KUMC Observers and Active Learners in University of Kansas Medical Center Laboratories, Research Areas or Animal Facilities
The purpose of this policy is to identify the policies and procedures applicable to, and the approvals necessary for, individuals visiting to observe or have a short term active learning experience in a University of Kansas Medical Center (KUMC) laboratory, research area or animal facility.
This policy is also intended to protect the safety of minors and other laboratory personnel. The presence of minors can create a risk of injury and increased liability for the University. Minors may be more susceptible to certain toxic agents and chemicals, and may be less aware of the potential risks and hazards in laboratories, research areas or animal facilities. For this reason, this policy restricts the participation of minors under the age of 16, except when participating in an approved and supervised tour, as described in section 3 below.
This policy covers all KUMC laboratories, research areas (both clinical and non-clinical) and animal facilities, including animal procedure rooms and animal housing areas.
This policy applies to “Observers” and individuals engaging as a short term “Active Learner” (collectively referred to herein as “Visitors”) in a KUMC laboratory, research area or animal facility. The definitions for Observers and Active Learners are set forth above. This policy does not apply to:
- visitors from other medical schools. All such Visitors must be referred to the School of Medicine Dean’s Office.
- international Visitors. All such Visitors must be referred to the KUMC Office of International Programs.
- student rotations carried out for credit or to meet program requirements of another institution. Such rotations must be carried out pursuant to a written affiliation agreement between KUMC and the individuals’ home educational institution. All such agreements must be approved by the Office of General Counsel, and must comply with the applicable policies of the KUMC School hosting such rotation or practicum experience.
- clinical observerships or experiences in patient care locations. These requests must be handled in accordance with the KUMC requirements for such clinical experiences. Requests for student clinical observerships by non-KUMC students should be referred to the Institute for Community Engagement, Volunteer Coordinator at 913-588-7327.
- visiting faculty who have received a “visiting” faculty appointment through the office of Faculty Affairs.
- outside researchers visiting KUMC to engage in research collaboration.
The Institute for Community Engagement is responsible for coordinating the application and approval processes for Visitors (Observers and Active Learners) in University of Kansas Medical Center Laboratories, Research Areas or Animal Facilities. Application packets are available by contacting The Institute for Community Engagement, Visitor Coordinator at 913-588-7327. Completed application packets, and any questions regarding this Policy, should be directed to the Institute for Community Engagement, Visitor Coordinator at 913-588-7327. Initial placements as a Visitor or Active Learner under this policy shall be no longer than 4 months (one semester or one summer). With prior approval and proper justification, placements may extend up to a maximum of a full academic year plus one summer (12 months total).
1. Restricted Access Areas. Visitors, regardless of age, are prohibited from engaging in any of the activities listed below at KUMC. In exceptional circumstances, a Visitor may be granted a limited exception to engage in one or more of the following activities, by the Vice Chancellor for Research:
a. Enter any laboratory or facility designated as: a) BSL-2 with BSL-3 practices, b) BSL-3, or c) ABSL-3 or higher.
b. Enter any laboratory where select agents or explosives are used or stored.
c. Enter any nonhuman primate holding room.
d. Enter areas where procedures with awake nonhuman primates are conducted.
e. Work with human and/or non-human primate: blood, body fluids and tissues unless such tissues are known to be free of pathogens or have been rendered non-infectious by chemical means.
f. Handle any biological substance classified above Risk Group 1.
g. Handle any carcinogens, reproductive toxins or other acutely toxic chemicals (i.e. mammalian LD 50 of < 100 ug/kg body weight).
h. Work in machine shops.
2. Limited Access Areas. Visitors age 16 and over are allowed to participate as an Observer or Active Learner in a KUMC laboratory, research area or animal facility (not listed in section 1 above) if the following requirements are met:
a. The Principal Investigator/Responsible Program Representative has submitted to the Institute for Community Engagement the required Visitor hazard evaluation form and supporting documentation for review and approval. The Director of Environment, Health and Safety, or his or her designee, will review the evaluation form and supporting documentation and determine whether or not the activities and safety precautions proposed by the faculty member for the Visitor to perform are appropriate.
b. The required Participation and Release Agreement has been signed by the Visitor (and if the Visitor is a minor, his/her parent or legal guardian signs the Participation Agreement for Minors).
c. General Safety training and any other training deemed appropriate through the evaluation of the Visitor hazard evaluation form is completed through the Environment, Health & Safety Office and other applicable offices, if any.
d. Hazard-specific safety training is provided to the Visitor by the Principal Investigator/Responsible Program Representative.
e. Personal protective equipment, specific to the hazard, is provided to the Visitor, in accordance with applicable KUMC procedures and with instructions for use and disposal. Visitors must wear safety glasses, lab coat, long pants/slacks/full length skirt or dress, and closed toed shoes at all times while in a laboratory.
f. The Visitor is supervised at all times by the Principal Investigator/Responsible Program Representative or his or her designee when in the vicinity of, or while handling, hazardous (e.g., chemical, radiological, biological, etc.) materials.
g. The laboratory, research area or animal facility is in full compliance with all applicable KUMC safety programs and policies.
h. The Visitor is informed by the Principal Investigator/Responsible Program Representative of the proper fire emergency/evacuation policies and procedures specific to both the laboratory, research area or animal facility. This information will include, but not be limited to, what happens when one dials 911, how/where to activate fire alarms, and evacuation routes.
i. The Visitor has passed a background check acceptable to KUMC.
j. The Visitor reads and agrees to abide by all safety guidelines in Appendix A.
k. The Visitor has paid the applicable fee as required by the specific program or department, such as a fee associated with a required background check if not covered by the department. Additional information regarding such fees is available from the Institute for Community Engagement.
l. If the Visitor will be entering any animal housing area, the manager or director of the animal housing area has been notified and has approved such entry.
m. If the Visitor is a minor, the experience complies with child labor laws.
n. The Visitor is issued an ID Badge. Badges will only be issued after completion of all documentation and training requirements.
3. Campus Tours. Visitors are allowed to be present in laboratories, research areas or animal facilities, as part of a tour or program coordinated by KUMC departments, if the following requirements are met:
a. The individual follows all safety guidelines in Appendix A.
b. The required Participation and Release Agreement has been signed by the Visitor l(and if the Visitor is a minor, his/her parent or legal guardian signs the Participation Agreement for Minors.
c. The Principal Investigator/Responsible Program Representative identifies hazards in the areas to be visited.
d. Personal protective equipment, if needed, is provided with instructions for use and disposal by the Principal Investigator/Responsible Program Representative.
e. The individual is supervised at all times by the Principal Investigator/Responsible Program Representative.
f. The laboratory, research area or animal facility is in full compliance with all applicable KUMC safety programs and regulations.
g. The Visitor is informed by the Principal Investigator/Responsible Program Representative of the proper fire emergency/evacuation policies and procedures specific to both the laboratory and department.
h. The Visitor meets the minimum age requirement for the area to be toured. KUMC reserves the right to impose minimum age requirements for participation of minors on a tour based on the area and potential hazards.
Appendix A: General Rules for Individuals Present in Labs
1. Never work alone in any laboratory, research are or animal facility without direct, immediate supervision from the professor or a competent person designated by the professor.
2. Always follow the instructions and obey rules.
3. Always report any accident (regardless of severity) immediately to the professor or responsible program representative.
4. Always wear the personal protective equipment as directed and dispose of it appropriately. This personal protective equipment includes glasses, gloves, coats/gowns, and other face/body protection as dictated by the hazard being worked with or around.
5. Always keep your hands away from your face and wash them well with soap and water prior to leaving any laboratory, research are or animal care facility.
6. Never eat, drink, chew gum, apply lip balm, or touch contact lenses while in any laboratory, research area or animal facility.
7. Always wear closed-toe shoes while in any laboratory, research area or animal facility.
8. Always tie back long hair to keep it out of hazards.
9. Always wear clothing that reduces the amount of exposed skin such as safety glasses, lab coat, long pants/slacks/full length skirt or dress, and closed toed shoes.
10. If skin or eye contact is made with any hazardous or unknown chemical, wash the affected area immediately and then report the incident.
11. Always ask questions if you don’t understand the safety requirements.
12. Always wear appropriate identification
13. Never let any unauthorized person into a restricted area.
14. Individuals should not be present in a posted radioactive materials lab, handle any radioactive materials, or operate radiation producing devices (X-rays) (see K.S.A. 38-602 and 29 CFR 570 Subpart E) without radiation safety approval in accordance with the Radiation Safety Manual.
No exceptions to this policy will be granted unless approved in writing by the Vice Chancellor for Research.
Institute for Community Engagement
This policy is not designed to permit or prohibit an employee from bringing his/her child to work on evenings, weekends or other times during which the employee needs to conduct work but cannot otherwise arrange child care. However, in this circumstance, the employee’s child may not engage in an Observer or Active Learning experience as described in this policy, unless the provisions of this policy are followed.
Animal Housing Area: Animal facilities in which animal are housed for greater than 12 hours.
Animal Procedure Rooms: Animal facilities outside the general animal housing areas in which animal procedures take place. Animals are never housed in these areas for greater than 12 hours.
Active Learner: An individual who is not employed by KUMC and is not a KUMC student, who enters a laboratory, research area or animal facility for purposes of engaging in educational activities (beyond acting as a mere Observer) without monetary or material compensation.
Explosive: Any substance or article, including a device, which is designed to function by explosion (i.e., an extremely rapid release of gas and heat).
Laboratory: Any building or part of a building used or intended to be used for scientific or technical work, including research, quality control, testing, teaching, or analysis.
Minor: Any person who has not attained the age of 18 years.
Observer: An individual who is not employed by KUMC and is not a KUMC student, who enters into a laboratory, research area or animal facility for purposes of observing (only) the work of the laboratory, research area or animal facility.
Personal Protective Equipment: Specialized clothing or equipment worn or used by employees for protection against hazards.
Principal Investigator/Responsible Dept. Representative: The person who is directly responsible for overseeing the activities and involvement of the Observer or Active Learner while at KUMC.
Risk Group 1: A World Health Organization designation referring to a microorganism that is unlikely to cause human disease or animal disease.
Risk Group 2: A World Health Organization designation referring to a pathogen that can cause human or animal disease but is unlikely to be a serious hazard to laboratory workers, the community, livestock or the environment. Laboratory exposures may cause serious infection, but effective treatment and preventative measures are available and the risk of spread of infection is limited.
Research: An active, diligent, and systematic process of inquiry in order to discover, interpret, or revise facts, events, behaviors, or theories.
Select Agent: A biological agent or toxin listed in Federal regulations 73 CFR 331.1; 9 CFR 121.4; 9 CFR 121.3; 42 CFR 73.4; 42 CFR 73.3.
Visitor: Any person who enters a laboratory, research area or animal facility as an Observer or Active Learner.
11/23/2016: Revised - replaced Minors in Laboratories policy