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Common tasks in CampusOptics

CampusOptics is a chemical management software package designed for the academic environment. This page includes information on using CampusOptics to manage chemical inventories, complete annual chemical inventory reconciliation, manage chemical waste and arrange for waste disposal, manage laboratory inspections, and other common tasks.

Topics on this page:

CampusOptics links

If you do not have access to the correct rooms in CampusOptics please fill out the New User Registration Form. Principal Investigators (PIs) and Lab Supervisors may assign lab members to appropriate spaces.

Managing chemical inventories

Not all containers in the lab will need to be inventoried. EH&S has selected certain chemicals that are “Exempt from Inventory”. Included in these chemicals are antibodies, growth media, kits, pH buffers, common salts and sugars. Exempt chemicals are generally defined as non-hazardous chemicals or chemicals containing hazards which are easily mitigated by standard lab safety practices.

An exemption from the inventory requirement does not mean the chemical is exempt from the hazardous waste disposal rules. Always verify disposal requirements with Environmental Compliance at 275-2056.

Exempt from inventory list

Adding items

All prior Chematix inventories have been transferred into CampusOptics by the Laboratory Safety Unit. If your lab does not have a current chemical inventory, it must be added to CampusOptics following instructions below. As a reminder, all users are required to update their inventory as materials are added and removed from the lab.

It is the responsibility of the Principal Investigator to maintain the inventory. Adding containers to the inventory as they are brought into the lab will ensure that the inventory is correct and will reduce the amount of effort required for annual reconciliation.

This task can be completed by any lab user with access to the Space in CampusOptics.

Instructions for adding items to inventory
  1. Select Chemical from the sidebar on the left.
  2. Click the New Container button in the upper right corner
  3. Search for the Chemical Type by name or CAS number
    1. If unable to find the appropriate chemical Type in CampusOptics, send the chemical name, CAS number (if applicable), and Safety Data Sheet via email to campusoptics@safety.rochester.edu
  4. After selecting the matching Chemical Type from the drop down, fill out all fields marked with a red asterisk including
    1. Max capacity (treat all containers as though they are at their full volume
    2. Unit
    3. Barcod (exactly as it appears including any # at the beginning)
      1. Barcodes should be obtained from EH&S and should not be generated by the lab. Barcodes cannot be reused. The manufacturer barcode should not be used.
  5. Select the location for the container using one of the three following methods
    1. Campus-Wide Locations: Search for the building by name or address and select the appropriate room number from the Floor or Area drop-down
    2. Space-Specific Locations: Search for the lab using the PI or Space name and select the appropriate room number from the Area drop-down
    3. Saved Locations: Select the correct location from your Locations drop-down
  6. Click Create Container in the bottom right corner
  7. Attach the barcode to the container

Removing items

Containers will need to be removed from the inventory when they have been consumed, or disposed of as waste. Removing containers as they are taken out of the lab will simplify the reconciliation process and reduce confusion.

EH&S recommends removing barcode stickers from empty containers and placing them on a sheet of paper, saving them until the paper is full or until a more convenient time, and then removing all of the containers from CampusOptics at once.

Instructions for removing consumed container from inventory

Chemical containers must be removed from CampusOptics whenever they are used up or disposed of.

  1. Selecting Chemical from the left sidebar will bring you to a page of all chemical containers that are associated with spaces (labs) you are assigned to
  2. Select the container using the box to the left of its name or search for the chemical by name, barcode, or CAS number using the “Search by name or CAS” box
  3. With the container(s) selected, click “Actions” and select Remove from the drop-down

OR

  1. Select Campus from the left sidebar
  2. Click “All Spaces” along the top
  3. Select the Space (lab) from the list
  4. Click “Chemical Containers” to view a list of all containers assigned to that specific Space
  5. Select the container using the box to the left of its name or search for the chemical by name, barcode, or CAS number using the “Search by name or CAS” box
  6. With the container(s) selected, click “Actions” and select Remove from the drop-down

Removing a container will allow for the container to be reactivated, if necessary.

If unable to find the correct location or chemical, contact us via email at campusoptics@safety.rochester.edu

Reconciliation

Once a year, labs are required to reconcile their inventory within CampusOptics. This entails uploading a list of all the container barcodes currently in the laboratory which is then compared to the records within CampusOptics. This will result in a list of discrepancies between the program and what the lab uploaded. It is the responsibility of lab personnel to resolve these differences.

Maintaining an accurate chemical inventory throughout the year will simplify the reconciliation process, which will be checked for completion during every lab’s annual inspection.

Inventory reconciliation process

Each lab’s chemical inventory must be reconciled annually; this process must be initiated by a Primary Member through the CampusOptics website. Once the reconciliation has been started, any lab member can reconcile individual containers through the CampusOptics website or mobile app. A Primary Member must then mark the reconciliation as completed.

  1. Select Campus from the left side-bar
  2. Click “Spaces” along the top of the page and select “All Spaces” from the drop-down.
  3. Select the desired space from the list or search for a specific space using the search bar.
  4. Click “Reconciliation” along the top of the page
    • If unable to see the Reconciliation tab, ask a Primary Member to initiate the reconciliation or to promote your account to Primary Member status.
  5. Click the “Begin Reconciliation” button.
  6. Once the reconciliation is prepared, click the “Go To Reconciliation” button
  7. Use the search bars to find specific containers by Item Name, Barcode, Additional Location Details, or Manufacturer. The drop-down below Area can be used to see all containers in a specific room.
  8. Click the “X” – Remove From Inventory for containers that could not be found or the “✔” – Confirm for containers that were found until all containers have either been removed or confirmed.
  9. Once all containers have been managed, click the “Complete” button.
    • If unable to see the “Complete” button, ask a Primary Member to initiate the reconciliation or to promote your account to Primary Member status.

If unable to find the correct location or chemical, contact us via email at campusoptics@safety.rochester.edu

Transfer chemicals to another PI

If chemicals are passed from one PI to another they must be transferred digitally within CampusOptics to ensure the program accurately shows where all containers are stored.

Transfer containers between my locations

PIs and Lab Supervisors may assign lab members to their spaces by following these instructions – Adding Users

As a reminder, all users are required to update their inventory as materials are added and removed from the lab.

  1. Select “Chemical” from the left sidebar.
  2. Select the containers to be moved using the boxes to the left of the chemical name.
    1. “Apply Filters” can be used to search for chemicals:
      1. In a particular location by entering the room number in the Area drop-down
      2. By barcode by entering the barcode(s) in the Barcode drop-down
      3. By chemical name, CAS Number, or more
    2. The search bar can also be used to search for a single container by name, CAS Number, or Barcode
  3. Use the arrow next to “Actions” to open the drop-down and select “Update Location”.
  4. Select the location for the container(s) using one of the three following methods:
    1. Campus-Wide Locations: Search for the building by name or address and select the appropriate room number from the Floor or Area drop-down
    2. Space-Specific Locations: Search for the lab using the PI or Space name and select the appropriate room number from the Area drop-down
    3. Saved Locations: Select the correct location from your Locations drop-down
  5. Click “Update Containers”

Managing hazardous waste

Chemical hazardous waste at the University of Rochester must be disposed of using the chemical inventory system in CampusOptics. You do not need a CampusOptics account to request a waste pickup, but an account is required to manage and update inventory.

CampusOptics CANNOT be used for the disposal of biological, radiological, controlled substance, or regulated medical waste.

It is important to adhere to the appropriate chemical waste disposal rules.

 

Hazardous waste accumulation and disposal

Ignitable, corrosive, reactive, toxic, and other noxious chemical wastes must be disposed of as directed by the Environmental Compliance / Hazardous Waste Management Unit. EPA and Monroe County regulations prohibit drain disposal, trash disposal, or the intentional evaporation of such wastes.

All Hazardous Waste Containers must be:

  • Labeled “Hazardous Waste” and state the chemicals contained within the bottle. All other labels must be removed or defaced.
  • Compatible with the wastes placed into them.
  • Kept closed when not actually adding to their contents.
  • Placed into secondary containment. Non-compatible wastes must be kept separate. Do not mix wastes. Waste containers may not be located in sinks.
  • Clean. Remove chemical residue immediately from the outside of containers.
How to convert an inventory container to a waste container

Note: Converting a container to Hazardous Waste cannot be undone. If a container has been converted erroneously, please contact campusoptics@safety.rochester.edu

  1. Login to CampusOptics using NetID and password: https://rochester.campusoptics.com/users/sign_in
  2. Select “Chemical” from the left sidebar.
  3. Search for the container by name, CAS number, or barcode in the search bar.
  4. Click the box next to the container or select multiple containers.
  5. Click “Actions” and select “Convert to HazWaste”.
  6. Set the “HazWaste Container Status” to Accumulating or Ready for Pickup.
    1. Note: Containers set to “Accumulating” will remain adjustable until the status is set to “Ready for Pickup” by a member with access to the originating space.
  7. If disposing of a single container or multiple containers with different contents leave “Original Containers” selected under “HazWaste Contents”. If disposing of several containers with identical contents or if combining containers for disposal select “Merged Container”.
  8. Enter the size of the container by selecting the “Unit” from the drop-down and entering the value under “Weight or Volume Amount”.
  9. The location should autofill from where the container was assigned in CampusOptics but if moving the container to a different location for disposal:
    1. Select the location using one of the following three search methods:
      1. Campus, Building, or Outdoor Area
        1. Search building name or address.
        2. Select the room number from the “Floor or Area” drop-down.
          1. If unable to find the exact room, enter the room number under “Additional Location Details”.
      2. Space-Specific Locations
        1. Search using the lab name.
        2. Select the room number from the “Floor or Area” drop-down.
      3. Saved Locations
        1. Select a saved location or recent location from the drop-down.
          1. Saved Locations can be set under Preferences on the bottom of the left-hand sidebar.
  10. Use the “Additional Location Details” to enter any specifics to assist the pickup team in finding the containers.
  11. Click “Convert”.
  12. If ready for pickup: print the Hazardous Waste tag and attach it to the container ensuring the barcode is not curved or covered by tape.
  13. If accumulating: ensure container is labeled “Hazardous Waste” and has the names of all components while accumulating. Once ready for pickup:
    1. View container following steps 1-3 and selecting the container from the list
    2. Click “Actions” and select “Mark as Pickup Requested”
    3. Print the Hazardous Waste tag and attach it to the container ensuring the barcode is not curved or covered by tape.

Quick links for waste pickup

Hazardous waste resources

Laboratory Inspections

All laboratories at the University must be inspected annually (every 12 months.) Inspection reports are submitted by the Laboratory Safety Specialists. Any deficiencies found are indicated on the inspection report. All deficiencies must be corrected within 7 days of inspection.

The assigned Laboratory Safety Specialist for your lab can be found in the “Introduction to Laboratory Safety” resource.

 

How to view inspection records in CampusOptics

Inspection records are available to view for all lab members through CampusOptics. Principal Investigators and Lab Supervisors may also receive a Daily Digest e-mail the morning following an inspection with a link to the inspection report.

  1. Select Inspection from the left sidebar
  2. Click Completed Inspections at the top of the page
  3. Choose the inspection to view by clicking the Completed Date from the list
  4. All responses will be visible at the bottom of the page, or the PDF report can be viewed and downloaded by clicking the date and time under PDF Report on the right side of the page

Any issues identified during the inspection will be listed at the bottom of the “Responses” section, at the bottom of the PDF report, or in the Issues tab. Issues can be viewed by any lab member but can only be resolved by the Principal Investigator, Lab Supervisor, or whomever the Issue is specifically assigned to.

How to resolve an inspection issue in CampusOptics

Issues identified by EH&S Laboratory Safety Inspectors will be recorded in CampusOptics and must be corrected by the lab and marked as such in CampusOptics. Issues will be assigned to the Principal Investigator, lab Supervisor, or the specific lab member responsible for the deficiency. The assigned user will receive a “Daily Digest” email from CampusOptics the morning following the Issue being recorded. This email will include a portal link to address the Issue.

Some questions within the inspection report will be denoted with a (H) to indicate that they are High Hazard Issues. These Issues will need to be marked as complete by the appropriate personnel and will then be Confirmed by the Lab Safety Inspector. A confirmation will be issued when the Lab Safety Inspector returns for an unannounced follow-up inspection in 4-6 weeks. Failure to resolve these Issues will result in escalation to the Departmental Chair, Director, or Dean.

  1. Enter CampusOptics using the link included in the Daily Digest email
  2. Select the Issue to address from the list by clicking the name of the Issue
  3. Click “Actions” and select “Mark as Complete” from the drop-down menu
  4. Repeat for all remaining Issues

High hazard laboratory deficiencies

Certain deficiencies are considered “High Hazard Issues” which are issues that may immediately affect the health and safety of laboratory staff. If any high hazard issues are found, the inspector may return within 4-6 weeks for an unannounced re-inspection. Any uncorrected high hazard issues will be escalated to the Departmental Chair, Director, or Dean.

Current list of high hazard deficiencies

Record-Keeping:

  • All laboratory personnel have completed all required annual Laboratory Safety Training in MyPath (H)
  • All lab personnel have completed the required annual site-specific compliance checklist and the records are maintained (H)
  • Written protocols (SOPs) are available for hazardous activities perfomed in the lab (H)
  • A University phone is available to all personnel for emergency response (H)
  • A Personal Protective Equipment (PPE) Assessment has been performed for the lab by EH&S (H)

 

Housekeeping:

  • The general housekeeping was found acceptable (Countertops are uncluttered and clean, floors are drya dn clean) (H)
  • All aisles are clear of materials/equipment and paths of egress are unobstructed (36 inches) (H)
  • Lab personnel are appropriately dressed, with legs and feet fully covered (Covered legs, closed shoes including heels, no unsecured materials such as hair, jewlery, tie, etc.) (H)

 

PPE:

  • Personal Protective Equipment (PPE) is available, in good condition, and is the correct PPE for the procedure or hazard (H)

 

Eyewash/Shower/Sink:

  • A sink and hand soap are available for hand washing (may be in adjoining lab) (H)
  • A University approved eyewash station is available (approved style and supplied with tempered water) (H)
  • The eyewash is unobstructed (H)
  • An eyewash is within 10 seconds of all hazardous lab work (H)
  • The safety shower is unobstructed (H)
  • A safety shower is within 10 seconds of all hazardous lab work (H)

 

Local Exhaust:

  • Hazardous materials are used only within a local exhaust system (H)
  • The correct local exhause system is available for special equipment and procedures (chemical fume hood, biological safety cabinet, canopy hood, glove box, snorkel) (H)

 

Chemical Fume Hood:

  • Chemical fume hoods have been certified within the last 12 months (H)
  • Chemical fume hood sash is at, or below, working height (H)
  • Chemical fume hoods are uncluttered and nothing is being hung from knobs/nozzles on the hood (H)

 

Compressed Gases:

  • Gas cylinders, including cryogenic liquids, are secured to a wall or permanent bench or attached to an approved cart to prevent tipping (H)
  • Acutely toxic gases are stored and used within a ventilated, approved gas cabinet and have the correct engineering controls (GHS 1 or 2 for acutely toxic materials, as noted on the SDS) (H)
  • A face shield, cryogenic gloves, and apron are available and used for dispensing cryogenic liquids (H)
  • Rooms containing multiple cryogenic liquid tanks have an operational oxygen sensor (large enough volume to displace the amount of air specified in the University’s Gas Sensor Policy) (H)

 

Electrical/Fire Safety:

  • A fire extinguisher is properly mounted on the wall or in a cabinet, clear and unobstructed, and withing 75 ft of all laboratory space (H)
  • Power strips are plugged directly into an outlet and are used only for computer equipment (H)

 

 

Environmental Room:

  • No mold is present and there is no evidence of condensation or pooled water (H)
  • The room is free of cardboard, Styrofoam, and other porous materials (paper towels, paper products, bench pads, etc.) (H)
  • Compressed gas cylinders, cryogenic liquids, dry ice, and dewars are not stored or used in the environmental room (H)
  • Only small quantities of flammable or corrosive chemicals are stored or used in the environmental room (<500 mL) (H)

 

Waste:

  • All materials are being disposed of in the correct containers (broken glass, sharps shelters, chemical sharps, biohazard waste, antineoplastic waste) (H)
  • Hazardous waste containers are not over-filled – about 3/4 full (biological, chemical, sharps, etc.) (H)
  • Hazardous waste containers are disposed of within 90 days of generation (biological, chemical, sharps, etc.) (H)

 

Chemical Safety:

  • The lab has a current chemical inventory that is actively updated and has been reconciled within the last year (upon arrival, consumption, inheritance, or disposal) (H)
  • All chemical containers are labeled and only approved chemical abbreviations are used for labeling prepared solutions (see the University’s Chemical Hygiene Plan for a complete list)
  • Chemicals are separated and stored by chemical classification (acutley toxic, reproductively toxic and carcinogenic chemicals must be separated from other chemicals) (H)
  • The outsides of all chemical containers are clean, chemical containers are closed and in good condition (H)

 

Dichloromethane:

  • EH&S has performed an assessment of all DCM use within the lab (H)
  • The correct PPE is available for DCM use (silver shield or PVA) and engineering controls or loca exhause systems are present (H)

 

Ethidium Bromide:

  • Ethidium Bromide waste is stored in a durable, labeled bucket with a sealed lid (H)
  • Environmental Compliance Unit’s guidelines are used for the disposal of fluorescent dyes / Ethidium Bromide (H)

 

Formaldehyde:

  • A lab-specific formaldehyde assessment has been completed (H)

 

Hydrofluoric Acid (HF):

  • A lab specific SOP is readily available for HF and has been reviewd and approved by the PI and meets all University requirements (H)
  • The chemical fume hood designated for HF use is clear of additional hazards and is labeled “Danger – Hydrofluoric Acid Area” (H)
  • Calcium Gluconate gel is available and not expired (Calcium gluconate expires annually) (H)
  • Reusable, medium weight neoprene gloves, face shield, safety glasses, rubber apron, and rubber sleeve protectors are available and in good condition (H)

 

Perchloric Acid:

  • Less than 50 mL is present within the lab and is accurately documented within the lab’s chemical inventory (H)

 

Flammables:

  • A flammable storage cabinet is in use if the lab has greater than 10 gallons of flammable or combustible liquids present (H)

 

BSL-2:

  • Biohazard labels (printed in color) are affixed to all powered equipment used to process or store materials handled at BSL-2. Transport containers are also labeled. Refrigerator and freezer labels list the agents being stored and contact information of two responsible individuals (H)
  • Biological safety cabinets and other containment equipment are used with aerosol producing tasks unless equipment design provides for aerosol containment (aerosol producing tasks include but are not limited to blending, grinding, sonicating, shaking, opening pressurized containers) (H)
  • Biological safety cabinets have been certified within the last 12 months (H)
  • Biological safety cabinets are uncluttered (H)
  • Liquid biological waste is chemically decontaminated to 10% bleach prior to disposal (or with other NYS-DEC approved disinfectant effective for the agents used in the lab) (H)
  • A NYS-DEC approved surface disinfectant is available and effective for the agents used in the lab (H)
  • Centrifuge safety cups or sealed rotors are used as approved by the IBC, or the University’s Centrifuge Spill Plan is posted (see EH&S policy/procedure BS017 and have chin-length face shield available). O-rings are present and in good condition (H)

 

BSL-2+:

  • There is inward (negative) directional airflow (H)
  • IBC BSL-2+ door signage and PPE (closed front lab coat) are present (H)

 

Lasers:

  • All class 3B&4 lasers have been registered with EH&S (H)
  • All laser users have completed required annual Laser Safety Training in MyPath (H)
  • Nitrile gloves and standard lab coats are utilized for lasers generating UV light (400 nm) (H)
  • A physical, flame-resistant barrier (approved black curtain, wall, flame-resistant panels) is present between the laser hazard area and other working areas (H)

 

Open Beam Path Lasers:

  • Laser beam paths are fully horizontally enclosed with sturdy, non-reflective materials (H)
  • Laser beams are oriented away from doors, windows, and aisles (H)
  • Laser beam height is below eye level (using barriers and high chairs, and not storing routinely used equipment below the beam path) (H)
  • The correct laser specific eyewear for the wavelength(s) and optical density of beam(s) being used is available (H)
  • Multiple pairs of each necessary type of laser protective eyewear are available (for visitors and training users) (H)

 

Open Class 4 Lasers:

  • Enclosures and side panels are sturdy, nonreflective, and flame resistant (H)
  • Fire Rated lab coats are utilized for laser setups with moderate to high fire risks (H)

Laboratory inspection resources

Managing users

Adding new users to Campus Optics

  1. Login to CampusOptics
  2. Select Campus from the left side-bar
  3. Click Spaces at the top of the page and select All Spaces from the drop-down
  4. Choose the appropriate space from the list
  5. Click Members at the top of the page
  6. Click the Manage Members button in the top right corner
  7. Search for the desired user and select their name
    1. If the user in question does not appear in the search bar complete the New User Registration Form.
  8. Once the user has been added, their role can be adjusted by selecting the box next to their name and using the Actions drop-down
    1. Primary Members can add and remove lab personnel, add and remove chemical containers, and create waste containers
    2. Standard Members can add and remove chemical containers, and create waste containers

Adjusting user roles in CampusOptics

  1. Login to CampusOptics
  2. Click the Manage Members button in the top right corner
  3. Search for the desired user and select their name
    1. If the user in question does not appear in the search bar complete the New User Registration Form.

4. Adjust the user role by selecting the box next to their name and using the Actions drop-down

      1. Primary Members can add and remove lab personnel, add and remove chemical containers, and create waste containers
      2. Standard Members can add and remove chemical containers, and create waste containers

Changing assigned spaces in Campus Optics

  1. Login to CampusOptics
  2. Select Campus from the left side-bar
  3. Click Spaces at the top of the page and select All Spaces from the drop-down
  4. Choose the appropriate space from the list
  5. Click Members at the top of the page
  6. Click the Manage Members button in the top right corner
  7. Search for the desired user and select their name
    1. If the user in question does not appear in the search bar complete the New User Registration Form.
  8. Choose “Add” to add the user to the space or “Remove” to remove a user from the space.

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