Laboratory Management

VERSION NO. MANUAL TITLE DOCUMENT NO.
2 CURRICULUM AND INSTRUCTION MANUAL CIM 4.4

DOCUMENT NAME REVISION NO.
0
EFFECTIVITY DATE
LABORATORY MANAGEMENT FEBRUARY 1, 2020
PAGE NO.
1 of 9
1.0 OBJECTIVES
1.1 To maintain a system in the use of laboratories for the students to do

experiments in their Science, Technology, Engineering and Mathematics
(STEM) subjects and STEM research.
1.2 To ensure safety of the users of the laboratories thru the proper use of the
facilities and equipment.
1.3 To lengthen the serviceable life of laboratory equipment thru preventive

and corrective maintenance.
1.4 To maintain a sufficient supply of laboratory consumables.
1.5 To guarantee that accuracy and efficiency of laboratory equipment thru

calibration on a regular basis.
1.6 To ensure compliance with existing standards on handling and disposal of

laboratory waste.
2.0 SCOPE
This procedure covers the following activities and the controls in managing the use
of laboratories:
● Laboratory Equipment and Supplies for STEM classes

● Laboratory Use in Independent Research
● Preventive and Corrective Maintenance of Laboratory Equipment
● Calibration of Laboratory Instruments
● Inventory of Laboratory Consumables
● Laboratory Waste Management
3.0 POLICIES
3.1 Borrowing, Returning and Disposal
(c) 2020 Philippine Science High School; all rights reserved. This document may contain proprietary information and may only be
released to third parties with approval of management. Document is uncontrolled unless otherwise marked; uncontrolled documen ts
are not subject to update notification.
3.1.1 Faculty members and students shall accomplish a request form to
use laboratory facilities and equipment.
3.1.2 The Science Research Specialist (SRS)/Science Research

Assistant (SRA) shall act on the request, schedule it appropriately,
and prepare the laboratory, and the necessary equipment, and
supplies.
3.1.3 The SRS/SRA shall ensure that the laboratory is clean, orderly
and safe.
3.1.4 Bringing of laboratory equipment or materials outside the school

campus shall be strictly prohibited except for authorized activities
outside the campus.
3.1.5 Laboratory equipment or material shall be properly checked upon

return by the borrower.
3.1.6 Faculty members and students shall be held responsible for any
damage or loss of laboratory equipment loaned to them if found
due to negligence or mishandling.
3.1.7 The SRS/SRA shall regularly conduct an annual inventory of all

laboratory equipment, and quarterly inventory of supplies. Any
identified defective laboratory equipment shall be requested for
repair or replacement if needed.
3.1.8 Stock records shall be maintained for consumables to monitor the

movement of stocks.
3.1.9 “First-In, First-Out (FIFO)” or “First to Expire, First-Out (FEFO)”

shall be practiced for consumable items.
3.1.10 Expired and damaged items shall be segregated, properly labeled.

3.1.11 For chemicals, Safety Data Sheet (SDS) shall be available for
each chemical being maintained. Expiration dates of the
chemicals, if applicable, shall also be indicated.
3.1.12 The SRS/SRA shall implement proper disposal of laboratory waste.
3.2 Laboratory Safety
3.2.1 The designated Pollution Control Officer (PCO), in coordination

with the Academic Unit Heads (STEM), shall determine the
Laboratory Safety Procedures appropriate to their respective
laboratories.
3.2.2 The SRS/SRAs shall ensure that the Laboratory Safety

Procedures are posted in conspicuous areas in all the
laboratories.
3.2.3 The faculty member/Science Research Specialist/ Science

Research Assistant shall conduct an orientation on Laboratory
Safety Procedures to students.
3.2.4 Faculty members and students shall follow the Laboratory Safety
Procedures.
3.2.5 Appropriate safety attire shall be worn during conduct of

experiments.
3.2.6 The Science Research Specialist/Science Research Assistant

shall ensure the availability of medical supplies in the First-Aid Kit
at all times.
3.2.7 The faculty-in-charge shall supervise the activity inside the

laboratory in its entire duration.
3.2.8 Playing, eating, drinking, smoking, use of earphones or any form

of distraction are strictly prohibited inside the laboratory.
3.2.9 Gas outlets and lights shall be shut off when the laboratory room
is not in use.
3.2.10 Pathways to an exit or service door, safety equipment, safety

shower or fire extinguisher shall be free from any form of
blockage.
3.3 Preventive Maintenance
3.3.1 The SRS/SRAs shall conduct preventive maintenance activities for

the laboratory equipment based on the Preventive Maintenance
Schedule to ensure that they are properly maintained.
3.3.2 Laboratory Equipment Repair/Service Form shall be maintained

per equipment.
3.4 Corrective Maintenance
3.4.1 Only trained personnel shall be assigned to repair the

machine/equipment.
3.4.2 The personnel performing any work shall observe all applicable
safety regulations.
3.4.3 Appropriate tags or signage for machines/equipment under repair

shall be placed at all times.
3.4.4 Laboratory Equipment Repair/Service Form shall be maintained

and updated per machine/equipment.
3.5 Calibration
3.5.1 A Calibration Schedule for Laboratory Equipment shall be

prepared annually for the identified instruments.
3.5.2 Instruments to be used for research purposes or public

consumption shall be subject to calibration.
3.5.3 Calibration sticker shall be placed on the calibrated instrument
indicating the identification of the instrument, date calibrated and
due date. In the absence of calibration sticker, calibration
certification will suffice.
3.5.4 Instruments, whose calibration status exceeded the due date

should be identified and not to be used.
3.5.5 Devices subject to calibration shall be calibrated by an approved

external provider, or by trained PSHS employees.
3.5.6 Third party calibration laboratories should be accredited to ISO

17025 whenever possible, as this provides the best control of
calibration activities, and traceability to national/international
standards.
3.5.7 Any device failing to meet calibration standards will immediately be

taken out of service. The device may then be returned to Supply
and Property Management Unit for disposal of assets in
accordance to Audit Guidelines on the Divestment or Disposal of
government property or sent out for repair. Repaired devices must
be calibrated before being returned to service.
3.5.8 Measuring & monitoring devices must be stored and handled in a

manner that does not invalidate their calibration or ability to
function without error.
3.5.9 Where a device cannot be calibrated against traceable standards,

it must be verified against some known-good object or method.
This may be done by comparing the part against another part or
tool which has been evaluated and validated and proven as
acceptable.
3.5.10 Records of calibration shall be maintained.

4.0 PROCEDURES
4.1 Use of Laboratory Facilities, Equipment and Supplies
Responsibility Activity
SRS/SRA 1. Plots the schedule of fixed laboratory classes

based on the class schedule of students
Faculty-in-charge
2. Accomplishes a Laboratory Reservation Form to
request the use of laboratory facilities and
equipment. For independent research, endorses
the request of the student
SRS/SRA 3. Acts on the request by scheduling the laboratory

activity, preparing the laboratory and the necessary
equipment and supplies
4. Issues a Laboratory Request and Equipment

Accountability Form/ Reagent Request Form to the
faculty member prior to releasing the equipment
and supplies
Faculty-in-charge 5. Supervises the laboratory activity in its entire

duration
6. Accounts for equipment and supplies used after the

laboratory activity
SRS/SRA 7. Checks the quantity and quality of equipment and

supplies returned by the faculty member and
decides on what needs to be replaced or
refurbished
8. Indicates on the Laboratory Request and Equipment

Accountability Form whether equipment needs to be
repaired or replaced
9. Manages the proper disposal of laboratory waste
4.2 Preventive Maintenance
SRS/SRA 1. Identifies equipment that requires preventive

maintenance and includes in the Preventive
Maintenance Schedule
2. Performs preventive maintenance based on the

schedule or coordinates with external provider
3. Updates Preventive Maintenance Schedule or

receives Service Report from external provider
4. Reviews and evaluates preventive maintenance

performed
5. Updates Laboratory Equipment Repair/Service Form
6. Files the Preventive Maintenance Schedule,

Laboratory Equipment Repair/Service Forms, and
Service Report
4.3 Corrective Maintenance
SRS/SRA 1. Prepares Work Request Form for damaged
equipment and facilities
2. Analyzes the problem and applies immediate

corrective measures, or coordinates with external
provider
3. Updates Work Request Form and receives Service
Report if from external provider
4. Reviews and evaluates the repair done
SRS/SRA 5. Updates Laboratory Equipment Repair/Service Form
6. Files the Work Request Form, Laboratory Equipment

Repair/Service Form, and Service Report
4.4 Calibration
SRS/SRA 1. Identifies instruments that require calibration
2. Prepares Calibration Schedule for Laboratory

Equipment and submits to Academic Unit Head/CID
Chief
Academic Unit 3. Approves Calibration Schedule for Laboratory

Head/CID Chief Equipment
SRS/SRA 4. Once approved, monitors the due dates for calibration
5. Coordinates with external provider on the required

calibration
6. Checks if calibration sticker is attached to the

instrument
7. Files the Calibration Certificates from the external

provider
VERSION NO. MANUAL TITLE DOCUMENT NO.
2 CURRICULUM AND INSTRUCTION MANUAL CIM 4.4
DOCUMENT NAME REVISION NO.
0
EFFECTIVITY DATE
LABORATORY MANAGEMENT FEBRUARY 1, 2020
PAGE NO.
9 of 9
5.0 LIST OF FORMS AND REPORTS
5.1 Forms
5.1.1 Laboratory Reservation Form
5.1.2 Laboratory Request and Equipment Accountability Form
5.1.3 Reagent Request Form
5.1.4 Work Request Form
5.1.5 Preventive Maintenance Schedule
5.1.6 Calibration Schedule for Laboratory Equipment
5.1.7 Laboratory Equipment Repair/Service Form
5.1.8 Stock Record
5.2 Reports
5.2.1 Inventory Report
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(c) 2020 Philippine Science High School; all rights reserved. This document may contain proprietary information and may only be
released to third parties with approval of management. Document is uncontrolled unless otherwise marked; uncontrolled documen ts
are not subject to update notification.

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VERSION NO. MANUAL TITLE DOCUMENT NO.

2 CURRICULUM AND INSTRUCTION MANUAL CIM 4.4

1.1 To maintain a system in the use of laboratories for the students to do

1.3 To lengthen the serviceable life of laboratory equipment thru preventive

1.4 To maintain a sufficient supply of laboratory consumables.

1.5 To guarantee that accuracy and efficiency of laboratory equipment thru

1.6 To ensure compliance with existing standards on handling and disposal of

● Laboratory Equipment and Supplies for STEM classes

3.1 Borrowing, Returning and Disposal

3.1.2 The Science Research Specialist (SRS)/Science Research

3.1.4 Bringing of laboratory equipment or materials outside the school

3.1.5 Laboratory equipment or material shall be properly checked upon

3.1.7 The SRS/SRA shall regularly conduct an annual inventory of all

3.1.8 Stock records shall be maintained for consumables to monitor the

3.1.9 “First-In, First-Out (FIFO)” or “First to Expire, First-Out (FEFO)”

3.1.10 Expired and damaged items shall be segregated, properly labeled.

3.1.12 The SRS/SRA shall implement proper disposal of laboratory waste.

3.2 Laboratory Safety

3.2.1 The designated Pollution Control Officer (PCO), in coordination

3.2.2 The SRS/SRAs shall ensure that the Laboratory Safety

3.2.3 The faculty member/Science Research Specialist/ Science

3.2.5 Appropriate safety attire shall be worn during conduct of

3.2.6 The Science Research Specialist/Science Research Assistant

3.2.7 The faculty-in-charge shall supervise the activity inside the

3.2.8 Playing, eating, drinking, smoking, use of earphones or any form

3.2.10 Pathways to an exit or service door, safety equipment, safety

3.3 Preventive Maintenance

3.3.1 The SRS/SRAs shall conduct preventive maintenance activities for

3.3.2 Laboratory Equipment Repair/Service Form shall be maintained

3.4 Corrective Maintenance

3.4.1 Only trained personnel shall be assigned to repair the

3.4.3 Appropriate tags or signage for machines/equipment under repair

3.4.4 Laboratory Equipment Repair/Service Form shall be maintained

3.5.1 A Calibration Schedule for Laboratory Equipment shall be

3.5.2 Instruments to be used for research purposes or public

3.5.4 Instruments, whose calibration status exceeded the due date

3.5.5 Devices subject to calibration shall be calibrated by an approved

3.5.6 Third party calibration laboratories should be accredited to ISO

3.5.7 Any device failing to meet calibration standards will immediately be

3.5.8 Measuring & monitoring devices must be stored and handled in a

3.5.9 Where a device cannot be calibrated against traceable standards,

3.5.10 Records of calibration shall be maintained.

4.1 Use of Laboratory Facilities, Equipment and Supplies

SRS/SRA 1. Plots the schedule of fixed laboratory classes

SRS/SRA 3. Acts on the request by scheduling the laboratory

4. Issues a Laboratory Request and Equipment

Faculty-in-charge 5. Supervises the laboratory activity in its entire

6. Accounts for equipment and supplies used after the

SRS/SRA 7. Checks the quantity and quality of equipment and

8. Indicates on the Laboratory Request and Equipment

4.2 Preventive Maintenance

SRS/SRA 1. Identifies equipment that requires preventive

2. Performs preventive maintenance based on the

3. Updates Preventive Maintenance Schedule or

4. Reviews and evaluates preventive maintenance

5. Updates Laboratory Equipment Repair/Service Form

6. Files the Preventive Maintenance Schedule,

4.3 Corrective Maintenance

2. Analyzes the problem and applies immediate