Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Facilities Services

Review Cycle:

Annually or as required

Last Review:

March 2021

Related Policies and Additional References:



The purpose of this document is to describe the procedure to collect, store, and dispose of used oil.


St. Mary’s University has in operation van pool vehicles, tractors, mowers, and gators that have intervals for oil changes. Each cycle accumulates 30 – 35 gallons of used oil. The intervals are in 3-month cycles.


This document applies to the St. Mary’s University Facilities Department (Grounds/Automotive Division).


The used oil collected from the vehicle oil changes will be stored in a sealable container.

  • Used oil containers located at the service point must be set on a secondary containment structure such as a catch crate or spill control container that will hold twice the amount or the used oil in the container to prevent from leaking into storm or sewer drain.
  • The spill control container and the storage container must be kept in a dry place (in a bay or under an overhang to prevent the accumulation of precipitation in the containment and possible overrun).
  • The container should be located at an appropriate distance from any storm drainage inlet or sewer drain to reduce the potential of used oil from contaminating any water source.
  • Used oil containers/tanks must always be kept closed except when adding or removing waste.

The Facilities Chemical Waste Storage building will be used to store the filled used oil containers awaiting disposal by the service provider. The used oil container shall also be set on a secondary containment structure in the storage building.

  • Only the Automotive subdivision representative (Lead Mechanic) is to transport the filled used oil containers from the service point to the Chemical Storage building.
  • Any spillage occurring during the oil pickup (draw) process will be cleaned up immediately using the procedures described in the Spill Prevention Control and Countermeasure (SPCC) Plan.

The service provider will pick up (draw) the used oil from the container and provide the University with a Disposal Manifest. The manifest at a minimum shall contain the following information:

  • Date:
  • Quantity:
  • Description:
  • Service Provide Name:
  • Service Order Number:
  • One backup used oil container will be kept in the Chemical Storage building and will be rotated with the filled container located at the service point to ensure that there is a used oil container available at all times during normal operations.


The Automotive subdivision representative (Lead Mechanic) transports the filled and empty used oil containers to and from the storage building, verifies and obtains the Disposal Manifest that includes the required information, completes the Usage Log entry, and submits all documentation to the Grounds Division Superintendent.

Grounds Division Superintendent schedules Used Oil pickup, ensures all personnel handling used oil have been trained, and submits all documentation to the Facilities Services Office.


All personnel responsible for used oil disposal shall have been trained on this procedure and the SPCC Plan.

Record Keeping

The Vendor Disposal Manifest and the Usage Log must be kept in the Facilities Services Office, per St. Mary’s Retention Policy.

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