Controlled Substances

Controlled Substances

The UC Davis Controlled Substance Program provides the special requirements and procedures applicable to the procurement, storage, use, transfer, disposal, and inspections of controlled substances at all locations that are the responsibility of the UC Davis administration. Licensed UC Davis pharmacies are exempt from this policy, unless specifically stated otherwise.

Policy and Procedure Manual Sections Relating to Controlled Substances

• Section 290-70 Controlled Substances

Authorization

Controlled Substance Use Authorization Initiation:

1. Principal Investigator ("Authorized Custodian" for the CSUA):

   1. Complete the Controlled Substances "(Faculty) Personnel Screening Form" (download fillable PDF) and email it to EH&S ([email protected]).

   2. Complete Controlled Substances training and email training course completion certificate to EH&S ([email protected]). 

   3. See below (or contact EH&S) for guidance on appropriate CS storage site security features or request a CS secure storage site evaluation ([email protected]) to ensure all storage guidelines and security controls have been met. 

2. After the three steps above are complete, EH&S will create the CSUA. Once a CSUA is created, purchase orders can be placed (see "Ordering Controlled Substances" below) to acquire controlled substances.

User Authorization

Additional authorized users or CSUA Contracts (i.e., those who have access to the controlled substances in the CSUA inventory) can be added to the CSUA roster by doing the following:

1.  Clear a criminal background check. Live Scan fingerprinting is recommended for those who will be in the program for more than three years. Universal Background Screening is a valid clearance method, and can be faster (because no appointments for Live Scan fingerprinting is necessary), but must be repeated every 3 years.
   
   1. Reach out to your business office, Management Services Officer (MSO), or department HR personnel to request a background check. Background check cost is covered by the Common Good Assessment (CGA).
   
   For Live Scan, you will need two forms for the fingerprinting appointment. Follow the Live Scan instructions on the background check web page.
   
   HR will notify the employee and the department by email when the background check has cleared.
   
   2. Forward the HR email confirmation of background check clearance, along with the request to be added as a CS user and the name of the Authorized Custodian, to [email protected] (copy Authorized Custodian on email request).
    
2. Complete the Controlled Substances training and email course completion certificate to EH&S ([email protected]).

The user will not be authorized to handle CS until both the background check clearance and training completion has been received by EH&S.

If an authorized user leaves the lab or no longer needs access to the controlled substances, please email [email protected] to remove them from the authorized user list.

Storage Considerations

It is your responsibility to provide effective controls so as to guard against theft, prevent illegal drug use, and protect the public from harm that may result from controlled substances under your care.

Ideal storage for CS is a locked, top drawer of stationary drawer set.

When storing a CS, you MUST do the following:

• Consult with EH&S for CS storage options appropriate to your needs and local DEA requirements.
• All storage locations and storage area changes must be approved by EH&S prior to use.  Do not change locations without consulting EH&S, even within the same room. Also please note that orders placed to a different location than that in the CSUA will be flagged by Purchasing and will not be placed.
• Store only CS and the Log Book in the CS storage area that is secure, controlled by the PI, and only accessible by Authorized Personnel.
• It should be convenient to use and in an area where security breaches can be prevented and noticed, should they occur.
• Each researcher must maintain their own, separate, storage units.

CS storage must be labeled at all times with the original information from the manufacturer.

Ordering Controlled Substances

Please see the Supply Chain Management procurement page for information about ordering controlled substances. Please note: in almost all circumstances the "Custodian" is the PI. The Custodian must be referenced in the order or it will be flagged and delayed. The location must match the location that EH&S has in their database for the order to proceed as well. If you have any questions regarding these issues, please contact
[email protected]. 

Online Usage Log System

All Authorized Custodians must use the Online Controlled Substance Usage Log System and ensure that all of the logs are kept up-to-date. Entries should be completed by the end of the business day that substances are used.

Disposal Requests for Controlled Substances