Environmental Health & Safety Assistant

1. Environmental Health & Safety Assistant Web-Based Hazardous Waste Pickup Request Tutorial Environmental, Health, Safety, and Risk Management University of Alaska Fairbanks Updated January 2014

2. EH&S ASSISTANT: Hazardous Waste Pickup Request • EHSRM purchased the program Environmental Health & Safety Assistant from On Site Systems, Inc. of St. Louis • This program allows you to make non-radioactive hazardous waste pickup requests electronically • If you are on a UAF campus or at a UAF facility, all you need is access to the internet. It will work with any web browser. • Note: there may be issues with Internet Explorer • If you need to connect from off-campus locations, you will need to install the Cisco AnyConnect VPN software: http://www.alaska.edu/oit/services/vpn-connection-services/

3. EH&S ASSISTANT: Hazardous Waste Pickup Request • Although you can request a waste pickup from the login page without being entered into the system, it is highly recommended that you register with EHSRM. Doing so will make it easier for future pickup requests. • If you are already in the system and have a username and password, proceed to the next slide • If you have not been entered into the system, please contact Andrea Krumhardt at 474-5197 or apkrumhardt@alaska.edu • Have the following information available: • Lab location (building and room number) • Name and UAF ID number for the PI (Principle Investigator), employees and(or) students working in the lab that will need access to the inventory • Preferred username and password otherwise one will be assigned to each lab worker • note: one username and password can be assigned to all personnel under a PI

4. EH&S ASSISTANT: Hazardous Waste Pickup Request • Once you have your Username and Password, you can log onto the system using the following URL: http://137.229.5.169/ehsaweb/ehsawebisapi.dll • Once you log on to the program, your URL will look like this: http://137.229.5.169/ehsaweb/ehsawebisapi.dll/0ib1ie40z9fr851bbqqlj13jcx0z/ • The string of characters after the “.dll/” may be different when you log on • You can bookmark the URL with or without this last string of characters

5. EH&S ASSISTANT: Hazardous Waste Pickup Request • Some points to remember: • Do not use your browser’s back button to return to the previous page. It won’t work. Use “Submit”, “Main Menu”, “Back”, “Cancel”, “Select”, “Done”, or “Log Off”. • This symbol will bring up a pop-up list for you to choose from. In some fields, choosing from the pop-up list will be the only way to enter information into that field.

6. EH&S ASSISTANT: Hazardous Waste Pickup Request The Login Page will look like this: • Type in your Username and Password (not case sensitive) then press “return” or click the “Login” button • Use the “Change Password” link to change your password. It must be at least 4 characters long. • If you wish to change your Username, contact EHSRM • Use this link for a one-time only chemical waste pickup request. All repeat users should login.

7. EH&S ASSISTANT: Hazardous Waste Pickup Request • Once logged on, you will see all of the PIs that you have been linked to (may be just 1 to +30!) • If you are linked with many labs, you may scroll down the PI list or click the fist letter of the PI’s last name from the alphabet above to select the correct inventory

8. EH&S ASSISTANT: Hazardous Waste Pickup Request • Once you have selected the PI, click on the “Waste Pickup” link under the CHEM menu Selected PI’s name

9. EH&S ASSISTANT: Hazardous Waste Pickup Request • If you constantly generate the same waste chemicals, consider making a single request. It will be easy to duplicate the request the next time you have the same waste stream to be picked up. • You can also enter multiple waste chemicals in one request • To get started with a new request, click on “Add Request”

10. EH&S ASSISTANT: Hazardous Waste Pickup Request PI’s NAME PI CODE • The next page of your request will appear with the PI code and name, department code and name all pre-populated. • The Lab/Location fields can only be entered by clicking on the blue “i” and then selecting from the pop-up list • Enter contact by clicking on the blue “i” to select or simply type in the contact name • Enter a contact phone • Do not enter the waste detail in the “Comments” section. This field can include other information such as additional contact names and numbers. • Then click on “Enter Pickup Detail” D6 UAF UAF DEPARTMENT

11. EH&S ASSISTANT: Hazardous Waste Pickup Request • The request detail page will look like this:

12. EH&S ASSISTANT: Hazardous Waste Pickup Request • Required fields include: • Waste Type (do not use the “Mixed Waste” button unless you absolutely do not know what is in the waste container) • Physical Form: Gas, Liquid or Solid • # of Units, Quantity (container size—how much will it hold) & Unit of Measure (gr, ml, Lt, Lb, Kg etc.) If you have the same chemical waste in different sized containers, you will need to add additional containers to the request. • Total Waste Quantity, Unit of Measure Add up the waste quantity in all the containers and put the amount here. Estimate if unsure. • Container type. If you do not see your container type in the drop down menu, let EHSRM know and they will get it in the list • Optional fields include: • Location of waste. This is were you are storing the waste in the lab. Do not enter the room number here as that information was entered on the first part of the request. • Comments. Include any other information that you think the EHSRM Hazardous Waste employees should know about. For example, is there anything else mixed in with the waste chemical that is not a chemical such as soil, kim-wipes, broken glassware.

13. EH&S ASSISTANT: Hazardous Waste Pickup Request • Now you are ready to enter the waste chemicals • If you have a waste chemical that is not a mixture, simply type it into this field or click on the blue “i” to choose from your inventory • Then click on the “Attach” link above the table and to the right. Your chemical will be entered into the table. • You do not need to worry about the Chemical # or CAS # • If you made a mistake, click the “detach” link in the table and start over • Click the “Submit” button when you are done

14. EH&S ASSISTANT: Hazardous Waste Pickup Request • If you have a mixture and know the percentages: • Enter the first chemical component in the field just above the table by typing in or clicking on the blue “i” to choose from your inventory • Enter the “% of Content” for the chemical in the next field • Click on the “Attach” link above the table and to the right. Your first component will be entered into the table. Keep entering and attaching the chemical components and their percentages until 100% is reached. • Click the “Submit button (you will not be able to click the submit button until the “% of Content” reaches 100%)

15. EH&S ASSISTANT: Hazardous Waste Pickup Request • Once you submit a chemical waste, you have the opportunity to add another container to your request, or… • If you are finished, click “Done”

16. EH&S ASSISTANT: Hazardous Waste Pickup Request • Review your request. You can: • Add to it by clicking the orange highlighted “+Add+” link • Edit the request by clicking on the “Edit” link below the “Add” link • You can return to your inventory by clicking the “Main Menu” or Back button, or “Log Off” by clicking the link in the upper right corner • Note the Request Number and make sure you clearly mark your waste containers/tubs with this number. You can request orange chemical waste stickers from EHSRM to put on your containers. There is a space on the sticker to put the Request Number. 600 Joe Lab PI name

17. EH&S ASSISTANT: Hazardous Waste Pickup Request • If you generate the same chemical waste, you can duplicate this request in the future without having to start completely over • The next time you log on to the Waste Pickup link, if you do not see your previous request, it means the pick up has been completed. • Click on the “Completed Pickups” button and then “Duplicate this Request” in the 3rd column. Then click on “Incomplete Pickups” button to edit the request, e.g. change the number/size of bottles, location of waste, etc. then click submit. • Click on “Log Off” or “Main Menu” to exit program or work on your inventory 600 Joe Lab PI name

18. EH&S ASSISTANT: Hazardous Waste Pickup Request If you have any questions, contact Andrea Krumhardt, Assistant Industrial Hygienist at 474-5197 or apkrumhardt@alaska.edu or Richard Deck, Hazardous Materials Supervisor at 474-5617 or redeck@alaska.edu