Lab Manager FAQs

TOPICS

UCSF Lab Resource Group 

How do I join the UCSF Lab Manager Group listserv? 
  • Send a one-line email with no subject to [email protected]
  • In the body of the email write: subscribe LABMNGRGROUP firstname lastname
    • firstname lastname are your first and last names. 
    • Delete all other content from the body of the message. 
  • The listserv server will pull your email address from the 'FROM' field of your email.
  • You then should receive a confirmation request email to confirm your intention to subscribe to the listserv. Upon confirming your subscription, you will receive a welcome and acceptance message stating that your subscription request has been approved.
  • If you have problems, contact the Listserv Administrators: Dana Smith: [email protected] or Morgan Diolaiti: [email protected]
How can I join the Lab Manager's Steering Committee (LMSC)?

To join the Lab Resource Group’s working group or leadership team, contact the LMSC Chairs, Lia Banie at [email protected] and Emanuela Zacco at [email protected]. Committee meetings are held every two months.

 

Lab Safety

I'm a new lab member. What safety training do I need to take, and how do I get PPE?

Safety Training

  1. ALL employees will need to take the following courses on the UC Learning Center found on MyAccess)
    1. Training Overview & Requirements can be found HERE
    2. General Laboratory Safety: Laboratory Safety for Researchers
    3. Safety and Security Training
    4. Biosafety Training
    5. Bloodborne Pathogen Training
    6. Working with Particularly Hazardous Chemicals * (optional)
      1. Carcinogen training (only if you work with any hazardous chemicals, including Formaldehyde, Paraformaldehyde, and Formalin, Chloroform, Dichloromethane, Formamide, Crystal Violet, Trypan Blue, β-Estradiol, IPTG)
      2. Read Control Banded Chemical SOPs and sign to verify that you understand the risks of working with these chemicals.
      3. *Make sure to read the Safety Datasheet (SDS) before you start working with any chemical in the lab.
    7. Radiation Safety (optional)
      1. Radiation safety for radioactive materials 
    8. Using Controlled Substances (optional)
      1. Controlled Substance training
      2. Sign Information on Authorized User of Controlled Substances
    9. Safe Shipping (optional)
    10. Working with human blood and human tissue (optional)
      1. Hepatitis B Consent/Declination form (only if you work with human blood and human tissues)
  2. Have your PI or Lab Manager add your name to all applicable Biological Use Authorizations (BUA), Controlled Substances Use Authorizations (CSA), and Radiation Use Authorization (RUA).
  3. Add your name to your PI’s Lab Hazard Assessment (LHAT) roster, certify that you are aware of all of the hazards in your lab.
  4. Obtain your PPE: https://chemcentral.ucsf.edu/lab-coat-safety-eyewear-distribution
Who is my EH&S contact person?
Where do I pick up my PPE?
How do I report a hazard or employee injury?

Information on how to deal with emergencies and how to report them can be found at 

https://hr.ucsf.edu/benefits/workers-compensation/employee-incident-protocol

The Exposure Hotline operates 24 hours a day to provide emergency care for acute exposures.

Call the Exposure Hotline Pager at 415-353-7842 (STIC). Calls will be answered by a live operator who will connect you with the Exposure Hotline clinician.

Workplace Injury Reporting is found at HERE.

Chemicals

How do I dispose of lab waste?
What chemicals can be put down the drain safely?
I need a chemical right now! Where can I buy chemicals on campus?

Visit the Chem Central Stockrooms: https://chemcentral.ucsf.edu/stockrooms

In addition, Chemical Inventories are linked to each other on the UC Chemical website. You may be able to reach out to a lab to ask if you can borrow a chemical until yours arrives.

Purchasing & Reimbursements

How do I buy good/services and get help with BearBuy purchasing issues?
How do I request a Purchase Order (P.O.)?

Go to https://myaccess.ucsf.edu page and click the BearBuy link. Quick Reference Guides and webinars for learning how to use the BearBuy procure-to-pay system can be found at https://supplychain.ucsf.edu/bearbuy-faqs

Briefly, there are three different ways of shopping:

(1) Shopping with Hosted Catalogs: containing thousands of items from preferred suppliers at University-specific pricing.

(2) Punch-outs: connecting to the supplier’s website containing contract pricing; however, the checkout will result in the products returned to BearBuy and added to the active cart.

(3) Forms, including Non-Catalog, Amount-based PO (blanket), and Payment Request.

Shopping carts need to be assigned and approved by Finance to generate and finally send the PO to the Vendor.

Additional information may be found here: https://supplychain.ucsf.edu/buying 

How do I create a Purchase Order over $10,000?

The links below provide references to help simplify and expedite approval of purchase requisitions over $10,000, which must be reviewed by SCM Procurement. When possible, sourcing items from these suppliers reduces the information required to create a requisition and streamlines the Buyer review process for generating a purchase order (PO). These suppliers hold competitively bid, systemwide agreements with the University of California, so no additional justification is needed when submitting your requisition.

Life Science Agreements: https://www.ucop.edu/procurement-services/for-ucstaff/systemwide-contract-lists/life-sciences-agreements.html

How do I submit a reimbursement request?

Go to https://myaccess.ucsf.edu page and click the MyExpense link. Select New → Start a Report. Fill in the requested information (Report Name, Policy, Business Purpose, Business Unit, Department ID, Expense Type are mandatory fields) and submit the Report.

For more information, click HERE. 

IT Services

How do I request a new internet line/repair a phone line, help with MyAccess, Drupal website, Computer software and Hardware Issues, etc.?

Sustainability

How can I contribute to Sustainability efforts at UCSF? 

Take part in UCSF’s lab sustainability efforts by participating in ULT Freezer rebate programs to upgrade to ENERGY STAR–certified freezers and equipment. You can help minimize lab waste by joining plastic, e-waste, and Styrofoam recycling initiatives. Contact [email protected] or visit HERE for more information. 

Labs are also encouraged to reduce energy use and water consumption whenever possible. In addition, UCSF Sustainability offers free services such as power strips, timer installations, and freezer brushes; email [email protected].

Other ways to reduce energy in your lab:

  • Set your -80°C freezer to -70°C
  • Defrost your freezers frequently
  • Shut the sash on your fume hood when not in use
  • Turn off or unplug equipment when not in use
How can I recognize my lab for going green and our sustainability efforts?

Orders, Deliveries, & Shipping 

How do I order gas cylinders and liquid nitrogen (LN2) tanks?
What do I do if I have a large piece of equipment that I need to have delivered?
What is the UCSF package delivery program?
What is the difference between Industry Contracts Division (ICD) and Office of Technology Management OTM for agreements?

The Industry Contracts Division (ICD) handles all incoming materials, outgoing human materials (i.e. blood, tissue, resected tumors, etc.), and all incoming/outgoing data. More information HERE. 

For outgoing non-human material transfers (i.e. mice, modified cell lines, reagents, etc.), please refer to the Office of Technology Management (OTM) website.

How do I ship internationally? 

International shipments for which UCSF is the exporter of record must be pre-reviewed by the Export Control Officer to ensure (1) no controlled technologies or items requiring a license are being sent out of the country without authorization; and (2) UCSF is not engaging with individuals or entities that appear on any U.S. Government restricted party list.

For instructions, please see HERE. 

Equipment

How do I surplus equipment?
Who should I contact to have lab equipment repaired and serviced?