Hazardous Material: EBAB-R

1. Hazardous Materials Program Supervisor

• Overall supervision of the operation of hazardous materials policies and procedures within the district will be the responsibility of the Executive Director of Finance and Auxiliary Services, or his/her designee, who will serve as the hazardous materials program supervisor, and referred to throughout these procedures as the "supervisor."
• At each location, a district employee will be designated as the local hazardous materials coordinator, referred to throughout these procedures as the "coordinator", and a second district employee designated as a backup to the coordinator. The coordinator will be responsible for all aspects of dealing with hazardous materials at the location and will comply with all district policies and procedures and local, state and federal laws and regulations dealing with hazardous materials.
• The coordinator also will be responsible for reporting any violations in the district's hazardous materials policy and procedures as soon as possible to the supervisor and the building/ location administrator if said administrator is not the coordinator.

2. Initial Inventory and Material Identification

• The supervisor will coordinate an initial district-wide inventory to identify potentially hazardous substances.

3. Tracking, Inventory and Material Safety Data Sheets

• Each coordinator will be responsible for logging in the receipt of hazardous materials purchased and/or received at his/her location. The coordinator will track and keep written records of the storage and ultimate disposition of the hazardous materials. The coordinator will provide a copy of the current inventory log and record of disposition of hazardous materials to the supervisor.
• The supervisor will maintain a copy of each location's inventory and documentation of hazardous materials. This information may be released to appropriate police, fire and emergency service authorities.
• The supervisor will be responsible for establishing and maintaining the Material Safety Data Sheets (MSDS) system for the district.

4. Purchase of Hazardous Materials

• In addition to following the district's regular purchasing procedures, an employee may purchase hazardous materials only with the approval of the coordinator for use at a specific location. 
• All purchase orders for hazardous materials will include a requirement that the shipment of any such materials includes MSDS with any order or portion of the order. Purchase orders also will note that failure to provide MSDS with the shipment may result in either the district's refusing to accept the shipment or the district's conditionally accepting the shipment and delaying payment until the MSDS are provided.
• Any unapproved purchase of hazardous materials is beyond the course and scope of the district employee's authority and is forbidden. The unapproved bringing of hazardous materials into the district by district employees is likewise forbidden. Such a purchase or bringing into the district of unapproved hazardous materials may be grounds for termination.
• The above procedures also will apply to the acceptance of donated hazardous materials.

5. Storage, Recycling or Transfer of Hazardous Materials

• The supervisor shall designate an area or areas for storage of:
  • a. Materials which are or might become hazardous materials.
  • b. Hazardous materials which have been declared waste and are being held for disposal.
• When a coordinator has a material which qualifies as hazardous material at his/her location and which may require disposal, the coordinator will contact the supervisor to arrange for storage, transfer or disposal as appropriate. Materials no longer needed at one location may be available for transfer within the district to other programs or locations.
• When materials are not needed by a district location, operation or program, the supervisor will be authorized to declare a hazardous material as waste.
• Storage of hazardous materials will be in compliance with local, state and federal law. Hazardous materials will be separated according to chemical properties and stored safely in storage areas appropriate to the risk posed by the materials.
• All containers for hazardous materials will be labeled to show name of materials, date of receipt by the district, shelf life and expiration date.

6. Disposal of Hazardous Materials

• When a coordinator or a location/building administrator believes there are materials on site which may qualify as hazardous for which there is no immediate need for program or operation requirements or which may need to be disposed of, the supervisor will be contacted. ONLY THE SUPERVISOR WILL BE AUTHORIZED TO DECLARE MATERIALS TO BE WASTE, EXCESS OR SURPLUS AND TO ORDER THEIR DISPOSAL.
• When materials are determined to be ready for disposal, the supervisor will arrange for disposal in a manner that complies with all local, state and federal laws and regulations. Disposal determinations should be made to preserve "small quantity generator" status as defined by the Environmental Protection Agency (EPA) for each location and for any central storage area.
• The supervisor will maintain written documentation of the disposal of hazardous materials from all locations in the district.

7. Transportation of Hazardous Materials and Waste

• Transportation of hazardous materials and waste will meet all local, state requirements. The district will arrange for qualified third parties to transport any hazardous waste or hazardous materials outside the state.
• Unless specific written approval is received by a district employee from the supervisor, no district employee, student or volunteer will transport hazardous materials owned by or attributed to the district in any vehicle, including district vehicles.

8. Emergency Response Plan

• The supervisor, in conjunction with the coordinators, will develop and regularly update an emergency response plan which will enable a district employee aware of an incident involving hazardous material to take appropriate action to protect students, staff, the general public and district property. This plan will comply with all applicable laws and regulations and will be coordinated with the district and the location evacuation plans.
• In addition, a plan to handle spills and leaks will be developed for each location for hazardous materials at the location. The plan will address immediate emergency procedures, required notification and clean-up procedure and will comply with all applicable laws and regulations.
• All information regarding a hazardous materials incident will be released to the media or the public only by the superintendent or designee. No other district employee is authorized to release information regarding any such incident.
• The supervisor will coordinate with the district's legal counsel and the superintendent's office any notification or reports to local, state and federal authorities.

9. Evacuation Plan

• An evacuation plan will be developed and implemented for each location with consideration being given to the location and the types of hazardous materials present at the location.
• As appropriate for the location, copies of the evacuation plan will be posted within the building and will be maintained by the coordinator, the building/location administrator and the supervisor.
• Where practical, the evacuation plan will be coordinated with the fire and police departments and the district transportation department.

10. Training of Staff and Students

• The coordinators, administrators, staff members handling hazardous materials and school nurses/health paraprofessionals will seek training in responding to hazardous materials emergency incidents.
• When hazardous materials are used in the classroom, both staff and students will seek training in the handling, storage, and use techniques appropriate to the materials used as part of the curriculum. The staff also will be instructed in emergency procedures, including evacuation, appropriate to the materials.

 

Approved:
June 13, 1989

Revised:
February 10, 2014

CROSS REFS.:
DJB, Purchasing Procedures
EBCA, Emergency Plans, and subcodes