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Shipping and Exporting Research Materials

Shipping and Exporting Research Materials. Yale University’s Research Material Shipping and Export Program via eShipGlobal Kevin Charbonneau, MS, CHP Yale University – EHS Manager, Safety Advisor Program and Assistant Radiation Safety Officer. Presentation Overview.

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Shipping and Exporting Research Materials

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  1. Shipping and Exporting Research Materials Yale University’s Research Material Shipping and Export Program via eShipGlobal Kevin Charbonneau, MS, CHP Yale University – EHS Manager, Safety Advisor Program and Assistant Radiation Safety Officer

  2. Presentation Overview • Why Yale developed a Shipping/Export Program • Review challenges we faced during the process • Review future goals and enhancements • Demonstrate eShipLab module

  3. Benchmarks for Comparison • 26,000 Faculty, Staff and Students • 480 Buildings (80 Research) • 2500 Research Labs • 500 Principal Investigators Annual FedEx Shipments from Yale 55,000 Domestic 7,300 International 6500 Research Materials

  4. Why did Yale develop its comprehensive program? • To ensure: • Shippers were trained and certified to ship Hazardous Materials • Proper Shipping Documentation • Easy access for FAA/DOT/DOC inspections • Proper Packaging and Labels for shipments • Provide timely Export Control reviews • Focus EHS and Research staff resources • Increase in Regulatory Scrutiny - FAA, DOT and DOC

  5. Return of Dangerous Goods to Vendors Beware !!! Many companies provide shipping documents, labels and packaging for materials (e.g. – chemicals, radioactive sources, etc.) to be returned to the vendor for various reasons. Inform staff to understand and recognize that only trained and certified shippers can process these shipments.

  6. Challenges • Large Decentralized Campus • Many Locations and Many Shippers • Grants require Sharing of Research Materials • Resistance to changing the status quo • Hazardous Material vs. Research Material • Time commitment • EHS Staff • Researchers • How long will we have to wait for Approval prior to shipping? • Training • EHS Staff, Researchers, Ancillary Staff

  7. Champion Change • Engage Upper Administration • Engage Committees • Research Compliance Committee • University Safety Committee • RSC, IBC and CLSC • Solicit Support from Researchers • Focus Groups • Meet directly with high volume shippers • Utilize all Communication Vehicles available • Newsletters, Targeted emails, Website

  8. Justification • DOT/FAA • Fines – $1K-10,000K per violation • DOC – Export Controls • Fines - Up to $1M and 20 yrs imprisonment • Negative Publicity • Reporting of Violations • Granting Agencies • States

  9. Yale’s Shipping Metrics – 2007 & 2008

  10. Research Material - % of Shipments by Type

  11. Basic Assumptions • EHS shipping staff responsible for regulated Chemical and Radioactive material shipments • Researchers will continue to ship Biological materials • All Radioactive, Chemical , Category A and International research material shipments will be reviewed by EHS for Export Controls compliance. • All Departments will use eShipGlobal/eShipLab • Eliminate individual department FedEx Accounts

  12. Benefits of eShipLab • Guaranteed Training for all shippers • Improved Compliance - Paperwork compliant with DOT/IATA regulations • Shipper’s Declaration, Air waybills, Commercial Invoices, Labels - Specific Packaging Instructions agreed upon by Shipper - Required Shipping Documentation being maintained electronically • Easy access during regulatory audits • Minimize paper storage • EHS time being properly utilized • Radioactive and Chemical shipments are shipped by EHS Shipping Team Member • Category A shipments reviewed and approved by EHS prior to shipping - Export Control reviews • Reduced EHS and Researcher Staff time commitment - Reviewing all shipments - Export Controls reviews • Reduced shipping cost for shipments

  13. Yale’s Current Shipping Metrics – 2007–Present

  14. Future Goals and Enhancements • EHS Goals • General Awareness Training required for all Research Departments (In process) • Enhance Shipping Vendor relationships (In process) • EHS/User Enhancements to eShipGlobal • Provide method to pay for inbound shipments (Completed) • Automate Restricted Party Screening (Completed) • Add additional Carriers-World Courier, DHL, etc. (In process) • Automate Information forwarded to Chemtrec (In process) • Intra Campus and Local Carrier Shipments • Import Permits • Provide interface with AES Direct • Shipment Editing Capabilities • Improve on screen help

  15. eShipLab

  16. Questions? • kevin.charbonneau@yale.edudeborah.ferry@yale.edu • (203)737-2139 (203)737-2125 • Yale EHS Shipping Website: • http://www.yale.edu/ehs/hazmatship.htm • svasan@eshipglobal.com • (800)616-1615 • http://www.eshipglobal.com/

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