Ames Procedural
Requirements

APR 1700.1

Last Revised: 10-10-2008

COMPLIANCE IS MANDATORY

Ames Health & Safety Manual

Chapter 49 - Laboratory Decommissioning

Table of Contents

49.1 Overview
49.2 References
49.3 General Requirements
49.4 Definitions
49.5 Responsibilities
49.6 Appendices
Appendix A: Request for Room Laboratory Decommissioning Inspection
Appendix B: Equipment Decontamination Form
Appendix C: Decommissioning Clearance Form

48.1 Overview

This procedure requires the removal of hazards from laboratory spaces when the user plans to vacate laboratory space. These plans to vacate a lab may include:

• Relocating to another laboratory within the same building
• Moving to another building on center
• Moving to an off-center location
• Terminating employment at NASA Ames Research Center

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49.2 References

1. Hazard Communication Standard (29 CFR 1910.1200) .
2. NASA Ames Health and Safety Manual, Chapter 13, Chemical Hygiene Program.
3. The Resource Conservation and Recovery Act (RCRA).
4. RC Regulations (10 CFR 20.1404 & 10 CFR 30.4).
5. Chemical Hygiene Standard (29 CFR 1910. 1450).
6. Bloodborne Pathogens Program (29 CFR 1910. 1030).
7. Ames Environmental Management Handbook, APR 8800.3, Chapter 4, Hazardous Waste Management.
8. Ames Environmental Management Handbook, APR 8800.3, Chapter 11, Closure Requirements

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49.3 General Requirements

• This procedure applies to all laboratories and auxiliary spaces serving laboratories.
• When laboratories are vacated, all chemical, radioactive and biological materials, sharps and other wastes must be removed and disposed of properly.
• To have chemicals picked up for disposal, please use this form (http://q.arc.nasa.gov/qe/forms/chem pickup_Form-A.pdf).
• To have unopened chemicals picked up for recycling or reuse by another researcher, please use this form (http://q.arc.nasa.gov/qe/forms/ACE_Form-RC.pdf).
• If equipment held hazardous materials, waste products from decontamination shall be disposed of as hazardous waste.
• Working surfaces and storage locations can present potential sources of exposures. These areas must be properly cleaned and/or decontaminated.

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49.4 Definitions

Decommissioning: The formal deactivation of a laboratory, assuring the safety of the space for further cleaning, renovation, or occupancy. The decommissioning process involves a survey by Safety, Health and Medical Services Division for those locations where chemicals and biologicals were used. Radiation Safety will check those locations where radioactive materials were used.

Laboratory: A facility where relatively small quantities of hazardous chemicals, biologicals, and/or radiological agents are used on a non-production basis.

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49.5 Responsibilities

49.5.1 Directors, Division Chiefs, Branch Chiefs (and Supervisors)

• Shall ensure that PIs and lab employees using biological, hazardous and/or radioactive materials are aware of and follow the procedures contained in these guidelines.

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49.5.2 Safety, Health and Medical Services Division (Code QH)

• The PI or the Branch Chief must notify QH four weeks in advance of moving. Upon notification by the PI or the Branch Chief, QH will schedule an appointment to verify the following activities have occurred:

• QH will complete a Laboratory Decommissioning Clearance for Laboratory Areas.
• PI and Branch Management will be notified of the survey results. Laboratory personnel will be responsible for any additional corrective actions. Upon completion of decommissioning activities and a successful evaluation by QH, the area will be released for renovation or general clean up for reuse.

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49.5.3 Environmental Services (Code QE)

• PI or the Branch Chief must notify QE 120 days in advance of moving. Upon notification, QE will schedule removal of hazardous waste materials. The lab staff must complete the following actions prior to the removal of any hazardous waste:

• Waste tags and additional information regarding disposal of chemicals is available upon request. Note: Prior to discarding unwanted chemical(s) that have not reached the expiration date, please contact the Ames Chemical Exchange.
• The PI or Branch Chief must notify QE four weeks in advance of transferring chemicals and/or compressed gas(es) to another PI. Upon notification, QE will meet with designated PI to ensure s/he is aware of the storage and monitoring requirements.

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49.5.4 Branch Chief/Supervisor

• The Branch Chief is responsible for verifying that the Safety, Health and Medical Services Division, and the Environmental Services Division have been notified when an investigator/researcher/PI/lab owner will be vacating a laboratory. This can be accomplished by memorandum, e-mail, or by completion of the Room Decommissioning Form (Attachment 1).
• The Branch Chief is responsible for any deficiencies not corrected by the PI. Should the laboratory not be appropriately decommissioned and departmental personnel are not available, the Branch Chief will be held accountable for fees resulting from decommissioning activities.

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49.5.5 Plant Engineering Branch

• Various engineering personnel are required to perform activities in active laboratories. These activities may include, but are not limited to, repairing gas lines, adjusting fume hood controls, removing or adding cabinets, and paint. These activities do not require engineering personnel to perform decommissioning of the space. However, Plant Engineering is to ask the occupants about the hazards that are present in the immediate work location, have these hazards removed/eliminated, and have work in the immediate space terminated for the duration of the work. For example: should a repair be needed to unclog a waste (sewer) line at a sink, the materials stored under the sink must be removed, the floor of the cabinet cleaned by the occupants, and the occupants are not to use the sink until repairs are completed.
• For laboratory renovations, the Code PFP Branch Chief may utilize outside construction groups/contractors or internal personnel. If a lab has NOT completed the decommissioning process, construction work, including painting, must not proceed. Failure to notify QH prior to the start of the construction may delay the project.

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• Prior to relocating to the new facility, new radioactive material laboratory locations must be approved by the Radiation Safety Officer. Notification must be given at least 4 weeks before relocation. The Radiation Safety Officer will notify PI of approval.
• The PI will be advised on precautions to be taken during transfer of radioactive materials. Use of radioactive materials should be discontinued approximately one week prior to relocation.
• The Radiation Safety Officer will collect all radioactive waste containers not being transferred to the new facility.
• Upon completion of the survey and decontamination by the PI or the Branch Chief as stated above, Radiation Safety will conduct a final confirmatory radiological survey of the facility. Radiation Safety will verify that the equipment used to store or analyze radioactive materials is decontaminated. The PI will be notified of the radiological survey results. If contamination is identified, lab personnel will be responsible for decontamination. The laboratory will be re-evaluated upon completion of decontamination efforts. For information on equipment decontamination, contact Radiation Safety or refer to the Radiation Safety Chapter of the Ames Research Center Health and Safety Manual.

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49.5.7 Principal Investigators (PI) shall:

• Notify Safety, Health and Medical Services Division, (Code QH X4-5602) Chemical Hygiene Officer, when s/he will be terminating the center, or relocating within the center.
• Notify Environmental Services Division (Code QE) for specific chemical disposal questions.

• If the chemicals will be transferred to another PI, Code QE must be notified with the name of the person taking over responsibility of the chemicals at least four weeks prior to transfer date.
• The PI shall take specific measures before leaving the laboratory/center for the transfer or disposal of radioactive materials. These measures include:

• All labs and storage areas are to be completely cleaned and/or decontaminated before vacating the space(s). All working surfaces are to be cleaned with an appropriate decontamination agent based on those agents used in the lab.
• Chemical and/or biological storage equipment (corrosive cabinets, flammable liquid storage cabinets, incubators, refrigerators, freezers, centrifuges, cryostats, etc.) have been cleaned and/or decontaminated prior to moving. Biological safety cabinets are to be cleaned and/or decontaminated. After the appropriate decontamination activity is completed, attach a copy of the "Equipment Hazard Tag" (Attachment 2) to the piece of equipment/apparatus. If the tag is not completed, it may be assumed that the equipment was not decontaminated and this will delay moving, repairing, renovation, and disposal activities.
• Clean out all fume hoods. Active, current fume hood research projects must be completed prior to cleaning.
• All laboratory specific research apparatus that is no longer needed or wanted must be dismantled, correctly packaged, and removed from the laboratory prior to decommissioning.
• All compressed gas cylinders are to be removed prior to the closing of the laboratory. Compressed gas cylinders must be properly secured and capped when they are transported. Compressed gas cylinders must be transported in an approved cylinder cart.

• All papers, rags, empty bottles, boxes etc. are to be properly disposed of prior to vacating the laboratory. Maintaining good general housekeeping is the objective.
• Contact the following groups for information on the removal of chemical, biological and radiological equipment:

• The PI will be responsible for all problems remaining after a decommissioning survey. Quick corrective action is required.
• Comply with APR 8800.3 Chapter 11, Closure Requirements

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Appendix A. Request for Room Laboratory Decommissioning Inspection

NASA Ames Research Center 

Safety, Health and Medical Services Division, Code QH, MUST verify 
decommissioning of all vacated laboratories. Decommissioning involves 
inspection by QH and if applicable, by the RSO in locations of radioactive 
materials use. All special in-house equipment must be removed; drawers and 
cabinets emptied, and fume hoods cleaned by laboratory personnel. Radiation 
Safety MUST be notified prior to transferring stock materials or possible 
radionuclide contaminated laboratory equipment (centrifuges, glassware, 
refrigerators, freezers etc.) to a new location. Radiation Safety MUST 
conduct stock material transfers in most instances. Please indicate on this 
form if a final waste pick-up by the Hazardous Waste Management Unit will be 
required before vacating a laboratory. 

PI/ Radioactive Material Permit Holder/Lab Contact: ______________________

Code: _______________________

Building: ____________Room Number ______________Mail Stop__________

Phone Number: Office: ______________ Lab: ______________ 

Laboratory Currently Uses Radioactive Materials:  Yes______    No_____ 

List Laboratories Being Decommissioned (Include Cold Rooms, Common Equipment 

Rooms, etc.): ___________________________________________

_______________________________________________________________

If Decommissioning A Room, Will Laboratory Be Vacated:  Yes_____    No_____ 
        Relocated:            Yes_____ No_____ 
If Yes, Location To Be Relocated: _____________________________________

Date Change Will Become Effective: ___________________________
Will A Hazardous Waste Pick-Up Be Required:  Yes_____ No_____ 
Have any materials been used in the laboratory that may cause a hazard in the 
future to maintenance personnel working on the laboratory fume hood 
ventilation ducts?  If yes, please list the chemicals, biological materials, 
or radioisotopes. ________________________________________________________________

Principal Investigator/Authorized User: 

Signature:__________________________________ 

Date: _____________________________________

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Appendix B: Equipment Decontamination Form

This tag is to be completed and affixed to lab equipment for the following 
actions: Removal for service or maintenance; relocation or transportation 
from the area of use; transferred equipment; equipment designated 
out-of-service; equipment removed for storage, sale or disposal. 

 Equipment:_______________________________

 Serial #: _____________ Model #: ____________

 Contact Person: ___________________________

 Phone #: _________________________________

 Code/Division/Branch: _____________________

 Building: ________________ Room #: ________

 LIST POTENTIAL CONTAMINANTS
 (before cleaning / decontamination)

  ____Chemical           ____Biological

  ____Radioactive        ____ No hazard

 RADIOACTIVE MATERIALS:

    If radioactive materials were used/stored in 
    the equipment, Radiation Safety must be contacted 
    to conduct a survey.

    Did the radiation safety survey indicate no detectable 
    levels of radioactive contamination internally or 
    externally? 
                     Yes___ No___ 

 EQUIPMENT CLEANING:

 List actions taken to clean/decontaminate equipment:  
 ____________________________________
 
 ____________________________________

 EQUIPMENT OWNER:  I certify that the above lab 
 equipment has been cleaned and decontaminated of all 
 chemicals, biological, and radioactive contaminants. 

 Name: ________________________________ 

 Date:   ____ /____/______

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Appendix C: Decommissioning Clearance Form

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