Responsibilities for safety management of biological agents

Genetic Modification & Dangerous Pathogen Safety Committee (GMDPSC)

Committee Membership

The Chair: appointed by Heads of Departments conducting GM / pathogen work and ratified by the Health Safety and Welfare Committee.
Secretary
Health & Safety Advisor (Biological Sciences)
University Director of Health and Safety
Representatives of supervisors of work activities involving the use of GMOs and pathogens.
Representatives of all persons having access to facilities used for genetic modification and pathogen work, for example, technical staff, facility managers, Union representatives.
Co-opted members (internal or external to the University) to supplement existing expertise as and when necessary.

The Health and Safety Executive (HSE) will be notified of any significant changes to the membership.

Terms of Reference:

Monitor the implementation of University policy and procedures relating to biological agents (including genetically modified organisms (GMOs) and other hazardous biological agents) to ensure compliance with legislative requirements.

Keep under review the health and safety measures in all departments relating to work involving biological agents and the contained use of GMOs.
Promote good practice by all those engaged in activities using biological agents.
Report to the Council through the Workplace Health and Safety Committee. See GM Flow Chart 1 (PDF , 3kb)
Review, advise on, and approve all GMO risk assessments.
Review, advise on, and approve all risk assessments for biological agents requiring statutory notification to the competent authority (Health and Safety Executive (HSE)).
Keep under review any changes in relevant legislation and related approved codes of practice and guidance, and inform all departments concerned.
Receive and consider reports on facility inspections.
To meet at least once every semester, and additionally as necessary.
To make all information relating to the committee's activities freely available (subject to compliance with the Data Protection Act). To make minutes of all meetings available on both the Department of Biology safety notice board and web site.
To advise Heads of Department on all matters relating to GMOs and dangerous pathogens.
The Health and Safety Advisor (Biological Sciences) shall advise the Committee on all matters related to biological safety and, where necessary, report on the implementation of policy for the Committee's consideration.
The committee will apply equality of opportunity for all individuals in its work.

Heads of Department (HoD)

Heads of Department are responsible for managing health and safety within their Department. This includes ensuring adequate resources and appropriate measures are in place for the protection of all persons working with hazardous biological agents.

Director of Health and Safety (DHS)

The Director of Health & Safety shall work closely with Departmental Safety Advisors and specialist advisors on biological agents to ensure compliance with the regulations.

Biological Safety Advisor (BSA)

The Biological Safety Advisor shall:

offer practical advise to individuals involved in activities using biological agents
advise the University, all departments and project supervisors of any changes to legislation and relevant codes of practice and guidance
ensure all statutory notifications are in place (includes premises and activity notifications)
check that facilities are appropriate
assist in the provision of suitable and sufficient training for those involved in activities using hazardous biological agents (see Section 10)
advise on the formulation of local rules (see Section 9)
ensure emergency plans are in place where required
assist in the auditing and inspection of GM facilities
authority to stop GM activities where the containment measures are considered insufficient to control the risks
maintain a record of risk assessments for all GM activities and other activities using hazardous biological agents
maintain a register of current GM activities and workers
maintain a register of all hazardous biological agents (typically Hazard Groups 2 and above)
liaise with external agencies on behalf of the University of York

Project Supervisors

Project Supervisors are defined as permanent members of staff who have been awarded a grant to conduct the GMO activity. They shall accept full responsibility for all aspects of safety for those working with them, including activities involving GMOs.

The Project Supervisor must ensure that:

a suitable and sufficient assessment of risks is performed for all GM work activities and all other activities involving hazardous biological agents (typically those organisms in hazard group 2 and above) before the work starts
risk assessments are reviewed whenever there are significant changes to the work and at least every 1 to 2 years to ensure that they remain relevant and up-to-date
the laboratory facilities meet the required standards and the BSA has inspected and approved the facilities before work starts
all persons involved in GM work activities are registered with the GMSC
all persons working under their supervision have received appropriate training (see Section 10) including awareness of risks and appropriate control measures to apply
they provide or organise appropriate supervision to assess competence of persons under their control to work safely

Individuals

Individuals must:

adopt safe practices in activities involving biological material, in particular to carry out the work only in designated areas, to wear appropriate protective equipment and clothing, and to dispose of waste in the specified manner
adopt good personal hygiene standards (including washing hands, no eating or drinking, no application of cosmetics or manipulation of contact lenses in designated areas)
report any incidents, accidents or defects in equipment relating to the handling of biological materials;
Co-operate with their supervisors and any other person appointed to advise or monitor health and safety in the local arrangements for biological safety.

Departments

Departments are responsible for the maintenance and testing of equipment used in biological containment facilities. This includes arranging the examination and testing of microbial safety cabinets and autoclaves used to inactivate biological waste material.

Microbial Safety Cabinets

Microbial safety cabinets (a form of local exhaust ventilation) must be examined and tested at intervals not exceeding 14 months as required by the 'Control of Substances Hazardous to Health' (COSHH) Regulations. Cabinets should be tested more frequently (typically at six-monthly intervals) for Hazard Group 3 organisms, especially for those organisms spread by airborne or droplet routes of infection.

Autoclaves

Autoclaves must be serviced regularly as recommended by the manufacturers by a competent person according to a 'written scheme of examination'. In addition, the pressure system must be inspected regularly (at least every 14 months) to establish it is fit for continued use. It is also essential that all autoclaves used to treat biological waste are calibrated annually. This will typically involve the use of calibrated thermocouples placed strategically within the chamber of each type of load normally treated.

Sealability Testing

University Containment Level 3 facilities and some animal holding rooms are sealed to permit disinfection by fumigation, preventing escape of fumigant during the process. It is the responsibility of departments to arrange annual testing of these facilities to ensure their sealable status.

Estates Services

Estates Services are responsible for the general maintenance of all laboratory and horticultural facilities. In addition, they are also responsible for the maintenance and periodic examination and testing of ventilation systems associated with laboratory rooms and connected to microbial safety cabinets. Records of maintenance / examination must be kept and made available for internal and external inspections.