13.3 Rules

13.3.1 Training

Training on health and research as well as environmental protection is provided in classroom-based, online and hands-on forms. At the University, all persons who operate in the University, regardless of their affiliation or how long they have been or will be operating at the University, must select and take any trainings that are required for the type of activity they plan to engage in, before engaging in it or before submitting the required application. Certification of trainings is generally valid for five years; however, certification of some trainings expires earlier. In addition, all persons are required to take the Basics of Health and Safety and the Update Session on Research Safety every year to renew certification of these trainings. Training must be retaken when deemed necessary by the University, such as when laws and regulations are revised, or before the expiration of the validity period. In addition to taking the required trainings, supervisors such as faculty members and section leaders must also inform their subordinate faculty and staff members as well as non-University personnel they have accepted about all required trainings, and confirm that they have completed these trainings. For details, on education and training and who can attend, see WEB Link.

13.3.1.1 Basics of Health and Safety
The Basics of Health and Safety is a comprehensive training on health and safety and environmental protection, which is also one of the important initial trainings that all new personnel at OIST must receive. Its training material puts together all the basic health and safety matters that those operating at OIST ought to know. It enables trainees to develop an overall understanding of emergency procedures, applicable legal and regulatory requirements as well as University rules. All University students and employees, including clerical workers (and contract workers) not directly engaged in research or experiments, must receive this training. The material is updated as necessary, to include revision of laws and regulatory provisions as well as University rules. Certification of this training is valid only for one year, and thus all persons are required to complete annual renewal by receiving the training again before expiry.

13.3.1.2 Responsible Conduct of Research
The Guidelines for Responding to Misconduct in Research (Decision by the Minister of Education, Culture, Sports, Science and Technology, August 26, 2014) require research institutions such as universities to provide research ethics education to a wide range of persons who are involved in their research activities. All persons who are involved in research activities or operations for supporting research at the University must take the Responsible Conduct of Research program. Administrative employees who are not directly involved in research activities are also strongly recommended to take this program. [Link: 4.8.2] Additionally, taking research ethics materials provided by an institution other than OIST is also encouraged. Of note, those who have acquired an external research grant may be required to take an additional research ethics material by the funding agency. Certification of this program is valid for five years.

13.3.1.3 Required Trainings for Personnel who Operate in the University
To perform certain types of work, personnel must take certain trainings which are required by laws, regulations and guidelines, or are necessitated to operate safely. Those who are engaged in an activity at the University must complete all required trainings before the commencement of the activity or application procedures relating to it. Information on required trainings for specific works can be obtained from the relevant laws and regulatory provisions as well as the University's Health and Safety website. Persons who operate at the University are recommended to additionally take a broad range of programs even if they are not mandatory. In addition, if training programs consist of multiple modules, including those of mandatory and non-mandatory, likewise, trainees should willingly take non-mandatory modules as well.

Persons who are engaged in waste collection or cleaning as well as outside contractors who have access to laboratory areas must complete the Advanced Safety Program on Health and Safety in advance of the commencement of the work and, subsequently, at least once in five years.

13.3.2 Hazardous Work and Handling of Harmful Agents

The following general rules must always be observed when performing hazardous work or handling harmful agents:

  1. When handling an apparatus or equipment that involves high temperatures, high pressure, high voltage or high speed or that is heavy weight, use appropriate protective measures and equipment and work attentively.
  2. Before using an apparatus or equipment that is new to the operator, the operator must carefully read operation manuals, do any other appropriate preparation work and ask for guidance from a person who has experience in using the apparatus or equipment.
  3. Before operating an apparatus, device, or equipment that requires a particular skill, the potential user must be familiar with basic operations of the apparatus or equipment.
  4. After use, the apparatus, device, or equipment - and the surrounding areas - must be cleaned up; if any defect is found, it must be promptly repaired (or the next user notified of the problem).
  5. The following personal protective equipment must be provided and used as necessary:
  • Protective equipment for eyes and face (such as glasses with face shield)
  • Protective equipment for body, hands and feet (such as protective clothes, gloves and safety shoes)
  • Protective equipment for respiration (such as dust respirator, gas mask and air respirator)
  1. Maintain personal protective equipment so as to be used in the best condition anytime and clearly indicate the place where they are stored.
  2. Be familiar with how to wear personal protective equipment so that they can be worn quickly and appropriately when necessary.
  3. After use, personal protective equipment must be sterilized appropriately and stored in an appropriate place.
  4. Employees who are engaged in work with limitations on working conditions or work specified as dangerous or harmful work under the Industrial Safety and Health Act or any other relevant laws must have license or have completed skill trainings or special trainings required by the Act or such laws.

13.3.3 Machinery, Equipment, Instruments & Devices

In performing their duties for the University, workers may make use of a variety of machines, equipment, devices, tools and instruments, large and small, simple and complex, from hammers and welding torches to cranes and lasers (collectively referred to as “equipment”). All workers must read the related manuals thoroughly to understand and know the measures how to avoid or mitigate hazards.

13.3.3.1 Equipment that Require License or Notification
The Industrial Safety and Health Act or any other relevant laws may require a potential user of certain equipment to obtain license or submit a notification for the use in advance; for details, see “OIST Safety and Health Management Rules” and the University's pertinent website. However, for any license or notification procedures which involve the Fire Prevention Ordinance of the Okinawa Prefecture, the Facility Management Section will act as the contact office for communication between the University and the Okinawa Prefecture.

13.3.3.2 Unattended Operation of Equipment
Although refrigerators, freezers and incubators operating in an intermediate temperature range may be left unattended exceptionally, the general rule is that no equipment may be left unattended while operating (including overnight operation). However, in the case of low risk machines that are provided with safety devices, unattended operation may be conducted if all pertinent ancillary safety precautions are in effect. When performing unattended operation, the following notices must be posted:

  • On the equipment, indicate that unattended operation or overnight operation is scheduled;
  • On the equipment, post a description of the current operation and provide emergency response and contact person information.

13.3.3.3 Equipment Requiring Periodic Inspection
The Industrial Safety and Health Act or any other relevant laws may require periodic inspection on certain equipment and installations; for details, see “OIST Safety and Health Management Rules” and the University's pertinent website.

13.3.3.4 Use of Laser
Refer to “Laser Safety Management Rules” and “Laser Safety Standards” for use of laser.

13.3.3.5 Use of X-ray Instruments
The necessary requirements to ensure the safe and appropriate use of X-ray instruments are stipulated in “X-ray Instruments Management Rules.” The University's X-ray instrument website is Link.

13.3.3.6 Mechanical Workshop
In order to obtain permission to enter the Mechanical Workshop and to use the equipment, a user must apply to the Engineering Section and successfully complete the training concerning safe use of the equipment beforehand. When using the equipment, a user must pay attention to safe operation, following the rules set by the Engineering Section.

13.3.4 Rules for Working with Electrical Hazards

Electricity, especially high-voltage electricity, can be extremely dangerous to work with or around. It poses a serious risk to human life, as well as to property, if not properly, appropriately, and carefully managed and handled. All persons working with electricity must make efforts to prevent electrical accidents or injuries and conduct the electrical work under the supervision of the Electrical Chief Engineer whenever such work is needed.  When conducting electrical work on campus, the procedures for electrical work [Link: Procedures for Electrical Work] must be observed.

13.3.5 High Pressure and Liquefied Gas

In the case of handling high pressure or liquefied gas, the person must comply with the requirements of the “High Pressure Gas Safety Act”, which regulates the use of compressed gases and stipulates in detail how to use these gases. Liquefied gases that can become 0.2 MPa are also regulated as high pressure gases such as petroleum gas, compressed acetylene gas, liquefied hydrogen cyanide, liquefied ethylene oxide and liquefied bromomethyl. Those using such regulated high pressure/liquefied gas must undergo training concerning high pressure gas and must use the high pressure gases in safe manner, undertaking all necessary safety measures in compliance with the High Pressure Gas Safety Law.

13.3.6 Experiment/Research required Institutional Review

If an experiment involves recombinant DNA, pathogens and toxins, laboratory animals, radiation, human subjects research, field work, or laser, the experimenter must submit an application to the pertinent secretariat (Section in charge) for review by the pertinent Institutional Review Committee before commencing the experiment and obtain approval from the Secretary General. However, animal experiment requires approval from the Provost.

The Institutional Review Committees established in the University are:

  • Biosafety Committee
  • Animal Experiment Committee
  • Radiation Safety Committee
  • Human Subjects Research Committee
  • Field Work Safety Committee
  • Laser Safety Advisory Committee

13.3.7 Recombinant DNA Experiments

Operation of Recombinant DNA Experiments must comply with the following Rules and Acts, and other legal and regulatory provisions. In addition, completion of appropriate training programs and necessary procedures is also required before commencing any experiments in this category. When procuring or acquiring living modified organisms (LMOs) from or providing LMOs to other institutions, necessary procedures must be completed beforehand, in compliance with all legal and regulatory provisions concerning import/export as well as the rules of a carrier of international shipment.

13.3.8 Experiments Handling Pathogens and Toxins

Operation of Experiments handling Pathogens and Toxins must comply with the following Rules and Acts, and other legal and regulatory provisions. In addition, completion of appropriate training programs and necessary procedures is also required before commencing any experiments in this category. When procuring or acquiring pathogens and toxins from or providing them to other institutions, necessary procedures must be completed beforehand, in compliance with all legal and regulatory provisions concerning import/export as well as the rules of a carrier of international shipment. Of note, a wide variety of biological agents are subject to the biosafety committee review at OIST.

13.3.9 Animal Experiments

Operation of Animal Experiments must comply with the following Rules and Acts, and other legal and regulatory provisions. In addition, completion of appropriate training programs and necessary procedures is also required before commencing any experiments in this category. When procuring or acquiring laboratory animals from or providing them to other institutions, necessary procedures must be completed beforehand, in compliance with all legal and regulatory provisions concerning import/export as well as the rules of a carrier of international shipment.

13.3.10 Experiments Involving the Use of Radiation

Operation of experiments involving use of radiation must comply with the following Rules and Acts, and other legal and regulatory provisions. In addition, completion of appropriate training programs and necessary procedures is also required before commencing any experiments in this category. Only the Radiation Protection Supervisor can handle the procurement procedures of Radioisotopes. Of note, the “Act concerning Prevention of Radiation Hazards due to Radioisotopes, etc.” may require installation of equipment generating radiation be performed under a permit obtained from or a notification submitted to the regulatory authority in advance of the installation.

13.3.11 Human Subjects Research

Operation of Human Subjects Research must comply with the following Rules and Guidelines, and other legal and regulatory provisions. In addition, completion of appropriate training programs and necessary procedures is also required before commencing the research. To handle Human Specimens, infection prevention measures against blood-borne pathogens must be taken. When procuring or acquiring Human Specimens from or providing them to other institutions, necessary procedures must be completed in compliance with all legal and regulatory provisions concerning import/export as well as the rules of a carrier of international shipment.

13.3.12 Chemical Materials

(Rules that apply to Radioisotopes (RIs) are described in the section of Experiments Involving the Use of Radiation [Link: 13.3.10].) Handling, use and storage of chemical materials at the University must comply with “OIST Graduate University Rules for the Management of Chemical Materials,” the “Industrial Safety and Health Act” and other relevant legal and regulatory provisions. A user of chemical materials must be aware that safety requirements differ depending on each specific chemical. In addition, completion of all necessary training programs is required before commencing any experiments involving use of chemical materials.

13.3.12.1 Basic Chemical Safety Rules

  • Before working with any new chemical materials, use Chemical Risk Information Platform (CHRIP) and Safety Data Sheet (SDS).
  • Wear appropriate personal protective equipment (such as lab coat, rubber gloves, safety glasses and masks).
  • Consider a lower risk alternative, if a chemical material that you intend to work with poses a high potential risk.
  • Before use, again review the physical and chemical properties of chemical materials that you will work with, along with information concerning hazards and disposal methods.
  • Plan and take safety measures to prevent potential accidents and mitigate hazards.

13.3.12.2 Export/Import of Chemical Materials
In Japan, the “Act on the Evaluation of Chemical Substances and Regulation of Their Manufacture, etc.” has been established to evaluate whether new chemical substances to be manufactured or imported have harmful properties to humans, and to control the manufacture, import and use of chemical substances posing the risk of impairing human health through the environment. Those who intend to import chemical materials must contact the Chemical Materials Safety Supervisor at Occupational Health and Safety, and take necessary instructions from the Supervisor.

13.3.12.3 Transport of Chemical Materials
Transport of chemical materials is controlled by the provisions of the Postal Act, Terms and Conditions of Domestic Postal Services, Universal Postal Convention, IATA Dangerous Goods Rules, etc., and transportable goods are specified in these stipulations. Containers and packages for transport must comply with specific requirements.

Contact the carrier or shipping company, as they may decline to handle delivery of dangerous goods or quarantine items. See 4.11.7 in the Chapter 4, and the University’s Security Export Control website.

13.3.12.4 Special Requirment for handling Chemical Materials
The chemical materials listed below have been deemed hazardous by regulatory agencies and are subject to stringent requirements regarding their handling, management and storage. In addition, if a non-listed chemical material is expected to pose a hazard similar to those associated with any of the below-listed chemical materials, then those safe handling requirements apply. Further, other relevant legal and regulatory provisions and OIST Rules must also be observed as well:

  1. Organic solvents (Ordinance on the Prevention of Organic Solvent Poisoning)
  2. Specified chemical substances (Ordinance on Prevention of Hazards due to Specified Chemical Substances)
  3. Poisonous substances, Deleterious substances and Specified Poisonous Substances (Poisonous and Deleterious Substances Control Act)
  4. Dangerous materials (Fire Service Act)
  5. High pressure gas (High Pressure Gas Safety Act)
  6. Narcotics (Narcotics and Psychotropics Control Act)
  7. Stimulants (Stimulants Control Act)
  8. Nuclear fuel material (Act on the Regulation of Nuclear Source Material, Nuclear Fuel Material and Reactors)

13.3.13 Field Work

Field work involve risks and dangers which are different from those that may be present in indoor academic or research activities. Besides, access to work sites and collection of biological resources are subject to restrictions imposed by various legal and regulatory provisions. Thus, operation of field work require careful planning of the work, taking measures to ensure safety, and acting in strict compliance with the law. People who intend to conduct any field work must carefully read OIST Rules for Field Work and OIST Field Work Manual beforehand, and complete all appropriate training programs, acquire required qualifications, and receive designated health examinations.

13.3.14 Rules Regarding Health & Wellness

All University students and employees must pay attention to their own health and wellness in addition to complying with safety rules. In particular, each work area should be free of hazards and contain the proper equipment, should be appropriately lighted, should provide ergonomically correct tools, equipment, and furniture, and should be properly ventilated. Students and employees should also be mindful of the need for enough sleep each day, for a modicum of daily exercise, for a nutritious diet, and for periods of relaxation and recreation.

13.3.15 Rules Concerning Environmental Protection

University students and employees must perform their University duties in compliance with the following:
  1. Reduce energy consumption and greenhouse-gas emission by using facilities and apparatus/equipment efficiently;
  2. Manage/handle hazardous materials in keeping with legal and University requirements to prevent release to the environment.
  3. Participate in training sessions concerning environmental protection.
  4. Actively exchange information that promotes environmental protection activities.
  5. Minimize waste and reuse resources where feasible.

13.3.15.1 Waste Management
Management of waste must comply with the following Rules and Acts, and other legal and regulatory provisions. All training programs and procedures required for such work must be completed before commencing work. Appropriate protective gear must be worn in carrying out waste handling and disposal:

13.3.16 Disaster Preparedness & Emergency Response Rules

Hazardous incidents and appropriate responses under an emergency situation is possible if each person knows what an emergency situation is like and what to do in response. Employees and students must maintain preparedness by periodically reviewing emergency response procedures, emergency contacts, evacuation routes, for the areas where they work. Employees and students must read and understand “University Emergency, Safety, Health Procedures & Guidelines.” Employees and students should also prepare an individual emergency response plan based on the specifics of their work. Please refer to the “Typhoon Guidelines” in case of typhoon. For earthquake, take necessary preparedness measures in accordance with the "Earthquake Preparedness Manual."

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