Safety Surveys are annual consultations conducted by EH&S to identify potential safety hazards and provide educational support on regulatory requirements. These surveys are performed at least once per year to ensure laboratories operate safely and comply with policies relevant to the type of research and agents used.

If a safety concern is identified, the EH&S surveyor will offer recommendations to assist lab personnel in resolving the issue. Our broader goal is to empower researchers to proactively identify and correct safety concerns year-round, not just during scheduled surveys.

Survey findings are documented in Gator TRACS and shared with the Principal Investigator (PI), including a summary of required corrective actions. While all lab personnel listed on the PI’s roster can view the report, only the PI or designated Lab Manager may close or reassign corrective actions.

Process and Scheduling

The Safety Survey Schedule outlines a general timeline for inspections. This schedule is subject to change and does not guarantee a specific month for your lab’s survey.

When it’s time to schedule, an EH&S Coordinator will contact the PI and Lab Manager via email to arrange an appointment. If there is no response after three attempts, the coordinator will access the lab unescorted using a master key. The PI and Lab Manager will be notified in advance of the visit.

Survey reports are issued through Gator TRACS. To view your report:

• Go to Survey Findings
• Select Completed Surveys

Managing Corrective Actions

Most corrective actions are due within 30 days. To address them:

• Click Manage Actions on the Completed Surveys page in Gator TRACS
• Choose one of the following:
  • Complete – Close the action once resolved
  • Extend – Request more time
  • Reassign – Delegate the action to another team member

Tips for a Successful Survey

To prepare for your lab’s safety survey:

• Review the Lab Safety Survey Explanation Guide
• Update the Personnel tab in LATCH to reflect current lab members
• Verify training completion in the Training tab in LATCH
• Complete and approve the annual hazard assessment in LATCH
• Update your Chemical Inventory and SOPs at least annually
• If applicable, review and amend your biohazard project registration to reflect changes in rooms, personnel, or scope of work