IBC Policy 500 - Reporting Incidents and Violations

Adopted May 21, 2026

I. Policy Purpose

This policy establishes requirements for the reporting of incidents involving biohazardous materials and recombinant or synthetic nucleic acids to ensure compliance with applicable regulations and promote the safety of personnel, the public, and the environment.

II. Policy Definitions

Incident means any unplanned event involving IBC regulated activities that results in, or has the potential to result in, exposure, injury, illness, environmental contamination, loss, release, or noncompliance.

Regulated Activities include any research, teaching, and/or contracted service activity with r/sNAs or biological hazards conducted by SIUC faculty, staff, volunteers, and students.

r/sNA refers to recombinant or synthetic nucleic acid molecules. These molecules are subject to the federal NIH Guidelines cited above.

III. Policy Statement

This policy establishes minimum reporting requirements for IBC regulated activities and does not replace emergency response procedures or medical treatment protocols. All incidents involving biohazardous materials, recombinant or synthetic nucleic acids, or other IBC regulated activities must be reported promptly to the Institutional Biosafety Committee (IBC) and in accordance with this policy.

Timely reporting supports appropriate response, risk assessment, and compliance with institutional and regulatory requirements. Incident reports may be made to the Office of Research Compliance (ORC), the IBC Chair, or IBC Biosafety Officer. Such incidents may also require separate reporting to the Center for Environmental Health and Safety (CEHS), in coordination with the IBC/ORC.

IV. General Procedures

Reporting Responsibilities

The Principal Investigator (PI) is responsible for ensuring that incidents are reported. In the absence of the PI, a supervisor or laboratory personnel must submit the report. Laboratory personnel are expected to notify the PI or supervisor as soon as possible.

Incidents or concerns may be reported in writing to ibc@siu.edu, verbally to the IBC Chair or IBC Biosafety Officer, or anonymously to the Office of Research Compliance at 618-453-4530 or through the anonymous web reporting tool. SIUC will not tolerate retaliation against individuals who report violations.

Reportable Incidents

Reportable incidents of IBC regulated activities include, but are not limited to:

• Exposures, injuries, or illnesses, including near misses.
• Spills outside of primary containment equipment.
• Loss, theft, or release of biohazardous materials.
• Environmental contamination.
• Equipment or facility failures affecting containment (e.g., ventilation, safety equipment).
• Unsafe practices, unauthorized activities, or noncompliance.

Reporting Timeframes

• Serious injuries, illnesses, or exposures must be reported immediately in accordance with applicable regulatory requirements.
• All other incidents must be reported within 24 hours.

Additional Requirements

Certain incidents may be subject to additional reporting requirements under federal or state regulations.