The Audit Process

KSU Campus has recently undergone a multi media self compliance audit. We would like to thank all of the campus units for their ongoing hard work, support and commitment to environmental compliance. The audit process was divided up into six areas:

• Audit Survey

The objective of the survey process is to gain sufficient knowledge of an entity so EHS can design an audit plan to accomplish the assigned objectives. This survey is a thoughtful, systematic approach used throughout the University System of Georgia (USG) to determining the scope, and methodology to be used.  The survey process consists of familiarization, problem identification, internal control review, and audit planning detail.

• Fieldwork

Woodard & Curran along with USG staff performs audit steps according to the audit plan developed during the survey. These steps usually consist of examining supporting documents in order to identify procedures and make any necessary recommendations.
The emphasis of the evaluation is to determine if there are adequate control systems and whether the systems are functioning as intended. The controls are measured against University, State and Federal policies and procedures, as well as, generally accepted accounting principles. Areas of deficiency and potential recommendations are discussed with the appropriate staff and are documented in the audit work papers.
The duration of an audit will vary depending on its scope, level of cooperation from the audited unit, and access to personnel and records.

• Draft Report

After the field work is completed, Woodard & Curran produces a draft audit report. This report includes background information, audit observations, and recommendations for corrective action or improvement. Senior Management is provided a copy of the draft report for review prior to the exit conference.

• Senior Management Response

Management is given a specified time-frame to respond in writing to the audit report. This response will indicate what actions were taken or are planned in regard to the specific observations and recommendations in the audit report. Senior Management responses should include a timetable for the anticipated completion of their actions.

• Final Report

After receiving the senior management response, Woodard & Curran in conjunction with the USG system office submits a final report to the President, the Chief Business Officer and the Environmental Designee.

• Follow Up

EHS conducts a follow-up review approximately six to twelve months after the audit. The purpose of the follow-up is to verify management has implemented the agreed-upon corrective actions. EHS will interview faculty, staff, perform tests, and/or review new procedures. A follow-up memo will be issued describing the results of the review and indicate whether further actions are necessary.

Should you have any questions or concerns regarding the KSU multi media self compliance audit please feel free to contact us here at EHS or by phone at 770-499-3321.

See you around campus,
Gerald C. Donaldson, REM
Executive Director-EHS

Compressed Gas Cylinders

Compressed gases are used in several places around campus and can be flammable, corrosive, toxic, oxidizing or inert.  A compressed gas is defined as any mixture of gases in a container with a pressure exceeding 40 psi. at 70 degF, or 104 psi. at 130 deg F; or any flammable liquid with an absolute vapor pressure exceeding 40 psi. at 100 oF.

Compressed gas cylinders should be stored in an appropriate manner.  Incompatible gases must be segregated by at least 20 feet or an appropriately rated and designed wall or barrier.  Check the MSDS to see the storage requirements for specific gases.

Cylinders should be visually inspected to look for corrosion around valves.  Call the vendor if this condition if found.  Leaking cylinders should be isolated, if possible. 

Empty and full cylinders should be stored separately and marked accordingly.  

The safety cap should be left on cylinders during transportation and any time the cylinder is not in use.   During transportation, use a cylinder cart.

All compressed gas cylinders (whether empty or full) must be secured in an upright position using an approved chain, strap, or floor device to prevent falling. Securing devices should be placed around the top 1/3 of the cylinder.

Purchase only the size cylinder required for your job.  Cylinders that can be returned to the manufacturer are best, but if you have a cylinder that cannot be returned, you should create a waste card so that EHS can dispose of it appropriately.

Compressed gas cylinders should be tracked in the Chematix chemical inventory system.  Enter the units in pounds rather than liters.  When the cylinder is empty, mark it consumed in the inventory.  Create a new barcode for the new cylinder if one is purchased. 

Compressed gas safety is discussed in the KSU Chemical Hygiene Plan.  If you have questions, please contact Vanessa Biggers or Stephen Ndirutu.