New York University
PA-15: Workplace Health and Safety

1. Plan-Do-Check-Act (PDCA) Cycle: NYU’s Research and Lab Safety (RLS) department collaborates closely with Facility Project Managers during the design phase of academic spaces, such as laboratories, to ensure they meet all safety and regulatory standards. From the start, RLS supports the onboarding process for new faculty and staff by providing training, reviewing policies and procedures, and creating their virtual lab space within our lab management system, SciShield, reviewing chemical inventories. RLS also inspects these spaces to confirm compliance with relevant regulations upon move-in. Throughout the year, RLS performs regular compliance inspections and check-ins to maintain safety standards. 

The approach is guided by the PDCA cycle, with SciShield playing a central role in tracking and maintaining records for NYU’s health and safety programs. SciShield is used to plan by identifying hazards and assessing risks, then implement appropriate measures such as reviewing SOPs and enforcing exposure control strategies. For example, employ tools like ChemTracker to identify areas where chemical monitoring is necessary and collaborate with faculty to explore safer alternatives. If the use of a specific chemical is unavoidable, RLS closely monitors its usage to assess the effectiveness of control measures, such as engineering controls and PPE, and make updates to protocols or corrective actions as needed.

RLS periodically reevaluates the situation to ensure the measures in place are functioning as intended. If gaps are identified during this reassessment, corrective actions are taken, which may include revising procedures, providing additional training, or implementing new control measures. When these corrective actions prove successful, they are standardized and documented to ensure consistent health and safety practices across the institution for the use of that chemical.

Additionally, SciShield supports \compliance efforts by maintaining comprehensive records of safety documentation templates, training, equipment certification, laboratory registrations, and hazard information, all of which are critical for emergency response planning and meeting regulatory requirements. In cases where incidents do occur, our system's incident tracking module allows RLS to conduct thorough investigations and implement CAPA, ensuring that the lessons learned are continuously integrated into our safety processes to enhance overall safety and compliance.

2. Health and safety programs to identify and control hazards, prevent injuries and diseases, and promote a positive health and safety culture: NYU Safety Professionals (including industrial hygienists) play a key role in promoting health and safety at the University by identifying hazards, assessing health and safety risks, implementing appropriate safety controls, and advising management and employees on accident prevention strategies. Their focus areas include makerspace and academic shop safety, safe use of hazardous chemicals, material handling, personal protective equipment (PPE), 3D printer safety, and indoor air quality. They offer a range of services, including training, safety assessments, and walkthroughs, consultation on safety concerns, incident investigations, and safety SOP reviews. To build a positive safety culture, they ensure that Standard Operating Procedures (SOPs) incorporate exposure control methods, such as engineering controls, PPE, and administrative work practices. Additionally, the medical surveillance module in SciShield is integral to our health and safety strategy, helping us identify workers in need of surveillance based on their job activities, assess potential hazards and risks of exposure, and determine the necessary tests and examinations (e.g., exposure monitoring or medical clearance and fit testing for the Respiratory Protection Program (RPP)). RLS also facilitates connections to the Student Health Center or Environmental Health and Safety (EHS) vendors for enrollment into essential programs like RPP or hearing conservation.

3. Engagement mechanisms to engage workers to help monitor, collect feedback, and advise on health and safety programs (e.g., joint worker-management health and safety committees):  RLS representatives actively participate in departmental and university safety committees, where they provide expertise to identify, assess, and address potential workplace hazards. RLS involvement ensures compliance with safety regulations and fosters a proactive approach to preventing accidents and injuries by leveraging best practices in health and safety. Through these committees, we gather valuable feedback from principal investigators and staff to refine our programs and address safety concerns. In addition, RLS attends departmental and lab-specific safety meetings and seminars to discuss safe work practices and host live training sessions for faculty, staff, and students to promote a consistent understanding of safety principles across the university. RLS also conducts impromptu safety rounds and visits to engage directly with faculty, staff, and students, building relationships and discussing safety concerns and hazardous activities. This approach enables us to effectively support academic spaces in problem-solving and addressing any questions during our visits.

4. Regular auditing for conformance to external standards or guidelines: RLS conducts annual assessments of all academic labs, shops, and art studios (also known as labs) to ensure they comply with OSHA laboratory safety standards, OSHA general industry regulations, EPA and DEC hazardous waste regulations, DOH regulations, and other applicable regulatory standards. During these audits, any deficiencies are identified and documented in detailed reports that outline the corrective actions required for resolution. The goal is to minimize the risk of injury or illness to laboratory workers by ensuring they receive the necessary training, information, and support to maintain a safe work environment. These assessments also focus on identifying and reducing hazards in the lab, ensuring compliance with local, state, and federal regulations, and helping faculty, staff, and students establish a safe and hygienic work environment. RLS also encourages all labs to perform their own self-inspections regularly to identify potential concerns early and use these opportunities for training and continuous improvement.

Recordable incidents of work-related injury or ill health are tracked and calculated based on OSHA standard 1904.7.