JOB DESCRIPTION AND MANUAL - Department of Surgery - The

JOB DESCRIPTION AND MANUAL FOR RESEARCH LABORATORY STAFF November 2011

Department of Surgery Faculty of Medicine Building 21 Sassoon Road, Pokfulam Hong Kong

Fax: 2819-9638 E-mail: [email protected] URL: http://www.hku.hk/surgery/ December 2011

(THIRD EDITION)

Research Laboratory Staff Manual

TABLE OF CONTENTS Page 3-8

I. INTRODUCTION 1.1 Staff Structure

1.2 Laboratories & Core Facilities 1.3 Identities & Securities II. GOOD LABORATORY DISCIPLINES

9-15

2.1 Good Laboratory Practice (GLP) 2.2 Work Attendance 2.3 Leave 2.4 Computer Usage 2.5 Handling of medical record 2.6 Handling of radio-isotopes 2.7 Guidelines and Regulations for Users in the Experimental Surgery Unit III. RESEARCH POSTGRADUATE STUDENTS

16-19

3.1 Research Protocol 3.2 Research Supervision 3.3 Conference and Meeting Attendance 3.4 Scientific Integrity 20-23

IV. RESEARCH SUPPORT STAFF 4.1 Workman/ Laboratory Assistants/ Technical Assistants 4.2 Research Associates/ Assistants 4.3 Technical Officers /Senior Technical Officers /Technical Managers

24-27

V. SENIOR RESEARCH STAFF 5.1 Postdoctoral Fellows 5.2 Research Assistant Professors 5.3 Assistant/ Associate Professors VI. APPENDIX 6.1 Guidelines for Photocopying of Printed Works by Not-for-profit Educational Establishments 6.2 Policy for the Management of Research Data and Records 6.3 Guideline for on-line leave application via HCMS for HKU Staff 6.4 Guidelines in using radio-isotope room 6.5 Safety Manual 6.6 Floor Plan of 9/F New Medical Complex (Research Laboratories) 6.7 Floor Plan of 10/F New Medical Complex (Experimental Surgery Unit)

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6.8 Miscellaneous Application Forms 6.8.1 Application Form for Surgery Smart Card 6.8.2 Application Form for Re-issue Surgery Smart Card 6.8.3 Application Form for Email (HKU) Account 6.8.4 Application Form for New IP Address 6.8.5 IT Services Request Form 6.8.6 IT Setup Request Form 6.8.7 Poster Printing Services Request Form 6.8.8 Application Form for Password/Registration of ESU

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I. INTRODUCTION The Department of Surgery consists of the following Divisions 

Breast Surgery



Cardiothoracic Surgery



Colorectal Surgery



Endocrine Surgery



Esophageal and Upper Gastrointestinal Surgery



Head & Neck / Plastic & Reconstructive Surgery



Hepatobiliary & Pancreatic Surgery and Liver Transplantation



Neurosurgery



Otorhinolaryngology



Paediatric Surgery



Urology



Vascular Surgery

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1.1 Staff Structure The Department of Surgery is composed of both clinical and research-based academic staff, together with administrative and supporting laboratory staff. 1.1.1

Clinical Academic Staff Chair Professor and Head of Department:

Professor Chung Mau LO

Chair Professors:

Professor Sheung Tat FAN Professor Paul Kwong Hang TAM Professor William I WEI Professor Ronnie Tung Ping POON

Professors:

Professor Stephen Wing Keung CHENG Professor Kent Man CHU Professor Simon Ying Kit LAW Professor Wai Lun LAW Professor Nivritti Gajanan PATIL

Assistant Professor:

Dr. Albert Chi Yan CHAN Dr. Yiu Che CHAN Dr. Jimmy Yu Wai CHAN Dr. Gilberto Ka Kit LEUNG Dr. Xin LI Dr. Victor Shing Howe TO Dr. Anderson Chun On Tsang Dr. Raymond King Yin TSANG Dr. Kenneth Kak Yuen WONG Dr. Thomas Chung Cheung YAU Dr. Wai Ki YIU

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1.1.2

Research-based Academic Staff Associate Professor: Dr. Vincent Chi Hang LUI Dr. Kwan MAN Assistant Professor Dr. Siu Tim CHEUNG Dr. Maria Mercedes GARCIA-BARCELO Dr. Nikki Pui Yue LEE Dr. Elly Sau Wai NGAN Dr. Roberta Wen Chi PANG Dr. Xiao Qi WANG Dr. Stanley Thian-sze WONG Research Assistant Dr. Enders Kai On NG Professor:

1.1.3

Laboratory Staff Technical Manager

IT Manager Senior Tech Officer

Technician/Technical Officer

Associate Medical Technologist

Ida Chung Yue CHOI David Wing Yuen HO Lisa Lai Ha WONG WU Kenneth Wai Yeung WONG Cindy Ka Yee CHEUNG Ricky Hing Por LAI Banny Ka Yiu LAM Yuk Kit MAK Michael Nim Pong NG Tun Tak NG Eric Wai Yin SAT, Jay Man Ting SO Vincent Cheuk Ming TANG Jensen Yuen Tsan TO Wan Ching YU Wai Wang CHAU Patrick Wai Keung CHU Joyce Chak Sum LAU Fred Wo Ping LAU Hong Nei WONG Kammy Suet Yi YIK Grace Chung Yan CHEUNG

Postdoctoral fellows (PDFs) Research Postgraduates (RPGs) Research Associate/Assistants Technical Assistants Laboratory Assistants/Attendants/Workman

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1.2 Laboratories and Core Facilities 1.2.1 Research Laboratories:Room No. L9-01, L9-02 L9-17 L9-18 L9-20 L9-29 L9-30 L9-37 L9-39 L9-41 L9-43

Divisions ENT/H&N HBP HBP BR HBP PS/NS/EGI/VAS/CRS ENT/H&N HBP/NS/CRS HBP PS

Staff in charge Dr. Stanley TS WONG Dr. Stanley CT LAM Mr. David WY HO Dr. Enders KO NG Dr. K MAN Dr. PY LEE Dr. Stanley TS WONG Dr. Nikki PY LEE Dr. ST CHEUNG Dr. Vincent CH LUI

1.2.2 Core Facility Rooms:1.2.2.1 Autoclave and Sterilizing Room [L9-16] 1.2.2.2 Histopathology Laboratory & Surgical Tissue Bank [L9-19 & L9-21] Cryotome (Shandon) Microtome (Leica) Automatic tissue processor Histostaining workstation Biomedical -30°C freezer & -80°C ultra low temperature freezers Cryopreservation liquid nitrogen tank 1.2.2.3 Radioisotope room [L9-22 & L9-23] TOMTEC Cell Harvester WALLAC TRILUX Liquid Scintillation & Luminiscence Counter 1.2.2.5 Molecular Biology [L9-24] Centrifuges Spectrophotometer 1.2.2.6 Molecular Biology [L9-25] ABI - 3100 Genetic Analyzer ABI PRISM 7700 Sequence Detector ABI 7900HT Fast Real-Time PCR System ELISA Plate reader Thermo and Biorad Nandodrop spectrophotometer Fluorometer 1.2.2.7 Freezers Room [L9-26]

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1.2.2.8 General equipment room [L9-27] Centrifuges Gel documentation systems Distilled water systems Ice maker 1.2.2.9 Zebra fish room [L9-34] Micro-injection platform & Aquarium 1.2.2.10 Dark room [L9-35] Automatic film processor 1.2.2.11 Warm Room [L9-40] PCR machines Incubators Orbital Shaker 1.2.2.12 Cell Culture Laboratories [L9-45, L9-47 and L9-48] 1.2.2.13 Cell Biology & Imaging Lab [L9-50] BD FACSCailbur Beckman Coulter FC500 Fluorescent/Light Microscopy Image capture systems 1.2.2.14 Experimental Surgery Unit [L10] Large operating theatres Small operating theatres Animal recovery room Animal holding room IVC room 1.2.3 Offices/Seminar Room/Common Room:Room No. L9-51 L9-52 L9-53 L9-54 L9-55 L9-56 L9-57

Description PDF Room Common Room Seminar Room General Office Research Office Research Office RPG & PDF Room

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1.3. Identities & Securities Each departmental staff is issued with a “Surgery” staff card, which serves the for logging staff attendance. Please wear your staff card all the time at work. Access to the laboratories and core facilities is controlled by digital lock. After office hours, HKU staff cards serves the “Key” for your access to the departmental areas in L9 and L10.

1.4. Photocopying Copyright law prohibits copying someone else's copyright material unless (i) you have their permission, or (ii) it falls within the limits allowed for "fair dealing". Please refer to the Guidelines for Photocopying of Printed Works by Not-for-profit Educational Establishments (Appendix 6.1).

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II. GOOD LABORATORY DISCIPLINES 2.1. Good Laboratory Practice (GLP) Good Laboratory Practice (GLP) is an important message conveyed to all of you involved in laboratory practices. The following is a brief summary:2.1.1

To be aware of laboratory safety issues in general;

2.1.2

To be conscious and conscientious of what you are doing;

2.1.3

To be considerate to other people’s works and their materials;

2.1.4

To follow strictly the established laboratory protocols and procedures as well as the relevant regulations and manuals of the Department (see Appendix);

2.1.5

To conduct the laboratory procedures in a cost-effective manner with appropriate defined controls;

2.1.6

To take good care of the equipment particularly those housed in the core facility rooms, such as to turn off the equipment after usage and sign the logbook for auditing;

2.1.7

To be cooperative and willing to share your expertise with other colleagues and fellows within the department; and

2.1.8

To document all performed (or planned) laboratory tests, experiments, and assays in logbook on a daily basis (The logbook should be made available for inspection by supervisors and belongs to the Department). Please refer to Appendix 6.2 for the Policy for the Management of Research Data and Records.

2.2. Work Attendance Your work hours are stipulated in your employment contracts explicitly. Our department follows 5-work day week. As requested by individual supervisor, some staffs are required to come on Saturday. To record work hour, staffs are required to log in and log out everyday using their smart cards in a designated reader. Please consult with Mr. Ken Wong for details. Failure to logging your attendance may be considered your absence of work.

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2.3. Leave 2.3.1. Your leave entitlements are normally stipulated in your employment contracts explicitly. Please be reminded the maximum number of days of leave that can be carried forward to the next leave year. To apply for leave, all staff should perform on-line. 2.3.2. For annual leave exceeding 3 days, your leave application should reach the administration office at least ONE MONTH PRIOR TO your intended leave. Late submission will not be considered unless accompanied by a written justification addressed to the Head of the Department. Please refer to the Appendix 6.3 for details on the application for annual leave for academic and non-academic staff. 2.3.3. For conference leave involving a poster and/or oral presentation, please attach the HKU special leave form together with the general leave request application of the Department of Surgery and the Conference acceptance letter. 2.3.4. For sick leave, staff are requested to report, by phone or e-mail, your illness to the immediate supervisor as well as Ms. Wong Wu Lai Ha. Please produce your medical leave certificate or official medical consultation receipt together with the leave request form on the day when you resume duty. Under certain circumstances, staff may be requested to consult with physicians from the University Health Services as stated in the Staff Manual. 2.4. Computer Usage 2.4.1

All staff:

(i)

are NOT permitted to copy any software or program that are installed in their assigned computer;

(ii)

should NOT install, in the assigned computer, any software or program that infringe copyright laws;

(iii)

are NOT allowed to copy, for their personal use, any software or program licensed to the Department or to give such illegally copied software or program that is licensed to the Department; and

(iv)

are NOT allowed, over the Internet, to download any software or program that infringe copyright laws, or to upload any software or program that is licensed to the Department.

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(v)

are not allowed to download video clips from the internet infringe copyright laws

(vi)

are not allowed to install or use some utility to share or upload/download files such as foxy , BT etc. in office area

2.4.2

Users of the Department’s computer system must respect and adhere to the highest ethical standard. Therefore, users must agree not to engage, or attempt to engage, in the following conduct:

(i)

Unauthorized access or use of the computer system; and

(ii)

Deception, false use or impersonation of another user’s individual login identification, source of funds, password or user code.

2.4.3

Users should not tamper with any parts of the computer equipment such as external harddisk and thumb disk as well as the cable and wire connections.

2.4.4

In case of abuse of the facilities, the Department reserves the right to suspend a user from future usage of the facilities.

2.4.5

Users are wholly responsible for all licensing requirements on any software that they themselves provide. They should get the approval from our Department Head or in-charge of the Technical Service Unit (TSU) before installing their own software in the computer provided by department.

2.4.6 Users shall be responsible for the care and use of the Department’s equipment and may be liable for the costs of repair of any damage caused by negligence and/or failure to adhere to the proper operating procedures on their part. 2.4.7

The Technical Service Unit (TSU) may use SAM (Software Asset Management) system provided by ITS of HKU to check any computers purchased using HKU's budget including on-line, research grants and donation to check the softwares installed to keep the up-to-date software asset. Any illegal softwares found will be reported to Department Head for further actions.

2.4.8

For further enquiries, please contact TSU at 22554469 (Vincent Tang) or 22554708 (Ken Wong).

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2.5. Handling of medical record All staff handling medical record have the duty and responsibility to maintain confidentiality, availability and integrity of medical record. Staff should take all reasonably practicable steps to ensure that Personal Data is protected against unauthorised or accidental access, processing, erasure or other use. Please refer to handbook on Security and confidentiality for medical record – Policy and Guideline

2.6. Handling of radio-isotopes Radio-isotope user must be registered with HKU Radio-isotope Unit before being allowed to perform experiment involving raido-isotope. AND experiments with raido-isotope must be performed in the designated area. Please refer to Appendix 6.4 for Guideline for using radio-isotope room. 2.7. Guidelines and Regulations for Users in the Experimental Surgery Unit (ESU) 2.7.1

2.7.2

Security (i)

Only authorized person is allowed to have access to ESU in order to prevent the entry of intruder or unauthorized staff. And the ESU staff can question anyone whom they do not recognize as being authorized personnel and should report any suspicious circumstances to their supervisor.

(ii)

The smart card system and an electric digital lock are installed at the main entrance of the Animal Laboratory. Only authorized users of the ESU have the assess to the animal facilities with their HKU staff card. They have to complete the Application Form for Password/Registration of ESU (see Appendix).

(iii)

24 hours surveillance carmeras are installed in the ESU for security reason.

General regulations and procedures (i)

All users who work with laboratory animal must have a valid animal license issued by the Department of Health of the HKSAR Government, and an approval animal protocol from the Committee On The Use of Live Animals in Teaching & Research (CULATR) of The University of Hong Kong. A copy of the animal license and a CULATR Ref. No. for each experimental

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Research Laboratory Staff Manual

project are required by the ESU for record keeping purpose as well as to comply with government regulation. Application forms for licenses could be downloaded from Department website (http://www3.hku.hk/surgery/research_lab_forms.php). The ESU will only issue the password to those with valid animal licenses and an approved protocol. (ii)

The user must dress appropriately while working in ESU. Before entering the animal rooms, the user must put on shoes cover and change to the laboratory coat provided. Surgical mask and nurse cap must put on at all times while handling animals and performing surgical operations.

(iii)

We do not recommend user to bring valuable belongings to the laboratory but will provide locker if it is necessary.

(iv)

ESU will not provide surgical tool for small animals operation. We suggest users to bring their own tools

(v)

Clean and tidy up the working area of each usage before departure.

(vi)

All animals are required to be identified at all times. User must label cages clearly, especially the CULATR Ref. No., the strain, treatment that have been done and the name of the operation etc.

(vii)

For IVC room’s user, husbandry works such as water, food and bedding replacement are done by users themselves. ESU staffs will not provide these services.

(viii) Operation rooms and animals rooms doors must keep closed at all times in order to prevent the cross-contamination.

2.7.3

(ix)

All the pre-operation procedures must be done in the holding room, only the animals under the experiment are allowed to take into the operation theatre.

(x)

Eating and drinking are prohibited inside operation theatre.

Safety Policies and Biohazardous Materials Management User should always take precautions to minimize the risk of infection. User should protect themselves & others against self-inoculation. All user shall do the followings :-

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Research Laboratory Staff Manual

2.7.4

(i)

Biohazardous wastes other than animal carcasses should be placed in a leak-proof red plastic bag. For animal carcasses and organ tissues must go into designated yellow bag and kept in freezer awaited for incineration.

(ii)

User must discard the “sharp objects” e.g. used needle, scalpel blades into the “sharp box”.

(iii)

Post-mortem examinations of animal which die unexpectedly should always be performed in cabinet and not in an experimental area.

(iv)

Cancer tissue, cancer cell-line and specimens must be placed in the freezer in covered bins if they cannot be disposed immediately.

Surgical Facilities/Operating Theatres Bookings As a priority, the ESU large operation theatre facilities are reserved for training courses (e.g. ATLS course). For the other time, bookings are accepted in a first come first serve basis. All the booking of large OT must be applied through staff of the Surgical Skill Centre. Bookings for small OT are accepted no less than 1 day prior to the date of operation. The booking will be automatically canceled if you turn up late for more than 1hour. Bookings can be made in person at the ESU office or by calling Eric Sat (28199681). Bookings schedule can be checked online at surgeryau.keepandshare.com

2.7.5

Procedures for Emergencies (After Office Hour) (i)

Fire Break the fire alarm glass at the nearest point. Evacuate from the nearest emergency exit. Go to the ground floor and report to the security guard.

(ii)

Flood Phone the Estates Office Emergency Request at 25401999 or 28199303 and call one of technical staff.

(iii)

Power Failure

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Phone the Estates Office Emergency Request at 25401999 or 28199303 and call one of technical staff. Contact telephone number of technical staff: Mr. Jensen To 62098769 Mr. Eric Sat 67304352 Mr. David Ho 98317522

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III. RESEARCH POSTGRADUATES 3.1. Research Protocol 3.1.1

Approval of Protocol Research project must be accompanied with an approved experimental protocol in following manners:(i)

Experimental protocol that includes use of human sample requires an approval from the Institutional Review Board (IRB) of the University of Hong Kong/ Hospital Authority Hong Kong West Cluster (HKU/HA HKW IRB). Form is downloadable from http://www0.hku.hk/facmed/04research_human.htm

(ii)

Experimental protocol that includes use of animals requires an approval from the Committee on the Use of Live Animals in Teaching & Research (CULTAR). Form is downloadable from http://www0.hku.hk/facmed/04research_animal.htm

(iii)

Experimental protocol that involves bio-hazardous materials must seek advice and approval from the University Safety Office.

(iv)

Experimental protocol that involves use of large dose of radioisotope must seek advice and approval from the University Radio-isotope Unit.

3.1.2 Record of Experimental Protocol (i)

Experimental protocol must be written down in a hardcover laboratory record book and not on loose papers that can be lost easily.

(ii)

The record must be in such a detail that other people can repeat the experiment by following the protocol.

(iii)

If established protocol from other laboratory were used, make a copy of the protocol and stick it to your laboratory book. Write down the source of the protocol (the article or book where the protocol was detailed).

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3.1.3

Record of Experimental Data (i)

Raw experimental data, including pictures and printouts, must be recorded in a hardcover laboratory record book and not on loose papers that can be lost easily.

(ii)

Analysis of data, conclusion and suggestion should follow the raw experimental data.

(iii)

NO falsification of data is allowed.

Please refer to Appendix 6.2 for the Policy for the Management of Research Data and Records

3.1.4. Experimental data and materials generated from the study belong to the supervisor and the Department. 3.2. Research Supervision It is the responsibility of the research postgraduates AND the supervisors to make sure the research projects are performed safely and up to the international scientific standard (i.e. publishable in international peer-view journal). Each research postgraduate is under the supervision of his/her Principal supervisor plus co-supervisors. In addition, student is also under the supervision of the Departmental Research Committee and the Departmental Research Postgraduate Committee. Research postgraduates must comply with guidelines, operating procedures and regulations governing the use of equipment, disposal of waste and duties. 3.4. Conference and Meeting Attendance

3.4.1 Departmental Meeting Attendance (i)

Research postgraduate student must attend the Tuesday morning research meeting.

(ii)

Research postgraduate student must attend the bi-weekly Thursday laboratory research meeting.

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Research Laboratory Staff Manual

(iii)

Attendance record will be monitored and student with poor attendance record will be reported to his/her supervisor and Head of Department.

(iv)

Those students showing poor departmental meeting attendance with no good reason will be subject to disciplinary action.

3.4.2 Conference Attendance

3.4.3

3.4.4

(i)

No special conference leave for research postgraduate student.

(ii)

Conference leave will be deducted from the annual leave.

(iii)

Extra leave for conference will be granted to the student only if prior approval has been obtained from his/her supervisor and the Head of Department.

Presentation at Departmental Meeting (i)

Student is required to present in the laboratory research meeting.

(ii)

Student may need to present in the Tuesday morning research meeting if being asked by his/her supervisor.

Presentation (Oral & Poster) at Local and International Conference (i)

Student must seek advice from his/her supervisor in the preparation of the presentation.

(ii)

For oral presentation, student must rehearse with his/her supervisor.

3.5. Scientific Integrtiy Scientific integrity is basic to the research work of every student. Student has to conduct his/her research work not only in safe but also in ethnic manner. 3.5.1

Plagiarism The University defines plagiarism as “the unauthorized use, as one’s own, of work of another person, whether or not such work has been published”. Plagiarism includes the presentation in theses, examinations, tests, term papers, other assignments and research works, of someone else’s work without attribution, including the presentation of other’s

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argument and/or idea in one’s own words without proper acknowledgement. Student is required to make sure that he/she only presents his/her own work as his/her own and acknowledges unequivocally, or otherwise identify, the work of others. 3.5.2

Scientific Misconduct Student must plan and execute the experiments as well as report the results obtained thereby honestly and truthfully, including but not limited to recording the data and preparing the manuscript for publication and thesis accurately and without any falsification.

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IV. RESEARCH SUPPORT STAFF 4.1. Workman / Laboratory Assistants / Technical Assistants 4.1.1

Duties (i)

To carry out the work as assigned by your laboratory incharge/Department;

(ii)

To discuss the work progress and problems encountered with your senior at regular interval, every week/bi-weekly basis or as needed; and

(iii)

To comply with the guidelines, operating procedures and regulations governing the use of equipments and laboratories of the Department and University.

4.2. Research Associates/ Assistants 4.2.1

Research Duties (i)

To carry out the research work as led by your supervisor;

(ii)

To discuss the work progress with your supervisor at regular interval, every week/bi-weekly basis or as needed;

(iii)

To comply with the guidelines, operating procedures and regulations governing the use of equipments and laboratories of the Department and University;

(iv)

To prepare a LOGBOOK to record all your experimental works in the following manners :­ ­ ­ ­ ­ ­

Experimental protocols should be kept in your LOGBOOK Experimental protocols should be in details such that other people can repeat the experiment Experimental protocols should be cited with references/ modification from original laboratory Experimental data should be recorded in your LOGBOOK Originals of the experimental data, including print outs and pictures, should be kept in the LOGBOOK Interpretations, conclusion and suggestion based on the experimental data should be recorded in the LOGBOOK

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(v)

Experimental work should be performed with approval from University Safety Office and Ethic Committee if necessary. ­

­ ­ ­

The use of chemical hazardous and bio-hazardous materials should seek advice and approval from the University Safety Office The use of radio-isotope materials should seek advice and approval from the University Radio-isotope Unit The use of human samples should seek approval from the University Ethic Committee The use of experimental animals should seek approval from the University Committee on the Use of Live Animals in Teaching and Research (CULATR). Appropriate licence to conduct the experiments should be obtained from Department of Health.

Please refer to Appendix 6.2 for the Policy for the Management of Research Data and Records

4.2.2

Meetings All the departmental activities should be attended regularly and punctually.

4.3. Technical Officers /Senior Technical Officers /Technical Managers 4.3.1

Research Duties (i)

To carry out the research work as led by your supervisor or laboratory in-charge;

(ii)

To discuss the work progress with your senior at regular interval, every week/ bi-weekly basis or as needed;

(iii)

To comply with the guidelines, operating procedures and regulations governing the use of equipments and laboratories of the Department and University;

(iv)

To prepare a LOGBOOK to record all your experimental works in the following manners :­

Experimental LOGBOOK

protocols

21

should

be

kept

in

your

Research Laboratory Staff Manual

­ ­ ­ ­ ­

Experimental protocols should be in details such that other people can repeat the experiment Experimental protocols should be cited with references / modification from original laboratory Experimental data should be recorded in your LOGBOOK Originals of the experimental data, including printouts and pictures, should be kept in the LOGBOOK Interpretations, conclusion and suggestion based on the experimental data should be recorded in the LOGBOOK

Please refer to Appendix 6.2 for the Policy for the Management of Research Data and Records

(v)

Experimental work should be performed with approval from University Safety Office and Ethic Committee if necessary. ­

­ ­ ­

4.3.2

The use of chemical hazardous and bio-hazardous materials should seek advice and approval from the University Safety Office The use of radio-isotope materials should seek advice and approval from the University Radio-isotope Unit The use of human samples should seek approval from the University Ethic Committee The use of experimental animals should seek approval from the University Committee on the Use of Live Animals in Teaching and Research (CULTAR). Appropriate licence to conduct the experiments should be obtained from Department of Health.

Management and Administrative Duties (i)

To carry out the management and administrative works as assigned by your supervisor/laboratory in-charge/Department;

(ii)

To discuss the work progress and problems encountered with your senior at regular interval, every week/bi-weekly basis or as needed;

(iii)

To comply with the guidelines, operating procedures and regulations governing the use of equipments and laboratories of the Department and University; and

(iv)

To coordinate staffs from different research teams and departments.

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4.3.3

Meetings All the departmental activities should be attended regularly and punctually.

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V. SENIOR RESEARCH STAFF 5.1. Postdoctoral Fellows (PDFs) 5.1.1

Each PDF is under the supervision of his/her supervisor.

5.1.2

PDF must comply with guidelines, operating procedures and regulations governing the use of equipment, disposal of waste and duties.

5.1.3

Main Duty Main duty of PDF is to perform scientific research and to publish scientific research papers.

5.1.4. Other Duties

5.1.5

(i)

To ensure research projects are performed safely and up to international scientific standard (i.e. publishable in international peer-view journal);

(ii)

To comply with the requirements that are listed out in the Research Protocols section

(iii)

To comply with the Policy for the Management of Research Data and Records (Appendix 6.2);

(iv)

To attend departmental research meeting and laboratory research meeting (attendance is monitored. Those PDF showing poor meeting attendance with no good reason will be subject to disciplinary action);

(v)

To be scheduled to present in the departmental research meeting;

(vi)

To assist in the supervision of postgraduate students, research assistants and technicians.

(vii)

PDF may be required to perform administrative duties and/or other departmental duties.

Conference Attendance (i)

No special conference leave for PDF.

(ii)

Conference leave will be deducted from the entitled annual leave.

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(iii)

5.1.6

Extra leave for conference/study will be granted only if prior approval has been obtained from his/her supervisor and the Head of Department.

Performance will be monitored in annual staff review.

5.2. Research Assistant Professors (RAP) 5.2.1

Each RAP is under the supervision of his/her supervisor.

5.2.2

RAP must comply with guidelines, operating procedures and regulations governing the use of equipment, disposal of waste and duties.

5.2.3

RAP may be required to perform administrative duties and/or other departmental duties.

5.2.4. Main duty of RAP is to perform scientific research and publish scientific research papers, including but not limited to :(i)

To ensure research projects are performed safely and up to the international scientific standard (i.e. publishable in international peer-view journal);

(ii)

To comply with the requirements that are listed out in the Research Protocols section;

(iii)

To comply with the Policy for the Management of Research Data and Records (Appendix 6.2);

(iv)

To assist in the supervision of postgraduate students, research assistants and technicians;

(v)

To apply for research grants (internal and external grants);

(vi)

To attend departmental research meeting and laboratory research meeting (attendance is monitored. Those RAP showing poor meeting attendance with no good reason will be subject to disciplinary action);

(vii)

To be scheduled to present in the departmental research meeting if asked by the supervisor

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5.2.5

5.2.6

Conference Attendance (i)

To apply for relevant leave in compliance with the University Staff Guidelines.

(ii)

Extra conference leave will be deducted from the entitled annual leave.

(iii)

Extra leave for conference/study will be granted only if prior approval has been obtained from his/her supervisor and the Head of Department.

Performance will be monitored in annual staff review.

5.3. Assistant/Associate Professors (APs) 5.3.1

AP is under the supervision of his/her supervisor, and the supervision of the Departmental Research Committee.

5.3.2

AP must comply with guidelines, operating procedures and regulations governing the use of equipment, disposal of waste and duties.

5.3.3

AP must comply with the Policy for the Management of Research Data and Records (Appendix 6.2);

5.3.4

AP is required to be a role model for the junior research staffs and perform the following duties :(i)

To perform administrative duties and/or other departmental duties;

(ii)

To ensure the daily smooth and safe running of the research laboratory;

(iii)

To ensure the research in the Department reaching the international scientific standard;

(iv)

To perform scientific research and publishes scientific research papers;

(v)

To ensure research projects are being performed safely and up to the international scientific standard (i.e. publishable in international peer-view journal);

26

Research Laboratory Staff Manual

(vi)

To supervise postgraduate students, research assistants and technicians;

(vii)

To apply for research grants (internal and external grants);

(viii) To attend departmental research meeting and laboratory research meeting; (ix)

To attend the monthly senior laboratory management meetings;

(x)

To attend the Departmental Research Committee meetings if asked;

(xi)

To present in the departmental research meeting.

5.3.5 Conference Attendance

5.3.6

(i)

AP can apply for special conference/study leave in compliance with the University Staff Guideline.

(ii)

Extra conference leave or special study leave will be deducted from the entitled annual leave.

(iii)

Extra leave days for conference/study will be granted only if prior approval has been obtained from his/her supervisor and the Head of Department.

Performance will be monitored in annual staff review.

27

Appendix 6.1

Guidelines for Photocopying of Printed Works by Not-for-profit Educational Establishments

A. BACKGROUND (1) Copyright law gives certain exclusive rights to copyright owners of printed works. Such rights include the right to copy the work. That means someone who wants to copy a printed copyright work needs to obtain the owner’s permission first. (2) To balance the interests of copyright owners and users, the Copyright Ordinance (Cap. 528) (“the Ordinance”) provides certain limited allowances for copying of copyright works by educational establishments. However, the acts allowed should not conflict with a normal exploitation of the work by the copyright owner and should not unreasonably prejudice the legitimate interests of the copyright owner. (3) Section 45 of the Ordinance allows photocopying of literary, dramatic, musical and artistic works to a reasonable extent by or on behalf of educational establishments for instruction purposes1 where no relevant licensing schemes are available. (4) The purpose of these Guidelines 2 is to set down the conditions for determining the extent of permissible photocopying3 of printed works4 by or on behalf of not-for-profit educational establishments for instruction purposes. 5 For-profit educational establishments are not covered by these Guidelines.6 1

Under section 45(2), copying is not authorised if licences under licensing schemes are available in respect of the relevant works and the person making the copies knew or ought to have been aware of that fact. As licences are currently available from licensing bodies in respect of most of the works covered by these Guidelines, copying is not authorised under section 45 for these works. However, the Administration made a proposal to the Legislative Council in March 2002 that the limitation in section 45(2) should be removed. Legislative amendments are in the process of being prepared.

2

The U.S. Guidelines for Classroom Copying were used as a reference in the preparation of these Guidelines. The U.S. Guidelines can be viewed at www.copyright.gov/circs/circ21.pdf (pages 7 & 8).

3

"Photocopying" does not include the making of electronic copies.

4

Section 45 of the Ordinance also allows copying of works in other formats, e.g. works in digital format. However, these Guidelines apply to printed works only. Guidelines on copying of copyright works in digital format will be formulated separately.

5

Prior to the removal of section 45(2), these Guidelines operate as an agreement between the endorsers as to the extent of permissible photocopying in not-for-profit educational establishments. With the removal of section 45(2) in the future, these Guidelines will become both an agreement between the endorsers and a guidance on the meaning of "reasonable extent" when copying copyright works under section 45 of the Copyright Ordinance.

6

Under the Copyright Ordinance, an "educational establishment" basically means any school, college or university which is registered with the Education Department. These include both not-for-profit 1

(5) These Guidelines represent the consensus among various copyright owners and educational users. A list of organisations endorsing these Guidelines is shown in Appendix 1. These Guidelines are not intended to affect or prejudice the permitted acts under the Copyright Ordinance, or any rights which may be conferred under other laws, or any licensing arrangements with licensing bodies. B. DEFINITIONS In these Guidelines: – (1) "Course pack" means a compilation (whether bound or loose-leaf) of 4 or more photocopied extracts from one or more sources which is intended to provide students with a compilation of materials designed to support the teaching of a course. (2) "Not-for-profit educational establishment" means an educational establishment specified in Schedule 1 of the Copyright Ordinance provided that it is also a not-for-profit establishment. These include all government schools, aided schools, schools operated by the English Schools Foundation, and other kindergartens, schools, colleges and universities specified in the "List of approved charitable institutions and trusts of a public character" under section 88 of the Inland Revenue Ordinance (Cap. 112).7 (3) "Illustrations" include charts, graphs, diagrams, drawings, cartoons and pictures accompanying other works and included for illustrative purposes. (4) "Textbook" means a book written in accordance with any syllabus issued by the Hong Kong Curriculum Development Council.8 (5) "Course" means subject, programme, module or other similar descriptions in relation to a course of study provided by a not-for-profit educational establishment.9

and for-profit educational establishments. However, the publishing industry is not prepared to endorse a set of Guidelines which would specifically allow for-profit educational establishments to make copies of printed works for instruction purposes. As the Guidelines were prepared using a consensual approach, for-profit educational establishments have been excluded from the scope of the Guidelines. 7

As the Education Department does not maintain a register of educational establishments based on the for-profit/not-for-profit nature of the establishment, this formulation has been adopted in order to identify the not-for-profit educational establishments. The List can be viewed at the Inland Revenue Department website: www.info.gov.hk/ird/eng/paf/lac.htm.

8

More restrictive conditions apply to the copying of textbooks. Compare Clause E(6)(a) with E(6)(b).

9

For example, Chinese in Primary one and Primary 6 should be considered as two separate "courses"; every subject or unit in a 3 year university degree course should be considered as a separate "course". 2

C. SCOPE (1) These Guidelines apply to literary, dramatic, musical and artistic works in printed form including items such as books, newspapers, periodicals, sheet music and printed music items. (2) Works which are primarily intended to be “consumable”, such as workbooks, exercises, standardised tests, test booklets and answer sheets, are not covered by these Guidelines.10 (3) These Guidelines do not allow the production of course packs.11 (4) Under these Guidelines, single copies of transparencies, slides and other similar non-electronic presentation materials consisting of reprographic copies of works can be made by or on behalf of a not-for-profit educational establishment for the purposes of instruction.12 Clauses D(4) and E(1) to E(5) do not apply to the making of such single copies of transparencies, slides and other similar non-electronic presentation materials. (5) Those who wish to make copies of printed works beyond the scope of these Guidelines should contact the relevant copyright owners or licensing bodies (see Appendix 2) for the grant of permission or licences. D. GENERAL CONSIDERATIONS (1) Students should purchase books and publications that are used by them on a regular basis. Copying should not be used to substitute the purchase of such publications. (2) Copying should not be used to replace or substitute for published anthologies, compilations, collective works or course packs which are commercially available. (3) Copying should be done on the initiative 13 of a teacher or teachers working together as a group. 10

Textbooks which contain a small amount of exercises are covered by the Guidelines.

11

Preparation of course packs usually involves a substantial amount of planning in advance. Therefore the school/teacher should have sufficient amount of time to seek permission or obtain a licence from the relevant copyright owners or licensing bodies. One of the conditions for making copies under these Guidelines is that the copying must be "spontaneous" (see Clause D(4)). As the production of course packs does not fulfil this condition, it is specifically excluded.

12

This provision clarifies that slides, transparencies etc for use in teaching may consist of single copies of printed works, even if the preparation of the slides, transparencies etc is not "spontaneous" according to Clause D(4).

13

This means that a teacher should not make copies under these Guidelines if he/she has been asked by a third party to do so. The need and decision to copy should be made by the relevant teachers themselves. 3

(4) The time of the decision to use the work and the proposed time of its use in the classroom should be so close that it would be unreasonable to require the teacher to obtain permission for the copying. If the time between the decision and the proposed use is 3 working days or less then for the purpose of this clause, it will be deemed unreasonable to require the teacher to obtain permission for the copying.14 (5) Every set of copies of works made under these Guidelines should contain the following details on the front page or a covering sheet: Author (if known): Title of the work: Source (publisher): Date of making of this copy: This material has been copied in accordance with the "Guidelines for Photocopying of Printed Works by Not-for-Profit Educational Establishments". You are not permitted to make any further copy of this work, or to make it available to others. It is important to understand and respect copyright. (6) At least once every academic year, teachers who make copies of materials for distribution to students pursuant to these Guidelines are obliged to draw attention to and explain to their students the content of the copyright notice specified in Clause D(5) above. E. MULTIPLE COPYING FOR INSTRUCTION PURPOSES (1) Multiple copies of a work may be made by or on behalf of a teacher giving a course. (2) Copies made under these Guidelines are for the purpose of distribution to students for teaching, discussion or classroom use. Students may retain the copies for subsequent reference. (3) Copies of any work should only be made and used for one course in a not-for-profit educational establishment15. (4) The number of copies made should not exceed one copy per student in a course.

14

Copying under these Guidelines should be "spontaneous". If the time of the teacher's decision to use the work and the proposed time to use it in the classroom is more than 3 working days apart, then the teacher is required to seek permission from the relevant copyright owner or licensing body before making the copies. The purpose of this provision is to exclude systematic and organised copying from the scope of the Guidelines.

15

Copies made for one particular course should not be re-used in other courses. 4

(5) There should not be more than 27 instances16 of copying made for one course in one academic year.17 (6) Copies made should be brief and short. (a) For one course in any one academic year, except for textbooks,18 the following limits on individual works apply: (i)

Articles in newspapers or periodicals – a complete article of any length;

(ii)

Poems – not more than 250 words; stories or essays – not more than 2,500 words (both word limits may be extended to allow the completion of an unfinished line of a poem or of an unfinished paragraph of a story or essay);19

(iii) Artistic works (including illustrations) – a complete work; but if there is more than one artistic work printed on the same page – the whole page; (iv) Musical works – an excerpt not exceeding 10% of the number of pages of the work (rounded up to allow a complete page to be copied); (v)

Other works – an excerpt not exceeding 2,500 words or 10% of the number of pages of the work (including illustrations), whichever is less (rounded up to allow a complete page to be copied).

(b) Copying of textbooks is subject to the following conditions:20 (i)

Not more than 2% of the number of pages of a textbook (rounded up to allow a complete page to be copied) may be copied for one course in a calendar month;

(ii)

Not more than 5% of the number of pages of a textbook (rounded up to allow a complete page to be copied) may be copied in aggregate for one course in any one academic year;

16

This clause limits the number of times copying can be done in an academic year. The figure 27 is based on the quantity adopted in the U.S. Guidelines for Classroom Copying, i.e. 9 instances per school term. A teacher may copy up to 3 works in one "instance", as copying 4 or more works would be regarded as making a "course pack", which is not allowed under the Guidelines.

17

"Academic year" is used instead of "school term" as it appears to be a more appropriate unit of measure for Hong Kong.

18

For limits on copying of textbooks, see Clause E(6)(b) below.

19

The figures 250 and 2,500 are based on the figures adopted in the U.S. Classroom Guidelines. There were discussions on whether it was appropriate to have a single set of limits for works in English and Chinese. The consensus was that the limits appear appropriate for both languages and that it would be inconvenient to teachers to have two different sets of limits.

20

The organisations endorsing these Guidelines accepted that separate treatment is necessary in order to protect the interests of local educational publishers. The conditions of copying for textbooks are more restrictive than those applicable to other works. 5

(iii) Notwithstanding (i) and (ii), not more than one chapter of a textbook may be copied for one course in any one academic year; and (iv) The copying must be made within the premises of an educational establishment. (7) Copies made are subject to the following additional limits: – (a) With respect to articles in newspapers, not more than 15 works may be copied from the same newspaper title for one course in any one academic year; (b) With respect to: • • • •

articles in periodicals poems (250 words or less); stories or essays (2,500 words or less) artistic works musical works

not more than 3 works may be copied from the same author for one course in any one academic year. If the above works are contained in a collective work, not more than 9 works (provided that each one of which has to be from a different author) may be copied from the same collective work for one course in any one academic year; and (c) In other cases, not more than 3 excerpts may be copied from the same author for one course in any one academic year. Dated: 30 September 2002 (Revised on 10 March 200421) -

21

End -

The Guidelines have been revised on 10 March 2004 to cover photocopying of newspapers. Suitable amendments have been made under Clauses C(1), E(6)(a)(i), and E(7)(a). 6

Appendix 1 List of Organisations Endorsing the Guidelines (Unless otherwise specified, the following organisations became endorsers on September 30, 2002) Name of Organisation 機構名稱 1.

Caput Schools Council 香港按額津貼中學議會

2.

Hong Kong Prevocational Schools Council 香港職業先修學校議會

3.

Hong Kong Private Schools Association Limited 香港私立學校聯會

4.

Hong Kong Subsidized Secondary Schools Council 香港津貼中學議會

5.

Hong Kong Subsidized Primary School Council 香港津貼小學議會

6.

Hong Kong Direct Subsidy Scheme Schools Council 香港直接資助議會

7.

Hong Kong Association of Sponsoring Bodies of Schools 香港辦學團體協會

8.

Association of Principals of Government Secondary Schools 政府中學校長協會

9.

Hong Kong Professional Teachers’ Union 香港教育專業人員協會

10.

Task Force on Reprographic Rights Licensing established under Heads of Universities Committee 大學校長會複印授權專責小組

11.

Hong Kong Shue Yan College 香港樹仁學院

12.

The Open University of Hong Kong 香港公開大學

13.

The Hong Kong Association for Computer Education 香港電腦教育學會

14.

The Hong Kong Academy for Performing Arts 香港演藝學院

7

Name of Organisation 機構名稱 15.

Vocational Training Council 職業訓練局

16.

Hong Kong Copyright Licensing Association Ltd. 香港複印授權協會

17.

Hong Kong Reprographic Rights Licensing Society Ltd. 香港版權影印授權協會

18.

Joint University Libraries Advisory Committee 大學圖書館聯席諮詢委員會

19.

Hong Kong Teacher-Librarians Association 香港學校圖書館主任協會

20.

Hong Kong Library Association 香港圖書館協會

21.

Hong Kong Publishing Federation Limited 香港出版總會有限公司

22.

Hong Kong Publishers & Distributors Association 香港出版人發行人協會

23.

Hong Kong Educational Publishers Association 香港教育出版商會

24.

Anglo-Chinese Textbook Publishers Organisation 中英文教出版事業協會

25.

Witman Publishing Co (HK) Ltd. 偉文出版社(香港)有限公司

26.

Grant Schools Council 補助學校議會 (added: April 3, 03)

27.

Hong Kong Special Schools Council 香港特殊學校議會 (added: April 3, 03)

28.

Education and Manpower Bureau 教育統籌局 (for and on behalf of all government schools) (added: April 3, 03)

8

The Guidelines were developed by a Working Group convened by the Director of Intellectual Property and under the auspices of the following Government bureau and departments: Commerce, Industry and Technology Bureau 工商及科技局 Education and Manpower Bureau (formerly known as Education Department) 教育統籌局 (前名：教育署) Intellectual Property Department 知識產權署 For enquiries on the Guidelines, please contact Ms Brenda Wan of the Intellectual Property Department (Tel: 2961 6872; email: [email protected]).

9

Appendix 2 THE HONG KONG COPYRIGHT LICENSING ASSOCIATION LIMITED (HKCLA) 香港複印授權協會有限公司 地址 Address

香港北角英皇道 75-83 號聯合出版大廈 904 室 ROOM 904, SUP TOWER, 75-83 KING'S ROAD, NORTH POINT, HONG KONG 2948 3650 電話 Tel： 2603 7165 傳真 Fax： www.hkcla.corg.hk 網址 Homepage: [email protected] 電郵 E-mail: 辦公時間 Opening Hours 星期一至星期五 Monday to Friday 上午 9:00 a.m. - 下午 5:30 p.m. 星期六 Saturday 上午 9:00 a.m. - 正午 12:00 noon List of newspapers represented by HKCLA: 香港複印授權協會所代表的報章 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

China Daily Hong Kong Edition Hong Kong Commercial Daily Hong Kong Daily News Hong Kong Economic Journal Hong Kong Economic Times Ming Pao Sing Pao Sing Tao Daily South China Morning Post & Sunday Morning Post Ta Kung Pao The Standard Wen Wei Po

中國日報香港版 香港商報 新報 信報 香港經濟日報 明報 成報 星島日報 南華早報 大公報 英文虎報 文匯報

THE HONG KONG REPROGRAPHIC RIGHTS LICENSING SOCIETY LIMITED 香港版權影印授權協會有限公司 地址 Address

香港北角英皇道 738 號樂基中心 802 室 802 STANHOPE HOUSE, 738 KING'S ROAD, HONG KONG 2516 6268 電話 Tel： 3105 1468 傳真 Fax： 電郵 E-mail： [email protected] 辦公時間 Opening Hours 星期一至星期五 Monday to Friday 上午 10:00 a.m. - 正午 12:00 noon 下午 1:00 p.m. - 下午 4:00 p.m.

10

Appendix 6.2 THE UNIVERSITY OF HONG KONG LI KA SHING FACULTY OF MEDICINE Policy for the Management of Research Data and Records Purpose of the policy Upholding good research practice with the retention of complete, accurate and retrievable results for the minimal period required; and Enabling discussion and verification of research methods and data that may be required to refute allegations of falsification claims. Key Principles of Good Research Practice All research data should be open to scrutiny and debate; Research Centers and Departments in the Faculty should establish formal procedures for the documentation and retention of research data; Original research data should be retained intact for a period of at least five years from the date of publication or longer as necessary; and All researchers must comply with these retention procedures. As a guideline, researchers should ensure that: The original data and records remain the property of the University and shall be kept by PIs/Departments. Copies can be retained by individual researchers if necessary. Research data are recorded in appropriately bounded booklets with numbered pages. Digital results and databases are stored in chronological orders with file access/modification dates available for verification. Records are accurate, complete, authentic and reliable, with cross reference to a table of content. Records and data reflect what was communicated, decided, and performed in the laboratory or clinic.

Research methods and data should be recorded in sufficient details for authentication, replication and verification. There are clear recording of statistical methods, equipment calibration and operation logs, experimental designs, reagents, solution concentrations, and computer data input/output files. January 28, 2011

Appendix 6.3 Guideline for on-line leave application via HCMS for HKU Staff Background 

It is mandatory for HKU departments to administer leave of HKU staff using the Human Capital Management System (HCMS) from 1 September 2011.

Features of the HCMS     

The HCMS caters for all types of leave applications, including annual leave, sick leave, professional leave, compassionate leave, maternity leave, etc., but not compensatory leave. Up to TWO approvers for each staff can be assigned. The applicant can add email addresses of staff concerned to the “cc list” who will receive a notification of leave application by the applicant. Upon the leave application is approved by the 1st and/or 2nd Approver, a notification of leave approval will be sent to the applicant (but not those on the “cc list”). For professional leave, the applicant can provide supporting documents to the application by uploading relevant documents to the HCMS.

Specific requirements for Department of Surgery 



 

For leave applications from medical staff, we require multiple tiers of processing to ensure that there is someone covering the clinical duties (and also administrative duties for senior staff), and that the applications are approved by the respective Division Chiefs and the Head. The General Office is required to have full information of staff leave approved for information and record. Currently, the General Office performs regular update to two Excel summaries recording leave taken or to be taken by all Department staff, one for medical staff and one for non-medical staff. Similarly, Mrs. Lisa Wong keeps an Excel summary of leaves of technical and laboratory staff (Research Assistant Professor or below). For professional leave, several supporting documents must be provided by the applicant to process the application. A checking mechanism has to be in place prior to granting the approval.

Implementation



For academic staff (including clinical and non-clinical professoriate staff) - It is proposed to adopt a partial implementation of the on-line leave application procedures. - As the HCMS is not able to cater for our requirement of multiple tiers of approval / endorsement of a leave application, it is resolved that leave applications by academic staff be remained status quo, i.e. leave applications are submitted in paper form. This can also allow checking of supporting documents for professional leave applications prior to approval on the system and allow the General Office to have full record of leave of academic staff. - After the leave applications have been approved by the Head, on-line leave applications of academic staff will be done by a designated Leave Clerk (Miss Carrie Tsang) on behalf of the academic staff. Such function is available on the HCMS (applying leave by a staff on behalf of the applicant). - The Leave Clerk should upload the necessary supporting documents to the HCMS for professional leave applications. - Approval on leave applications from academic staff be granted by a designated Leave Administrator (Ms. Double Man, Senior Executive Assistant) on the HCMS. - The Leave Clerk and Leave Administrator should continue to update the Excel summary on leave of medical staff.



For non-academic staff (including RAP or below, administrative, office, laboratory, technical and minor staff) - Full implementation of on-line leave application procedures for nonacademic staff. - Leave applications be lodged via the HCMS by the staff for approval by the 1st and 2nd Approvers on the System. - The applicant should copy the leave application to specified staff in the “cc list” when lodging a leave application (to allow the staff concerned to note and the General Office to keep a record). - Leave applications without copying the specified staff in the “cc list” will result in disapproval by the Approver. - The Leave Clerk (Ms. Rosanna Chung) and Leave Administrator should continue to update the Excel summary on leave of nonmedical staff.

Date of implementation 

1 September 2011

Enquiries   

Leave Administrator : Leave Clerk (academic staff) : Leave Clerk (non-academic staff) 4238

24 August 2011

Ms. Double Man 2255 4589 Miss Carrie Tsang 2255 4992 : Ms. Rosanna Chung 2255

Appendix 6.4 Guideline for using radio-isotope room 1. You must be a designated radio-isotope worker/user 2. You must wear laboratory gown, gloves, and thermoluminescent dosemeter 3. The following should not be introduced or used in radio-isotope room Food or beverages Smoking items or snuff tobacco Handbags Lipsticks and other cosmetics, or items used to apply them Utensils for eating or drinking 4. Hands should be washed thoroughly before leaving the controlled area 5. Monitoring of hands, shoes and street clothing, if worn at work, may also be necessary before leaving the controlled areas 6. No sealed or unsealed radioactive sources should be manipulated with the hands 7. Monitor the working area, equipments, pipettes before and after your experiment 8. If contamination were found, clean the contaminated area according to the procedure as stated in the Radio-isotope Handling Manual 9. Report the contamination to the Departmental Radiation Safety Representative (Vincent Lui) 10. Dispose radioactive solid waste into appropriate collector and record the amount 11. Dispose radioactive liquid waste into appropriate collector and record the amount and the nature of waste (combustible or noncombustible) Combustible:

benchkote, perpex, paper, polyethylene, polypropylene, polysterene, rubber gloves, wax and carcass

Non-combustible:

glass, halogenated chemicals, metal, telfon, polyvinylchoride and vinyl gloves

12. Record the amount of radioactivity usage into record book

In case of emergency, please contact the Safety Office, Radiation Protection Unit in Room 318, James Hsioung Lee Building (Tel. 2859 2547). For other information, please contact the Safety Office, Radiation Protection Unit in Room 318, James Hsioung Lee Building (Tel. 2859 2547 or e-mail: [email protected]).

Appendix 6.5

THE UNIVERSITY OF HONG KONG DEPARTMENT OF SURGERY RESEARCH LABORATORIES

Laboratory Safety Manual

Third Edition (December, 2011) Materials were taken from HA

Table of Content A. B. C. D. E.

Introduction..........................................................................1 General safety rules...............................................................1 Housekeeping........................................................................2 Fire emergency......................................................................2 First aid...............................................................................3-4 1. Needlestick injuries 2. Chemical splashes 3. Thermal burn 4. Chemical contact 5. Frost bite 6. Cuts and abrasions 7. Heavy bleeding 8. Inhalation of hazardous vapor/dusts 9. Electric shock 10. Unconscious F. Working in laboratories.......................................................4-9 1. Infection control 2. Disinfectants 3. Non-biological or chemical hazards 4. Working after office hour 5. Working with animals G. Use of laboratory equipment..............................................9-10 1. Electrical appliances 2. Safety cabinets 3. Fume hoods 4. Centrifuges 5. Shakers and homogenizers 6. Gas cylinders 7. Autoclaves H. Waste disposal...............................................................11-12 University Safety Office 2859 2400 Department of Accident & Emergency QMH 2855 3007 Dr. Vincent Lui (External Safety Representative) 2819 9607 Dr. Vincent Lui (Radioisotope Safety Representative) 2819 9607 Mr. David Ho (Safety Coordinator) 2819 9242 Dr. ST Cheung (Biohazardous waste) 2819 9251 Mr. David Ho (Chemical waste) 2819 9242 Mr. Eric Sat (Euthanased animals) 2819 9681

INTRODUCTION Laboratory accidents often result from lack of safety knowledge and careless management. The employer should provide a safe and healthy working environment to all employees. At the same time, laboratory workers should act and perform their job in a safe and responsible manner to ensure health and safety in the laboratory. A manual of basic safety practices has been compiled and all laboratory staff should read the entire document carefully. Modifications and suggestions are encouraged and should be submitted to the Safety Representative, Dr Vincent Lui or Safety Coordinator Mr. David Ho. It is your responsibility to adhere to the safety standards set forth in this manual.

B. GENERAL SAFETY RULES .

GOWN: Wear your laboratory gown in the laboratory but never in the staff common room or canteen. Long hair should be restrained. Footwear should be enclosed.

.

NO FOOD: Food and drinks are not permitted in the laboratory refrigerator. Smoking, eating or drinking is strictly prohibited in any laboratory.

.

GLOVES: Wear disposable gloves for handling infectious or harmful materials.

.

HANDWASHING: Wash your hands thoroughly after removing disposable gloves and before leaving the laboratory.

.

EYE GLASSES: Wear eye glasses instead of contact lenses. Special eye goggles must be worn when you are working with laser, X-ray, UV equipment or liquid nitrogen.

.

PIPETTE: Mouth pipetting is prohibited. All aliquoting is to be done using a pipette.

.

FIRST AID: Apply first aid immediately in case of injury. Cover all cuts or abrasions with suitable dressings. Hibiscrub is advised for disinfection purposes.

.

REPORT: Report all accidents and unusual occurrences at once to Safety Representative or Safety Coordinator. Consult with doctor in the Department of Accident and Emergency (A & E) immediately in case of significant injury.

.

EMERGENCY CONTACT PHONE NUMBERS: Dr. Vincent Lui Mr. David Ho

2819 9607 2819 9242

(External Safety Representative) (Safety Coordinator and fire warden)

C. HOUSEKEEPING 1.

Corridors, passage ways, doorways and stairs should be kept free from obstruction and never block emergency exits. Check the First Aid Boxes and fire extinguishers regularly. Replenish the contents if necessary.

2.

Always keep your working area clean, neat and orderly. Clean up all spills and leakage immediately. Neutralize acid spills with sodium carbonate and alkalis with boric acid. Mercury spills should be vacuumed up by means of a suction flask or dusted with sulfur.

3.

All chemicals should be labelled properly and clearly i.e. indicate the name of contents, date and name of user. They should be replaced on the appropriate shelves immediately after use. For dangerous chemicals, a special warning label is required and such chemicals must be locked always.

4.

Rinse apparatus and empty bottles before setting aside for cleansing or disposal. Disinfection by 1:5 Clorox is needed for contaminated apparatus and glasswares.

D. FIRE EMERGENCY 1.

Whenever the fire alarm sounds always be alert. Notify the fire warden immediately. Tackle the fire if you can do so without personal risk using the proper portable fire extinguisher or hose reel, following the fire warden’s instruction.

2.

If the fire is out of control, close the door and break the cover glass of the nearest call point. Turn off all gases and burners, switch off all electrical appliances, and leave your room immediately through the nearest emergency exit. Do Not Use The Lift and assemble at ground floor outside the building.

.

Two types of portable fire extinguishers: Type Water-gas Carbon dioxide

Class of fire Ordinary combustibles (paper, wood, plastic) Flammable liquids, electrical equipment

You must familiarize yourself with the location and the use of all fire fighting equipment, the evacuation procedure and general fire safety precautions. 3.

Fire wardens should be responsible for determining which emergency procedures are necessary, ensuring that the fire brigade has been called and the safety of all staff and their orderly evacuation from emergencies.

E. FIRST AID 1. Needlestick injuries represent one of the most serious hazards to medical and paramedical staff today. Hepatitis B, Hepatitis C and AIDS, amongst other infectious diseases may be transmitted via a penetrating injury with a contaminated needle or other sharp object. The affected area should be expressed to encourage bleeding to remove as much of the foreign material as possible. If the wound is on an extremity such as a finger, running warm water over the area will dilate blood vessels, and assist this process. The puncture should then be treated with antiseptic solution (e.g. Butadiene) and further medical advice sought immediately. Where the injury involves blood from a known or suspected HIV-positive patient, prophylactic azidothymide (AZT) should be administered within 1 hour of injury. 2. Chemical splashes on the skin. Wash thoroughly and repeatedly with water. Chemical splashes in the eye - wash the eye immediately with large quantity of water sprayed from a washing bottle or under the running tap for 15 minutes. Seek medical attention when necessary. 3. Thermal burn. The affected area should be placed immediately under running cold water for a few minutes to reduce further tissue damage by continued burning. Apply a sterile dressing or a clean cloth to the area to prevent further contamination. Do not apply any cream or ointment to the affected area. Except in cases of the most minor burns further medical advice should be sought. 4. Chemical contact. In most cases of skin contamination, thorough washing of the area of contact with soap under cold running tap water will suffice. Do not apply any cream or ointment to the area. Any burns or skin reaction to chemicals should be examined by a medical practitioner in A & E. 5. Frost bite. Place frost bitten part in 42oC warm water. Let the circulation re-establish itself naturally. 6. Cuts and abrasions. Immediately cleanse wound and surrounding skin with soap and warm water, wiping away the blood from the wound. Hold a sterile pad firmly over the wound until the bleeding stops. 7. Heavy bleeding. Do not waste time. Place pad, clean handkerchief or clean cloth etc. over the wound and press firmly with your hand or both hands. Raise the bleeding part higher than the rest of the body and call for help. 8. Inhalation of hazardous vapor/dusts. Substances capable of generating noxious vapor or airborne particulate matter should only be handled in a fume hood. Where this is not possible, the user should use personal protective equipment such as a mask or respirator. In case of accident remove the patient from further exposure to gas or fumes and take him/her to the open air. Start artificial respiration if required.

9. Electric shock. Turn off main switch if possible. Otherwise, remove patients from cause with plastic rubber or dry wooden material. Call for help. All electrical accidents, no matter how minor, must be reported. 10. Unconscious. Lay the patient face down, head to one side with mouth open and head unsupported. This enables any vomit to escape through the mouth and prevents it from entering the wind pipe into the lungs. Start artificial respiration if required (to leave an unconscious patient lying on the back may cause death). Call A & E immediately.

F. WORKING IN THE LABORATORY 1. Infection Control . All biological material in the laboratory should be regarded as potentially infectious. Staff involved in handling specimen of hepatitis B should be immunized against HBV. . Whenever biological specimens and reagents such as blood, blood products or body fluids are being handled, particular care should be taken. For blood taking in the ward check the patient’s full name, hospital number and bed No. with care before blood taking. Wear gloves. Hands should be washed between blood samples from two patients. Needles must not be recapped as this activity greatly enhances the risk of needlestick injury. Care should be taken to discard the disposable needle and lancet into the sharp box. Tidy up all the lab items before leaving. For injury involving contamination of known or suspected HBsAg or HIV antibody positive cases, encourage the wound to bleed freely, wash contaminated skin gently with soap and water only. Seek medical help from A & E as soon as possible. Save any remaining specimen for serological testing. Report the accident to SR. . All infectious hazardous specimens should be labeled with a warning label and sealed in a plastic bag before transportation. Special care is required in handling specimens of known positive viral hepatitis patients or other infectious agents. The specimens should be double bagged and marked accordingly. . Always wear disposable gloves and goggles to avoid direct contact with the specimen. Wounds to the hands should not be exposed. Disposable gloves should be discarded properly and immediately after completing the procedure and hands should be washed thoroughly. Disposable labware should be used and should be incinerated after use. The liquid waste should be mixed with 2.5% sodium hypochorite before disposal. . Contamination on any part of the body should be cleansed thoroughly at once. Potentially infective material when spilled should be dealt with as quickly as possible to minimize any risk of infection. Gloves must be worn during the decontamination procedure.

A mask may also be desirable if the sterilizing agent causes irritation. Cover the spill with absorbent material such as paper toweling soaked in 1% sodium hypochlorite. Leave for 30min., then mop up with a paper towel. After debris has been removed, swab again with hypochlorite and allow to dry. Place contaminated material in a biohazard container or red waste bag provided by the hospital. All bench areas should be cleaned after use. Soaking time for Disinfection

Sterilization

1:5 Clorox (1% sodium hypochlorite)

10 mins.

1 hr

Cidex (2% buffered glutaraldehyde)

10 mins

3 hrs

Reagent

2. Several types of disinfectant for lab use: a) Hypochlorite (0.5% - 1.0%) has an active constituent - chloride which is active against viruses including hepatitis B. It is corrosive to metal and is a bleaching agent. It must be changed daily if used in discard buckets as it is inactivated by organic matter. Chloride is a skin and mucous membrane irritant in high concentration. b) Alcohol (70% Ethanol) is active against most bacteria and viruses as for chlorine. Use on metal surface and centrifuge. Do not use near flames. It has limited usefulness because of rapid evaporation resulting in short contact times and it also lacks ability to penetrate residual organic matter. It is useful for disinfecting instruments but items must be precleaned and totally submerged for no less than 10 min. c) Aldehydes (Glutaraldehyde 2%) are active against all bacteria and viruses. They do not penetrate organic material well. An aqueous solution can be used as a disinfectant which has broad spectrum activity. Aldehydes are non-corrosive and are useful for sterilizing many medical instruments. Glutaraldehyde is an irritant to the respiratory tract and may cause sensitization hence any use should be in a well ventilated area with mask and eye protection. d) Alcoholic hibitane (active constituent - 0.5% chlorohexidine gluconate in 70% alcohol) is used as a surface decontaminant. It is effective against vegetative bacteria and lipid containing viruses. It is also useful for disinfecting centrifuges and other metal surfaces which must be generally pre-cleaned. e) Butadiene (active constituent 1% w/v available iodine) is used as handwash (undiluted). It is effective against all micro-organisms. In aqueous or alcohol solution, iodine is effective against all forms of micro-organisms. It is ideal for handwashing but may cause skin irritation in some individuals.

All laboratory areas should be cleaned weekly or when spills occur. Gloves must be worn during disinfection and disposed of immediately after cleaning. Do not use reuseable material such as sponges. Use disposable towels and wash hands immediately after disinfection procedures. Disinfection/sterilization can be achieved by autoclave 121oC. for 15min. (please refer to the operation manual of the autoclave) 3. Non-Biological or Chemical Hazards Flammable Explosive Corrosive Oxidizing

Radioactive Toxic Compressed gases Cryogenic substances

Before handling a chemical that you are not familiar with, check its safety properties with a senior staff member. Never mix incompatible chemicals together and never use unknown chemicals. a) Flammable chemicals (e.g. ether) For solvents with a flash point of less than 23oC e.g. acetone or ethanol, the maximum quantities allowed on open benches and shelves must not exceed 10 liters per 50m2 lab area. They should be kept in a flammable solvent cabinet. Large quantities of flammable chemicals should be kept in Dangerous Goods Store of the Safety Office. Ether must be stored in a dark bottle away from sunlight to avoid formation of explosive peroxide compounds. Do not store volatile flammable solvents (ether) in household refrigerators. Flammable liquid waste must be collected for disposal and not be poured down the drain. All containers should be kept closed when not in use including waste containers. All persons handling flammable and combustible liquid must be familiar with their hazardous properties and safety procedures for handling. Spillage must be cleaned up immediately. b) Oxidizing agent (e.g. peroxide) Strong oxidizing agents e.g. chlorates, perchlorates and peroxides can form unstable compounds with other chemicals which can ignite and explode when dry. These include oxidizing agents and organic peroxides. Both promote fire or explosion independently or in combination with other flammable or combustible material. Store in a separate area away from all other chemicals and combustible materials. Handle with great care. Gloves should be worn. They must be pretreated according to given information on the safety data sheets or chemicals safety handbook before disposal. Treatment includes dilution, neutralization, destruction and conversion reactions. c) Corrosive chemicals (e.g. acids and bases) Strong acids and alkalis are very corrosive. They must be stored in special cabinets. Never add water to concentrated acids or alkalis because an enormous amount of heat might be produced. Corrosive substances should be kept in well sealed containers and should only be handled when wearing gloves and safety glasses. They should be stored

separately at ground level. All spillage must be cleaned up immediately and thoroughly. Many corrosive chemicals give off corrosive fumes. All spillage onto exposed skin should be washed off immediately and reported. d) Toxic chemicals (e.g. carcinogens) Every effort should be made to use non-carcinogenic or less toxic chemicals where possible. Contaminated labware and bench tops should be cleaned by laboratory staff immediately. Exposure to toxic chemicals can occur as: (a) Absorption through the respiratory system by inhalation of dust or vapor. (b) Absorption through the skin from spillage, from contact with contaminated clothing, benches, floor or apparatus. (c) Ingestion from contaminated hands or food All toxic chemicals or reagent should be stored in closed screw capped containers appropriately labelled. Where possible these should be stored in a secure area away from other chemicals. Particular care should be exercised when moving toxic chemicals from place to place within the laboratory. Gloves should be worn when handling toxic chemicals. Hands should be thoroughly washed following handling even though gloves have been worn. All poisonous chemicals must be locked up. Keep a record of usage. Chemicals producing toxic, irritant or flammable vapors must be handled in a fume cupboard. Perchloric acid should be examined once a month, for any discoloration or contamination, to prevent explosion. All spills and leakage should be cleaned up immediately. Neutralize acid spills with sodium carbonate and alkali spills with boric acid. Mercury spills should be vacuumed up by means of a suction flask. Report any accident or spillage to your senior staff immediately and take appropriate action to ensure everyone’s safety. Certain combinations of chemicals are remarkably explosive, poisonous or hazardous in some other way and these should be avoided. When you are using certain chemicals for a long period, check the Threshold Limit Values and the principal effects of inhalation exposures above TLV. e) Radioactive substances (e.g. 125I, 3H, 14C) Radioactive materials emitα, β, or γ particles. Alpha rays are heavy, positively charged particles identical to helium nuclei. Beta rays are lighter, negatively charged particles or electrons. Gamma ray have properties similar to x-ray, are electromagnetic waves similar to light, but having a higher frequency and penetrating ability. These forms of radiation can damage body cells. Dosimeters are not sensitive enough to detect βradiation thus staff exposed only to β-emitters (e.g. 3H, 45Ca and 14C) may not be required to wear a dosimeter. Attend the training course and examination provided by Radioisotope Unit (RIU). Register as a radiation worker. All radiation work must be strictly performed under supervision. All operations should be well planned and precautions should be taken at all times.

Wear lab gown, gloves and radiation monitoring dosimeter. Radiation work should be carried out in an approved hood unless the safety of working on an open bench can be demonstrated. Adequate shielding should be used if necessary. Hands, clothing and shoes should be frequently monitored when handling radioactive material Never pipette radioactive solutions by mouth. All spills should be wiped up immediately and washed with cold water and detergent. Dispose of liquid and solid radioactive waste in approved containers provided by RIU. Monitor radiation work areas for contamination after each experiment.Wash hands thoroughly after manipulating radioactive materials. Report any accidents to your SR immediately and take proper precautions. f) Cryogenic substance - Liquid Nitrogen Hazards Involved: Asphyxiation due to lack of oxygen Cold burn and frost bite Pressure build up, converted into a very large volume of gas at room temp. The following precautions must be adhered to: Never close the door of the room which must be well ventilated when pouring out liquid nitrogen. Safety goggles and special gloves must be worn. Liquefied gases must not be poured near flames. Smoking must not be permitted as an explosion may result. Never allow any unprotected part of your body to touch uninsulated pipes or vessels (Use tongs to withdraw objects immersed in a liquid). Metal object which have been immersed in liquid nitrogen and may have acquired its temperature should not be touched. Serious burns are thus avoided. Slowly insert object into the liquid nitrogen to prevent boiling and splashing. In case of a liquid nitrogen burn, soak the affected part of the body in lukewarm water immediately. Care should be taken over the storage of ampoules in liquid nitrogen. If liquid nitrogen is trapped inside a badly sealed ampoule, the ampoule will explode when withdrawn from the nitrogen. The ampoule should be surrounded with cotton wool or cloth to lessen this risk. Only ampoule designated for storage in liquid nitrogen should be used. 4. Working after Office Hours and Unattended Experiment Permission should be sought by senior laboratory staff working after office hours in the laboratory. All necessary information should be recorded into the overtime logbook. One should not work alone in the laboratory after office hours when dealing with hazardous laboratory materials. Ideally there should always be two people in the laboratory for personal safety. Permission should be sought for apparatus to be run overnight or over the weekend. The said apparatus should be labeled clearly for this reason.

5. Working with Animals It is recommended that a mask be worn at all times when handling lab animals as a prophylactic measure against the development of allergies precipitated by inhaling animal hair, dust dropping particles, etc. All staff members, especially those involved in handling animals should be immunized against tetanus. Any animal bite should be treated immediately. The wound should be scrubbed with soap and water and bleeding encouraged. It should be treated with skin disinfectant and a protective covering applied. All injuries must be seen on the same day by a medical practitioner who should ensure that the patient is protected against tetanus. Other accidents such as spills of infective agents and carcinogens must be reported immediately. Carcasses should be placed in triple plastic bags. The openings of the bags should be tightly secured and the bags should be labeled “Poison” in English and Chinese.

G. USE OF LABORATORY EQUIPMENT 1. Safety rules for use of electrical equipment - Ensure that switches of the main sockets on the equipment are in the off position before connecting or disconnecting electrical equipment. - Never touch or switch on electrical equipment with wet hands. - Stop using equipment if shock occurs. - Avoid using an adaptor for additional electrical equipment. Use an extension board if necessary. 2. Use of Safety Cabinet Biological safety cabinets (class I or II) must be used whenever procedures are conducted which have a high potential for creating aerosols or infectious droplets. These include centrifuge, blending, sonicating, vigorous mincing and harvesting of infected tissues from animal or embryonated eggs. Biohazard hoods must be used for all cell culture work involving cells of human or animal origin. The cabinet must never be used unless the fan is switched on. Bunsen burners should not be used in the cabinet as the thermal head may distort airflow in the hood Apparatus and materials in the cabinet during operation must be kept to a minimum. Disposable plastic gloves and gowns should be worn when using the cabinet. These should be discarded when the procedure is completed. All work needs to be done well inside the cabinet and be visible through the front screen. Surfaces in the work area should be wiped down with a germicide before and after use. Before the work commences the cabinets should be operated for 5 - 10 minutes. The surface of the work area is then decontaminated by wiping the area with a clean cloth, soaked in 70% alcohol solution. The cloth used should be discarded into an infectious

waste container and not used for any other purpose. Disposable gloves should be used for this operation UV light is also used within the cabinets to decontaminate work surfaces. The UV should NEVER be on while an operator is working in the cabinet. Eyes must be protected from direct exposure to UV light. Standard eye glasses will do. The cabinet and filters should be inspected at not less than 12 monthly intervals by a qualified service engineer. Filters should be changed according to the engineer’s recommendations. A detailed record of all inspections and repairs must be kept for each cabinet. It must be understood that the cabinet will not protect workers from gross spillage or poor technique. 3. Use of the Fume Cupboard Handle all toxic materials and flammable solvents inside the fume cupboard. Work as far into the fume cupboard as possible, at least 6 inches from the front edge. Have only the equipment necessary to conduct the experiment in the fume cupboard. Operate the fume cupboard at the proper sash height (the max. sash height to have 0.5m/sec face velocity is marked on each fume cupboard). Used equipment that has legs to rise above the work surface and allow an even air flow to the lower slots of the baffle. Reduce clutter and storage to a minimum. The fume cupboard should be checked by the Safety Office annually. 4. Centrifuge and Ultracentrifuge Always operate the centrifuge in accordance with the manual. Tubes are capped firmly. Sealed centrifuge buckets or sealed rotors should be used when available. All rubber cushions are in place in the buckets. The buckets must be properly balanced. The lid is closed tightly before starting. Ensure the motor speed is accelerated gradually and that it does not exceed the maximum speed permitted. A vacuum pump and refrigeration are required for using the ultra-centrifuge. Keep a record of the details of each run of the Ultracentrifuge. When a breakage or spill of potentially hazardous material occurs in a centrifuge, turn off the power immediately. The lid must be kept closed for at least 30 minutes to permit aerosols to settle. Wear thick rubber gloves and remove glass fragments with forceps and clean out the spillage with cotton swabs held in forceps. All broken tubes, glass fragments are placed in an infectious waste container for disposal. Unbroken tubes and caps are first washed in detergent and then soaked in 10% Clorox for at least 30 min. while the metal parts are first washed in detergent, and then soaked in cidex or 70% alcohol for at least one hour. The bowl and rotor must be swabbed with 70% alcohol and allowed to dry in air. All swabs must be treated as infectious waste and discarded appropriately.

All centrifuges should be cleansed weekly. The interiors of the centrifuge bowls should be inspected daily for staining/soiling and are cleaned if necessary. The hypochlorite solution should not be used for the metal parts because it is highly corrosive for metals. A record of usage should be kept. 5. Shaker and homogenisers Aerosols containing infective particles may escape from a shaker and a homogenizer between the cap and the vessel as pressures build up in the vessel during operation. Caps and cups or bottles must be sound and free from flaws or distortion. Whenever possible these machines should be operated in an exhaust protective cabinet. After shaking or homogenization all containers must be opened in an exhaust protective or fume hood. 6. Gas Cylinders Compressed gas cylinders may constitute as one of the most serious hazards in the lab. Cylinders must be secured in a rack or tied in an upright position in a cool place. Never use oil, grease or paraffin on cylinder head, valve or gas connector. Do not tamper with fittings. Cylinder valves should be closed at all times except when in use. Cylinders must be transported on proper trolleys and be well secured. Check for gas leakage with a soap solution or leakage detecting device, check for marked contents before use. Use suitable spanner and moderate force for fitting and disconnecting the gas regulator and valve. 7. Pressure Vessels - Autoclave All pressured vessels should be maintained in accordance with provisions laid down in the ordinance and regulation. The equipment must to be examined by a Government authorized examiner at intervals of 14 months. Safety working pressures should be clearly marked. A suitable pressure relief valve and pressure gauge should be fitted and regularly checked. Never open up any vessel until the internal pressure has been reduced to one atmosphere.

H. WASTE DISPOSAL Laboratory waste must be properly segregated, labeled and handled with caution from the time of initial disposable in the lab until collection, autoclaving or incineration. Chemical waste will be collected by the Safety Office and radioactive waste will be collected by Radioisotope Unit. Criteria for disposal of chemical waste into the sewer are miscibility with water, low toxicity, and non-flammability when mixed with water. Quantities disposed into waste sinks should be small. At least ten-fold dilution with running tap water is required for all sewer disposals.

Examples of chemical waste suitable for sewer disposal are: acetic acid alkalis ethyl acetate propanol sodium carbonate

acetone butanol glycerol glucose iron sulfate

acids (HCL, H2SO4) ethanol methanol calcium chloride magnesium sulfate

Extreme care must be taken when disposing of pathological waste. It must not be placed in general waste or paper waste bins because it may be hazardous to the public and the garbage collector. Specimens and other biological waste must always be treated as infected waste. Biohazard bags containing waste should be secured by using double bags. The bags must not be overfilled. Whenever spillage occurs it must be disinfected, cleaned up and rebagged. Do not discard hazardous chemicals in the biohazard bags. Needles and lancets, scalpel blades, Pasteur pipettes, slides, sharp edged or broken glassware are placed in the Sharp Box and collected and disposed of by the hospital. These must always be treated as infected waste. Waste disposal: Sharp waste: special yellow color box for infectious sharp waste Clinical waste: double red plastic bags for incineration. These should be tied securely with a label for biohazard Chemical waste: classified and stored in the container provided by Safety Office for collection. Radioactive waste: classified, labelled activity and stored in the container provided by Radioisotope Unit. Waste Disposal Coordinators and telephone numbers: Biohazardous waste: Chemical waste: Radioactive waste: Euthanased animals:

18/2/97

Dr. ST Cheung Mr. David Ho Dr. Vincent Lui Mr. Eric Sat

12

2819 9251 2819 9242 2819 9607 2819 9681

Eye Wash and Emergency Shower Station

Fire Exit

Fire Exit

Fire Exit

Fire Exit

Fire Exit

Appendix 6.6

Fire Exit

Eye Wash and Emergency Shower Station

Experimental Surgery Unit (ESU) p g y ( )

Fire Exit Fire Exit

Fire Exit

Fi E it Fire Exit

Fire Exit

Appendix 6.7

Appendix 6.8.1

To: AV Section of TSU Rm 209, New Clinical Building, Department of Surgery, Queen Mary Hospital Tel: 2255 4779 / 2255 4653 Fax: 2255 4778

Application for New Surgery Smart Card Name Printed on card:

(

Chinese Name:

Rank:

First Name:

Last Name:

eg. (CHAN Tai Man or Tom CHAN )

(Prof, Clerk1, RA2, etc)

Sex: M / F*

Email Address: Division: Staff ID:

HKU / HA*

Student No.:

Supervisor:

Mode: Full-time / Part-time* (if applicable)

Terms: Permanent/Temporary/Contract *

Office Location: Contact Tel.:

Posting: QMH / TWH / TGH / FOMB*

Appointment Date:

Expiry Date:

Staff Type: 1. Academic Staff: Yes/No * Clinical: Yes/No* 2. Visitor: Yes/No* Elective Trainee: Yes/No* Department (From Hospital: 3. Resident / Senior Resident* 4. Lab Staff / PGS / Visitor* Please phone 2255 Please phone 2255

Research: Yes/No* Interns: Yes/No* )

4779 / 2255 4653 for photo taking. 4469 / 2255 4708 for enquiry.

Signature:

Date:

* Please delete as appropriate. Name Printed on Smart Card: Card number: Completion Date:

For Official use only Chip: ( Yes / No ) By: Renewal Date:

Note: It is a Department's requirement for its staff, including Elective Residents, to be provided with a Surgery Smart Card. The Smart Card is required for accessing the Department's restricted areas, and for recording attendance at meetings, etc. Staff who failed to provide the information for making the Surgery Smart Card will not be given a car parking permit at QMH.

Appendix 6.8.2

To : TSU Rm 208, New Clinical Building, Department of Surgery, Queen Mary Hospital Tel: 2255 4469/2255 4708

Application for Re-Issue Surgery Smart Card First Name: ___________________ Last Name:_____________________ Division :____________________ Contact Tel. :____________________ Staff ID :_____________________ Location: _______________________ Student No. :_________________ Supervisor: ________________( if applicable )

Please tick the necessary items. □

Renew Contract:

Appointment Date :_______________ Expiry Date :________________

□

Change Title:

New Tile :_______________________Expiry Date :_________________

□

Loss Card / Broken Card

□

$100 Penalty

Signature :_________________ Date :________________

Endorsed by Supervisor : _____________________ (For renew contract or change title application only)

________________________________________________________________________________ For Official use only: Name Printed on Smart Card: ___________________ Chip: ( Yes / No ) Card number : ______________________ By : ______________________ Completion Date : ___________________ Renew Date: _____________________

Revised : 11/04/2011

Appendix 6.8.3

To : Ken Wong (22554708) Rm 208, New Clinical Building, Department of Surgery, Queen Mary Hospital

Application For Email (HKU) Account

Name

:_____________________________

HKID No. :_______________If No, Passport No. :_________________ Division :__________________ Post :__________________________ Staff No. :_____________(HKU) Location :__________________ Contact Tel. :______________ Home Tel. :__________________ Effective Date :______________ End Date :__________________ The computer account name should be 4-8 characters (can be lower-case letters or digits) where the first two must be lower-case letters. The Computer Centre has the final decision on the account name to be allocated.

User Name :______________________( 4 - 8 Chars ) (1st Preference) User Name :______________________( 4 - 8 Chars ) (2nd Preference) Password :______________________( 8 Chars )

Signature :_________________ Date :________________

Revised : 14/12/2009

Appendix 6.8.4

To : Ken Wong / TSU / Rm 208, NCB, QMH Tel: 2255 4708 Fax: 28197755 Application Form For Apply IP Address (DHCP) from HKU Name

:_________________Location : ______________________

Division :__________________Post : __________________________ Staff No. :___________________(HKU or HA) * Contact Tel. :__________________Posting : ( QMH / TWH / TGH )* Supervisor : ______________________( if applicable )

PC Model Desktop / (P4, Core2Dual) Laptop

Operation System IP Address Adapter Address Departmental (D) / (Win7, MacOS) (147.8.X.X) (00-10-20-30-40-DF) Personal (P) / Research Donation(R)

Signature :_________________ Date :________________

Division Chief Signature : ___________________ (for personal computer) * Please delete as appropriate.

Guideline for retrieval of IP Address and Adapter Address: For / XP / Vista/Win7 users: 1. Click on “START” at left lower corner 2. Click “RUN” 3. Type “cmd” then click “OK” 4. At DOS Prompt type “ipconfig /all” 5. Select the type of network card 6. Write down the wired / wireless Adapter Address

Revised : 12/07/2011

Appendix 6.8.5

To : Ken Wong (2255 4708) / Vincent Tang (2255 4469) TSU / Rm 208, NCB, QMH

Fax. 2819 7755

From : __________________________( Name ) _____________________(Division) Date : __________________________ Contact No. ___________________________

Job Specifications *:  (1) Slide output

(

)

Quantity ( )

(2) Slide presentation making

(

)

(

)

(3) Slide scanning

(

)

(

)

(5) Color Printing (A4 / A3 )

(

)

(

)

(6) CD duplication

(

)

(

)

(7) Other special request :_________________________________________________________ (8) Computer Consumables: __________________________________Quantity: _____________ (e.g. CD/DVD, Toner / ink Cartridge, etc)

Budget Code: ___________________________________________ (if applicable) * Warning: It is the responsibility of the requester to ensure that no copyright laws will be infringed when performing the specified job(s).

Purpose : __________________________________________________________ (e.g. Conference/Workshop: ASA / HKSF, etc.)

_____________________ Authorized Signature

To : TSU / NC208/QMH/(Tel. 2255 4708/4469

Fax. 2819 7755)

Appendix 6.8.6

From :_______________________ ( Name )_______________________( Division ) Staff ID : ____________ Request Date : ____________ (HKU / HA)

Tel.: ________________

Please tick the necessary items. Department would only install the legal software.



Networking

Apply an IP address only Do Cabling / Networking Service

Purchase / Install Network Card  HKU Data Port

Other : _________________________________________________



Install Software (Department would provide the license and media ) *

Windows 7/Vista Acrobat Reader



MS Office 2007/2010 Antivirus

WinZip

Language (Eng /

Chi )

Other Request Software (Need to be approved by Department)

 Photoshop / Photoshop Element  CorelDraw..  SPSS(17/18/19)  Adobe Acrobat s Internet application(Macromedia, Frontpage) Other : _____________________



Language (Eng /

Chi )

Install Software (User would provide the license and media) **

Windows

MS Office

CorelDraw

Antivirus

 Photoshop / Photoshop Element Reference Manager..  SPSS(17/18/19)  Adobe Acrobat s Internet application(Macromedia, Frontpage) Other : _______________________



Language (Eng /

Chi )

Hardware installation / Setup

 New installation

 Replace monitor

 Lock / Unlock Computer

 Replace other__________

 Computer/Notebook Setup

(Please Specify)

 Other special request:_____________________________________________ for _____________________ ( Name )

__________________ (Division)

at __________________ (Location)

_____________________ (Supervisor’s signature if appropriate) Authorized Signature Official Use Only Received date : _____________________ Received by : __________________ Finished date : ______________________ By ___________________________ PC & Mon s/n. __________________ HKU Inventory no. _________________ * Department would provide necessary license for the software. ** Users have to take responsibility for the software or license.

11/12/07

Appendix 6.8.7

To : Ken Wong

(Tel. 22554708

Fax. 28197755)

TSU, Room208, New Clinical Building Department of Surgery, Queen Mary Hospital, Hong Kong From :_______________(Name)______________(Division)____________(Hospital) Requested Date : __________________ Contact Tel. : _______________________ Guidelines for printing large poster : 1. Free of charge would only be applied for Department members. 2. The prices for a poster are as follows : Size < = 24” X 24” (61cm x 61cm) < = 36” X 42” (92cm x 107cm) < = 36” X 72” (92cm x 183cm) < = 44” X 60” (112cm x 153cm)

Price $400 $ 600

Unit

Total

$ 1000

$ 800

< = 44” X 84” (112cm x 214cm) $ 1200 Long Banner Negotiable

Note : Prices subject to change without prior notice.

Total

3. Poster will be printed on Thursday every week. All required things should be sent to NC208 on or before Tuesday. The poster would normally distributed on Friday. 4. Sample output on A4 paper should be provided. 5. Source Media : Floppy disk, CDROM, USB Drive, Compact Flash, Memory Stick or via email. 6. File format : PowerPoint, Photoshop, CorelDraw or AI format of the output file. 7. Output media:( )Glossy Paper for indoor ( )Graphic Banner for outdoor* 8. The size of the file should be the same or the same ratio of the output printer size. 9. In order not to cause any delay, please straightly follow (1) to (4) Poster Size(exact) : ___________________ No. of Copies: ____________________ File Name( Path) : ____________________ Required Day : ___________________ Purpose of poster (e.g. HKICC) ___________________________________________ Other special request :__________________________________________________ Requested by : ____________________ Charged to : _________________________ A/C if necessary :___________________ Endorsed by : ______________________ (Signature) ____________________ Authorized Signature * Please tick as appropriate

11/11/04

Appendix 6.8.8

Department of Surgery Animal Lab Access Requisition

1. Name:

2. Position:

3. Department:

4. Email:

5. Contact: Office:

Mobile:

6. Animal Licence No.

Expiration Date

7. CULATR No. (if applicable)

Expiration Date

8. Type of Animal

Mouse

9. Type of Holding

Static Cage

10. Type of Experiment

Acute

Rat

Others

Specify______________________________

IVC

Chronic

11. Supervisor__________________________________________ If you are from other department , please provide the name of your collaborator in Department of Surgery , and also provide the expected duration of your collaboration. From_____________to ________________

Collaborator (if applicable)____________________________________________

12. Signature_____________________________________

Date_______________________________

Notes: 1. Our facility provide holding for mouse, rat and pig only. 2. If you are doing chronic experiment, post-operative procedures should follow our laboratory guideline. 3. We will accept only rodent from LAU, imported rodent should be quarantined in LAU before coming into our facility.