Orientation Handbook - University of Manitoba
Contents
1. WHIP sign on the entrance door This sign will identify the entrance requirements and Personnel Protective Equipment required The PPE icons identified by a red border are mandatory before you enter Other PPE may be required dependent on the procedures being performed in the Lab UM Workplace Hazardous Information Placard WHIP In Lab Signage Orientation Handbook 2015 page 13 b No food or drink including water bottles are allowed to be in any of the labs So enjoy your breaks in your office or a lunch room and return refreshed to the lab when you are finished c Lab footwear must have a stable sole with a closed heel and toe This excludes any sandals flip flops or slip ons from being worn in the lab or when doing laboratory work anywhere else in the building d There are lockers available in the south wing 2 floor for personnel that have not been assigned an office This is where personal belongings such as jackets and backpacks should be stored rather than on Lab counters e Lab coats and other protective wear are worn to prevent debris and contamination from reaching your personal clothing Therefore it should not be worn in common areas such as the Lunch lounge or conference rooms f Gloves are used in many of the labs to protect you from contamination Therefore gloved hands should not be used for handling items that other people will be using without gloves This would include door handles phones and keyb2. contains a toaster small oven and a microwave As well there is a fridge and freezer where personal lunches can be stored No human consumption food or beverages should be stored in any laboratory fridges or freezers The Graduate students have a coffee fund with the coffee pot in the Rm 386 Lounge A second lounge is located in Rm 340 in the south wing For more details about the coffee contact the Graduate Student Rep TELEPHONES e There are 3 phones available for general local use in the Department o On the ist floor a phone is located in the hallway by Rm 277 474 6038 o On the 2 floor a phone is located in the hallway by Rm 325 474 6048 and in the kitchen room Rm 385 474 6038 e Although these phones are toll restricted you can make toll free calls or you can make long distance personal calls using a calling card e If you have long distance University business calls to make you need to get a calling card from your supervisor These business cards are not to be used for personal calls e Push 4 first to get an outside line For campus calls when the phone starts with 474 all you need to dial is the last 4 digits e Campus Security Emergency Number 555 or 204 474 9341 non emergency 9312 Orientation Handbook 2015 page 6 Cell Phone users with MTS or Rogers can make an emergency call using 555 e Phones have been installed in all the Teaching Labs and Lecture Rooms which have a button for connec
3. must be cleaned after use Upon leaving the field you should o Rough clean which includes knocking or scraping off soil clumps in the field then o Fine clean using compressed air to blow off remaining soil if light texture soil and soil is dry or for loams and clays and wet soil washing with water to rinse off remaining soil It is preferred that this be done at the field approach but it could be done at a nearby carwash o Spray down the equipment with disinfectant coating all surfaces for at least 10 minutes to allow the disinfectant to kill any pests that may be present Disinfection of the small tools may be done after returning from the field to the department but must be cleaned before being taken out to be used again Small tools used in more than 1 producer field per day must be rough cleaned fine cleaned and disinfected between exiting one field and entering the next Therefore disinfectant and its application apparatus must be carried for use in the field in this circumstance Orientation Handbook 2015 page 28 6 Disinfectant All Fields 2 concentration of Virkon i e 40 g dry product per 2 litres of water Preparation protocols o Virkon solution should be mixed fresh prior to use each day and placed in a container with both a permanent and temporary label Permanent Label 2 Virkon Solution Discard by end of Shift Day 3 as domestic waste Owner Temporary Label Technician s name Preparation D
4. must have already submitted a photocopy of your valid Driver s License along with the declaration form located at the vehicle booking bulletin board The Dept owns and operates a number of vehicles which are allocated on a priority basis Some vehicles have been assigned to faculty or staff members for use on specific projects others are for casual bookings Calendars for vehicle bookings are posted in the hallway by Rm 362 All vehicles including assigned ones must be signed out on the calendars with time periods for their use Do not use vehicles unless you have received permission from the faculty member to whom the vehicle has been assigned or from Tim Stem The vehicle keys are stored in a security safe in the main office Rm 362 Always complete the log book provided with each vehicle Odometer readings prior to and after each trip must be recorded in ink All purchases for gasoline oil changes etc must be recorded and the log entries must be signed Indicate the project budget number FOAP to which mileage should be assigned Tune ups and major repairs are provided by the Department but only after permission is given by Tim Stem Day to day maintenance oil changes car washes etc is the responsibility of the user of the vehicle No personal use of vehicles is permitted Contravention of any traffic law is the sole responsibility of the user Use only the credit cards provided for each vehicle Do not transfer credit ca
5. show up on that page Casual hourly employees will receive their hourly salary plus 6 vacation pay Please note that the first line of your pay will be the hourly wage e g 70 x 13 21 The next line is where your vacation pay 6 shows up The two amounts together will be the salary plus 6 e g Line 1 70 hrs x 13 21 924 70 Line 2 55 30 6 Total salary is 980 00 You will also notice that if there has been a statutory holiday your net pay will change This is because you have already been paid vacation pay and they do an adjustment to your pay for a statutory holiday Change of Address or Marital Status If you change your address or marital status an Employee Record Change Form must be filled out and returned to Terri Ramm as soon as possible Students are also required to complete a Change of Address Form through the Student Records Office Time Off Whenever time from work is missed sickness medical appointments vacation time funerals etc your supervisor as well as Lynda Closson in the Soil Science Office must be notified as soon as possible Notification should be prior to time taken off or for sick time given as soon as possible For any questions on office procedures please contact Lynda Closson Office Graduate Assistant Rm 362 204 474 8153 Jennifer Henderson Office Assistant Rm 362 204 474 8153 Terri Ramm Office Administrator Rm 366 204 474 6035
6. with your supervisor Small soil samples Use plastic bags for field soil samples After drying and grinding they can be stored in small paper containers that are provided by your supervisor Grinding facilities are located in the Soil Science shed Please do not use drying room or grinding room for storage Large bulk soil samples for growth studies Use large woven plastic bags for obtaining soils for pot studies Please do not use cloth bags Dry soil samples in the drying room and sieve to desired size using soil sieving table located in the Soil Science shed Return soil to large plastic bags and store in Soil Science shed equipment storage area DO NOT store or prepare soil in the growth chamber room Plant samples Please use cloth bags for plant samples and dry in drying oven or drying room in Soil Science shed After grinding place plant samples in plastic bags DO NOT store or prepare plant samples in the growth chamber room Arrange for use of drying room drying oven grinding facilities etc with Tim Stem Label all soil and plant samples with date name and location Please clean up after yourself There are many people that use these facilities If everyone cleans up after themselves things will run smoothly All cloth bags and large plastic bags should be cleaned and returned to their proper storage area FIELD SITE REGISTRATION FORM This form is completed updated at the beginning of each field season A copy
7. Orientation Handbook 2015 Page 1 A We would like to take this opportunity to welcome you to the Department of Soil Science For more information about Soil Science and to put a face to the people in the Department check out our Website http Awww umanitoba ca afs soil science This Orientation Handbook listing is full of general guidelines and background information It is meant to orient you to Departmental Procedures and to provide you with an up front guide as to where to direct any questions or concerns Please feel free to contact support staff or faculty members Please read this entire document in detail as soon as possible We hope you find your stay in the Soil Science Department a fun and rewarding learning experience Edited By Rob Ellis April 20 2015 Next Revision Due April 2016 Orientation Handbook 2015 page 2 TABLE OF CONTENTS General Page 3 Keys and Building Security Office Space Parking Photocopying Office supplies Computer Services Radios in Offices Laboratories Lounges Kitchen Telephones Laboratory Space Internal Departmental Charges Lab Coat Cleaning Who do Ask Laboratory Safety Page 9 UM Safety Programs Working Alone Policy Training Sequence General Lab Safety Chemicals Ordering Procedure Chemical Use Hazardous Waste Disposal Radioisotopes Hands On Training in the Soil Science Department Building Emergencies Page 18 Ellis Bldg Evacuation Loca
8. Rob Ellis Bo Pan Mario Tenuta Rob Ellis LABORATORY OPERATIONS UNIVERSITY OF MANITOBA SAFETY PROGRAMS Staff and Students are to follow Departmental and University safety policies governing the use of chemicals and general good laboratory procedures GLPs WORKING ALONE POLICY The following activities are discouraged from being conducted outside of normal working hours If it is necessary to conduct these activities in evenings or weekends a buddy system must be established with clear lines of communication The risk will be assessed for each of these and a formal procedure will be established by the Supervisor Documentation on the procedure must follow the University forms found at http umanitoba ca admin goverance governing documents staff 839 htm Activities at risk a motorized equipment in shed and laboratories including grinders saws and threshing machines b Field activities of any type c Chemistry activities with a possibility of burns or other trauma Orientation Handbook 2015 page 10 This is the TRAINING SEQUENCE we follow in the Soil Science Department Day 1 Read A Orientation Handbook e Will you be working with or near to any controlled products chemicals vu 4 NO YES vu 4 B Complete Yellow Forms B Complete Yellow Forms Within 2 weeks Before Lab Field Work or Within 2 weeks 4 C On line EHSO WHMIS Course Before
9. VACUATION LOCATIONS We have 2 initial check in points during a building evacuation for all personnel in the Building Initial Check in Points e Soil Science Dept Prov and Cdn Soil Survey East side of North Wing between the Bldg and the Soils Shed near to W Parking Lot e Food Science Dept north side of South Wing between exit doors and picnic tables FIRE EVACUATION MEETING POINT amp e af g Q SOIL SCIENCE PERSONNEL If Bad Weather Go To Soils Shed P WHAT TO DO IF YOU DISCOVER OR SUSPECT A FIRE a The fire alarm should be activated by pulling the alarm pull station before any attempt to fight the fire begins b Alarm pull stations are located by all the stairwells and exits to the building When activated the alarm sounds locally and is monitored by Physical Plant and Security Services who automatically call the Winnipeg Fire Department c The Emergency Exit Plans for the individual zones of the building are posted in the hallways These plans detail the location of pull stations fire extinguishers fire hoses and multiple exit routes Additional information is posted at all the fire alarm pull stations d Additionally if there is an actual fire or building evacuation emergency from a safe location contact UM Security Services directly at 555 They will coordinate subsequent calls for emergency assistance will respond to the scene in person and direct outside Emergency Services to your s
10. ate Expiry Date o Do not use Virkon solution that is more than 3 days old asa disinfectant 7 Communication and Application These protocols will be communicated to department staff via email the Soiled Profile and during the spring orientation each year The protocols will be provided to any producer research collaborator or research funding agency that requests the information from the Department of Soil Science These protocols can be utilized in agreements for use of producer fields for research purposes in the Department of Soil Science Pls may want to include a waiver in regards to bio security from producers as part of an agreement for access to their fields Individual department Pls will be responsible for the conduct of the personnel in their research programs It is recommended that the MAFRD bio security checklist attached should be used to document the bio security measures that have been taken for the purpose of field work and that these be kept on file In case of dispute the documentation for cleaned vehicles equipment and small tools will be used as evidence that protocols were followed at each field Each PI will be responsible for managing these documents for their research projects FIELD PLOTS AND FARM COOPERATORS a Field plots are located on farmer owned land Care must be taken to ensure the owner s continued cooperation with the Department b Please do not drive across farm fields particularl
11. ated Be sure to fill in the Record of Operation form for growth chamber use Orientation Handbook 2015 page 7 P Junior Soils Laboratory Rm 318 INTERNAL DEPARTMENTAL CHARGES There are a number of procedures and analyses that are performed using general use Departmental Equipment These do not have on going funding so money is collected from the users to provide funds for replacement parts and servicing Use of equipment is recorded in log books along with the chargeable account number Current Chargeable Procedures are 1 Autoanalyzer Analysis Rm 300 Initial training and troubleshooting is provided Students perform the actual work and there is a charge of 1 00 per colorimeter used 2 Deionized Water Rm 300 Water usage is recorded consumable charges of 0 50 L are passed on to the appropriate budgets 3 Acid Digestions Rm 302 The charge is 20 per digestion cycle for the Departmental Westco Block Digestor 4 Soil Grinder Soils Shed This charge is applicable to all University personnel using the rolling mill grinder and the pulverizing grinder The charge is 0 50 L of soil to be ground The max sample size is 1L After that it is recorded as an additional sample for each extra L or part L Orientation Handbook 2015 page 8 5 Tractor Use including the Giddings Corer Rates are 60 day use for a tractor by Department of Soil Science staff and students Please send your planned dates to use tractors t
12. ed in When the chemical has all been used the container must be washed and returned to Rm 383 The container will subsequently be disposed after it has been removed from the inventory list If you wish to get the container back stick a note on it when it is dropped off CHEMICAL USE Chemicals come in a wide range of analytical grades and specifications Determine that you are using the appropriate grade for your procedure Follow all appropriate safety precautions Record data in a preparation log book include preparation date manufacturer name product lot chemical name amount and final volume Chemicals that are removed from a bottle should never be returned Clean any residue from the balance or work area The SOP for preparing a proper workplace label is posted in all the labs Orientation Handbook 2015 page 16 A WHMIS workplace label must be attached to all containers of control products e prepared and used in the University workplaces e decanted or transferred from the original supplier container e on which the original supplier label has been removed or is unreadable HAZARDOUS WASTE DISPOSAL Waste stream charts are posted in all the laboratories There are special boxes labeled for broken glass orange 3L tubs for non biological sharps and rigid plastic containers for used pipette tips They are located in various labs throughout the building All these sharps containers are dropped off at Rm 383 for dispo
13. ers Nov 14 2013 Nov 14 2015 Paul Bullock Rm 364 Ph 8666 Rob Ellis Rm 303 Ph 8662 Bo Pan Rm 372 Ph 7884 Brad Sparling Rm 310 Ph 204 223 6930 Tim Stem Rm 270 Ph 8014 Shed Ph 9197 For an Intercom Page Ph 8153 You never know what surprises you will meet when you head out for Field Work Orientation Handbook 2015 page 23 FIELD WORK USER RESPONSIBILITIES OF FIELD EQUIPMENT a Please do not use equipment without authorization and proper instruction about its use See Tim Stem regarding operating equipment b Operate equipment at moderate speeds and loads c Report any breakages or problems to Tim Stem d Do not attempt to repair equipment unless qualified to do so such as repairs of a minor nature e Clean equipment after use Field sprayers used for pesticides must be thoroughly cleaned after use with dilute aqueous ammonia and water f Check brakes brake lights running lights and tires on trailers and other equipment every time it is hooked to a vehicle g Lubricate and maintain all equipment as outlined by field technicians or the service manual h Students should report the need for provision of field supplies such as seed pesticides and fertilizers as well as laboratory chemicals and supplies to their supervisor Orientation Handbook 2015 page 24 VEHICLE USE a All drivers must have a valid driver s License As of May 6 2015 prior to using any vehicle you
14. ets are also provided in the various laboratories m Ifyou have any concerns or doubts about the safety of any procedures or experiments that you are performing stop work immediately and seek advice from your supervisor or appropriate support staff CHEMICAL ORDERING PROCEDURE All order forms that contain a chemical must be delivered to Rob Ellis before going to the General Office for purchasing This ordering procedure has 3 purposes a Chemicals will be scrutinized to ensure that grades specifications and quantities of chemicals are correct b Requested chemicals will be compared against our list of surplus chemicals c Chemicals will start the process of being entered into our Department s Chemical Inventory List as well as the list of Material Safety Data Sheets The order forms need to be complete including authorizing signature budget acct quantity size product and actual name of the chemical When the order is delivered to our building it will be held in our Chemical Storage Handling and Waste Room Rm 383 until the processing of the new chemical has been completed A Soil Science inventory sticker will be attached to the container and the product information will be logged into the UM Chemical Inventory Data Base Every Orientation Handbook 2015 page 15 chemical container received and those currently on hand will get their own unique inventory number Do not take the chemical away until it has been logg
15. ide for their own resource materials for the classes they are attending COMPUTER SERVICES The University of Manitoba computer network consists of a number of systems To use these systems an official staff or student must create or claim one or more ids and passwords to get access a To Claim a User Id e Information on computer accounts is at https umanitoba ca computing ist accounts claimed html Claim your id Don t forget your password e Student access to cns Corporate Novell Server can only be attained by sponsorship e Popular accounts and links are listed here http umanitoba ca computing ist staff servicecatalogueaccountsandpasswords h tml b Email University email http umanitoba ca computing ist email index html You can access a webmail version of classic mail or Microsoft Exchange mail by browsing to http Awebmail cc umanitoba ca c Antivirus All computers attached to the University s network require antivirus software http umanitoba ca computing ist security index html d Soil Science Computer Room All computers require user ID login with the password listed on the monitor Please do not remove or install any software Your work files can be kept in a folder created under the user folder In many cases the user directory is on the D or E drive Do not save to the root C and refrain from leaving files on the desktop You may leave files on the computer s hard drive if space allows but do not e
16. in the Ellis Building that have been licensed for the handling and storage of radioisotopes include Rooms 310 316 373 374 379 and 383 Licenses are issued by the Canadian Nuclear Safety Commission CNSC and CNSC officers regularly inspect our laboratories to ensure compliance with licensing conditions All regulations regarding the handling and storage of radioisotopes must be adhered to Furthermore the Universities guidelines for documentation of radioisotope use must be met Do not use radioisotopes unless you have been instructed in their safe use and storage These procedures are outlined in the University of Manitoba s Radiation Safety Manual and are available from your supervisor The University of Manitoba offers a short course on radioisotope safety and it is mandatory that you attend this course prior to beginning your radioisotope work All Radioisotope labeled material must be disposed through the University Safety Office There is a schedule for potential pick ups at the Fort Garry campus posted in the main Radioisotope Lab Rm 316 For further information regarding the safe handling and storage of radioisotopes please contact your supervisor Rob Ellis or Leona Page Radiation Safety Coordinator University of Manitoba at 789 3613 Louis Pasteur Chance favours the trained mind Rob Ellis Safety favours the prepared mind Orientation Handbook 2015 page 18 BUILDING EMERGENCIES ELLIS BLDG E
17. independent Lab Work 4 D PI Lab Checklist Before independent Lab Work A Orientation Handbook e You will be provided with a hardcopy of the booklet read and pay special attention to all safety related topics It is also available on the Soil Science Website http umanitoba ca faculties afs dept soil_ science media pdf Orientation Booklet Apr 20 2015 pdf B Yellow Forms e View the Health and Safety General Orientation Presentation that is located on line with the U of M Safety Office e http umanitoba ca admin vp_admin risk_management ehso training index html Click on Introduction to Health and Safety Programs at University of Manitoba e When you have completed the 3 presentation quizzes on the yellow forms you and your supervisor are to sign the acknowledgement page Return it to Rob Ellis C On line EHSO WHMIS Course e Follow the WHMIS Tutorial e http www umanitoba ca admin vp_admin risk_management ehso media WHMIS Online Training Presentation BK pdf e Then complete the Lab WHMIS test http fluidsurveys com s uofmwhmislab e When you have successfully completed the test print ouy the acknowledgement page and turn it into the WHMIS Coordinator Rob Ellis D _Laboratory Safety Checklist for New Lab Personnel e You and your Supervisor or Supervisor s Designate will review and discuss the associated risks for your assigned duties and work areas plus the personal protection equipmen
18. kshop fill out the registration form and submit it to Lynda along with a copy of the conference particulars e To purchase a plane ticket a see Lynda or Terri for a numbered Travel Authorization form obtain a budget number from your supervisor and his her signature before proceeding Make sure you retain all your flight documentation ticket itinerary e ticket and boarding passes as these documents must be turned in after your trip when you submit your travel claim information To claim reimbursement for travel expenses check with your supervisor on whether you will be required to keep your meal receipts or claim a daily per diem Maximum Per Diem Allowance all countries Within Canada 50 CDN Partial per diem Breakfast 10 Lunch 15 Supper 25 Outside Canada 60 CDN Partial Breakfast 15 Lunch 15 Supper 30 Keep all expense receipts meals taxis accommodation related to your trip On your return complete a Travel Claim form as soon as possible attach your receipts and have your supervisor sign their approval then submit it to Lynda Supply as much information about your trip as possible including whether you shared lodgings paid for another person s expenses etc If you did not travel by plane supply information on the transportation you used If by private car we require information on the back of the form to be filled in with regard to your vehicle and mileage If you do not have accommodation then an ex
19. l as the Kelourn Farm The protocols for field entry vehicle and wheeled equipment sanitation small tool sanitation and disinfectant apply to all fields Note Special conditions apply to the Kelburn Farm There is to be no department vehicles taken into the fields at Kelburn For those conducting fieldwork at this location department vehicles are to be driven down the grid road directly to the Kelburn yard Make arrangements with Brian Hellegards 204 269 2722 Kelburn richardson ca to use one of their vehicles that has been designated to go between the fields and the yard These protocols have been implemented under the auspices of the Canadian Food Inspection Agency and it is critical to follow them completely 2 Personal Protective Clothing Producer Fields Personal protective clothing should be utilized prior to entering any producer field Disposable boots or Rubber soled footwear that can be washed cleaned rubber soled shoes boots or rubber boots and disinfected between fields should be worn Non disposable footwear should be scraped clean of visible soil washed and disinfected before next field Disposable gloves and coveralls should be used if not hands and any other body parts that may be covered with soil should be washed cleaned and a hand sanitizer used before leaving the field All disposable boots gloves and coveralls should be removed at the edge of the field and placed in a garbage bag for disposal after retu
20. ncy lighting has been installed in the Soil Science Equipment Shed The system does not use smoke detectors it uses fixed temperature heat detectors and exit pull stations The alarm is a 2 second pulsating horn as versus the alarm bell in the Ellis Bldg If the alarm was to activate leave through the closest exit closing as many door as it is safe to do Meet at the primary Soil Science Check in Point W parking Lot Even though the Fire Department is automatically notified the alarm is not indicated in the Ellis Bldg Let the Soil Science Office know about the Shed alarm and the Office will request that our Bldg Fire Warden respond FIRE WARDEN RESPONSIBILITIES Fire wardens are responsible for sweeping their assigned areas if safe to do so and reporting to the Chief Fire Warden at the annunciator panel Fire wardens then monitor the entrances to prevent anyone from re entering the Bldg before the alarm has been silenced and the All Clear given The Chief Fire Warden then will communicate with the Fire Dept and the Power Engineer as to any specific fire information or where personnel may be located that have not left the building Some or all Fire Wardens may be away from the building during a Fire Alarm Senior personnel are expected to assist the Fire Wardens and act according to the Building Fire Plan For more information on your responsibilities during a fire evacuation alarm please refer to the EHSO web page at www
21. o Tim Stem so we can sort out potential conflicts LAB COAT CLEANING Soil Science lab coats will be picked up by Perth s Tuesday mornings and returned the following Tuesday e Take the lab coat to Rm 383 make sure your name is clearly written with permanent marker and place it in the supplied laundry bag or box e On the sheet provided record your name your Supervisors name and the number of lab coats your Supervisor will subsequently be charged for the cleaning Pick up your coat the following week Do not take your lab coat home for cleaning Orientation Handbook 2015 WHO DO ASK page 9 Following is a list of the different laboratories as well as the professors and support staff who can assist you with any questions you might have about their particular area of expertise Soil Science Department Head Radioisotope Permitted Laboratories Soil Science Shed grinding rooms sample drying and growth chambers vehicle use pesticide storage and use Gamma Spectrometer Pesticide Research Laboratories Agrometeorology Labs Soil Chemistry Laboratories Soil Physics Laboratories Soil Mineralogy Laboratories Colormetric Auto Analyzer Organic Analysis IC GC HPLC Analysis Soil Ecology Laboratories Hazardous Waste Disposal Department Safety Officer Paul Bullock Annemieke Farenhorst Rob Ellis Tim Stem David Lobb Annemieke Farenhorst Paul Bullock Don Flaten Wole Akinremi Tee Boon Goh
22. oards g For your own protection laboratory coats and eye protection should always be used when handling hazardous chemicals such as when dispensing strong acids and bases and when digesting soil or plant material Always use fume hoods to dispense chemicals with poisonous or corrosive fumes Orientation Handbook 2015 page 14 h In accordance with Workplace Hazardous Materials Information System WHMIS guidelines there is a hard copy of the Material Safety Data Sheet in Rm 368 for all control products in the laboratories Everyone should read the appropriate sheets and be aware of the precautions before they begin working with a chemical i Always obtain proper instruction in use of all chemicals and equipment from your supervisor or technician in charge of the laboratory j Chemical solutions or extracts should not be transported through the building in unprotected glass containers Use a secondary plastic container such as a safety bucket or tub that will contain the volume of the solution if the glass container should break A stable cart would be appropriate as long as the sides are fluid tight k Use the cylinder carts provided for handling tanks of compressed gases Always secure container to the wall or a laboratory bench with appropriate straps or chains I There is a common storage area that has been designated for bulk flammable chemicals in the Food Science Pilot Plant Rm 216L Temporary storage fire cabin
23. of the form is stored in the Main Office Rm 362 Ellis The record of the legal locations and road directions on this form provides a means of directing emergency help to a remote site The blank forms are located at the Vehicle Booking Calendar bulletin board Orientation Handbook 2015 page 31 OFFICE PROCEDURES Purchases There are various ways to purchase needed supplies and materials through the University of Manitoba There are purchase orders VISA orders as well as petty cash Essentially if any money is spent there must be a paper trail processed through our general office Please ensure that all purchases are approved by your supervisor prior to the purchase and that a budget number is obtained If you are unsure at all regarding any of the procedures please ask Lynda Jennifer or Terri Travel Policies and Procedures General travel policies and procedures are explained at the following address on the University of Manitoba website http www umanitoba ca admin financial_services travel index shtml and it is to your advantage to familiarize yourself with them Travel expenses are reimbursed to you by direct deposit Allow approximately 2 weeks for processing once all forms have been submitted to administration Forms related to travel except conference registration are available on the bulletin board outside the general office For Department policies please follow these procedures e To register for a conference or wor
24. pecific location on campus Orientation Handbook 2015 page 19 WHAT TO DO WHEN THE ALARM SOUNDS a Cease all activities Turn off heat producing devices Leave overhead lights on b If safe to do so close all doors and windows in the immediate area c Evacuate the building using the nearest safe exit d Follow all additional directions provided to you by the Building Fire Wardens e Once outside proceed around the building to your assigned meeting spot f Clip boards are located inside the building near these meeting spots which have a list of personnel These clip boards can be picked up by anyone as they exit Once outside make sure your name has been checked off before leaving the area g If there is a foul weather problem or some other reason for us to take shelter the secondary meeting spot for all Ellis Building personnel will be the Soil Science Shed There are back up copies of the check in sheets located in the Shed If there is an evacuation in our building then all work should be stopped in the Soils Shed and the areas cleared to make room for emergency shelter h Remain outside the building until the most senior member of the Fire Department the University Fire Marshall or Physical Plant Staff give the All Clear and the alarm bells have stopped ringing Soil Science Shed Foul Weather Meeting Spot Orientation Handbook 2015 page 20 SOIL SCIENCE SHED ALARM A monitored fire alarm system and emerge
25. planation must be included Payroll Appointment forms should be processed 2 weeks prior to your start date This includes a Personal Information Form as well as a Direct Deposit Authorization which requests your Orientation Handbook 2015 page 32 banking information We know that this timeline is not always possible but keep in mind your first payment may be delayed if this information is not received in time Please see Terri Ramm in the Soil Science Office Rm 366 to both receive the forms and to provide the required information to initiate the appointment Timesheets Hourly employee and student timesheets must be completed approved by your supervisor and submitted to Lynda before Noon on Fridays Employees supervised by Dr Tenuta should go directly to Lynda Biweekly staff must report any extra hours worked or time off i e vacation overtime medical appointment sick time etc to Terri before Noon on Fridays Accessing Your Pay Statement The University does not issue paper pay statements To access your pay statement you need to sign up for JUMP hittp jump umanitoba ca cp login In order to do this you will need to have a University of Manitoba employee number If you have not received your number please see Lynda Closson in Rm 362 Ellis Instructions on how to access JUMP can be found on the login page under how do log in Once you have access to JUMP log in click on the My JUMP tab and your earning statement will
26. rds among vehicles In case of an accident follow normal Autopac guidelines ii Obtain license plate numbers of all vehicles involved iii Obtain names and address of all drivers and witnesses iv Record place and time of accident v Manitoba Public Insurance can assist you in determining if you must report your accident to the police when you call to make a claim There is no need to report a straight forward fender bender to the police But if there was a fatality hospitalization because of injury an unregistered vehicle an unidentified vehicle you failed to get the driver s particulars or you suspect the other driver was under the influence of alcohol or drugs then the police must be contacted immediately vi The accident should also be reported to the Department Head Autopac and the Campus Police If a vehicle breaks down within the city limits you can make arrangements to have it towed to Dynamic Auto at 967 St Mary s Rd 204 257 0244 You can contact Crane towing at 204 489 3727 or Dr Hook Towing at 204 956 4665 Orientation Handbook 2015 page 25 k Your Supervisor is responsible for arranging rural roadside emergency service contacts for research sites This info can be included on the Off Campus Research Location Form Vehicle Pre Use Inspection Daily Pre Use Inspection is a condition of use for all Soil Science Vehicles The inspection is recommended for every time you use the vehicle but is
27. required if the vehicle is going outside of the Perimeter Hwy The Driver is responsible for seeing that the Pre Use Inspection has been completed before departure If you have any question on how to complete the inspection or if you find a problem contact Tim Stem 474 8014 tim stem umanitoba ca Vehicle Pre Use Inspection Tire Pressure Fluid Levels Emergency Supplies First Aid Kit Flashlight Extra Batteries Blanket Tow Rope Windows Clear Ready for heat cold Load Secured Any Vehicle Damage All Lights Working OoOddao dO SOIL SCIENCE DEPARTMENT Effective April 8 2015 Orientation Handbook 2015 page 26 Bio Security Field Protocols Purpose Ensure individuals working in producer fields are following proper stewardship protocols to minimize the spread of soil borne pests to uninfected fields Background Soil borne pests e g clubroot soybean cyst nematode are problematic because of persistence in soils and limited crop protection products Precautions must be taken to minimize the transfer of soil and to disinfect equipment by which soil can be transferred in order to reduce the risk of infecting fields that are not currently affected by these pests 1 Target Fields The personal protective clothing protocols apply to all producer fields where research personnel will be entering the field Personal protective clothing is not intended for the university research farms Glenlea Carman as wel
28. rning to the department Orientation Handbook 2015 page 27 3 Field Entry All Fields Whenever possible field visits should be done on foot Vehicles should be parked on the municipal road or in the approach and not in fields When doing field inspections with a grower if required to travel in a vehicle travel in the grower s vehicle Try to reduce field visits when the field is muddy 4 Vehicle and Wheeled Equipment Sanitation All Fields All vehicles and wheeled equipment quads trailers sprayers etc entering any field must be cleaned after use Upon leaving the field you should o Rough clean which includes knocking or scraping off soil clumps in the field then o Fine clean using compressed air to blow off remaining soil if light texture soil and soil is dry or for loams and clays and wet soil washing with water to rinse off remaining soil It is preferred that this be done at the field approach but it could be done at a nearby carwash tires wheels and undercarriage especially wheel wells and anywhere else mud may have stuck Vehicles and wheeled equipment entering more than 1 field per day must be rough cleaned and fine cleaned between exiting one field and entering the next Vehicles and wheeled equipment used in the field and returned to the department must be cleaned before being taken out 5 Small Tool Sanitation All Fields All small tools augers shovels trowels etc entering any field
29. sal mew r anr wT Fiorer EREA Non Biological Sharps Glass Pipette Tips Notify the technician in charge of the laboratory of any breakage As well pass on any other information concerning equipment contamination or shortage of chemicals and or glassware Laboratory waste must be disposed based on the information listed in the University of Manitoba flowchart for Disposal of Laboratory Waste This is posted in all Laboratories For more information on waste disposal procedures refer to the University of Manitoba Safety Office website All hazardous waste has to be stored in labelled containers that are appropriate for that particular waste must sit in a secondary containment tray When the container is full it should be taken to Rm 383 for subsequent disposal through the Safety Office All waste needs to be clearly identified and labeled Discarding unknown waste through the Safety Office is very expensive because extra testing is involved These costs are charged back directly to the Soil Science Department Rm 383 is also the area where orphaned or abandoned chemicals have been stored Be aware of what chemicals are available before ordering new chemicals Orientation Handbook 2015 page 17 RADIOISOTOPE LABORATORIES a All Laboratories that contain radioisotopes or any labeled material have a radiation sticker on the door These labs doors must be shut and locked whenever the labs are not occupied Laboratories
30. t that is available e When the checklist has been completed and signed return it to Rob Ellis Orientation Handbook 2015 page 11 Additional specific Lab Field Safety Training will be provided or directed to you by your Supervisor VOLUNTEERS AND MINORS IN LABORATORIES There is a University of Manitoba policy and procedure regarding the use of volunteers and the access of minors to Laboratories or other hazardous areas The policy addresses the requirement that volunteers need to have safe and rewarding experiences on campus It also includes a parental consent waiver form for minors For more information see www umanitoba ca admin goverance governing documents staff 810 htm www umanitoba ca admin goverance governing documents staff 812 htm For additional information on Safety Items check the UM Environmental Health and Safety Office EHSO website http www umanitoba ca admin human_resources ehso University of Manitoba Health and Safety Policy www umanitoba ca admin goverance governing documents staff 551 htm University of Manitoba Laboratory Safety Training Standards www umanitoba ca admin goverance governing documents operatioins 800 htm Orientation Handbook 2015 page 12 GENERAL LAB SAFETY You will be provided with safety glasses and any other required safety equipment by your Supervisor keep them clean and readily available a Before entering any Lab check the Workplace Hazard Information Placard
31. ticide containers prior to use and obtain instructions for use from field technicians and or your supervisor For your own safety please ensure that you do not transport pesticides inside the passenger compartment of any vehicle In case of pesticide spills or other accidents with pesticides contact Dr Farenhorst or Tim Stem If health of person s is endangered contact nearest hospital or medical office immediately Pesticides and Laundry To ensure your safety and the removal of all or nearly all the pesticide from clothing that has been contaminated by a spill the following steps should be followed Keep the clothes used during pesticide application separate from the family wash Use plastic bags to ensure this separation Use a pre spray laundry aid Spray and Wash Stain Away etc before starting the wash with detergent Set the washing machine temperature to hot Use the full amount of detergent recommended on the box Wash the clothing two or three times before reusing them Dry clothing outside not in dryer Orientation Handbook 2015 page 30 When selecting clothing to wear while applying pesticides it is best to avoid perma press type fabrics because these are harder to launder to a pesticide free condition HANDLING OF SOIL AND PLANT SAMPLES a b Soil samples may be stored unprocessed and just refrigerated or frozen dried only or dried and ground Confirm your sampling protocol
32. ting directly to UM Security Services As well 4 red emergency call boxes have been installed in the building s hallways All these emergency phones have speakers so that Security Services can use them as a public address PA system DIRECT LINES TO SECURITY amp AIV HELP EMERGENCY PHONE LABORATORY SPACE Laboratory space and Teaching Lab access will be assigned by the Head of the Department and or your supervisor on a priority basis according to needs of an individual and the program involved Do not enter or work in areas laboratories unless you have obtained permission from the person in charge Also do not remove anything from the Laboratories including glassware chemicals balances etc without permission Movement of any balances between labs and booking time in a Teaching Lab needs to be coordinated by Rob Ellis a Please obtain permission from the faculty member or technician in charge of equipment before you use it This will allow the technical staff to provide you with assistance and training b CLEAN UP Clean up all laboratory space and equipment after use Make sure equipment is maintained and ready for another user Report any equipment malfunction to the person in charge of the lab c Growth Chambers and the Growth Room Requests for plant growth space should be submitted to Bo Pan Procedures to be followed for maintenance of growth chambers and growth rooms will be provided after space is alloc
33. tions What To Do If You Discover A Fire What To Do When the Alarm Sounds Soil Science Shed Alarm Fire Warden Responsibilities First Aid Treatment Field Work Page 23 User Responsibilities of Field Equipment Vehicles and Pre use Inspection Bio Security Field Protocols Field Plots and Farm Cooperators Field Site Registration Form Pesticide Handling and Storage Handling of Soil and Plant Samples Field Site Registration Office Procedures Page 31 Purchases Travel Policies Payroll Timesheets Accessing Your Pay Statement Change of Address Marital Status Time Off Orientation Handbook 2015 page 3 GENERAL ELLIS BUILDING The Ellis Building is occupied by the Department of Soil Science Department of Food Science Agriculture and Agri Food Canada AAFC and the Provincial Soil Survey Unit Students require permission to use facilities and equipment of the Department of Food Science AAFC or Soil Survey Your supervisor will coordinate permission with the appropriate director or head of these agencies KEYS AND BUILDING SECURITY Each graduate student will be assigned a key that opens most of the labs as well as the general office photocopy room etc Summer and Visiting students will only receive keys that are deemed necessary Lynda Closson Soil Science General Office Rm 362 is responsible for key distribution A 25 deposit is required before keys are provided The deposit will be refunded when the keys are re
34. turned These keys are for your use only and are not to be used to allow entrance of any unauthorized persons During the evenings weekends and holidays all outside doors must be kept locked Remember this is for your security as well as to secure the building Be sure that the office laboratory and building doors are locked when unoccupied and that all lights and instruments in your area are turned off OFFICE SPACE Office space will be assigned by the Head of the Department on a priopity basis and according to the needs of the individual and the program involved PARKING Parking for staff and students is available at various sites around the University of Manitoba Fort Garry Campus Applications can be made through the Parking Office in the Welcome Centre 423 University Crescent Please note that there is no free parking on campus A valid parking pass must be displayed and you must park in designated parking stalls PHOTOCOPYING Lynda Closson Soil Science General Office Rm 362 will assign you a code to access the photocopier This is not to be shared and is only for copying essential to your research Personal photocopies can be purchased through the Soil Science General Office OFFICE SUPPLIES Basic office supplies are available from the Soil Science General Office Supplies required for research purposes are to be purchased using your supervisor s funds Orientation Handbook 2015 page 4 Students are required to prov
35. umanitoba ca admin human_resources ehso firelife_safety index html Orientation Handbook 2015 page 21 FIRST AID TREATMENT a First aid kits are located in a number of labs in the Soils Shed and in all the field vehicles There is signage on the doors of the labs that contain first aid kits The field vehicles also contain a blanket a flashlight spare batteries and a tow rope b The kits are checked regularly but if there is a problem with a kit or the contents need to be repacked after use contact Rob Ellis Field Vehicle Emergency Kit Supplies c The list of the Departmental Certified First Aiders is posted at each first aid station d In the event of any work related injury or accident after treatment report as soon as practical to your supervisor e All injuries should be documented on the green Workers Compensation Board WCB Notice of Injury Green Cards by the employee The original form is stored with the Safety Officer a copy is provided to the employee the supervisor and faxed to EHSO 204 474 7629 f These green notification forms are available on the bulletin board outside of the main office Rm 362 If there is a loss of work time or if medical attention was required then the employee needs to phone in a claim to the WCB at 204 954 4100 www umanitoba ca admin human_resources ehso occ_ health _comp aiwcb html Orientation Handbook 2015 page 22 Department of Soil Science Certified First Aid
36. xpect this to be a permanent storage solution You are responsible for maintaining a copy of your own files Storage on your Home H volume is an excellent way to backup but usually only of a limit of 15Mb e Personal Computers Machines brought from home can be connected to the network and the LAN Laptops can be connected securely using wireless Contact John Schoffner Ph 9670 or Nonato Nitafin Ph 8587 to receive an IP address for hardwired or have the Novell software installed f Software Once connected you can install or update software from U of M s Software Express https webapps cc umanitoba ca software Orientation Handbook 2015 page 5 RADIOS IN OFFICES LABORATORIES AND OTHER WORK AREAS The use of radios in offices and laboratories is permitted if the following guidelines are followed a Radios are operated at volumes such that no noise results in hallways adjacent laboratories or offices b Radios should not be used in offices when other occupants are studying writing reports etc Use caution when working and wearing ear buds from personal music devices These should not be used when working with any controlled Products ie chemicals in the Labs In some labs and work areas the use is not allowed at anytime and the following sign is posted at the entrance DO NOT WEAR HEADPHONES OR EAR BUDS IN THIS LAB LOUNGES KITCHEN AREA A kitchen area is operated by the Graduate Students in Rm 385 This room
37. y when cropped without prior permission of the owner of the land and your supervisor c Do not infest farm fields with weeds Adequate weed control must be provided or the plot must be tilled and worked down prior to formation of weed seeds Orientation Handbook 2015 page 29 PESTICIDE HANDLING AND STORAGE Contact Tim Stem for details Before working with any pesticides that require the use of a respirator all staff and students must complete the 2 step respirator fit testing process First you must submit a confidential medical surveillance form to be assessed by the Occupational Health Nurse at EHSO Once medically cleared you will be fit tested using a quantitative method by a Technician at EHSO using North half mask respirators For details on fit testing contact Rob Ellis or view the information at EHSO http umanitoba ca admin human_resources ehso emanagement rpd htm a Use appropriate clean apparel when handling pesticides This may include rubber gloves Disposable Tyvex Suit rubber boots respirator in proper working condition goggles Do not store any Personal Protective Equipment inside the Pesticide Storage Room This equipment will be provided to each field research team by their supervisor After using pesticides thoroughly wash all clothing and parts of the body that may have been exposed Do not remove pesticides from storage area without permission of your supervisor Read all labels on pes
Download Pdf Manuals
Related Search