The EHS lab safety group conducts laboratory evaluations of research and teaching laboratories at UT Austin and satellite facilities. The purpose of the evaluation program is to ensure compliance with University policy and any applicable regulations. All labs are evaluated on a semi-annual, annual, or biennial basis depending on risk.
UT HERD (formerly EHS Assistant) is an electronic information management system used to streamline the laboratory safety process and provide better service to researchers and laboratory personnel. Current features include lab personnel registration, lab evaluations, and chemical inventory management.
Lab Definition
EHS defines a laboratory as: a room or space used for testing, analyzing, researching, teaching, storing, diagnosing, experimenting, or similar activities supporting the academic and/or research mission of the university.
Lab Evaluations
Laboratory Evaluation Program
The University of Texas at Austin conducts laboratory evaluations to ensure a safe and compliant research environment. Environmental Health & Safety (EHS) partners with Principal Investigators (PIs), laboratory personnel, and departmental contacts to identify hazards, improve work practices, and verify compliance with University policies and other regulatory requirements.
Evaluations review key safety elements such as training compliance, chemical storage conditions, hazardous waste management, engineering controls, PPE use, emergency preparedness, and general housekeeping. Evaluation results and corrective actions are documented in UT HERD, where labs upload photos or records to document corrections.
The information below describes what to expect following an evaluation, including timelines, communication steps, and the escalation pathway for overdue corrective actions.
1. Initial Notification and Response Window
- Issue of Evaluation Report: EHS emails the report to the PI/Lab Contact/Responsible Individual. The report lists each identified item, the required corrective action, the EHS Inspector, the individual responsible for item correction, and the 14‑day deadline for response.
- PI/Lab Contact/Responsible Individual Response: The PI/Lab Contact/Responsible Individual must confirm completion of all items. A photo documenting each corrective action must be uploaded to UT HERD on or before Day 14, except for administrative tasks, such as training. Partial completions should include a revised target date for remaining items and an email to the assigned EHS Inspector to adjust dates accordingly.
2. Reminder Sequence (Prior to Escalation)
EHS issues the following reminders if confirmation has not been received:
- Day 13 (1 day before due date): Courtesy reminder to the PI/Lab Contact summarizing open items.
- Day 16 (2 days past due): Notification that required corrective actions are overdue.
- Day 18 (4 days past due): Final reminder before the escalation process begins.
- Day 22 (8 days past due): Level 1 escalation past‑due notice requesting immediate action.
- Day 27 (13 days past due): Level 2 escalation past‑due notice requesting immediate action.
Note: If a laboratory submits a reasonable corrective action plan at any point, EHS may continue to monitor progress instead of escalating. Failure to meet revised deadlines restarts the escalation process.
3. Escalation Levels
If items remain uncorrected after the reminder sequence, EHS escalates according to the following levels:
- Level 1 Escalation — Department Chair/PI:
Trigger: No response or incomplete actions after Day 18 reminder.
Action: EHS emails the Department Chair and PI detailing overdue items, risk implications, and the communication history. A 5 business‑day response is requested. - Level 2 Escalation — Associate Dean/Department Chair/PI:
Trigger: No satisfactory response or completion within 5 business days after Level 1.
Action: EHS emails the Associate Dean, Chair, and PI with a formal escalation, summary of deficiencies, and required completion date.
4. Verification & Closure
Findings are closed when:
- Evidence of Completion: The PI/Lab Contact provides documentation of corrective action (e.g., photos, work orders, documentation, etc.).
- EHS Verification: EHS reviews documentation and may perform a spot‑check or re‑visit as needed.
- Record Closure: EHS updates the evaluation record to “Closed,” noting dates, evidence, and any residual actions.
5. Exceptions & Accelerated Escalation
Certain situations may require immediate action. If an item presents imminent danger or poses a significant regulatory risk, EHS may bypass the normal reminder sequence and escalate directly to departmental or college leadership.
In severe cases, EHS may issue a Stop Work Order in accordance with University policy.
Lab Evaluation Feedback Flowchart (PDF)
Critical Issues Flowchart (PDF)
High Hazard (LHL3) Lab Evaluation Flowchart (PDF)
Facilities Issues Flowchart (PDF)
Shared Labs Guidance
Review Shared Labs Guidance for information on how to assign responsibility and manage shared lab spaces.
Self-Evaluation Program
Lab personnel are required to perform self-evaluations every Spring and Fall semester and submit them to EHS. Refer to the Self-Evaluation Program for more information.