Learn how to manage CS inventory online and maintain CS Log Sheets onsite.
Manage your CS inventory online in the CSUA application:
Update remaining amounts at these times:
EH&S provides a CS Usage Log Sheet for each CS container when an order is picked up by the researcher. Each container is labeled with a unique identification number for ease of inventory tracking. Researchers will use the CS Log Sheet to account for dispensation of the controlled substance in the lab.
Principal investigators are required to keep CS Log Sheets on site in a separate Log Book (see CS Log Book below) and available for periodic audit by EH&S and/or the Drug Enforcement Administration.
The amount of CS in the lab must equal the amount recorded on the Log Sheet at all times.
It is recommended to make periodic checks of the CS inventory you have on-hand. Record these on log sheets as a new line item. Under the “Amount Dispensed” column, enter “0.” Under the “Reason for Use / Animal Protocol / Species” column, write “Inventory check/ Balances Match.”
These inventory checks can be conducted during Biennial Inventory, when there are changes in lab management, during self-audits, monthly or quarterly.
Follow these rules for CS Log Books:
Important: Report Log Sheet discrepancies, suspected misuse, or theft to the CS Program Manager, (858) 534-1362, immediately.
The federal Drug Enforcement Administration (DEA) and UCSD PPM 516-7 require an inventory be conducted and documented every 2 years. PIs must declare their inventory status even if there is zero CS in stock when biennial inventory is taken. The Biennial Inventory is a snapshot of the department’s on-hand Controlled Substance inventory at the “close of business” for that day. For UCSD’s Biennial Inventory purposes, the “close of business” is 4pm.
EH&S will notify the PI and CSUA Lab Contact(s) in at least 30 days in advance by e-mail. You will receive:
If you no longer need CS, listed chemicals, or California precursors, use the online CSUA application Inventory tab to submit a request to dispose of remaining inventory. Select the CSUA and click Search.
Important: There can be no remaining items in inventory when a CSUA is deactivated.
Expect an audit of your lab twice per year to evaluate compliance with UCSD's DEA registration. Unannounced spot-audits may be performed.
Recommended self-assessment frequency is based on usage:
Relocation of CS during lab moves or closures is strictly regulated and must be approved by Environment, Health & Safety.
Important: Moving Services must not transport CS.
New CS storage sites must be approved by the CS Program Manager before relocating inventory. Your CS inventory can be temporarily stored at a secure EH&S facility during your move.
Use the CSUA Web application to amend your CSUA when your existing CS storage site changes in any way:
Transfer of CS to another institution or PI is prohibited. Unused CS must be returned to EH&S.
Federal DEA regulations prohibit shipping CS to other institutions or facilities in most cases.