Lawrence Berkeley National Laboratory masthead Search Jobs Phone Book U.S. Department of Energy logo Berkeley Lab masthead A-Z Index

Getting Started

If you know you will need to order a controlled substance for your research, plan ahead! Just follow these steps:

If you haven't done this before, here's what you need to do.

  1. Review the exempt preparations list to see if there are substitutes you can use. If so, these are exempt from DEA regulations. If so, proceed to step 11. If no exempt material is suitable, go to step 2.
  2. File an LBNL registration with the EHS Program Administrator. All sections must be completed. Use the storage safe/cabinet guidelines to identify a suitable cabinet or safe in which to store your material and records. Identify all persons to whom you will grant authorization to work with this material. All people you name must fill out the Controlled Substances Employee Screening form.
  3. Use the guidelines for storage of controlled substances to identify an existing location or order the unit in which your controlled substances will be stored. Contact the EHSS Program Administrator prior to ordering to get approval of the storage configuration and location. 
  4. Once these requirements are complete, use E-buy or a onetime purchase order to request the controlled substance you want. Do not use a blanket purchase order. If using a one-time purchase order, categorize the item as “Drug” on the Restricted Item list. This designation will assure the PO is not returned due to miscategorization. 
  5. The order will be routed to the EHSS Program Administrator and he/she will approve the order once steps 1-4 have been completed and verified. 
  6. All controlled substances orders will be delivered to building 69 and subsequently transferred to your location. An authorized person will need to sign a chain of custody form accepting the material.
  7. Be sure to start your inventory when it arrives, by using the inventory/use logs. The Property Department representative will contact you to initiate the required DOE inventory report.
  8. Secure the controlled substance in the storage configuration approved by the Program Administrator.
  9. Keep a file of the packing slips and inventory/use logs for each order. All the material needs to be accounted for, so keep these up to date.
  10. Enter the material in the Chemical Management System.
  11. Report any suspicions of drug diversion of LBNL controlled substances to the EHSS Program Administrator.

If you've done this before, just a reminder:

  1. Review the exempt preparations list to see if there are substitutes you can use. If so, these are exempt from DEA regulations, go to step 9. If no substitutes are acceptable, go to step 2.
  2. Use E-buy or a one-time purchase order to request the controlled substance. Blanket purchase orders are not acceptable. If using a one-time purchase order, categorize the item as a "Drug" on the Restricted Item list. This designation will assure the PO is not returned due to miscategorization. 
  3. Make sure your LBNL registration is on file with the EHSS Program Administrator and is up to date. It must reflect the substance you are ordering, and names of those individuals to whom you will grant direct access to this material, where it will be stored and how it will be stored. Any new personnel will need to be identified and must fill out the Controlled Substances Employee Screening form.
  4. Your controlled substance order will be routed through the EHSS Program Administrator who will review the order against the LBNL registration. If ok, the order will be approved within 1-2 days.
  5. Your order will be delivered to Building 69 and subsequently delivered to your building. An authorized person will need to sign a chain of custody form accepting the material.
  6. Be sure to start your inventory when it arrives, by using the inventory/use logs. The Property Department representative will contact you to initiate the required DOE inventory report.
  7. Secure the controlled substance in the storage configuration approved by the EHSS Program Administrator.
  8. Keep a file of the packing slips and inventory/use logs for each order. The quantities need to be consistent so keep these up to date.
  9. Be sure to enter your substances in the Chemical Management System.
  10. Report any suspicions of drug diversion of LBNL controlled substances to the EHSS Program Administrator.