Frequently Asked Questions (FAQ) - Hazardous Waste

• Q: Have there been any recent changes to Cal Poly’s Hazardous Waste Program?

  A: Yes, beginning Fall 2022, Cal Poly campus generators have access to a new waste labeling and management tool called WASTe (Waste Accumulation Storage Tracking electronically). This tool is within Cal Poly’s Risk and Safety Solutions (RSS) program, which is already being used on the campus for Inspections. All campus “laboratories” and “shops” should already have access to RSS. You may need to be assigned to a “role” and a “group” before you can use WASTe. Contact your principal investigator (PI), lab manager, supervisor, or EHS if you do not have access. You can also review the RSS page on the EHS website for more resources, training, and guidance.

  The WASTe module will provide campus generators self-serve access to create and print compliant labels (“Tags”) directly from the RSS WASTe application for their hazardous waste accumulation containers. WASTe also tracks the containers in each accumulation area, showing how long a container has been in accumulation and how many days until it must be moved from the area to comply with legal time limits for satellite accumulation. The process for requesting waste pickup for full containers very simple for campus generators. Using the WASTe application, requesting a waste pickup is as easy as a click of your mouse!

  Laboratories which have dedicated department staff that consolidate routine wastes will NOT transition to WASTe at this time. But if your waste containers were previously labeled with the Red Waste Tags, you should now be using the WASTe application in RSS to generate your container Tags and request waste pickups. Contact EHS at hazwaste@calpoly.edu if you have any questions or concerns or need assistance with your RSS log in.

• Q: How do I label my Hazardous Waste?

  A: State and Federal regulations require all hazardous waste to be properly labeled when a container begins to be filled. Beginning Fall 2022, Cal Poly campus generators have access to a new waste labeling and management tool called WASTe (Waste Accumulation Storage Tracking electronically). This tool is within Cal Poly’s Risk and Safety Solutions (RSS) program, which is already being used on the campus for Inspections. All campus laboratories and shops should already have access to RSS. WASTe allows campus generators to create complaint labels (referred to as “Tags”) and print them immediately. Campus generators can also create templates for routinely generated waste so future Tags can easily printed without having to re-enter the waste information.

  Review Cal Poly’s Guide on how to create a waste Tag (label) in RSS found on the Hazardous Waste Page of the EHS website. You can also view a general tutorial video on how to create a WASTe tag. If you don’t have access to RSS contact EHS at hazwaste@calpoly.edu.

• Q: My PI, lab manager, supervisor, etc. has not set up our Group in RSS yet and I need to label a hazardous waste container. What do I do?

  A: It is expected that it will take time to transition over to the new system. Please email hazwaste@calpoly.edu for assistance. If you need hazardous waste containers, use the ONLINE SUPPLY REQUEST FORM.

• Q: I am trying to enter a constituent when building a Tag in WASTe, but it is not showing up on the list of options. What do I do?

  A: The list of options that appears as you begin typing, when entering waste components into the composition section of a waste Tag or Template, the system will autopopulate based on its database of chemicals, and try to guess what you are typing. Things like “debris”, “rags” or “sawdust” may not be in the database, yet they may be components of your waste. To enter them into a Tag or Template’s list of constituents, simply type what you want included. Then click your mouse anywhere outside of the field to make the prepopulated list disappear. What you typed will remain, enter the desired percentage and then the “+”, to add it to the waste’s composition. Note: Do not click TAB, as that will select the closest match in the prepopulated list. If that happens, just delete the incorrect constituent and begin typing the correct constituent again.

• Q: When I open my Templates in WASTe, I see several Templates under Global Templates. What are those?

  A: Global templates are general wastes that are found throughout the campus in different departments but that do not vary in their components (used batteries, oily rags, waste oil, etc.). The EHS Department has built these so that various campus generators can create Tags from them, or use them as templates to save time, etc. Even if your waste is slightly different (e.g., oily rags with trace acetone), you can start with the global template, modify it to include your specific change and save your version under your templates.

• Q: We are now are using WASTe in RSS. But I still have old containers labeled with the previous Red Waste labels. What do I do?

  A: If the containers are empty, you can remove the red tag and set the container aside for later use. If there is waste in the container, use the HAZARDOUS WASTE PICK-UP AND DISPOSAL REQUEST FORM to have it disposed. Even if the container is not full, you must have it removed as it will have been in yoru area beyond the legal time limit allowed. Cal Poly is no longer using the red labeling system for waste.

• Q: What type of containers do I use for my waste and where can I get them?

  A: Liquids go in a chemically compatible glass or plastic container with a leak-proof lid. Do not fill your liquid containers all the way to the top. Leave 1” of head space to account for expansion due to temperature. Solid wastes go in a sealed/closed container or double bagged in clear sealed bags. Sharps must be placed in puncture proof containers.

  You can request containers using Cal Poly’s new ONLINE SUPPLY REQUEST FORM, found on the EHS website. EHS maintains a stock of 1-gal, 2.5-gal, 5-gal, 30-gal & 55-gal containers for liquid waste and 1.25-gal, 2.5-gal, 5-gal, 30-gal, and 55-gal containers for solid waste. Don’t forget to request clear self-adhesive envelopes to affix waste Tags to their containers. While these are convent for attaching and protecting the tags, they are not required. You can also tape your tag to a container; just be sure you don’t obscure any of the Tag’s information.

  You can also re-use empty bottles in which materials were received, provided the waste is compatible with the empty bottle’s previous contents.

  For collection and disposal of biohazardous/medical wastes, review Cal Poly’s Medical Waste Management Program or contact EHS at hazwaste@calpoly.edu.

• Q: I need a container for my waste right NOW, what do I do?

  A: If you are in need a container immediately for your hazardous waste, send someone to Building 70, room 109. EHS keeps a stock of waste containers and can provide you with one.

• Q: What do I do with empty containers that previously held hazardous chemicals?

  A: First, you must determine if the empty container is regulated as a hazardous waste. There are certain chemicals that are so hazardous that even the residual left behind in an empty container presents a significant hazard. These are called Extremely Hazardous Materials and are listed here. If the chemical is listed as an Extremely Hazardous Materials, submit a HAZARDOUS WASTE PICK-UP AND DISPOSAL REQUEST FORM to have the empty container disposed.

  If the material is NOT listed as an Extremely Hazardous Material, you can reuse these containers in your lab or shop for accumulating hazardous waste (provided the waste is compatible with the empty bottle’s previous contents). If you can’t reuse containers, deface the label, and recycle them or dispose of in the regular trash, as appropriate.

• Q: Do I have to create a waste Tag in WASTe for expired materials which are still in the original packaging?

  A: No, if the waste is in its original labeled container(s) that accurately describe their contents (e.g., lab clean out of expired materials), you do not need to create a Tag in WASTe. Request a waste pickup using the HAZARDOUS WASTE PICK-UP AND DISPOSAL REQUEST FORM found on the EHS website. If you have many different containers of various wastes (e.g., lab clean out), you do not need to describe each waste separately in the form. Under the description for Waste #1, enter “various”, under the number of containers, enter the total number of all containers you are requesting for pickup and upload a photograph of the entire lot of containers. The photo is very important so EHS can ensure the proper resources when picking the containers up.

• Q: I have an unlabeled, unknown container of waste/material. What do I do?

  A: EHS cannot pick up unlabeled or unknow wastes. The campus Hazard Communication Program requires that all primary and secondary containers of hazardous material be labeled with their contents and primary hazards. If you have an unknown or unlabeled material, it means someone did not follow the correct procedures and area personnel may need retraining. Make inquiries with all parties (students, other faculty, equipment technicians, etc.) and make every possible attempt to identify the material. If you have made every possible effort to identify the material but are still unable, contact EHS at hazwaste@calpoly.edu. Special testing will have to be performed to identify the material. This testing is very costly, and your department may be charged for the cost to identify the material/waste. The best way to avoid this is to ensure all personnel in your area immediately label containers/beakers, etc., including secondary containers used temporarily, such as when running experiments.

• Q: What are my responsibilities as a campus generator of hazardous waste?

  A: Campus generators of hazardous waste are responsible for proper storage, labeling, inspection, and segregation of chemicals and waste in thier areas, and to provide training for all personnel involved in the handling hazardous materials including hazardous waste.

  1. Each Laboratory or Shop storing hazardous materials and/or generating hazardous waste must ensure their workspace is included in Risk and Safety Solutions (RSS) and applicable Roles are assigned to the appropriate personnel.
  2. Each Laboratory or Shop generating hazardous chemical waste must designate a location within the area for waste accumulation. This area is referred to as the "Satellite Accumulation Area (SAA)".
  3. At least weekly, containers must be inspected to ensure they are properly labeled, not leaking, closed when not actively adding waste, liquid wastes are kept in secondary containment, and all wastes are stored safely according to their chemical compatibilities.
  4. Ensure full hazardous waste containers have been identified for pickup when they become full.
  5. Ensure all laboratory or shop personnel involved in chemical waste management are trained to handle the materials safely and are aware of what to do in the event of a spill or other emergency.
  6. Incorporate waste disposal management practices into area procedures, including laboratory manuals used for instruction.
  7. Conduct an annual review of all hazardous materials to ensure those exceeding safe and practical usage are properly disposed and the inventory of material in the area are accurately reflected in the area’s RSS Chemical Inventory.

• Q: I work in an office space and we do not use RSS. How do I have my used batteries picked up?

  A: Request a waste pickup using the HAZARDOUS WASTE PICK-UP AND DISPOSAL REQUEST FORM found on the EHS website. You can also request a replacement container within the same form.

• Q: How do I dispose of e-waste (old computers, monitors, small electronics), etc.?

  A: Campus Surplus manages e-waste recycling. Submit a Facilities Service Surplus Request or contact Facilities Help Center at 805-756-5555.

• Q: I am not sure if my waste is hazardous. What do I do?

  A: First review the Safety Data Sheet(s) for the source material(s) of the waste (the materials used in the process/experiment/etc.). SDSs can be found in Risk and Safety Solutions (RSS) or in the campus MSDSOnline database (until December 2023, after 12/2023, SDSs will be managed solely in RSS). In most instances, if the materials used in the process were hazardous, the resultant waste will also be hazardous. If you are still unsure, contact the EHS Department at hazwaste@calpoly.edu.

• Q: Can I dispose of my material down the drain?

  A: In most cases, material that is not hazardous can be disposed of down the drain. That said, Cal Poly has a Industrial Pretreatment Permit with the City of San Luis Obispo which further limits what can be disposed of in the sanitary sewer (i.e. down the drain). Contact hazwaste@calpoly.edu for guidance and approval to drain dispose of nonhazardous materials.

• Q: What do I do with used toner and ink cartridges?

  A: Most manufacturers and distributors of toner and ink have a system to take back old cartridges for recycling. They typically are sent back to the manufacturer or distributor in pre-addressed and postage-paid packaging supplied at the time the new items were delivered or by requesting the send back supplies on their website. This is the preferred method of managing these items. Otherwise, the campus must pay to have them disposed. If you do not have a way to send the old cartridges back to the manufacture or distribute (e.g., Staples), Request a waste pickup using the HAZARDOUS WASTE PICK-UP AND DISPOSAL REQUEST FORM found on the EHS website. The next time you order toner and/or ink cartridges, be sure to order from a supplier that has a take-back program.

• Q: What do I do with old refrigerators or appliances?

  A: Refrigerators and certain appliances can contain powerful greenhouse gases that contribute to climate warming if released into the atmosphere from improper handling. These refrigerant gases must be removed from the units by EPA Certified technicians who ensure the gases are captured before the units are recycled for scrap. Submit a Facilities Service Request or contact Facilities Help Center at 805-756-5555 to have refrigerators, freezers or other appliances removed and handled properly.

• Q: What is a Universal Waste?

  A: Universal waste comes primarily from consumer products containing mercury, lead, cadmium and other substances that are hazardous to human health and the environment if handled imporperly, but do not pose a significant risk when handled in thier intact form. These items cannot be discarded in household trash nor disposed of in landfills. Examples of universal waste include batteries, fluorescent tubes, non-empty aerosol cans, photovoltaic panels/modules, intact mercury thermometers and electronics (e-waste). State and Federal regulations allow these waste streams to be handled, transported, and recycled following more simple requirements set forth in the universal waste regulations (UWR) (Cal. Code Regs, title 22, division 4.5, chapter 23). This does not mean that they are not still regulated wastes. They must still be handled properly, including labeling and containerizing when accumulating these materials. If you are accumulating used batteries or non-empty aerosol cans, you would create your container Tag under the “Universal” category in WASTe as opposed to the “Chemical” category. Or request a batttery bucket from EHS by contacting hazwaste@calpoly.edu. Pickup of universal wastes are done using the same process for having hazardous waste picked up. Except e-waste, which is picked up by the Surplus Department.

  If you work in an office or workspace that does not accumulate chemical hazardous waste or use/or store hazardous chemicals (thus does not use RSS), contact EHS at hazwaste@calpoly.edu for the proper container label.