NICNAS Annual Reporting
Module
User Guide
Address: GPO Box 58 Sydney NSW 2001 Website: www.nicnas.gov.au
Telephone: 02 8577 8800 Facsimile: 02 8577 8888
INTRODUCTION
3
WHO NEEDS TO REPORT?
3
PERMITS AND CERTIFICATES
3
EXEMPTIONS
3
GETTING STARTED
4
ORGANISATIONS REGISTERED WITH NICNAS
4
ORGANISATIONS NEW TO NICNAS
7
ADDING AN ORGANISATIONAL UNIT
9
FORGOTTEN PASSWORD
10
CHANGING REMINDER EMAIL ADDRESS OR ORGANISATION PASSWORD
11
CHANGING ORGANISATION/ORGANISATIONAL UNIT NAME
12
CREATING AN ANNUAL REPORT - PERMIT AND CERTIFICATE REPORTS
13
MODIFYING DETAILS OF PERMIT/CERTIFICATE REPORTS
14
CREATING AN ANNUAL REPORT - EXEMPTION REPORTS
17
MODIFYING DETAILS OF EXEMPTION REPORTS
20
WHAT SHOULD I DO IF I DON’T KNOW THE IDENTITY OF THE CHEMICAL INTRODUCED? 21
SUBMITTING A REPORT
32
PRINTING AND EXPORTING A COMPLETED REPORT
28
IMPORTING DATA FROM A FILE
22
REPORTED DISTINGUISHING NAME
22
REPORTED CHEMICAL NAME
23
REPORTED CAS NUMBER
23
QUANTITY OR QUANTITY RANGE
23
USE CATEGORY
23
REQUEST FOR EXEMPTION FROM PUBLICATION
24
QUESTIONS
33
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Introduction
The NICNAS Annual Reporting Module has been developed to enable organisations with
annual reporting obligations under Section 21 of the Industrial Chemicals (Notification and
Assessment) Act 1989 to submit reports online. This document provides a step-by-step guide
to submitting an annual report via the NICNAS website.
Who needs to report?
Organisations who have introduced new industrial chemicals under an exemption or certain
permits and certificates in any part of the previous registration year (1 September – August
31) will need to submit a report.
Permits and Certificates
Organisations who have been issued one of the following:
(a) a commercial evaluation permit (CEC); or
(b) a low volume permit (LVC); or
(c) a self-assessed assessment certificate (PLC or SAPLC);
which was current for at least part of the previous registration year (1 September 2004 – 31
August 2005) will need to submit an annual report.
Exemptions
Organisations who have introduced (imported or manufactured) a new industrial chemical in
one of the exemption categories below in the previous registration year (1 September 2004 –
31 August 2005) need to submit an annual report:
(a) in a quantity less than 100kg for (i) cosmetic or (ii) non-cosmetic purposes; or
(b) in a quantity between 100g and 100kg for Research & Development purposes; or
(c) in a cosmetic in a concentration of 1 per cent or less; or
(d) into a port or airport in Australia that remains subject to the control of Customs
for a period of up to 30 days
For more information please refer to the NICNAS Handbook for Notifiers found on our
website at: http://www.nicnas.gov.au
Special Provisions for introducers under the less than 1 0 0 kg for
Research & Development purposes category
After extensive consultation with research institutions a provision has been made for
introducers of new industrial chemicals under the 100g – 100kg for Research & Development
exemption category. The number of chemicals imported under 10 kg needs to be reported.
However, it is not necessary to identify each chemical or submit any further details. Please
see the section on Exemption Reports for details on how to notify the number of chemicals
introduced at less than 10kg.
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Getting started
Organisations registered with NICNAS
To enable an efficient implementation of the Annual Reporting Module, organisations already
known to NICNAS will be pre-enrolled onto the system. This will include all permit and
certificate holders and organisations who registered their intent to annually report via the
NICNAS website.
NICNAS will notify users when the Annual Reporting Module will become available by
email. The email address nominated by users must be active and discrete to ensure timely and
secure submission of chemical data via the Annual Reporting Module.
After your email address has been confirmed, another email will be sent to you with a link to
an enrolment activation page.
•
•
Click on the link and you will be taken to the enrolment activation page (see below).
Enter a password containing 6 or more characters and at least 1 numeric character.
After you have set a password, an email reminder will be sent to you with your NICNAS
Organisation Number and password. Please keep this email in a safe place to protect the
confidentiality of your annual reports.
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Once you have activated your enrolment by setting a password, you will be taken to a Log In
page where you will be asked to enter your password again to continue with annual reporting.
See Creating an Annual Report for guidance on how to proceed.
This process is only for the initial implementation phase. After the first year, it is intended
that industry will enrol directly via the NICNAS website as described in the section below for
Organisations New to NICNAS.
After initially activating your enrolment you can access the NICNAS Annual Reporting
Module via the NICNAS website at: https://152.91.48.45/arm/WebForms/SignIn.aspx. Enter through
the Already Enrolled section highlighted in red as shown below.
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Organisations new to NICNAS
If your organisation is new to NICNAS log on to the Annual Reporting Module via the
NICNAS website at: http://www.nicnas.gov.au/regulation-and-compliance/annual-reporting
Follow the links through the Industry and Reporting Annually pages to the Annual Reporting
Module.
Select the Enrol button in the New Enrolment section to enrol your organisation for Annual
Reporting.
Enter the organisation details (see below). Please note the fields marked with a red asterisk *
are mandatory.
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Once you have submitted the information an email will be sent to the nominated email
address containing a link. To continue with your enrolment, click on the link provided in the
email. This will take you to a web page where you will be required to set a password.
Once your password is set, you will be taken to a page where you can Log In and proceed
with annual reporting. At this point, please take note of your NICNAS Organisation Number
(displayed in the top right of the screen).
Adding an Organisational Unit
In some cases, an Organisational Unit may wish to report separately to the rest of the
Organisation to maintain confidentiality of chemical data. This can be done by setting up a
different enrolment for the Organisational Unit. (Please note: If a subsidiary or a joint-venture
has a unique ABN then it will be required to enrol as a separate organisation).
•
•
To add an organisational unit, select the Add New Organisational Unit button (see
below)
Enter the name of the Organisational Unit, an email address and a password which
will be unique to the Organisational Unit.
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Upon completing the details for the Organisational Unit, the NICNAS Organisation Number
and Password will be sent to the nominated Organisational Unit email address. Please keep
this email in a safe place to protect the confidentiality of your annual reports. The NICNAS
Organisation Number and password for the Organisational Unit will be required to proceed
with annual reporting.
Forgotten password
An Organisation may request a reminder for its password by selecting the Forgotten Your
Password? button on the Log In page (see below). The password will be sent to the
nominated email account for that Organisation.
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Changing reminder email address or Organisation password
An Organisation may change its reminder email address or password by selecting the
Change Password button on the Login page.
The next page will allow the user to change the password after entering the existing password
first. The reminder email address may also be changed.
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Changing Organisation/Organisational unit name
Once signed into an Organisation, the name of the Organisation can be changed by selecting
the Edit Unit button and changing the Organisation name (see below).
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Creating an Annual Report - Permit and Certificate Reports
After logging on, select the Annual Reports button.
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To create an annual report for a permit or certificate:
• Select the Permits/Certificates tab
• Select the desired reporting year from the Period drop-down box
• Select the Permit/Certificate from the list
Modifying details of Permit/Certificate Reports
Permit/Certificate Reports may only be modified when the status is Draft. After selecting the
Permit/Certificate number (eg. 687 circled in red above), you will be taken to a screen
allowing you to Edit the Permit/Certificate Report (see below).
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Select the Edit button to enter the chemical details of the report:
• Quantity
• Use Category (Choose from the drop-down menu)
• Environmental Comment
• OHS Comment
• Public Health Comment
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Note: Permit No., Chemical Name, Quantity Value and Use Category are mandatory fields
Once all the details have been entered select the Save button.
Once the Permit/Certificate report is complete select the Submit button at the bottom of
the page
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Creating an Annual Report - Exemption Reports
After logging on, select the Annual Reports button.
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To create an annual report for an exemption:
• Select the Exemptions tab
• Select the desired reporting year from the Period drop-down box
• Select the Report Type
- ≤ 100kg Cosmetic Exemption
- ≤ 100kg Non-cosmetic Exemption
- ≤ 1% Cosmetic Exemption
- ≤ 100kg Research and Development Exemption
- Transhipment Exemption
• Select the Add Report Item button (see below).
The following page will allow entry of the chemical details of the exemption report:
•
•
•
•
Distinguishing Chemical Name
Third Party Supplied (Tick this box if you do not know the chemical identity.)
Chemical Name
CAS No.
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•
•
•
•
Quantity Value or Quantity Range
Use Category
Use Environment Type
Exempt from Publication
Note: Fields marked with a red asterisk * are mandatory.
•
•
•
Click the Save button to save the details of the report.
Then the option to close (and return to the Exemption Reports page), Edit or Delete is
presented.
To create another exemption report, select the close button. This will display the
Exemptions tab with the report you have just created.
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•
To create a new report select the desired reporting year and exemption report type and
repeat the process as described above.
Modifying details of Existing Exemption Reports
Exemption Reports may only be modified when in Draft status.
To modify an Exemption Report select the report from the Exemption Tab and select the Edit
button at the bottom of the page to modify any of the details in the report.
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Delete an Exemption Report
An exemption report can be deleted in one of two ways:
1. Go to the Exemption Reports Details Page (see below) and select the Delete button to
delete the report for that chemical ONLY.
2.
you wish to delete more than one report, navigate to the Exemptions Tab.
Select the reports you wish to delete by activating the tick boxes and press the Delete
Selected button at the bottom of the screen (see below).
If
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Note: Activating the top or bottom tick boxes will automatically select all reports.
Importing data from a file
Annual reports on exemptions may be uploaded to the Annual Reporting Module via the
Exemptions tab. There are specific requirements for the file to be uploaded.
In summary, the file must:
1. Contain columns in the order of:
a. Distinguishing name (Mandatory field)
b. Chemical name
c. CAS number
d. Quantity or Quantity range (Mandatory field)
e. Use category (Mandatory field)
f. Use environment type (Mandatory field)
g. Exempt from publication request (Mandatory field)
Distinguishing
Name
Chemical
Name
CAS
Number
Quantity
(kg)
Use
Category
Use
Environment
Type
Exempt from
Publication
Request (Y/N)
2. The file must be a tab delimited text file (*.txt)
Data specifications
Data should be arranged in columns in an Excel or Word file in the following order:
Reported distinguishing name
Otherwise, known as the “marketing” or “trade” name of the chemical. This is the name given
to the chemical by the supplier.
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Reported chemical name
This is the IUPAC name or chemical name given under another recognised system of
nomenclature such as INCI. This may be left blank if it is not known.
Reported CAS number
Enter the CAS number for the chemical. This may be left blank if it is not known.
Quantity or Quantity range
Report the quantity of the new industrial chemical introduced in kg. For liquids, this can be
calculated using the specific gravity for the chemical. If the specific gravity of the chemical is
not available, assume it is 1 kg.L-1.
Alternatively, the quantity of the new industrial chemical may be reported in one of two
ranges:
•
•
0 – 10kg
10 – 100kg
Use category
The Use category for the chemical must be entered in short code. The short code for each Use
category is given below. Note that all short codes are in CAPITAL LETTERS and
underscores (_) are used instead of spaces.
Use category
Cosmetics/Personal
Domestic/Cleaning
Education, Research &
Development
Electrical/Electronic
Engineering
Explosives
Fuel and Oil
Leather Processing
Manufacture of Other
chemicals
Mining and Metal
Extraction
Office Supplies
Description
Hair, Nail, Lip, Skin, Cleaners –
Hand/Body, Eye, Oral Cavity,
Perfume, Deodorant, Personal
Products
Air freshener/deodoriser, surface
cleaners, dishwashing/laundry
SHORT_CODE
COSMETICS
DOMESTIC
EDUCATION
Adhesives, sealants, concrete, etc
Fuel and Fuel Additives, Oil –
General Automotive, Oil – Other,
Hydraulic Fluid
Colouring, Preservative
ELECTRICAL
ENGINEERING
EXPLOSIVES
FUELS
LEATHER_PROCESS
MANUFACTURE
Flotation agent, Other
MINING
Photocopying/Laser Printing, Inkjet
Printing, Other Office Supplies
OFFICE_SUPPLIES
Other
Packaging
OTHER
PACKAGING
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Paper & Pulp
Photographic
Plastics
Printing Industry
Refrigeration
Surface Coatings
Textile Processing
Water Treatment
Surfacing chemicals, Other additives
Film and paper manufacture,
Developing chemicals
Monomers, Catalysts, Base Resins,
Additives – Flame Retardants,
Additives – Antimicrobial, Additives
– Other
Acrylates/Plate making, Inks, Other
lithographic applications
Auto – Refinishing, Auto – Original
Equipment Manufacture, Architectural
– Solvent based, Architectural –
Water based, Industrial Coatings
Dyes, Softeners, Other
PAPER
PHOTOGRAPHIC
PLASTICS
PRINTING
REFRIGERATION
SURFACE_COATING
TEXTILE
WATER_PROCESSING
Use environment type
The Use environment type must be entered in short code for each chemical.
Use environment type
SHORT_CODE
Industrial
IND
Domestic
DOM
Industrial and Domestic
BOTH
The use environment type relates to the end use of a chemical. (ie. Whether it will be used in
an industrial process or by consumers or both).
Request for exemption from publication
Indicate whether you want each chemical to be exempt from publication.
To request exemption from publication enter: y, 1, or yes.
To waive the request for exemption from publication enter: n, 0 or no.
File format specifications
The file must be a tab delimited text file (*.txt). Tab delimited text files can be created from
an existing Excel spreadsheet or Word file.
The tab delimited text file must not contain any of the following:
• Column headings
• Formulas or Macros
• Commas, backslashes or decimal points
• Abbreviations such as N/A, etc. If you do not wish to enter anything in a nonmandatory field leave it blank
• Unnecessary spaces
To eliminate formulas:
1. Select the data
2. Select Copy from the Edit Menu
3. Right click anywhere in the selected data range
4. Select Paste Special
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5. Select Values and click OK
To eliminate unnecessary spaces, select the columns to the immediate right of the last column
and delete them (see below).
Converting an Excel file to a tab delimited text file (*.txt)
Before converting an Excel file to a tab delimited text file ensure the file meets the
requirements of the checklist above.
To convert the file, select Save As from the File menu and set the Save As Type to Text (Tab
delimited) (*.txt) as shown below.
A dialogue box will appear explaining that only the current worksheet will be saved. Click
Ok.
Another dialogue box will appear explaining that there are incompatible features between
Excel and the tab delimited text file. You will be asked whether you wish to keep the
workbook in this format. Click Yes to convert to a tab delimited text file.
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The tab delimited text file should look something like the file below:
The file looks very messy but DO NOT change it as any spaces, tabs or other changes may
render it incompatible for uploading to the Annual Reporting Module.
If changes are required make the changes in the original Excel spreadsheet and save it as a
new tab delimited text file.
Uploading a tab delimited text file:
An annual report may be uploaded in a tab delimited text file via the Exemptions tab.
•
•
•
After clicking on the Go button circled in red above, you will be taken to the
following screen (see below).
Select the Browse button to search for the file you wish to upload.
Once the selected file is found select the Upload button to complete.
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Submitting an Exemption report
Reports must only be submitted once all the details are entered and no further changes are
required. Once a report is submitted, it can only be modified by contacting NICNAS. To
submit a report select the tick box on the far left next to the pencil and select the Submit
Report button (see below).
You must confirm the following details before completing the submission (see below):
• Contact name
• Telephone number
• Email address
• No. of chemicals not reported (only applies to chemicals introduced at less than 10kg
under the ≤ 100kg Research and Development Exemption)
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Q. How should I report the total number of chemicals introduced under the ≤ 100kg
Research & Development exemption category in a quantity less than 10kg?
A. The number of chemicals introduced in a quantity less than10kg under a ≤ 100kg Research
& Development exemption can be reported at the final stage before submitting the report (see
above). Enter the number of chemicals introduced at ≤ 10kg in the No. of Chemicals, Not
Fully Reported (≤ 10kg) field as shown above.
If you discover additional chemicals that require reporting or a mistake in the report after the
report has been submitted you will need to contact NICNAS at
annual.reporting@nicnas.gov.au or (02) 8577 8800.
Printing and exporting a completed report
Chemicals reported under an Exemption can be exported to a tab delimited (*.txt) file or
printed from the Exemptions Tab as shown below.
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Upon selecting the Export Report button, the report will be exported to a tab delimited text
file. See example below.
To convert a tab delimited text file into an Excel file:
1.
2.
3.
4.
Open the Excel file you wish to import the data into
Select Get External Data from the Data menu
Select Import Text File…
Select the tab delimited text file and follow the Text Import Wizard to import the data.
Remember to place the cursor at the top left cell of the section where you would like
the data.
Upon selecting the Print Report button, the report will be printed as displayed on the screen.
If the report does not fit on the page, change the print layout to Landscape.
Q. What should I do if I don’t know the identity of the chemical introduced under an
Exemption?
A. If the identity of the reported chemical has been withheld by an overseas supplier activate the
Third Party supplied tick box on the Exemption Report Details page (see below).
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Once the report has been saved select the Generate Letter button at the bottom of the page.
Print the template (see below) and fax to the overseas supplier with instructions to complete
and return directly to NICNAS via mail or fax. This will ensure the confidentiality of the
chemical identity is maintained.
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Australian Government
Department of Health and .Ageing
N I CNAS
Data required from Third Party for Annual Reporting to NICNAS
Data supplied to NICNAS by Introducer
Introducer name: Test 1
Distinguishing name: 1hwlejr
Exemption Report ID: 2004/2005-< 100 kg Cosmetic
Data required from Third Party
(to be completed b)' Third Party if introducing Entity does not have access to chemical identity)
Organisation Name
Organisation Address
Country
Postcode
Postal Address (if same as Organisation Address, state AS ABOVE)
Country
Postcode
Phone:
Fax:
Email:
Chemical Name
Quantity Introduced
CAS Number
Declaration
I declare that to the best of my knowledge all the information in this application is true, correct and complete. In relation to
the notification statement and/or other documentation accompanying this application, I declare that I am entitled to use and
give the Director all data in the s tatement.
Name
Position
Signature
Date
Note: It is an offence under the Act to supply a statement which is false or misleading.
Return completed form to:
NICNAS
GPO Box 58
SYDNEY NSW 2001
AUSTRALIA
NOTE
Information contained in this form will be treated as exempt information as
detailed in Division 8 of the Industrial Chemicals (Notification and
Assessment) Act 1989.
Print
I
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Cancel
NICNAS will hold this information in strict confidence. The information may be collated and
aggregated for statistical purposes and will be maintained in a list and published in
accordance with section 21AB of the Industrial Chemicals (Notification and Assessment) Act
1989. NICNAS will not publish information linking the identity of any chemical reported to
an organisation.
Q. How should I report the total number of chemicals introduced under the ≤
100kg
Research & Development exemption category in a quantity less than 1 0kg?
Before reporting the total number of chemicals in a quantity ≤ 10kg, the report details for
chemicals introduced under this exemption category in a quantity ≥ 10kg must be entered
first.
After chemicals reported in this exemption category in a quantity ≥ 10kg have been entered
hit the Submit button.
Upon submitting the report there is a field allowing users to notify NICNAS the number of
chemicals not reported (see below).
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Questions
Q. If the reportable chemical is imported in a mixture, do I report the import quantity
of the mixture or of each of the individual components in the mixture?
A. Each individual chemical component of the mixture needs to be reported. However, if the
chemical component is an existing chemical then NICNAS does not require an annual report.
If you have any questions in relation to the NICNAS Annual Reporting Module please
contact us at: annual.reporting@nicnas.gov.au or on (02) 8577 8800.
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