Responsible Official: Associate Provost Science Initiatives
Responsible Office: Provost Office
Effective Date: July 1, 2025
Revision Date: July 1, 2025
Policy Sections
4302.1 Establishing a New Student-Access Shop
4302.2 Infrastructure for Student-Access Shops
4302.3 Acquiring Tools for an Authorized Student-Access Shop
4302.4 Student-Access Shop Safety Rules
4302.6 Injury and Near-miss Incidents
4302.7 Tool Use Outside of Shops
Scope
This policy applies to all individuals working or observing in Student-Access Shops and:
- Establishes University-wide standards for:
- establishing Student-Access Shops;
- acquiring Tools for Student-Access Shops;
- working in Student-Access Shops;
- student use of Tools outside of Student-Access Shops, including Tools used in research laboratories or in outdoor settings;
- Authorizes and encourages individual Shop Supervisors to set their own more restrictive protocols as appropriate for those working in their Shop; and
- Defines roles and responsibilities.
Policy Statement
All individuals, including faculty, staff, trainees, students, and others, working in a Student-Access Shop, or using Tools, regardless of location, must be authorized to perform the work by the Shop Supervisor and comply with training and other requirements in accordance with University policies and established standards. Students must also meet these standards when using Tools outside of Student-Access Shops. See Procedure 4302 PR.03 Project Safety Review and Form 4302 FR.06 Student Project Safety Review Form. Students are prohibited from working in Employee-Only Shops.
Reason for the Policy
This policy was established to ensure a working environment that is as safe as possible in all Student-Access Shops and other locations where students use Tools. Individuals who are not Yale employees, post-doctoral trainees, or Banner-registered Yale students, are expressly prohibited from working in Student-Access Shops.
Definitions
Access Control Mechanisms
Security measures such as ID card readers, punch codes, or mechanical locks used to restrict entry to Student-Access Shops and Tool use to authorized individuals.
Direct Supervision
A Shop Supervisor or a Shop Monitor designated by the Shop Supervisor is physically present in the Student-Access Shop, actively overseeing activities to ensure adherence to all safety protocols and procedures. Direct Supervision includes maintaining a Line of Sight or immediate proximity to the individuals being supervised, enabling prompt intervention if necessary to prevent or address safety risks.
Emergency Power Off (“EPO”)
A switch or system that allows for the immediate shutdown of electrical power to Tools in an emergency.
Employee-Only Shop (Professional Shop)
A Shop intended for use solely by Yale employees. Students are prohibited from working in these Shops.
Fatigue or Impairment
A physical or mental state in which a Shop User’s performance may be compromised, requiring intervention by the Shop Supervisor, Shop Monitor, or Machine Shop Partner to ensure safety.
Graduate and Professional Student
A student registered in Banner and currently enrolled in one of Yale’s Graduate or professional schools.
Instructors and Faculty Advisors
Individuals who assign curricular projects to students to be completed in Student-Access Shops.
Line of Sight
The practice of maintaining a clear, direct visual connection between a Machine Shop Partner, Shop Monitor, or Shop Supervisor when using Tools or equipment or engaging in potentially hazardous activities. This ensures that trained personnel can quickly intervene in case of unsafe practices or emergencies.
Machine Shop Partner
A student designated by a Shop Supervisor to partner with and oversee one or two other users as described in Form 4302 FR.01 Acknowledgement of Shop and Tool User Roles and Responsibilities. The Machine Shop Partner must complete Shop User training and accept Machine Shop Partner System responsibilities outlined in this policy.
Machine Shop Partner System
A safety protocol requiring designated students (buddies) to work in pairs or groups to ensure a higher level of Oversight and immediate assistance while they perform tasks, monitoring for safe practices and offering support if assistance or emergency intervention is needed.
Minors
Individuals under 18 years of age.
Mixed Use Shops
An informal name for a Shop approved for use by employees and students. All mixed-use Shops must operate with Student-Access Shop standards.
Near-miss Incident
A potential hazard or incident in which no property was damaged, and no personal injury was sustained, but where, given a slight shift in time or position, damage or injury could easily have occurred. Near misses also may be referred to as close calls, near accidents, or injury-free events.
Oversight
The process of supervising, monitoring, or controlling Shop equipment and/or users. It involves the careful observation, management, and review of activities, operations, or individuals to ensure that they are performed correctly, efficiently, and in accordance with established standards.
Project Safety Review
A formal evaluation of student projects involving hazardous materials, Tools in Risk Groups 2-4, or projects that pose significant risks. The review ensures safety procedures are followed and must be coordinated with the Shop Supervisor or EHS.
Restricted Hours of Operation
Designated times when Tools within Student-Access Shops must be rendered inoperable and/or the Shop is closed. No work involving Tools in Risk Groups 2, 3, or 4 is allowed in Student-Access Shops between midnight and 6:00 AM.
Shop
A designated room, area, or makerspace where material modification, fabrication and repair activities take place, involving Tools and machinery that may present physical hazards.
Shop Monitor
A Graduate or professional student, or Yale employee, assigned responsibility by the Shop Supervisor for monitoring Shop Users working in an SSL-2 or SSL-3 Student-Access Shop. Individuals not in one of these categories must be reviewed and approved by the Shop Safety Committee, and must complete the required safety training, CPR/AED/First-Aid training, and possess adequate Shop and Tool experience before assuming this role.
Shop Observer
An individual in a Shop under the Direct Supervision of a Shop Supervisor but not authorized to touch or handle any material, or operate any Tool, machinery, or equipment. Observers must not engage in nor interfere with any hands-on tasks. Observers are exempt from training requirements and may not serve as buddies.
Shop Safety Level (“SSL”)
A designation assigned to each Shop based on hazards and safety controls present. Levels range from two (SSL-2) to four (SSL-4).1 The numerical Safety Level corresponds to the highest Tool Risk Group in the Shop.
Shop Supervisor
A staff or faculty member who has been assigned Shop Oversight and management responsibilities by the Shop’s Department or School, has completed the required safety training, CPR/AED/First-Aid training, and has professional-level training and experience in applicable Tool/machine safety, set-up, use and maintenance. The Shop Supervisor has authority to determine access privileges.
Shop User
Any individual working in a Shop.
Student-Access Shop
(also called a Student Shop) A Shop designated for student use, with a responsible Faculty member, Instructor, or Shop Supervisor overseeing its operations. Student-Access Shops must meet access, Oversight, and training standards outlined in this policy and its associated procedures.2
Tool
Any device or machine used to modify material or a feature of material (e.g., hardening of metal).
Tool Risk Group (“RG”)
A classification system for Tools based on their risk to the health and safety of users, ranging from Group 1 to Group 4, with Tool Risk Group 4 posing the greatest risk (see Procedure 4302 PR.04 Student-Access Shop Safety Controls and Tool Risk Group Classification for additional details.
Undergraduate
A student registered in Banner and enrolled in Yale College.
Visitor
An individual who is not a Yale employee, Yale post-doctoral trainee, or Yale student registered in Banner.
Visiting Assistant in Research (“VAR”)
A student currently enrolled in a Graduate program at another university (also called a Visiting Graduate Student), who has been admitted to the Division of Special Registration (“DSR”) as a Visiting Assistant in Research (“VAR”). Those visiting Graduate students who do not qualify to register as a VAR should be registered as a Sponsored Identity
Visiting Undergraduate
An Undergraduate student 18 years of age or older, enrolled in an accredited degree-granting institution other than Yale and registered as a Sponsored Identity at Yale. Visiting Undergraduates are not permitted to work in Student-Access Shops.
Working Alone
Occurs when a Shop User is out of the Line of Sight or is otherwise unable to communicate with another person who can assist in an emergency.
Policy Sections
4302.1 Establishing a New Student-Access Shop
To establish a new Shop, the faculty or staff sponsor must submit an application to Environmental Health and Safety (“EHS”) (see Procedure 4302 PR.01 Requesting and Establishing a New Student-Access Shop). This application will include:
- The academic purpose and justification for the Shop.
- A confirmed space and financial commitment including staffing plan.
- Proposed use, Tools, users, and Shop infrastructure.
- A plan for how users will be trained and overseen.
EHS reviews the application for consistency with Student Shop requirements and requests any clarifications or additional information if needed. Once complete, the proposal is presented to the Shop Safety Committee for review and approval. EHS notifies the sponsor of the Committee’s decision. No work is permitted in new Student-Access Shops until approval is granted by the Shop Safety Committee. A list of approved Shops is maintained in EHS Integrator.
4302.2 Infrastructure for Student-Access Shops
To ensure a safe working environment, all Student-Access Shops must meet the requirements outlined in Procedure 4302 PR.02 Student-Access Shop Safety Minimum Standards.
4302.3 Acquiring Tools for an Authorized Student-Access Shop
Tools and machines are classified into four general Risk Groups, ranging from Risk Group 1 (lowest risk) to Risk Group 4 (highest risk). Many factors influence the risk associated with a Tool and therefore the risk level assigned to it. Descriptions and examples of Tools within each Risk Group can be found in Procedure 4302 PR.04 Student-Access Shop Safety Controls and Tool Risk Group Classification.
- Tools and machines in Tool Risk Groups 3 and 4 must be reviewed by EHS before purchase or acquisition, per Policy 3220 Purchase of Restricted Items. These Tools must have protective guards and built-in safety features that comply with the standards set by the American National Standards Institute (“ANSI”) and any relevant standards from other recognized industry organizations. Once the Tool or machine arrives at the Shop, its make, model, and serial number must be emailed to ehs@yale.edu.
- Tools and machines in Tool Risk Groups 1 and 2 may be purchased or acquired by authorized Student-Access Shops without EHS review or approval.
Classifying the Shop Safety Level
A Shop’s classification, or Shop Safety Level (“SSL”), is based on the highest Tool Risk Group assigned to any Tool or machine within the Shop. For example, a Shop containing a Tool Risk Group 4 Tool would be classified as Shop Safety Level 4 (SSL-4). The SSL determines Shop infrastructure specifications, access controls, safety rules, training requirements, and other safety controls. (See Table 2 below.)
Controlling Access to Student Shops
All Student-Access Shops must have effective mechanisms for controlling or restricting access to both the Shop and its Tools. These measures must limit access to authorized users during appropriate working hours as determined by the Shop Supervisor and must ensure proper Oversight for Undergraduate and Graduate students. Minors and Visiting Undergraduates are expressly prohibited from working in Student-Access Shops.
- Access Control Mechanisms may include security systems, punch codes, or ID card access, depending on the SSL.
- Tool-specific access can be controlled at the room level via electronic access systems or by electronic or mechanical locks on individual Tools.
The required Access Control Mechanisms for each Shop are defined by the SSL (See Table 2).
Restricted Hours of Operation for Student Access Shops
No work involving Tools in Risk Groups 2, 3, or 4 is allowed in Student-Access Shops between midnight and 6:00 AM. During this time, the Shop must render these Tools’ power inoperable or lock them out.
Shops with Risk Group 2, 3, or 4 Tools must close for at least 6 consecutive hours each night. This closure must begin no later than midnight but may begin earlier. Reopening is permitted no earlier than 6:00 AM, though the Shop Supervisor may adjust the opening time to begin later to meet the individual Shop’s specific requirements.
All users are required to have a consecutive 10-hour break within every 24-hour period. While users are encouraged to limit shifts to 8 consecutive hours, they may work longer or shorter hours at the discretion of the Shop Monitor or Supervisor.
4302.4 Student-Access Shop Safety Rules
All Faculty, staff, and students must comply with Procedure 4302 PR.02 Student-Access Shop Safety Minimum Standards, which must be prominently displayed in each Shop.
Training
All Shop Users, buddies, monitors, and supervisors must receive appropriate training and possess the necessary experience to perform their roles safely. This training must be documented and maintained. Required training and experience for each role is outlined in Table 2.
All Shop Users must be trained in:
- emergency procedures;
- the location of available emergency equipment such as fire extinguishers, first aid kit, AED, Emergency Power Offs (“EPO”), etc.;
- paths of egress;
- incident reporting protocols.
Tool and Shop Use Oversight
Proper supervision is essential to mitigate the inherent risk of working with Tools and ensure a Shop environment that is as safe as possible. Undergraduate and Graduate students must abide by the Oversight rules outlined in Table 1 below.
Faculty and staff must follow Procedure 4302 PR.05 Controls for Tool Use by Students Outside of Student-Access Shops, to allow use of Risk Group 2, 3, or 4 Tools outside of an authorized Student-Access Shop, such as those used in a research laboratory or an outside area.
Shop Supervisors, at their discretion, may impose more restrictive Oversight rules for their individual Shops.
Oversight Requirements by Shop Safety Level- Table 1
| Shop Safety Level | Shop Oversight for Undergraduates |
Shop Oversight for Graduate Students |
|---|---|---|
| SSL-2 | Machine Shop Partner System | May work alone |
| SSL-3 | Shop Monitor or Shop Supervisor must be present | Machine Shop Partner System |
| SSL-4 | Shop Supervisor must be present | Machine Shop Partner System |
Required Controls by Shop Safety Level - Table 2
| Shop Safety Level | SSL-2 | SSL-3 | SSL-4 |
|---|---|---|---|
| Shop Access Control | ID Card access or an appropriate combination of locked cabinets, locked individual Tools and/or login/password protected Tool controls | All student Shops – ID Card access | All student Shops – ID Card access |
| Shop User Training |
|
|
|
| Shop Supervisor and Shop Monitor Training |
|
|
|
| Emergency Shut-Offs | Not required | Recommended but not required | Room-level emergency power-offs (EPOs) for electrical power to Risk Group 4 Tools |
| Tool Access Controls |
Locked cabinet (Tool key / code lockout for laser or thermal foam cutters) |
Locked cabinet |
|
4302.5 Project Safety Review
All Undergraduate student projects must undergo safety review by the Shop Supervisor if they involve hazardous materials, a Tool in Risk Group 2 - 4, or pose a significant health or safety risk to the student or others. If the project is not taking place within a Student-Access Shop, the safety review must be coordinated through EHS.
Please refer to Procedure 4302 PR.03 Project Safety Review for more specific rules and instructions.
4302.6 Injury and Near-miss Incidents
Faculty, staff, and students must report all Shop-related injuries and Near-miss Incidents as described in Procedure 4302 PR.06 Reporting Injury, Near-Miss, and Accidents in Student-Access Shops.
4302.7 Infrastructure for Student-Access Shops
All students must use and follow Procedure 4302 PR.05 Controls for Tool Use by Students Outside of Student-Access Shops when using Tools outside of an authorized Shop.
Roles and Responsibilities
Shop Observer Responsibilities
Shop Observers are individuals allowed to be present in the Shop for observational purposes only. They are not authorized to use, touch, or handle any Tools, equipment, or material. Shop Observers must:
- Be under the Direct Supervision of a Shop Supervisor;
- Refrain from touching or operating any Tools, machinery, equipment, or material;
- Maintain a safe distance from active workstations to avoid interference with ongoing operations;
- Comply with all posted safety rules and Shop policies; and
- Report any safety concerns to the Shop Supervisor immediately.
Shop User Responsibilities
All individuals who perform work in a Student-Access Shop must:
- Completely understand and observe all applicable Shop rules;
- Individually access the Shop by using the card reader, where applicable;
- Ensure proper attire and personal protective equipment is worn as described in Procedure 4302 PR.02 Student-Access Shop Safety Minimum Standards;
- Complete appropriate training, demonstrate proficiency in Tools they will use, and receive permission from the Shop Supervisor before operating equipment;
- Promote a culture of safety by modeling safe practices and assisting others when needed;
- Be aware of all safety equipment, emergency procedures, and egress paths;
- Report all safety incidents, unsafe conditions, near-misses and equipment or safety concerns (e.g., broken guards) to the Shop Supervisor immediately;
- Sign and abide by Form 4302 FR.01 Acknowledgement of Shop and Tool User Roles and Responsibilities.
- Sign and abide Form 4302 FR.07 Student-Access Shop and Tool Use Safety Agreement; and
- Comply with other relevant procedures as defined by this policy.
Machine Shop Partner Responsibilities
In addition to the responsibilities of Shop Users, Buddies must:
- Maintain awareness of all Shop activities and users;
- Possess a clear understanding of their Machine Shop Partner’s Shop activities (including project scopes, Tools to be used, physical space needs, and who will be performing the tasks);
- Ensure proper attire and personal protective equipment are worn;
- Always ensure a clear “Line of Sight” with their Machine Shop Partner while in the Shop;
- Know how to summon emergency assistance; and
- Reinforce Procedure 4302 PR.02 Student-Access Shop Safety Minimum Standards with enforcement when necessary.
Shop Monitor Responsibilities
Shop Monitors must:
- Demonstrate proficiency with Shop Tools and be certified as a Shop Monitor by the Shop Supervisor, including receiving training by EHS;
- Sign and comply with Form 4320 FR.02 Acknowledgement of Shop Supervisor and Monitor Responsibilities;
- Follow appropriate guarding and procedures when required to perform specialized tasks (and restore standard guarding upon completion);
- Promote a culture of safety by modeling safe practices and other means;
- Ensure Oversight of Shop Users; enforce safety rules; restrict access, prevent/halt operations, as necessary. Specifically:
- Observe Tool use to ensure that Tools are used appropriately and safely;
- Only allow Tool use by Shop Users identified by the Shop Supervisor as being trained and currently proficient in Tool use;
- Prohibit untrained Shop Users, or users with questionable proficiency, from using Tools until trained/retrained;
- Remove users who appear fatigued or otherwise impaired; and
- Implement Procedure 4302 PR.03 Project Safety Review.
- Report enforcement problems or unresolved issues with equipment or guards to the Shop Supervisor; and
- Comply with other relevant Procedures as defined by this policy.
Shop Supervisor Responsibilities
Shop Supervisors must:
- Ensure that guidelines from Procedure 4302 PR.02 Student-Access Shop Safety Minimum Standards are posted and clearly visible to all individuals entering the Shop;
- Be aware of and understand the risks associated with materials and equipment in their Student-Access Shops;
- Notify EHS when chemicals are added or removed from the Shop’s inventory;
- Sign and comply with Form 4320 FR.02 acknowledgement of Shop Supervisor and monitor responsibilities and complete required training;
- Create, communicate, and enforce Shop-specific written policies and procedures, as necessary;
- Determines, trains, and documents authorized users of the Shop and equipment;
- Work with Access Control to maintain an accurate and current list of people who should have card access; and
- Determines, implements, and maintains appropriate guarding and procedures for specialized tasks.
- Promote a culture of safety by modeling safe practices and other means;
- Ensure training and Oversight, restrict access, enforce safety rules, and prevent/ halt operations, as necessary. Specifically:
- Implement Procedure 4302 PR.03 Project Safety Review and retain signed Form 4302 FR.06 Student Project Safety Review Form with Shop records;
- Observe Tool use to ensure that Tools are used appropriately and safely; and
- Remove users who seem fatigued, otherwise impaired, or acting unsafely.
- Report enforcement problems or unresolved issues with equipment or guards to EHS, the Department, School, Shop Safety Committee, and/or Provost as appropriate; and
- Comply with other relevant Procedures as defined by this Policy.
Note: Individual Shop Supervisors may impose more restrictive rules than those outlined in the policy.
Instructor and Faculty Advisor Responsibilities
Instructors and Faculty Advisors must:
- Have a thorough understanding of the scope of student projects requiring Shop work;
- Identify the lowest risk Tools necessary to perform the work and communicate this to the Shop Users;
- Evaluate the hazards associated with the project;
- Estimate the time needed for the various Shop tasks;
- Understand the limitations of the Shop;
- Review and coordinate Shop work with the responsible Shop Supervisor to obtain their agreement; and
- Engage EHS, as necessary.
Lead Administrator/ Operations Manager Responsibilities
Lead Administrators must:
- Ensure purchases and acquisitions of Risk Group 3 through 4 Tools are reviewed and approved by EHS in accordance with Policy 3220 Purchase of Restricted Items.
- Ensure new Shops are established in accordance with Procedure 4302 PR.01 Requesting and Establishing a New Student-Access Shop; and
- Inform EHS of any updates regarding, or changes to, assigned Supervisors.
Deans, Directors, Department Chairs/Heads Responsibilities
The Deans, Directors, Department Chairs/Heads must:
- Employ appropriate authority to ensure compliance with this policy and related procedures;
- Assign a responsible Shop Supervisor, with commensurate training and experience to safely supervise Shop activities, for each Student-Access Shop; and
- Inform EHS of any changes relating to Shop Supervisors including suspensions or restrictions, leaves, terminations, vacancies, posting of new positions and new hires.
Environmental Health and Safety (“EHS”) Responsibilities
EHS must:
- Provide Oversight for compliance with this policy;
- Review and approve planned purchases of Shop machines and power Tools in Risk Groups 3-4;
- Provide training for monitors and supervisors;
- Assess facilities, work environments, Tools, and procedures;
- Maintain the list of approved Student-Access Shops within the EHS Integrator system;
- Maintain the electronic SDS binder for each Shop;
- Conduct periodic detailed safety audits and regular observations, walk-throughs, and follow-ups of all Shops on campus to ensure that any necessary corrective actions are taken and reported to the Shop Safety Committee; and
- Ensure that corrective and preventive actions are taken following injuries and Near-miss Incidents.
Shop Safety Committee Responsibilities
The Shop Safety Committee must:
- Provide Oversight of this policy;
- Recommend modifications to the related forms, procedures and forward to the Provost (or designee) for approval;
- Review, update, and ensure the appropriate classification of Tool Risk Groups;
- Review injuries, near misses, incidents, and corrective and preventive actions;
- Review and approve exceptions for Undergraduate Shop Monitors; and
- Review and approve proposals for new Student-Access Shops.
Notes
1 Minimal risk Tools are classified as Tool Risk Group 1 for informational purposes. Shop Safety Level 1 (SSL-1) Shops are not required to be approved or registered since they present minimal risks to users.
2 Some Shops are used by both employees and students, and while informally called “mixed-use Shops” they must meet the standards of and operate as Student-Access Shops.
3 Material covered will include background information about Yale’s Shop safety program, monitor/supervisor roles and responsibilities, machine safeguarding, general chemical safety, emergency response procedures, and fire prevention and response.
Related Resources
4302 PR.01 Requesting and Establishing a New Student-Access Shop
4302 PR.02 Student-Access Shop Safety Minimum Standards
4302 PR.03 Project Safety Review
4302 PR.04 Student-Access Shop Safety Controls and Tool Risk Group Classification
4302 PR.05 Controls for Tool Use by Students Outside of Student-Access Shops
4302 PR.06 Reporting Injury, Near Miss, and Accidents in Student-Access Shops
4302 FR.01 Acknowledgement of Shop and Tool User Roles and Responsibilities
4302 FR.02 Acknowledgement of Shop Supervisor and Monitor Responsibilities
4302 FR.03 New Student-Access Shop Request Form
4302 FR.04 Student-Access Shop Manager Candidate Assessment
4302 FR.05 Student-Access Shop Operational Plan
4302 FR.06 Student Project Safety Review Form
4302 FR.07 Student-Access Shop and Tool Use Safety Agreement