EHS Assist

What is EHS Assist?

EHS Assist (EHSA) is a user-friendly, comprehensive, online information management system that assists VU researchers with managing their safety and compliance responsibilities and information related to the use of hazardous research materials and equipment.

The EHS Assist system:

reduces administrative and management burden
improves efficiency
improves data accuracy
increases data transparency

EHS Assist provides one portal for researchers to manage chemical, radiation, X-ray, laser, and biological safety information as well as the following:

Access safety data sheets (SDSs);
Update the users, locations, and inventories of hazardous research materials such as chemicals;
Track research safety training completion data updated daily from Vanderbilt's Learning Hub;
Order radioactive materials if approved;
Respond to inspection findings;
Request hazardous waste collection services and supplies.

How to...

Access EHS Assist

EHS Assist Link: http://ehsa.vanderbilt.edu

Sign In Information

• For VU individuals, sign in through Vanderbilt’s SSO page.

• For VUMC individuals, sign in with your VUMC email to be taken to VUMC’s SSO page.

• For new researchers who need access to EHS Assist or help adding a lab’s inventory, please contact ehsa@vanderbilt.edu.

• For existing researchers who need to add, edit, or remove existing lab members, access the User Registration Guide.

EHS Assist Guides

General

EHSA Assist Orientation Guide – this guide is the first step to familiarizing researchers to the EHS Assist platform and its modules
Lab Hazard Signs Guide – how a PI or lab manager can add or remove emergency contacts or print a lab door hazard sign
Training Completion Records Guide – how a PI or lab manager can view current and historical EHS training completions for your researchers
Inspection and Audit Guide – how to respond to findings from a lab inspection
Chemical Safety Guides and Templates

Chemical Inventory Guide – how to view, search, add, remove, share, and transfer chemical items in an inventory
Template for Importing Chemicals into a Chemical Inventory – use this excel template when importing your complete inventory into a new inventory or adding batch chemicals into an existing inventory
Chemical Inventory Verification Guide – how to compare the inventory data in EHS Assist with what is physically in the lab at any given time. This can be accomplished with or without a barcode scanner.
Chemical Fume Hood Guide – how to access information on chemical fume hoods in your lab
Hazardous Waste Collection and Supply Request Guides

Chemical Waste Collection Request Guide – how to add/view a chemical waste pickup or supply request (not for use with biological or pathological waste items)
Radioactive Waste Collection Request Guide – how to add/view a radioactive waste pickup or supply request
Biological Safety Guides

Coming soon!
Laser Safety Guides

Laser Inventory Guide – how view and update information about the lasers in a lab
Laser Registration Guide – how to register Class 3B and 4 lasers for your lab
Laser Transfer and Disposal Guide – how to transfer or dispose of existing laser inventory
Radioactive Material (RAM), X-ray machine, and Irradiator Guides

RAM Buyer's Orientation - in this video, the process of ordering radioactive materials through Research Safety Assist is demonstrated.
RAM Buyer’s Guide – how to enter and submit a radioactive material (RAM) requisition
RAD Meter Guide – how to access information on radiation meters in your lab
Radioactive Material Permit Application Guide – coming soon

FAQs

The first time I log into EHS Assist, I only see Waste Requests and Waste Supplies. How do I gain access to the other functions of EHS Assist?

Reach out to the EHS Assist Administrator at ehsa@vanderbilt.edu for help accessing EHS Assist and any information related to your lab.
How do I set up my lab’s chemical inventory for the first time?

EHS recommends that the first time a PI’s chemical inventory needs to be added to EHS Assist, you should reach out to ehsa@vanderbilt.edu for assistance. Once the inventory has been loaded successfully into EHS Assist, moving forward, you can use the chemical inventory template to make changes to the existing inventory.
When placing a waste collection request, EHS Assist is asking me to create a waste profile. What do I do?

After logging in, the first time you try to place a waste collection request in EHSA, you will be asked to add required fields to set up your Waste Request Profile.
1. Click Yes to continue filling out the Waste Request Profile.
2. Fill out the required fields (*) under the User Information section.
3. Under the Waste Request Information section, this is the list of PIs that you want to request waste collection requests for.
a. If there isn’t anyone listed, click the Add button. This will bring up the Modify window.
b. Fill out this information and click Attach to add the PI.
4. Repeat this step until all of the PIs that you want are listed.
5. Click Save to save your Waste Request Profile.
How can I reorder the columns in EHS Assist and save that format for later?
1. While working in EHS Assist, reorder the columns how you would like them to remain.
2. Click the EHSA button in the top left of the page to navigate to EHS Assist's homepage.
3. In the upper right of the home page, you will see your name located in a dropdown menu.
4. Click the dropdown and select the Save Settings option.
Now every time you log into EHS Assist, your columns will remain in the new order.
How do I transfer or move the chemicals in the inventory?

For guidance on updating a chemical inventory, refer to the Chemical Inventory Guide, on How to Transfer/Move Chemical Inventory (pg. 29).
What do I do if I can’t access EHS Assist or can’t access information about the lab I currently work in?

Reach out to the EHSA Administrator at ehsa@vanderbilt.edu for help accessing EHS Assist and any information related to your lab.
During inventory verification, can I edit the location or sub location of a chemical without having to leave the verification process?

When verifying your inventory, whether manually or with a scanner, each chemical will display a ‘View/Edit’ button on it. When you click the View/Edit button, it will allow you to update a few details of the chemical without leaving the entire verification process.
What do I do if I receive an internal server error?

Contact the EHSA Administrator ehsa@vanderbilt.edu and explain what module you were in, and which process you were doing while in RSA. Depending on the process and module, if any data was lost during the process, there will be a possibility of retrieving and restoring the lost data.
What internet browsers can I use with EHS Assist?

Currently, Google Chrome, Firefox, and Microsoft Edge are fully supported browsers for EHS Assist. Internet Explorer is not supported.
Can I use EHS Assist on a mobile device?

Yes, you can access EHS Assist on a mobile device using https://ehsa.vanderbilt.edu on your device's browser.