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Previous by Date: Subject: Re: [DCHAS-L] Lab Safety Discussion List Date: June 29, 2012 1:21:39 PM EDT Author: Richard Swanson |
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Our University Chem Stores is a central receiving for chemicals, but not universally used by all, including my department, Biological Sciences. Chemistry and Chemical Engineering use Chem Stores primarily because it is located in their building and not too inconvenient for researchers and grad students to run down an pick up the order. While anybody can designate them for the delivery location, most orders are generated by the personnel in Chem Stores. In addition, their personnel move the chemical into the electronic chem inventory database. They may also manage the MSDS's for their respective departments. However, they up-charge all chemicals to pay for staffing; on the flip side, they've also negotiated discounts from the major chemical suppliers to offset some of those charges.
So, why doesn't my department use them? Money - most faculty feel they can negotiate just as good, pricing as chem stores especially after the up charges. Convenience - since chem stores doesn't deliver, they don't want to send people over, during their business hours, to pick up the chemicals. And, many want to be personally responsible for ordering exactly what they want from where they want (although they could still specify chem stores as the designated delivery spot).
Several years ago our university quit using central receiving (separate from mail service and chem stores) as a delivery designation (except for truck freight). Why? Because they didn't want to spend the money to redistribute packages. So now UPS, Fed Ex, Dunams, all deliver directly to the Departmental office. Hence, chemicals and non-chemicals alike show up at the office. We've given the office staff some training on what to do with leaking packages, they generally don't open packages so if the spill is inside it doesn't get opened until it gets to the lab, and the packages stay in the office under direct supervision. I don't know that all departments do that.
As for ordering chemicals, that also has evolved. We used to do all chemical orders on purchase orders via the Purchasing Department. Although we now use purchasing credit cards for supply orders, chemicals are specifically prohibited. Using a personal card doesn't get around the system because petty cash reimbursement for chemicals is also prohibited. But the latest solution is to set up blanket orders with our vendors. Encouraged by our purchasing department because it is less work for them, and embraced by our faculty because they can order chemicals in real time (including specifying delivery dates for perishable items) I would say the majority of our chemicals are now purchased by that method.
Jeff Lewin
Departmental Laboratory Supervisor
Biological Scioences
Michigan Technological University
Good morning,
More than once as a graduate student, I ordered chemicals on my own card because I didn't have time to wait for the long process of getting a chemical through the proper channels. I have also encountered this in my professional life and we have not been able to figure out an 'engineering control' to prevent it. We train people not order their own chemicals, but experience has shown me that when a researcher needs a data in a hurry, training goes out the window. Our purchasing team has devised a flow chart that works with our existing software and hierarchy to establish a process for an 'emergency' chemical purchase when the normal procedures cannot be followed for whatever reason. The flow chart includes what to do in a variety of situations where normal approvers/receivers are not available.
I would suggest building into any kind of chemical receiving/ordering process a means of ordering and receiving an 'emergency' purchase on a personal card. Researchers can be trained on what qualifies as an 'emergency' and how to bring that purchase into the inventory system properly if you have a process for unusual situations. In my view, people--especially scientists--are more likely to follow the rules if they know WHY they shouldn't do something. This training is a good opportunity to explain the security and regulatory issues mentioned earlier--with emphasis on how not following the rules ultimately slows instead of speeds research progress.
Good luck!
Katherine C. House, CCHO
Laboratory Coordinator
Chemical Hygiene Officer
Cormetech Environmental Technologies, Inc.
(O) 919.620.3044
(M) 919.815.2024
(F) 919.620.3001
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-----Original Message-----
From: DCHAS-L Discussion List [mailto:dchas-l**At_Symbol_Here**MED.CORNELL.EDU] On Behalf Of Michael Ng
Sent: Friday, June 29, 2012 10:40 AM
To: DCHAS-L**At_Symbol_Here**MED.CORNELL.EDU
Subject: Re: [DCHAS-L] chemical receiving
Good morning Leslie,
How is ordering of chemicals managed? Is it done by individual PIs/department, or is it centralized?
- Individual Pis with grants or departments with budgets (via department purchasing agent) file a purchase order requisition for chemicals, and the requisition is sent over to our centralized university Purchasing department. Once the purchase order is made to the vendor, the vendor is responsible to send the purchasing department a Materials Safety Data Sheet for the chemical. This MSDS and purchase order number is forwarded to the PI or purchasing department. The chemical arrives our mailroom and is delivered to the PI / Department Chemical Receiving room, and the PI / Department is responsible to update their chemical inventory. Chemicals that are not inventoried every December will be disposed as per federal, state and local regulations..
Is central receiving part of a chemistry department, part of an EHS department (or other)?
- Central receiving is the our shipping and receiving department (mailroom).. Mail is delivered or picked up from Shipping and Receiving.
Where is the central receiving area located? Inside buildings where there are labs, a separate building near laboratory buildings, or at a distant location (across campus)?
- Our shipping and Receiving Department in basement of a separate building. This building is near our laboratory buildings.
Are chemicals used in art/engineering/theater departments included in requirements for chemicals to all be received at the one location?
- All university mail, including chemical shipments are delivered to our Shipping and Receiving department. The Shipping and Receiving department will make arrangements to send mail to its respective departments. Chemical shipments are delivered to designated chemical receiving rooms.
How many personnel and what is the scope of their duties? (ordering/receiving/delivering only; part of laboratory inspection and safety training programs)
* Ordering: Each department has one or two purchasing agents that handles department purchase orders. Pis with grants will manage their own purchase orders. Our centralized purchasing department has 5 people who handle all purchasing for the university.
* Receiving and Delivery: Our central shipping and receiving department has approximately 5 people to receive all shipments, including chemical shipments. There are two people in this department that typically deliver mail to our 3 science laboratory buildings.
* Safety and Training: I manage the safety, compliance and training portion of chemical receiving. I arrange training for staff in DOT Hazardous Materials Transportation training and act as tech support for chemical purchasing / receiving.
Michael Ng
Environmental Health and Safety Manager
Long Island University Brooklyn Campus
Buildings and Grounds
1 University Plaza M101
Brooklyn, NY 11201
Tel: (718)-488-1608
Fax: (718)-488-3337
michael.ng**At_Symbol_Here**liu.edu
From: Leslie Coop <lbcoop**At_Symbol_Here**UALR.EDU<mailto:lbcoop**At_Symbol_Here**UALR.EDU>>
Reply-To: DCHAS-L <DCHAS-L**At_Symbol_Here**MED.CORNELL.EDU<mailto:DCHAS-L**At_Symbol_Here**MED.CORNELL.EDU>>
Date: Thu, 28 Jun 2012 14:16:49 -0500
To: <DCHAS-L**At_Symbol_Here**MED.CORNELL.EDU<mailto:DCHAS-L**At_Symbol_Here**MED.CORNELL.EDU>>
Subject: [DCHAS-L] chemical receiving
Our university is in the process of developing a central chemical receiving area. We would like to have some input into how others manage chemical receiving, particularly if chemicals are delivered to a central location..
How is ordering of chemicals managed? Is it done by individual PIs/department, or is it centralized?
Is central receiving part of a chemistry department, part of an EHS department (or other)?
Where is the central receiving area located? Inside buildings where there are labs, a separate building near laboratory buildings, or at a distant location (across campus)?
Are chemicals used in art/engineering/theater departments included in requirements for chemicals to all be received at the one location?
How many personnel and what is the scope of their duties? (ordering/receiving/delivering only; part of laboratory inspection and safety training programs)
The committee will likely have more questions, but this is a start.
Thanks for your input!
Leslie
--
Leslie B. Coop, CCHO | Lab Manager, Safety Coordinator | Chemistry Department University of Arkansas at Little Rock | 2801 S. University Ave. | Little Rock, AR 72204 501-569-3192<tel:501-569-3192> (o) | 501-590-6026<tel:501-590-6026> (c) | lbcoop**At_Symbol_Here**ualr.edu<mailto:lbcoop**At_Symbol_Here**ualr.edu>
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