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Beth Israel Deaconess Medical Center Beth Israel Deaconess Medical

VIEWS: 70 PAGES: 9

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									                       Beth Israel Deaconess Medical Center
                                   BIDMC Manual

Title: RESEARCH SPACE MOVE/DEPARTURE POLICY

Policy #: RS-09

Purpose:

The purpose of this policy is to provide guidelines for research space moves and
laboratory closures at BIDMC. This follows after and is separate from the prior
approval needed from Research Advisory Committee.


Policy Statement:

It is the policy of the Medical Center to provide and maintain an efficient and
systematic mechanism to support all moves for research laboratories, whether
internal moves within the campus, recruitment of new investigators, or facilitating the
smooth transition of faculty and staff departures. In order to prevent problems and
delays, research space moves/departures must adhere to the guidelines set forth
below:

Guidelines:

   1. Moving into new lab space: It expected that prior to a PI moving into newly
      assigned lab space, the space be empty and clean.
   2. Vacating lab space: It is expected that a PI vacating lab space remove only
      equipment, supplies, furniture and other materials which have been approved
      to be removed.
   3. After the final walkthrough occurs prior to the lab move and clearance for the
      lab move/departure has been obtained, all scientific activity that includes, but is
      not limited to, work with animals, tissue culture, radiation and chemicals must
      be halted until the move is completed. Exceptions may be approved on a
      case-by-case basis upon written request to the Vice President, Research
      Operations, or his designee
   4. In order to ensure that safety and compliance issues have been met, each step
      of the move process requiring inspection and/or approval must be observed.

The Principal Investigator engaged in any of the above mentioned moves or
departure, in coordination with the Research Administrator and Research Facilities
must submit a Request for Relocation Form (RRF) to Research and Academic Affairs
not less than six weeks prior to the proposed move/departure.




RS-09                                                                  Page 1 of 9
A. Definitions:

PRINCIPAL INVESTIGATOR (PI): The senior scientist who occupies and is
responsible for the laboratory space.

INTERNAL MOVE: The relocation of a PI’s lab from one location to another
(including intradepartmental moves) within the BIDMC campus. The move must
already be approved by The Research Space Sub-committee (this approval is a
separate process) of the Research Advisory Committee (ReAC), or Research &
Academic Affairs (R&AA), as required, with the acknowledgement of the Research
Space Committee. [Policy for Research Space Request is in draft form. Once
approved this policy will be available on the Research website)

MOVE/DEPARTURE: Includes a PIs lab closing at BIDMC, relocating to an external
institution or arriving as a new recruit.

NON-COMPLIANCE: Instances in which PI’s do not abide by the criteria set forth in
this policy.


B. Procedures for Internal Move/New Recruitment
      1. A move meeting will be held with the PI, a representative from Research
         Space & Logistics, and the Research Administrator or Research
         Administrative Director to review the details of the move.
      2. The PI to be moved must obtain approval confirmation from ReAC or R&AA
         as required for the lab to be moved.
      3. PI, in coordination with BIDMC Research Space and Logistics, must
         submit a RRF (Attachment A) to the Vice President of Research Operations
         for approval. Please note that all sections of the RRF must be completed.
      4. The Research Space and Logistics department will assign a move date.
         Research Space and Logistics will notify the institutional officers required to
         sign off on the Pre-move Lab Safety Check-Off sheet of the move plans at
         least two weeks prior to the move.
      5. Once approval is confirmed, an R&AA Space & Logistics Analyst will be
         assigned as the move coordinator to assist the PI in completing a Pre-move
         Lab Safety Check-Off form (Attachment B) and schedule a lab inspection
         with Research Facilities and representatives of Environmental Health &
         Safety, and if applicable, Radiation Safety. At this point, any pre-move
         requirements will be documented and forwarded to the PI’s attention. The
         Pre-move Lab Safety Check Off form must be completed at least 4-
         business days prior to the move. Radiation safety regulatory requirements
         require an initial walk through at least one week prior to a move to meet the
         final deadline.
      6. Two business days prior to the move of a lab, a final walk-through will be
         coordinated with the PI, Research Space and Logistics and the Research
         Administrative Director. (At this point all-scientific activities must cease –



RS-09                                                                  Page 2 of 9
           see guideline # 3.)
        7. The PI must assign two lab members to be at the move sites (one at each
           the old the new lab locations) on the day of the move for the purpose of
           coordinating the closure of the old lab space and the set-up of the new
           space.


C. Procedures for Departure/Closure:
        1. A move meeting will be held with the PI, a representative from Research
           Space & Logistics, and either the Research Administrator or Research
           Director to review the details of the move.
        2. The PI must have obtained approval confirmation from ReAC or R&AA
           as required for the lab to be moved.
        3. Once relocation has been approved, the PI in coordination with BIDMC
           Research Space and Logistics must submit a RRF (Attachment A) to
           the Vice President of Research Operations. Please note that all sections
           on the RRF must be complete.
        4. Research Facilities will assign a move date.
        5. Once approval is obtained, an R&AA Space & Logistics Analyst will be
           assigned as move coordinator to assist the PI in completing a Pre-move
           Lab Safety Check-Off form (Attachment B) and schedule a lab
           inspection with Research Facilities and representatives of
           Environmental Health & Safety, and, if applicable, Radiation Safety. At
           this point, any pre-move requirements will be documented and
           forwarded to the PI’s attention. The Lab Safety Check-off form
           (Attachment B) must be completed at least business days prior to the
           move Radiation safety regulatory require an initial walk through at least
           one week prior to a move.6. In addition to attachment B the PI must also
           complete Procedures for Research Lab Closing Form (Attachment C).
        6. Two business days prior to the departure/closure of a lab, a final walk-
           through will be coordinated with the PI, Research Space and Logistics
           and the Research Administrative Director. At this point all scientific
           activities must cease – see guideline # 3
        7. The PI must assign a lab member to be at the departure site on the day
           of the move. Investigators vacating BIDMC facilities are responsible for
           leaving laboratories clean and free of debris.

D. Non-compliance:
   1. If proper approval is not obtained or if any of the above steps is not adhered to,
      the move
   2. Will be postponed and rescheduled at a later date mutually convenient for the
      external movers and Medical Center Personnel.
   3. Any additional expenses beyond those detailed on (Attachment A) that have
      been incurred as a result of the move being rescheduled or delayed, will be
      charged to the cost center documented on the RRF form (see guideline # 5
      above.)



RS-09                                                                  Page 3 of 9
Attachments A: Request for Relocation (RRF)

Attachments B: Pre-Move Lab Safety Check Off Form and Instructions

Attachment C: Procedures for Research Lab Closing

Approved by:

Vice President Sponsor: Larry Ray, Vice President, Research Operations


Approved By:
 Research Advisory Committee: 7/13/04 Jeff Flier, MD, Chief Academic Officer
                                                   Chair

Requestor Name: Lynette M. Schenkel, Administrative Director


Date Approved: 07/13/04


Next Review Date: 07/01/07


Revised:


Eliminated: (Date)




RS-09                                                          Page 4 of 9
             Request for Relocation Form (RRF), Attachment A (Pg. 1)

    1.   For research related moves, submit this form no less than six weeks prior to the desired move date.

    2.   Please fax to Research Facilities at 667-0537.

    3.   The actual date of the move will be subject to the existing schedule and availability as determined by the
         BIDMC Facilities Move Meeting.

Cost Center Account # ___________
(Account to be charged for non-compliance with Research Space Move/Departure Policy)

Please add additional pages as needed.

Name of person(s) to be moved:                                  Department:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Existing location:                                              New location:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Preferred move date:                                      Dept. Move Coord./Phone #:
__________________________________________________________________________________________
________________________________________________________________

Existing Information Systems Equipment/Programs Res. Facilities Contact/Ph#.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Needed Information Systems Enhancements:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Existing telecommunication equipment and phone numbers:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Needed telecommunications enhancements:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________




RS-09                                                                                        Page 5 of 9
              Request for Relocation Form (RRF), Attachment A (Pg. 2)
Equipment, furniture and other items to be moved:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Furniture needed: (Please see Used Furniture Request form, available from the WEB under “Departmental
Forms/Facilities Redevelopment)



Facilities Project Manager:               Keys needed for rooms (list separately, if necessary)
                                          Name(s) and number of keys needed:



Dept/Div. Chief Signature _____________________


V.P. /Facilities Signature       ____________________

Rev.6/24/04




RS-09                                                                                     Page 6 of 9
                       RESEARCH & ACADEMIC AFFAIRS
                     Pre-move lab safety check-off sheet (Attachment B)
                    Fax signed form to the R&AA office at 66(7)-0537
                       Minimum of 4 business days prior to move


PRINCIPAL INVESTIGATOR NAME:                                  BUILDING/ROOM NUMBER(S)

All of the items below have been completed and are ready
for the inspection/sign-off by the appropriate officers
I)      RADIOACTIVE MATERIALS
           NO RADIOACTIVE MATERIAL OR CONTAMINATED EQUIPMENT WILL BE INCLUDED IN THE MOVE
           ALL EQUIPMENT BEING MOVED THAT IS OR WAS USED FOR HOLDING, HANDLING OR SHIELDING RADIOACTIVES HAS
           BEEN CLEANED
           RADIOACTIVE SIGNAGE MUST BE REMOVED, DEFACED OR COVERED
           A TERMINATION SURVEY HAS BEEN COMPLETED AND DOCUMENTED BY THE RADIATION SAFETY OFFICE OR
           OFFICER

        I CERTIFY THAT THE ABOVE TASKS HAVE BEEN COMPLETED


        DATE                                      INSTITUTIONAL RADIATION SAFETY OFFICER APPROVAL

II)     BIOLOGICAL HAZARDOUS MATERIALS
           ALL EQUIPMENT THAT CONTAINED BIOHAZARDS WAS CLEANED INSIDE AND OUT WITH AN EPA APPROVED
           DISINFECTANT. COLD STRAGE UNITS APPROVED BY THE MOVERS TO BE MOVED FULL OF MATERIALS DO NOT HAVE
           TO BE CLEANED ON THE INSIDE, BUT THE OUTSIDE MUST BE CLEANED.
           BIOHAZARD LABELS HAVE BEEN REMOVED, DEFACED OR COVERED
           ALL BIOHAZARDS HAVE BEEN REMOVED OR STORED SAFELY OUT OF THE MOVERS’ WAY
           ALL COUNTER TOP BENCH PAPERS HAVE BEEN REMOVED AND COUNTERS WIPED DOWN WITH AN EPA APPROVED
           DISINFECTANT
           EVERY SURFACE, ESPECIALLY SHELVES, DRAWERS, AND BENCH TOPS (AND UNDER BENCH-TOP EQUIPMENT) HAS
           BEEN CLEANED FOR RAZOR BLADES, NEEDLES, SYRINGES, PIPETTES, SCALPELS, MICROSCOPE SLIDES, COVER
           SLIPS, AND OTHER SHARP OBJECTS. THESE ITEMS HAVE BEEN PROPERLY DISPOSED OF IN SHARPS CONTAINERS.

        I CERTIFY THAT THE ABOVE TASKS HAVE BEEN COMPLETED


        DATE                                                  INSTITUTIONAL BIOSAFETY OFFICER APPROVAL

III)    HAZARDOUS MATERIALS
           CONTAINERS OF HAZARDOUS WASTE OR MATERIALS HAVE BEEN REMOVED OR STORED SAFELY OUT OF THE
           MOVERS’ WAY
           NO HAZARDOUS MATERIALS WILL BE INCLUDED IN THE MOVE
           ALL FUME HOODS BEING MOVED DISPLAY CERTIFICATION OF DECONTAMINATION OR SUITABLE ALTERNATIVE AS
           PROVIDED BY THE LAB SAFETY OFFICER

        I CERTIFY THAT THE ABOVE TASKS HAVE BEEN COMPLETED


        Date                                                      Institutional Lab Safety Officer Approval




RS-09                                                                                    Page 7 of 9
                                    Research & Academic Affairs
        SCHEDULE and PROCEDURES FOR RESEARCH LAB MOVE/CLOSING (Attachment C)
         (PI is responsible for completing the following items and returning the list to Research Facilities).

1.   EQUIPMENT INVENTORY Start Date: ______________                         Completion Date:
     Research Space and Logistics must inventory all equipment. The PI for the lab is accountable for all
     equipment registered to his/her lab. No equipment is to be removed from the lab until the following
     procedures have been completed: If the PI is continuing research at another institution and BIDMC and the
     sponsor has agreed that the Sponsored Research Agreement/Federal Grant will be transferred to the new
     institution, it is generally acceptable for any equipment purchased with the PI's sponsored research funds to be
     transferred to that institution, following the approval of the appropriate Chief. However, the appropriate
     paperwork must first be completed; this is a formal procedure in which BIDMC must relinquish rights to the
     equipment. All equipment purchased with funds from BIDMC related clinical Foundations or BIDMC
     operational funds remains at BIDMC. Any exception to this must have the written approval of the
     appropriate Chief & VP of Research Operations. Please attach a list of equipment (if any) that has been
     approved. This should be completed at the time the RRF is submitted not less than 6 weeks prior to the
     proposed move/departure.

2.   COMPUTER/PHONE ACCESS                    Start Date: ______________Completion Date:
     All on-line computer services, including e-mail, must be documented at the time the RRF is submitted not
     less than 6 weeks prior to the proposed move/departure. Please note that if you are faculty member your
     e-mail can be forwarded for up to a period of 1 year before it is terminated. Arrangements must be made for
     someone to pick up the remaining computers, phone, and if applicable, fax line must be terminated.

3.   ANIMALS – Applies only when a lab is closing. Start Date: _________ Completion Date:
     All standing orders for animals must be cancelled in writing at least 30 days prior to the lab closing date.
     Individual animal orders may still be placed by the ARF staff as long as the protocol is active. All animals
     housed in any of the BIDMC Animal Facilities must either be sacrificed or formally transferred to a Principal
     Investigator who has an active protocol. Animal protocols need to be formally terminated; contact the
     IACUC Administrator (7-4922) directly for this.

4.   PROTOCOLS FOR HUMAN SUBJECTS Start Date: ____________ Completion Date:
     At least 30 days prior to a PI leaving the institution one of the following options needs to be
     completed.
          A.      Formally terminate the study by submitting a final continuing review/termination report,
          provided that all research activities have been completed (including data analysis)
          B.      Reassign the study to a different PI by submitting an amendment form to the CCI that is
           signed by both the new and the old PI. Please go to the following website for additional
           information: http://research.bidmc.harvard.edu/ost/ClinicalTrials/default.asp

5.    PRE-MOVE LAB SAFETY CHECK-OFF SHEET (SEE ATTACHMENT B)
      Start Date: _______ Completion Date:
     To be completed and submitted a minimum of 4 business days prior to move. Please be aware that this
     process should be planned at least 30 days prior to move.
         A. Radioactive Materials
         B. Biological Hazardous Materials
         C. Hazardous Materials

6.   SUPPLIES               Start Date: ______________        Completion Date: ___________
     All standing/blanket orders must be cancelled through ESI or Purchasing at least 21 days prior to the lab
     closing date.


7.   PROTOCOLS REGISTERED WITH COMS Start Date: __________ Completion Date:



RS-09                                                                                         Page 8 of 9
     All Harvard Committee on Microbiological Safety (COMS) protocols must be transferred to your new
     Harvard affiliated institution if you are moving within the Harvard Medical Area. Alternatively, if you are
     leaving the Harvard Medical Area, your protocols must be cancelled or transferred another PI at BIDMC.
     This notification should be done via a memo to the Institutional Biosafety Officer, Michelle Federici, at least
     15 days prior to the departure of the registered PI from the institution.

8.   STORAGE OF MATERIALS IN COMMON SPACE Start Date: _______ Completion Date:
     All materials stored in common refrigerators, cold rooms, freezers or other common areas must be removed
     and properly disposed of or appropriately packed for transport to any new location 1 business day prior to
     the move. This applies to both internal and external moves.

9.   DESKS & LOCKERS                 Start Date: ______________        Completion Date:
     All personal contents of desks and lockers must be removed 1 business day prior to the move. Please return
     desk keys to Research Operations. If there are numerous lockers please include an additional page and attach
     to this document.
     Locker #:                               Combination: ___________________

10. FORMAL SIGN-OUT                 Start Date: ______________          Completion Date:
    Before the last day at work, please see the appropriate research administrator to sign off on the return of
    your BIDMC & HU identification badges, access card and hospital keys and to leave a forwarding address, if
    appropriate. If you have parking through the hospital, please contact the Parking Office (ext. 7-3035) to
    terminate.

11. HUMAN RESOURCES                     Start Date: ______________ Completion Date:
    Research staff who have questions regarding their benefits or other employment opportunities within BIDMC,
    should contact the BDMIC Human Resources Department at 2-9400 or HMFP.

12. For moves between BIDMC and the HIM/NRB, The following must be addressed:

     a.   Safety training-The safety training requirements are different for BIDMC and HMS. Please contact the
          Environmental Health and Safety Department of the facility to which you are moving.

     b.   Animal Protocols do not transfer between BIDMC and the HMS. The PI must contact the Animal
          Research Facility of the institution to which they are moving.

     c.   Radiation Safety Permits do not transfer. The PI must contact the Research Safety Officer to which they
          are moving.


          PI Signature                                                             Date
          If you have any questions on the above procedures or need assistance in completing any
          of the above procedures, please contact Research Facilities at 617-667-4225.
          Please attach all documentation.
          ANY EXPENSES INCURRED RESULTING FROM PI’S FAILURE TO COMPLY
          WITH ANY OF THE ABOVE REQUIREMENTS, WILL BE BILLED DIRECTLY
          TO THE PI AT HIS/HER NEW INSTITUTION AND/OR WILL BE DEDUCTED
          FROM ANY OF THE PI’S DISCRETIONARY FUNDS HELD AT BIDMC.




RS-09                                                                                          Page 9 of 9

								
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