Laboratory closure guide
What to do when relocating, renovating or vacating a lab space at the University of Toronto.
Overview
This guide supports principal investigators (PIs), departments and research teams in closing, moving or renovating labs that work with:
- Chemical substances
- Biohazardous materials under a U of T-issued Biosafety Permit
- Radioactive materials under a U of T-issued Radioisotope Permit
Following these procedures ensures compliance with health, safety and environmental regulations.
When to use this guide
Use this guide if you are:
- Closing a laboratory
- Moving to a new lab space
- Preparing for renovations
- Vacating a lab due to retirement, relocation or program changes
Getting started
Before work begins, ensure you:
1. Submit the exit / renovation / decommissioning form
This form is required to begin all lab closure or renovation activities and ensures that the Environmental Protection Services team can properly coordinate the process.
2. Contact Environmental Health & Safety
EHS will review existing hazards, permits and conditions before any removal or decommissioning takes place.
3. Assign a lead (PI or designate)
A PI or their designate oversees the closure process and ensures all disposal, decontamination and reporting steps are completed.
Closure process: Timeline and steps
EPS and EHS work together to ensure proper closure, waste removal, hazard decommissioning and walkthroughs. The typical sequence is:
At least four weeks before closure
Department head notifies EPS manager: gord.petre@utoronto.ca.
EPS assigns a lab closure specialist.
Initial lab survey is completed with PI/designate, EPS and EHS.
If multiple labs or PIs are involved, contact the EHS Director.
Property manager is included if renovations are planned.
Two weeks before closure
PI/designate circulates a hazards list to:
EPS lab closure specialist
Department head
Property manager
EPS coordinates with appropriate EHS group:
Biosafety for biological materials, equipment and permits
Radiation Protection Services for radioactive materials, equipment and permits
Lab chemical safety specialist for hazardous chemical use and permits
PI/designate fills out and submits required forms and updates their HECHMET inventory:
Bio-permitted labs: Complete the Exit / Renovation / Decommissioning Form (PDF)
Submit form to eps.hazdisposal@utoronto.ca or the EPS Manager (gord.petre@utoronto.ca) and inform Health and Safety Officer of form submission
- Contact the U of T HECHMET administrator for additional information and assistance
Chemical and non-permitted labs: Complete the Exit/Renovation/Decommissioning Form (PDF)
- Submit form to eps.hazdisposal@utoronto.ca or the EPS Manager (gord.petre@utoronto.ca)
- Contact the U of T HECHMET administrator for additional information and assistance
Radioisotope labs: Submit written notice to your Health and Safety Officer and follow radioisotope decommissioning procedures
Just before closure
Lab staff must label and prepare hazardous waste for disposal:
Affix chemical waste labels to all chemical containers.
Return gas cylinders to suppliers or report non-returnable cylinders to EPS.
Package, label and segregate biowaste
Package, label and segregate radioactive waste and unused radioactive supplies.
PI/designate schedules decontaminated equipment and non-hazardous material removals with the Campus Moving team.
PI/designate attaches a Safe to Remove tag (PDF) to any decontaminated lab equipment ready for disposal or relocation.
Closure day (lab is vacant)
PI/designate and EPS lab closure specialist inspect lab space.
Confirm all hazards are properly removed.
PI/designate notifies:
Department head and property manager that lab is ready for new occupant or renovations
Caretaking services for any required cleaning
PI/designate sends final closure report to:
Department head
Property manager
EPS lab closure specialist
- PI/designate finalizes their HECHMET inventory to show that no hazardous materials are located in the lab spaces they are vacating.
After closure (new occupant)
Department head must notify EHS before any new PI moves in or renovations begin.
EHS will coordinate new permit approvals.
Roles and responsibilities
Department head
- Ensures PIs and staff follow this guide
- Notifies Environmental Health & Safety (EHS) when a PI relocates, renovates or vacates a lab space
- Is accountable for costs, fines or penalties resulting from non-compliance
Principal investigator (PI) or designate
- Oversees all closure tasks to ensure the lab is left in a safe and compliant condition
- Ensures proper disposal of hazardous materials
- Provides information regarding equipment uses related to chemical, biological, radioactive and physical hazards
- Completes a detailed lab closure report
- Ensures the lab space is safe for new occupants or contractors
Environmental Protection Services (EPS)
- Acts as the lead contact for lab closure projects
- Assigns a Lab Closure Specialist
- Coordinates hazardous waste removal
- Conducts final lab closure walkthroughs
Environmental Health & Safety (EHS)
- Reviews lab hazards and conditions before relocation / renovation / closure
- Provides guidance and assigns safety officers (radiation, biosafety or chemical)
- Confirms decontamination standards are met
EHS director
- Becomes involved in large and/or complicated closures
- Ensures that controllable risks associated with lab closure are minimized
- Investigates any issues of non-compliance
Health & safety officers
- Issues, amends or removes U of T-issued Biosafety and/or Radioisotope Permits for a lab space
- Advises on decontamination procedures for lab equipment and surfaces
- Confirms decontamination has occurred to acceptable levels
Lab chemical safety specialist
- Assesses hazardous chemical contamination risks (for example, perchlorates in fume hoods)
- Recommends any needed decontamination steps
Property manager
- Notifies EHS when renovations are planned
- Coordinates with EHS for surveys and clearance
Get support
If you have questions about lab closures, please contact the Environmental Protection Services team.