Regulations on Management of Laboratories

I. General regulations

1. Purpose and scope

1.1. Purpose

• Provide a comprehensive framework for safe practices in all university laboratories. It defines protocols for lab access, hazardous material handling, maintenance, and emergency response.
• Promote a safe working environment by defining responsibilities, outlines safety regulations, and providing common accident response guidelines, while also supports the fair and efficient use of institutional resources, including facilities, equipment, and supports staff for scheduled activities.

1.2. Scope

• Apply to all faculty, staff, researchers and students of VinUniversity engaged in activities within laboratory and research facilities.
• Compliance is mandatory to ensure a safe and legally compliant environment.

2. Responsibilities Hierarchy

2.1. Dean/Vice Dean of College

• Ensure compliance with university safety policies in all laboratories.
• Provide resources and support for laboratory safety initiatives.
• Appoint qualified personnel for lab director/manager position.
• Address any risk or incident that exceeds the Lab Director’s authority.

2.2. Laboratory Director

• Be responsible for all matters related to the laboratories and report directly to the Dean/Vice Dean. Escalate any risk or incident that exceeds the Lab Director’s authority.
• Oversee the overall safety, compliance, and operational strategy of the labs.
• Coordinate with other units on lab-related resource planning and safety improvements.

2.3. Laboratory Manager

• Implement and enforce safety procedures in all laboratories under Lab Manager’s supervision.
• Ensure compliance with the Laboratory Safety Manual.
• Train and supervise students, staff, and researchers on safety practices.
• Maintain Emergency Action Plans and first aid supplies.
• Conduct regular safety inspections and maintain training records.
• Review and update the Laboratory Safety Manual.
• Report safety issues and recommend improvements.

2.4. Laboratory Technician/Coordinator

• Assist faculty in laboratory lesson setup.
• Responsible for maintaining all teaching laboratory operations.
• Ensures availability and safety of chemicals/reagents and supplies (laboratory use).
• Take part in procurement for all teaching labs.
• Responsible for maintaining lab equipment and calling appropriate companies for equipment repair.
• Ensure general upkeep of the laboratories. Conduct routine safety checks and report issues.
• Support students and faculty with safe equipment use.

2.5. Faculty/Supervisor

• Ensure students follow safety protocols during experiments.
• Provide clear instructions on safe procedures.
• Supervise student activities to ensure adherence to safety procedures.
• Ensure safety signage and equipment are appropriately used during instruction
• Report safety concerns to the Laboratory Manager.

2.6. Students/Post-doctoral Fellows/Staff/Research Faculty

• Follow all laboratory safety rules and instructions.
• Use personal protective equipment (PPE) as required.
• Report any accidents, spills, or unsafe conditions.
• Successfully complete all required safety training prior to engaging in lab activities.
• Immediately inform supervisor of any injuries or hazards

3. General Safety Regulations in Laboratories

3.1. General safety rules

3.2. Chemical Storage

3.2.1. Evaluate chemical hazards for storage

Hazards due to the reactions between incompatible chemicals may include:

• Generation of heat
• Fire
• Explosion
• Toxic gas or vapor production
• Flammable gas or vapor production
• Formation of a substance with greater toxicity than the reactants
• Formation of shock- or friction-sensitive compounds
• Pressurization of closed vessels
• Solubilization of toxic substances
• Dispersal of toxic dusts and mists
• Violent polymerization

The general approach is to separate all chemicals into compatible groups. The specific Safety Data Sheet (SDS) should always be consulted when evaluating chemical properties and hazards of the materials for storage. Most chemicals have multiple hazards; decisions should be prioritized as follows:

3.2.2.   Chemical storage practices

Establish and follow safe chemical storage and segregation procedures for your laboratory:

1. Provide an appropriate storage place for each chemical and return the chemical to that location after use.
2. Store in compatible containers.
3. Incompatibles must not be stored together.
4. Avoid storing chemicals on bench tops.
5. Avoid storing chemicals in laboratory fume hoods.
6. Store volatile toxics and odoriferous chemicals in a ventilated cabinet.
7. Do not expose stored chemicals to heat or direct sunlight.
8. Storage shelves should be level, stable, and secured to the wall or stable surface.
9. Containers should not protrude over shelf edges.
10. Store heavy bottles on lower shelves; store corrosives below eye level; ideally, cabinets and shelves should be sturdy and low to the floor and constructed of material that is impervious (i.e. non-reactive) with the corrosive; they should also be ventilated or located near the ventilation system.
11. Containers of chemicals must be capped when not in use; make sure that caps on containers are secure; replace damaged caps.
12. If a chemical does not require a ventilation cabinet, store inside a closable cabinet or on a shelf that is anchored and that has a lip to prevent containers from sliding off.
13. Chemicals should not be stored under, near, or in the sink to minimize the chance of accidents and improper discharges to the sanitary sewer. Any vapors of corrosive materials and bases will cause corrosion of the plumbing fixtures under the sink. Some chemicals, including many corrosives, are water reactive and in the event of a water leak, there can be unanticipated and unfortunate consequences.
14. Do not store chemicals in hallways, corridors or exit ways.
15. If chemicals must be stored adjacent to each other on a benchtop, use secondary containment to prevent incompatible chemicals from mixing and reacting with each other.
16. Use secondary containment or spill control, such as placing the container on an absorbent pad (generally required for containers on the floor).
17. Particularly hazardous substances (highly dangerous or toxic chemicals, select carcinogens, mutagens, and teratogens) should be stored together if compatible.
18. Signs should be posted indicating toxic chemical location and unique hazards.
19. Maintain the lowest possible quantities of highly toxics.
20. Chemicals with a high degree of toxicity (e.g., venoms, mycotoxins, and select agents), should be doubly contained and stored in a locked area accessible only by authorized personnel.
21. Use containers that are chemically resistant and non-breakable.
22. Store chemical wastes
23. Waste containers (if necessary) must be labeled. If reusing a container that previously held another compatible chemical, the original manufacturer’s label must be defaced. For more information about chemical waste (See section 3 Chemical Waste Disposal) of this regulation.
24. Use properly designed refrigerators or freezers for storing volatile flammables (certified by the manufacturer for flammable materials storage) which require refrigeration. Explosion-proof appliances are usually not required for the typical laboratory setting

Chemical Storage Recommendations:

3.2.3.       Chemical labeling for storage

3.3. Chemical waste disposal

If laboratory personnel generate chemical waste, they must be able to instruct or determine whether their chemical wastes are hazardous by using the guidelines in this chapter. For hazardous waste, they must identify the hazards of the waste and follow accumulation rules, which include labeling, storage and handling requirements. They must know how to request collection of hazardous waste, as well as the rules for disposal of chemicals and contaminated items to trash and sanitary sewers. They must prevent the accumulation of legacy chemicals and inherently waste-like chemicals (defined in section 3.3.2) by cleaning out their chemical inventory on a regular basis.

In order to determine whether or not your chemical is hazardous, use your knowledge, the chemical’s original label and/or the chemical’s Safety Data Sheet (SDS) to determine if the waste is corrosive, flammable, toxic, reactive, persistent in the environment and/or mutagenic or carcinogenic.

3.3.1.  Hazardous waste accumulation rules

Follow the below rules for hazardous chemical waste accumulation:

3.3.2.   Inherently waste-like chemicals

Inherently waste-like chemicals include expired chemicals, chemicals in deteriorating containers and chemicals that appear to be, or are, unusable. Do not keep chemicals past their expiration date and conduct cleanouts when doing your annual chemical inventory update.

3.3.3.   Hazardous waste collection requests

In case of necessity, VinUniversity will collect hazardous chemical waste from the laboratories and a certificated company will be in charge of waste collection and treatment. To avoid problems, plan ahead and request collection before the containers are full.

3.3.4.   Trash disposal

Non-hazardous solid chemicals can go in the trash. Irritants, sensitizers and known, probable, or suspected carcinogens cannot go in the trash. Deface labels, bag, and label non-toxic chemicals as “non-hazardous.” Liquids and pressurized containers, like non-empty aerosol cans, can never go in the trash. Uncontaminated and slightly contaminated items such as gloves, paper towels and empty containers can go in the trash. It recommends double bagging and labeling these items as nonhazardous if there is evidence of contamination. Manage very contaminated items, such as spill cleanup materials, as hazardous waste. In addition, empty containers for extremely toxic chemicals are hazardous waste unless you triple rinse them and dispose of the rinsate as hazardous waste.

3.4. Fire and explosion safety regulations

Please refer to Regulations on handling fire incidents.

3.5. Laboratory Risks, Hazards and Safety Measures

3.6. Contact Points

For any safety or environmental concerns requiring guidance, please find contacts below:

• Campus operation hotline: +84 2471089779/ext.: 9903
• Campus security hotline: +84 2471089779/ext.: 9901
• VinUni Medical Service Hotline: (+84) 866 200 019
• Lab Contact Points (Please refer to the detailed contact list available at each laboratory)

II. Specific regulations

1. Operation guidelines

1.1 CHS Teaching Labs

1.1.1 Operation Procedures

The teaching lab department constructs, trains personnel and deploy procedures as outlined in Appendix 01.

1.1.2 Specific safety protocols

For Biomedicine, Chemistry, and Virtual teaching labs:

• Complete lab safety training and submit the “Control of Substances Hazardous to Health” form before participating in any experiments upon request.
• Keep your workspace clean and organized. Wash your hands before entering and after leaving the lab. Clean and return all glassware and tools after use.
• For the following equipment, registrations must be recorded in the hard copies of Equipment Log Sheet prior to use:

• For research use of student laboratories, the principal investigator must contact the Lab Manager to schedule equipment use and submit a list of research assistants. If borrowing teaching lab equipment or tools, the borrower must complete both the handover and return records.

For Anatomy Lab:

• Students must sign in and out in the logbook during self-study hours.
• Do not place any items on the Pirogov or Anatomage tables. Users must shut down the machine and clean it with the provided soft cloth—no liquids allowed.
• Keep your workspace clean and organized. Return all equipment and anatomical models to their original condition after use.

1.1.3 Special equipment guideline

• Wear provided gloves when handling plastinated cadaver models. Keep the preservation cabinet closed and do not alter the models’ original shape.
• Taking photos of plastinated cadavers or posting them online is strictly prohibited. Violations will result in disciplinary action.

1.2. CECS Labs

1.2.1 Operation Procedures

The teaching lab department constructs, trains personnel and deploy the procedures according to appendix 01.

1.2.2 Specific safety protocols

• Access and Authorization
  • Only authorized personnel and students may enter laboratory facilities.
  • All individuals must complete mandatory laboratory safety training before engaging in lab activities, if applicable.
  • Students must make a reservation through the system to use the lab outside of course’s lab hours.
  • Visitors are not permitted without prior approval and must be accompanied by authorized staff.
• Equipment and Work Practices
  • Operate equipment only after receiving training and approval from supervising staff.
  • Perform a pre-use inspection of all tools and devices, checking for damage, wear, or exposed wiring.
  • Always follow manufacturer guidelines and lab-specific operating procedures.
  • Immediately stop using and notify the instructors and lab manager if encounter any problems.
  • Turn off and unplug equipment before adjusting, repairing, or cleaning.
  • Do not tamper with or modify electrical or mechanical systems unless assigned and supervised.
  • Keep your workspace clean and organized.
  • Users must shut down the machine and return all equipment to their original condition after use.
• Electrical and Fire Safety
  • Be aware of the location of main power switches, fire extinguishers, and emergency exits.
  • Report any electrical faults, sparks, or exposed wires immediately.
  • Do not overload power sockets or use damaged extension cords.
  • Never operate electrical equipment with wet hands or near water sources.
• Emergency Response
  • In case of an accident, equipment failure, or hazardous situation:
    • Immediately stop work and notify the lab manager or nearest responsible staff.
    • Use the first aid kit or fire extinguisher if trained and safe to do so.
    • Evacuate the area using designated exits if instructed or necessary.
  • All incidents must be documented in the lab incident log, including time, description, and people involved.

1.3. Research Labs (CEI)

1.3.1 Operation Procedures

• Preparation Before Experiment: Inspect the functionality of the magnetic stirrer, fume hood, electrochemical machine, vacuum furnace, and drying oven, ensuring no signs of damage. Refer to the equipment manual to confirm correct operating procedures.
• Conducting Experiments: Use the magnetic stirrer to mix solutions, adjusting speed and temperature appropriately (below 150°C to prevent solvent ignition). Work inside the fume hood when handling volatile chemicals. Record all experimental parameters in the lab notebook.
• Completion: Turn off all equipment after use and allow them to cool naturally before cleaning. Clean the areas around the magnetic stirrer and fume hood, ensuring no chemical residues remain.

1.3.2 Specific safety protocols

• Magnetic Stirrer: Place the solution in a heat-resistant container, avoiding spills. In case of issues (e.g., overheating), immediately disconnect the power and report the incident.
• Fume Hood: Handle hazardous chemicals (acids, organic solvents) only inside the fume hood, ensuring the sash is at a safe level (approx. 30 cm from the bottom). Verify airflow before use.
• Equipment Manual: Strictly follow the guidelines in the manual, especially regarding temperature limits, speed settings, and troubleshooting for each piece of equipment.
• General: Keep the equipment area dry to reduce the risk of electrical hazards or rapid chemical evaporation.

1.3.3 Special Equipment guidelines

• Magnetic Stirrer: Position the container centrally on the stirrer and use a stir bar appropriate for the container size. If needed, verify the temperature with a separate thermometer, and avoid running the stirrer without a load.
• Fume Hood: Ensure no objects obstruct the airflow and clean the interior surface after each use to prevent chemical buildup. Refer to the equipment manual for optimal airflow settings.
• Equipment Manual: Use the manual to schedule regular maintenance (e.g., checking the vacuum furnace seals, calibrating the electrochemical machine). Record all maintenance activities in the manual.

2. Inspection and maintenance guidelines

2.1 Inspection Schedule

Equipment in labs will be checked periodically by the lab’s equipment engineer according to appendix 02.

2.2 Inspection and maintenance Procedures

The lab department constructs, executes according to plan, self-inspects, and periodically maintain lab equipment (by manufacturer/ distributor’s engineer), emergency equipment according to appendix 02. Maintained equipment is labeled with green label and expiry date.

Abbreviations

III. Appendices and Forms

APPENDIX 01 – Standard Operation Procedures for Equipment of Teaching Laboratory

APPENDIX 02 – Scope and Frequency of Inspection and Maintenance of the Labs’ Equipment

FORM01 – COSSH

FORM02 – Anatomy Lab – Equipment Log Sheet

FORM03 – Equipment & tools handover record

FORM04 – Equipment & tools return record