Employees and Graduate Students Leaving the University or Department Transfers
Prior to leaving the University or transferring to another department, academic employees and graduate students must complete a workspace cleanout form. Department Chairs and/or School Deans are responsible for ensuring that the form is completed correctly and that each employee or graduate student has properly disposed of all waste materials from their office, laboratory, shop, and/or other work or storage areas. Waste materials include but are not limited to chemical and hazardous waste, scrap, raw materials, product samples, and laboratory/research samples. Any equipment, unused chemicals, laboratory/research samples, etc., that are not disposed of must be transferred to another responsible member of the department as indicated on the cleanout form. A digital copy of the completed and signed workspace cleanout form is submitted according to instructions provided on the form. A hard copy of the completed and signed form will be kept on file with the department (University Safety Manual, 3.3).
Download the Graduate Student Workspace Cleanout Form
Download the Employee Workspace Cleanout Form
Trouble Accessing the Workspace Cleanout Forms
The Graduate Student Workspace Cleanout Form and Employee Workspace Cleanout Form are fillable PDF forms and are compatible with Adobe Acrobat 9.1 or greater. If your browser is not using Adobe as its default PDF viewer, the form may not open automatically.
If you get a "Please wait...." message when you try to open the form directly, click the download arrow icon in the upper right corner of the message window to download and save the form to your computer. Alternatively, you can right click on the link and select "Save link as" to download and save the form to your computer. After saving to your computer, open the form using Acrobat Reader software installed on your computer.
Why does Michigan Tech have a Graduate Student Workspace Cleanout form?
Do I need to submit this form if I'm an online/coursework only/non-research student? What if I was never assigned an office?
Yes. The workspace cleanout form must be submitted by ALL graduate students. MyMichiganTech does not have access to data that would enable it sort out students that do not work in laboratories or have offices. However, completing the form is expedited if you did not work in a laboratory or have an office on campus. After providing information about yourself and your degree the form will only open sections that require your response
How do I complete the Graduate Student Workspace Cleanout form?
- The Graduate Student Workspace Cleanout form is a fillable PDF form that will open different sections depending on your answers to specific questions. If you worked in a laboratory with chemicals, samples or other materials, this form should be completed with assistance from your advisor to ensure that these materials are properly managed.
- After completing the form, print a hard copy and provide the signatures indicated at the bottom of the form.
- Can I sign the form with a Digital Signature? NO. The current version of the form CANNOT accept digital signatures.
- After the form has been signed, create a digital copy and save it to your computer. If you do not have access to a copier/scanner to make a digital copy, you can take a picture of the competed form with your cell phone's camera.
- If you did not start this process until after you left campus, you may need to create a digital copy of the form after you have signed it and email it to your advisor for their signature and any required departmental signatures. A digital copy of the signed form will then need to be sent back to you for submission to MyMichiganTech (see below).
Do I need to submit this form if I am planning to continue my research in the same laboratory, as a PhD student or an hourly employee?
Yes. If you indicate on the form that you are planning to continue your research , you must still submit the form but you are not required to provide a full list of the equipment, chemicals and samples you are using in the lab nor clean out your office. This however, is a good time to dispose of materials you no longer need and to organize the materials you will be using in the next stage of your research career.
My department has their own exit form. Do I still need to submit the completed Graduate Student Workspace Cleanout form?
You may be able to submit a copy of your completed departmental exit form instead of the Graduate Student Workspace Cleanout form. For example, if you did research in a laboratory, the Graduate Student Workspace Cleanout form will require that you provide specific information about the equipment, chemicals and samples you worked with. If your department also requires the same information on their exit form, it may be submitted as documentation that the equipment, chemicals and samples you worked with are being properly managed. Please contact firstname.lastname@example.org if you would like to submit a copy of your departmental exit form instead of the Graduate Student Workspace Cleanout form.
When should I submit this form?
The form must be completed before you graduate and/or leave the University. An email will be sent from the Office of Compliance Integrity and Safety during the semester you plan to graduate, reminding you that the form must be submitted. Most students will leave the University after graduation. However, some students who are completing a graduate degree that involves laboratory research, may plan to leave the university to write their thesis or dissertation or pursue other activities before graduating. In this situation the form should be completed as soon as you have concluded your laboratory research.
Can I still work in the laboratory after I have submitted this form?
Yes. We recognize that it is sometimes necessary to do one last experiment after you thought you were finished. You can continue to work in the laboratory as long as you are a student. The form is designed to ensure proper disposal of chemicals, samples and other materials that are no longer necessary for continuing research in the lab and to provide your advisor with a comprehensive list of the materials that you are planning to leave behind. As a student, you will still have access to these retained materials as well as other laboratory resources until you graduate.
Can I still work in my office after I have submitted this form?
Yes. Submission of the signed form provides your assurance that your office space will be clean and ready for the next person when you leave. It is not an eviction notice.
What kinds of equipment and instruments should I list?
List the equipment and instruments that you were responsible for while you were a graduate student as well as any equipment or instruments where you were the primary user. It is not necessary to list shared laboratory or departmental equipment/instruments unless you had responsibility for their maintenance and operation.
What are surplus chemicals and other hazardous materials and what should I do with them?
These are any unused chemicals or other potentially hazardous materials remaining from your research. This includes but is not limited to chemicals, paint, adhesives, solvents, fuel, radioisotopes, nanomaterials, biological material, etc.) If there are no plans to use these materials for future research in your advisor's laboratory, you must make arrangements for their proper disposal or you must transfer them to another researcher who will take responsibility for them. DO NOT save or transfer chemicals or other hazardous materials if there are no plans for their use in future research.
We appreciate your ecological conscientiousness in not wanting to throw away something that may be useful sometime in the unforeseeable future. However, the disposal cost for chemicals and other materials that have been saved and then accumulate in the laboratory without being used can be extremely expensive. The University will cover the cost for their proper disposal at the time of your graduation. Future disposal of these materials will be billed to your advisor or department. Contact EHS for assistance with disposal of chemicals and other hazardous materials.
What should I do with samples, standards, products, reagents, stock solutions, and other materials I used or created during my research?
If these materials are useful to other researchers in your advisor's laboratory you may transfer them to another individual who will take responsibility for them. Be sure these materials are properly labeled with their name, an indication of any hazards associated with the sample and a list of ingredients if it is a mixture. For products that you have created it may also be useful to provide a reference to your research notebook.
Materials that will not be used for continuing research in the laboratory should be disposed appropriately. Contact EHS for assistance with disposal of materials that contain regulated chemicals or other hazards.
How can I get additional help with this form?
Email EHS or call 906-487-2902.