Refrigerant Management
Promoting safe, responsible handling and disposal of refrigerants to protect the environment—ensuring certified technicians manage repairs and proper end‑of‑life processing for all equipment.
Gary Helsel
Refrigerants are used in a variety of applications including chillers, refrigerators and freezers, and air conditioners. If improperly vented to the atmosphere, these gases can cause harm to the environment. Penn State has developed a Refrigerant Management Program to address the proper handling of these materials. This program applies to all refrigerants, refrigeration equipment installed, decommissioned, or serviced, and the personnel responsible for its safe and proper operation at Penn State with the exception of several exempt substitute refrigerants specifically excluded by the Environmental Protection Agency.
At Penn State all refrigerants (Class I, Class II, and their non-exempt substitutes) will be recovered to the maximum extent possible from all equipment, regardless of the charge of the equipment. All refrigerant must be recovered from any equipment where servicing could cause a release. Releases of refrigerant from all equipment will be minimized through prompt repair or removal from service.
Any department that has equipment that contains refrigerant must ensure that any repair is made by a certified refrigeration technician and that disposal of any refrigerant-containing appliances is done through Lion Surplus to ensure that the proper procedures are followed.
Program Applicability
This program applies to:
- EPA‑certified technicians who maintain, service, repair, or dispose of refrigerant‑containing appliances at Penn State.
- Owners of appliances that contain 50 pounds or more of refrigerant in a circuit.
Important note: Regardless of refrigerant charge, all Penn State refrigerant‑containing equipment must have refrigerant properly recovered and documented prior to disposal.
Program Requirements
Supervisor Responsibilities: Supervisors of work units that service refrigerant‑containing appliances must:
- Ensure technicians receive appropriate training and use EPA‑certified refrigerant technicians when required.
- Maintain copies of technician certifications.
- Provide required personal protective equipment (PPE) and ensure technicians follow safe work practices.
- Establish and maintain written procedures for refrigeration work.
- Provide appropriate recovery and recycling equipment for the refrigerants and appliances serviced.
- Maintain required service records and submit records to appliance owners.
- Track all refrigerant purchased, used, removed, recycled, and reclaimed by the work unit.
Appliance Owner Responsibilities:
- Provide EHS with a list of all appliances containing 50 pounds or more of refrigerant under their responsibility and submit annual updates for equipment added or removed.
- Ensure service providers and contractors submit service records for owned appliances.
- Track refrigerant maintenance activities for appliances with 50 pounds or more of refrigerant, calculate leak rates, and complete repairs within required timeframes.
Training Requirements:
- Refrigerant technicians must complete EPA‑required training and certification in accordance with Clean Air Act Section 608.
Self‑Inspection Requirements:
- Service providers and appliance‑owning work units must complete an annual self‑audit to verify compliance with program requirements.
Recordkeeping Requirements for work units:
- Service records
- Leak‑rate calculations
- Appliance asset lists
- Refrigerant tracking logs
- Records must remain available for regulatory review.
Documents and Forms
Program:
Penn State Refrigerant Management Program (Revised 8/22)
Procedure:
- Appliance Owner Program Overview
- Certified Technician Program Overview
Forms:
- Refrigerant Management Program Forms (Excel workbook)
- Refrigerant Management Program Self-Audit for Appliance Owners (Revised 8/22)
- Refrigerant Managment Program Self-Audit for Service Providers (Revised 8/22)
- Refrigerant Containing Equipment Asset Form (Revised 8/22)
- Technician Refrigerant Service Log (Revised 8/22)