Work environment and working methods

Main responsibility

The employer always has the main responsibility for the employees' work environment.

Coordination

The overall coordination for the work environment in BioClinicum lies with BioClinicum's House Manager, who works via the Coordination group for work environment in BioClinicum. Work environment issues that are comprehensive or could not be resolved locally are escalated to the Coordination group. In addition to the House Manager, the Coordination group has representatives from these organizations:

• HR/Work environment at Karolinska University Hospital (K)
• HR/Work environment at Karolinska Institutet (KI)
• KI's chief safety representative for KI's activities at the hospital (KI)
• Work environment group BioClinicum (KI)
• Medical Technology, MT (K)
• Security Department (K)
• Coor Management
• Swedish Hospital Partner

Work environment group BioClinicum

Representatives and managers from each floor and KI department participate in the group and have monthly meetings. Work environment issues discussed in the group can be escalated to the Coordination Group for Work Environment in BioClinicum or BioClinicum's House Council.

KI's chief safety representative for KI's operations at the hospital

Venus Azhary, email: Venus.azhary@ki.se, tel: 070-7124127

Read more

Work environment for employees at Karolinska University Hospital

Work environment for employees at Karolinska Institutet

Collaboration document for work environment, fire and environment between Karolinska University Hospital and Karolinska Institutet (PDF. Only available in Swedish)

Room policy

Our vision is to create an attractive workplace at BioClinicum. Administrative areas shall be used in ways that enables good working environment for all employees.

Quiet rooms

Quiet rooms are intended for focused work, perfor­mance reviews, and brief phone calls. Quiet rooms are located on all floors and can be used by everyone irrespective of allocation.

Group rooms

These rooms can be used for group meetings and presentations. The rooms can be booked via Outlook and are equipped with a TV screen and whiteboard.

Rooms for rest

These rooms are intended for temporary rest and recovery periods. The rooms, which also contain a sofa or a bed, are located on floors 4–7 and are numbered as follows:

• J4:15_6250
• J5:17_ 6230
• J6:17_6810
• J7:15_6240

Lunch rooms

Lunch rooms on floors 4–10 at BioClinicum are common to all departments. The lunch rooms are equipped with refrigerators, freezers, microwave ov­ens, coffee machines and dishwashers. Presentation and meetings can also be held in the lunch room.

Media rooms

The media rooms are located in the administrative areas on all floors. These rooms are equipped with a KI printer and a K printer if ordered by the researchers. In twelve media rooms there are SLL-computers so the researchers can access IT-systems at the hospital, such as Navet, Raindance, Clockwork, SLL-outlook etc.

Karolinska Institutes rules for working in the laboratories

All Karolinska Institutet emplyees have to take madatory laboratory safety courses before starting to work.  

General labs

General labs are divided into several rentable sections. The number of sections varies, depending on the size of the lab. Refrigerators, freezers, fume cupboards, ventilated chemicals cabinets, and other equipment in the lab are shared between all the groups using the room.

Every sink has an emergency eye shower. It is im­portant that the surface in front of the eye shower is kept free to ensure it can be pulled down and used when needed. Make sure that you remove dirty equipment and place them in the designated crate.

Apparatus room

The apparatus room in the middle of the lab core contains an ice machine and a water purification system. These are shared by everyone who rents space in the lab core.

Chemical storage room

Everyone renting space in the lab core shall be assigned space in the chemical storage room. The chemical storage room contains chemical storage cabinets for different types of chemicals. It is impor­tant that chemicals are placed in the correct cabinet. A scale base for weighing harmful chemicals is avail­able on the fume cupboards, and the room also contains a water purification system.

Cell culture work

The cell culture laboratory has two safety benches, one of which is linked to ventilation and can be used when working with chemicals.

The lab contains a pressure gauge, which is also visible from the anteroom, measuring the pressure difference. The cell lab is a positive pressure zone compared to anterooms, while in risk class 2 labs, cell labs have a negative pressure. The doors between anterooms and cell labs act as an airlock. The door to the corridor must be closed before the door to the cell lab can be opened. Equally, the door to the cell lab must be closed before you can exit to the corridor. There is a knob on the inside of the door to allow people to exit in emergency situations, break the safety lock and open the door using the knob. If the door from the corridor to the anteroom needs to be forced open, call Coor’s Helpdesk on 08-123 780 90.

In the cell lab, work should be water-free and heat­ing chambers should be used to thaw or warm media. To fill water in the incubators, use deionized, autoclaved water.

Cell culture media can be aspirated using the vacuum suction system. There are vacuum valves located between the safety benches and next to the incubators. Check valves must be used to prevent fluids from entering the system.

Biological waste is collected in yellow waste boxes which are closed and placed in recycling-rooms when full.

Before start of work in cell lab areas equipment must be prepared so that a sterile working environment can be guaranteed. This includes the sterilization of incubators and cleaning of safety benches. Instruction manuals for equipment are placed in folders in the kitchenette on each floor.

For HEPA filters for Thermo incubators contact Ninolab or Fisher Scientific.

Radioactivity at BioClinicum

Work with radioactivity and radiation shall be carried out under statutory and controlled conditions. The same rules apply at BioClinicum as elsewhere on the hospital grounds. Permits are issued by the hospital physics department. 

Work with radioactive isotopes shall be carried out in designated areas. A core facility for work with iso­topes is planned on floor 6. Working with isotopes requires training and special permits.

Working with viruses

Work with viruses shall be carried out in designated areas, and the Swedish Work Environment Authority must be notified before you start GMM F- or L-activ­ities. There is a core facility for virus work, FACT on floor 10. Training is required before working with viruses in the core facility.

Freezer storage

There are two freezer storage units containing four -80°C freezers and two -20°C freezers on each floor 5–10 (except for floor 8, where there are five -80°C freezers in one storage area). Allocation and distribution of space in the -80°C freezers are based on the rental model, which means that allocation of space in the freezers is based on the amount of laboratory space rented. Every -80°C freezer can hold 700 boxes (assuming boxes that hold 2ml tubes). All containers stored in the -80°C freezers must have an owner and be registered in the freezer storage system, FreezerPro (read below).

Cryopreservation

There is one cryogenic freezer storage units on each floor 5–10. One or two cryogenic tanks are available in each storage unit. The cryogenic freezers are large tanks linked to liquid nitrogen. Every cryogenic tank holds 420 boxes (assuming boxes that hold 2 ml tubes). All containers stored in the cryogenic tanks must have an owner and be registered in the freezer storage system, FreezerPro.

It is easy to underestimate the dangers of liquid nitrogen. Remember to follow the safety rules, to take any hazard warning signs into account, and to be aware of the need for protective equipment. If a low oxygen level is triggered, a siren will sound and red-flashing lights will be activated.

Spare freezers on floor 2

Three empty spare freezers (-80°C) are available on floor 2. The use of space in the spare freezers must be approved by BioClinicum management, bioclinicum.karolinska@regionstockholm.se. If it is not, the material will be discarded.

Freezer alarm

All the freezers in the freezer storage and cryo­genic freezer storage areas are installed with a moni­toring system/alarm called Openlogger Systems. The system is supplied by Medical Technology (MT). Each research group has its own administrator who han­dles the contacts and alarm list in Openlogger. 

Inlog to OpenLogger

Internal web page: sll.openlogger.se  

FreezerPro and Biobanking storage systems

To ensure identifiable ownership and traceability of all frozen materials in the low temperature freezers, all boxes must be registered in the Freezer Pro storage system. Computers, barcode readers and label printers are available in every freezer storage unit. Computers and barcode readers are available in every cryogenic freezer storage unit.

If you want to use FreezerPro, contact your research group/research theme’s FreezerPro super-user. E-learning FreezerPro can be found here.

FreezerPro is administered by Stockholm Medical Biobank (SMB). If you are planning a research study within the Stockholm County Council area that involves human biology samples, you must have a sample collection agreement. Contact SMB at http://www.biobankstockholm.se/.

Inlog to FreezerPro (on a SLL-computer and -network with e-Tjänstekort): https://resurs.sll.se/ (apply for access to Freezerpro at SMB).

Liquid nitrogen, tapping point

In Bioclinicum there is a Tapping point for liquid nitrogen. Everyone who will work with the tapping point needs to do this:

1) Complete the online course on Lindes homepage "How to fill a non pressurised dewar with liquid nitrogen using the Cryo SafeFill cabinet". After completing the course send your details to bioclinicum.karolinska@regionstockholm.se.

2) Demonstration of the Tapping point shall be done by someone from your group or theme that already has access. If there is no one in your group or theme who has access, ask for a demonstation when you email your diploma.

It is easy to underestimate the dangers of liquid nitrogen. Remember to follow the safety rules, to take any hazard warning signs into account, and to be aware of the need for protective equipment. If a low oxygen level is triggered, a siren will sound and red-flashing lights will be activated.

Chemical safety at BioClinicum

Chemical safety routines at BioClinicum will be conducted in accordance with the regulations, guidelines and recommendations of the Karolinska Institutet. All departments at KI have person responsible for the KLARA register that can advise you with chemical-related queries. The Karolinska Institutet has a Chemicals Coordinator who can help answer questions.

See the Karolinska Institutet website for information on handling of chemicals and laboratory safety.

Chemical register (KLARA)

Every department are obligated to report their use of chemicals to KLARA. For more information, see KI chemical safety webpage.

Laboratory procedures at the Karolinska Institutet

Karolinska Institutet has developed a laboratory safety course for employees and students, Laboratory safety introduction for new staff, which is mandatory for everyone working in laboratories at BioClinicum.

Each group leader is responsible for making sure all members have taken the course.

Permits and safety

The regulations governing permits at BioClinicum are the same as those for the rest of the hospital and for the Karolinska Institutet.

Permits for laboratory work in areas larger than 5,000m²

is applied for jointly by the Karolinska Institutet and the Karolinska University Hospital. The permit application should be submit­ted to the Environment Agency. The Environment Agency conducts annual environmental reviews to ensure that the operations comply with applicable environmental rules and legislation. For further information, contact the Safety Coordinator for chemicals at the Karolinska Institutet.

Biosafety level 1 permits (GMM-F)is approved common areas at BioClinicum. This permit incloudes the majority of the laboratory facilities. For further information, contact the Biosafety Manager at the department or the Biosafety Coordinator at the Karolinska Institutet.

Biosafety level 2 permits (GMM-L)– the research group leader is personally responsible for these permits. For information and advice, contact the Biosafety Manager at the respective department.

Permits for flammable substancesis approved as a common permit for floors 5–10 at BioClinicum. The Karolinska Institutet’s Safety Coordinator has overall responsibility for the permit. For information on the permit, contact the departments designated person for flammable substances.

Isotope permits – the research group is responsible for these permits. The Karolinska University Hospital and the Karolinska Institutet have an established an collaboration agreement for radioactivity, which is coordinated by the Hospital Physics department (Sjukhusfysik). If you have any questions about permits and licences, contact Sjukhusfysik.

At BioClinicum, the Head of Department has the ultimate responsibility for ensuring compliance with legislation, regulations and recommendations, and for ensuring that permits are held for ongoing activities.

The radiation safety organisations

The Heads of Department have overall respon­sibility for radiation safety within their departments.

The Hospital Physics department at the Karolinska University Hospital is responsible for operational monitoring at the Karolinska Institutet under the terms of a separate agreement. See the Karolinska Institutet website for contact information.

Fire safety at BioClinicum

Fire safety routines at BioClinicum will be conduct­ed in accordance with the regulations, guidelines and recommendations of the Karolinska Institutet, together with the applicable regulations for the Karolinska University Hospital.

A course in fire and safety is mandatory for every­one working at BioClinicum and will be available at Lärtorget, www.karolinska.se/safety-course. A practical fire and safety training course is recommended when moving into the building. For information on fire safety, see the Karolinska Institutet website.

Biosafety

Biosafety routines at BioClinicum will be conducted in accordance with regulations, guidelines and recommendations of the Karolinska Institutet. All departments have a Biosafety Manager who can help you with biosafety issues. The Karolinska Institutet also has a Biosafety Coordinator who can help you with any questions you may have via biosakerhet@ki.se.

Transport of dangerous goods in elevators

For safety reasons, it is not permitted to ride in elevators while liquid nitrogen is being transported. Outside the passenger elevators and transport elevators on floor 2, there is equipment that you must use to mark that the lift must not be entered: cones, chains and warning signs. Block off the elevator with chain and sign when transporting liquid nitrogen or dry ice. The passenger elevators can be prioritized for transport from floor 5, see information about priority elevator function in BioClinicum.

Waste management routines at BioClinicum follow the rules of the hospital. Waste is sorted in the recycling-rooms. Every recycling-room has colored plastic folders with instructions from Coor.

A course is available Lärtorget describing how to use the AVAC system in the recycling-rooms, Waste management (Course ID 17540). Only non-bulky plastic, paper packages, paper and flammables may be disposed using the AVAC system (the pneumatic waste collector).

Well pap, cardbord, styrofoam and other bulky materials shall be placed in the waste trolleys in the recycling-rooms. If bulky material is disposed by the AVAC system, it will block the system and cause the entire shaft to malfunction.

For questions, please contact Coor's helpdesk: 08-123 780 90.

Karolinska University Hospital’s waste management rules

All waste management within BioClinicum should follow the hospital’s rules and routines. See the website for the environmental department at Karolinska University Hospital. 

Radioactive waste management at BioClinicum

The waste shall be handled in accordance with the Karolinska Institutet’s and Karolinska University Hospital’s regulations and is transported by the reaserchers themselves to dedicated areas on floors 1 or 2 in the building.

Non conventional waste

Non conventional waste shall be handled in accord­ance with shared rules by the Karolinska University Hospital and Karolinska Institutet. A description is available on Inuti.

Chemical waste shall be placed in the red trays in the recycling-room. Flammable waste is handled in accordance with shared rules for Karolinska University Hospital and Karolinska Institutet.

All laboratory areas include furnishings and a mixture of lab chairs with and without backrest. See below for a list of the equipment included in BioClinicum’s laboratory environments and for which SLL has administrative responsibility:

Generel labs

Fume cupboards, class II safety benches, frost-free refrigerators/freezers, heating cabinets

Cell labs

Class II safety benches, CO2 incubators, frost-free refrigerators/freezers

Risk class labs

Class II safety benches, CO2 incuba­tors, frost-free refrigerators/freezers

Cryogenic freezer storage

Cryotanks, computers, scanners, freezer alarms and oxygen alarms

Freezer storage

Low temperature freezers, frost-free freezers, freezer alarms, computers, scanners, label printer

Chemicals room

Ventilated chemicals cabinets, fume benches with scale bases, frost-free refrigera­tors/freezers, water purification system

Apparatus room

Ice machine, water purification system

Autoclaving and glass washing facility on floor 10

Autoclave, sterilization autoclave, disinfector, flusher disinfector, dry disinfector

Other

Reinforced laboratory benches in isotope labs, glassware storage cabinets, liquid nitrogen tap station, cooling cabinets and scale based lab benches.

The operations themselves are responsible for equipment purchased through other ways than via SLL, Medical Technology (MT).

A binder with user manuals for SLL purchased equipment is placed in the pentry area on each floor. The manuals are for the user to familiarize themselves with the equipment and for guidance in correct handling. The manuals can also be used in troubleshooting and information cases

The management of SLL purchased equipment / furnishings handles all issues that come in when something is not working properly. The administration is also responsible for carrying out annual checks and maintenance It is up to the business to maintain equipment on a daily / weekly / monthly level according to specifications in the instruction manuals.

Fault reporting of SLL equipment

• For refrigerators, -20 freezers, as well as laboratory furniture and chairs contact Service center helpdesk through http://navet.karolinska.se.

• For all other SLL purchased equipment, contact MT helpdesk phone number 08 123 78 000 or email to mt.karolinska@regionstockholm.se.

Autoclaving and glass washing facility

On floor 10, there is a central function for washing of glassware and handling of sterile goods. See the section on equipment washing and sterile goods handling under “Service functions at BioClinicum”.

Gas procedures

Carbon dioxide providing the majority of the incubators is supplied from the buldings central system. Other gases will, for an interim period, be provided in flasks. The rules governing the handling of gases in the hospital also apply at BioClinicum.

Contact details for the fire and safety coordi­nator are available on the Karolinska Institutet website.