Standard Operating Procedure for reporting physical plant and environmental conditions abnormalities at the cm-laf

1. Purpose: The purpose of this SOP is to outline procedures for reporting any concerns related to the physical plant and environmental conditions (temperature, humidity, ventilation, lighting, etc.) at the CM-LAF (North and South Campus) and RIA.
2. Scope: This SOP applies to all CM-LAF staff.
3. Procedure:
   1. Any abnormal conditions related to physical plant or the animal environment should be immediately reported to the CM-LAF floor supervisor:

      BEB 3rd floor and ground floor	Jay Neubecker	829-2919
      BEB 2nd floor	Kathy Bender	829-2919
      BEB 1st floor	Kim Pufpaff	829-2919
      Cary-Sherman	Kathy Bender	829-2919
      RIA	Gayle West	645-2822
      Hochstetter	Gayle West	645-2822
      Park	Gayle West	645-2822
      Or the general mechanic	John Farino	829-2919
      Or the facility manager	Linda Herter	829-2919, cell 536-9650

   2. Should an abnormal condition be found after normal work hours, weekends or holidays, the observation should be reported to the Chilled Water Plant at 645-2205 or Public Safety at 645-2222. Both offices have an emergency call-in list for the CM-LAF and will coordinate a response by the appropriate party. See SOP 5.A.5.
   3. The Chilled Water Plant is also responsible for monitoring the environmental conditions in the CM-LAF 24/7. When an abnormality is detected, a CMLAF staff on the call-in list is contacted to evaluate and coordinate a response to the problem
   4. When an abnormality is reported, appropriate action must be taken as soon as it is feasible. This action should include:
      1. Calling a work order for appropriate repairs or adjustments.
         1. Call Customer Service at 71
         2. Record work order number
         3. Submit number and description of work order to the general mechanic.
            1. The general mechanic will track the work order to completion.
      2. Seeking advice on temporarily resolving the problem until it can be corrected.
      3. Notifying the principal investigator whose animals are affected.
      4. Initiating a log to document the nature of the problem and all steps taken to correct it.
      5. Consulting with veterinary staff to prevent or minimize animal health complications.
      6. Maintain frequent communication with the principal investigator to keep her/him informed of the progress or resolution of the problem.
   5. Once the problem has been resolved, completed log sheets should be sent to the Facility Manager where they will be kept on file for three years.