C1. Scope
The management and control of chemicals is the responsibility of everyone involved in the acquisition, use, and disposition of them. Colgate University has a responsibility to comply with a myriad of federal, state, and local regulations covering chemical purchase, use, transportation, storage, emergency planning, and disposal. To satisfy this obligation, Colgate has implemented a comprehensive Chemical Management System that includes up to date inventories of our laboratory chemicals.
The following policies and procedures for chemical inventory control are designed to help users understand and meet the above responsibilities and requirements. The procedures cannot be designed to cover every situation. The system allows for flexibility provided that there is PRIOR coordination with the Environmental Health and Safety (EHS) Office. All chemical users must comply, and are urged to provide suggestions to assist in continuously improving these procedures.
See also Section I on Prior Approval.
C2. Objectives
The goals of our system are to:
The benefits of meeting our Chemical Management goals are reduced purchasing and disposal costs, regulatory compliance, and a safe and healthy environment for students, faculty, and staff.
C3. Overview
Colgate has implemented a computerized Chemical Inventory System to provide a perpetual inventory record of all chemicals located in the Natural Sciences Division. The components of the system are shown in figure 1. All chemical purchases are made through the EHS Office. Users place chemical orders on a special three part Chemical Requisition Form. The form can be campus mailed or hand carried to the EHS Office. The EHS Coordinator evaluates and approves the chemical order after checking available stock. Next, the requisition form goes to the Purchasing Department and an order is placed with the specified vendor. The vender ships the order to Central Receiving, where it is processed and then delivered to SB-3 McGregory. The order is unpacked and checked and a barcode tag is placed on each container greater than 25 g or 25 ml. Bar code tagging of chemical containers is central to an automated system because all information about a specific chemical container and its contents is keyed to a unique bar code tag number. The bar code tag number is like a license plate; the number is not coded to contain intelligent data. Rather it is the key pointer in a relational database to other information that relates specifically to that number. The tag number is printed in bar code 39 symbology and human readable format. Tags are also be applied to rooms, cabinets, and shelves to speed reinventory. The quantity, user name, location, PO #, vendor, date, and price are some of the information recorded for each chemical container in a database called ChIM (Chemical Inventory Management). Health, safety, and storage information is recorded under the Chemical Abstracts Service (CAS) Registry Number.
For more information see the Chemical Management Guide.
The acceptance of gifts is prohibited without the consent of the EHS Coordinator and Department Chemical Hygiene Officer (DCHO). Approved gifts must be tagged and entered into the Chemical Inventory System.
Once the initial physical inventory is completed the labs will be reinventoried on a regular basis using a handheld data collector and laser reader. The reinventory data is downloaded into a PC so that location changes and disposal information can be updated.
A blue recycling bin is located in most of the laboratories for collecting empty containers. This is so that the inventory can be maintained as up to date as possible. It is essential that all users comply with this collection system. Please get in the habit of saving all containers for collection. Once a chemical is consumed, it must be removed from the system to provide maximum benefits from the inventory. The recycling bins will be emptied by the EHS Office periodically. If chemical containers are saved and washed for reuse, please provide the EHS Office with the tag number(s) from the empty container(s).
C4. Chemical Requisition Forms
The Chemical Requisition Forms are for ordering chemicals, only. Please place orders for equipment and other non-chemical items separately on the Requisition for Supplies Form. Requisition forms are available in department offices and should be filled out and filed as follows:
Complete DEPT, DATE, CHARGE TO, and USER NAME.
The ROOM # is the room or lab where the chemical(s) will be used and/or stored. This MUST be completed for proper inventory tracking.
Complete the VENDOR section; for withdrawals indicate Chemical Stores or Stockroom.
Complete the QUANTITY/SIZE, DESCRIPTION, and CATOLOG/PRODUCT #. Often it is best to leave the price box blank if unknown, because the current market or discounted price is usually different from the stated catalogue price.
Circle YES in the CONFIRMING box if the order has already been placed to prevent duplication. The PO number should be recorded in top middle, as well.
If the shipping or delivery METHOD is known, complete this block otherwise leave it blank.
The AUTHORIZED SIGNATURE block is for the signature of the person authorized for the account code in the CHARGE TO box.
Filing the Chemical Requisition Form
Pink Copy
For new orders, keep the pink copy for department records. For
withdrawals, leave the pink copy attached. It will be mailed to
the department secretary by the EHS Office after the transaction
has been completed (usually at the end of the month).
Yellow and White Copy
The user always sends the white AND yellow copies to the EHS
Office. This is true of orders placed by the user. The EHS
Coordinator must initial the form in the approved box before it
goes to purchasing. Forms can be dropped off at the EHS Office
during window
hours for faster service.
White Copy
The EHS Office sends the white copy to purchasing. As stated
above, Purchasing does not accept white copies that have not been
initialed by the EHS Coordinator. Therefore, sending white copies
directly to purchasing will delay the receipt of your order.
last modified: April 08, 1998