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Controlled Substances: CSUA Application

Use the online CSUA application to apply for and manage a Controlled Substance Use Authorization.

The Controlled Substance Use Authorization (CSUA) Web application provides a central and secure resource for the essential business processes and internal controls of UC San Diego's Controlled Substance Program, from application and authorization to inventory and personnel management.

Use the CSUA Web application to:

Note: Principal investigators and their CSUA Lab Contacts have access to this application. Other individuals listed as Authorized Personnel on a CSUA do not.

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Apply for a CSUA

Allow for processing time. Apply well in advance of your intended project to allow time to obtain CSUA approval and order CS products.

A separate CSUA is required for each location where CS will be used. Schedule I CS must be listed on a separate CSUA as well.

Prerequisite: You must have a UCSD Business Systems (Single Sign-On) user name and password and be registered with Environment, Health & Safety (EH&S) as a PI in order to apply for a CSUA. (Fill out the PI Information form if you haven't done so.)

Follow the steps below to apply for a new CSUA.

Step 1: Apply for a CSUA

  1. Go to My Research Safety, a Web portal for centralized access to your EH&S audits, inventory, and research authorizations.
  2. Click the Authorizations tab and select Controlled Substance Use Authorization to open the CSUA Web application.
  3. In the CSUA application, select the My CSUA tab. Select Apply for CSUA to initiate a new application. 
    Note: Alternatively, if a CSUA has already been initiated, access it by selecting My CSUA List from the My CSUA tab and then on the next page select the incomplete CSUA and click the “View/Amend CSUA” button at the bottom of the page.

Your CSUA application requires the following information:

    • PI Information, including a Personnel Screening Data Sheet – Principal Investigator form
    • CSUA Lab Contacts (see the Designate CSUA Lab Contacts section below)
    • Authorized Personnel (see the Manage Authorized Personnel section below)
    • Training status of all Authorized Personnel
    • CS storage location
    • Substance and yearly order amount
    • Protocol(s)
    • How CS will be used in each protocol
    • Department review

Use the Help tab for detailed instructions or contact ehscs@ucsd.edu or (858) 534-1362 for assistance.

  • Note: Only PIs may submit a completed CSUA application.

Step 2: Expect a storage review meeting

After your CSUA application is submitted, the CS Program Manager will schedule a site visit to verify that your storage facility meets security requirements.

Step 3: Complete required CS training

All personnel working with CS, including the PI, are required to complete the Controlled Substances Training eCourse on UC Learning Center, with refresher training required every 4 years.

Step 4: EH&S Review

Once all required elements of the CSUA are complete, the CS Program Manager will review the application to ensure the proposed work is authorized under current university-held DEA registrations.

When the CSUA is approved, the PI and CSUA Lab Contacts will receive an e-mailed confirmation with a copy of the CSUA.

Learn more about the CS Program:

Designate CSUA Lab Contacts

CSUA Lab Contacts are Authorized Personnel designated by the PI to help administer CS Program requirements for the lab. PIs can designate one primary CSUA Lab Contact and multiple secondary CSUA Lab Contacts.

CSUA Lab Contacts will:

  • Have login access to the online CSUA Application
  • Receive related e-mail notifications

How to manage CSUA Lab Contacts online

  • Go to My Research Safety.
  • Click the Authorizations tab and select Controlled Substance Use Authorization to open the CSUA Web application.
  • In the CSUA application select the My CSUA tab, then select the CSUA and "View/Amend" button to manage CSUA Lab Contacts in Section 2-Contacts.

When new CSUA Lab Contacts are added to Section 2-Contacts of the CSUA, they are automatically added to Section 3-Authorized Personnel.

Learn more about managing Authorized Personnel below.

Manage Authorized Personnel

Authorized Personnel are individuals assigned by the PI to access and work with controlled substances under a specific CSUA. Limit the number of Authorized Personnel to only those who need to work with or manage CS.

Individuals designated on the CSUA as Authorized Personnel, including the PI and CSUA Lab Contacts, must be screened and approved by EH&S and complete required CS training before they are permitted to work with CS.

Keep the Authorized Personnel list current at all times.

How to manage Authorized Personnel online

  • Go to My Research Safety.
  • Click the Authorizations tab and select Controlled Substance Use Authorization to open the CSUA Web application.
  • In the CSUA application select the My CSUA tab, then select the CSUA and "View/Amend" button to manage Authorized Personnel in Section 3-Authorized Personnel. The PI can:
    • Add or remove Authorized Personnel
    • Assign Storage/ Key Code or Authorized Recipient privileges
    • Upload PSDS forms in digital file formats (see the Upload PSDS section below for instructions)
    • Monitor training status

When an individual is added to the Authorized Personnel list, an e-mail notification is automatically sent to the individual instructing them to complete 2 actions:

  1. Submit a Personnel Screening Data Sheet – Applicant form to the PI or CSUA Lab Contact.
  2. Complete the required Controlled Substances Training eCourse on UC Learning Center.

Screening status

The PI or CSUA Lab Contact is responsible for submitting the completed and signed PSDS form to EH&S for each individual entered on the CSUA. EH&S notifies both the CSUA Lab Contact and the individual when Authorized Personnel status is approved.

Training status

After the individual completes the Controlled Substances Training eCourse, UC Learning Center will notify the CS Program Manager and the individual's training status will be documented in the CSUA online application.

Learn more about Authorized Personnel:

Upload Personnel Screening Data Sheets (PSDS)

Personnel Screening Data Sheets (PSDS) are used by EH&S to screen individuals designated on the CSUA as Authorized Personnel, including PIs and CSUA Lab Contacts, for eligibility to access and conduct work with controlled substances.

Information provided on the PSDS will be provided to and verfied by the federal Drug Enforcement Administration periodically to comply with UC San Diego's DEA registration requirements.

The PI or CSUA Lab Contact is responsible for submitting a completed and signed PSDS form to EH&S for each individual entered on the CSUA.

How to submit a PSDS form to EH&S

Digital file formats (a scanned PDF, for example) can be uploaded through the CSUA application from either the My CSUA tab or the My Personnel tab.

If you are unable to upload a PSDS form, send it to the CS Program Manager:

EH&S notifies both the CSUA Lab Contact and the individual when Authorized Personnel status is approved.

Monitor training status

CS training data is not editable in the CSUA application. The information is updated daily when EH&S receives e-mail confirmation of training completion from UC Learning Center.

How to view your lab's training history

  • Go to My Research Safety.
  • Click the Authorizations tab and select Controlled Substance Use Authorization to open the CSUA Web application.
  • Click on the My CSUA tab, select your CSUA number, and click the “View/Amend” button at the bottom of the page.
  • From this page, select the “3-Authorized Personnel” hyperlink on the left-hand side. This will display current and pending Authorized Personnel and their training status.
  • To see exact training dates for each person, select the individual and click the “View/Edit” button. A detailed popup window will appear.
Learn more about CS training

Order CS online

Manage inventory online

Request CS disposal

Amend, renew, or deactivate a CSUA

Use the CSUA application to amend, renew, or deactivate a CSUA.

How to do it

  • Go to My Research Safety.
  • Click the Authorizations tab and select Controlled Substance Use Authorization to open the CSUA Web application.
  • In the CSUA application, select the My CSUA tab to enter your CSUA amendments, renewals, or deactivation request.

Amendments

Amend the CSUA Contacts, Authorized Personnel, CS Storage Site, Protocols, and link each substance to a protocol as your CS needs change.

Amendments can be made in real time and do not need to wait for yearly renewals. Amendments are individually approved. The CSUA remains active and approved while the amended portion is pending review.

Renewal

Renew your authorization annually when you receive a renewal notification with instructions from the CS Program Manager. Renewal reminders are sent to the PI and CSUA Lab Contacts up to 70 days in advance, on the first of the month from ehscs@ucsd.edu.

For security purposes, only the PI can renew the CSUA. Renewal extends the CSUA expiration date by 1 year.

Yearly renewal consists of:

  • Reviewing current CS needs
  • Updating CSUA information
  • Reconcile physical inventory on-hand with CS Usage logs and update online inventory
  • PI Renewal of CSUA (a direct link to the CSUA renewal page is emailed to the PI)
  • Department review of the CSUA

Confirmation of CSUA renewal with a copy of the updated CSUA will be sent to the PI and CSUA Lab Contacts from ehscs@ucsd.edu.

  • Print and file the updated CSUA in the CS Log Book under the “CSUA” tab.

Deactivation

Deactivate a CSUA when you no longer need authorization to possess, purchase, or store CS for research purposes at UCSD.

Print a CSUA Summary/Report

Maintain a current copy of the CSUA Summary/Report in the lab’s CS Log Book. A new CSUA Summary/Report should be printed each time a change is made in the CSUA application. 

To print your current CSUA:

  1. Log into the CSUA application and click on the My CSUA tab to see My CSUA List.
  2. Select the appropriate CSUA on your list and click the CSUA Report button at the bottom of the page and print.

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Notice: Disposal of hazardous waste using sinks, intentional evaporation, or as regular trash is against the law. Campus laboratories must abide by strict state and federal waste disposal requirements. You may be held liable for violations of applicable laws.