Controlled Environment Devices and Storage Policy

1. The purpose of our policy  

This policy sets out the principles under which Adelaide University manages the procurement, operation and safe management of controlled environment devices.  

This policy should be read in conjunction with: 

• Controlled Environment Devices and Storage Procedure 
• Hazard Management Procedure. 

2. Who our policy applies to  

Inclusions  

This policy applies to the Adelaide University community. 

Exclusions  

This policy does not apply to controlled environment devices managed by a third party, unless expressly governed by an agreement with Adelaide University. 

3. Our controlled environment principles 

3.1 We ensure all controlled environment devices meet compliance, insurance and legislative requirements 

• We will procure, insure, install, and maintain controlled environment devices to enable researchers, teaching staff, support staff, and facility standards to safeguard research and teaching materials for as long as required. 
• Controlled environment devices housing research and teaching materials, including samples for the purposes of conducting research or teaching, must be fit for purpose and managed in accordance with this policy and relevant legislative instruments.  
• Controlled environment devices and relevant research and teaching materials in breach of this policy may not be insured in the event of damage or loss. 
• Failure to comply with this policy may mean that financial support is not available from the University to assist in re-establishing research. It may also result in the loss of eligibility for funding until compliance is met and Adelaide University being in contractual breach in some circumstances. 
• Researchers who fail to comply with this policy and its associated procedure may be in breach of the Australian Code for the Responsible Conduct of Research and other legislative instruments. 

3.2 We apply robust risk management practices to safeguard people, materials and equipment 

• We are committed to a culture of safety, compliance, and continuous improvement for the management of controlled environment devices. 
• We ensure that access to controlled environment devices is limited to authorised and appropriately trained persons, and we provide support to help staff and students understand their responsibilities under this policy and the related procedures. 
• We identify, assess and control risks to controlled environment devices, and assign a risk impact rating to materials stored for research or teaching purposes. 
• We will accurately and promptly report and investigate incidents and near-misses involving controlled environment devices. 

3.3 We ensure controlled environment devices are appropriately secured, monitored and catalogued to protect research and teaching materials 

• Materials stored in ultra-cold freezers, including those owned by a third party under agreement with Adelaide University, and in cryogenic vessels must be catalogued in the Laboratory Information Management System (LIMS) to ensure accurate record keeping. 
• Critical materials stored in freezers and fridges must be consolidated into dedicated devices separate from those used for everyday access (where possible), and be catalogued in the Laboratory Information Management System 
• Hazardous temperature-sensitive chemicals must be stored in fit-for-purpose controlled environment devices and monitored as required. Any chemical placed into a controlled environment device must be listed in the ChemWatch GoldFFX manifest.  
• Controlled environment devices must be fitted, where appropriate, in accordance with their risk rating, with an alarm to detect failure. These devices must be connected to the Critical Equipment Monitoring System (CEMS) and the Integrated Security Management System.
• Local ultra-cold freezers used for research or teaching materials must be located in a secure and alarmed room or building. They must be connected to CEMS and the Integrated Security Management System, and the space must have back-up systems in place in the event of failure. On-call staff must be identified in accordance with the associated procedure. 
• Scientific materials requiring cold storage and associated with an externally-funded research project must be stored in a manner that fulfils the contractual obligations of the funding body and align with the Australian Code for the Responsible Conduct of Research and the Adelaide University [Research Integrity Policy]. 

3.4 We manage the Adelaide University Biobank in accordance with research integrity and data management procedures 

• Operations of the University Biobank and the Laboratory Information Management System (LIMS) must comply with the [Investigating and Managing Research Conduct Procedure] and the [Research Data and Primary Materials Procedure]. 
• Working and archival critical materials in ultra-cold freezers with an assigned risk rating of ‘Extreme’ or ‘Irreplaceable’ must be stored in the Biobank. If materials are in current use, aliquots or duplicates should be stored in the Biobank where possible. Exceptions may be approved by the [Biobank Manager] on a case-by-case basis. 
• Physical access to the Biobank facility is limited to Biobank staff and security personnel. 

3.5 We uphold foundation university policies during the transition to Adelaide University standards  

• We recognise and celebrate the provenance of Adelaide University research and teaching materials and are committed to continuing the tradition of research excellence established by our foundation universities. University of South Australia. 
• Until such time as foundation universities controlled environment devices are audited and insured in accordance with the relevant policies and procedures established by Adelaide University, the following protocols apply: 

Controlled environment devices and relevant research and teaching materials originating from   foundation universities will align with the following foundation universities policies and procedures: 

University of Adelaide 

• Cold Storage Management Policy 

University of South Australia

• Cold Storage Management Protocol 
• Controlled Environments Policy 
• Controlled Environments Procedure 
• Freezer and Cold Storage Policy 
• Safe Management of Chemicals Procedure 

A [Register for Controlled Environment Devices and Storage Policy Compliance] will be established and maintained by [Delegated Authority] to support the transition to full Adelaide University compliance by 2029.  

4. Definitions used in our policy 

Please refer to our Adelaide University Glossary for a full list of our definitions.  

Adelaide University community means a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and non-staff members of Adelaide University including alumni, honorary titleholders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers and partners who are engaging with and contributing to the work of Adelaide University. 

Controlled environment devices means any device that is used for the purpose of changing temperature and/or humidity and/or oxygen level to store research and teaching materials that are required to be kept at a certain temperature/condition. These devices include, but are not limited to, +4-degree fridge; -20-degree freezer; -40-degree freezer; -80-degree freezer; walk-in fridge; walk-in freezer; walk-in constant temperature rooms, cryogenic vessel; and incubators. 

Foundation universities means the University of South Australia and The University of Adelaide. 

Incident is any unplanned or unintended event, situation or occurrence, regardless of severity, that disrupts, or has the potential to disrupt, normal operations or processes at Adelaide University. 

5. How our policy is governed

Our policy is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below. 

6. Legislation and other documents related to our policy

7. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.