Policies & Procedures Manual · Policies & Procedures Manual July 2013 . ... $6.3M renovation of SJH was completed in 2012 funded by Campus and the NSF. The electron microscopy lab

Materials Research Center Policies and Procedures Manual July 2013

Materials Research Center

Missouri University of Science and Technology

Rolla, Missouri

Policies & Procedures Manual

July 2013


TABLE OF CONTENTS

I. ORGANIZATION

Mission Statement & Overview ...............................................................................1

Process for Creating New Senior Investigator Positions ..................................... 2-3

Senior Investigators ............................................................................................. 4-5

Process to be a Research Investigator ......................................................................6

Invitation to be Research Investigator ................................................................. 7-8

Research Investigators ....................................................................................... 9-13

Process for Young Investigator Support ................................................................14

Emeritus Senior Investigators & Advisory Committee .........................................15

Organizational Structure & Location .....................................................................16

II. EQUIPMENT & INVENTORY MANAGEMENT POLICIES

Introduction ............................................................................................................17

Contacts..................................................................................................................18

General Guidelines, Definitions, Policies and Procedures

A. Roles and Responsibilities ...............................................................................19

B. Equipment Costs ..............................................................................................20

C. Inventory Control of Equipment ......................................................................21

D. Equipment Fabrication .....................................................................................22

E. Reporting Movement of Equipment ................................................................23

F. Equipment Disposal .........................................................................................23

G. Use, Maintenance and Protection of Equipment ..............................................24

H. Annual Physical Inventory ...............................................................................24

I. Signature Authority ..........................................................................................24

Process for Prioritizing New Equipment Purchases and Maintenance Agreements

A. New Equipment ...............................................................................................25

B. New MRC Equipment Proposals .....................................................................25

C. New MRC Equipment Priorities ......................................................................25

D. New Faculty Start-up .......................................................................................26

Process for Prioritizing Federally Sponsored Equipment Usage ...........................27

Process for Establishing Equipment Usage Rate Development ...................... 28-30

Equipment Forms ...................................................................................................31

A. Authorization for Off-Campus Use of Equipment

B. Equipment Transfer Notification

C. Notification of Disposition of Equipment

D. Notification of Sale of Capital Equipment

E. MRC Equipment Agreement

F. Service Center Use Rate Calculation Form

G. Application for Approved User Status


III. PURCHASING CONTROLS

A. NAEB Code of Ethics ......................................................................................32

B. Approval Authority for Purchases ...................................................................32

C. Unauthorized Purchases ...................................................................................33

D. Purchasing Methods ................................................................................... 34-35

E. Purchasing Forms.............................................................................................36

IV. TRAVEL

A. Authorization for Travel ..................................................................................37

B. Reimbursement for Travel Expenses ...............................................................37

C. Methods of Transportation ...............................................................................38

V. GIFTS PROCESSING

A. Definition of Gift and Processing Procedures .................................................39

VI. LABORATORY SAFETY & ENVIORNMENTAL COMPLIANCE

A. Laboratory Biological Hygiene Plan ...............................................................40

B. Laboratory Chemical Hygiene Plan .................................................................40

VII. EMERGENCY INSTRUCTIONS

SJH Emergency Evacuation Floor Plans ......................................................... 41-42

A. Campus Emergency Telephone Numbers ........................................................43

B. Campus Emergency Response Plan .................................................................44

C. MRC Emergency Information Poster ..............................................................46

D. General Medical Emergency Guidelines .........................................................47

VIII. MRC GENERAL ADMINISTRATION

A. Visitors .............................................................................................................48


I.

ORGANIZATION


1

MATERIALS RESEARCH CENTER

ORGANIZATION

MISSION STATEMENT

The mission of the Materials Research Center (MRC) is to provide support to the

campus, university system, state and region for research in materials engineering and

science. Areas of campus research that are supported include ceramics, metals, polymers,

glass, composites, coatings, nano, optical, bio, electronic, and magnetic materials. The

two critical aspects of meeting this mission which the center provides are resources to

foster and support interdisciplinary faculty research through a professional support staff,

research space, and graduate student funding and to maintain and develop a portfolio of

capital intensive equipment for materials characterization and research through the

Advanced Materials Characterization Laboratory (AMCL).

OVERVIEW

The Graduate Center for Materials Research was established in 1964 for the purpose of

multi-disciplinary graduate research on materials, and to provide enhanced centralized

laboratory facilities and specialized equipment for faculty and students involved in

materials research. The Center is primarily located in Straumanis-James Hall (SJH), a

four-story building with more than 20,000 square feet of laboratory and office space. A

$6.3M renovation of SJH was completed in 2012 funded by Campus and the NSF. The

electron microscopy lab is located in B18 McNutt. MRC has provided numerous

graduate students with advanced training in materials engineering and science. The

center functions as a campus resource for faculty conducting materials research, and

strong interactions occur with the staffs and research programs of many departments on

campus and throughout the State of Missouri and region.

Policy Priority

Where there is a university or federal policy in an area not addressed by this manual or

where the university or federal policy is more restrictive than the MRC policy, the

university and/or policy governs.


2

PROCESS FOR CREATING NEW SENIOR INVESTIGATOR POSITIONS

The Materials Research Center Senior Investigators (SI) play a key role in providing

leadership to continue the development of the Center into a nationally recognized

research center in materials science and engineering. The Director and MRC Senior

Investigator Committee will determine whether a new SI position is needed and will

follow the procedures listed below for all new appointments as a Senior Investigator at

the Materials Research Center.

Appointment

1. The MRC Director and current Sr. Investigators will review and nominate faculty that

might be potential Senior Investigators based on publications, research expenditures,

scholarly activities, and potential for collaboration related to materials research.

2. Identified individuals will be approached by the Director to determine interest in

being a SI. If interested they will be asked to submit a resume. The resumes of those

interested would be reviewed and evaluated by the Director and by the Senior

Investigators.

3. After a positive response from the Senior Investigators, the candidates would then be

asked to make a presentation to the Director and existing SI’s and discuss joining as a

SI.

4. The Director and existing SI’s will then decide by consensus whether or not to extend

an invitation for appointment. The Director will send a letter to the candidate

informing them of the decision.

5. A decision will be made at that time as to how to proceed with the appointment as a

new Senior Investigator. It is understood that each of these candidates should have

received a positive response by a majority of the Senior Investigators.

MRC Support

Each Senior Investigator shall be provided with an E&E allocation from funds

administered by MRC.


3

SENIOR INVESTIGATOR EVALUATION PROCESSES

After five years at the Senior Investigator level, an evaluation process would be

conducted to assure the productivity of this person is of a level commensurate with the

Senior Investigator appointment. Periodic review would also be done by the Director of

MRC to see if a more frequent evaluation is necessary.

1. Each resume would be circulated to the existing SI and the Director. If a majority

recommends continuation, the Senior Investigator continues as is.

2. If a Senior Investigator receives a negative vote from the MRC SI, a meeting

would be held between the Director of MRC, Vice-Provost for Research, and the

Senior Investigator and, if wanted, the chair of the SI dept. At this time it will be

decided as to whether this person should continue as a Senior Investigator,

whether help is possible to improve productivity; or whether this person should no

longer be a Senior Investigator.


4

Senior Investigators

Graduate Center for Materials Research

Missouri University of Science & Technology

Research Interests

Matthew J. O’Keefe, Professor of Metallurgical Engineering and Director, Materials

Research Center.

Thin film deposition by plasma-assisted & physical vapor deposition processes;

characterization of coatings, thin films, surfaces & interfaces; electroless and

electrolytic deposition processes; electron microscopy; microelectronic packaging

materials & processes.

Richard K. Brow, Curators’ Professor of Ceramic Engineering.

Physics and chemistry of inorganic glasses; spectroscopic characterization of glass

structure; preparation and properties of novel glasses for sealing and packaging

applications; characterization of material surfaces and interfaces.

Lokesh R. Dharani, Curators’ Professor of Mechanical and Aerospace Engineering.

Failure analysis and micromechanics of high temperature and structural

composites; environmental effects on composites; mechanics of

ceramic/metal/ceramic joints.

James L. Drewniak, Curators’ Professor of Electrical & Computer Engineering

Fundamental experimental investigations, product development, and numerical

modeling of electromagnetic compatibility in printed and integrated circuits, power

electronics and electric machinery; electromagnetic packaging effects; MEMS;

numerical electromagnetic analysis; RF and microwave measurements; and

antennas.

William G. Fahrenholtz, Curators’ Professor of Ceramic Engineering.

Ultra-high temperature ceramics, traditional ceramic processing, solution and

colloidal sol-gel processing of bulk and thin-film ceramics, reactive processing,

ceramic-metal composites by reactive metal penetration and reactive hot pressing,

reactions at ceramic-metal interfaces, wetting of ceramics, low p(oxygen)

atmospheres, thermodynamics.

Greg Hilmas, Curators’ Professor of Ceramic Engineering and Associate Chair for

Graduate Programs

Processing-microstructure-mechanical property relationships in ultra-high

temperature ceramics, in particular transition metal carbides, nitrides and diborides,

novel processing techniques for the fabrication of fibrous monolithic ceramics,

multilayered ceramics, hierarchically structured ceramics, and ceramic composites.


5

Jay A. Switzer, Donald L. Castleman/FCR Endowed Professorship of Discovery,

Chemistry.

Electrochemical architecture of ceramic thin films; nanomodulated ceramic

superlattices; epitaxial growth; optical and electrical properties of nonstoichiometric

metal oxides.

David C. Van Aken, Curators’ Professor of Metallurgical Engineering

Physical metallurgy, experimental and theoretical aspects of phase transformations.

Expertise in rapid solidification, thermal spray processing, calorimetry and

mechanical behavior of materials.


6

PROCESS TO BE A RESEARCH INVESTIGATOR

1. A letter of agreement to be a Research Investigator (RI) will be sent from the Director

to all faculty that had AMCL charges during the previous academic year or faculty

that are identified as conducting materials related research.

2. If accepted, the letter will be signed by the faculty, faculty department chair, and

MRC director. Term of agreement is for one fiscal year.

3. Conditions and expectations are in the example letter on the following page.

4. For untenured RI’s, in addition to the letter of agreement a separate letter of

understanding is extended to provide support for AMCL equipment use. Example

letter on page 8.


7

5. Invitation to be a Research Investigator for Tenured and Non-Tenured Faculty




8


9

Research Investigators



Research Interests

Mohsen Asle Zaeem, Couch Assistant Professor of Materials Science & Engineering

Phase field modeling of nano/microstructural evolution, in particular during

solidification, recrystallization, phase transformation, and oxidation;

multiscale/multiphysics modeling; finite element method; severe plastic

deformation.

Baojun Bai, Associate Professor, Lester Birbeck Endowed Chair, Petroleum Engineering

Conformance control to reduce excess water production using gels, expecially

preformed particle gels. Chemical EOR methods, including polymer flooding,

polymer-surfactant flooding, MEOR (biosurfactant), and wettability alteration for

carbonate reservoirs. CO2 and CO2 foam flooding, shale gas development,

geological carbon sequestration, reservoir numerical simulation, multiphase flow in

porous media

Bate Bate, Assistant Professor Geotechnical Engineering

Contaminant containment and site remediation, in situ soil improvement, beneficial

reuse of industrial waste materials, modeling of fundamental soil behavior using

discrete element method, unsaturated soil mechanics

Douglas A. Bristow, Assistant Professor of Mechanical and Aerospace Engineering

Precision motion control for micro- and nano-positioning systems, iterative learning

control, robust control, modeling, design, solid freeform fabrication, microscopy,

signal processing.

Carlos H. Castano, Assistant Professor of Nuclear Engineering

Energy, nuclear materials, plasma materials interactons, hydrogen in materials, and

radio-electromechanical effects.

Amitava Choudhury, Assistant Research Professor of Chemistry

Inorganic, solid state, and materials chemistry.

Fatih Dogan, Professor of Ceramic Engineering

Multifunctional materials and composites, nanoscale science and engineering of

ceramics, solidification and crystal growth; energy materials: high energy density

capacitors, nanostructured dielectrics, high temperature superconductors, fuel cells

and biomaterials.

Daniel Forciniti, Professor of Chemical and Biochemical Engineering

Molecular simulations of biological molecules at liquid/solid interfaces, light and

neutron scattering of biological molecules, the molecular basis of disease,

purification of biomacromolecules.


10

Greg Galecki, Associate Professor of Mining Engineering, Director of Waterjet

Laboratory

Mineral processing, high pressure waterjet, process modeling, comminution and

particulate processing, design for manufacturability.

Jie Gao, Assistant Professor of Mechanical and Aerospace Engineering

Nanophotonics devices based on silicon photonics, plasmonics and metamaterials;

Light-matter interactions in photonic nanostructures; Optical sensing; Quantum dots;

Quantum optics and quantum information processing; solar energy harvesting; light

emitting devices.

Yew San Hor, Assistant Professor of Physics

Growing new topological insulator and superconductor crystals and exploring the

surfaces of the topological insulators (TIs). TI surfaces contain electrons with

unusual spin transport properties that flow without dissipating, while the interior of

the material prevents the flow. Coupled with a superconductor, the TI could help

create fault-tolerant quantum computers.

Wayne Huebner, Professor of Ceramic Engineering & Department Chairman

Preparation, characterization, and theoretical understanding of electronic ceramics,

in particular ferroelectrics, piezoelectrics, varistors, thermistors, superionic

conductors, and solid oxide electrolytes; fuel cells; and oxygen separation

membranes.

Chang-Soo Kim, Associate Professor of Electrical and Computer Engineering

Solid-state devices, micro/nanofabrication, sensor engineering, nanotechnology

applications, biological microdevices and systems.

Edward C. Kinzel, Assistant Professor of Mechanical and Aerospace Engineering

Infrared/optical antennas applied to energy transport, sensing, and manufacturing,

metamaterials/frequency selective surfaces for engineering radiation properties,

near-field radiation heat transfer, direct energy conversion and energy harvesting and

laser based micro/nanomanufacturing including electronics packaging.

Marina Koledintseva, Research Associate Professor of Electrical and Computer

Engineering

Electromagnetic compatibility, microwave theory and techniques, interaction of

electromagnetic fields with complex (composite) media, including microwave

ferrites.


11

Nicholas Leventis, Curators’ Professor of Chemistry

Magnetic field effects on electrochemical systems, magnetohydrodynamic mass-

transfer, paramagnetic mass-transfer, and exploring applications, organic materials

with prescribed electrochemical and optical properties, electrochromic materials, and

in microfabricated biosensors based on the modulation of the conductivity of redox-

conducting polymers, doping sol-gel derived silica monoliths and films with

photoluminescent molecules for application in optical sensors and optical switching.

Xinhua Liang, Assistant Professor of Chemical and Biochemical Engineering

Surface science and catalysis, nanostructured films and devices, energy and

environmental applications.

Frank Liou, Professor of Mechanical Engineering and Director of Manufacturing

Engineering Program

CAD/CAM, rapid prototyping, virtual prototyping, automatic assembly.

Doug Ludlow, Professor of Chemical and Biochemical Engineering

Surface characterization of adsorbents and catalysts; applications of fractal geometry

to surface morphology.

Ronaldo Luna, Professor of Geotechnical Engineering and Assistant Chair of Civil

Soil Mechanics and Foundation Engineering, Geotechnical Earthquake Engineering

Liquefaction of Soils, Geographic Information Systems and Remote Sensing

Surender Maddela, Assistant Research Professor of Materials Research Center Environmental being coatings, corrosion resistance coatings, corrosion protection,

electrochemical and corrosion, galvanic corrosion, erosion resistance materials, surface and

interface analysis; materials characterization.

Michael Moats, Associate Professor of Metallurgical Engineering

Aqueous process and electrochemistry of metals especially hydro- and

electrometallurgy for the primary production of non-ferrous metals. Specific areas

include crushed ore agglomeration for heap leaching, non-cyanide leaching of gold,

solvent extraction, electrowinning and/or refining of base and precious metals and

coated titanium anodes.

Manashi Nath, Assistant Professor of Chemistry

Nanoscience, nanomaterials, materials chemistry, and inorganic materials chemistry.

Joseph W. Newkirk, Associate Professor of Metallurgical Engineering.

Additive Manufacturing; aerospace materials, powder metallurgy, heat treating,

chemical corrosion, wear resistance, friction stir processing, nuclear materials and

applications of intermetallic alloys.

Joontaek Park, Assistant Professor of Chemical and Biochemical Engineering

Dynamics and rheology of complex fluids/soft matters.


12

Mohamend (Len) N. Rahaman, Professor of Ceramic Engineering

Processing, sintering, and microstructure control of ceramics; thermal barrier

coatings: sintering and phase transformation; powder metallurgy processing of

titanium aluminides; biomaterials and orthopedic tissue engineering.

Chandra Ray, Research Professor of Ceramic Engineering

Composition development, glass formation, structure-property relations and property

improvement for specialty glasses such as glasses for laser and non-liner optical

applications; development of non-conventional techniques to prepare glasses and

glass-ceramics for high temperature applications; studies on melt behavior

(homogenizations, bubble motion, vaporization) and glass formation in micro- and

high gravity; containerless processing to develop new glasses and improve selected

glass properties; kinetics of nucleation, crystallization and phase transformation in

glass and glass-ceramic systems.

Von L. Richards, Robert W. Wolf Professor of Metallurgical Engineering

Metals casting, age strengthening of cast irons, metallic recovery from ferrous scrap.

Joshua Rovey, Assistant Professor of Mechanical and Aerospace Engineering

Plasma aerospace applications, advanced space propulsion, plasma aerodynamics

and flow control, plasma-enhanced combustion, applications to energy systems,

hypersonics/re-entry body plasma interactions, plasma physics and rarefied gas

dynamics.

Mark E. Schlesinger, Professor of Metallurgical Engineering.

High temperature materials thermochemistry, particularly in metallic systems;

thermodynamic measurements on intermetallic materials; glass ceramics and

refractories technology.

Tom Schuman, Associate Professor of Chemistry.

Coatings research of the chemistry, spectroscopy, and corrosion of interfaces,

adhesion to metal and plastic substrates, metallic & non-metallic corrosion

inhibitors, surface adsorption, organic polymer syntheses, development of industrial

agricultural materials & applications.

Jeremy Watts, Post Doctoral Fellow of Materials Science & Engineering

Ultra-high temperature ceramics, microstructure-property relationships in ultra-high

temperature and structural ceramics, manipulation of microstructures and properties

through novel processing techniques, ceramic matrix composites, reactive

processing.

Jeffrey G. Winiarz, Assistant Professor of Chemistry

Physical chemistry, nanochemistry.


13

Xiaodong Yang, Assistant Professor of Mechanical and Aerospace Engineering

Optical materials and devices in nanophotonics and plasmonics; Physics and

applications of optical metamaterials; Nanoscale optomechanics, optical

nanoelectromechanical systems (NEMS); Integrated optofluidic devices and optical

sensors; Photon management for solar/thermal energy harvesting; Optical device

micro-/nano-fabrication

Caizhi Zhou, Couch Assistant Professor of Materials Science & Engineering

Dislocation dynamics simulations of plasticity; atomistic simulation for nano-

materials; finite element modeling of crystal plasticity; friction stir welding for

industrial applications. Exploring fundamental material deformation and

strengthening mechanisms and improving the understanding of relationship between

microstructure and mechanical behaviour.


14

PROCESS FOR YOUNG INVESTIGATOR SUPPORT

1. MRC Senior Investigators identify potential young faculty.

2. Director sends an invite for potential young faculty to provide a maximum 2 page

research proposal and budget.

3. SI’s review proposals and make recommendations.

4. Decision is made based on content, research area, potential for external funding,

grantsmanship, utilization of MRC equipment, and the potential for interactions

with other MRC investigators.


15

Emeritus Senior Investigators and Director’s Advisory Committee



Research Interests

Delbert E. Day, Curators’ Professor Emeritus of Ceramic Engineering

Mass transport, structural analysis, property relationships and mechanical and

electrical properties of vitreous solids; oxynitride glasses; composites; materials

processing in space; gaseous corrosion of refractories, solid waste disposal

(glasphalt); and biomaterials.

William J. James, Professor Emeritus of Chemistry.

Plasma deposited thin films; electrochemistry and kinetics; single crystal structures;

x-ray and neutron diffraction; electrical and magnetic properties of solids.

James O. Stoffer, Curators’ Professor Emeritus of Chemistry, Materials Research Center

Polymers and coatings science; ultrasonic and microwave initiated polymerizations;

cerium conversion coatings for aluminum; transparent coatings.


16

Organizational Structure and Location

The MRC reports directly to the Vice Provost for Research. The campus address is 401

W. 16th

St., Straumanis-James Hall.


Organizational Chart

July 2013


II.

EQUIPMENT & INVENTORY

MANAGEMENT POLICIES

17


Introduction

The following policies and forms pertain to moveable equipment used within

the Materials Research Center. The policies affect how equipment costs are

recognized and tracked for overhead recovery purposes and for required

management of government furnished property.

The Materials Research Center is largely responsible for equipment

management. The Office of Sponsored Research provides policy and

procedural guidance to the MRC with reporting requirement of auditors,

sponsors and agencies. Such requirements are dictated in the special terms

and conditions of awards and in applicable sections of federal government

guidelines found in the following circulars:

Office of Management and Budget 2 CFR Parts 215 and 220 –

formerly OMB Circular A-21 Cost Principles for Educational

Institution

http://www.ecfr.gov

OBM Circular A-110 Relocated to 2 CFR, Part 215 Grants and

Agreements with Institutions of Higher Education

http://www.ecfr.gov

18


Contacts

For all matters related to the Materials Research Center contact:

Matthew O’Keefe

Director


573-341-6764

[email protected]

For all reporting and policy guidance, contact:

Patty Smith

Administrative Associate


573-341-6265

[email protected]

For all inventory related matters, contact:

Ron Haas

Sr. Research Engineering Technician


573-341-4355

[email protected]

19


General Guidelines, Definitions, Policies and Procedures

A. Roles and Responsibilities

In addition to acquiring, using, maintaining and protecting capital equipment, the

Materials Research Center responsibilities will be distributed as follows.

Responsible Party Responsibility

MRC Sr Investigator

Committee

Review and approve equipment rates for the Materials Research Center.

Review and approve equipment purchases that involve MRC GO dollars.

Review and approve equipment maintenance agreements that involve

MRC GO dollars.

Director of MRC Signature approval for establishing equipment rates for the MRC. OSP

has final signature approval.

Final signature approval for all equipment purchases.

Final signature approval for all equipment maintenance agreements.

Director of AMCL Provide rate setting guidance to the Administrative Associate.

Review monthly reports provided by the MRC staff.

Make recommendations to Director of MRC regarding service center

operations.

Work closely with the equipment technicians to ensure all policies and

procedures are followed within the Center.

Administrative

Associate

Prepare and retain documentation for the costs, billable units, and any

other information used to develop recharge rates.

Ensure only allowable costs are included in the recharge center rates.

Approve and submit monthly financial reports to Director of AMCL.

Process and file documents related to receipt of government surplus or

loaned equipment.

Monthly review the journal vouchers prepared by the Sr Clerk for

equipment usage.

Sr. Research

Engineering

Technician

Maintain a list of all MRC equipment asset numbers, location,

depreciation, etc…

Review fabrication requests for contract/grant compliance.

Notify Procurement Office when equipment and fabrications are to be

placed in service and can be capitalized.

Record movements of federally-funded or federally-titled equipment.

Process and file proper paperwork for equipment trade-ins, transfers,

loans, donations, and sales.

Senior Secretary Process police reports on losses and thefts.

Compile billing, FAF forms and spreadsheets.

Process keys/access to AMCL.

Senior Clerk Process monthly journal entries for the MRC equipment usage.

Process bids for equipment purchases.

Keep files of purchase orders for all MRC equipment purchases.

Prepare monthly financial report and submit to Administrative Associate.

20


B. Equipment Costs

Under the University of Missouri System Purchasing Policy Manual Policy #801

Equipment, an item is considered capital equipment when it has a unit cost of $5,000 or

more and has a useful life of at least one year or more.

The total cost of a single item ($5,000 or more having a useful life of at least

one year or more) less any discounts, plus delivery charges, insurance while in

transit, and cost of installation may be accumulated as capitalized equipment

costs.

Equipment costs may also include any modifications, attachments,

accessories, or auxiliary apparatus that are necessary to make an item of

capital equipment useable for its acquired purpose.

Equipment that is part of a fabrication project is also considered capital

equipment, regardless of the dollar amount of the component items, provided

that the total cost is $5,000 or more and the final fabricated asset will have a

useful life of at least two years.

Equipment repair costs may not be included in capitalized equipment costs.

21


C. Inventory Control of Equipment

Upon receipt of a federally-funded or owned (titled) capital equipment item, the

Center will maintain identification and location. Federally-funded or owned equipment is

subject to annual A-133 audits during which Missouri S&T’s compliance with federal

equipment requirements in OMB Circular A-110 section 34 (Relocated to 2 CFR, Part

215) is tested. Thus, MRC records of federally-funded or owned equipment and include

all of the following information for each item of capital property.

i. A description of the equipment.

ii. Manufacturer’s serial number, model number, or other identification number.

iii. Source of the equipment, including the award number.

iv. Whether title vests in the recipient or the federal government.

v. Acquisition date (or date received, if the equipment was furnished by the federal

government) and cost.

vi. Information from which one can calculate the percentage of Federal

participation in the cost of the equipment (not applicable to equipment

furnished by the Federal Government).

vii. Location and condition of the equipment and the date the information was

reported.

viii. Unit acquisition cost.

ix. Ultimate disposition data, including date of disposal and sales price or the

method used to determine current fair market value where a recipient

compensates the Federal awarding agency of its share.

To maintain effective inventory control of equipment, MRC will work with the

Procurement Office to assure inventory tags are affixed to the equipment. An asset

listing will be kept on file by the Sr. Research Engineering Technician.

22


D. Equipment Fabrications

A “fabrication” is equipment that is being constructed or developed by combining

components or materials into one identifiable unit. All components must work as one

unit to be considered a fabrication; parts alone are not considered a fabrication.

Individual components acquired during a fabrication project are considered

equipment regardless of their unit costs. When fabrications are sufficiently developed

and useful, and meet capital equipment thresholds (see University of Missouri System

Purchasing Policy Manual #801 Equipment), they should be placed in service.

The MRC Sr. Research Engineering Technician is responsible for working with

the Procurement Office to insure placement of the fabricated equipment on the asset

list.

23


E. Reporting Movement of Equipment

For each item of inventoried equipment that is located at MRC, at off-campus

sites, or at any of the Missouri S&T building sites, and is moved from its recorded

location, the MRC equipment inventory system should be updated to indicate a

change of building and/or room location(s).

F. Equipment Disposal (Purchasing Policy Manual #701 & BPM #308)

Capital equipment remains identified as MRC/Missouri S&T-owned or

sponsor/government-owned equipment as long as it is in the custody, possession, or

control of MRC/Missouri S&T. Inventory tags are removed from the equipment only

when the equipment is scrapped or otherwise physically removed from

MRC/Missouri S&T’s possession.

Equipment is “disposed of” when it is:

a. no longer under the control and responsibility of MRC/Missouri S&T,

b. no longer an identifiable piece of equipment; or,

c. no longer part of the inventory of active items.

Equipment disposal may be effected through the following actions:

Selling or transferring equipment between departments. Work with the Missouri

S&T Procurement Office to ensure that all applicable information is obtained.

Loaned equipment.

Equipment given to another department.

Selling or donating equipment to a party outside of MRC/Missouri S&T.

Equipment transfers to/from MRC/Missouri S&T and other institutions. If a

MRC Senior Investigator is leaving Missouri S&T to join another institution and

will be taking capital equipment from MRC/Missouri S&T, the following

procedures should be followed:

* obtain sponsoring agency’s approval

* contact Procurement Office for any disposal regulations and obtain the

Director’s signed approval for the release of listed items.

* Sr. Research Engineering Technician will update the asset listing by entering

applicable information electronically at http://surplusdisposal.missouri.edu/

* Send a copy of the form and list of items to Vice Provost for Research

Equipment having no value and no longer being used:

* obtain disposal instructions from Procurement Office, and

* Sr. Research Engineering Technician will update the asset listing by by

entering applicable information electronically at

http://surplusdisposal.missouri.edu/ and

* subject to these disposal regulations, dispose of the item and send a copy of

the form to Vice Provost for Research.

http://surplusdisposal.missouri.edu/


24


Equipment returned to vendor or sponsor. When returning an item to either a

sponsor or a vendor after purchasing:

* enter applicable information electronically at


* obtain instructions from the Procurement Office

* update the appropriate record(s) in MRC inventory system

* provide copies of this form to Vice Provost for Research

Equipment that is lost or stolen. When reporting lost or stolen equipment, contact

the Missouri S&T Police Department which will prepare a report. Send a copy of

this report to the Vice Provost for Research and retain a departmental copy.

G. Use, Maintenance and Protection of Equipment

MRC instrument operators should return any warranty cards to the manufacturer

and conduct any periodic maintenance such as lubrication, cleaning and/or

calibration. MRC instrument operators should also maintain records of any

deficiencies discovered as a result of inspections, as well as any maintenance actions

performed.

H. Annual Physical Inventory

MRC will conduct a physical inventory of federally-funded or owned capital

equipment every year in accordance with the regulations outlined in OBM Circular

A-110 Relocated to 2 CFR, Part 215OMB and UM Policy Manual #801 Equipment.

Copies of the updated physical inventory record should be on file for two consecutive

years.

I. Signature Authority

MRC will control equipment movements by approvals of authorized staff only.

For matters of equipment disposals, transfers, physical inventories, etc… the Sr.

Research Engineering Technician may authorize such movements with his/her

signature.


25


Process for Prioritizing New Equipment Purchases and Identifying Maintenance

Agreements to be Supported

Formalized processes for identifying new equipment to be purchased and supported

by the Materials Research Center are detailed below, as well as determining the level

of support for such equipment including maintenance agreements, assignment of a

staff member to the equipment for operation and training when appropriate, as well as

routine or support maintenance not covered by a maintenance agreement. In

particular these procedures are implemented to be consistent with OBM Circular A-

110 Relocated to 2 CFR, Part 215 and 2 CFR Parts 215 and 220 –formerly OMB

Circular A-21.

A. New Equipment

New purchases of major equipment either in whole or in matching funding from

MRC funds will be reviewed by the Director of MRC together with the MRC Senior

Investigators for determining the suitability of the equipment for investment of MRC

funds, as well as making recommendations on the level of support that can or should

be provided by MRC.

B. New MRC Equipment Proposals

Proposals for new equipment funded in whole or in part by MRC will be accepted

at any time from Missouri S&T faculty. Faculty members will have the opportunity

to present the equipment proposal including the intended and anticipated campus user

community, location of the equipment and space within MRC if appropriate,

equipment costs and requested MRC funding or matching funding, and level of staff

support requested from MRC. The Senior Investigators will make recommendations

to the MRC Director regarding MRC investment in the proposed equipment.

C. New MRC Equipment Priorities

The Director of MRC will work with the MRC Senior Investigators, MRC

Research Investigators, and other Missouri S&T faculty to identify new equipment

needs for the Materials Research Center, and maintain a new equipment list including

approximate instrument costs, any necessary maintenance agreement, space

requirements or equipment location, as well as level of support required from MRC.

The new equipment list will also include replacement or upgrade of major equipment

currently in the MRC portfolio. The Director of MRC will work with the MRC

Senior Investigators to prioritize the list for new equipment purchases and determine

the level of MRC support anticipated. This list will be reviewed annually by the

MRC Director and Senior Investigators.

26


D. New Faculty Start-up

Proposed funding for new faculty start-up packages supported in whole or in part

by MRC will be recommended by the Director after consultation with the SI’s.

27


Process for Prioritizing Federally Sponsored Equipment Usage

OBM Circular A-110 Relocated to 2 CFR, Part 215 specifies priorities in usage of

equipment obtained under federally sponsored programs for a particular project or

program. Processes for monitoring and resolving conflicts are detailed below.

Usage and scheduling of major equipment managed by the Materials Research

Center is coordinated through the full-time staff associated with these instruments.

Beginning July 1, 2006, mocodes that identify the project that will be charged will be

required upon scheduling equipment usage so that the source of funding for the

requested characterization can be established. The delivery time of the requested

characterization will be specified at the time of the request, and potential conflicts for

delivery of services resolved by the full-time staff person coordinating the instrument

schedule. The scheduling and delivery of the characterization to meet deliverables on

projects, including federal projects, typically is a short turn-around from a few days to

a week or two depending upon the instrument used. Conflicts of priority among

projects, federal, and non-federal, necessary to meet deliverable target dates will be

brought to the attention of the MRC director, and the equipment priority usage

identified in OBM Circular A-110 Relocated to 2 CFR, Part 215 will be followed.

All such conflicts will be documented, and reviewed on an annual basis.

28


PROCESS FOR ESTABLISHING EQUIPMENT USAGE RATE

DEVELOPMENT

Costs incurred by MRC are in accordance with University policy and Office of

Management and Budget 2 CFR Parts 215 and 220 –formerly OMB Circular A-21, “Cost

Principles for Education Institutions”. An MRC Service Center Use Rate Calculation

form must be completed for each billable service center instrument. This form may be

obtained from the Administrative Associate. The following information is considered

prior to the incurrence of actual costs:

A. ALLOWABLE COSTS

SALARIES, WAGES, AND FRINGE BENEFITS

The cost of salaries, wages, and fringe benefits of personnel directly involved with

(i.e. devoting effort to) the center activities. These costs include the estimated level of

effort that was devoted to each instrument. Fringe benefits are charged using the same

percentage as the University approved rates.

MATERIALS, MAINTENANCE AGREEMENTS, AND SUPPLIES

Materials, maintenance agreements, and supplies that is necessary to run the

equipment.

EQUIPMENT DEPRECIATION

The amount of depreciation charged is calculated using the appropriate estimated

useful life of the asset using the straight-line method (i.e., equipment cost-approximate

salvage value divided by the estimated useful life in years). MRC used $0 salvage value

due to previous history of never selling equipment. Useful life for equipment purchased

at MRC is 15 years.

TRAVEL

The cost of travel directly related to and necessary for the operation of the

equipment was included.

OTHER DIRECT COSTS

Other direct costs not identified above are added to the extent that they related

directly to and were necessary for the operation of the equipment. These costs were not

specified unallowable under University policy or 2 CFR Parts 215 and 220 –formerly

OMB Circular A-21.

29


B. UNALLOWABLE COSTS

Unallowable costs are those expenses specifically unallowable under University

policy or 2 CFR Parts 215 and 220 –formerly OMB Circular A-21. Examples of

unallowable costs include, but are not limited to, the following:

Alcoholic beverages

Bad debts

Donations and contributions to organizations/individuals

Entertainment or anything remotely connected

Fines and penalties

Goods or services for personal use

Housing and personal expenses

Interest expense

Memberships and professional or other organizations

Profits and losses on disposition of plant equipment or other capital assets

Scholarships and student aide

C. RATE DEVELOPMENT

The following example provides a general overview to how the service center rates

are calculated.

EXAMPLE: A full-time instrument operator whose annual salary is $40,893, or $19.66

per hour, estimates using the Scanning Electron Microscope 438 hours during the year.

Student hours estimate usage is 748 hours during the year. Total expenditures for the

year including a maintenance contract are $31,142. Other facilities cost for equipment

replacement & development is $29,222. The Scanning Electron Microscope had an

acquisition cost of $439,506 with an estimated useful life of 15 years. Federal dollars

($200,000) were used to help purchase the SEM in 1998.

1. Calculated the rate cost component for salaries and wages.

2080 total hours in work year (100% FTE employee)

-136 hours lost to vacation

-96 hours lost to sick leave

-32 hours lost to personal days

-64 hours lost to holidays

1,752 available staff hours/yr

2. Calculated the operator percent effort for the year.

1,752 hours/438 estimated hours usage per year= 25%

3. Calculated the total instrument hours per year.

438 Estimated Operator + 748 Estimated Student= 1186 hours

4. Calculated revised operator salary based on 25% FTE and variables listed above.

Hourly rate $19.66 * 438 = $8,611

30


5. Multiply current UM fringe rate 29.15% * $8,611= $2,510

6. Add estimated “allowable” direct costs including maintenance agreements.

$31,142

7. Total Direct Costs: 4+5+6= $42,263

8. Calculate allowable facilities cost.

Equipment Depreciation (using straight line method)

Net cost = $439,506 - $200,000 (federal dollars) =$239,506

Annual Depreciation = $239,506/15 years= $15,967

Equipment Replacement & Development *see MRC Table 1 Total cost of Surface Characterization category less 50% UM match=$438,333

$438,333/useful life 15 years=$29,222

9. Total Facilities Costs: $15,967 + $29,222= $45,189

10. Total Costs = 7+9= $87,453

11. Calculate Internal Use Rate.

$87,453 Total Costs/1186 hours(#3)= $74 per hour

Calculate Internal Use Approved User Rate.

#10-#4-#5/#3= $65 per hour $87,453 Total Costs-$11,121 Salaries + Fringe/1186 Instrument Hours

12. Calculate External Use Rate

Acquisition Cost $225,000.00

Lab Square Footage 454

University Service Unit Charge $0.00

Support Staff Hourly rate (Salary/2080 hours) $25.00

CALCULATION

a) Equipment use charge: (.00036227 * acquisition

cost) $81.51

b) Materials or supplies (bill as used) $0.00

c) Space use charge ($1.00 per square foot/8) $56.75

d) University service unit charge $0.00

e) Support Staff (2.5 hours * hourly rate) $62.50

f) Indirect Costs (bill as used) $0.00

Totals $200.76

31


Equipment Forms

A. Authorization for Off-campus Use of Equipment

(MRC Director letter with copy to OSP)

B. Equipment Transfer Notification

Indicates transfers between departments. Information should be used to

update location records in inventory databases.


C. Notification of Disposition of Equipment

Indicates disposal status of capital equipment. Must complete and retain copy

locally and forward original to the Procurement Office.


D. Notification of Sale of Capital Equipment

Contact the Procurement Office Manager to determine agreed sale price,

buying and selling opportunities, and processes. Complete form to indicate

sale of capital equipment and retain copy locally and forward original to the

Procurement Office.


E. MRC Equipment Agreement

MRC and faculty guardian responsibilities regarding equipment and

laboratory space. Complete form and forward original to the MRC

Administrative Associate.

F. Service Center Use Rate Calculation Form

Instrument use rate calculation for the service center. Complete form and

forward original to the MRC Administrative Associate.

G. Application for Approved User Status

Indicates training requirements needed for approved instrument users.

Complete form and forward original to the MRC Sr. Secretary for signatures.





III.

PURCHASING CONTROLS

32


Purchasing Controls

The Materials Research Center will adhere to the University of Missouri Purchasing

Policy Manual #300 Authority and Business Policy Manual (BPM) #300 Purchasing

when submitting orders to the Senior Clerk. Under no circumstances will an order be

purchased until proper documentation and authorizations are first obtained.

A. NAEB Code of Ethics

1. Give first consideration to the objectives and policies of my institution.

2. Strive to obtain the maximum value for each dollar of expenditure.

3. Decline personal gifts or gratuities.

4. Grant all competitive suppliers equal consideration insofar as state or federal

statute and institutional policy permit.

5. Conduct business with potential and current suppliers in an atmosphere of

good faith, devoid of intentional misrepresentation.

6. Demand honesty in sales representation whether offered through the medium

of a verbal or written statement, and advertisement, or a sample of the

product.

7. Receive consent of originator of proprietary ideas and designs before using

them for competitive purchasing purposes.

8. Make every reasonable effort to negotiate an equitable and mutually agreeable

settlement of any controversy with a supplier within the established policies of

my institution.

9. Accord a prompt and courteous reception insofar as conditions permit to all

that call on legitimate business missions.

10. Cooperate with trade, industrial, and professional associations, and with

governmental and private agencies for the purpose of promoting and

developing sound business methods.

11. Foster fair, ethical, and legal trade practices.

12. Counsel and cooperate with professional organizations and promote a spirit of

unity and a keen interest in professional growth among them.

(As adapted from the Code of Ethics advocated by The National Association of Educational Buyers)

B. Approval Authority for Purchases

An MRC Purchasing Requisition for purchase of supplies, equipment, or services

must be approved only by a person who has been properly authorized by the University

administration in accordance with established University policy. The MRC Senior Clerk,

Administrative Associate and Director has full authority to question the quality, quantity,

kind, and source of materials and services being ordered in accordance with prescribed

University policies and procedures (Purchasing Policy Manual #300 Authority and BPM

#301).

33


C. Unauthorized Purchases (Purchasing Policy Manual #304 and BPM #301)

Any employee who commits the University to a purchase, sale, lease or other

arrangement without proper authorization may be personally liable for the transaction.

The University is under no obligation to authorize payment for expenditures not made in

compliance with applicable policies.

University employees acting in a procurement capacity may be liable for damages to the

University if they injure the University through willful misconduct, bad faith, dishonesty

or criminal negligence.

D. Purchasing Methods

Depending on dollar amounts, where you are purchasing the item, and other UM

regulations, there are four ways in which to purchase merchandise. 1) Missouri S&T

Purchasing Card, 2) Internal Order Form, 3) eProcurement, and 4) Show Me Shop. Listed

below are kinds and ways in which to purchase merchandise for MRC business purposes.

In most cases, the MRC Sr. Clerk will decide which system is best for ordering. MRC

authorized credit card holders can make purchases by using their UM Purchasing credit

card. The receipt with an MRC Purchasing Card Receipts Form must be turned into the

Sr. Clerk as soon as possible and a MRC Purchasing Card Receipts Form must be

completed. For a complete listing of purchasing issues see BPM #300 or view the

Purchasing Policy Manual at http://www.umsystem.edu/ums/rules/ppm

Preferential Consideration (Purchasing Policy Manual #304 and BPM #304)

Preference shall be given to Missouri products, materials, services, and firms when

the goods or services to be provided are equally or better suited for the intended purpose

and can be obtained without additional cost. Firms are considered “Missouri firms” if

they maintain a regular place of business in the State of Missouri.

MRC will participate in the participation by disadvantage vendors as specified in

the Purchasing Policy Manual #304 and BPM #304.

When a procurement involves the expenditure of federal funds, MRC shall comply

with such federal law and authorized regulations which are mandatory applicable.

Requests for Bids and Proposals (Must be made Procurement)

All formal requests for prices in the form of bids, quotations, or proposals for all

materials, services and equipment purchased, must be routed through the MRC Sr Clerk.

The Sr Clerk will check for authorized signature and funding and proceed with the

request through the Missouri S&T eProcurement System.

MRC will adhere to the rules and regulations as listed in the Purchasing Policy

Manual #400 and BPM #303.

http://www.umsystem.edu/ums/rules/ppm

34


Internet Purchases (Purchasing Policy Manual #604 and BPM #306)

Most internet purchases will be processed by the Sr Clerk upon receiving an

authorized MRC Requisition. Purchases for merchandise made on the Internet must be

within the individual cardholder’s spending limits and follow University purchasing

policies and procedures. Payment of Internet purchases should be made as follows:

1. The preferred method of payment shall be by the use of a University

Procurement Card at the time of purchase. Request that the vendor send an itemized

statement of the merchandise that is being purchased, for filing with other Procurement

Card receipts.

2. If a Procurement Card is not accepted, a University purchase order can be

issued to the Internet vendor. Payment will then be made from the subsequent invoice.

3. In rare instances (on an exception basis) for Internet purchases,

reimbursement for use of personal funds will be made in accordance with University

policies. The original receipt or credit card statement plus documentation of the

purchased item and price., e.g., a copy of the invoice or shipping document or a print of

the Internet screen showing this information, must be provided with the request for

reimbursement.

Emergency Purchases (Purchasing Policy Manual #601 and BPM #306)

University personnel may make emergency purchases in cases that have or could

impose significant provable loss to the University or where human life or property is

endangered. When an emergency condition arises, and the need cannot be met through

normal procurement methods, the emergency purchase shall be made with such

competition as is feasible under the circumstances. Whenever practical, approval of the

Chief Procurement Officer and the Director of MRC, shall be obtained prior to the

purchase.

The person responsible for the emergency purchase shall provide written

documentation stating the basis of the emergency purchase and for the selection of the

particular contractor. A written account of the emergency circumstances shall be sent

promptly to the Director of MRC as soon as possible. After reviewing and approving the

documentation, the documents will be forwarded to the Chief Procurement Officer.

Normal purchasing procedures shall be followed as soon as the emergency is over.

Government Properties

Certain items of property and equipment are available at significant cost savings

through the Federal Surplus Property Program which is administered by the Missouri

State Agency for Surplus Property. Purchasing Policy Manual #605 and BPM #306

Special Purchases in the University Business Policy Manual defines the conditions

governing the acquisition and use of property and equipment available through this

program.

35


Alcohol, Drugs and Hazardous Materials (Purchasing Policy Manual #601 and

BPM #306)

All purchases of drugs, alcohol, and hazardous materials are to be made in

compliance with Federal and State laws.

The MRC Sr Clerk will work with Campus Procurement and the MRC Research

Engr Tech II to assure that such products are shipped, stored, and handled in accordance

with University safety policies.

Radioactive Materials (Purchasing Policy Manual #601 and BPM #306)

The purchase of radioactive materials shall be made only for those staff members

having an active authorization issued by the Environmental Health and Safety for the

material, quantity, and form being requested.

Leases/Rentals (Purchasing Policy Manual #601 and BPM #307)

Leases, Rentals and Lease/Purchase Equipment should be leased or rented only

when the item in question is to be used for a short period, or when obsolescence factors

make purchasing uneconomical or impractical.

Service/Maintenance Agreements (Purchasing Policy Manual #601 and BPM

#306)

All agreements and contracts associated with service and maintenance of equipment

for continuous, efficient operation, must be reviewed and authorized by Procurement.

Equipment typically covered by service agreements includes such items as office

equipment, computing equipment and software, and specialized research equipment.

36


E. Purchasing Forms

The MRC Purchase Requisition may be obtained from the MRC Sr. Clerk.

The MRC Purchasing Card Receipt form may be obtained from the MRC Sr. Clerk.


IV.

TRAVEL

37


Travel

Employees of the Materials Research Center shall adhere to the policies and procedures

as stated in the University of Missouri Business Policy and Procedures Manual (BPM)

#500.

B. Reimbursement For Travel Expenses The University has an accountable plan that allows it to reimburse employees for

authorized business expenses with no effect on compensation (BPM#505). Under this

plan, the employee must:

a. Have incurred travel expenses while performing services for the University,

b. Properly account for the expenses within 60 days after the end of the trip on which

the expenses are paid or incurred,

c. Return any excess reimbursement or allowance within a reasonable period of time.

A reasonable period of time is defined as within 120 days after the expense is paid or

incurred.

For expenses reported more than 60 days after the end of the trip on which the

expenses are paid or incurred, documentation of the reason for the delay must be

provided. Reimbursement will be subject to the availability of funds, and the department

responsible for funding will have the discretion of denying the reimbursement. If

reimbursement is made it will be added to taxable compensation.

If another entity is reimbursing a portion of the expenses, reimbursement from that

entity should be requested first when allowed by the other entity. The reimbursement of

the University’s portion will not be taxable if documentation is provided showing:

a. The request to the other entity was made within 60 days of the end of the trip and;

b. The request to the University for it’s portion of the expenses is made within 60

days of the date the balance due from the University is known.

When travel advances have been made, failure to comply with the above stated rules

may result in any excess cash payments being deducted from payroll earnings.

Lodging

Reasonable and necessary amounts are allowed for lodging. When two or more staff

shares the same room, the total claimed for reimbursement must not exceed the total paid

for the room.

A receipted, itemized statement furnished by the hotel or motel is required for all

lodging expenses. Summary statements provided by credit card companies will not be

accepted as justification for reimbursement.

Meals

Domestic Meal Allowances

For overnight travel within the fifty United States and the District of Columbia, meals

will be reimbursed on a per diem basis of $42.00 per day. The per diem amount to be

38


reimbursed will be determined by the number of hours in travel status for the day, as

follows:

Hours in Travel Status % Eligible Amount

Less than 8 hours not eligible $0

8 hours or less than 12 hours 50% $21

12 hours or more 100% $42

If meals are included in conference registrations, covered by other University

payments, or paid by others, the traveler is responsible for making appropriate deductions

to the per diem amount when submitting their reimbursement request.

Foreign Meal Allowance

For travel outside the fifty United States and the District of Columbia,

reimbursement is allowed at a per diem rate prescribed by the U.S. Department of

Defense "Per Diem, Travel and Transportation Allowance Committee."

This information can be accessed online at:

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

C. Methods of Transportation

MRC employees, with the approval of their administrative superior, may select the

method of transportation that best meets their needs and the University. Employees who

incur travel expenses while conducting official University business may be reimbursed

for all reasonable and necessary expenses in accordance with the University of Missouri

Policy and Procedures Manual #504.

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm


V.

GIFTS PROCESSING


39

Gift-Processing

Definition of Gift and Processing Procedures

Under the University of Missouri Business Policy Manual #212 Gifts-Processing, a

gift is defined as cash or gift in kind, the use of which is restricted to the University for

use in accordance with oral or written instructions for which research or a service is not

to be performed for the direct benefit of the donor. Specific definitions and reporting are

itemized in the policy manual and will be adhered to by all MRC personnel.

A review of all MRC gifts that have a research component must be sent through the

Development Office. When a check is received that is questionable, the Vice Provost for

Research is notified, and then the VPR contacts the PI/MRC involved and requests that

they review the NACUBO Guide to Distinguishing between Contracts and Contributions.

The PI/MRC must verify that it satisfies all of the requirements of a contribution, and

does so by signing off on a document that contains specific information about the

donation, as well as the marked/signed checklist from the NACUBO guide.


VI.

LABORATORY SAFETY &

ENVIORNMENTAL COMPLIANCE


40

A. Laboratory Biological Hygiene Plan

The Missouri University of Science & Technology is committed to providing a safe

learning and working environment for students and employees. As part of this

commitment, employees of the MRC shall adhere to the Missouri University of Science

& Technology biological safety program as stated in the manual available at the

Environmental Health and Safety’s web page http://ehs.mst.edu. The goals of the

University’s biological safety program are to:

* protect staff and students from exposure to infectious agents,

* prevent environmental contamination,

* protect experimental materials,

* comply with all laws and regulations.

This plan provides university-wide safety guidelines for those working with biohazards.

It outlines general policies and procedures for using and disposing of infectious or

potentially infectious materials.

B. Laboratory Chemical Hygiene Plan

The Missouri University of Science and Technology (Missouri S&T) is committed to

providing a safe learning and working environment for our students and employees. As

part of this commitment, this chemical hygiene plan has been developed to establish a

standard format for chemical safety in the laboratories of the university following the

guidance of the Occupational Safety & Health Administration (OSHA) Laboratory Safety

Standard (29 Code of Federal Regulations (CFR) 1910.1450). The standard was

developed to ensure that laboratory employees are informed about the hazards associated

with the chemicals used in their work area and that appropriate work practices and

procedures are in place to use these chemicals in a safe and informed manner based on

the known hazards for the chemicals. This plan will ensure personnel at MRC to be

trained and learn to recognize and comply with workplace safety requirements.

The Chemical Hygiene Plan is available at the Environmental Health and Safety’s web

page http://ehs.mst.edu/labsafety/chemicalsafety/. The implementation of this plan and

development of lab specific procedures should result in a safer work and learning

environment for employees and students at MRC.

http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106

http://ehs.mst.edu/labsafety/chemicalsafety/


VII.

EMERGENCY INSTRUCTIONS


41

SJH EMERGENCY EVACUATION FLOOR PLANS

Ground Floor

First Floor


42

Second Floor

Third Floor


43

A. CAMPUS EMERGENCY TELEPHONE NUMBERS

Emergency Operations Group Location #

Missouri S&T Police G10 Campus Support 4300

Public Relations 105 Campus Support 4328

Student Affairs 106 Norwood 4292

Health Services 910 W. 10th

St. 4284

Counseling Center 204 Norwood 4211

Physical Facilities General Services Bldg. 4252

Envirn. Health & Safety 108 Campus Support 4305

Human Resource Services 113 Centennial Hall 4241

Procurement G5C Campus Support 4266


44

B. CAMPUS EMERGENCY RESPONSE PLAN http://ehs.mst.edu/ehsmanual/index.html

REPORT ALL EMERGENCIES TO UNIVERSITY POLICE

DIAL 911

ALWAYS BE PREPARED

TO FOLLOW PROCEDURES IN CASE OF AN EMERGENCY

Chemical Emergency

Major Hazardous Spill or Leak

Do not attempt to clean up the spill yourself!

Immediately inform everybody in the area to leave the area and close doors

behind you.

Activate the nearest fire alarm.

Call 911.

Provide the dispatcher with information concerning injuries, type of chemicals,

flammability, etc.

Provide clean-up/rescue personnel with appropriate Materials Safety Data Sheets

(MSDS) and other pertinent information.

Minor Hazardous Spill or Leak

Attempt to contain the spill using absorbent material. DO NOT ALLOW

ANYTHING TO LEAK INTO DRAINS!

Wear proper personal protective equipment while cleaning up.

Notify Environmental Health and Safety at 573-341-4305 or the Missouri S&T

Police Department at 573-341-4300.

If the chemical comes into contact with any person:

Remove all contaminated clothing.

If there is contact with a person’s eyes, rinse eyes with water for at least 15

minutes.

If there is contact with a person’s skin, thoroughly rinse under water and then

wash with soap and water.

Explosive Emergency

Personnel should plan ahead and know the locations of fire extinguishers, alarm pull

stations and emergency exits. If you discover a fire or fire-related emergency,

immediately follow these procedures:

Activate the fire alarm system.

Evacuate the building if able, using the most efficient escape route. Close doors

behind you, but do not lock the doors. (DO NOT USE ELEVATOR!)

Call 911

Once Fire Alarm is Activated:

Evacuate using the nearest exit. (DO NOT USE ELEVATOR!)

Assist persons with special needs if able to.


45

Notify Police Department personnel or fire personnel if you know or suspect

someone is trapped inside the building.

Gather outside at a designated assembly area, and do not attempt to re-enter the

building until instructed to do so by Police Department or Fire Department

personnel.

If Trapped in a Room:

Place wet cloth material around or under the door to prevent smoke from entering

the room.

Close as many doors as possible between you and the fire.

Hang something from the window to let fire personnel know you are there. Or try

to signal someone outside. DO NOT BREAK GLASS until absolutely necessary

(outside smoke may be drawn into room).

Call 911

If Caught in Smoke:

Drop to hands and knees and crawl toward exit. Stay low as smoke will rise.

Cover your mouth with a wet cloth and breathe shallowly thru nose.

Hold your breath as much as possible.

Remember: Anytime you hear a fire alarm, evacuate the building and

follow the above procedure.

Radioactive Emergency

The procedure to follow in an emergency is:

Call 911 and give the nature and location of emergency

University police should notify the RSO of the incident immediately

Evacuate all persons from the area involved to an isolated but controlled area. Do

not allow them to leave before being checked for contamination.

Post warning signs and allow no one to enter the contaminated area, except

authorized persons.

Notify the supervisor of the laboratory.

Inform emergency personnel about radioactive materials, where they are stored,

being used, present location as well as any precautions to avoid exposure

If radioactive liquids spill, use absorbent material to limit spread.

If contamination is airborne, close windows, doors, vents, and turn off ventilation.

Assist the RSO in monitoring personnel and completing the decontamination.

After the emergency is over and all hazards are under control, prepare the

University Incident Report Forms, if appropriate.

These Emergency Procedures shall be extracted from the text, expanded with

special instructions, and posted in the laboratory.

Remember: To prevent the spread of contamination, DO NOT leave

the area and limit movement until those affected can be determined,

evacuating those not affected.

DO NOT clean up any radioactive spill on your own without

permission of the radiation safety office.


46

C. MRC Emergency Information Posters

This poster must be installed in all common areas of Straumanis-James Hall as it provides

general procedures for the Missouri S&T campus. It is not required in any other

locations. The poster is located on-line at:

http://ehs.mst.edu/campusemergencyinformation/emergencypostingsandsignage/

http://ehs.mst.edu/campusemergencyinformation/emergencypostingsandsignage/


47

D. General Medical Emergency Guidelines

Accidents and incidents involving students, university personnel and the

general public:

In the event an injured party is discovered on University premises by University

personnel, all reasonable care should be provided to the injured party. This assistance

should include, but not be limited to:

* the rendering of first aid only be persons qualified to do so.

* requesting of emergency medical aid on behalf of the injured party.

Transportation should NEVER be performed by other than trained medical personnel

unless an ambulance is unable to respond to a life-threatening situation.

Medical attention for injured persons

Any injured individual is urged to seek medical attention:

* Students- report to Student Health Services

* Members of the general public – report to the physician of their choice

A “Student and General Public Injury” form (UM 200) should be completed (see section

8:050 of the Business Policy and Procedure Manual). The form may be obtained at

http://www.umsystem.edu/ums/fa/management/records/forms/risk/. The form should be

forwarded immediately to the Campus Claims contact for Risk and Insurance

Management for appropriate handling.

Please refer to UM Business Policy and Procedure Manual, section 8:030, regarding

Worker Compensation reporting and approved medical facilities.

http://www.umsystem.edu/ums/fa/management/records/forms/risk/


VIII.

MRC GENERAL ADMINISTRATION

48


A. VISITORS

15 Aug 08

To: MRC Staff

From: Matt O’Keefe, Director MRC

Re: Policy on Family and Personal Visitors During Working Hours

This memo is for the purpose of setting up guidelines for non-work related

(personal) visitors and family members being in the building during normal

working hours. Outlined below is the MRC policy on this matter. The underlying

premise is that the university employee’s primary responsibility is to perform

their duties and tasks and the presence of personal visitors and family members

may interfere with the performance of duties for not only the person being visited

but also those around them. By extension, this also applies to personal

communications (phone, email, etc) during normal work hours.

1. If a planned visit is going to last more than one hour permission of the director

is required.

2. Scheduled visits should be infrequent and non-regular. Should regular

time/day of the week pattern of visits be needed advance arrangements and

permission will be necessary.

3. At all times that the non-work related visitors are on the premises the

employee is responsible for their actions and safety. In addition, if the visitor

is impeding or otherwise preventing any employee from performing their

duties and tasks the visitor will be asked to leave. As an alternative, the

employee being visited can request absence from work by submitting the

appropriate documentation and leave with the visitor.

In all instances permission will be given on a case by case basis and the

submission of a request by a staff member does not imply agreement on the part

of the director.

The safety of all individuals in MRC is a top priority. This requires knowledge of

who is in the building at all times, what areas they are or have been in, and what

they may have come into contact with.

This guideline is effective 1 September 2008.

If you have any questions or comments please contact me.

Documents

Policies & Procedures Manual · Policies & Procedures Manual July 2013 . ... $6.3M renovation of SJH was completed in 2012 funded by Campus and the NSF. The electron microscopy lab