1. EMERGENCY CONTACT AND ACCESS DATA FOR LABORATORIES Accurate and up-to-date data is invaluable in terms of securing YOUR interests by ensuring the right people can be contacted in the event of an emergency. Out-of-date information will mislead emergency responders and delay or even prevent appropriate personnel being contacted and possibly saving your valuable research materials. Chematix is the central database for work-day and after-hour emergency contact information for laboratories. This data is held confidentially and available to EH&S and Security staff. A Chematix record is initiated by EH&S personnel for each laboratory and must identify a PI and a supervisor at the time of creation. The PI can have both roles. Either can subsequently add lab users, although it should be noted that one can only make changes below one’s own permission level. For example: A PI can assign a supervisor or lab user(s), but cannot grant the lab to another PI A supervisor can assign lab users but cannot change his own role Lab users cannot add, remove or change any users at all There are 4 types of essential contact data: laboratory daytime phone #, after-hours contact(s),lab users (or authorized personnel) and equipment labels for equipment outside the laboratory. The latter is outside the Chematix system. This presentation will show you how to enter data into each in turn. A quick text summary can be found on page 9. Getting Started:  Log in to your ‘My U of C’ page  Select the “Around Campus” tab and then click on “Chematix” 1 FACULTY OF MEDICINE MARCH 14, 2014

2. 1. ‘Click here to continue’ to enter Chematix. 2 2. Access the “Resources Module” by clicking one of the two links on the page. 3. Click ‘View My Locations’ to display a list of your labs. 4. Click on the name of the lab for which you want to update information. FACULTY OF MEDICINE MARCH 14, 2014

3. 3 7. You will see a confirmation of the data entered. 5. Click “Edit Lab Information” to update your laboratory phone #. This page is also the common starting point for updating after-hour contact &user data. 6. Enter the lab telephone number (###-###-####) and click “Update Lab Information”. WARNING: DO NOT CHANGE THE LAB NAME!

4. FACULTY OF MEDICINE MARCH 14, 2014 4 8. Back on the Laboratory Summary Page you will find the link to where you can enter after-hours contact data. 9. Enter the names of your after-hours contacts; preferably two contact numbers for each (i.e. home & cell) and click “Submit” when finished. These contacts should be people with the knowledge and authority to make emergency decisions. Please enter phone numbers as ###-###-####. 10. The message “After-Hours Contacts successfully submitted” will be displayed. Click the “Back” button to return to the Summary.

5. FACULTY OF MEDICINE MARCH 14, 2014 5 11. Updating laboratory users/authorised personnel. Security will use this information to determine which people are allowed access to your laboratory in the event that they request access. The information may also be used for emergency contact in the event the primary responders cannot be reached or if an emergency message needs to be more widely broadcast. The summary page shown at the right is common to both the PI and lab supervisor. Click on “Manage Personnel” to begin.

6. FACULTY OF MEDICINE MARCH 14, 2014 6 12. Enter information about the person you want to add, then click ‘Search’. A list of persons matching your criteria will appear as shown below. If you get a long list of matches, you can shorten it by clicking one of the modifier buttons beside the search criteria or by adding information to more criteria fields. Knowing the user ID will always identify a single person. When you have found the correct person: Click the radio button beside their name Click ‘Select User’

7. FACULTY OF MEDICINE MARCH 14, 2014 7 13. A message, highlighted in the sample below, confirms the addition, which now appears in the list of lab users. You can then continue to add other users (click on “Search for Personnel to Assign”) or press ‘Submit’ to complete the process and return to the Lab Summary Page. Please remember to keep this data current – our ability to help you in the event of an emergency depends on the information you provide!

8. EQUIPMENT LABELS FACULTY OF MEDICINE MARCH 14, 2014 8 Laboratory staff are obliged to affix identification labels to any equipment placed outside a PIs actual laboratory. Please note that corridors may be restricted or unavailable for this purpose due to safety regulations or policy. Consult with both EH&S and Facilities Management if there is any question and do not presume that the availability of an electrical outlet necessarily indicates suitability. A Microsoft Word template for Avery 5164 labels or for larger plain paper labels is available for this purpose – both can be downloaded from the Faculty web site. A sample is shown below: PERSON IN CHARGE: BUSINESS HOURS CONTACT NUMBER(S): ALTERNATE CONTACT(S): BUSINESS HOURS CONTACT(S): Date:Building:Room #:

9. SUMMARY: LABORATORY CONTACT, ACCESS DATA AND EQUIPMENT LABELS FACULTY OF MEDICINE MARCH 14, 2014 9 1)Log in to ‘My U of C’, click the “Around Campus” tab, click on “Chematix” and then the button “Click here to continue”. 2)Click “Access the “Resources Module” at one of the two link locations on the page. 3)Click ‘View My Locations’ to display a list of your labs and click the name of the lab you want to update. 4)Click “Edit Lab Information” to update your laboratory phone #. N.B. This page is also the common starting point for updating after-hour contact &user data. Warning: DO NOT ever change the lab name! 5)Enter the lab telephone number (###-###-####) and click “Update Lab Information” – a confirmation of the entry will follow. 6)Back on the Laboratory Summary Page you will find the link to where you can enter after-hours contact data. 7)Enter the names of your after-hours contacts and preferably two phone numbers for each (i.e. home & cell entered as ###-###- ####). Click “Submit” when finished. Contacts should be people with the knowledge and authority to make emergency decisions. 8)The message “After-Hours Contacts successfully submitted” will be displayed. Click the “Back” button to return to the summary. 9)From the Laboratory Summary Page, click on “Manage Personnel” to begin to add/edit personnel authorized to enter the lab. 10) Enter information about the person you want to add, then click ‘Search’. A list of persons matching your criteria will appear and when you have found the correct person: Click the radio button beside their name Click ‘Select User’ 11) A confirmation message and updated list of lab users now appears. You can then continue to add other users (click on “Search for Personnel to Assign”) or press ‘Submit’ to complete the process and return to the Lab Summary Page. 12) Laboratory staff are obliged to affix identification labels to any equipment placed outside a PIs actual laboratory. Please note that corridors may be restricted or unavailable for this purpose due to safety regulations or other policy. Consult with EH&S and Facilities Management if there is any question. A Word template for Avery 5164 labels or for larger plain paper labels is available – please download from the Faculty’s research web site. Please remember to keep this data current – our ability to help you in the event of an emergency depends on the information you provide!