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Risk and Safety Solutions

Risk and Safety Solutions (RSS)

CSU Safety Management System

California State University, San Bernardino (CSUSB) uses the CSU Safety Management system, also known as the Risk and Safety Solutions (RSS) for chemical hazard assessments, inventory management, and safety inspections. This software allows all laboratory Principal Investigator (PI), Instructional Support Technician (IST), Lab Manager, Delegate, and/or responsible person(s) to easily identify and manage the risks and hazards on campus while meeting safety compliance. Below is more information for using RSS at CSUSB.  

Chemical Standard Operating Procedures (SOP) Orientation for RSS Training

This training is assigned to all faculty and principal investigators who are chemical inventory users and are required to create standard operating procedures for their chemical inventory utilizing the Risk & Safety Solutions (RSS) platform. Upon completion of this course, chemical inventory users will have 30 days to create their SOPs in RSS. To complete this assigned training, navigate to CSULearn and click on the Assigned Learning tile, from there, Register for the training and then you will be able to launch or Start the course.

Chemical Inventories for Control Areas Using RSS 

When using the chemical inventories on RSS all users who are considered to be either: Principal Investigator (PI), Instructional Support Technician (IST), Lab Manager, Delegate, and/or responsible party have access to a cloud-based chemical inventory, which allows for easy tracking and maintenance of containers using a barcoding system for their designated control area.  

Chemical inventories must be certified at least annually for documentation requirements for the annual audit and reconciliation process by the owner of the control area. In addition, all chemicals associated with a control area must have an accompanying Safety Data Sheet (SDS) that reflects the current inventory (for more information on how to access chemical SDSs, please see the SDS section below). EH&S will conduct annual inspections of control areas to ensure the chemical inventory and other components are current and up to date.   

Want to find out more about Chemicals? Select the Frequently Asked Questions to learn more or submit an EH&S Service Request for a consultation. 

 

Hazard Assessments for Control Areas Using RSS  

Hazard assessments allow all users who are considered to be either Principal Investigator (PI), Instructional Support Technician (IST), Lab Manager, Delegate, and/or responsible party to view potential hazard awareness precautions to consider for chemicals associated to a designated laboratory area.  

Hazard assessments must be reviewed and certified at least annually by the owner of the laboratory who is the responsible person(s). In doing so, all members of the group for the laboratory area must also acknowledge and verify any changes or additional hazards.

Want to find out more about Hazard Assessment? Select the  Frequently Asked Questions to learn more or submit an EH&S Service Request for a consultation. 

Inspections for Control Areas Using RSS

EH&S Annual Inspections

Annual inspections of the laboratory area are conducted by EH&S reviewing compliance and laboratory safety. All inspections documented display findings for correction in RSS with their corresponding due date.  It is the responsibility of the PI, IST, Lab Manager, Delegate, and/or responsible person(s) to ensure that inspections findings get resolved in a timely matter. EH&S will further assign a "Priority Tag" with each finding/defciency to ensure overall compliance is obtained. "Priority Tags" are as follows:

  1. High-Immediate  corrective action and notification required (0 - 5 days to complete).
  2. Med-Corrective action and notification required within designated timeframe (6 - 30 days to complete).
  3. Low-Corrective action and notification required prior to next self-inspection (31 - 90 days to complete).

Upon corrective action, the PI, Lab Manager, Delegate, and/or responsible person(s) will notify EH&S for re-inspection and clearance (when needed). Should no further findings/deficiencies be observed the report will be considered "resolved" and remain in the RSS software as documentation.

Annual Self-Inspections

Self-inspections for controls areas are to be conducted annually by the PI, IST, delegate, and/or responsible person(s) using the RSS software, where they can be viewed by EH&S during an inspection. EH&S will in turn:

  1. Review any self-inspections for a specified area and conduct an inspection based on compliance and safety, which will also be documented using RSS.
  2. EH&S will send a written notification to the appropriate PI, responsible person, and /or delegate upon completion of an inspection. If any findings/deficiencies were observed there will be listed with its corrected action associated.

Want to find out more about Inspections and/or Self-Inspections on RSS? Submit an EH&S Service Request for a consultation or more information.

Safety Data Sheets for Control Areas Using RSS 

Safety Data Sheets (SDS), known formerly as Material Safety Data Sheets (MSDS), are documents containing 16 sections of detailed health and safety information for chemicals, chemical compounds, and chemical mixtures. SDSs are typically written by the manufacturer or supplier of the material and provide more detailed information than what is included on the label. SDSs tell users the hazards for the material, how to use the material safely, what to expect if recommendations are not followed, how to recognize symptoms of exposure, and what to do in case of an emergency or spill. 

Control areas that work with hazardous materials, such as laboratories, are required to have access to SDSs for those materials as a reference. The SDSs for a control area should reflect the current chemical inventory and therefore be updated and maintained as the inventory changes. SDSs should also be accessible to all personnel working in the control area and reference whenever new materials are added to a work area. 

The Cal State San Bernardino campus uses an online SDS database that can be accessed by logging into the RSS software. Please use the RSS software for updating and maintaining the SDSs in your control area.  

Want to find out more about SDSs on RSS? Submit an EH&S Service Request for a consultation or more information.  

Standard Operating Procedures (SOPs) for Control Areas Using RSS 

Standard Operating Procedures (SOPs) are written, step-by-step instructions that describe how to perform a routine activity safely. A SOP should never be difficult to read or vaguely worded, it should be brief, easy to understand and contain action steps that are simple to follow. Control areas, such as laboratories, must have written SOPs when work involves the use of hazardous materials (such as, chemical, radioactive, and biological) or physical hazards. 

The Cal State San Bernardino campus uses an online SOP template that can be accessed by logging into the RSS software. Please use the RSS software for creating and maintaining the SOPs in your control area.  

Want to find out more about SOPs on RSS? Submit an EH&S Service Request for a consultation or more information. 

Frequently Asked Questions About Risk and Safety Solutions (RSS) 

Below are some of the most frequently asked questions about RSS. If you cannot find what you are looking for please submit an EH&S Service Request to have one of our EH&S specialists contact you. We look forward to hearing from you. 

How to Access RSS

How do I access RSS? 

  1. You can access RSS through your MyCoyote portal  

  2. From the home page, you can select on Administrative Systems  

  3. Select CSU Safety Management  

  1. Select Sign In   

  2. Use your CSUSB email to continue  

You have successfully logged in to RSS.   

How do I log out of RSS?

  1. To log out of RSS, select the profile icon located on the right hand of the screen.  

  2. Select Sign Out.  

Assessment 

Assessment is an online system that simplifies the hazard assessment process for work environments and recommends the proper protective equipment (PPE) and safety recommendations based on the hazards revealed during the assessment.  

How do I initiate a hazard assessment?  

  1. Log in to RSS  

  2. Choose the Assessment icon on the bottom of the home screen  

  3. When ready click on Start   

  4. Create a new group with the Create Group button  

  5. Or choose Select to create a hazard assessment for an existing group  

How do I certify my hazard assessment? (PIs Only) 

  1. As a PI, when all sections are complete on the hazard assessment, you will be asked to certify that the assessment is accurate. 

  2. Certifying an assessment assigns it to all lab members to be acknowledged.  

Note—Once your hazard assessment is certified, you will be directed to the Laboratory Hazard Assessments Results page. This page is designed to give an overall view of the hazards of the area and recommended PPE when working with those hazards.  

How do I re-certify my hazard assessment? (PIs Only) 

  1. Log in to Assessment  

  2. Find the assessment in the Action Required section  

  3. Choose the Start Re-Certification button on the top of the page and choose Ok to confirm  

  4. Review your answers from the previous assessment. If necessary, make any changes  

  5. Ensure the assessment is at 100% completion before continuing  

  6. When ready, choose the Certify button to complete recertification  

  7. Members of the group will be emailed to notify them of the updated assessment, which will then prompt them to log in and acknowledge.  

Note—A delegate can help with the re-certification process by going through the steps to re-certify a hazard assessment, however after reaching 100% completion the delegate will be prompted to send for review to the PI (who is the owner) of the group. Only a PI can certify that the assessment is accurate.

How do I manage my groups? 

  1. Log in to RSS  

  2. Find the Groups section located on the home screen  

  3. Select Manage on the upper right-hand of the groups section   

  4. Select the Groups tabs at the top of the section  

  5. To make edits to existing labs, select the lab and make changes to the people and locations as needed by selecting the blue menu icon   to explore group editing functions or the more icon   next to each group member to explore group member editing functions  

Note—To make changes to a group or to make someone a delegate, you must be the owner (who is the principal investigator) of the group.  

New groups can also be created here by selecting the blue  Add Group  button. 

Chemicals  

Chemicals is a cloud-based chemical inventory management that allows for easy tracking and maintenance of containers using a barcoding system. Chemical and safety information, such as hazard codes and first aid, are automatically populated.  

How do I get the Chemicals Application for my mobile device? 

We encourage users to use the mobile application for chemical inventory, as it makes barcoding chemicals faster than the desktop version by using the camera capabilities of your mobile device. Below are some instructions on how to download the application.  

Steps for iOS Users
  1. Navigate to the App Store  
  2. Search for UC Chemicals  
  3. Select Install  
  4. Launch the application  
  5. Select your campus (CSUSB)  
  6. Sign in using your CSUSB email  
  7. Log in using your Coyote ID and password  
Steps for Android Users
  1. Navigate to the Google Play Store  
  2. Search for UC Chemicals  
  3. Select Install  
  4. Launch the application  
  5. Select your campus (CSUSB)  
  6. Sign in using your CSUSB email  
  7. Log in using your Coyote ID and password  

 

How do I add a chemical inventory for my area? 

  1. Log in to RSS   

  2. Choose the Chemicals icon at the bottom of the home screen  

  3. You will be taken to the chemicals home page, when ready click on Welcome drop-down arrow and select Create New Inventory  

How do I add chemicals to my inventory? 

  1. Log in to Chemicals   

  2. Select Add to Inventory from the chemicals home page  

  3. Search chemicals by CAS number, name, GHS or product number  

  4. Select the chemical   

  5. Select the add icon  on the right of the container selection  

  6. Enter container information  

  7. Select Save  

How do I add Commercial Substances?  

  1. Log in to Chemicals  

  2. Select Add to Inventory from the chemicals home page  

  3. Select the  menu icon from the top right-hand corner  

  4. Select Add Commercial Substance   

  5. Enter the required chemical information, and the optional information if possible  

  6. Select Save  

How do I add a Novel Compound? 

  1. Log in to Chemicals  

  2. Select Add to Inventory from the chemicals home page  

  3. Select the  menu icon from the top right-hand corner  

  4. Select Add Novel Compound  

  5. Enter required chemical information  

  6. Select Save  

How do I create a Custom Chemical Name? (For PIs and Inventory Managers—Desktop Only) 

  1. Log in to Chemicals  

  2. Select Search Chemicals from the chemicals home page  

  3. Select the chemical  

  4. Select the    menu icon from the top right-hand corner  

  5. Select Custom Chemical Name  

  6. Choose from synonyms list or select type a name into the Create Custom Name line  

  7. Select Save

How do I create a sublocation? (For PIs and Inventory Managers—Desktop Only) 

  1. Log in to chemicals  

  2. Select Inventory Summary from the home page  

  3. Scroll down until you find the Sublocation section  

  4. Select the add icon   on the right of the sublocation selection  

  5. Select the Building Name   

  6. Select the Room Number  

  7. Barcode—the barcode can be entered manually or scanned later with your mobile device  

  8. Temperature and Pressure are defaulted to Ambient but can be edited as needed.  

Optional—Mark the sublocation as Private to prevent sharing  

      9. Select the appropriate hazard pictograms associated with the chemicals stored in the sublocation   

      10. Select Save  

How do I remove a sublocation? (For PIs and Inventory Managers—Desktop Only) 

  • Log in to chemicals  

  • Select Inventory Summary from the home page  

  • Scroll down until you find the Sublocation section  

  • Select the  menu icon to the right of the sublocation you wish to remove  

  • Select Remove  

  • Select Save  

Note—Before a sublocation can be deleted, the PI, delegate, or Inventory Manager will be prompted to move the associated containers to a different sublocation  

How do I edit a sublocation? (For PIs and Inventory Managers—Desktop Only) 

  • Log in to chemicals  

  • Select Inventory Summary from the home page  

  • Scroll down until you find the Sublocation section  

  • Select the   menu icon to the right of the sublocation you wish to edit  

  • Select Edit  

  • Edit information as needed  

  • Select Save  

How do I import an existing chemical inventory? 

  1. Log in to chemicals  

  2. Select Inventory Summary from the home page  

  3. Scroll down until you find the Import & Export section  

  4. Select the Import function to download the template for upload  

  5. Ensure all information is in the required format  

  6. When ready select Import to upload all your inventory  

How do I reconcile my inventory? (For PIs and Inventory Managers—Desktop Only)  Option A

  1. Log in to chemicals  

  2. Select Inventory Summary from the home page  

  3. Scroll down until you find the Import & Export section  

  4. Select Download Inventory Data  

  5. This will prompt an Excel spreadsheet to open  

  6. Review report, compare information on spreadsheet to what is actually in your inventory  

  7. Once completed upload new chemical inventory  

Option B 

You will need a handheld scanner for the reconciliation process. You can request a handheld scanner from EH&S by submitting a Request for Service form (link to service request).  

  1. Log in to chemicals  

  2. Select Inventory Summary from the home page  

  3. Scroll down until you find the Reconciliation section  

  4. Choose which type of reconciliation to begin (by sublocation or by room)  

  5. Depending on the type of reconciliation, you may connect a scanner to your computer, Open Excel, and ensure all the necessary barcodes are successfully scanned into the file  

  6. Save the file  

  7. Choose Upload File on the reconciliation page  

  8. Review report  

  9. Resolve any conflicts   

  10. Select the End Scanning button once complete

 

How do I (re-)certify my chemical inventory? (For PIs and Lab Managers—Desktop Only) 

To (re-)certify chemicals for an area, you must reconcile the chemicals to ensure all containers are accounted for in your inventory. Once completed follow the steps below to certify your chemical inventory.  

  1. Log in to chemicals   

  2. Select Inventory Summary from the home page.  

  3. From the Inventory Summary page click (Re-)Certify Inventory  

 

Door Hazard Signs 

Door Hazard Signs is an additional feature available in the Chemicals module in RSS. With the use of Door Hazard Signs, owners of a chemical inventory can easily display chemical hazards, emergency contact information, and precautionary personal protective equipment (PPE) requirements before entering the lab.  

How do I access my Door Hazard Sign? (For PIs and Lab Managers—Desktop Only) 

  1. Log in to chemicals   

  2. Select Inventory Summary from the home page.  

  3. Scroll down until you find the Door Hazard Signs section  

  4. Select the location for which you would like to have a Door Hazard Sign (there will be multiple locations displayed if you have multiple inventories you are responsible for)  

  5. Edit the content information as needed by selecting the blue Edit button located on the right-hand side of the screen  

  6. Ensure all information displayed is correct and select the blue View button when complete  

  7. To print your Door Hazard Sign, select menu icon, select Save PDF to print or save a pdf version  

Barcoding Chemicals  

Barcodes needed for chemical inventory process in RSS are specific for the software. If you need RSS barcodes, please fill submit an EH&S Service Request to obtain barcodes from EH&S. Barcoding chemicals into your inventory can be easily done using your mobile device, please download the UC Chemicals App before barcoding chemicals. 

How do I barcode a new container? (Mobile Only) 

  1. Launch the app (UC Chemicals) on your mobile device  

  2. Click the add icon on the bottom of the screen  

  3. Search chemicals by Cas Number, name, GHS or product number  

  4. Select the chemical  

  5. Select the add icon on the right of the container section  

  6. Place a barcode on the container you wish to barcode  

  7. Select the scan icon on the right of the barcode section, this will enable the camera feature on your mobile device  

  8. Scan the barcode   

  9. Select sublocation by either selecting the option from the drop-down menu or by using the scan icon on the right of the sublocation section  

Note—sublocation must be created on a desktop version before selecting the location on the mobile app. 

How do I barcode an imported inventory? (Mobile Only) 

  1. Launch the app (UC Chemicals) on your mobile device  

  2. Select the setting icon in the lower right-hand corner  

  3. Select the Barcode Your Imported Inventory link  

  4. Select a Sublocation and then a Chemical from the list  

  5. Select Display  

  6. Select Missing Barcode   

  7. Follow steps in the previous question to continue to add barcodes to your chemicals