Environmental Health & Safety from the Director's Desk
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As we move into June, it’s a good time to pause and refocus on preparedness. Hurricane season has officially begun, and with it comes our annual reminder to stay aware of changing weather conditions and review your department’s emergency procedures. Preparedness isn’t only about storms, though — it’s also about the everyday steps that help us respond quickly and confidently. Make sure everyone in your area knows your work address in case outside assistance is ever needed, and ensure your office or department has a basic first‑aid kit stocked and accessible. These small actions strengthen our overall emergency readiness and help keep our community safe throughout the season.
Warm regards,
Jennifer Laine, DrPH
Executive Director, EHS
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Ensure Your Door Signage is Updated for 2026
Spring is here, which means the 2026 inspection cycle is already well underway. One of the most missed deficiencies is labs forgetting to physically update their Lab Safety Information & Emergency Contact signage at the lab entrance(s). In the bottom right corner of each sign, you’ll see a bold red “Updated:” field. Every lab is expected to review the sign, confirm the information is still accurate, and—if nothing has changed—write a 2026 date in that field to document the review.
We know that adding dates beside or above older ones can start to look a bit cluttered. To avoid replacing an otherwise accurate sign with a freshly printed copy, we suggest placing a small piece of tape (any color you prefer) over the old date and writing the new one on top with a bold marker. This is just a suggestion—what matters most is that the information is reviewed, confirmed, and documented!
If you need a new sign, you can download a copy from our website, or we’re happy to drop off a cardstock version on request.
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Environmental Sampling
Did you know that your EHS Hazmat team does more than keeping the University safe through responsible waste management? Our team can perform several environmental tests in-house and collect samples for even more extensive testing through local labs. The data collected from these sampling events are used to verify regulatory compliance, establish baseline environmental parameters, and identify potential causes for concern. Our three primary environmental tests are listed below:
Soil Sampling is performed to create baseline environmental parameters and to delineate potential contamination should a spill occur. Most commonly, our team tests for Metals, Volatile Organic Compounds (VOCs), and Total Petroleum Hydrocarbons (TRPH).
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Water Sampling is the most common type of environmental sampling that our team performs. We can test Drinking Water, Surface Water, and Ground Water for a multitude of parameters. Most commonly, we evaluate surface waters for biological contaminates, turbidity, and nutrients.
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Air Testing is performed in conjunction with our Industrial Hygiene team in EHS. The Hazmat team focuses on identifying hazardous conditions by using direct reading instruments to analyze for VOCs and combustible gases.
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If you’d like to explore how the EHS Hazmat team can help with environmental sampling, please reach out to Brian Cumbie at bxc933@miami.edu .
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Culture and Climate: Building a Safer, Healthier Workplace
April 28th was World Day for Safety and Health at Work. Each year, this observance invites us to pause and reflect on how we protect the well being of our workforce. This year’s global campaign brings attention to a critical—and often underestimated—dimension of workplace safety: the psychosocial working environment.
For many of us, identifying physical hazards is second nature. We know how to spot a flammable chemical, recognize when repetitive motions are straining our wrists, avoid unsafe ladder use, or protect ourselves from particulate matter in the air. These are tangible risks, and we’ve built strong habits around managing them.
But the conversation is evolving. We are now being asked to look more deeply at the invisible factors that shape our daily experience at work:
- the weight of our workload,
- the dynamics between colleagues and supervisors,
- the expectations we set for ourselves,
- and the culture that influences how we respond to pressure.
These psychosocial elements can be just as impactful as physical hazards—sometimes more so—yet they often go unnoticed until stress, burnout, or disengagement take hold.
A Unique Academic Environment
Our academic community brings its own set of challenges and rhythms. The pace of our work shifts with semesters, seasonal demands, professional obligations, and the ever present pressure of grant deadlines. We balance teaching, research, service, and administrative responsibilities—each with its own expectations and emotional load.
Because of this complexity, it’s essential that we take a step back and look beyond the immediate task or instrument in front of us. Safety isn’t only about preventing physical harm; it’s also about creating an environment where people can think clearly, collaborate effectively, and feel supported.
Questions Worth Asking
As we reflect on this year’s theme, consider the following as a personal check in and a conversation starter within your teams:
- How does your day to day mental load feel? Are you carrying more than you realize?
- Is complacency creeping in? Are you lowering your standards because “that’s how we’ve always done it”?
- Do you feel empowered to be the “safety balance” for your team? Psychological safety is part of physical safety.
- What small strategies could help reduce stress around you? Even minor adjustments can have a meaningful impact.
As Managers and PIs, you play a pivotal role in setting the “safety thermostat” for your labs. When a hard deadline is prioritized over a pre task safety brief, your team notices. When you openly share your own past near misses, you create the psychological safety that empowers students and staff to speak up as well. Safety is more than compliance; it’s the trust that allows a junior researcher to say, “I’m not sure how to use this centrifuge,” before an accident occurs. Fostering open dialogue is one of the most effective controls we have for building stronger, more resilient teams.
Shifting from culture to climate, it’s also important to prepare for the rising temperatures ahead. Just as we work to manage the internal “climate” of our teams, we must also anticipate the literal climate shifts as we enter the South Florida summer. For those conducting field research, moving from the controlled environment of the lab to the outdoors requires a different level of vigilance. Heat related illness is a physical stressor that can be just as debilitating as a heavy mental workload, and it deserves the same proactive attention.
To stay resilient during the upcoming temperature surges, keep these strategies in mind:
1. Prepare and Protect
- Stay Informed: Pay close attention to heat advisories and the "feels like" temperature.
- Smart Wardrobe: Opt for lightweight, light-colored, and non-restrictive clothing.
- Time Your Tasks: Schedule strenuous field work for early morning or late evening.
2. Hydrate and Fuel
- Continuous Intake: Drink water or non-alcoholic fluids consistently, even if you don't feel thirsty.
- Eat Light: Heavy meals can increase internal body heat during digestion; opt for light, easy-to-digest foods.
3. Recognize the Signs
- Mild (Heat Rash/Cramps): Look for painful muscle spasms or dizziness (heat syncope). Action: moving to shaded area, hydrate, and apply firm pressure to cramping muscles.
- Severe (Heat Exhaustion): Symptoms include heavy sweating, nausea, and a weak pulse. Action: Fan the skin, use a water mister, and loosen clothing.
- Emergency (Heat Stroke): This is a life-threatening crisis marked by confusion, a high body temperature (106°F or higher), and a rapid pulse. Action: Call 911 immediately. Delay can be fatal.
Whether we’re managing the pressure of a research deadline or the intensity of the midday sun, our goal remains the same: supporting the person behind the professional. By cultivating a culture of psychological safety and staying physically prepared for the conditions around us, we create an environment where our research can thrive sustainably and our teams can remain healthy, resilient, and safe.
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Annual Chemical Inventory Reconciliation – No Need to Submit a New Inventory
Laboratories are required to complete an annual chemical inventory review, and the most efficient way to do this is through the ChemTracker reconciliation process in BioRAFT. Completing this reconciliation serves as your updated chemical inventory for the year, which means you do not need to submit a separate, newly updated full inventory.
Reconciliation verifies that:
• Chemicals listed in ChemTracker are physically present
• Quantities and storage locations are accurate
• Expired, unnecessary, or unknown chemicals are identified for disposal or corrective action
To complete your annual reconciliation:
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Completion of the annual reconciliation is required for continued laboratory compliance and will be reviewed during inspections.
If you have any questions or would like a consultation, please contact Adrian Hernandez Ferrer.
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It is important for personnel to understand their electrical needs and not overload the electrical systems in their building. Contact Facilities Work Control for an assessment or modification to your department’s electrical needs or requirements.
Electrical Cords
Electrical equipment should be checked regularly for wear and tear. Any equipment with damaged cords or plugs must be removed from service and reported for repairs or replacement. Electrical cords must not be attached to structures; extend through walls, ceilings, or floors, or under doors or floor coverings; or be subject to environmental or physical damage.
Extension Cords
Extension cords may be used for no longer than 90 days. They must be plugged directly into an approved receptacle and, unless specifically designed as approved multi plug cords, may supply only one portable appliance. The cord’s ampacity must meet or exceed the appliance’s rated load, and the cord must be kept in good condition—free of splices, deterioration, or damage. Extension cords must be grounded when used with grounded appliances and must not be daisy chained, attached to structures, routed through walls, ceilings, floors, under doors or floor coverings, or placed where they could be exposed to environmental or physical damage. They may not be used as a substitute for permanent wiring. (Source: NFPA 1, Fire Code, Chapter 11)
Surge Protectors
 The use of surge protectors is allowed for electrical equipment in buildings that do not require an Uninterruptible Power Supply (UPS). They must not be “daisy-chained”; or attached to structures; routed through walls, ceilings, or floors, or under doors or floor coverings; or placed where they could be exposed to environmental or physical damage. For equipment that require UPS, these must be plugged directly into red outlets. The University’s recommended industrial-grade surge protector is TrippLite available through our onsite suppliers, Grainger and Fastenal.
Ground Fault Circuit Interrupters (GFCI)
GFCIs outlets are fast-acting circuit breakers designed to shut off electric power to prevent electrocution from an electrical system. They are in all wet or damp locations such as sinks, bathrooms, showers etc. Important equipment such as freezers and refrigerators that require UPS must not be plugged into GFCI outlets.
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