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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.

Laboratory Deficiency Checklist

Laboratory inspection resources

Managing users

Adding members to 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. 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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