Ordering Chemicals (including gas cylinders)

Procedure for ordering chemicals

The requirements for ordering chemicals are in place to ensure safe storage and safe use of chemicals are considered before the chemicals are purchased. A set of ordering guidelines can be read here for the steps required in Opera for when ordering hazardous substances.

1. The cost of disposal of excess chemicals is significant. Consider how much material you actually need for your current work and order minimum quantities.
2. Add the chemical on LabCup (online chemical inventory) for the chemical item/s you are ordering. This will generate a unique barcode for the item/s.
3. Read the manufacturers safety data sheets (MSDS) for the chemical of interest. These will be available on the supplier website and LabCup (if available).
4. Review the Hazard code statements (H-codes and/or EUH codes) and Precautionary statements (P-codes) to ensure that you understand the hazards of the chemical and how to handle and store it safely.
5. Ensure your current storage and handling facilities are sufficient to ensure safe use of the chemical (for example, staff training, availability of fume cupboards, suitable personal protective equipment).
6. LabCup will determine the hazard categorisation level. Which you can view by hovering over the red flag when looking at your inventory. Make note of this as you will need it for Opera.
7. Write A COSHH Risk Assessment with the identified hazards and implemented control measures for the chemical/s. This is a legal requirement. Guidance on COSHH Risk Assessments can be found under Section 3.3 of risk assessments in physics. Links to COSHH templates can also be found under the same link.
8. For each chemical ordered on Opera you must input the hazard categorisation level, LabCup item barcode number and a statement to indicate you have risk assessed the chemical and your activity/task with it in the internal comments section. If it is non-hazardous this should be stated in the comments section.
9. Dependent upon the hazard category identified the order may be subject to top tier approval once it has been raised on Opera.
10. Once the chemical has been received by Physics stores you will be notified that is has arrived via email.
11. When you arrive at stores you will need to print the item/s label. Label printing is available at stores. You will be required to use the laptop provided in stores to log in to LabCup, search and print the barcodes for item/s you need to collect.
12. Once you have printed your label you will be handed your item/s. You will not be handed your item/s without a printed label.
13. When you are handed your order you are to bring the chemical item/s to its nominated storage location e.g. a lab space (this should be checked before collection) and attach the label.
14. The item/s can now be placed into its storage cabinet.

The staff involved in processing orders for chemicals have been instructed that unless the hazard category, LabCup item barcode and the comments section have been completed on the Opera order, the order must be returned to the originator to complete these sections.

This is to ensure that the process for controlling any risk becomes an integral part of the ordering procedure.

Ordering & Storage of Compressed Gas Cylinders

The above steps (1 - 10) are all applicable to ordering gas cylinders in addition to the below. All compressed gas cylinders are to be classified as "HIGH" on the OPeRA requisition.

Compressed gases must be added to LabCup at the time of ordering. The LabCup barcode must be included in the internal note for each item. If the BOC barcode is only available post-delivery:

• Add the gas as a new entry in LabCup to generate a short barcode for the OPeRA requisition.
• Once delivered, update the entry with the full BOC barcode.
• Alternatively, if replacing an existing cylinder, include the BOC barcode in the internal note.
• Given the potentially high turnover of compressed gas cylinders, the department has agreed that physical barcode labelling of each cylinder is not required. Instead, the inventory should be updated with the new BOC number whenever a cylinder is replaced

Only order the gas you need for immediate or ongoing usage, especially with the inert gases like Nitrogen and Argon. The external gas cage should not be used for long term storage.

External Storage

All full cylinders must be stored in the lockable gas compound and segregated according to gas type to ensure safe storage. Flammable, toxic, and oxidising cylinders must be separated from each other by a distance of at least 3 meters (or separated using a fire wall). Inert gases may be stored within these separation distances. Within the physics external gas cage store this will look like:

• Flammable gases - store at the far end of the compound.
• Oxidising gases - store at the near end
• Toxic and corrosive gases - store in the corner section
• Inert gases - used as buffer zones between incompatible gas types

If BOC deliver outside of normal hours and put the new cylinders into the rack near to P4, then it is the responsibility of the person who ordered the gas to get it moved into the cylinder store.