1. Environment, Health & Safety 2014-2015 Annual Report

2. To support the University’s mission through services, partnership, guidance and education to promote health, safety, protection of the environment, and regulatory compliance. Contents 1Welcome to EHS! 2Progress 3Priorities 4Elsewhere in the Community 52015: The Year Ahead 6Where to Find Us The EHS Mandate

3. 2014 was a year for redefining EHS structure and services. After an internal reorganization early on, we identified five priority areas for 2014: Personal Protective Equipment (PPE) Environment, Health & Safety Committees Hazard Management Incident Reporting, and Client Outreach

4. In September, we launched the PPE initiative, setting minimum PPE requirements in campus laboratories. With compliance inspections underway, we committed to developing an online hazard assessment tool for the University and beyond. To equip our clients with hazard management resources, we also implemented the first of a series of health and safety committees designed to address health & safety needs by unit. In 2014, we also took steps to improve our interface with clients. We refined and began testing an electronic tool intended to ease and encourage incident reporting; and debuted a client outreach directive -- transitioning to a more user-friendly website, launching a Twitter account, and handing out safety glasses, mugs, magnets, and more! Rob Munro, EHS Director So what’s next for us in 2015? With an emphasis on progress and priorities, education and collaboration, EHS will continue to advance environment, health & safety campus-wide.

5. GoalOutcome Continue Environment, Health and Safety Management System (EHSMS) development & implementation Environment, Health & Safety Policy approved May 2014 Vetting of Assignment of Accountabilities underway; expected completion Sept 2015 Finalize SharePoint site for EHSMS document collaboration SharePoint site developed Evaluating its potential as collaborative tool Finalize & launch incident reporting portalPilot testing underway Partnered with Technology Training Centre to finalize tool; expected Dec 2015 Finalize design and development of departmental database Design and requirements document complete Nov 2014 Database proposal submitted; if approved, new database expected Dec 2015 Apply for Medical Isotope Cyclotron Facility (MICF) operating license; bring facility to full production mode License issued June 2014 EHS regulatory role in place; Alberta Health Services to determine production schedule Submit decommissioning license application for SLOWPOKE facility “Intent to decommission” submitted Sept 2014 Preliminary decommissioning plan expected July 2015 2014: Progress… Achieved In Progress

6. GoalOutcome Complete certification and activation of Canadian Foundation for Innovation (CFI) research facility Certified Aug 2014 Research began Nov 2014 Assist in recertification of Centre for Prions and Protein Folding Diseases (CPPFD) prion laboratories Recertified Feb 2015 Standardize EHS hazard inspection process; begin lab inspections Standardized laboratory inspection began April 2014 837 spaces inspected vs. 491 in 2013 Proceed with field work for reclamation of Ellerslie site Drilling underway to determine extent of contamination/provide soil for remediation experiments Develop online hazard assessment toolPartnership in place with Alberta Association for Safety Partnerships (AASP) April 2015 Expected completion Q3 2016 2014: Progress…

7. GoalOutcome Develop biohazard laboratory licensing system as per Public Health Agency of Canada (PHAC) requirements In progress with implementation by Dec 2015 Transition to Core Services modelNearly complete – still transitioning some health programs and lab close out process Trial chemical inventory tool in Department of Chemistry Stores module in place Inventory module demo underway Implement education and enforcement program on use of PPE Initiative launched Sept 2014 225 labs inspected 68% PPE compliant -- goal of 100% Compliance rate steadily increasing Launch Active Shooter video (collaboration with other Alberta post-secondary institutions and EPS) Launched May 2014 Screened locally, nationally, internationally Winner: Chris Statuette Award/Columbus International Film Festival, Remi Awards/WorldFest Finalist: AMPIA Awards Nominated: Alberta Film & Television Awards 2014: Progress…

8. Personal Protective Equipment (PPE) Initiative In response to incidents in campus laboratories With support from provost and deans To comply with Part 18 of the Alberta Occupational Health & Safety Code: – Employers must ensure workers wear appropriate PPE and are trained to use it correctly GOAL: 100 percent compliance in appropriate use of PPE in university teaching and research labs and a shift in “safety culture” …and Priorities

9. April to August 2014 Formed PPE Advisory Group with representation campus-wide Revised website: Described steps to meet PPE requirements Defined basic PPE needs Added FAQs based on feedback Received support from Deans’ Council Hosted two PPE Town Halls to introduce PPE Initiative September to December 2014 Launched PPE Initiative Conducted 225 unannounced PPE laboratory inspections Distributed 700 posters/1200 door hangers Priorities: PPE

10. Outcome and next steps Goal: 100% Compliance

11. Why client outreach? To build relationships on campus To enable clients to access EHS tools and resources easily To enhance EHS visibility on campus Priorities: Client Outreach

12. Added button to website Responded to 114 requests for information Transitioned to electronic health screening forms (fit-testing, HBV immunization) Processed 200 HBV immunization requests and 78 respirator health screening forms Launched Twitter account October 2014 Web redesign underway Web Changes Priorities: Client Outreach

13. EHS in the community: U of A Faculty and Staff Orientation “Shooter on Campus” screenings: CUSA 2014 AEFFA (AB Education Facilities Administrators Association) 2014 AEHSA (AB Education Health & Safety Association) 2014 Safety Week Get Ready in the Park – Hawrelak Park Risk Management Symposium Handed out more than 4500 safety glasses, 300 mugs, 2000 magnets, and more! Priorities: Client Outreach

14. Why hazard management? According to Alberta legislation (Occupational Health & Safety Code 2009), an employer must: – Assess a work site and identify hazards before work begins – Prepare a report of hazards identified and proposed control methods – Involve affected workers in the hazard assessment – Repeat the assessment regularly or as processes change In 2014, EHS applied for and received $295 000 from a “Creative Sentencing” verdict to establish an online hazard assessment tool What’s next? Finalized partnership agreement with AASP in April 2015 Established post secondary advisory group Estimated completion date for hazard assessment tool: Q3 2016 Nicholas Ryan was a 28-year old oilfield worker killed on the job in 2010. The subsequent “Creative Sentencing” verdict was intended to help educate students about hazard management. Priorities: Hazard Management

15. 266 incidents reported in 2014 Trends Winter: 24 slips/trips/falls Spring/summer: five ATV incidents Priorities: Incident Reporting

16. Key incidents: 2014OutcomeRecommendations Stainless steel micro reactor rupture1 st and 2 nd degree burnsImprovements to: Hazard assessments Equipment inspections Worker training Incident reporting Fall from cliff: field researchMajor injury ATV incidentsMinor injuries – high potential

17. Actual number of incidents on campus: ? 266 reported incidents on campus Why online incident reporting? Easier reporting Effective data analysis Input into hazard management Identifies learning opportunities Priorities: Incident Reporting It is likely that environment, health & safety incidents on campus are significantly underreported “An important element of a strong culture is establishing a system for reporting and investigating incidents, identifying direct and root causes and implementing corrective actions” – American Chemical Society

18. To improve likelihood of incident reporting, EHS is transitioning to an online reporting tool. New reporting tool: Represents collaboration between incident reporter, supervisor, and EHS Emphasizes corrective actions & opportunities for improvement Expected launch Dec 2015 Priorities: Incident Reporting

19. Why EHS committees? To help implement environment, health & safety initiatives across campus To encourage collaborative approaches to hazard assessment and mitigation Progress & Plans Finalized committee resources, training materials Launched Senior Administrators’ Committee in early 2015; next will be unit committees (faculty or portfolio) across campus EHS currently consults with the following unit-specific environment, health & safety committees: Agri-Food Discovery Place (ALES) TEC Edmonton Field Research Office Priorities: Environment, Health & Safety Committees Drama (Arts) Engineering Chemistry

20. Regulatory Oversight Hosted site inspections by PHAC and Canadian Nuclear Safety Commission Assisted in federal certification of multi-million dollar CFI CL-3 research facility (Aug 2014); space operational in Nov 2014 Submitted annual recertification report for prion research facilities (supporting 60 research personnel); approved in Feb 2015 Conducted 30 compliance inspections of radionuclide laboratories Facilitated 84 requests for assistance acquisition of biological materials: – Conducted 37 laboratory compliance inspections – Assisted in preparation of application for 44 compliance letters and 39 import permits Elsewhere in the Community: Regulatory Oversight

21. Elsewhere in the Community: E-Learning E-Learning Course Completions 7100 course completions in 2014 Also in 2014: Hired new E-Learning Coordinator E-Learning Planned for 2015: ATV Safety Engineering orientation MICF orientation Integration of Global Harmonization System (GHS) information Concepts in Biosafety (update)

22. Number of completions/course “…designed to fit the needs of University personnel” Course feedback, 2014 Elsewhere in the Community: E-Learning

23. Conducted fire extinguisher simulator training across campus Lead development of award-winning active shooter video in collaboration with other Albertan post-secondary institutions and EPS Worked with several units and services on campus to support preparedness in emergencies (severe weather, workplace violence) Established new Emergency Operations Centre (EOC); Conducted monthly EOC training Coordinated – Two first responder training sessions – Four section chief tabletop exercises – Crisis Management Training (CMT) on North Campus and at Augustana Elsewhere in the Community: Training -- OEM Training available by request

24. Elsewhere in the Community: Training – In Classroom Provided “in classroom” training for work with the following:

25. Elsewhere in the Community: Hazardous Waste Pickup & Processing 71,000 L liquid waste 13,000 kg solid waste 28,500 kg bio waste ++

26. Tested: – 492 biosafety cabinets – 94 level 3 HEPA filters – 6 CAMFIL filter tests – 9 IIB2 biosafety cabinets – 1472 fumehoods (coordinated by Facilities & Operations) Decontaminated: – Entire Glaxo CL-3 facility using innovative vaporous hydrogen peroxide technology – 24 biosafety cabinets Coordinated installation of 20 AEDs across campus Elsewhere in the Community: Equipment Testing, Registration & Maintenance Inspected/registered approximately 100 designated radiation devices (X-rays & lasers) Conducted tests of emergency notification and “U of A Alerts” systems

27. Research Review Issued 389 letters of biohazards approval for release of grant funds and to support ethics applications (5.9 day turn around time) Issued 55 chemical hazard approvals to support ethics applications Assisted with 62 pathogen import permits & compliance letters Facilitated annual update of ~ 500 registries for researchers that work with biohazardous materials on campus Laboratory Inspection & Signage Began comprehensive hazard inspections in April 2014 Inspected 837 research spaces belonging to 229 researchers Posted or modified 330 hazard signs Elsewhere in the Community: Research Support There are currently 1300 hazard signs on campus Order a sign at www.ehs.ualberta.ca

28. Audiometric Testing Legislated by Section 16 of the Alberta Occupational Health & Safety Code Conducted approximately 350 hearing tests/made hearing protection recommendations; majority from Facilities & Operations Elsewhere in the Community: Other Activities Respirator fit-testing Conducted 155 respirator fit- tests & provided training on respirator use and maintenance Enhanced Biocontainment Facilities Provided orientations & facilitated health assessments for 16 workers in high containment facilities

29. New focuses/priorities: Advance Ellerslie remediation process Support MICF through commissioning and operation phases Develop online hazard management tool Address operational continuity audit findings Comply with new biosafety regulatory requirements Establish new EHS committees in high risk faculties Develop health and safety training for all supervisors Meet new Alberta OHS code requirements Address issues identified in EHS client survey 2015: The Year Ahead

30. www.ehs.ualberta.ca ehs.info@ualberta.ca Department of Environment, Health & Safety 3107 Research Transition Facility University of Alberta Twitter: @UofA_EHS SubscribeSubscribe to Risk@UAlberta (Risk Management Services online newsletter) Where to Find Us