Risk & Safety Solutions FAQs
RSS Frequently Asked Questions
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What is RSS?
Risk and Safety Solutions (RSS) is the CSU safety-management system used by California Polytechnic State University, San Luis Obispo. It is used in laboratories and workshops for hazard assessments, annual inspections, chemical inventory management, Safety Data Sheet management and hazardous waste management. RSS helps Principal Investigators, Instruction Support Technicians, Lab Managers, Delegates and other responsible personnel manage hazards and risks while meeting safety-compliance requirements.
- How do I log into RSS?
RSS can be accessed from the Cal Poly EHS website or Risk & Safety Solutions. Log in using your Cal Poly ID and password. If you are joining an established workshop or laboratory you will need to have the space owner or delegate add you as a member of the associated "group" before you can access the group's doucments including its hazard assessment, inventory(ies), or hazardous waste Tags.
If you are working in an area not previously set up in RSS, or there is a change in the group owner, please complete this form RSS NEW GROUP/GROUP CHANGE REQUEST or contact the EH&S Department at environmental-health-safety@calpoly.edu.
- How do I make a new group in RSS?
Groups must follow a specific naming convention. If you are starting a new lab or moving an existing lab and need to create a new group, fill out this form RSS NEW GROUP/GROUP CHANGE REQUEST.
- How do I add people to my group in RSS?
Owners and delegates of a group can add or delete members You do not need to contact EH&S to add or remove members unless you are removing/changing a group's owner.
- How do I remove people from my group in RSS?
Owners and delegates of a Group can add or delete members. You do not need to contact EH&S to add or remove members unless you are removing/changing a group's owner.
- How do I change the name of my group?
Groups must follow a specific naming convention. Be sure the new name follows the naming convention guidelines.
- Research group: Research Lab – Department – PI's Last Name – Building # – Room #
- Classroom group: Learning/Teaching Lab – Department – Last Name – Building # – Room #
- Clubs or other groups: Name of Club – Department – Department Faculty Leader – Building # – Room #
If more than one building is associated with your group, do not include the building or room. If more than three rooms are associated with your group, include only the building.
Contact EH&S for guidance if necessary. - How do I add or change the location(s) of my group?
Complete this form to make location changes to your Group RSS NEW GROUP/GROUP CHANGE REQUEST.
- How do I make a chemical inventory?
Watch the video on making a chemical inventory. Sublocations must be created before entering chemicals.
- How do I make sublocations?
- What should my sublocation be for my inventory?
Sublocations should reflect physical storage for easy finding and compliance. Examples include flammable cabinets, corrosive cabinets, shelves, cabinets and refrigerators.
- Why can’t I make a sublocation?
A common mistake is not returning to groups to add a location to the chemical inventory. Watch the video on fixing this issue.
- How do I add items to my chemical inventory?
- How do I remove items from my chemical inventory?
- How do I add a chemical that is not in RSS?
- How do I certify my chemical inventory?
- How do I get a hazardous door sign?
- How do I share or transfer chemicals between labs?
- How do I import my chemical inventory into RSS?
Importing a spreadsheet can be a quick way to complete or update an inventory. However, the spredsheet used must EXACTLY match the RSS Chemicals format, with all required inputs present. It is recommended that you try a test upload with one or two chemicals first to ensure your format and inputs will transfer. Watch the video on importing a chemical inventory.
- What chemicals or chemically based products qualify me to need a chemical inventory?
Accurately record in RSS Chemicals any hazardous chemical used, handled or stored in quantities equal to or greater than the following:
- ANY amount of a chemical, compound, or agent that is pyrophoric, water-reactive, potentially explosive, acutely toxic, peroxide forming, strongly corrosive, strongly oxidizing or strongly reducing.
- ANY amount of a chemical, compound or agent listed as a regulated carcinogen or reproductive hazard.
- ANY amount of compressed hazardous gas.
- 250 grams of a solid substance (if either of the first two do not apply).
- 100 milliliters of a liquid substance (if either of the first two do not apply).
- What can delegates do in a group?
Delegates can add, edit and remove members and locations, grant Delegate access to others, and receive administrative roles in documents such as hazard assessments, chemical inventories, inspections, etc.
- Can I have someone else set up my chemical inventory?
Yes. Anyone listed as a Delegate in your group has the same access as the owner and can set it up.
- Do I have to complete a chemical inventory using a desktop?
RSS is available in the app store for iOS and Android. You can complete the inventory through the RSS "Chemicals" app. Do not download the general RSS app. It will not access the chemical inventories.
- What do I name my group?
Names vary slightly based on the use, but must follow one of the naming conventions listed below:
- Research group: Research Lab – Department – PI's Last Name – Building # – Room #
- Classroom group: Learning/Teaching Lab – Department – Last Name – Building # – Room #
- Clubs or other groups: Name of Club – Department – Department Faculty Leader – Building # – Room #
If more than one building is associated with your group, do not include the building or room. If more than three rooms are associated with your group, include only the building. - What do I name my inventory?
Inventories are named similarly to groups.
- Research group: Research Lab – Department – PI's Last Name – Building # – Room # – Inventory
- Classroom group: Learning/Teaching Lab – Department – Last Name – Building # – Room # – Inventory
- Clubs or other groups: Name of Club – Department – Department Faculty Leader – Building # – Room # – Inventory
If more than one building is associated with your inventory, do not include the building or room. If more than three rooms are associated with your inventory, include only the building. - Why won’t my barcodes scan on the RSS app?
You cannot scan manufacturers' barcodes or QR codes to transfer container-specific details into RSS. RFID tags can be placed on containers when they are entered into your inventory. They are optional and are provided free of charge by EH&S. When used with the EH&S loaned scanner, RFID tags can make annual inventory reconciliation faster and easier.
For guidance on RFID tags or the inventory process, contact Erin Winett in the EH&S Department.
- What is an RFID tag and how do I use it?
RFID tags allow you to electronically identify containers as they are entered into your inventory. During subsequent annual reconciliations, tagged containers can be confirmed all at once with a quick scan of the room, using an RFID scanner loaned by the EH&S Department. It requires an extra step when setting up the inventory but pays off in the end especially if you have a lot of containers.
Note: Before applying a tag, make sure the container is clean and dry to help ensure the tag adheres securely.
- Why can’t I change the date I received my chemicals?
RSS automatically locks dates after entry. Contact service@RiskandSafetySolutions.com if changes are necessary.
- What volume of flammable liquids are needed to be in a flammable cabinet?
The campus Chemical Hygiene Plan requires flammable materials to be stored in flammable storage cabinets without specifying volume thresholds. Materials may be kept in the area for the day’s use, then moved to a centralized storage location. FM-approved containers may also be used as a “cabinet.” If so, transfer the manufacturer’s safety information to the safety container.
- What information do I need to add to my chemical inventory?
Fields that are not needed are labeled “optional.” Cal Poly requires the chemical name, number of containers, container size, units, physical state, container type, substance, and location. All other fields are optional.
- Who should be using RSS?
Unless your office workspace has no hazardous materials, machinery or processes, your area needs to be included in RSS as a group. If your work area has not been created in RSS, contact the EH&S Department for guidance. The PI, Laboratory Manager or shop area owner is responsible for ensuring their area is included. Find guidance and resources on the EHS RSS webpage.
- How do I transfer a group to a new owner?
Only Administrators, currently EH&S, can transfer ownership of a space. Owners and Delegates can add and remove members and change Members to Delegates or vice versa.
To change a group owner, submit this form RSS NEW GROUP/GROUP CHANGE REQUEST.
- How often should I update my chemical inventory?
Chemical inventories must be reviewed and updated at least annually, and sooner whenever there are significant changes to the chemicals or quantities stored.
Maintaining an accurate inventory is essential for safety, emergency response, regulatory compliance, and operational planning. Each laboratory’s inventory contributes to the building-wide evaluation of maximum allowable quantities (MAQs), which are limits established by fire code. The Office of the State Fire Marshal inspects Cal Poly buildings, and exceeding applicable MAQs may result in restrictions or a building shutdown until compliance is achieved. This can disrupt research and academic programs.
- What does a private container mean?
Marking a container or inventory item as “private” means it will not appear in the campus search function. Campus search helps faculty and principal investigators identify materials that may be available in other labs, particularly when they need only a small quantity or have a time-sensitive need. Search visibility does not grant access to a chemical. Researchers must still contact the lab that owns the material to request it.
This feature can help reduce chemical waste and disposal costs by allowing researchers to locate small amounts of materials before ordering a new container. For example, a researcher may need only a few milliliters of a chemical that is typically sold by the liter. If you do not want your material(s) to be visible, mark the relevant chemical(s) or inventory as private.
- Where else can I go if my question is not answered here?
- Contact EH&S: ehs-rss@calpoly.edu
- Visit the EHS RSS webpage.
- Contact RSS support: service@RiskandSafetySolutions.com
- Visit the RSS YouTube channel.