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Hazard Control Plan

Learn how to use the Hazard Control Plan Application.

The Hazard Control Plan Application is a Web-based tool provisioned with Hazard Control Plans (HCPs) for work with hazardous chemicals, equipment, or processes. At UC San Diego a hazard control plan is a standard operating procedure.

Requirement for researchers

UC San Diego requires investigators to log into the Hazard Control Plan Application to create HCPs for work with hazardous chemicals, equipment, and processes.

Principal Investigators will use this application to:

  • Determine what HCPs are required in their laboratories and then adopt those HCPs.
  • Provide detailed instructions on how to safely work with the chemicals, equipment, or processes.
  • Assign lab personnel to each Hazard Control Plan.
  • Serve as the repository for all of their HCPs.

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Maintaining Your Personnel List

The Hazard Control Plan Application is only as accurate as the personnel list for your lab. You need to keep your personnel list as accurate as possible.

  1. Click the My Profiles tab on the toolbar at the top of the page.
  2. Click Lab Personnel on the drop down.
  3. If you do not see all of your lab personnel listed, add the missing names.
  4. Click the Search button at the bottom of the page.
  5. The 'People Search' box will open. Enter the first and last name of the person and click ‘search’.
  6. When your Lab Personnel list is complete, assign an appropriate Hazard Control Plan to each employee.

Note: If you have difficulty finding personnel using the search feature please contact your RAP specialist.

Need help with the Hazard Control Plan Application?

Access the Application from My Research Safety

Follow these steps:

  1. Go to the My Research Safety portal.
  2. Click the Hazard Control Plans (HCPs) tile.
  3. Log in through Single Sign-On to open the application.

Note: The Hazard Control Plan Application is on the My Research Safety* Web portal and is operated and maintained by Environment, Health & Safety (EH&S). You must have a UCSD Business Systems (sometimes referred to as Single Sign-On) username and password to access the application.

See How to Get Access to UCSD Business Systems for simple instructions. Contact your departmental security administrator (DSA) if you need assistance.

Need help with the Hazard Control Plan Application?

Hazard Control Plan templates

Hazard Control Plan (HCP) templates are essentially safety SOPS and are available for all chemical hazards as well as various pieces of equipment and laboratory processes. These templates are drafted by EH&S safety professionals and are vetted either by researchers, or other EH&S safety professionals for accuracy and applicability.

Principal Investigators are required to adopt these templates for everything that applies to their research and are responsible for ensuring their lab-specific HCP will provide a safe working environment. For help in drafting your HCP review the Hazard Control Plan Resources page.

Every template has core template language in various sections throughout the document. These core template sections are uneditable and must not be modified or weakened by research staff in their finished documents. In every template, there are links to other resources that must be followed.

Core HCP template sections:

  • Opening header.
  • The name of the template. This section contains general information about the chemical, equipment or process.
  • Required Training/Approvals. This section contains specific training and approval requirements.
  • Administrative Controls. This section contains critical administrative controls to help manage or eliminate the risk prior to performing research activity.
  • Engineering Controls. This section contains important measures you need to take to manage the risks of possible exposure prior to performing research activity.
  • Personal Protective Equipment. This section describes what personal protective equipment (PPE) is required to safely perform your research.
  • Handling/Storage/Purchasing. This section describes important measures that need to take place in the laboratory to ensure the safety of research staff.
  • Spill Response. This section describes what do in the event of a spill.
  • Exposure Response. This section describes what to do in the event of an exposure or injury.
  • Hazardous Waste Disposal. This section will help you manage the hazardous waste aspects of your research.
  • References and Resources. This section provides some useful references and resources for this specific hazard control plan.

Each adopted template also contains two editable fields that are for the labs to complete. These fields must be completed before the PI can approve the HCP.

Editable sections

  • Summary section - A short summary on why or how you are using this material, equipment, or process.
  • Lab Specific Instruction section - This section is an ideal way to communicate safety requirements pertaining to every HCP. The overall goal is to provide risk management strategies to all of your HCPs. Provide detailed instructions on how to safely work with the chemicals, equipment, or processes by considering the actual details of your research protocol and any other aspects of the specific nature of your research. Consider the following when populating this field: quantities, concentrations, conditions of use, unusual or dangerous characteristics, PI restrictions, where it will be used, scale-up restrictions and physical process highlights such as heating, pressure, cooling, etc. It is the PIs responsibility to provide sufficient instructions in each HCP to ensure safe research activity within their lab. NOTE: Please do not copy existing core template material in this section.

There are two categories of Hazard Control Plan templates – CSSC Approved and EHS Reviewed: This distinction is not an important feature for the researcher but simply clarifies the two types of HCPs.

  1. CSSC Approved Hazard Control Plans

These templates are approved by UC San Diego's Chemical Safety & Surveillance Committee (CSSC) for work with materials identified as high hazard chemicals. If your lab uses any of these chemicals then you are required to use the chemical-specific Hazard Control Plan. (e.g., arsine, phosphine, trifluoroacetic acid, sodium cyanide etc. See the "High Hazard Chemical List" below.)

  1. EH&S Reviewed Hazard Control Plans

These are Hazard Control Plan templates for work with thousands of other hazardous chemicals, equipment, and processes. The chemicals are grouped by hazard classification. (e.g.,  pyrophoric, strong corrosives, water reactive materials, acutely toxic materials etc.)

Determine What Hazard Control Plans You Need

There are multiple ways to determine what Hazard Control Plans (HCPs) you need for your lab:

  • Chemical Evaluator - This was developed to help laboratories quickly determine what chemical related HCPs were required for their laboratory. It does not evaluate against equipment or processes HCPs.
  • Lab created individual HCP - When laboratory staff determines that they have a hazardous chemical, equipment, or process that requires an HCP.
  • EH&S audit - During an audit it may be determined that the laboratory needs to complete an HCP.

Chemical Evaluator

The Chemical evaluator is an essential way to quickly determine what chemical related HCPs you need for your laboratory. It only takes a few seconds to evaluate your inventory and help you determine what HCPs are required.

  1. Roll your mouse over the Chemical Evaluator tab at the top of the toolbar.
  2. Click on Compare Current Inventory. This will compare the chemical inventory for the laboratory.
  3. Select PI. Within seconds you will get results that will list the Chemical Name, CAS number, Required HCP, and what Action is required.
    1. Chemical Name – The chemical name in the EH&S chemical inventory system.
    2. CAS RN – The Chemical Abstract Number Registration.
    3. Required HCP – The assigned HCP for that chemical.
    4. Action – The actions that are available:
      1. Create HCP – Click ‘Create HCP’ if you see this action for any chemical. That will create that specific HCP. Once created the HCP will need to be completed before it is approved by the PI.
      2. View HCP – Displays an HCP that has already been created. It can be found by clicking on the My HCP tab in the top toolbar. 
      3. Add to HCP – Adds the chemical to the chemical list of an HCP.

Lab Created Individual HCP

There are two ways to create an individual HCP.

  1. Click the My HCP tab. 
  2. Click the Create HCP button. 
  3. Choose the Principal Investigator from the left drop down.
  4. Choose the HCP Template from the right drop down.
  5. Click on Create.
  6. Your HCP is now in draft and viewable under My HCPs.

Or

  1. Click the HCPTemplates 
  2. Click the radio button to the left of the template you are interested.
  3. Scroll to the bottom of the page and click Create Lab HCP
  4. Select your PI in the left drop down.
  5. Click on Create.

Your HCP is now in draft and viewable under My HCPs.

Complete your Lab Personnel list

Every laboratory HCP has three steps that must be completed before the PI can approve the HCP.

  • Step 1: Project Summary/Lab Specific Instructions
  • Step 2: HCP Laboratory Personnel
  • Step 3: Current Chemical List

Each HCP template has two editable fields (Project Summary section and Lab Specific Instruction section) for the researcher to complete. These two sections MUST be completed and approved by the PI for the HCP to be considered complete. If the PI attempts to approve the HCP before these fields are populated the PI will get a pop-up error indicating that the HCP cannot be approved until each one of these two sections is complete.

Note:  You must save your work or it will be lost! Also, there is a small triangle in the lower right corner of the editable field. If you click on it you can drag open the editable field to enlarge your working area.

  1. Click the My HCP tab. 
  2. Click the HCP that you are interested in completing. 
  3. Complete Step 1:  Project Summary/ Lab Specific Instruction.
    1. Project Summary –
      1. Click on Step 1 and the drawer will open.
      2. Click on the pencil tool and the editable field will open.
      3. Enter your Project Summary content. Provide a short summary of how the material(s) will be used.
      4. Click on Save Project Summary when you are done. If you do not save your work it will be lost.
    2. Lab Specific Instructions –
      1. Click on Step 1 and the drawer will open.
      2. Click on the pencil tool and the editable field will open.
      3. Enter your Lab Specific Instructions content. This section is an ideal way to communicate safety requirements pertaining to every HCP. The overall goal is to provide risk management strategies to all of your HCPs. Provide detailed instructions on how to safely work with the chemicals, equipment, or processes by considering the actual details of your research protocol and any other aspects of the specific nature of your research. Consider the following when populating this field: quantities, concentrations, conditions of use, unusual or dangerous characteristics, PI restrictions, where it will be used, scale-up restrictions and physical process highlights such as heating, pressure, cooling, etc. It is the PIs responsibility to provide sufficient instructions in each HCP to ensure safe research activity within their lab. NOTE: Please do not copy existing core template material in this section.
      4. Click on Save Laboratory Instructions when you are done. If you do not save your work it will be lost.
  4. Complete Step 2:  HCP Laboratory Personnel. Associating lab personnel with pertinent Hazard Control Plans is critical to ensure effective communication between the PI and lab research staff. IMPORTANT: Your lab roster must be up to date before you try to complete Step 2 listed above.
    1. Click on Step 2 and the drawer will open.
    2. Check the current list of personnel assigned to the HCP.
    3. Click the + Add Lab Personnel to HCP link to add additional lab personnel to the HCP.
    4. Click box(es) in the Select column to the left of the name you are interested in adding. You may check the Select all box at the top of the column to add all personnel to the HCP.
    5. Click Add Select Personnel.
    6. If you do not see the name of the person in the list.
      1. Click on Search New Personnel.
      2. A new window will open. Enter first and last name of the individual you are looking for.
      3. Click on the radio button to the left of the person you are interested in adding to the HCP.
      4. Click Save HCP Personnel.
      5. Wait for the window to close. 
  5. Please be aware that Step 3 Can be completed using the Chemical Evaluator Tool as outlined in the “Determine What Hazard Control Plans You Need” section above. 
  6. Important – The PI must approve Hazard Control Plan assignments and lab personnel must acknowledge receipt of their assignment notification e-mail before beginning work with a hazardous chemical, equipment or process.

(Note: You may delete personnel from the HCP by clicking on the trash can icon to the far right of every name.) 

How to Assign Hazard Control Plans to Personnel

Important – The PI must approve Hazard Control Plan assignments and lab personnel must acknowledge receipt of their assignment notification e-mail before beginning work with a hazardous chemical.

Click either the 'CSSC HCPs'or 'All HCPs' tab at the top of the screen.

    • Note: CSSC Hazard Control Plans are required for chemical agents identified as high hazard by the CSSC. See the "High Hazard Chemicals List" section on this page.
  1. Select a Hazard Control Plan.
    • Note: An employee may have multiple HCP assignments if the lab has multiple hazardous chemicals in inventory. Repeat these steps to assign a different chemical Hazard Control Plan.
  2. Click the 'Create LAB HCP' button. The selected HCP chemical will be displayed.
  3. Press 'Create' to continue. Follow the arrows to assign personnel to the Hazard Control Plan.
  4. Have the PI press the 'Submit HCP' button (only the PI can do this) to approve the assignment.
    • E-mail notifications are automatically sent to the lab personnel you assign to this Hazard Control Plan.
  5. Confirm employees acknowledge their Hazard Control Plan assignments.

Read about the assignment/confirmation process:

When a Hazard Control Plan is assigned, your lab personnel receive a "Hazard Control Plan Acknowledgement Request" e-mail with the Hazard Control Plan attached.

  • Lab personnel must acknowledge their Hazard Control Plan assignment by clicking the 'Please click here to confirm' link in their e-mail notification.
  • Clicking the link logs the employee into CHUA where the employee acknowledges they have received and read their Hazard Control Plan assignment.
  • The PI and Lab Contact get an e-mail confirmation when an employee acknowledges a Hazard Control Plan assignment. Confirmation is also tracked in CHUA.
  • CHUA sends a monthly reminder e-mail to authorized personnel, the PI, and the Lab Contact when the Hazard Control Plan assignment is not acknowledged.

High Hazard Chemical List of HCPs

Chemical agents identified as high hazard chemicals by the UCSD Chemical Safety & Surveillance Committee require chemical specific HCPs. See the list below:

Chemical

CAS

1,3,5-Trinitrobenzene

99-35-4

1-methyl-4-phenyl-1,2,3,6-tetrahydropyridine

28289-54-5

Arsine

7784-42-1

Bromine

7726-95-6

Cadmium chloride

10108-64-2

Carbon disulfide

75-15-0

Carbon monoxide

630-08-0

Chlorine

7782-50-5

Cyanogen bromide

506-68-3

Diborane

19287-45-7

Fluorine

7782-41-4

Germanium tetrahydride

7782-65-2

Hydrofluoric acid

7664-39-3

Hydrogen cyanide

74-90-8

Hydrogen peroxide (30- 90%)

7722-84-1

Hydrogen selenide

7783-07-5

Inorganic Mercury compounds

Methyl isocyanate

624-83-9

Nickel carbonyl

13463-39-3

Nitric oxide

10102-43-9

Nitrogen Dioxide

10102-43-9

Nitroglycerine

55-63-0

Nitromethane

75-52-5

Organomercury compounds

Osmium tetroxide

20816-12-0

p-chloromercuribenzoate

138-85-2

p-hydroxymercuribenzoate

17689-59-7

Phosgene

75-44-5

Phosphine

7803-51-2

Phosphorous Oxychloride

10025-87-3

Potassium arsenate

7784-41-0

Potassium cyanide

151-50-8

Selenium hexafluoride

7783-79-1

Silane

7803-62-5

Sodium cyanide

143-33-9

Stibine

7803-52-3

Tellurium hexafluoride

7783-80-4

Tert-butyllithium

594-19-4

Tetramethyl ammonium hydroxide

75-59-2

Thallous sulfate

7446-18-6

Titanium (IV) chloride

7550-45-0

Trifluoroacetic acid

76-05-1

Hazardous Chemical Categories, Equipment, and Processes HCPs

Standard templates are available for these hazard classifications:

  • Acutely Toxic Materials
  • Animal Perfusion
  • Atomic Layer Deposition
  • Autoclave
  • Beryllium Compounds
  • Carcinogens
  • Centrifuge
  • Compressed Gas
  • Engineered Nanomaterial Category 1
  • Engineered Nanomaterial Category 2
  • Engineered Nanomaterial Category 3
  • Flame Sterilization
  • Flammable Class I
  • Flash Chromatography
  • Gel Electrophoresis
  • Glove Box
  • Health Hazard
  • Microtome
  • Organic Peroxides
  • Piranha Solution
  • Potentially Explosive Materials
  • Pyrophorics
  • RCA Cleaning Procedure NANO3
  • Reproductive Hazards
  • Rotary Evaporator
  • Sand Blasting
  • Schlenk Line
  • Soldering
  • Solvent Purification Systems
  • Sonicator
  • Strong Corrosives
  • Strong Oxidizers
  • Strong Reducing Agents
  • Volatile Anesthetics
  • Water Reactive Materials

Tag out chemicals not in use

"Tag out" chemicals to keep them in inventory for future use without having to write a SOP/HCP by attaching SOP Required sticker (PDF) to the container.

The SOP Required sticker signifies the chemical is "tagged out" and may not be used by anyone until these conditions are met:

  1. A Hazard Control Plan has been generated
  2. Research staff have been assigned to the Hazard Control Plan
  3. All individuals comply with and sign off on all aspects of the Hazard Control Plan prior to its use
  4. The PI approves and signs the Hazard Control Plan

Contact the Research Assistance Program specialist assigned to your area to request a supply of "SOP Required" stickers.

Regulations and policies

Guiding principles

(From Prudent Practices in the Laboratory)

The OSHA Laboratory Standard (29CFR 1910.1450) breeds a culture of safety consciousness, accountability, organization and education.

All faculty and research supervisors should note that a vital component of science/chemical education is teaching students how to identify the risks and hazards in a laboratory. Such education serves scientists well, and places them at a professional advantage, in their ultimate careers in government, industry, academe, and the health sciences.

Hazard Control Plans incorporate risk assessments, planning, and step-by-step safety protocols, which are all as much a part of scientific education as learning the theoretical background of an experiment. Nurturing basic attitudes and habits of prudent behavior is crucial so that safety is valued and becomes an internalized attitude, not just an external expectation driven by institutional rules.

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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/hcp