SPO News


THE OPERATOR: THE NEWSLETTER OF SPACE PLANNING & OPERATIONS

OperatorWinter12-2014


AiM: Procedures for Requesting Work Orders
The University Facilities & Real Estate Services has implemented a new web based work order system called AiM.  In order to provide clarification on the procedures for requesting building maintenance type work orders, please follow these guidelines:

EMERGENCIES (Examples - Floods, Leaks, No Electric Power to Critical Equipment, Hot/Cold Temperatures that would have an immediate impact on animal welfare or critical equipment, Cold Rooms & Fume Hoods in Alarm) Call 215-898-7208.   Please record the tracking number you will receive for future reference.  If the problem has not been addressed in a timely manner, please contact your Building Administrator.

 NORMAL MAINTENANCE (Most Lab & Office Hot/Cold Temperature Complaints, Light Bulbs Out, Broken/Stained Ceiling Tiles, Dripping Faucets, Restroom Fixture Problems, Door Lock & Hardware Problems, Elevator Out of Service, etc.).  Please report these types of problems through AiM:
* Go to U@Penn
* Click on AiM Maintenance Request on Right Side of Page and log in with your PennKey & Password
* Click on Enter New Work Request
* Fill Out the Required Fields illustrated by the Red Asterisk along with an extra description if necessary
* Click on the SAVE button. You should receive a Request Number that documents your request is in the system.
* A Confirmation E-Mail Will Be Sent to You With the Work Order Number

CUSTOMER WORK REQUESTS (Painting, New Electrical Receptacles, Utility, Connections of New Lab Equipment, Shelving, Key Requests, etc.). These are all requests that require a 26 digit account number. Please download a Departmental Work Request form and fill it out completely. Please forward this signed authorized form to your Building Administrator.

HOUSEKEEPING REQUESTS Normal housekeeping services are defined by daily emptying of your trash cans, daily sweeping and mopping of hard surfaces, weekly vacuuming of carpeting, daily cleaning and stocking of restrooms, high dusting and annual stripping/waxing of hard surfaces
and annual shampooing of carpets.  If these normal housekeeping services are not being provided, please contact your Building Administrator.  If you need your special housekeeping services such as detailed cleaning of a lab, please use the Departmental Work Request form as outlined above.

If you have any questions on any of the procedures outlined above, please contact your Building Administrator in Space Planning & Operations at 215-898-8760.


CHARITABLE DONATION PROJECT
Stemmler Classroom Renovations Provide New Furnishings to Nicaraguan School

The recent Stemmler classroom renovations and technology upgrades not only created state of the art team learning environments for PSOM, but they also provided badly needed materials for those in need. PSOM partnered with IRN and Corporate Interiors to donate all the old casework to the Enrique de Osso School in Nicaragua. This amounted to over 6.5 tons of furnishings, including counter tops, audio visual screens, and cabinetry that were donated to the school. The principal was thrilled with the donation, and, as you can see below, the furnishings are already being put to good use. The project supported not only the school, but supported the University's Green Initiative by keeping usable materials out of landfills. Please click on the following link to see additional photos and learn more about the project. Charitable Donation Project

Kindergarten teacher and students enjoying new cabinets

 


IMPORTANT NOTICE REGARDING DISPOSAL OF INFECTIOUS SHARPS

logo

Institutional Biosafety Committee
Office of Environmental Health and Radiation Safety
3160 Chestnut Street, Suite 400
Philadelphia, PA 19104-6287
215-898-4453

MEMORANDUM

TO: Faculty and Staff University of Pennsylvania Perelman School of Medicine
FROM: Dr. Andrew Maksymowych
Institutional Biosafety Officer
DATE: August 24, 2011
RE: Disposal of Infectious Sharps

On Wednesday, August 17th, 2011 EHRS was notified by Stericycle, Penn’s infectious waste
disposal contractor, of an incident at the Stericycle transfer station. A syringe needle had
poked through an infectious waste box and caught on the pant leg of one of the transfer station
employees. This box contained waste traceable to Penn’s PSOM. This incident could have
resulted in a more serious injury to a Penn infectious waste handler or Stericycle employee.

This memorandum is to serve as a reminder that containers intended for disposal of infectious
waste (red bags and red bag lined boxes) are NOT appropriate containers for disposal of
infectious sharps. Used syringes and needles MUST be disposed into infectious waste sharps
containers (http://www.ehrs.upenn.edu/programs/bio/waste/usedsharps.html). Inappropriately
disposed syringes pose a hazard to both Penn personnel and to personnel employed by
Stericycle.

Please review the SOM infectious waste procedures and pertinent guidance available at
http://www.ehrs.upenn.edu/programs/bio/waste on the EHRS web site.

If you have any questions about the proper disposal procedures for infectious waste please
contact Marie-Luise Faber, EHRS Biosafety Officer at 215-746-6706.
Thank you, for your prompt attention to this matter.

/abm IBC '11
Download copy


Important new recycling initiatives for the Perelman School of Medicine.

recyclePENN EXPANDS PLASTICS RECYCLING
Effective immediately, Penn now recycles all plastic containers, plastic types numbered 1 through 7.  Penn’s recycler, Blue Mountain Recycling, has installed new equipment that is capable of sorting and recycling beyond #1 and #2 plastic to include #3 through #7 containers as well. Numbercodes for plastic recyclables are typically found on the bottom of the container.

A Recycle #1-#7 Plastic

Plastic wrap, plastic bags, Styrofoam, and PVC are still not recyclable at Penn, but many supermarkets recycle plastic grocery bags through take-back programs.

Expanded plastic recycling should help provide another boost towards Penn’s Climate Action Plan goal to reach a 40% campus recycling rate by 2014.  Currently, our campus rate is just over 24%, up about 4% from last year.  

For more on campus waste reduction and recycling initiatives, how the recycling process at Penn works, downloadable recycling signs for your building, and other tips on how you can help the University reduce its environmental impact, visit the Penn Green Campus Partnership website at www.upenn.edu/sustainability.

Thanks for your efforts to help Penn reduce its environmental footprint! 


recycleSUSTAINABILITY PRESENTATION
The Perelman School of Medicine, in conjunction with the University, has in place a large array of initiatives and strategies that help support sustainability throughout campus. To learn more about how SOM and the University are addressing sustainability and how you can help, please view the Sustainability Presentation from the February 17th, SOM Business Administrator's meeting.


OPT- IN PROCEDURE AVAILABLE FOR BUILDING ANNOUNCEMENTS- REQUIRES ACTION
VIEW PRESENTATION
Please be advised that faculty, staff and students can now opt-in to receive announcements regarding building operations at the Perelman School of Medicine.  Notifications provide important information related to building services including planned utility shut-downs, emergency notifications, and general updates regarding our facilities.  Information provided in these announcements may have implications for the use of the School's facilities - and require action on your part in response to the notification.

The process to opt-in or opt-out is simple:

1.  Go to http://my.med.upenn.edu and log-in with your PennKey.
2.  Select "Listserv Manager" from the left-hand column.
3.  Click on the buildings for which you would like to receive announcements.
4.  Log-out.

All individuals who currently receive building announcements have been transferred to the new email notification system.  Names/addresses that could not be verified have been removed from the contact list.  The building notification lists have also been cross referenced with the space database and all individuals to whom space is assigned have been added to the respective building notification list;   business administrators of organizations occupying each building have also been added to the respective notification lists.  To assure that you receive all appropriate announcements, please use the above process to verify and update your information.  Please contact Space Planning & Operations, 215-898-2876, if you have any questions regarding this message.

 


TRL SHUTTLE: A NOTICE REGARDING TRANSPORTING ANIMALS & HAZARDOUS MATERIALS
The TRL Shuttle is available to transport Penn personnel to and from the Translational Research Laboratories (TRL), 125 S. 31st Street, Stellar-Chance and the School of Veterinary Medicine buildings.

Shuttle passengers transporting small rodents (rats & mice only) are now permitted on all TRL shuttles. The transport must be performed using a closed disposable cardboard container provided by the animal facility. Animals in plastic housing cages are not allowed on board the shuttle.

Transportation of HAZARDOUS CHEMICALS and RADIOACTIVE MATERIALS on the shuttle is prohibited. If these materials require transport, contact EHRS at 215-898-4453.
Written EHRS approval is required prior to transporting biological or infectious materials on the shuttle. Contact a biological safety officer at EHRS for approval, 215-898-4453. The use of glass containers for the transport of potentially biohazardous materials is prohibited.

Contact Darren Johnson at 215-898-0196 with general questions or comments about the shuttle.


LAPTOP THEFTS
There has been a recent increase in the number of laptops removed from the inside of Penn-owned buildings, including the Perelman School of Medicine. The laptops were left UNATTENDED when taken. We strongly encourage you to be proactive in protecting your personal belongings in your school and/or office environment.

Computrace, a program that enables law enforcement officials to track and potentially recover lost or stolen laptops, is highly recommended for all laptops regardless of their specific function.

All laptops purchased with Institutional funds (including research grants and funds from federal agencies and industry sponsors) must have Computrace installed. All personal laptops with ePHI must also have it installed. It is recommended that all other personal laptops have the agent installed, especially those with other confidential but non-patient related information.

For more information on Computrace please contact your Local Support Provider.

Take Control: Prevent Laptop Computer Theft
Each day, almost 3,000 laptop computers are stolen.  Many of these thefts could be prevented.  Here are some practical steps you can take to prevent your portable laptop computer from becoming a crime statistic.

Protecting Penn's assets -
- Never leave your laptop unattended in a public place, even for a moment.
- Lock your laptop in your office during off-hours.  Or, whenever possible, take your laptop home with you so you always know where it is.
- Lock laptops in a cabinet and make sure all items are identified. Never put office keys to locked cabinets or closets in unlocked drawers or open hooks.
- Invest in a lock box for office keys and give the key to a responsible employee.
- For added security attach equipment (computer or printer) to the desk or table with a locking device. Do not rely on these locks, however, to protect an unattended laptop.
- Never leave a laptop in full view in your car, and never check the computer as luggage at airports.
- At airport checkpoints, be observant.  Don’t place the laptop on a conveyor belt until you are ready to walk through the checkpoint.
- Carry your notebook in a strong, padded nondescript bag.  Do not use the carrying case that advertises there’s a computer inside.
- Consider engraving some type of identification somewhere on the laptop.

Protecting data -
- Keep only the most necessary sensitive information on laptops, if at all.
- Back up your files and store them some place other than the laptop carrying case.
- Pay attention to where you use the portable.  Be aware that someone behind or next to you can see your computer screen.  This is especially true on an airplane.

Security in the office -
- Lock all offices, conference rooms or storage rooms that are regularly unoccupied.
- Please be sure that doors secure behind you and immediately report malfunctioning doors/locks to either Security or your respective building administrator.
- Watch out for "head poppers" who open the wrong doors and pretend to be looking for a specific office or person.  If they act nervous or head immediately for the nearest exit, remember their description, and call security.
- When you must work before or after normal office hours, keep your doors locked.  Notify security of your presence and where and what   hours you will be working.

Protecting other valuables -
- Do not place pocketbooks, backpacks or other bags on the back of chairs in public places, such as restaurants, cafes, libraries, etc.
- Keep your purse, wallet, keys or other valuable items with you at  all times or locked in a drawer or closet.

SECURITY IS A SHARED RESPONSIBILITY.


MOTORCYCLE, SCOOTER, AND MOPED PARKING RESTRICTIONS
NOTICE FROM THE DEPARTMENT OF PUBLIC SAFETY
Please be advised that parking of motorcycles, scooters, or mopeds on walkways, plazas, at bike racks, or adjacent to buildings on University of Pennsylvania property is prohibited. The parking of motorcycles, scooters, or mopeds in these areas creates a potential hazard and can delay "first responders" in emergency situations.

Violators will be cited by the University of Pennsylvania Police and the vehicles are also subject to being towed. Motorcycles, scooters, and mopeds must be parked on the street in a legal parking space. Staff members may contact the University of Pennsylvania Parking Services to obtain a parking permit to one of the garages or parking lots.

Thank you for your assistance.

If you have any questions, please contact Captain Joseph Fisher at jfischer@publicsafety.upenn.edu


FACILITY- FOCUS WORK ORDER SYSTEM: Procedures for Requesting Work Orders
The University Facilities & Real Estate Services has implemented a new web based work order system called FacilityFocus.  In order to provide clarification on the procedures for requesting building maintenance type work orders, please follow these guidelines:

EMERGENCIES (Examples - Floods, Leaks, No Electric Power to Critical Equipment, Hot/Cold Temperatures that would have an immediate impact on animal welfare or critical equipment, Cold Rooms & Fume Hoods in Alarm) Call 215-898-7208.   Please record the tracking number you will receive for future reference.  If the problem has not been addressed in a timely manner, please contact your Building Administrator.

 NORMAL MAINTENANCE (Most Lab & Office Hot/Cold Temperature Complaints, Light Bulbs Out, Broken/Stained Ceiling Tiles, Dripping Faucets, Restroom Fixture Problems, Door Lock & Hardware Problems, Elevator Out of Service, etc.).  Please report these types of problems through FacilityFocus:
* Go to U@Penn
* Click on Facilities Focus Maintenance Request on Right Side of Page and log in with your PennKey & Password
* Click on Customer Request and click on the INSERT button
* Fill Out the Required Fields illustrated by the Red Asterisk along with an extra description if necessary
* Click on the SAVE button. You should receive a Request Number that documents your request is in the system.
* A Confirmation E-Mail Will Be Sent to You With the Work Order Number.

CUSTOMER WORK REQUESTS (Painting, New Electrical Receptacles, Utility, Connections of New Lab Equipment, Shelving, Key Requests, etc.). These are all requests that require a 26 digit account number. Please download a Departmental Work Request form and fill it out completely. Please forward this signed authorized form to your Building Administrator.

HOUSEKEEPING REQUESTS Normal housekeeping services are defined by daily emptying of your trash cans, daily sweeping and mopping of hard surfaces, weekly vacuuming of carpeting, daily cleaning and stocking of restrooms, high dusting and annual stripping/waxing of hard surfaces
and annual shampooing of carpets.  If these normal housekeeping services are not being provided, please contact your Building Administrator.  If you need your special housekeeping services such as detailed cleaning of a lab, please use the Departmental Work Request form as outlined above.

If you have any questions on any of the procedures outlined above, please contact your Building Administrator in Space Planning & Operations at 215-898-8760.


BIOMEDICAL RESEARCH BUILDING Notice:  Bicycle and Motorized Bike Parking
Please be advised that bicycles and motorized bikes are not to be secured to hand rails, trees, stop signs, etc.  Non compliance may result in your property being confiscated.  For additional information, please visit website www.vpul.upenn.edu/osl/bikepol.html.

Please feel free to use the bike racks located on Guardian Drive and Hamilton Walk to secure bicycles and motorized bikes.

The Perelman School of Medicine thanks you in advance for your cooperation. Please contact your Building Administrator, Ron Harris, at 215-898-8760 or rharris@mail.med.upenn.edu with any questions or concerns.


SAFETY REMINDER
- Please remember to utilize the safety and security services offered by Penn's Division of Public Safety and the University City District, which includes:
- Walking Escorts: 215-898.WALK (Walking Escort boundaries extend from 30th Street 50th Street, Spring Garden Street to Woodland Avenue)
- Penn Transit: 215-898.RIDE (6pm-3am: *On-call for emergencies, 3am-7am; boundaries are: 50th Street 20th Street and Spring Garden Street to Woodland Avenue http://www.upenn.edu/transportation
- The Division of Public Safety is responsible for providing comprehensive safety and security services for all areas comprising the Penn Patrol Zone, which includes 30th Street to 43rd Street, on the east-west border, and Market Street to Baltimore Avenue, on the north-south border.


More News from EHRS

ERGONOMICS@PENN:  recently revised Ergonomics @ Penn web page was designed to provide the Penn community with tools to evaluate their workstations or jobs in order to make changes that will help prevent an injury from occurring.  The web page includes information about common repetitive stress injuries and their causes, examples of stretches that can be done at work and information specific to computer, laboratory and manual handling tasks. The web page also includes guidelines for selecting new computer furniture and accessories, and provides adjustment instructions for common chairs and keyboard trays found on campus.  Ergonomics @ Penn can be found at http://www.ehrs.upenn.edu/programs/occupat/ergo/

LAB SAFETY ALERTY - UV EXPOSURE FROM TRANSILLUMINATORS:  A recent article in the Journal of Occupational and Environmental Hygiene (JOEH) provides further evidence that many lab workers are overexposed to ultraviolet light in less than 35 seconds during the routine use of transilluminators.  Proper protective equipment such as gloves, face shields, safety glasses, and lab coats must be worn when working with transilluminators.  See EHRS’s Ultraviolet Radiation Laboratory Safety Fact Sheet  for more information on how to work safely with devices that produce UV radiation.  The October 2005 JOEH article, Ultraviolet Radiation Exposure from UV-Transilluminators, is available in the Biomedical Library.

SPO archived newsletters:

Fall 2014 issue

Winter 2011 - 2012 issue

Winter 2010 - 2011 issue

Winter 2009-2010 issue

Winter 2008-2009 issue

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