Environmental Health and Safety

Environmental Health and Safety

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Biosafety Forms and Processes

Biohazard Permit Application Process

Biohazard Permits are required for all research and training activities which involve the use, manipulation and storage of biohazardous material (including, but not limited to, viruses, bacteria, fungi, parasites, recombinant DNA, biological toxins, prions and other micro-organisms/genetic systems, and human and animal tissues, cells, blood and body fluids), and which are:

  1. supervised or conducted by employees or members of the University, or
  2. conducted on University premises, or in a building or location administer by by or under the control of the University, or
  3. supported by funds provided by or through the University.

Permits are issued to a Principal Investigator for all the work with biohazardous materials under their supervision, even if it occurs in a shared facility (e.g. shared cell culture rooms will be listed on your biohazard permit; work in an animal facility). The permit is for the specific biohazardous materials, the procedures used with them, and the facility. New materials, procedures, projects, and award titles are to be added to the permit by submitting an amendment event application (through TRAQ).

An application for a Queen's Biohazard Permit is a two-stage process:

  1. Review and approval of the application, by the Biohazards Committee, of the research or teaching activity as described in a Biohazard Permit Application. The Committee meets monthly, 9 times per year. Submission and meeting dates.
  2. Inspection and approval of the laboratory or facility where the work will be conducted (before work begins).

Biohazard Permit electronic forms and their use is described below. These forms are available on your Queen's TRAQ Researcher Portal

Types of Applications and Forms:

For questions about the TRAQ system contact the TRAQ help team at ext. 78426.

For biosafety questions contact the Biosafety Officer, Shelagh Mirski at ext. 77077 or by email at shelagh.mirski@queensu.ca

The electronic forms can be prepared by:

  • Principal Investigators
  • Secondary Biohazard contacts
  • any biohazard team member who has been given access to the TRAQ/Romeo permit in the system
    • only those requiring access to TRAQ will be given it; other authorized biohazard team members will be recorded outside of TRAQ

Principal Investigators must submit forms:

All forms in TRAQ must be submitted by the Principal Investigator because submitting the form registers their electronic signature in the system's log.

  1. New biohazard applications
    • On your TRAQ Researcher Portal click Apply New, then select Biohazard Permit Application Form
    • Answering the questions on the form provides an overview of your application and lab containment facility. The documents that you are to attach contain more detail. There are templates for each of these documents provided on the attachments tab to guide you about what content to include. These three documents are:
      1. Local Risk Assessment and Medical Surveillance Statement
      2. Biohazard Inventory
      3. Lab Specific Training Statement
  2. Re-applications for projects that are currently approved
    • required every four years; (you will be reminded at least six weeks before the reapplication is due i.e. two months before the permit expires)
    • start as for a new application above; or if you have done a TRAQ electronic application previously and there are few changes, you may wish to clone it
  3. Annual renewal (you will be reminded at the beginning of the month that the renewal is due)
    1. find your active biohazard permit on your Refresher Portal and then click the Events button, select the appropriate form
    2. fill it out
    3. P.I. must submit
  4. Amendment Form
    • to add new biohazardous materials or new procedures that might affect exposure risk or necessitate different risk mitigation measures
      1. find your active biohazard permit on your Researcher Portal and then click the Events button, select the amendment form
      2. fill it out
      3. attach a revised risk assessment document and inventory (use Track Changes to facilitate review)
      4. P.I. must submit
    • change laboratory location
      • ​​follow steps as in a. above​
    • add a new project/award title with no change in biohazardous materials or procedures just fill out the amendment form and P.I. submits; if there will be changes then follow steps outlined above at a.
    • change authorized lab personnel
      • Amendments in TRAQ are not required. Instead use forms submitted outside of TRAQ as described below.

Adding or Removing Biohazard Lab Team Members

Removing personnel form your Biohazard permit:

Email their names to the Biosafety Officer at shelagh.mirski@queensu.ca

Adding personnel to your Biohazard permit:

Personnel who work in the lab unaccompanied (i.e. without direct supervision) must be added to a list of authorized lab team members associated with your Biohazard Permit record in the Department of Environmental Health and Safety (outside of the TRAQ system).

  • Do not add undergraduate project students who must always be directly supervised by an authorized lab member and who should not be given keys to the lab.

Add personnel when:

  1. You have a newly approved Biohazard permit.
  2. New personnel have joined your lab.

Steps to follow:

  1. Download the two required forms:
  2. Attestation to be completed by:
    • each new person
    • each team member after a full reapplication to document that they have read the new approved permit and its attachments
      1. After completing EH&S and lab specific biosafety training and reading the current approved biohazard local risk assessment -- fill out, print, and sign the Biohazard Attestation form.
      2. Scan the form and save it as a pdf with a file name following the convention: PI Last Name, Attestation, Personnel Last Name, First Name, Month Day Year, e.g. Smith Attestation Doe John March 2 2017.pdf
      3. Send the file to your P.I. or Secondary Biohazard Contact
  3. Personnel added to permit by:
    • Secondary Biohazard Contact, or Principal Investigator will add personnel to permit:
    1. Fill out the New Biohazard Authorized Users spreadsheet form (unless this is after approval of a reapplication, please only list new people, not your entire personnel list) and save the spreadsheet form, appending to the file name the PI last name and date e.g. New Biohazard Authorized Users Smith May 30 2017
    2. Review the attestation form(s) for completeness and accuracy
    3. Email the form accompanied by an attestation file for each new team member to the Biosafety Officer at shelagh.mirski@queensu.ca

 

Biohazard Self-Inspection Forms

Labs are inspected by members of the Biohazards Committee at a frequency determined by their containment level. You will be notified when an inspection will occur.

Preparing for the inspection by doing a self-inspection is your opportunity to ensure that your lab is compliant with PHAC/CFIA/Queen's requirements.

Prior to the inspection download and fill out the appropriate form below for the highest containment level in each lab.

Check each item on the list as either N/A, Yes, or No. Mark any items you wish to discuss with the inspectors or the Biosafety Officer.

Present the completed form to the inspectors from the Biohazard Committee. They will verify some items and discuss your containment practices.

Containment Level 1

  • Level 1 Full Form (PDF 304 KB) for your main lab with the highest containment level (i.e. fill out this form if you don't have a level 2 tab)
  • Level 1 Short Form (PDF 232 KB) for your other labs

Containment Level 2

  • Level 2 Full Form (PDF 336 KB) for your main lab with the highest containment level (i.e. fill out this form for the lab with the most level 2 or 2+work, usually the lab with the biological safety cabinet) 
  • Level 2 Short Form (PDF 264 KB) for your other labs

 

Emergency Procedures to be Customized for Each Lab

Environmental Health and Safety - Biosafety Emergency Procedures

  1. Download this form and customize it for your lab so that it only contains relevant material.
  2. Post it in the lab.
  3. Ensure that all lab members know the contents and where to find the posted emergency protocol.
    • Retrain on the emergency protocol annually and document the training in your lab training records.

New Student/Employee Orientation Training Checklist

Student/Employee Orientation Checklist (PDF 53.8 KB)

  1. Download this form. Customize it for your lab to include any additional lab specific training.
  2. Use this form to train all new personnel who will work in the lab.
    1. Trainer and trainee to initial each section as it is completed.
    2. Retain this document in your lab training records.

Transfer, Import or Export of Biohazardous Material ** Collapsible

To ensure that proper containment facilities, practices and permits are in place, you must contact the Biosafety Officer before you transfer any biohazardous material from the facility of one Principal Investigator to another, whether it is within Queen's or between different institutions.

  1. Initial contact by phone (77077) or email (shelagh.mirski@queensu.ca) is recommended to discuss a potential biohazard permit amendment application and to determine what type of documentation and review will be required.
  2. Ultimately a completed transfer form will be needed: