The relocation of research laboratories requires thorough and advanced planning. Preparing accurate inventories of existing equipment and compounds, along with detailed checklists are recommended to ensure an easier transition between laboratory locations. Below are questions to assist in determining the best relocation method for your lab.
Q: Is the new space comparable to accommodate your specific research with adequate bench and office/desk space for yourself and your staff? Does your research utilize or require the following?
- Biohazard materials
- Critical equipment (freezers, refrigerators, incubators, etc.) requiring continuous and emergency power and monitoring
- Tissue culture work that requires a standard TC room (BSL2)
- Separate tissue culture facility for work with viruses or other biohazard materials
- Readily accessible autoclave, glass washer, ice machine and dry ice
- House gas, air and/or vacuum
- Exclusive use of a chemical fume hood
- Specialized/delicate equipment that requires special handling or moving and calibration by an authorized vendor
- Specific casework for large, heavy, or equipment that is sensitive to vibration or humidity
- Easily accessible walk-in cooler space
- Number of computer/data and phone ports
- Storage for select agents or controlled substances
- Shared equipment that is only accessible in your current laboratory or department
Once the exact office and laboratory location(s) is identified and approved by Space Planning, the following steps should be addressed at the beginning of the relocation process.
- If extensive renovations are needed, contact Facilities, Design and Construction (FDC) who provides a variety of services and expertise in the management of capital improvement projects, ranging from minor renovations to major new construction projects: http://www.miami.edu/ref/index.php/real_estate_facilities/facilities_design_construction/
- Consult with a biosafety officer from Environmental Health and Safety (EHS) to visit, review and approve the proposed space for compliance. Update your chemical inventory. EHS has a number of helpful policies available for review: http://www.miami.edu/finance/index.php/environmental_health_safety/
- For research pertaining to human subjects, contact our Human Subjects Research Office (HSRO): http://uresearch.miami.edu/regulatory-compliance-services/hsro
- Contact the Division of Veterinary Care (DVR) to discuss the feasibility of performing animal research in the designated area: http://uresearch.miami.edu/research-resources/dvr. They will coordinate with the Institutional Animal Care and Use Committee (IACUC) to determine if the proposed space is appropriate and complies with Federal and state guidelines: http://uresearch.miami.edu/regulatory-compliance-services/iacuc
- For research involving the use of radioisotopes, contact the Division of Radiation Control for authorization to use radioactivity in the new location. Isotopes can only be relocated by Radiation Control. If isotopes were previously used in the new proposed space, confirm surveys were performed and the lab is free of radioactivity: http://facilities.med.miami.edu/divisions/radiation-cont
- Reduce trash and biohazard material by placing in the appropriate bins and remove all potentially dangerous hazards (broken glass, sharps, etc.)
- Any remaining equipment must be decontaminated if appropriate, and labeled “Surplus” with an attached form. See their website for instructions: http://facilities.med.miami.edu/divisions/administration/surplus-property-and-storage
- Prepare a list of all office furniture with a map and directions specifically where it will be placed.
- Submit an interdepartmental requisition with clear instructions for computer/data and phone locations to the Department of Telecommunications: http://www.miami.edu/index.php/telecommunications/
- Prepare an extensive inventory of laboratory equipment, including brand, model, serial number, size (H x W x D), estimated weight, voltage, amperage and special needs.
- Contact one of our university approved refrigeration vendors for information on the relocation of critical equipment that contain samples at temperature.
- Refer to the EHS close out policy (BSD-155) before vacating your lab https://umshare.miami.edu/web/wda/policiesprocedures/Environmental/PDF-VERSION/BSD-155.pdf
Once the laboratory has been successfully relocated to the new location, please review the following information:
- Post lab emergency contact information throughout lab and on all critical equipment.
- Post university emergency contact information.
- Security (305) 243-6000
- EHS (305) 243-3400
- Physical Plant (305) 243-6375
- Radiation Control (305) 243-6360
- Locate emergency eyewash, shower stations, fire extinguishers and exits.
- Request the pertinent departments to visit and label your lab appropriately for the type of research you perform. They will post information signs for biohazards, lasers, carcinogens, radiation, etc.
FIU Lab Relocation Procedure
Our colleagues at Florida International University (FIU) have allowed us to share their Laboratory Relocation Guide. Please do not contact the phone numbers, or use the forms or web links.