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ORDERING AND RECEIVING CHEMICALS IN THE SCIENCE FACULTY
WORK INSTRUCTION #8
PREPARED BY: SAINT MARY’S UNIVERSITY
CREATED: 10/31/2004
APPROVED: 01/27/2006
REVISED: 02/13/2016
V-20
1. SCOPE
1.1. This instruction outlines how all chemicals are to be ordered, received, documented and
stored at the Science Faculty.
1.2. These instructions are to be used by the full-time technicians in each department, and they
are to enforce this instruction under the authority of the Dean of Science.
1.3. These instructions apply to all persons storing or using chemicals in the Science Faculty.
2. HEALTH, SAFETY AND ENVIRONMENT
2.1. Chemicals brought in to the Faculty unknown to workers may injure persons in the Faculty
as a result of a spill, odour event, fire, or other uncontrolled reaction, etc.
2.2. Injury could also occur to persons by inhalation, skin contact or accidental injection.
2.3. Environmental hazard may also occur if unknown chemicals are added to waste drums
intended for another purpose.
2.4. Complete and current (within the past three years) Material Safety Data Sheets (MSDS) must
be maintained for all chemicals in the Science Faculty. No chemical whose MSDS is not
known or available to the technicians or researcher will be permitted in the Science Faculty.
3. DEFINITIONS
3.1. Chemical - Any substance having either a MSDS or posing a significant hazard due to its
chemical, physical or biological impact.
3.2. Owner – Full-time or part-time faculty member or the department chair or the technician
who orders chemicals on their behalf.
3.3. Technician - A technical employee of the Science Faculty whose job responsibility includes
ordering, receiving, or use of chemicals.
3.4. Unknown chemical - A chemical not properly received and/or identified as to its nature,
location, or is lacking MSDS information.
4. EQUIPMENT AND SUPPLIES
4.1. A secure computer in the control (e.g. password protected) of each technician will be
assigned to receive chemicals.
4.2. There shall be one computer per department for using the Microsoft Access, Chemical
Database program.
5. PROCEDURE
5.1. Ordering Chemicals
5.1.1. All chemicals for teaching or research laboratories shall be ordered through the
assigned technician in each department.
5.1.2. If a faculty member orders a chemical with a credit card, he/she must ensure
that a copy of the packing slip and the MSDS information are provided to the
relevant technician immediately upon receipt of the chemical for addition to the
Chemical Database.
5.1.3. No chemicals are to be received from any other source or by any other means
(e.g. old stock from another institution, brought in by a professor, etc.) without
informing the appropriate technician who, by sending a copy of the purchase
order or the MSDS data, shall use this work instruction to receive and store such
chemicals as well as for addition to the Chemical Database.
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ORDERING AND RECEIVING CHEMICALS IN THE SCIENCE FACULTY
WORK INSTRUCTION #8
PREPARED BY: SAINT MARY’S UNIVERSITY
CREATED: 10/31/2004
APPROVED: 01/27/2006
5.1.4.
REVISED: 02/13/2016
V-20
This technician shall make a record of chemical name, amount, intended room
destination within Science Faculty, and owner of chemical (i.e. professor’s name or as a
departmental chemical).
5.1.5. To determine the amount to order for restocking departmental chemicals, the
technicians must calculate amounts needed based on: next year’s labs, the estimated
number of students, the existing stock, and the stability (shelf life) of the chemical.
5.2. Receiving Chemicals
5.2.1. All chemicals are to be delivered to the ordering departmental technician. Chemicals
are never to be delivered directly to the owner.
5.2.2. All chemical acquired through synthesis must be reported to the departmental
technician for entering into the Chemical Database.
5.2.3. The technician shall determine that all chemicals received have a current MSDS. If
an MSDS is not available the chemical shall be quarantined until the MSDS is obtained.
The chemical will be returned to the supplier if the department or owner cannot obtain
the MSDS within a reasonable period.
5.2.4. The technician shall check the received items against the order and stamp each
chemical with the date received and the name of the owner (for departmental chemicals
indicate department) on the primary container.
5.2.5. The technicians shall input the chemical in the appropriate computer system (i.e.
Chemical Database and it should be uploaded periodically to the University Safety Data
System) and provide MSDS as specified (i.e. chemical user, departmental file, Safety
Co-ordinator, etc).
5.3. Storage of Chemicals
5.3.1. Chemicals for teaching labs shall be stored in an appropriate locker or cupboard that
indicates the WHMIS category:
5.3.1.1. Class of chemical (e.g. flammable and subclass).
5.3.1.2. Hazard or warning phrase (e.g. flammable, toxic, etc).
5.3.1.3. Hazard symbol or symbols.
5.3.2. Departmental or stock chemicals shall be stored in either solvent stores or
departmental storage shelves or lockers appropriate for the class of chemical and these
areas shall be identified per 5.3.1. Specific attention shall be taken to potential storage
incompatibilities (e.g. acids must not be stored with volatile organic chemicals), and
these areas shall be identified per 5.3.1.
5.3.3. Research chemicals shall be delivered along with a copy of the MSDS to the ordering
professor who shall store the chemical using guidance in 5.3.1. Specialized research
chemicals (including synthesized chemicals) are not to be stored in teaching labs.
6. FORMS
6.1
Ordering information (specified in 5.1.2) and receiving information (specified in
5.2.4) must be kept by the ordering Technician for a minimum of two years.
7. REFERENCES
7.1. The Chemistry Department Receiving Procedures were developed by Ms. Darlene Goucher
and Ms. Elizabeth McLeod, Technicians, Department of Chemistry.
7.2. Microsoft Access, Chemical Database program, February 17th, 2004 revision as developed
by Ms. Darlene Goucher and Ms. Elizabeth McLeod, Technicians, Department of Chemistry.
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ORDERING AND RECEIVING CHEMICALS IN THE SCIENCE FACULTY
WORK INSTRUCTION #8
PREPARED BY: SAINT MARY’S UNIVERSITY
CREATED: 10/31/2004
APPROVED: 01/27/2006
REVISED: 02/13/2016
V-20
The University should require that:
Controlled products (including synthesized chemicals and hazardous wastes) without MSDS
information sheets must be given a WHMIS workplace label or placard and cross-referenced
to a lab notebook where any available information on hazard and/or safety will be noted.
This does not apply to chemicals in containers used by a single employee and that are
disposed of by the end of the working day.
Based on Motion passed by the
Occupational Health Safety Committee
May 12th, 1989