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BUS-50, Procedures for Issuing Orders, Security, RecordsApril 15, 1988
VIII. PROCEDURES FOR ISSUING ORDERS
A. The Department Chair or Principal Investigator must determine the
need for and sign all requisitions for Controlled Substances.
B. Controlled Substances listed under Schedules I and II can only be
ordered on Form DEA 222. The form shall be prepared as follows:
1. The form shall be prepared by use of a typewriter, pen, or
indelible pencil.
2. There are 10 lines on each form. Only one item may be
entered on each numbered line. If one order form is
insufficient to include all items in an order, additional
forms must be used. Do not attach a separate list of items.
3. The total number of items ordered shall be noted on the form
in the space provided.
4. The name and address of the supplier from whom the items are
being ordered must be entered on the form. Only one supplier
may be listed on any one form.
5. Only the Authorized Individual or the alternate, the
attorney-in-fact, may sign the form.
6. Copy 1 and Copy 2 of the order form shall be sent to the
supplier. Copy 3 shall be retained for the files.
7. The order forms shall not be used for substances other than
Controlled Substances listed in Schedules I and II.
C. Controlled Substances listed under Schedules III, IV, and V can be
secured by issuance of a standard University purchase order.
Only the Authorized Individual or the alternate, the
Attorney-in-Fact, shall sign the purchase order. If the purchase
order is issued as a blanket order with a specific vendor,
records must be maintained for each Controlled Substance
delivered under the blanket order. Such records shall be in
accordance with the provisions of Section X of this Bulletin.
IX. SECURITY
Effective controls and procedures shall be established to guard against
theft and diversion of Controlled Substances.
A. A receiving report shall be made out which will provide for the
signature of each individual through whose hands a Controlled
Substance passes up to and including the ultimate user. (See
Section X.B. of this Bulletin).
B. Physical security controls shall be commensurate with the schedules
and quantity of Controlled Substances in the possession of the
ultimate user and such controls shall be in effect at any
intermediate in-travel point where the item may be held.
Generally, a securely locked, substantially constructed cabinet or
a locked safe will provide adequate security for storage.
C. Access to Controlled Substances shall be restricted to the absolute
minimum number of individuals needed and authorized to handle daily
transactions in such items.
D. Access to Controlled Substances shall be denied to any individual who
has had a personal application for registration with DEA denied or
revoked at any time.
E. Notification of any loss or theft of Controlled Substances shall be
made by the Materiel Manager immediately to the DEA Regional Office
and to the University of California Police Department. A report on
DEA Form 106 shall be submitted to the DEA.
X. RECORDS
A. The Authorized Individual or the alternate, the attorney-in-fact,
shall record on Copy 3 of the order form, or a copy of the standard
purchase order, as applicable, the date on which each item is
received. A cross reference to the purchase requisition shall be
made.
B. A record shall be maintained at each in-travel point through which
the item passes from receipt at the campus or Laboratory until
delivery to the ultimate user. This record shall include the item,
quantity, order number, and signature of individual receiving the
package.
C. The ultimate user shall maintain records which will include the
following;
1. Name of the substance.
2. The finished form (such as 10 mg. tablet, or 10 mg.
concentration per fluid ounce or milliliter) for each substance
and the number of units or volume of finished form in each
commercial container.
3. The number of commercial containers of such finished form
received from other persons, including the date of and number of
containers in each receipt, and the name, address, and
registration number of the person from whom the containers were
received.
4. The amount of each unit or volume or portion thereof of finished
form dispensed or used, including the name and address of the
persons to whom it was dispensed, the date of dispensing, and
the written or typewritten name or initials of the individual
who dispensed or administered the substance and the reason it
was dispensed or used.
5. The number of units or volume of the finished forms and/or
commercial containers disposed of in any other manner, including
the date and manner of disposal. (See Section XII Disposal,
below.)
D. For Schedule I and II items, the inventory records shall be
maintained separately from all other items. Prescriptions for such
items shall be maintained in separate prescription files.
E. For Schedule III, IV, and V items, the inventory and records shall be
maintained separately or be readily available. Prescriptions for such
items shall be maintained in separate prescription files. However,
if prescriptions for such items are stamped in red ink in the lower
right-hand corner with the letter "C" no less than one inch high,
they may be filed with the prescriptions for Schedule I and II
items, or they may be filed with prescription for Noncontrolled
Substances.
F. Records shall be maintained and available to the DEA for at least two
years from the date of the record.
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