Laboratory Management - Paper Work with Purpose Patricia Hugman Senior Laboratory Technician St Joseph’s College Toowoomba phugman@sjc.qld.edu.au Previously presented at ConQEST 2014 by Wendy Hurle, Lab Manager; Narre Warren South P-12 College cover

Budgets and Inventories Chemical OH&S General Management aspects  Introduction Budgets and Inventories Chemical OH&S General Management aspects Forum – over to you Structure of the session/Topics covered today (15mins x 3) (20 mins – forum) about 20 minutes for discussion, sharing and questions so each section will have to be an overview rather than in-depth Or we might discus as we go (depending on how I am feeling)

Introductions Presenter – Patricia Not set in stone tablets Job description manager roles technician roles Who am I – 5 years as lab tech (standing on the shoulders of giants), a few years ago moved to 1.5 technicians in our school (3 technicians later) Who are you (single labbie / multiple labbies) (less than 1yr – 3yr – 7yr) What we say is not law, not gospel – it’s just how we do things and some of the stuff we think might work for others. Unlike Moses – we weren’t given any stone tablets for this. Yes, there are rules to follow but most practices are … best done the way YOU can sustain them (within framework of what your immediate supervisor requires). Last year …  I am doing everything right  just one thing to improve Hopefully sessions like this means you don’t have to reinvent the wheel If you need a job description is … the DET SOO (OO2 & OO4) Looking at job descriptions – there are management duties and expectations and there are technician duties and expectations. In many schools the sole lab tech will do it all, in bigger schools there will be a more defined separation. Today we are looking at the management aspects and this is mainly admin, paperwork, records. There’s plenty else we have to take care of!

 Budgets and Inventories Chemical OH&S General Management aspects  Introductions  Budgets and Inventories Chemical OH&S General Management aspects Should be about 2:40

Budgets and Inventories Keeping track of: Money - budgets - expenditure record - analysis Stock - equipment locator - Supplier lists - consumable levels Lab Management is the science of keeping track Three of the areas we need to keep track in - stock (consumables), money and resources As Lab Managers we hold the strings of the science department – keeping everything running smoothly. Money: Provide guidance in the planning of budgets – some of us do it all and hand over the finished article to the Head of Science Some of us provide all the detail about shortfalls in the department only to be ignored. Handling the budget – being responsible for the day to day expenditure of that money. Much of this is knowing where the money has gone Spreadsheets – how many departments Stock: where everything is, who supplies it and having enough of it all. Reminds me of the swan – gliding serenely over the water while all the time her legs are swimming like crazy to maintain position

Budget Control by subject by function Junior Science Teacher resources Staff requisites Classroom resources In/excursion Senior Science (Bio, Physics, Chem, Earth, Ag, Sc21) Prep room Department costs Affiliation/membership Chemical Equipment Repair Updating breakages Consumables Operating & office Technology (updating) Library (text, workbooks & resources) In/excursions This will depend on the schools Accounts departmental preferences Does anyone else use a different system

At SJC...Consumables

Budget control - details DATE, brief description, SUPPLIER, order number, Invoice number, (TOTAL WITH GST), TOTAL WITHOUT GST Spreadsheet (Excel, ???) or Database (Access, ???) Couple of examples: Amount and where $$ allocated Allocation to each dept (whether by subject or function) means you always know how much each has left. Reconcile as often as your accounts department gives you the figures. References for ready info when looking up (goes without saying but...) DATE, DESC GOODS, SUPPLIER, ORDER AND INVOICE NUMBERS, TOTAL AMOUNT, GST AMOUNT Database tracking Email tracking

Budget monitoring HOD or Accounts can ask questions anytime ... Need to be able to supply figures

Spread sheets vs Databases - manipulate data that is entered Databases - are used to collect, manipulate, filter and report on various kinds of data. Dbase or S/sheet– to each their own Whichever one you use: learn more about it ... Business Dept teachers or internet tutorial or paid PD or Labbies network

Inventory Control Equipment register - inc Posters - DVDs - videos - software Supplier register – easy replacement Chemical register – continuous updating Main equipment locations and quantities – lab stock, posters, DVDs and videos Chemical register – location, quantities, stock quantities, class sets if stored elsewhere. MSDs and risk assessments filed in an accessible place. Won’t go into detail about these here as we won’t have time These represent months of work ... Hard copy back-up, does your school back up your computer each night? Is your work retrievable if the power goes off?

Inventory control What Supplier Cost Serial # Where Room /area cupboard Each room has cupboards, shelves, drawers (filing cabinet, desk, floor)

Suppliers – get list too Suppliers change – suppliers change their details - keeping up to date records

Keeping track of resources record books / borrowing book Broken record “where to find” (suppliers, staff, parents) using the EQ LABBIES list Will the Dept still operate if you are not at work / Can someone do your job if you are called away unexpectedly? Procedure manual Records you need to keep: Phone number and addresses of suppliers, Logs of borrowed equipment, meeting minutes (often the only way you can ‘prove’ you were promised something) Repair and Maintenance of equipment esp. by outsiders Breakages book – forms basis of what I need to order

Chemical Register Need to add chem supplier Suppliers change – suppliers change their details - keeping up to date records

 Budgets and Inventories  Chemical OH&S General Management aspects  Introductions  Budgets and Inventories  Chemical OH&S General Management aspects Should be about 2:40

Chemical OH&S SDS …chemWatch or Vendor or both Handling / use Storage / disposal Hazardous Goods Register Risk Assessment SDS –Safety Data Sheet – all the info you need about chemicals. Those you have, those you considering purchase – via Chemwatch or supplier’s webpage. Read them thoroughly eg looking for reaction & allergies Handling – you / teaching staff / students … what r u doing  what do u need to know. consider concentration - the salt & the solutions are 2 very different things –– give RA accurately for what is actually being used / produced Mini MSDS – to go out on pracs making sure there are First Aid instructions simple & clear use consistent layout for teaching staff/students (ChemWatch Gold vs. Vendor SDS). Spill Kits in all classrooms & preparation areas Storage specific safety cabinets locked storage area – cabinets or room Disposal be aware of what you are handling & the effect it may have on others/environment as an educational facility we need to model responsible practices to the next generation (though we are small cf industry … ) use of general / sinks / all going to the prep room for disposal (must have prompt disposal or good labelling) collection of waste – contact company before you start collecting as they may have specific requirements ($$ separates << $$ mixture vs. space) RA – Risk Assessment – a risk assessment should be done by the user (for what you doing the lab). Unless I am teaching in the classroom, I should not be doing a risk assessment for the classrooms (not all schools hold this policy) Hazards: materials, processes, people. Important to have the basics for quick reference Different schools will have diff constraints, different expectations, different reporting, different directives Risk Assess – many schools use it to get a RA + prac request.

 Introductions  Budgets and Inventories  Chemical OH&S  General Management aspects Should be about 2:40

Communication Relationships - managing staff Liaison - know your useful people Communication - do I know that you know what I mean? - does the department know what I am doing? Managing staff – know yourself – understand others – everyone has strengths & weakness’ - a little bit of grace goes a long way getting on well with your teachers – you are indispensible to each other Knowing how to deal with personnel problems. As a manager you are responsible for working with others to overcome problems (eg grievance procedures, advocacy) Liaison - Useful people in your school? Accounts staff and business manager, Maintenance and facilities staff, OH&S committee/rep, the AP whose jurisdiction is science, the IT staff Communication - the talking to AND the feedback from – knowing the message has been understood Dept Staff meetings – making sure there is a lab report on the agenda

Managing the Science stuff Providing advice to teaching staff regarding conduct of prac Prep notes & Written record of modifications - stored yr to year in folder 

Prep Advice Providing advice to teaching staff regarding conduct of prac (Few prac are done straight from the book) Group email with appropriate subject reminders from last year Print & send with prac Store in folders for next yr Few prac are done straight from the book because each school has different resources and myriad of restrictions) Group email with appropriate subject (beware the teachers that don't read email) … reminders from last year (catch more bees with honey / apples set in gold) … do not tell them how to do it!

Prep notes Prep notes & Written record of modifications - stored yr to year in folder Overview/teaching plan possible prac (compiled over yrs) pracs done Check with teachers how prac went … dialogue on improvements

Scheduling – prac & other resources diary; Outlook (invite to appointment) Risk Assess (scheduling) Net-bookit / PC Schools Other

Forum – you & me 3:15 Sometimes it’s just how you look at it. This section is for your questions and comments we only have 15 minutes so please try to word your comment or question briefly.

Thank you for listening for your ideas USB will arrive by post Survey will arrive by email 3:25pm Do they want copy of Database on USB