• ADA requires 3 feet access (walkways & doors).

• Suggest 3 feet around equipment & tools.

• Do not block doors/exits with furniture or stored items.

All members must maintain the condition of their assigned room and any furnishings provided to them. No permanent fixtures, drawing, painting, or markings on the facility or furnishings.

• Student organization rooms are ‘off-master’, which means there is no facilities services to clean or remove trash.
• Student organizations are responsible for maintaining a regular cleaning of their space, including sweeping and trash disposal (daily/weekly as necessary).
• Your organization will also organize a time in the year to review and purge any unneeded items being stored in your room.
• Student organizations should maintain an inventory of their furniture, equipment, supplies, as well as a sign-in/sign-out process when items are taken off campus for official club related activities.
• No food or drinks are allowed in your campus room. Any damage to the space will be the responsibility of the student organization and/or the department to repair and return to the original move-in condition.
• As delineated in the UCLA Student Code of Conduct (section 102.8), UCLA is an alcohol, drug, and tobacco free campus. There should be no alcoholic beverages or other illegal substances for the purposes of storage, consumption, or disposal in a campus room.  Issues related to this should be reported immediately.

• No daisy-chaining (plugging in one to the other) extension cords or power strips.

• Keep cords out of the walkway and doorways.

• Do not hang electrical cords from the ceiling or sprinklers unless installed by SEAS Building management or UCLA Facilities.

• Make sure cords are not frayed.

• Keep electrical panels clear on all sides (3 feet).

• Make sure all outlets are covered.

• Never use electronics, extension cords, or power strips with broken insulation.

• Secure bookcases, shelving and machinery that are taller than 5 feet..

• All tools and equipment (non-portable and without wheels) shall be secured to the floor to prevent tipping. Ensure all guards are in place for machinery.

• Ensure all items/tools are adequately stored (securely in closed cabinets and/or not stacked so high they may fall).

• Contact Anthony Redon, aredon@seas.ucla.edu, for assistance with securing equipment & furniture. Please do this prior to your EH& S Inspection. 

• Do not hang anything from sprinklers or pipes.

• Keep fire extinguishers clear at all times (at least 3 feet).

• Do not block access & doorways

• Do not block fire alarm pulleys.

• Do not block fire alarms or smoke detectors.

• Do not prop open designated fire doors.

• Do not stack/store items within 18 inches of the bottom of sprinkler heads. If sprinklers are not present, do not stack/store items within 24 inches from the ceiling.

• The Fire Department MUST be contacted in the event of a fire. Regardless of how small, how little damage, etc.

In the event of an Emergency
• Make sure everyone is safe.
• Call 911 (if necessary) or get necessary assistance. UCLA Dispatch – 310-825-1491.
• All injuries and accidents need to be reported. Activate your emergency phone tree (see next slide).

Training & Procedures

• Emergency Procedures: https://oem.ucla.edu/emergency-procedures
• Fire extinguisher training: https://ehs.ucla.edu/fire/fire-extinguishers

Additional resources:
• UCLA Student Affairs Safety, Support & Emergency page: https://www.studentaffairs.ucla.edu/guidebook/safety-andemergency-services
• UCLA EH&S Office or Emergency Management page: https://www.oem.ucla.edu/

Emergency plan action items:

• Have your officers and project leads review the Emergency Procedure information: https://oem.ucla.edu/emergencyprocedures
• Have your officers and project leads register for BruinAlert.
• Create an emergency & evacuation plan at the start of the year and review it quarterly.
• Locate your nearest eye-wash station, fire extinguisher, fire alarm, and evacuation site.
• Obtain a first aid kit, store it in a location easily accessed by your members, and keep it stocked.
• Post your emergency & evacuation plan along with your emergency phone-tree contacts in your room.
• Create a phone-tree plan to contact necessary people. This should include:
  • • Your executive board or project lead,
    • Your faculty advisor
    • Wes Uehara, Student Organization Coordinator, wuehara@seas.ucla.edu, 310-206-5592
    • Anthony Redon, Engineering Facilities Manager, aredon@seas.ucla.edu, 310-206-1946
    • Rob Candler, Associate Dean of Research & Physical Resources, rcandler@g.ucla.edu

• The Student Org’s areas are considered Off Master and therefore do get scheduled custodial
  services. Each club is responsible to maintain their respective space clean.
• Custodial services can be schedule by filling an Facilities Service Request (FSR) directly with UCLA Facility
  Management for a fee. It is recommended that you obtain a quote first and determine if this is something our organization can afford.

Trash Disposal: The primary Trash Disposal area is located in the Alley between Engineering
IV and Boelter Hall.

• • • Should a club need a dumpster to be brought up to the BH Patio area
      please fill the UCLA Engineering Material Service Reqeust (MSR) form on the SEAS building Services webpage. (24 hours notice).
    • No trash should be left in the Boelter Hall patio area.
    • Bulky items can also be handle by completing the MSR request.

Chemical Disposal: All Chemicals set for disposal must be tag with the EH&S disposal tag
and brought to the Recovery truck parked in the Alley near the Logistics Center every
Thursday from 10am til 10:30am , or by the CNSI Dock from 10:30am to 11:00am.

Batteries and e-Waste items can be dropped off in the Logicstics Center, located in Engineering 4 room 14-108 (the entrance faces Engineering 5 and is just around the corner from the Rocket Project room).  The Logistic Center is open Monday through Friday from 7:00am til 4:00pm (closed for lunch 12:00 to 1:00pm). 

Facility management Desk vs. SEAS Building Services

• For all Emergencies, please call the Facility Management Call Center at 310 825 9236
• For non Emergencies use the UCLA 311 App. One service request has been logged you
  will receive an acknowledgement email, please forward the email to aredon@seas.ucla.edu

SEAS Building Services team are here to help with facility enhancement, safety concerns, Storage of bulky items, Project Management and some preventive Maintenance. Use the MSR link on the SEAS Building Services Website

• If equipment is damaged, do not use it!
• Do not leave equipment unattended while its running.
• Do not operate equipment unless guards are in place.
• Guards and shields must be in place
• Do not remove guards for any reason while performing a task.
• Do not leave plugged in
• Report faulty machine and guard problems to supervisors immediately

• Authorized users shall be familiar with the operator safety manual and/or Job Hazard Analysis (JHA) prior to the use of any piece of equipment.
• Authorized users shall not deviate from safety protocol as outlined by the manufacturer.
• Equipment shall be used only as intended and within the specifications set forth by the manufacturer.
• Work safely and methodically. Resist rushing and ask for help when you need it.
• Aisles, exits, and access to emergency equipment must always be clear.
• Immediately report any problems or concerns to the club president and/or officer.
• Damaged equipment or equipment that does not appear to be operating normally must not be used. Report the problem equipment to the club president and/or supervisor to be removed from service.
• All guards and shields must be secured and in place prior to operating equipment.
• Compressed air must not be used to clean skin or clothing. Use a vacuum to clean
  work area surfaces.
• Housekeeping is everyone’s duty and includes cleaning up debris from machines
  and work areas frequently, maintaining proper equipment storage, and keeping
  walkways and doorways clear.

• Know the location of emergency equipment.
• No personal electronic devices or headphones while working at machines.
• Keep hands and body parts a safe distance from moving machinery.
• Remove loose jewelry, tie back hair and restrain beards.
• No open-toed shoes or sandals.
• Use the ‘buddy system’ (never work alone).
• Make sure you are understanding the proper operating procedures of equipment and
complete all necessary training.

What is Personal Protective Equipment (PPE)
Personal Protective Equipment or PPE refers to protective clothing, glasses/goggles, headwear, footwear and other garments designed to protect the user from hazards. PPE is required for certain SCC operations, including but not limited to the use of portable/stationary power tools, compressed air, and/or chemicals.

See the EH&S Facts: Personal Protective Equipment for a brief summary of each and when they should be used.

Where do I get PPE?
It is the responsibility of your organization to secure the necessary Personal Protective Equipment necessary for your activities. Here are some vendors that supply PPE:

• McMaster Carr
• Grainger
• Office Depot

Purpose

The Before you Begin checklist is a guide to help you plan for an activity. It will help you to reduce hazards in
your activity to reduce to potential of an accident. It will also help you to think about logistics and policies before
ordering supplies and starting your activity. The goal is to avoid any ‘show stoppers’ that will prevent you from
your activities.

Who should do this?

Any student leader that is engaging in a technical activity that requires storage and or disposal of materials, tools or processes that could cause harm if inappropriately used, or use and/or storage of chemicals.

When this should be completed?

Before you order any parts or supplies. We encourage you to complete the Before you Begin checklist before the start of each quarter and have it reviewed by your Faculty Advisor.

• Any tool or equipment should have an instruction manual. Find them and have participants review them.
  Please supplement the instructions as needed.
• Any activity that involves a high-level of hazard, warrants a Job Hazard Analysis or Standard Operating
  Procedure be adopted or created.
• Any use of chemicals require a review of the chemical’s Safety Data Sheet, a review by your faculty advisor for proper use, PPE, storage and disposal, and must be included in your Chemical Inventory sheet and submitted to EH&S.
• Have your Faculty Advisor review your Before you Begin Checklist for approval.
• Provide the necessary training to your participants.

• Name of project or activity
• Names, title, and contact information of project lead(s)
• Summary of project or activity
• Outcomes of project or activity
• Who are the participants?
• List of tools, equipment, materials, and chemicals that will be used
• Where will these tools, equipment, materials, and chemicals be stored and will you have access?
• What are the hazards involved in your activity that could cause harm to your participants?
• Are you using tools or equipment that can cause harm if used incorrectly or an accident occurs?
• Does this involve strenuous activity or mobility?
• Are you using chemicals beyond what you would find on the shelf in a kitchen that is used to prepare a meal?
• What trainings (and/or instructions) do you have to provide to your participants?
• What do you have to teach them so they can participate?
• What do you have to teach them to reduce the potential of an accident?
• Are there any Standard Operating Procedures or Job Safety Analysis that already exists that can be adopted for your activities?
• What policies and guidelines exist that govern your activity? Paint & SandBox policy, Hazard Communication, etc.
• Do you need participants consent to participate? Publicity Release
• When and where will you work on your project or activity? Is there adequate space, lighting, ventilation, etc.?
• What is the impact of your project or activity on the community or campus-environment?
• How does this impact people walking by, in the nearby building, etc…?
• What can you do to reduce the impact of your project or activity on the community or campus-environment?
• What is the clean-up and disposal procedures for the materials?
• What is the protocol in place in case there is an emergency? What do you do? Who do you call? What if you’re off-site?

• Before you Being check-list in .doc format
• Please review the Lab & Space Safety for Student Organization leaders website for additional guidance and resources for your activity.
• Check our Job Hazard Analysis (JHA) & Standard Operating Procedure repository. This link will take you to any JHAs or SOPs that were created by other engineering student organizations. Please add any that you have created to this repository for others to use.  Let’s not recreate the wheel!
• Check the EH&S UCLA Box folder for JHAs that have already been created and can be adopted by your organization for your activities. 
• Contact UCLA Environment, Health, & Safety for help – safetyandcompliance@ehs.ucla.edu

The US Occupational Safety and Health Administration (OSHA) requires all chemicals to have a label that includes the following information:

• • Product Identifier
  • Supplier Information
  • Signal Words
  • Hazard Statement
  • Hazard Pictograms
  • Precautionary Statements
  • Supplemental Information

This should be reviewed for storage, appropriate use, how to reduce hazards, PPE, and disposal.  Please note that if you put the chemical in another container and intend to leave it in that container beyond your work-shift; then it must be labeled.

Please see slides for an example of an OSHA label and explanation of hazard symbols.

In addition to the chemical label, please review the Safety Data Sheet (SDS) of any chemical that has one.  Safety Data Sheets will include 16 sections as follows:

• 1. Identification
  2. Hazard(s) Identification
  3. Composition, information on ingredients
  4. First-aid measures
  5. Accidental release measures
  6. Handling and storage
  7. Exposure controls, personal protection
  8. Physical and chemical properties
  9. Stability and Reactivity
  10. Toxicological information
  11. Ecological information
  12. Disposal considerations
  13. Transport information
  14. Regulatory information
  15. Other information

Please review any Safety Data Sheets, include information on appropriate storage, training, PPE, use, and disposal on your Before you Begin checklist and review it with your Faculty Advisor.  If you have any questions, please contact EH&S, safetyandcompliance@ehs.ucla.edu.

EH&S has developed Standard Operating Procedures (SOPs) for a wide variety of chemical hazards. These SOPs are generally grouped by control bands, which specify a common set of precautions that apply to chemicals with a specific hazard, or combination of hazards, associated with them. Student organizations can check the repository of these SOPs for the chemicals they use. 

Chemicals for which no control band is appropriate retain their own chemical-specific SOP. Please contact EH&S at laboratorysafety@ehs.ucla.edu for assistance in determining which control band applies to a particular material.

UCLA campus requires that we inventory all chemicals that are being used and/or stored in our campus space.  As such, each organization is required to submit a Chemical Inventory of all chemicals used and/or stored by their organization campus room or space.

Please use the EH&S Chemical Inventory template to enter your items: https://ucla.app.box.com/s/tv3ndyqgmw2x9sbyb6g2yxvvn25ekddl.  The tables are formatted to collect information that allows campus to quickly organize data.  Please do not change the format embedded in each cell of the table.

If you have questions, please email EH&S at safetyandcompliance@ehs.ucla.edu.

• Dispose of all hazardous and chemical waste via UCLA EH&S Hazardous Waste Department
• DO NOT dispose of chemical waste in trash cans, down drains, in storm drains, outside, by evaporation, etc
• Your regular waste pickup: Engineering IV Loading Dock, mornings Tues & Thurs
• Waste must be tagged- Consult your Faculty Advisor for more information.

Hazard Communication & Chemical Safety
Step 1: Student organizations must keep a Chemical Inventory List of all chemicals used in the work area and used in activities. Your organization, along with your Faculty Advisor, should do a walk-through of your campus space and review your activities to identify all chemicals that your organization uses or stores.  These should be added to your Chemical Inventory.

Step 2: Organizations and your Faculty Advisor should review the Chemical Label, Safety Data Sheet and Standard Operating Procedure (if applicable) for each chemical being used or stored to determine the hazards associated to the use, storage, disposal of that chemical, and how you will design your activity to reduce the hazards associated.

Step 3: Create a training for your membership that will engage in the activity.  It should include:

• Chemical information, which requires the chemical to have a legible, intact label.
• Hard copies of the Safety Data Sheets (SDSs) must be available at the location where chemicals are being stored and used.
• Information on the hazards of the chemicals with which they are working.
• Instructions on how to access, handle, store, and dispose the chemical.
• Required PPE and supervision.
• Storage and access to the chemical,
• What to do in case of an emergency.

Step 4: Maintain a log on who is authorized to use the chemical or engage in the activity.

Refer to the EH&S Facts Sheets for details: Hazard Communication and Chemical Safety.  If you have questions, please email EH&S at safetyandcompliance@ehs.ucla.edu.

Additional Guidance

• Most student organization rooms are not safe to store or use chemicals. You MUST consult with your faculty advisor regarding chemicals in your space.
• Chemicals shall be stored in closed containers when not in use.
• Store chemicals in designated flammable storage cabinets as applicable.
• Ensure incompatible chemicals are stored separately.
• Ensure secondary containment is utilized to catch leaks from chemical containers.
• Do not order bulk/excess chemicals that may not be used by the end of the project/academic year.

A Job Hazard Analysis (JHA) is a systematic process used to identify potential hazards and risks associated with specific job tasks or activities. It is a proactive approach to workplace safety that helps organizations prevent accidents and injuries by assessing and mitigating potential risks before they occur.

Job Hazard Analysis (JHAs) are typically equipment specific. These documents should provide safety, health, and environmental information to work safely. Supervisors and student organization members who use a common piece of equipment should collaborate to develop JHAs. Training on JHAs should be updated and documented annually and as new equipment or procedures are introduced.

Environment, Health & Safety (EH&S) provides a JHA form template that you can use to create a JHA and access to a JHA repository that includes JHAs that have already been created that you can adopt or use to assist you in developing a JHA specific to the activity (job/task) you are planning.  EH&S also provides Chemical Banded SOPs to use chemicals. Please check these resources before creating your own. There might be one available that you can adopt for your tool or activity.

Step 1: Identify any tool or equipment that has the potential of causing injury if not used appropriately on in an accident.

Step 2: Review this EH&S site, https://ehs.ucla.edu/documents/general-occupational, to see if a JHA (formerly known as JSA) was already created for your tool or activity. Student organizations can also check our Job Hazard Analysis (JHA) & Standard Operating Procedure repository. This link will take you to any JHAs or SOPs that were created by other engineering student organizations. Please add any that you have created to this repository for others to use.  Let’s not recreate the wheel!

Step 3: If a JHA does not exist, then work on create a JHA tailored to your activity. If a JHA already exists, make sure to tailor it to your specific operations.

Step 4: Have this reviewed and approved by your Faculty Advisor.

Step 5: Create and deliver a training for your membership.

Step 6: Keep a log of membership that has completed that training and can have access to that piece of equipment.

Step 7: Pass this information on to next year’s officers.

The UCLA Engineering Innovation Lab MakerSpace is located at 1805 and 2808 Boelter Hall.  Please visit the MakerSpace website to learn more about the MakerSpace, tools and equipment available, access and necessary training.

Student organizations are able to utilize the equipment in the MakerSpace for their projects and can discuss use of the space for activities with the Director of the MakerSpace Professor Jacob Schmidt.  Currently the MakerSpace is NOT available for meetings.  You can contact him with questions at schmidt@seas.ucla.edu. 

Professor Schmidt is also the Director of the Engineering 96 courses that are taught by UCLA Engineering undergraduates.  To learn more about E 96 or applying to be an instructor, please review the slides and contact Professor Schmidt. 

Information updates as of September 2023.

Hours of operation:

Monday – Friday
7 AM – 12 PM and 1PM – 5PM

Saturday hours TBD

Required orientation:

Please visit the UCLA Engineering Machine Shop website for more information on the following:

• Safety Guidelines
• Banned Material
• Reservations and the reservation policy
• Equipment
• Training

For additional questions, email Anthony Redon, Engineering Facilities Manager, at aredon@seas.ucla.edu.

Painting & Sanding Policy and PaintBox Facility

• Prior to October 2, 2023 – Walk-through of space with your Faculty Advisor (all organizations that occupy space in the School)
  • • Discuss room set-up & safety
    •  Discuss your quarterly activities and ask for guidance on reducing hazards in your activity
    • Here is a checklist for a faculty to use when they are conducting their walk-through.
• Schedule your EH&S Safety Inspection – an email was sent on Friday, September 29, 2023
• October 2 – 9, 2023 – UCLA Environment, Health, & Safety Inspections – October 2 – 9, 2023
• Friday, October 13, 2023 – UCLA EH&S Inspection Report file must be emailed to Wes Uehara, Engineering Student Organization Coordinator, wuehara@seas.ucla.edu
• Friday, November 10, 2023 – All assigned action items identified during your inspection must be completed & resolved.
• Friday, November 17, 2023 – email your EH&S Inspection Report file that indicates that all action items (if any) have been resolved to Wes Uehara, Engineering Student Organization Coordinator, wuehara@seas.ucla.edu

• Implement the policies and protocols found on the Lab & Space Safety for Student Leaders website.
• Assign to an officer or elect an officer to oversee operations and safety in your space.
• Share and review the Lab & Space Safety website with your membership.
• Review, implement, and disseminate policies and information related to space and safety from
  Campus and the School of Engineering to your membership throughout the year.
• Schedule a ‘walk-through’ of your campus space with your Faculty Advisor.
• Complete an EH&S Inspection if you are an organization that resides in the SCC or works with tools,
  equipment, and materials that could cause harm.
• Report any inappropriate activity, theft, accidents, damage to the School and your faculty advisor.

• Assist Executive Board with carrying out responsibilities.
• Complete the ‘Before you Begin checklist’ prior to starting a new activity. Review activities with your
  Faculty Advisor before implementing.
• Identify, create, or update Job Hazard Analysis, review of chemical labels, Safety Data Sheets, and Standard Operating Procedures for any chemicals you are using.
• Designate a location in your work area where all equipment manuals are easily accessible to those who are using the equipment.
• Provide training to membership before starting activities.
• Create an ‘Authorized-use log’ or record of who has completed the necessary trainings and can have
  access to participate in an activity, use a tool, or handle supplies.
• Create a repository where training tools, curriculum, and authorized-use logs are kept to pass to next
  year’s officers.

All members of student organizations have the responsibility to:

• Review the Lab & Space Safety for student organizations website for policy, procedures and resources before starting any activity,
• Complete the required EH&S online trainings each year and provide the proof of completion to your organization:
  • Lab Safety Fundamental Concepts
  • Shops Training
  • General Chemical Safety Training
• Complete any specific training on using tools, equipment or handling chemicals offered by your organization before starting an activity.
• Report back any inappropriate activity, missing equipment, or accidents to your officers and project leads.

• Faculty Advisors assume ultimate responsibility for the safety of the members of the student
  organization and the impact on our community of any activity that the organization takes on.
• Faculty Advisors will ensure student organizations are in compliance with Space & Safety Protocols
  on this website and any UCLA Environment, Health and Safety policies. Advisors will help the
  organization to determine a solution to any activity or situation that is not in compliance.
•  Assist student organization to review activity, and identify tools, equipment, chemicals or substances
  that they use that requires the creation or adoption of a Job Hazard Analysis, review of chemical labels, Safety Data Sheets, Standard Operating Procedure and implementation of activities.
• Quarterly Room Inspection of the student organization’s physical space to provide guidance on EH& S
  space and safety compliance and review activities.
• Advocate with Department or School on behalf of the student organization for resources needed to
  reduce the hazards and impact on the community associated with their activities.

• Address any violations regarding space & safety incurred by the student organization and ensure
  compliance with Space & Safety Protocols created by UCLA Samueli and EH&S policies on safety
  and managing space.
• Assist in identify summer storage should the room assigned to the student organization be needed
  over the summer for School outreach programs.
• Assign a faculty to review Space Use applications from student organizations (every other year).

Your sponsoring department is your faculty advisor’s department.  The School of Engineering is the sponsor of school-wide organizations such as ESUC, MentorSEAS, and Ambassadors.