Chemical Procurement SOP

SCOPE/PURPOSE:

Scope: Biology and Chemistry departments

Purpose: Chemical procurement is the key to keeping track of what chemicals are stored in a building
and making sure that the appropriate safety precautions are in place and information is on hand. It is
vital that a chemical user have complete and accurate information about a chemical in order for them to
choose appropriate safety measures.

DEFINITIONS:

For the purpose of this SOP a ‘chemical’ is defined as a substance that OSHA defines as hazardous and
that requires hazard communication in the form of a Safety Data Sheet. In general, this does not include
things such as enzymes, nucleic acids and other non-hazardous biological reagents. Of particular concern
are chemicals that are hazardous because they are classified as being a physical hazard, health hazard,
simple asphyxiant, combustible dust, pyrophoric, or other ‘hazard not otherwise specified’ according to
the Globally Harmonized System of hazard classification.

PROCESS:

There are two main reasons why a chemical might need to be ordered: for teaching labs or for research.
Each has a distinct process governed by the individual department addressing such issues as cost and
academic need. Ordering decisions are usually made by the purchasing department’s chair or designee
and are not within the scope of this SOP but are mentioned below. Approval from a department chair
does not negate the requirements of this program and compliance with this program does not imply
departmental approval. It is the responsibility of the requester to obtain all necessary authorizations
prior to chemical purchase.

The focus of this SOP is whether or not the chemical is new to Whitworth or is replenishing stock,
regardless of whether it is needed for a laboratory course or research. A summary of these processes is
given in the chart below.

In general, departments are free to purchase and restock chemicals as they see fit as long as all storage
and compatibility requirements are met. (See the Chemical Compatibility and Storage SOP for more
information.) The CHO must be notified of the purchase of all ‘new’ chemicals (those that are not
currently in inventory). Certain types of “new” chemicals (those that are especially hazardous and or
require specialized waste disposal), require authorization from the CHO prior to purchase, for all other
chemicals, notification must be made within 2 working days of purchase. See below for the types of
items that require prior approval and the rationale. If unsure, please consult with the CHO. This is not
meant as an arbitrary means to deny purchase, but rather as a precaution to ensure that the chemical
user has all of the necessary safety information prior to the use of a new chemical. When notified, the
CHO will create a substance record within the inventory system and populate it with pertinent safety
information.

Purchase of chemicals “New” Chemicals (chemicals not “Stock” Chemicals (chemicals

for: currently in inventory) currently in inventory)
Teaching labs (Biology If the chemical requires prior The individual department is
and Chemistry) approval, lab staff/faculty of the responsible for ordering, receiving,
requesting department must adding to inventory and filing or
contact the CHO for proper forwarding accompanying SDSs to
authorization (as described below) the CHO for filing.
prior to purchase.
If the chemical does not require
prior approval, lab staff shall notify
the CHO within 2 business days of
purchase. Notification shall be in
writing and include information
about the associated lab procedure
so that the CHO can create a
substance record (including SDS)
and update/create safety sheets or
lab safety levels.
Research – Biology Aug-June: Professor requests The individual researcher or
chemical from lab staff. The lab staff designated lab staff is responsible for
obtains authorization from the CHO ordering, receiving, adding to
(or notifies of purchase), purchases inventory and filing or forwarding
the chemical, receives it, adds it to accompanying SDSs to the CHO for
inventory and puts in the professor’s filing.
research lab. During summer months the CHO is
July: Professors obtain authorization available to assist with this process,
from the CHO (or notifies or as requested.
purchase, as required), orders
chemical, and supervises receipt and
entry into the inventory system by
student researchers. The CHO is
available to train student
researchers and assist with this
process, as requested.
Research - Chemistry If the chemical requires prior The individual researcher or
approval, the lab staff/researcher designated lab staff is responsible for
must contact the CHO for proper ordering, receiving, adding to
authorization (as described below) inventory and filing or forwarding any
prior to purchase. accompanying SDSs to the CHO for
If the chemical does not require filing.
prior approval, notify the CHO, in During summer months the CHO is
writing, within 2 work days of available to assist with this process,
purchase. The CHO will then create as requested.
a substance record (including SDS).
The CHO is available to assist with
 item records and bar coding during
summer months.

PRE-AUTHORIZATION FOR ‘NEW’ CHEMICALS:

This approval process is not meant as a means to arbitrarily deny purchase of chemicals, but
rather is a step in the purchasing process that allows Whitworth to ensure that all safety and regulatory
issues have been addressed prior to purchasing particularly hazardous chemicals and ultimately to
ensure the safety of individual chemical users. Please consult with the CHO if unsure about whether or
not the desired chemical requires pre-authorization.

Types of Chemicals requiring pre-authorization:

Type Definition Rationale

Highly toxic As defined in the Academic Highly toxic substances may require
chemicals Chemical Management Program a special handling, storage, disposal
highly toxic chemical is one that protocols. Certain chemicals require
has an LD50 of <50mg/kg specialized antidotes to be on site prior
to use. Additional training and specialized
PPE may also be required.
Radioactive Any substance that emits ionizing For the reasons listed above and also to
or non-ionizing radiation. This ensure that we have waste disposal
includes radioactive isotopes. protocols in place as radioactive
materials are governed by different
regulations that our standard chemical
waste.
Highly reactive This includes pyrophoric and water These often require specialized PPE
reactive chemicals. (flame resistant lab coats, etc.),
containment or processes. We also have
Fire Code storage limits that we must
comply with.
Substances on the The list can be found here: These chemicals are very toxic and in
P code waste list WAC 173-303-9903 addition to the practical reasons listed
above, these chemicals have significant
ramifications for our waste management
processes and generator status.
Biological agents Any agent or organism requiring To ensure that all protocols and
BioSafety Level 2 or greater for safe containment are in place to prevent
handling. contamination. Also to ensure that all
regulatory concerns are addressed,
including but not limited to, research
approval by the Institution Biosafety
Committee.
As noted in the Academic Chemical Management Program, the purchase of controlled substances is not
allowed.
Process:

1) Email the chemical pre-authorization request to the CHO, including the chemical name and
Chemical Abstract Service (CAS) number as well as any other helpful information, such as
manufacturer or item number.
2) The CHO will evaluate the substance according to all of the items listed below.
a. If it is found that the substance requires any of the following (i-vi below), this
information will be communicated in writing to the requester and department chair.
The requester, department chair and CHO can then discuss how they would like to
proceed. If the department is willing to incur potential additional costs (such as
specialized PPE) and there is a clear plan in place to manage any other potential issues,
then the substance may be purchased. The CHO reserves the right to delay purchase
approval until all safety and disposal issues have been properly addressed.
i. Additional training,
ii. Additional regulatory compliance efforts,
iii. Specialized containment or storage
iv. Specialized PPE (or anything we don’t currently have)
v. Exposure monitoring
vi. Disposal that will incur exceptional cost,
b. When the purchase is approved (either after the above discussion or outright), the CHO
will input the necessary chemical safety information into the inventory database
(including linking an SDS), create a substance record and determine proper storage
compatibility. The CHO will also communicate any additional considerations (such as
additional training or special waste management) to the requester.

CHEMICAL RECEIVING PROCESS:

These steps are completed by the purchaser or that lab staff that supports the purchaser once the
chemical is received on campus. This process is the same regardless of how or why the chemical was
purchased.

1. Check the package upon arrival for leaks or damage.

2. Mark the date received on each chemical container.
3. Do not remove or deface original label.
4. Attach appropriate GHS hazard labels to each container if the label doesn’t already contain the
proper information.
5. If the chemical is new, make sure that the person(s) who will be using it have reviewed a copy of
the SDS.
6. Enter storage information for each container into the chemical inventory database and barcode
the container.
7. Put the container away in the proper storage location.
8. Mark the packing slip with the date received and give it to the department purchaser.
9. Ensure that any SDS provided with the shipment is filed or forwarded to the CHO for filing.
REVIEW

Dean, College of Arts and Sciences: Noelle Wiersma Nov 7, 2016

Chemical Hygiene Officer: Joy Diaz Nov 1, 2016

Department of Chemistry Chair: Deanna Ojennus Nov 11, 2016

Department of Biology Chair: Craig Tsuchida Nov 7, 2016