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Controlled Substances: CSUA Application

Use the online Controlled Substances Use Authorization (CSUA) application to apply for and manage research, teaching, or veterinary use of controlled substances (CS).

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

Use the online CSUA application to:

Note: Principal investigators (PIs) and their CSUA Lab Contacts have access to this application. Other individuals listed as AP on a CSUA do not.

Apply for a Controlled Substance Use Authorization (CSUA)

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:

    • 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) and 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.

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 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):

Designate CSUA Lab Contacts

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 manage 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

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.

Manage Authorized Personnel (AP)

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 manage 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
Additionally, the PI can use this section to:
    • 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.

Learn more about Authorized Personnel:

Upload Personnel Screening Data Sheets (PSDS)

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.

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:

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

Monitor training status

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

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 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.

Print a CSUA Summary/Report

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
Contact the Controlled Substances Program, (858) 534-1362 or (858) 534-9016, if you need assistance.
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.