators and freezers must be decontaminated with 10% bleach solution before disposal or transfer. Equipment requiring special licensing i.e. lasers, x-rays, GC’s with sealed sources may only be sold to research institutions already possessing the appropriate license.

FINAL LABORATORY CLOSEOUT

All laboratory countertops, fume hoods, refrigerators, freezers and cabinets should be free of chemicals, needles, razorblades, waste and other research support paraphernalia. All areas of the laboratory should be decontaminated, cleaned and all cabinets emptied. Any glassware not begin transferred to the new institution can be redistributed among Rice University laboratories. Glassware on the DEA regulated list must be inventoried prior to transfer. All labeling and signage should be removed.

A final waste pickup request should be submitted to ESHLO to remove any remaining waste container.

FUNDING RESPONSIBILITY

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