Building 800 4th Floor Policies and Procedures

Building Access Card

Normal business hours are 8:00am to 5:00pm Monday through Friday. A combination photo ID and building access card may be obtained from the URP Management Office located at 755 Research Parkway, Suite 100, and must be used to gain access to the building outside of normal business hours and on University holidays. A card must also be used to access the freight elevator. Any lost cards must be reported to the 4th floor Administrative Secretary immediately so a replacement card can be ordered, and there will be a $20 fee.  URP requires that all tenants requiring an access card fill out a form, which the 4th floor Administrative Secretary keeps at the front desk.  Upon leaving the Park or the University, cards must be turned in to the 4th Floor Administrative Secretary. 

Building Maintenance

Any problems with building maintenance (air temperature, leaking faucets, etc.) during normal business hours should be reported to the 4th Floor Administrative Secretary or the URP Management Office at 271-8282.  If an emergency and unable to reach anyone at the URP Management Office, call Danny Payne at 831-6528. Anyone experiencing building maintenance problems after hours should page the on-call maintenance technician at 660-9188.

Building Support to Principal Investigators for Research Park-Owned Equipment

1. toner and maintenance for faxes
2. coffee and beverage service for conference room
3. maintenance and chemicals for x-ray developer
4. paper for digital imager
5. graph paper and pens for cold room
6. paper, printer ribbons and soap for sterilizers and glass washers
7. filters for water purifier in glasswash room
8. maintenance on common equipment
9. certification of common biological safety cabinets and fume hoods
10. emergency room supplies

Common Equipment

Any problems with common equipment should be reported to the 4th Floor Administrative Secretary.

Principle Investigators are responsible for making certain all of their personnel (faculty, staff, post docs, and students) are properly trained in the use of shared scientific equipment (centrifuges, rotors, freezemobiles, freezers, x-ray developer and the like) as well as fixed equipment (washer, sterilizer, and environmental cold room). The repair and/or replacement of damaged shared equipment due to proven misuse by the PIs, faculty, staff, and students shall be paid for by the PI and/or his/her department. 

Conference Room Policies and Procedures

The 4th floor has a 20 seat conference room available for use during normal business hours. It is equipped with an overhead projector, slide projector, TV, and speaker phone, and has networking ports available. Group needing to display a PowerPoint presentation should bring their own laptop and video projector. The room may be scheduled by contacting the 4th Floor Administrative Secretary. Each group using the room is solely responsible for their meetings, including set-up, A/V equipment use, signage, food/beverage service, and clean-up. 

Clean-Up 

Each group is responsible for cleaning up and/or making certain catering has returned to clean the area immediately after the meeting. No cups, napkins, plasticware, drinks, food, trays, etc. are to be left out. All table surfaces are to be cleared and wiped down after use. The kitchen at the east end of the building is equipped with a sink, soap and other supplies. The conference room should be left as it was found, including straightening chairs, taking down signs, returning screens to their stored position, storing all equipment, turning off all the lights and storing any additional tables and chairs used. All trash, in excess of the containers provided, should be properly disposed of by using the dumpsters available in the loading dock at the northwest corner of the building on the first floor. 

Parking 

There is very limited 2-hour visitor parking available in the front of the building. All conferences that require the use of the visitor parking area in the URP garage should make parking arrangements directly with OU Parking Services at 271-2020. 

Corridors/Hallways
All lab floor corridors should be kept clear at all times, and no storage, equipment or lab carts should be in the halls. If necessary and if there is no room in the lab, carts may be lined up in the glass washroom. 

Deliveries

Large deliveries to the Research Park may be done through the loading dock and will require someone from the receiving lab to accompany the delivery driver to give access to the freight elevator. 

Emergency Supplies

In the sterilizer room, there are a mop with bucket, wet/dry vac, wet floor sign, brooms, and a dustpan. Please clean and return all used equipment. A first aid kid is also located in the sterilizer room above the sink. On the 2 hallways north and south of the main hallway, there are showers and eyewash stations. Also, there are showers located in the restrooms. Notify the Administrative Secretary if there are any injuries that require first aid. 

Freezemobile Instructions 

The following procedures should be implemented every time the freezemobile is used.

• Drain water from condenser after it is defrosted.
• Wipe out all freestanding water inside the condenser and wipe down with alcohol.
• Make sure gasket is clean and has a very light coat of vac grease.
• Start refrigeration and wait until the condenser is at operating temp, then start the vacuum pump.
• After the vacuum starts to pull down, open the process port.
• Replace gaskets when any cracks are visible or they don't seal good (report to Administrative Secretary).
• Make sure the vacuum pump oil is clean and changed at least once a month (call Site Support at 1-2121 to schedule oil change).
• The ballast should be open during freeze drying.

Glass Washrooms

The Administrative Secretary has the soap and paper for the use in these machines. For any questions on how to operate the equipment, contact the PI or let the Administrative Secretary know. The glass washer and sterilizers are to be shared, and nothing should be brought over from other facilities. 

Autoclave Policies and Procedures

• Complete the Autoclave Use Log before every use of the autoclave.
• If the autoclave is dirty, please contact the previous user to clean the machine. DO NOT USE the autoclave until it is cleaned. Make certain the drain strainer is clean.
• Place all items in a tub before autoclaving. Never place glassware or bags directly on the bottom or floor of the autoclave. Place items inside a heat resistant plastic tub that will sit on a shelf or rack. Insure tubs are not cracked.
• DO NOT overfill the tubs. Nothing should hang over the edges or be tall enough to touch the top or sides of the autoclave. Overloading may lead to the center of the load not betting sterilized properly.
• Place tubs in the center of the autoclave. It is important to allow the steam to circulate freely throughout the chamber.
• Never autoclave a sealed container of liquid. Before loading containers of liquids into the autoclave, the caps must be loosened to avoid having the bottles shatter during pressurization or when the container is opened.
• Add a half-inch of water to a tub of empty bottles that are to be autoclaved. This will allow the bottles to heat more evenly.
• DO NOT pack bags too full of solid waste. Bags packed to capacity with biohazardous waste may not be properly sterilized.
• Add one cup of water to each bag of solid waste and keep the bags OPEN . Polypropylene biohazard bags are impervious to steam.
• DO NOT load non-autoclavable plastic materials into the autoclave. They will melt and cause damage to the autoclave.
• Make sure the door of the autoclave is properly closed before starting a cycle.
• Know the contents of the bags being placed in the autoclave in order to know which cycle to use. The contents of the bags need to be known.
• Use the proper cycle. DO NOT use the gravity cycle for liquids and the liquid cycle for solids. The gravity cycle does not properly sterilize liquids and the liquid cycle does not properly sterilize solids. Use of the wrong cycle can also cause spillage.
• DO NOT override an autoclave’s built-in safety control features under any circumstance.
• Avoid aborting cycles. Aborting of cycles will cause the sterilizer to jam if it happens often. A service call must be made in order to get the autoclave running again.
• If necessary, clean the autoclave after use.
• Close autoclave door after each use. 

Holiday Decorations

Only those materials labeled "Non Combustible", "Flame Resistant", or "Flame Retardant" should be used.  All Candles are prohibited.  Decorations should not block, or obscure exits, stairwells, emergency lighting, or EXIT lights, or be placed near any heat source.

Keys
Keys may be obtained from the 4th Floor Administrative Secretary. Please notify the Administrative Secretary immediately if any keys are lost so a determination can be made as to whether a lab needs to be re-keyed. The cost for re-keying a lab or office may fall on the individual who lost the keys. Keys issued will generally include a lab key (and an office key if a PI), and a common key which will grant access to the conference room, library, and all common areas. Upon leaving the Park or the University, return all keys to the 4th Floor Administrative Secretary. 

Library
The library is located at the west end of the main hall and contains a small conference table, a computer and scanner, a small refrigerator, and a reading area. To schedule the library for a meeting, see the 4th Floor Administrative Secretary. Each individual or group using the library is solely responsible for their own setup of equipment and clean-up. The table tops and white board should be wiped clean after use. For assistance with the computer, please contact the Administrative Secretary. 

Loading/Unloading Vehicles

Parking is allowed in the front of the building for QUICK drop-offs and pick-ups, or in one of the two-hour spots. Otherwise parking in the front of the building is not allowed and vehicles will be ticketed and/or towed at the owner’s expense. 

Locking Doors

Keep unmanned laboratory areas locked as well as laboratory support areas with radioactive materials or waste. 

Mail
Each Principle Investigator on the floor has a mailbox assigned to them. All mail for the floor will go into the in-box. There is also an out-going mailbox where mail will be picked up at approximately 1:30 p.m. The mailboxes are located behind the 4th Floor Administrative Secretary's desk, and she will be responsible for sorting the mail. 

Minors

All visitors and invitees who are children should be supervised at all times, in accordance with OUHSC’s Minors on Campus Guidelines found at:

• http://risk.ouhsc.edu/documents/Minors_Best_Practice_9-6final_001.pdf.  Running up and down the halls and stairways is prohibited

Notices/Flyers
The bulletin board to the west of the elevators is the ONLY designated area for any notices or flyers. Please do not put notices or flyers up in the kitchen, hallways, or elevator landings.

Parking
All tenants/employees at the URP are to park in the parking garage, located just south of the URP Pavilion building. Individuals may use the building's 2 hour parking spaces to drop off and pickup materials, samples, etc. If expecting a visitor for longer than 2 hours, they will need to park in the garage (east entrance). Anyone parked in a 2 hour space longer than 2 hours will risk getting a ticket and/or towed. However, after hours and on weekends, parking is allowed in front of the building all day if space is available.           

Sink Drains

All sink drains should be primed with water occasionally to keep sewer gas from coming up through the sink trap. This includes the small cup sinks in casework as well as those in hoods.

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Smoking/Tobacco
The use of tobacco products, electronic cigarettes and vaping devices is prohibited in any building or portion thereof, within any OU parking structure, in any vehicle owned or leased by OU or on the OU grounds or campus, including, but not limited to, public or non-public areas, offices, restrooms, stairwells, driveways, sidewalks, etc. For the full text of the policy, please go to http://www.ouhsc.edu/policy/ .

University Policies

All applicable University of Oklahoma Health Sciences Center policies, including University Building Rules and Regulations, should be adhered to.(http://www.ouhsc.edu/policy)

Vending
Any problems with the vending machines should be reported to the 4th Floor Administrative Secretary and she will contact the vendor with the problem. The vendor handles all refunds. 

Changes to Policy

The University reserves the right to make such additional rules and regulations as the University may consider necessary or appropriate for the protection, safety, health, welfare, peace, harmony, care, and convenience of all individuals; for the reputation of and for the preservation of good order at the University; for the maintenance, care, and protection of property and facilities; and for the distribution of services.