Lab Inspection FAQs

• What is the Combined Inspection Initiative?

  The Initiative is a new inspection program developed by EHS to combine both chemical and biological laboratory inspections in one. The goal is to establish an efficient system that meets all regulatory standards and is a streamlined and positive experience for stakeholders (EHS personnel and MSU researchers).  For more information you can visit the EHS website, call 517-355-0153, send us a message in the EHS laboratory Safety Team in Microsoft Teams or email us at EHS.LabInspect@msu.edu.

• What are the practical changes for me?

  Besides saving your laboratory time by being visited just once for both chemical and biological compliance, the initiative is a restructured and optimized system that allows you to book an appointment specific for your laboratory through Microsoft Bookings and uses Microsoft Teams technology for communication and secure storage of inspection-related documents.

• When do I have to schedule an inspection?

  EHS will contact you when it is time for your laboratory to be inspected. At that time, you will be provided instructions for scheduling your preferred time slot. However, you can always contact EHS if you have any safety questions or concerns. or would like to schedule a consultation about a specific topic.

• Several colleagues from my Department have received an invitation to book an inspection but I have not. Why?

  The new initiative conducts inspections by building and not by Department. So, odds are that you have not received an invitation because your lab is not located in the building being inspected. However, you can contact the inspection team through Teams or email us at EHS.LabInspect@msu.edu if you believe there has been an error.

• Do I (the PI) have to be present for the inspection?

  Not necessarily, however, we highly encourage the PI to be present in order to have the most mutually beneficial inspection process, but we understand that time constraints may prevent the PI from being able to participate. We request that a senior lab member be present at the inspection. This person, the PI’s designated safety representative, can be a lab manager, post-doc or senior grad student. This is necessary for two reasons: EHS inspectors will have questions or will request documentation from the safety representative and because they will communicate the non-compliant items at the end of the inspection.

• How is Microsoft Teams used by EHS?

  EHS has created a Team in Microsoft Teams named EHS Laboratory Safety and has been adding all research and teaching laboratories at MSU. This Team is used to communicate important safety news and documents with the MSU community and is a two-way street; meaning that researchers can also use it to ask questions and share documents with EHS.

• My colleague mentioned EHS has posted messages in the EHS Laboratory Safety Team, but I have not seen any. Why?

  Remember to turn on notifications in Teams. For instructions see: Guide for Inspections in MS Teams

• Who has access to the EHS Laboratory Safety Team in Teams?

  The lab PI and any personnel designated by the PI have access to it. This includes access to the Lab’s specific document library.

• What is the document library for my lab in the EHS Laboratory Safety Team and how do I access it?

  The lab document library is a document folder exclusive to your laboratory, meaning just the PI and his/her designated personnel have access to it. This folder is used to share documents between EHS and the lab, such as the MSU Laboratory Safety Guidance Document and the lab’s corrective action document.

  For detailed instructions on how to access your lab document library see: Guide for Inspections in MS Teams

• What is the MSU Laboratory Safety Guidance Document and where do I find it?

  The MSU Laboratory Safety Guidance Document is a comprehensive guide for biological and chemical compliance in laboratories. It describes an extensive list of safety items including information from the regulatory agencies that govern them and how to fulfill those requirements. The document is intended to be used by researchers as a continuous source of safety information. You can find the Laboratory Safety Guidance Document on the EHS website as well as in your lab document library under: “Documents from EHS”.

• EHS just finished a combined inspection in my laboratory. What do I have to do now?

  You will, soon, receive an email with the inspection report and instructions on what to do next. Briefly, if your laboratory is 100% compliant, no further action from you is necessary (other than to keep up the good work!). However, if the inspectors noted areas that need improvement, you will be requested to submit a Corrective Actions Document within 14 days from receiving your lab inspection report.

• What do I have to write in the Corrective Actions document and where do I send it?

  Your Corrective Actions document needs to explain what measures you have taken to improve each of the safety non-compliant items recorded in your lab safety report. You may use pictures to demonstrate compliance. This document must be uploaded to your lab document library in the EHS Laboratory Safety Team under “Documents from PI”. For instructions on how to access the library visit: Guide for Inspections in MS Teams

• I am a bit overwhelmed with the changes and would like assistance. Is there anyone who can help?

  We understand it takes time to get used to the changes. So, if at any time you need assistance you can contact the inspection team by visiting the EHS website, calling 517-355-0153, sending us a message in Teams or emailing us at EHS.LabInspect@msu.edu. In addition, we are available to walk units/departments through the process via an online meeting.