Chemical Inventory

About the Inventory

In order to comply with existing local, state, and federal hazardous materials regulations, all UCF laboratories are required to submit a complete chemical inventory to be entered into the university's chemical database. After the initial entry, each lab will be responsible for keeping their inventory records up to date. For more information, please refer to UCF’s Chemical Inventory Policy.

The UCF inventory software, Environmental Health & Safety Assistant (EHSA); allows for cradle-to-grave tracking on individual containers of chemicals. Each container will be labeled with a unique barcode. Laboratories will be able to add, edit, transfer, and dispose of chemicals in their inventories and search for chemicals located within their department or subgroup. The web-based interface is accessible on computers running on the university's intranet.

To collect consistent information, please assign at least one member of your lab to attend training sessions on the use of the inventory software, and to coordinate inventory efforts. This person can start the inventory process by requesting bar code labels (see link below).


Frequently Asked Questions

  • 1. General Questions
  • A. Why do we have to do this?
  • B. Which chemicals have to be included in the inventory?
  • C. How often do we have to submit inventory?
  • D. How do I get started?
  • E. How do I submit my initial inventory worksheet?
  • 2. Questions about Using the EHSA Website
  • A. How does the EHSA website work?
  • B. What is the difference between the "Catalog" and the "Inventory?"
  • C. How do I add a container that is already in the Catalog to my inventory?
  • D. How do I add a container that is NOT in the Catalog to my inventory?
  • E. How do I move chemicals to another location?
  • F. How do I dispose of chemicals?
  • General Questions

    1.A - Why do we have to do this?

    It is a legal requirement imposed by local, state, and federal hazardous material agencies. For more information, please refer to UCF’s Chemical Inventory Policy.

    1.B - Which chemicals have to be included in the inventory?

    Any chemical that has an NFPA rating of 2 or higher must be included in your inventory. You may include non-hazardous chemicals, but it is not required.

    Excluded are: commercially available cleaning products, stock solutions and samples that have been prepared from an inventoried parent container, biohazardous materials, radioactive materials, and non-hazardous chemical products.

    1.C - How often do we have to submit inventory?

    The initial inventory worksheet must be submitted to Environmental Health & Safety so that we can create an account for you.

    Once your account has been set up and you have access to your inventory, you will be responsible for adding/removing items as you receive/consume them.

    Each lab will be required to re-inventory their items annually to ensure that the database's information is accurate.

    1.D - How do I get started?

    First, you will need to request EHS Barcode labels to identify each chemical container that you will be submitting to the database.

    Once you have labeled all of your hazardous chemicals, you will need to complete and submit your EHSA Inventory Data Worksheet. For help with completing the worksheet, follow these instructions: Submitting Initial Inventory.

    If you have already submitted your initial worksheet, then your PI should have received a Username and Password. If you never received them, or if you can't remember your login information, please Contact EHS to activate/reset your account.

    1.E - How do I submit my initial inventory worksheet?

    Instructions for initial inventory can be found here: Submitting Initial Inventory

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    Questions about Using the EHSA Website

    2.A - How does the EHSA website work?

    You can find instructions on how to operate the EHSA website here:Chemical Inventory using EHSA (v.6) pdf document icon

    2.B - What is the difference between the "Catalog" and the "Inventory"?

    The "Catalog" contains information for every single chemical container that has ever been entered into the system by any user.

    Your "Inventory" contains the items that are specific to your laboratory. Most of the items that you will add to your inventory can be found in the Chemical Catalog.

    2.C - How do I add a container that is already in the Catalog to my inventory?

    Follow these instructions: Adding Inventory

    2.D - How do I add a container that is NOT in the Catalog to my inventory?

    Follow these instructions: Adding Catalog Items

    Then you can add those chemicals using the normal "Adding Inventory" procedure

    2.E - How do I move chemicals to another location?

    Follow these instructions: Transferring Chemicals

    2.F - How do I dispose of chemicals?

    Follow these instructions: Disposing Chemicals

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