Shop/Studio Sign

It allows those entering the area to see at a glance the nature of the hazards, the required personal protective equipment (PPE), any precautions needed and general hazards present. This system fulfills various related regulations and funding entity expectations.

The use of a standardized system for signs is required to provide consistent information to emergency responders, students, faculty and staff. The “language” of the signage will be communicated in training and will become part of emergency response procedures and communications.

Submitting the completed form sends the specific information to K-State Police and Environmental Health and Safety eliminating the need to provide this information separately. Having this central repository of information allows the K-State Police Dispatch office to provide up-to-date information to emergency responders or promptly contact the PI, personnel, or department representative in the event of an incident in their area(s).

The required sign template is a PDF form you may download using the Sign Form (PDF).

Adobe Acrobat Reader is required to open the form. If your web browser uses an Adobe Reader, the link will open for you and you can fill in the sign from your browser. Otherwise, right-click on the "Sign Form (PDF)" link and save the PDF form to your computer. Then open the PDF to edit.

If you have trouble, email EHS at safety@ksu.edu and request to have the PDF form sent by email to you.

The image here provides an example of what the fillable "form" will look like when you open it. There are comments and buttons visible in the form that disappear upon printing.

Bookmark this page and check back occasionally to ensure that you are using the most current version of the form as it may change in the future.

If there are things that you feel should be added to the sign template or pull-down options, contact the EHS office at 785-532-5856.

In some cases, regulations or industry standard requires the use of specific wording or signage (e.g., certain radiation sources, lasers, security precautions). Using the K-State shop/studio sign does not preclude using other required warning symbols, signage or instructions. However, other signage or symbols may not conflict with the K-State shop/studio sign. [Example: it is not permitted to have one sign indicating BSL1 and another posted as BSL2; conflicting PPE requirements; or differing hazard communication words (e.g., danger and warning for the same hazard)].

In some cases, an NFPA “diamond” (Figure 3) may be recommended or required. This sign provides information to fire fighters responding in the event of fire or similar emergency. The numeric ratings on this “diamond” may differ from the levels on the shop/studio sign that are intended for users. Guidance and final approval from the K-State EHS Fire Marshal is required before posting any NFPA diamond because these specifications are coordinated with the Manhattan Fire Department.

These signs must be posted on the doors or wall immediately adjacent to doors at all entrances to a shop/studio on K-State facilities. The signs must be posted so they are readily visible to those entering the shop/studio.

The sign may be affixed directly or placed in clear holders (optional). View an example holder available from state-approved office vendor Staples (~$8.00 each single purchase, or <$2.00 each if purchased in bulk, products 810899 or 665638).

The signs may be used for areas or rooms that support or contain shop/studio-like activities or diagnostic functions that house similar hazards to those previously described.

If you have another type of function-support room that houses hazards, but is not a laboratory or shop/studio, contact EHS. A different template is being developed for these settings.

The information entered into the PDF form prints out on the shop/studio sign that you post on/next-to the door. Everyone with access to your building/floor/wing will see this. Do not post a personal mobile number or home phone unless you are comfortable sharing that. You can send a personal number in the text of the email that is generated when you hit the submit button on the form. However, you must provide at least one emergency contact number on the sign and this individual must be available during non-business hours.

Do not post specifics about a substance or equipment present if doing so presents a security risk. However, you must indicate the “nature” of the hazard presented by the chemicals, pathogens, equipment, etc. that are used/present in the area. At minimum, you must indicate the level of chemical, biological, laser, or radiation hazard.

Once you hit the “submit” button, the information in the form is sent to the K-State Environmental Health and Safety Department (EHS) by email. EHS provides this to the K-State Police Dispatch Office and also maintains a record for the EHS hazmat team and lab safety personnel.

A copy for a college or department may be provided to department heads or deans by EHS upon request.

Header

The header defaults to the word “shop area”. This option should be selected for all basic shop areas on campus. Unless there is a specific requirement or rationale to post a studio sign at the entrance, do not select the alternative header. Overstating a risk for entry could delay emergency response efforts. It is important to communicate the nature of the risks present in the laboratory. Use the following guidance to make the header selection determination or contact EHS for assistance.

Use of the header “Shop Area” means that serious injury or death will occur if a hazardous condition in the area is not avoided. The potential risk exists upon entry to the shop if that condition is present.

Use of the header “Studio” means that serious injury or death could occur if a hazardous condition in the studio is not avoided. The condition presents potential risk upon entry to the studio.

When selecting one of the alternative headers, additional information about the nature of the hazard and precautions must be identified within the Special Hazards and Information and Special Procedures sections of the form.

If you are unsure, seek guidance from EHS at safety@ksu.edu or 785-532-5856.

PPE Required

The PPE selections should be based on the required or recommended personal protective equipment needed for work within the area. This should be based on all risks present in the area and relate to all procedures conducted that present a risk.

Additional PPE may be needed for conducting specific procedures in controlled/isolated areas of the area that are not routine. These additional PPE requirements, if not posted on the Shop/studio sign, should be posted at the control area or equipment and communicated through SOPs and training.

There are minimum PPE expectations for all typical shops. These include no open toed shoes (e.g., flip flops, sandals) and use of clothing that covers the arms and legs.

Minimal guidance is provided under the PPE sign instructions below, but it is important to note that the sign and these instructions are not a substitute for appropriate training and safety procedures developed specifically for laboratory and related activities.

Special Hazards

This section provides additional information regarding the nature of the hazards present in the area that lead to the designations selected.

Information & Special Procedures

Additional information and special precautionary procedures related to the lab hazards and risks present in the lab are provided in this section.

The text field (limited to 200 characters) allows for customization of special instructions and or to communicate the specific nature of the hazard present in the area. As applicable, the following are examples of the nature of information that should be entered in this section:

• This section should be used to communicate any special requirements for safe entry to the area if applicable.
• Notification of the presence/use of known human carcinogens
• Notification of restricted or authorized access only.
• Notice to contact PI prior to entry for cleaning, inspection, etc.
• List of risks or hazards present that were not indicated in the previous section but are important hazards to communicate.
• Special instructions to emergency responders (e.g., “Turn off power before entry” or “Gas shut off located ___”)

Shop/Studio Contacts

This section provides responders and others information about the individuals responsible for the area. The building, room number and department fields are required because this information is needed by responders and these form fields will be used to populate a spreadsheet.

You must fill out one of the two (PI or Shop Manager/Supervisor). You are encouraged to provide an alternate in the event the designated person can’t be reached. These individuals may be contacted in the event that something occurs in their area (i.e., flood, fire, spill, extended loss of power affecting refrigerated media, etc.) or to provide information about planned entry or other events affecting the area or activities (e.g., construction, shut downs, etc.). Please note that the PI/Supervisor will not be contacted during off hours unless it is deemed necessary (or if this person is also listed as the emergency contact for the laboratory).

If there is no separate safety representative for the area, department, or college, this section is left blank.

Emergency Contacts

The information in left side may not be altered. K-State Police or calling 911 is the “emergency” reporting procedure. Police will dispatch appropriate emergency services based on the information provided by the caller.

The Department Emergency Contact on the lower-right corner of the form must be filled out. This should be the college or department representative that will be contacted for emergency information and communications. This individual is ideally available to respond to a phone call 24 hours a day 7 days a week. The emergency contact may be one of the individuals listed in the section for Contacts (e.g., Safety Representative), or it may be a separate individual designated by the PI, Department or College. This person will be contacted when emergencies occur in the area. They should be able to either provide information about the current activities and hazards in the affected area or be able to reach someone who can answer related questions.

During emergencies, Police Dispatch may be unable to go through long call tree lists attempting to find someone that can provide emergency responders with timely information. Delays in providing this information can hinder emergency response (such as providing aid to the injured). If your laboratory, department or college does not have individuals that can be reached during emergencies, coordinate with EHS and provide them with information on the specific hazards of your laboratory. If you wish to be that contact for your laboratory, provide your mobile number on the department emergency contact.

Click the Shop/Studio Sign Form (pdf). If the form does not automatically open in your browser window, then right-click the link and select "save as" or "save target" to download the PDF to your computer. Open the PDF using Adobe Acrobat (it should pop open after you save it).

Note: Be sure to follow the directions on the right side of the screen to properly download the form.

The fillable PDF form has changeable fields as described above. To fill out the form use Adobe Acrobat. Other non-Adobe PDF clients like Apple's "Preview" software will not work. If you need assistance downloading or filling out the form, please contact EHS at safety@ksu.edu or 785-532-5856. They can email you the form.

There are readable comments (open "bubbles" on the form), mouse over (hover) instructions, selection buttons and pull down menus visible on the “form”. These are included to help you complete the form. They will not show when the “sign” is printed.

To print the form, use the print button on the bottom of the form. Hitting the print button will take you first to a screen that allows you to save the form as you have filled it out. If you don’t wish to save it, select cancel. Whether you save or not, you are next taken to your printer window. If you attempt to print from the file menu on Adobe viewer, you will print the form (including instructions), not the actual sign format.

The submit button sends an email of the completed form to EHS (once you hit "send" on the email). EHS shares the contact information with KSU Police. Using the submit button ensures that the most current information for your area is available to emergency responders and that the right people are contacted should something occur in your area. Submitting this information is required. Each time you hit submit, the form generates an email to send to EHS. You may add additional input in the text of the email. EHS will replace the older versions with the latest information. Do not hit submit until you are ready to send the information and have completed all form fields. The form will not submit if required fields are not filled out.

The revision date is required. This should auto-update with the following format: mm/dd/yyyy. If it does not, please enter a current date whenever you make changes and re-submit the form.

Header

The default sign header is “Shop Area”. You should use Shop Area unless you have a unique hazard type requiring a specific level of alert or precaution that would require you to select Studio. If you are unsure, contact EHS at safety@ksu.edu or your safety committee for guidance.

To use one of the other headers select it from the pull-down menu located just above the header on the form.

Select the required personal protective equipment (PPE) needed for the area from the pull-down menus provided (See example in Figure 5).

PPE selection choices are grouped into options for:

If no PPE is needed from any PPE group (Figure 6), leave or select “NONE” from the pull-down menu (the default setting). Otherwise, choose the appropriate PPE type from the choices in the pull -down menu. Table 1 provides descriptions of the images used in the form and their basic meaning. The specific nature of the type of PPE that is needed must be provided by the supervisor/PI or safety specialist with knowledge of the hazard(s) present, the risk posed, and the protection factors needed from PPE. The sign alone does not provide sufficient information to the workers about PPE type. For example:

• The type of disposable glove material (e.g., latex or nitrile)
• The nature of eye protection (e.g., specifically coated/filtered goggle)
• The type of respirator and filter cartridges for the respirator*

Training specific to the nature of the work and hazards present is required to ensure personnel safety while working in the area. This should include training on the use of appropriate PPE and the limitations of the PPE used, as well as other precautions and safety measures.

Note: *Use of a respirator also requires additional training, medical screening, and may require an initial activity risk assessment by EHS to determine aerosol concentrations and estimate cartridge change-out schedules.

If you have questions regarding PPE selection or require a risk assessment or exposure testing,, please contact EHS at safety@ksu.edu or 785-532-5856.

Contacts

These are fillable fields. The department, emergency contact, building name, room number and at least one contact are required. This information is sent to Environmental Health and Safety and aids emergency responders. Do not post sign or submit the form without filling these out. When contacts or contact numbers change, the sign must be reprinted, posted and re-submitted.

The form will not submit unless required fields (outlined in red) are filled in.

Special Hazards and Information

This section includes drop-down menu options and a fillable text field where you may customize information, provide special instructions/protocol or identify a hazard type not in the pull-down menus.

Special Hazards

Sample hazard types may be selected from three drop-down menus under the “Special Hazards” header. There is also an option to write in a hazard in each of the three drop-down menus.

Information & Special Procedures

You are encouraged to provide additional information about any hazard condition or material present within the fillable text box field under the “Information & Special Procedures” header. This text box is limited to 200 characters. You are required to describe the nature of any high hazard condition.

If special/unique PPE or other specific safety control is required to avoid injury/illness, this must be described in the supplied text box within this section of the form. For example, if a flame retardant coat is required for work within the area, this should be indicated here. Special or more detailed instructions may also be posted in separate additional signage or as required by other policy, industry standard, code or regulation. If additional signage is posted, this section may refer to additional signage/instruction posted on the door.

Remember, other signage posted cannot conflict with the information on the K-State Shop/Studio sign. Remove all un-needed or old signage and old contact information to avoid confusion.

Information provided in this section is not intended as a substitute for training. All personnel authorized to work within the area should receive training specific to their work and related precautions. All personnel should be informed about the nature of hazards present and potential risks.

If your sign has comment icons and buttons showing, it is because the print button was not used to print the form. Please ensure only the completed sign elements print. An example of a completed sign is illustrated in Figure 8 below. Your sign will differ depending on your selections. The sign may be printed in color or B&W. It is designed for printing as an 8 ½ by 11 inch format. You may enlarge it, but it must not be printed smaller than 8 ½ by 11 inch.

With the current format, the completed signage may have blank spaces when PPE options are not selected. This is normal. Please do not write in or draw items in these areas. Contact EHS at safety@ksu.edu or 785-532-5856 if you have additional needs.

Figure 8 - Sample Completed Sign