Controlled Substances: CSUA Application

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

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

Prerequisite: You must have a UC San Diego 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 have not done so.)

Follow the steps below to apply for a new CSUA.

Step 1: Apply for a CSUA

1. Go to the online CSUA application
2. Under 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 options, 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:

1. • 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(s) and yearly order amount(s)
   • Protocol(s) (if using animals, IACUC animal protocol approval is a pre-requisite)
   • Detailed CS use description(s)
   • Department review

Use the Help tab for detailed instructions or contact Controlled Substances Program (CSP) or (858) 534-9016 for assistance.

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

Step 2: Expect a storage review meeting

After your CSUA application is submitted, contact the CSP to schedule a site visit and review of the proposed CS storage area to ensure it meets security requirements.

• See Controlled Substances: Storage 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.

• See Controlled Substances:Training

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 Drug Enforcement Administration (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 Controlled Substances Program (CSP):

• Controlled Substances Program
• FAQ

CSUA Lab Contacts are AP 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 add CSUA Lab Contacts online:

1. Go to the online CSUA application
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the ‘View/ Amend CSUA’ button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 2-CSUA Contacts to manage the CSUA Lab Contacts list
5. Use the search utility at the bottom of the screen to find the name of the person to be added
6. Select the name of the person to be added and then click on the ‘Add to Contact List’ button
   1. Designate a role (Primary Lab Contact, Secondary Lab Contact, etc.) using the drop down menu next to the individual's name (there can be one Primary Lab Contact and up to ten Secondary Lab Contacts) 
   2. Be sure to click the ‘Save’ button at the bottom of the page to save the changes

How to remove CSUA Lab Contacts online:

1. Go to the online CSUA application
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the ‘View/ Amend CSUA’ button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 2-CSUA Contacts to manage the CSUA Lab Contacts list
5. Select the radio button next to the person’s name which needs to be removed from the CSUA Contacts list, click the ‘Remove’ button, and then click the ‘Save’ button at the bottom of the page
   1. To remove an individual completely from the CSUA, then also remove them from section 3-Authorized Personnel.

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

Learn more about managing AP below.

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

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

Keep the AP list current at all times.

How to add AP online:

1. Go to the online CSUA application 
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the ‘View/ Amend CSUA’ button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 3-Authorized Personnel to manage the AP list
5. Use the search utility at the bottom of the screen to find the person to be added
6. Click the radio button next to the name of the person to be added and click the ‘Add to Personnel List’ button
   1. Designate the person’s additional responsibilities:
      1. Authorized Recipient – those with the privilege to pick up CS packages when they arrive at EH&S
      2. Storage Key/Code – those with access to the CS Storage Key or Combination Code
   2. Be sure to click the ‘Save’ button at the bottom of the page to save the changes

How to remove AP online:

1. Go to the online CSUA application 
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the ‘View/ Amend CSUA’ button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 3-Authorized Personnel to manage the AP list
5. Select the radio button next to the person’s name which needs to be removed from the CSUA, click the ‘Remove’ button, and then click the ‘Save’ button at the bottom of the page

Additionally, the PI can use this section to:

1. • Add or remove AP
   • Assign AP privileges: 
     • Record granted access to storage with key/code
     • Assign Authorized Recipient role to pickup shipments
   •  Upload Personnel Screening Data Sheets (PSDS) in PDF format (see the Upload PSDS section below for instructions)
   • Monitor training status 

When an individual is added to the AP 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.
2. Complete the required Controlled Substances Training eCourse on UC Learning Center.

PSDS Screening status

The CSP reviews the PSDS and notifies both the CSUA Lab Contact(s) and the individual by email when AP status is approved.

CS Training status

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

• See Controlled Substances: Training to learn how to view a lab's training history

Learn more about Authorized Personnel:

• Controlled Substances Program – Authorized Personnel

• Controlled Substances: FAQ

PSDS are used by the CSP to screen all individuals listed in the Authorized Personnel (AP) section of the CSUA. These forms are used to evaluate an individual's eligibility to access and conduct work with CS.

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

The PI or CSUA Lab Contact(s) are responsible for submitting a completed and signed PSDS form to the CSP for each individual entered on the CSUA.

• PSDS Forms for PIs and Applicants are available on the EH&S Forms page in the Controlled Substances section.

How to upload a PSDS form to the CSUA

PSDS can be uploaded directly to the CSUA in PDF format. To upload a PSDS directly to the CSUA:

1. Go to the online CSUA application 
2. Under the My CSUA tab, select My CSUA list
3. Select the appropriate CSUA and click the View/ Amend CSUA button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 3-Authorized Personnel 
5. Find the name of the individual that corresponds to the PSDS and click on the Upload link the PSDS column
6. Click on the Browse button and upload the PDF file from your computer
7. Click on the Save button at the bottom of the screen

If you are unable to upload a PSDS form, send it to the CSP:

• Fax: (858) 822-0561
• Mail Code: 0090
• E-mail: ehscs@ucsd.edu

The CSP notifies both the CSUA Lab Contact(s) and the individual when AP status is approved.

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

How to view your lab's training history

1. Go to the online CSUA application
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the View/ Amend CSUA button at the bottom of the screen
4. Using the navigation on the left side of the screen, click on section 3-Authorized Personnel to view a list of current and pending AP and their training status
5. To see exact training dates for each person, select an individual and click the View/ Edit button to open a detailed personnel page

Learn more about CS training

• See Controlled Substances: Training

• See Controlled Substances: How to Order to learn how to requisition CS online

• See Controlled Substances: Managing Inventory to learn how to manage CS inventory online and maintain CS Usage Log onsite

• See Controlled Substances: Disposal to learn how to use the CSUA application to request disposal

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

How to access the CSUA:

1. Go to the online CSUA application
2. Under the My CSUA tab, select My CSUA List
3. Select the appropriate CSUA and click the View/ Amend CSUA button at the bottom of the screen
4. Using the navigation on the left side of the screen, access each section of the CSUA by clicking on the hyperlinks for each section
5. Each section can be reviewed and amended by the PI or one of the CS Lab Contacts
6. Save any changes by clicking the Save button on each page

CSUA Amendments:

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

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

CSUA Renewal:

Renew your authorization annually when you receive a renewal notification with instructions from the CSP. Renewal reminders are sent to the PI and CSUA Lab Contacts up to 70 days in advance of the CSUA expiration date, 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
• Reconciling physical inventory on-hand with CS Usage Logs and updating 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. The updated CSUA summary should be printed and put in the CS Lob 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 UC San Diego.

• Deactivation of Controlled Substances Use Authorization Form (PDF)

Maintain a current copy of the CSUA Summary/Report in the lab’s CS Log Book at all times. 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 
2. Under the My CSUA tab, select My CSUA list
3. Select the appropriate CSUA, click the CSUA Report button at the bottom of the screen and print