5.1  Guidelines for Ordering

5.1.1  General Guidelines

5.1.2  High Risk Hazardous Chemicals/Select Agents  High Risk Hazardous Chemicals  Select Agents

5.1.3  Controlled Substances, Precursor Chemicals & Controlled Lab Apparatus  Requirements

5.2  Storage Locations

5.2.1  Related and Compatible Storage Groups

5.2.2  Incompatible Storage Groups

5.3  Shipping

5.4  Disposal

5.1       Guidelines for Ordering

5.1.1       General Guidelines

·         Always order the smallest amounts of the needed chemicals.  Be familiar with disposal requirements before ordering chemicals.

·         Check your inventory regularly and dispose of outdated or unnecessary chemicals.  Avoid a stockpile of unused chemicals.

·         Consider ordering solvents in safety tins rather than glass bottles. The metal containers are more expensive, but do provide protection against breakage and spillage.  Such purchase orders should state that the more expensive containers are requested for safety purposes.

·         If the compound is a High Risk Hazardous Chemical/Select Agent or DPS Controlled Item, special procedures are required (see sections 5.1.2 or 5.1.3, respectively).

·         If the chemical compound is labeled/tagged with radioactive material, refer to the Radiation Safety Manual for additional ordering information.

5.1.2       High Risk Hazardous Chemicals/Select Agents       High Risk Hazardous Chemicals

·         The maximum quantity of the agent to be possessed by the Principal Investigator at any time shall not exceed the minimum amount needed to complete the project.

·         The package containing the hazardous agent shall be inspected for leakage or damage upon receipt.  EHS B&C shall be notified if leakage or damage is noted.       High Risk Hazardous Chemicals

The following agents fall under the Health and Human Services (HHS)/Center for Disease Control and Prevention (CDC) Select Agent regulations and are strictly controlled. 

            Abrin                            Botulinum neurotoxin                

            Conotoxins                    Diacetoxyscirpenol

            Ricin                             Saxitoxin

            Shigatoxin                     Staphylococcal enterotoxins

            Tetrodotoxin                  T-2 toxin

            Soman                          Shiga-like ribosome inactivating proteins 

If you are ordering or transferring on/off campus any of these agents, please contact EHS at ext. 21781 for further information.

5.1.3       Controlled Substances, Precursor Chemicals & Controlled Lab Apparatus

A Memorandum Of Understanding (MOU) was issued jointly by the Texas Higher Education Coordinating Board and the Texas Department of Public Safety (MOU on Controlled Substances, 1995 Health and Safety Code, 481.0621 (b), Texas Controlled Substance Act) to comply with a statutory requirement to implement and maintain a program for reporting information concerning controlled substances, controlled substance analogues, chemical precursors and chemical laboratory apparatus used in educational or research activities of institutions of higher education.       Requirements

Records of purchase and external transfer are required.  The sale, furnishing or transfer of controlled items off campus is strictly prohibited unless the recipient holds a DPS permit, waiver or is exempt.  Off campus transfers require the completion of DPS Form Nar-22.  Contact EHS B&C at extension 21781 for more information. 

To implement this policy, individual faculty members (research and clinical laboratories) are required to maintain records of purchase of the items from a list of precursor chemicals and laboratory apparatus (see list below).  A suggested way to accomplish this is to perform a screen print of the purchase requisition.  Highlight any controlled items on the requisition and maintain in a file for future DPS audit.  In addition, the Purchasing Department has assigned an attribute code of “Q” to be placed (or selected from the menu) in the field called “PURCHASE TYPE” on purchase requisitions for ease of identifying the controlled items.  The use of this identifying code is required (not optional).

Precursor Chemicals

Laboratory Apparatus




Distilling apparatus

D-Lysergic Acid

Vacuum dryers

Ergotamine tartrate

Three-necked flasks

Diethyl malonate

Distilling flasks

Malonic acid

Tableting machines

Ethyl malonate

Encapsulating machines

Barbituric acid

Filter, buchner, separatory funnels


Erlenmeyer, two-necked, single, round bottom, thermometer, filtering flasks

N-acetylanthranilic acid

Soxhlet extractors



Phenylacetic acid

Flask heaters

Anthranilic acid

Heating mantles


Adapter tubes







Sale, furnishing or transfer of controlled items off campus is strictly prohibited unless the recipient holds a DPS permit, waiver or is exempt (contact EHS-B&C prior to off campus transactions).  In addition, off campus transactions require the completion of DPS Form Nar-22.  Although transfer of any of the controlled items can be performed internally without documentation, it is recommended should any future questions arise. 

The MOU requires that any laboratory that discovers an unacceptable discrepancy, loss, pilferage, or theft of a controlled item is responsible for submitting a written report of the incident to the University Police no later than 5 business days after the day of discovery. 

Department chairmen are responsible for instituting departmental procedures for ensuring the security of controlled items.  University Police may be contacted for assistance regarding this matter. 

Researchers are also reminded that they are not exempt from annual registration with the Federal Drug Enforcement Agency under the Federal Controlled Substances Act for the purchase and possession of controlled substances and controlled substance analogues.  Registration applications may be obtained from the regional DEA office and must be submitted to Washington, D.C.  Processing takes about 8 weeks.  The address of the closest regional office is: 

DEA Diversion Group (Registrations)
333 West Loop North, Suite 300
Houston, TX 77024-7707

(713) 613-7661


5.2       Storage Locations

Do not store hazardous chemicals in alphabetical order.  This may place incompatible chemicals next to one another, (i.e., acetic acid and ammonium hydroxide, an acid and a base) or may cause large sized, glass bottles to be stored on a top shelf.  Chemicals should be segregated according to compatibilities and hazards. 

The following guidelines should be used when storing any chemical:

·         Every chemical should have a specific storage location and should be returned immediately after use.

·         Be sure to read the label on every container for storage instructions and follow those instructions carefully.

·         Except for those chemicals in use, do not use a chemical fume hood as a storage area for chemicals or solvents. The cabinet below the chemical fume hood is suitable for storage if it is vented and labeled.

·         Chemicals cannot be stored under sinks.

·         Volatile and odoriferous chemicals need to be stored in a ventilated cabinet.

5.2.1       Related and Compatible Storage Groups

Inorganic Family

Organic Family

Metals, hydrides

Acids, anhydrides, peracids

Halides, sulfates, sulfites, thiosulfates, halogens, phosphates

Alcohols, glycols, amines, amides, imines, imides

Amides, nitrates (except ammonium nitrate), nitrites, azides

Hydrocarbons, esters, aldehydes

Hydroxides, oxides, silicates, carbonates, carbon

Ethers, ketones, ketenes, halogenated hydrocarbons, ethylene oxide

Sulfides, selenides, phosphides, carbides, nitrides

Epoxy compounds, isocyanates

Chlorates, perchlorates, perchloric acid chlorites, hypochlorites, peroxides, hydrogen peroxide

Peroxides, hydroperoxides,


Arsenates, cyanides, cyanates

Sulfides, polysulfides, sulfoxides, nitrites

Borates, chromates, manganates, permanganates

Phenols, cresols

Nitric acid, other inorganic acids


Sulfur, phosphorus, arsenic, phosphorus pentoxide


5.2.2       Incompatible Storage Groups


Avoid . . . .

Acetic acid

Chromic acid, nitric acid, hydroxyl-containing

compounds, ethylene glycol, perchloric acid, peroxides and permanganates

Acetic anhydride

Ethylene glycol, perchloric acid


Concentrated nitric acid sulfuric acid


Chlorine, bromine, copper, silver, fluorine, mercury

Alkali and alkaline earth metals, such as potassium, lithium, magnesium, calcium (powdered)

Carbon dioxide, carbon tetrachloride, other chlorinated hydrocarbons (do not use water, foam, or dry chemical on fires involving these metals). Dry sand should be available.

Ammonia (anhydrous)

Mercury, chlorine, calcium, hypochlorite, iodine, bromine and hydrogen fluoride

Ammonium nitrate

Acids, metal powders, flammable liquids, chlorates, nitrate, sulfur, finely divided organics or combustibles


Nitric acid, hydrogen peroxide


Ammonia, acetylene, butadiene, butane and other petroleum gases, sodium carbide.

Calcium oxide


Carbon (activated)

Calcium hypochlorite


Ammonium salts, acids, metal powders, sulfur, finely divided organics, combustibles

Chromic acid and chromium trioxide

Acetic acid, napthalene, glycerol, turpentine, alcohol and other flammable liquids


Ammonia, acetylene, butadiene, butane and other petroleum gases, hydrogen, sodium carbide, turpentine, benzene and finely divided metals

Chlorine dioxide

Ammonia, methane, phosphine, and hydrogen sulfide


Acetylene, hydrogen peroxide




Hydrogen peroxide, nitric acid, other oxidants

Hydrocarbons (benzene, propane, gasoline, turpentine)

Fluorine, chlorine, formine, butane, chromic acid, peroxides

Hydrocyanic acid

Nitric acid, alkalies

Hydrofluoric acid, anhydrous (hydrogen fluoride)

Ammonia (aqueous or anhydrous)

Hydrogen peroxide

Copper, chromium, iron, most metals or their salts, any flammable liquid, combustible materials, aniline, nitromethane

Hydrogen sulfide

Fuming nitric acid, oxidizing gases


Acetylene, ammonia (anhydrous or aqueous)


Acetylene, fulminic acid, ammonia

Nitric acid (concentrated)

Acetic acid, acetone, alcohol, aniline, chromic acid, hydrocyanic acid, hydrogen sulfide


Inorganic bases, amines

Oxalic acid

Silver, mercury


Oils, grease, hydrogen, flammable liquids, solids or gases

Perchloric acid

Acetic anhydride, bismuth and its alloys, alcohol, paper, wood, grease, oils

Peroxides (organic)

Acids (organic or mineral), avoid friction, store cold

Phosphorus (white)

Air, oxygen

Phosphorus pentoxide

Alcohols, strong bases, water

Picric acid (trinitrophenol)

Copper, lead, zinc concrete, ammonia, calcium, bases

Potassium chlorate

Acids (see also chlorates)

Potassium permanganate

Glycerol, ethylene glycol, benzaldehyde, sulfuric acid


Acetylene, oxalic acid, tartaric acid, fulminic acid, ammonium compounds


See alkali metals

Sodium nitrite

Ammonium nitrate and other ammonium salts

Sodium peroxide

Any oxidizable substance, such as ethanol, methanol, glacial acetic acid, acetic anhydride, benzaldehyde, carbon disulfide, glycerol, ethylene glycol, ethyl acetate, methyl acetate, furfural

Sulfuric acid

Chlorates, perchlorates, permanganates


5.3       Shipping

The transportation of hazardous materials is strictly regulated.  Failure to adhere to applicable regulations can result in fines and/or punitive actions against the university and the transporter.  In addition to violating state and federal transportation laws, personal liabilities can be associated with failure to follow the appropriate shipping and handling requirements. 

The Department of Transportation (DOT) regulations regarding the shipment of hazardous materials state that “…no person may offer or accept a hazardous material for transportation in commerce unless…the hazardous material is properly classed, described, packaged, marked, labeled and in condition for shipment.”  (HM-171.2) 

In agreement with the Civil Aviation Security Field Office and the Federal Aviation Administration, UTMB has established a system to meet these requirements.  No UTMB employee will be permitted to ship hazardous materials without having completed certified DOT/ IATA training.  Retraining is required every two years.  If hazardous chemical shipments are planned, notify EHS prior to shipment (including Select Agent toxins).  Any such shipment must be reviewed by a representative from EHS prior to shipment.  Select members of the EHS staff and Materials Management group have successfully completed the training course in order to oversee shipping of hazardous materials.  Any UTMB employee shipping hazardous materials without the required current training is acting as their own agent and assumes all liability as such.


5.4       Disposal

For detailed information on hazardous waste disposal, see Chapter 10 in the Safety Manual.  For chemical (and radioactive) waste pick-up, complete the on-line request form at .  After completing the on-line web-based form, submit it electronically to EHS and the request will be processed for pick-up the next pick-up day.  Chemical pick-up days are Wednesdays and Fridays.  Radioactive waste pick-up days are Tuesdays and Thursdays.  Once submitted, you will receive electronic confirmation of your request.