4.2 Requisitions For Hazardous Or Dangerous Materials – Processing Procedures (09/06)

It is Institute and Procurement policy to not allow delivery of hazardous materials (ie chemicals, biological toxins, radioactive, gas cylinders) to any residential addresses (dormitories, FSILG’s).Upon finding any such delivery requests, Procurement will contact the requisitioner to stop the delivery to a residence and contact the EHS Office. If a safety plan has been approved, then Procurement will arrange a suitable delivery point.

4.2.1 Radioactive Materials

a.Requisitioner must clearly indicate the researcher’s Procurement Authorization Number assigned specifically to him/her by the MIT Radiation Protection Program (RPP) and assign radioactive material group 1930 to all radioactive items on requisition.

b.All electronic requisitions that correctly reference the material group 1930 will be routed automatically to the Radiation Protection Program (RPP) for approval.

c.Requisitions submitted electronically that do not correctly reference material group 1930 will be routed to Procurement where they will be modified to include the correct material group.Once a requisition has been modified to include material group 1930 it will be automatically route to RPP for approval.

d.Paper requisitions submitted will be manually reviewed by Procurement and faxed to RPP for Approval.

e.RPP will review all requisitions to ensure users are authorized to purchase these restricted items and that they are being shipped to 400 Main Street, building E19-105.After review, RPP will call Procurement to verbally approve paper requisitions faxed to them and electronically approve all other requisitions.Electronic requisitions fully approved will automatically be routed back to Procurement for processing.

f.Procurement will validate RPP approval prior to processing requisition. If approved Procurement will process requisition ensuring that the proper delivery address (E19-105) is referenced and that the Procurement Authorization Number is available for review on the electronic copy of the Purchase Order. Credit cards cannot be used for the purchase of radioactive materials.

4.2.2 Controlled Substances (Drugs)

a.The United States Drug Enforcement Administration (DEA) has assigned a limited number of DEA Registrations to named MIT persons (researchers, pharmacist, etc.) for their specific use for acquiring controlled substances.

b.Each DEA Registration is assigned following the submission of a separate application (per person) and review and investigation by DEA.

c.Each MIT person who has been assigned a DEA Registration is personally responsible for the control of drugs that he/she may acquire, in strict accordance with procedures dictated by DEA.DEA may at any time perform an audit within MIT spaces to ensure that DEA procedures are being followed and that drugs are properly maintained, dispensed, used and accounted for, including disposal.

d. Requisitioning and Purchase Procedures

(1)Requisitioner - Schedule I and II Controlled Substances

(a)DEA Form 222 set (3 copies) must be completed and signed by the holder of the DEA Registration without erasures or strikeovers.Each person assigned a DEA Registration for Schedule I and II drugs is provided a supply of prenumbered Forms 222 with his/her name and MIT address, DEA Registration Number, and other related information preprinted on each set of the forms.Each person is accountable to DEA for his/her Forms 222.

(b)Attach (staple) two copies of the completed and signed Form 222 to a completed and approved requisition form on which the DEA Registration Number is clearly indicated, and submit to a Purchasing Agency.

(2)Procurement Office

(a)Prepare the related purchase order in the usual manner, and include the requisitioners DEA Registration Number.

(b)Attach a photocopy of the Form 222 to the Purchase Order and file copy.Maintain a separate file of these orders to facilitate audit by DEA.

(c)Attach the original two copies of Form 222 provided with the requisition to the vendor Copy of the order, and mail to vendor.

(3)Requisitioner - Schedule III, IV and V Controlled Substances

(a)DEA Form 222 not required

(b)Submit a completed and approved requisition form, on which the DEA Registration Number is clearly indicated, to Procurement.

(4)Procurement Office - process as set forth under (2) above, less Form 222 processing.

4.2.3 Hypodermic Needles and Syringes

a.Hypodermic needles and syringes are purchased primarily by MIT's Partner for Scientific Supplies, for stocking purposes, or by the Procurement Office, for items not stocked by MIT’s Partner, under a license which is granted the Institute by the Massachusetts Department of Public Health.

b.Controls - Signature Authorization

(1)Each requisition for hypodermic needles and/or syringes must bear the approval signature of an Institute member with the title: Department Head, Laboratory Director, Professor, M.D., or Pharmacist.

(2)For the purpose of repeat withdrawals from the MIT Partner stockroom, these persons may delegate blanket approval authority to responsible persons by submitting a written authorization to the Procurement Office which specifically authorizes named individuals, and displays the actual signature of each individual named, to approve requisitions which provide for the withdrawal of hypodermic needles and/or syringes from the MIT’s Partner’s stock.

(3)These authorized signature lists are maintained by the Procurement Office and copies are forwarded to the MIT Partner.

4.2.4 Ethyl Alcohol (Tax-Free Alcohol)

a.Tax-free alcohol may only be purchased by MIT's Partner for Scientific Supplies, for stocking purposes, under a license which is granted by the United States Bureau of Alcohol, Tobacco and Firearms.

b.Controls - Signature Authorization

(1)Each requisition for withdrawal of tax-free alcohol must bear the approval signature of an Institute member with the title: Department Head, Laboratory Director, Professor, M.D., or Pharmacist.

(2)For the purpose of repeat withdrawals from the MIT Partner stockroom, these persons may delegate blanket approval authority to responsible persons by submitting a written authorization to the Procurement Office which specifically authorizes named individuals, and displays the actual signature of each individual named, to approve requisitions which provide for the withdrawal of tax-free alcohol.

(3)These authorized signature lists are maintained by the Procurement Office and copies are forwarded to the MIT Partner.

4.2.5 Select Agent Toxins

a. The following substances are highly toxic and are under strict control.Individuals wishing to purchase any of these listed materials must contact the EHS Office.All purchases of these materials must be done through the EHS Office Biosafety Program (2-3477):

Abrin

Botulinum neurotoxins

Clostridium perfringens epsilon toxin

Conotoxins

Deacetoxyscirpenol

Ricin

Saxitoxin

Shigatoxin

Shiga-like ribosome inactivating proteins

Staphylococcal enterotoxins

Tetrodotoxin

T-2 toxin

b. Controls- signature and purchase by authorized EHS staff only.

(1) Faculty needing to purchase select agent toxins should contact the EHS BSP to inform them that a requisition is coming. Requisitioners (faculty member) must clearly indicate the amount of any of the above materials present in their laboratory on the paper requisition. The completed requisition may be faxed (258-6831) or mailed to the EHS Office Biosafety Program (NE52-496).An EHS Biosafety Program staff member will call to confirm the information on the requisition.

(2)The EHS Office Biosafety staff member will place the order, sign and return the required regulatory assurance letter from the vendor. These materials will be sent to the EHS Office Biosafety staff (N52-496) by FEDEX overnight delivery.

(3)Upon receipt, the order will be checked and delivered to the requisitioner. The total amount of select agent toxins present in the laboratory will be verified and the package released to the laboratory for secure storage.Both the EHS staff person and the requisitioner will sign the packing slip. A copy of the packing slip will be kept by EHS for its records.

c.No PI may have more than the amounts outlined in the federal regulations in unless they are registered with the CDC Select Agent program. Registration with the CDC Select Agent Program is managed through the EHS Office Biosafety Program.

4.2.6 Highly Toxic Chemicals

a.The following substances are highly poisonous and are under Signature Control:

Potassium Cyanide (Analytical Reagent)

Potassium Cyanide (Purified)

Sodium Arsenate(Analytical Reagent)

Sodium Cyanide(Analytical Reagent)

b.Controls - Signature Authorization

(1)Each requisition for any of the substances listed above must bear the approval signature of an Institute member with the title: Department Head, Laboratory Director, Professor, M.D., or Pharmacist.

(2)For the purpose of repeat withdrawals from the MIT Partner stockroom, these persons may delegate blanket approval authority to responsible persons by submitting a written authorization to the Procurement Office which specifically authorizes named individuals, and displays the actual signature of each individual named, to approve requisitions which provide for the withdrawal of these substances.

(3)These authorized signature lists are maintained by the Procurement Office and copies are forwarded to the MIT Partner.

4.2.7 Nitrous Oxide Gas

a.Nitrous oxide gas is dangerous if misused.It may only be purchased through MIT's Gas Supply Partner.

b.Controls - Each requisition received for nitrous oxide gas is verified by MIT’s Partner by telephone with the account supervisor or his/her authorized representative (approver of requisition) that the gas requisitioned is required for an approved application.The name of the verifier and the date of verification are entered on the requisition.

4.2.8 Toxic and Flammable or Combustible Materials

a.In accordance with Federal and State laws, producers, repackagers, and distributors of toxic and flammable or combustible materials must prominently and permanently label all containers of such materials to identify the product, the danger(s) involved, and the precautions to take for its handling and use.

b.Receivers and end-users of such materials must be sure to handle and use the materials in accordance with the instructions provided.

c.Deliveries of containers which are or appear to be damaged should not be accepted by Receiving Room personnel.Deliveries of containers which are accepted and which are subsequently found to be or to appear to be damaged should not be handled, but should immediately be reported to the MIT Environment, Health and Safety (EHS) Office.

4.2.9 Explosives

a.Explosives include: cannon ammunition, explosive projectiles, grenades, Deta sheets, bombs, mines, torpedoes, rocket ammunition, small arms ammunition, T.N.T., rocket propellant, black powder, primers, fuses, percussion caps, blasting caps, fulminate of mercury, smokeless powder, model rocket engines, explosive igniters, and mortar shells.

b.The Requisitioner/user of explosives must possess (1) a valid permit issued by the Fire Department for the use, storage and handling of explosives (permits must be renewed annually) , and (2) for Class A or Class B explosives, a valid Certificate of Competency issued by the Massachusetts Department of Public Safety.

c.The EHS office will assist requisitioners/users in obtaining permits and Certificates of Competency.

d.The Department, Lab or Center maintains records of Institute personnel who have been issued permits and Certificates of Competency.

4.2.10 Liquefied Petroleum Gases (LPG)

a.The requisitioner/user of LPG must possess a valid permit issued by the Fire Department (permits must be renewed annually).

b.The EHS Office maintains records of Institute personnel who have been issued permits.

c.Procurement Office processing:

(1)Forward requisitions received for LPG to the EHS Office which will (a) verify that permits have been issued, or (b) assist requisitioners/users in obtaining permits.

(2)Requisitions which are signed (approved) and returned by the EHS office may be converted to purchase orders.

4.2.11 Transportation of Hazardous Materials and Compressed Gases by Institute Personnel

a.The transportation of hazardous materials and compressed gases over public roads is strictly governed by Federal and State regulations.Any shipment of these items that is to travel over public roads must comply with regulations regarding quantity packaging and labeling.

b.Department and laboratory personnel who intend to ship or convey these items over public roads by Institute or personal vehicles must contact the EHS Office for packaging and labeling instructions.