Chemical Control System (CCS) Frequently Asked Questions
Who can access the Chemical Control System (CCS)?
Only CCS purchase delegates and CCS vetting or deputy vetting delegates can access the CCS.
Who can be the CCS purchase delegate?
CCS purchase delegates are nominated by the Principal Investigators (PIs). The nominee will be a CCS purchase delegate after s/he attended the training and passed the quiz. The nomination form can be downloaded on this website.
Who can be the CCS vetting delegate or deputy vetting delegate?
CCS vetting delegate or deputy vetting delegate is nominated by the head of the department. The head of the department decides on any changes in the CCS vetting delegate. Please contact Dr Peter CHAN at 3442 6034 or Dr Wai Man Cheung at 3442 6705 or email to lsu.cct@cityu.edu.hk for any updates on vetting delegates.
What are the responsibilities of a CCS purchase delegate?
All CCS purchase delegates should input the correct chemical name and CAS number for ordering any chemicals. Suppose they find the chemical(s) is not in the chemical lists in the CCS. In that case, s/he should fill in the statement of the purchase of new chemicals or Purchase of New Dangerous Goods, see if the chemicals are listed in Section A, and seek approval from the departmental chemical protection officer (DCPO). Please submit the statement to G1415 for adding the requested new chemicals to the CCS after obtaining the DCPO approval.
Any chemicals you would like to add are organolithium or pyrophoric organometallic compounds. Please seek approval from the university chemical protection officer (UCPO).
How to process the payment by CCS purchase delegates?
Once you receive the chemicals, you must first enter the CCS and check in your items. After checking in your items, you will receive the RFID labels with your Ordered Item number. You must stick the RFID to the corresponded chemicals. The invoice(s) should be then sent to the CRP for stamping a CCT chop for payment. Here are some tips for users to affix the RFID labels:
Avoid affixing the RFID labels on the metal surface;
Avoid affixing the RFID labels around the high water content container;
Avoid banding the RFID labels that may destroy the microchips inside the labels.
What is the workflow from ordering to payment in the CCS?
How do I treat my RFID labels if my chemicals are used up and ready for disposal?
Once your ordered chemicals are used up, you should go to the CCS and check out the items. Once the item is checked out, the chemical container with the RFID labels can be discarded. Be reminded that all chemical containers must be cleaned properly before disposal.
How should I vet if I don’t know about the chemicals?
Please note that the Principal Investigator has pledged in the “statement of use of chemical use” when they submit grant proposals that they are aware of the safety responsibilities as a PI. In addition, the responsibilities of PI have been spelt out in the University’s Safety Policy. Hence, they should be the ones informing you about the legislations, safety precautions, licenses and chemical properties and the associated hazards.
How can I deal with chemicals named “others”?
The chemical name “others” is obsoleted in the CCS.
Can my non-blanket order deliver to G1415?
No. Any parcels/goods sent to G1415 will not be entertained for the non-blanket order placed after 1 Aug 2022. Users should request door-to-door delivery from the suppliers. For the non-blanket orders placed before 1 Aug 2022, the parcels can be sent to G1415, if there is a clear delivery note on the package. Otherwise, LSU will refuse to receive the package.
How do I know whether a chemical requires an institutional/individual license to store/use?
You can refer to the document uploaded to this website named Decoding list of local legislative regulations.
How do I know whether a chemical requested will need an import license?
Local suppliers need to have proper licenses to import and deliver the chemicals to CityU. Reputable suppliers such as Kou Hing and Tin Hang are known to adhere to regulations when they supply you the chemicals, albeit at a cost. Non-local suppliers will need to work with you on obtaining the import licenses. Do note that Staff and students should NOT bring any chemicals to the laboratory without permission. If chemicals are purchased outside the FO payment system, they are regarded as being brought to the laboratory without permission.
There are many biological reagents that classify as non-controlled chemicals under the Non-Controlled Chemical Purchase Guideline. Do we need to vet those items?
LSU will reject those items, with the note that they’re under the 14 categories of the non-controlled chemical list as per listed on the LSU website on 23rd February 2022.
For the “Lab Inventory before CCS Launched” order, what if the PI has already left CityU, what will LSU do?
LSU will ask the departmental vetting delegates about the actions taken regarding those chemicals, such as whether they have taken over those chemicals as departmental chemicals or transferred them to another PI. The LSU can decide on the vetting of these “Lab Inventory before CCS Launched” orders under the new PI.
How do LSU treat the “Lab Inventory before CCS Launched” order?
LSU adopts the current practice consistent with the CCS vetting delegates that reject all non-controlled chemicals and chemical names with “others”. For any chemicals that are not on the chemical lists, LSU will seek advice from the UCPO for further action.
Can we change the CCS system?
Any proposals to use improve this system or propose other systems have to go through consultations and be endorsed by the College/School Laboratory Safety Committees (C/SLC) before being discussed with stakeholders such as the FO via the ULSC. We definitely welcome proactive and constructive suggestions on making the mechanisms to control controlled chemicals being fit-for-purpose. All DSOs can initiate this dialogue first through the C/SLSC, ULSC line of communications.
