Comply with EHS requirements for grant proposals

You have a grant proposal due and suddenly you realize there’s a step you’ve overlooked. You must certify, with the help of the MIT Environmental Health & Safety (EHS) Office, that your project will be environmentally compliant.

Contrary to popular belief, this step is not the responsibility of the Office of Sponsored Programs (OSP), but of the individual department, lab, or center applying for the grant. Occasionally, EHS can take care of a last-minute request, but many times providing documentation is not so simple. If you fail to tackle this step early in the grant preparation process, you could be in danger of missing your deadline.

Here is the standard operating procedure (SOP) to follow when a federal sponsor or other granting organization requests verification that MIT (or one of its DLCs) is in compliance with all relevant environmental, health, and safety requirements.

1. Start early

It could be a long process, so get the ball rolling as soon as you can. EHS keeps updated databases of key documents like OSHA and EPA citations, but funders often require that MIT tailor the information to the specific grant, which can take time. By notifying your EHS Coordinator or the EHS office as early as possible, you can make sure to complete the granting agency’s sometimes lengthy list of environmental specifications.

2. Contact the right person

The EHS office can certify whether your department, lab, or center complies with a granting agency’s EHS requirements, so make sure to connect with the right person from the start. Connect with the EHS Coordinator in charge of your DLC or your contact in the EHS Office. Don’t know who that person is? Check this list or contact EHS via email or call x2-3477.

3. Complete any necessary training

Some grantors require those who will be leading or participating in the project to undergo EHS training in areas applicable to the grant. In order to certify your grant application, EHS will verify that relevant personnel or groups have completed required EHS training. You can use Atlas to confirm which individuals within your DLC have received the proper training in certain materials or processes. EHS also can arrange for key faculty, staff, or students to get the training they need to fulfill the grant requirement. Check with your EHS Coordinator or contact EHS via email or call x2-3477 to learn more.

4. Make sure your space is registered with EHS

If the space where the work of the grant will be conducted has been registered by EHS, the certification process will go much more quickly, because key information about your DLC’s compliance will be on file. If your space isn’t registered, consider completing the registration process as soon as you can. Registering the space will save you time and hassles when you prepare future grant proposals—and is a smart safety step. Check with your EHS Coordinator or contact EHS via email or call x2-3477 if your DLC does not have an EHS Coordinator.

Read more about the EHS Standard Operating Procedure (SOP) for pursuing EHS certification for grant applications.