College of Science Space Transition Procedure

In order to ensure safe and efficient transfer of office, research and other physical spaces, it is important to have clear rules defining the responsibilities of occupants and other users of college space. This procedure must be completed for the Department Chair and Dean to sign off on the Employee Clearance Form: 

This document governs the transition of all College of Science spaces allocated for college work, including research laboratories, workshops, support spaces, and offices. This document applies for transitions within and between departments and/or the College of Science, as well as employee departures.

1. The employee(s) using the space is responsible for clearing or arranging for the clearing of the contents of the space in accordance with college and university policies and procedures, excluding furniture or equipment items that are pre-approved to remain by the chair of the department that will reoccupy the space. Cleaning the space is the responsibility of the department vacating the space. Shipment of contents to another institution must follow appropriate SJSU policy, including administrative approvals for asset transfer. If hazardous materials are transferred to another institution, then safety staff must be involved in the process to ensure compliance with relevant shipping and/or transportation regulations. Clearing of a space includes working with the department chair to arrange for the proper disposal of materials in accordance with college and university policies and procedures of:
   1. Books, papers, computers and data storage: Special attention must be paid to regulated materials, including FERPA-protected materials, safety records, etc.
   2. Small and large equipment
   3. Chemicals, reagents and biologicals [pdf]
   4. All supplies and items stored within the room that are not pre-approved to remain by the chair of the department that will reoccupy the space
2. The employee(s) authorized to use materials that require compliance and/or safety authorization are responsible for initiating the deauthorization processes by communicating with the appropriate safety officers or committees. Authorizations may only be automatically transferred to chairs or other employee(s) in the case of teaching operations. Compliance/safety officers and committees are authorized by the institution to confiscate and/or dispose of unauthorized hazardous materials or equipment on campus. Confiscation and/or disposal costs may be charged.
   1. Class IIIb and IV laser transitions must be documented with the Laser Safety Officer in compliance with the SJSU Laser Safety Plan.
   2. Biological materials that require a Biological Use Authorization (BUA) must be transitioned in compliance with SJSU Institutional Biosafety Committee (IBC) processes. Human tissue samples may also require compliance with the Institutional Review Board (IRB).
   3. Vertebrate animal materials must be transitioned in compliance with SJSU Institutional Animal Care and Use Committee (IACUC) processes.
   4. Equipment transitions must follow the FD&O Fixtures, Furniture, and Equipment (FF&E) Permit Process, if applicable, by the faculty or staff member who has agreed to receive the equipment.
   5. Radioactive materials or equipment must only be transitioned in compliance with Radiation Safety Officer instructions. Contact ehs@sjsu.edu or the Radiation Safety Officer if you have any questions about research involving radiation.
   6. Transitions of the following particularly hazardous chemicals must be completed in compliance with the Chemical Hygiene Plan and in consultation with the college safety staff or the Chemical Hygiene Officer. Particularly hazardous chemicals include: 1) controlled substances and precursor chemicals, 2) compressed gas cylinders, 3) cryogenic liquid dewars, 4) toxics such as acute toxins, carcinogens, reproductive toxins, and organ-specific toxins, and 5) reactive chemicals such as oxidizers, flammable solids, pyrophoric materials, water-reactive materials, peroxide-formers, unstable-reactive materials, and organic peroxides.
3. The Chair of the Department is responsible for ensuring that employees clear their spaces in an appropriate manner and timeframe. The timeframe will be established by the Department Chair in consultation with the Dean’s office. In the event that an employee believes that a space is not being cleared within a reasonable timeframe, they should contact the Department Chair. Any disagreements or disputes with the department chair’s timeline should be directed to the Dean.
4. New occupants to laboratory and workshop spaces must successfully complete a safety inspection by college safety staff before they initiate work with hazardous materials or equipment in the space. New occupants may request the following documentation from the department and/or college as they prepare their space for the new operation:
   1. An accurate chemical inventory to review for relevance before they accept ownership and liability for the chemicals.
   2. An accurate equipment inventory and relevant operating/maintenance documentation before they accept ownership and liability for the equipment.
   3. A facilities safety assessment to ensure that the existing safety equipment, engineering controls, and infrastructure are adequate for the new scope of operations.