University Policies and Procedures Manual

Disposal of Materials When Vacating University Areas

UPPM 60.38

For more information contact:
   Radiation Safety Program
   509-335-4221 / radsafe@wsu.edu
   Environmental Health and Safety
   509-335-3041 / ehs@wsu.edu

Forms:

1.0     Overview and Purpose

Radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials may be used for research, education, and campus operations in accordance with applicable laws, policies, and regulations. The users of such materials and the users’ employing departments are responsible for ensuring that all materials are appropriately disposed of from all areas of storage and use (e.g., laboratories, classrooms, and associated storage areas, including surfaces and shared equipment) before terminating University employment or departing from the University for more than 90 calendar days.

This policy safeguards the health and safety of personnel and students who reoccupy the area, prevents delays in renovation schedules, and minimizes costs to the unit.

2.0    Applicability

This policy applies to all WSU employees, departments, faculty, staff, visiting scholars, postdoctoral researchers, graduate students, and any other users of hazardous chemicals, radioactive materials, DEA controlled substances, biohazardous materials, or radiation machines at WSU. It applies to all campuses and locations of WSU owned or controlled property.

3.0    Definitions

Departing Employee: Faculty, principal investigators, and/or instruction, research, and support staff terminating employment with WSU or departing from WSU facilities for more than 90 calendar days who are responsible for radiation machines, radioactive materials, hazardous chemicals, DEA controlled substances, and/or biohazardous materials by means of assignment, designation, delegation, or by having purchased or received the aforementioned items and materials.

Responsible Unit: The department, center, campus, or other unit that directly employs the departing employee with respect to the applicable project(s). In determining the responsible unit(s), receipt of F&A funds (including waiver of receipt) is a relevant factor.

Responsible Individual: The departing employee or, if the departing employee is not available, the departing employee’s immediate supervisor. “Responsible individual” includes “authorized user” for purposes of radiation safety, as defined in SPPM 9.50.

4.0   Requirements for All Departures

4.1     Notification

Departing faculty who are resigning must provide written notice at least 60 days prior to the separation date (see Faculty Manual, section III.F.1).

The immediate supervisor of a departing employee must notify the departing employee’s appointing authority or designee within five (5) business days of becoming aware of a planned departure or vacancy. If a departure or vacancy is unplanned, notification must occur as soon as the department becomes aware of the departure.

The departing employee’s appointing authority or designee must notify EHS, the Radiation Safety Officer (RSO), and the Biosafety Officer via email within five (5) business days of receiving notice of a departure.

The chair or director of the responsible unit is responsible for overseeing all activities of retiring (emeritus) faculty to ensure compliance with this policy (see Faculty Manual, section III.H.4).

4.1.a   Departure Notice Form

The responsible individual must complete a Departure Notice form and send to the RSO, EHS, and the campus space management committee, as per UPPM 20.20, within five business days of receiving notice of a departure.

4.2     Disposal of Materials

Prior to vacating an area, the departing employee must ensure the removal of all hazardous chemicals, radioactive materials, DEA controlled substances, biohazardous materials, or radiation machines and related laboratory equipment, supplies, products, and materials such as:

  • Apparatuses;
  • Gas cylinders;
  • Chemical, biological, medical, and radiological waste containers;
  • Sharps containers and sharps (e.g., needles, razor blades);
  • Trash;
  • Absorbent materials; and
  • Any other miscellaneous laboratory or shop materials.

For specific disposal procedures and requirements, see the following policies:

If the departing employee is unavailable, the responsible unit must ensure that another responsible individual completes the above steps by no later than 30 days after the departing employee’s last day of employment with WSU. If a responsible unit wishes to retain materials subject to this policy, this must be documented in a written transfer agreement in which the unit assumes all responsibility for the materials. All such agreements are subject to approval by EHS, the RSP and/or the Biosafety Officer.

Spaces must not be released to Facilities Services or new occupants until the materials have been appropriately removed.

4.3     Maintenance and Cleaning

The responsible unit must ensure the departing employee completes all required cleaning, decontamination, and hazard removal activities prior to the departing employee’s last day of employment with WSU. Decontamination means no further cleaning is necessary before space can be reoccupied

At a minimum, the departing employee must complete the following steps, as applicable, prior to departure:

  • Remove all materials and residues including all visible residues, standing liquids, loose particulate materials, and waste;
  • Ensure no hazardous materials remain in workspaces, equipment, or storage areas;
  • Perform laboratory radiation surveys in accordance with RSP requirements if radioactive materials or radiation-producing equipment are present;
  • Decontaminate surfaces and equipment including work surfaces, benches, floors, fume hoods, biological safety cabinets, local exhaust enclosures, cabinets, drawers, refrigerators, and freezers;
  • Use appropriate cleaning agents such as mild detergents (e.g., soap and water) for general cleaning, approved disinfectants for biological materials, and acid/alkaline neutralizers (e.g., sodium bicarbonate or citric acid) for acid or caustic spill areas;
  • Follow laboratory Standard Operating Procedures (SOPs); and
  • Comply with Chemical Hygiene Plan requirements.

If the departing employee is unavailable, the responsible unit must ensure that another responsible individual completes the above steps by no later than 30 days after the departing employee’s last day of employment with WSU.

4.4    Decontamination

The responsible individual must coordinate with the Biosafety Officer, EHS, or the Radiation Safety Program (RSP) to complete decontamination activities. All associated costs are the responsibility of the department, unless otherwise designated.

Biosafety cabinets (BSCs) and BSL‑3 laboratories require decontamination. BSC filter bag-out or disinfection expenses may be billable to the laboratory or department. Contact the Biosafety Officer at 509-335-1585 for assistance.

The responsible individual removes the laboratory safety sign from the plexiglass holder at the entrance to the laboratory. The RSP removes radioactive materials signage and stickers from the door area. The Biosafety Officer removes biosafety signs and stickers from the door area.

Responsible units must ensure decontamination activities are completed, including decontamination of department-owned or -used equipment, prior to the departing employee’s last day onsite.

4.4.a  Limited Access Items

If contamination access is limited for certain items (e.g., ductwork, drain traps, vacuum lines, or embedded systems), the responsible individual must identify and document these conditions on the Area Evaluation/Release form. EHS, the Biosafety Officer, and/or the RSP must be consulted for further evaluation and required actions.

4.5     Transfer and Surplus

Equipment must be certified as clean prior to being relocated, transferred, or taken to surplus. Required documentation includes:

Equipment that is not certified as clean may not be transferred or taken to surplus without documented contamination disclosure to the recipient and approval, which must be coordinated with EHS and/or the RSP.

4.6     Laboratory Closure      

If the laboratory is terminating teaching or research operations, the responsible individual must ensure the Chemical Hygiene Plan, chemical inventories, and training records are transferred to the department administrator upon termination and/or prior to the departing employee’s last day of employment.

5.0    Additional Requirements for Radiation User Departures

5.1      RSP Notification

An authorized radiation user must notify the RSP in writing of their intent to terminate or suspend their authorization to use radioactive materials or radiation‑producing equipment 30 days prior to departure or absence.

5.2     Radioactive Material Management

Prior to the authorized user’s last day onsite or prior to the start of an extended absence, the authorized user or other responsible individual must ensure that all radioactive materials, waste, and radiation producing equipment are properly managed through one or more of the following actions:

  • Transfer to a different authorized user in accordance with SPPM Chapter 9 requirements. Note: This requires prior approval from the RSO;
  • Collected or secured by the RSP; or
  • Disposed of in accordance with applicable radioactive waste management procedures.

5.3     Radiation Surveys

If radioactive materials or radiation-producing equipment are present, the authorized user or other responsible individual must perform laboratory radiation surveys in accordance with RSP requirements.

When applicable, the RSP performs the necessary confirmatory surveys and ensures that a copy of the confirmatory survey is either placed on each piece of equipment that is to be released for unrestricted use or can be requested from the RSP.

Survey results must demonstrate that contamination levels meet regulatory and University release criteria. These surveys are supported by the RSP referencing Washington Department of Health broad scope license requirements (see WAC 246-235-090).

5.4     Transfer of Radioactive or Hazardous Materials

The transfer of radioactive or hazardous materials requires approval from the RSO prior to the authorized user vacating the space and must be documented in a written transfer agreement in which the transferee assumes all responsibility for the materials.

Laboratory spaces, equipment, and materials must not be released for reassignment, renovation, or occupancy until all radiation safety requirements have been verified and approved by the RSP, as applicable.

Unused radioactive materials or radiation producing equipment must not be abandoned, left unsecured, or transferred informally and may be reassigned, collected, or otherwise managed by the RSP at the discretion of the RSO.

5.5     Exception for Sources of Ionizing Radiation

An authorized user of radioactive materials or radiation machines who plans to be away from WSU for more than 90 days (e.g., sabbatical), but who plans to return, may transfer responsibility for the management of their radioactive materials, procedures, equipment, and facilities to another authorized user.

Authorized users must arrange transfer of responsibility to a surrogate user at least 30 calendar days prior to departure. That individual acts as a surrogate user and acts on behalf of the authorized user and the department.

The surrogate user is responsible to the RSO for the radiation safety aspects of the transferred authorization. The department appointing authority or their designee must approve and submit written notice of the transfer of authority to the RSO. The responsible appointing authority is usually the area administrator (e.g., dean).

6.0    Final Evaluation / Release

The departing employee’s appointing authority or designee completes final evaluation of an area prior to releasing it to Facilities Services or new occupants. The following requirements are included in the final evaluation:

  • Chemical, physical, biological, and radiological hazards are removed;
  • All required cleaning and decontamination activities are complete;
  • No visible contamination or unsecured hazardous materials remain;
  • Applicable inspections or surveys have been completed and documented; and
  • All required forms have been submitted and approved.

Documentation must include:

  • Completed Area Evaluation/Release form;
  • Identification of any residual or inaccessible hazards; and
  • Confirmation of required surveys or inspections (if applicable).

The appointing authority or designee must:

  • Complete an Area Evaluation/Release form, identifying any inaccessible and potentially contaminated items;
    • Post a copy of the completed form at the entrance to the area; and
  • Submit copies of the completed form to EHS (mail code 1172), the RSO (mail code 1143), and the campus space management committee (see UPPM 20.20).

The appointing authority may contact EHS and/or the RSO with questions in support of final area evaluations.

7.0    Compliance and Enforcement

University personnel must comply with the requirements of this policy to ensure safe and lawful management of hazardous materials and to protect University personnel, facilities, and the environment. Noncompliance with this policy will be subject to review by applicable University offices, including EHS, the RSP, and institutional leadership, to ensure adherence to University requirements and applicable laws and regulations. Failure to comply with this policy will result in corrective action and the assignment of associated costs, as described below.

Responsible units are assigned all costs associated with the improper management, removal, or disposal of hazardous materials. This includes, but is not limited to:

  • Collection, treatment, and disposal of hazardous, radioactive, or biohazardous materials;
  • Decontamination of facilities, equipment, or infrastructure; and
  • Services performed by EHS, the RSP, the Biosafety Officer, or external contractors.

If a responsible individual or responsible unit fails to complete required actions under this policy, the University will take corrective actions necessary to achieve compliance and assign costs to the responsible unit, including:

  • Removal or cleanup of materials by EHS, RSP, or other authorized personnel;
  • Securing or restricting access to affected spaces; and
  • Delaying space reassignment, renovation, or occupancy.

The University reserves the right to assess costs of required actions to the responsible unit or freeze or set aside unit funds to cover cleanup costs. The University also may restrict or suspend activities involving hazardous materials when conditions present a risk to health, safety, or regulatory compliance, including limiting access to laboratories or work areas, suspending use or authorization of hazardous materials or radiation‑producing equipment, and/or requiring additional oversight or corrective measures (see UPPM 10.70).

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Revisions:  Sept. 2026 (Rev. 658); Jan. 2021 (Rev. 560); April 2006 (Rev. 277); Aug. 1993 – new policy (Rev. 92).