Procedure: Purchases of Controlled Substances for the Division of Natural Sciences

Last Update: June 25, 2002

Controlled substances are restricted purchases and subject to procedures which meet the requirements of the Federal and the State of California Uniform Controlled Substances Acts.

This procedure is specifically for purchases of controlled substances for the Division of Natural Sciences.

Regulations and Policies:

Federal Controlled Substances Act, Public Law 91-513, Comprehensive Drug Abuse Prevention and Control Act of 1970

California Uniform Controlled Substances Act, Division 10 of the California Health and Safety Code.

BUS-50, Materiel Management Acquisition and Use of Narcotics and Dangerous Drugs, April 15, 1988

Definition:

Controlled substances are those listed in schedule I, II, III, IV, & V in Title 21 of the Code of Federal Regulations Food and Drugs Part 1308.

Responsibilities: Decisions

Originator
  • Is a controlled substance needed?
  • Do I have authorization to request controlled substances?

Department Chair or Principal Investigator
  • Is there a need for this controlled substance?

Natural Sciences Service Center

  • Does Principal Investigator have authority to order controlled substances?
  • Did the Principal Investigator authorize this purchase of controlled substances?

Central Purchasing "Attorney-in-Fact" Buyer
  • Is this a controlled substance?
  • Is this a Schedule I or II substance, requiring Form DEA 222?

Materiel Manager
  • Has Annual DEALicense #PU0070540 been renewed?
  • Are "Attorney-in-Fact" forms on file for alternates enabling them to sign purchase orders for controlled substances?

Natural Sciences Division Stockroom
  • Is the individual authorized to obtain a controlled substance authorized?

Responsibilities: Documentation & Actions

Originator
  • Complete requisition for Controlled Substance.
  • Maintain complete record on each substance.
  • Maintain inventory records for Schedule I and II items separately from all other items.
  • Maintain inventory records for Schedule III, IV, and V items separately.
  • Maintain records for at least two years.

Department Chair or Principal Investigator
  • Sign requisition for Controlled Substance.

Natural Sciences Service Center

  • Complete purchase order.
  • Forward purchase order to Central Purchasing for order placement.

Central Purchasing "Attorney-in-Fact" Buyer

Annually:

  • Maintain and renew DEA research license.

Per order:

  • All orders of Controlled Substances on behalf of the Division of Natural Sciences must be shipped to:

Thimann Labs
UCSC
Steinhardt Way
Santa Cruz CA 95064

  • For Controlled Substances listed under Schedule I and II
    • Order on Form DEA 222.
    • Send copies 1 and 2 to supplier.
    • Retain copy 3 for files.

  • For Controlled Substances listed under Schedule III, IV, and V
    • Order on standard University Purchase Order
  • File copy of all purchase orders for controlled substances.

Natural Sciences Division Stockroom

Per Delivery:

  • Receive shipment and store securely until checked out to end user.
  • Record in BANNER Controlled Substance Database the date on which each item is received.
  • Record item on Controlled Substance Database when issued to authorized party.
  • Record each in-travel point through which the item passes from receipt at the campus until delivery to the ultimate user.
  • Issue receiving report to accommodate signature of each individual through whose hands a Controlled Substance passes up to and including end user.

At all times:

  • Restrict access to the absolute minimum number of individuals needed and authorized to handle daily transactions of Controlled Substances.
  • Deny access to Controlled Substances of any person who has had a personal application for registration with DEA denied or revoked at any time.
  • Notify Materiel Manager of any loss or theft of Controlled Substances.

Materiel Manager

Annually:

  • Renew DEALicense #PU0070540 annually.

As needed:

  • Notify DEA Regional Office and the UCSC police department of any loss or theft of Controlled Substances.
  • Route copies of information concerning requirements for research using Schedule I and Schedule II controlled substances to individuals responsible for research including:
    • Chairs of: EE Biology, MCD Biology, Chemistry
    • NatSci Divisional Resources/Purchasing Manager

Responsibilities: Authorization & Approvals

Originator

Authorization confirms bona fide need for Controlled Substance

Department Chair or Principal Investigator

Approval confirms need for Controlled Substance.

Natural Sciences Service Center

Approval confirms the transaction is in compliance with campus policy.

Central Purchasing Buyer

Approval confirms the transaction is in compliance with University policy and state and federal regulations.

  • Controlled Substances listed under Schedule I and II ordered on Form DEA 222.
  • Controlled Substances listed under Schedule III, IV, and V ordered on standard Purchase Order

Materiel Manager

Authorization confirms authorized buyers (alternates) have "Attorney-in-Fact" forms on file.

Responsibilities: Monitoring

Central Purchasing

  • Verify delivery address is same as address on DEA license.

Natural Sciences Division Stockroom
  • Verify secure handling of all controlled substances.
  • Perform biannual inventory of all controlled substances on hand in the safe or in any lab in the Division.
  • Provide copy of biannual inventory to Materiel Manager.

Materiel Manager
  • Receive and file copy of biannual inventory.