Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

School of Science, Engineering and Technology

Review Cycle:

Annually or as required

Last Review:

May 2021

Related Policies and Additional References:



  • Provide a safe working environment for SET students who work in SET facilities after normal business hours or when the University is closed.
  • Protect St. Mary’s University assets.
  • Limit unauthorized access to SET buildings and laboratories.

Definition of After-hours

  • During the fall and spring semesters when classes are in session: 5:00 PM – 8:00 AM.
  • During summer (Monday following spring commencement to the start of the fall semester classes): 5:00 PM – 8:00 AM.
  • Breaks between semesters, weekends, holidays, and when the University is closed: All hours.

Buddy System and Access

  • A buddy in the context of this policy is a current faculty or staff member or student at St. Mary’s with appropriate and current training. S/he is familiar with emergency procedures and must be aware that s/he is serving in the “buddy” capacity.  No student will be admitted after hours unless a buddy is identified, approved, and present.
  • A buddy is not required for regular working hours contingent on the completion and approval of the risk/hazard assessment form and appropriate training.
  • The Associate Dean of SET is the approving authority for the risk/hazard assessment form.
  • The buddy system is recommended but not required for computer laboratories and classrooms.

Training and Supervision

  • All students working in SET laboratories must undergo required training on an annual basis in order to gain after-hours access.
  • General training will include chemical safety, hazardous waste disposal, PPE, fire safety, and incident communication, among other topics. SET faculty and staff members will conduct all necessary general training sessions.
  • Specialized training on working safely with specific chemicals, animals, and laboratory equipment will be required, depending on the nature of the access requested. Supervising faculty members will conduct training on specialized equipment and/or laboratory practices.  The IACUC is responsible for training related to animals.
  • The risk/hazard assessment will trigger periodic supervision by the faculty member requesting access, a designated staff member, or an appropriately trained and authorized student, depending on the hazard level.
  • A “Permission to Work after Hours in SET Laboratories and Classrooms” form must be completed by the student and supervising faculty member. Upon approval, the SET Associate Dean will submit Late Entry Pass request to St. Mary’s University Police Department.
  • A master list of all students with late entry passes will be maintained in Dean’s Office and placed on SET Gateway site by the SET Associate Dean.

General Rules

  • Students need to have a defined scope of work in a laboratory in order to seek access.
  • Food and drinks are not allowed in any laboratory.
  • Doors may not be propped open at any time.
  • Campus safety is to be called for in-and-out access for doors that do not have a keypad/swipe card or similar access mechanism.


  • Violation #1: Written warning
  • Violation #2: Suspension of privileges for semester or summer depending on timing. Full retraining needed.
  • Violation #3: Permanent suspension of privileges

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