Controlled Substances Record Keeping and Forms
Any TCU researchers are required to maintain complete and accurate records for all controlled substances. These records should be kept separate from all other documents and files. All usage, lost, stolen, or destroyed materials should be documented in great detail, including the quantity and dates. All records must be maintained by researchers for a minimum of two years from the time of the last log entry. Please see the training document for a list of records to be maintained by each researcher.
| Title | Description |
|---|---|
| Office of Research PI Registration Form | Complete this form and email to research@tcu.eduresearch@tcu.edu once you’ve obtained your DEA license/registration |
| Authorized Personnel Screening Statement Consent and Release - Controlled Substance DEA Personnel with Access to Controlled Substances Authorized User Log | Use these forms to process Authorized users (student, faculty, or staff) |
| Controlled Substances Usage Log Form | Complete this form. Every time a CS is used it must be accounted for on this form. |
| Initial Inventory Form | A complete and accurate inventory of the stock of controlled substances within each authorized registrant’s laboratory must be performed initially upon receipt of a DEA license. You must record zero inventories at this time. The authorized person conducting the inventory and authorized witness must also sign the initial inventory form. |
| Biennial Inventory Form | After the initial inventory is taken, a new inventory of all stocks of controlled substances on hand should be conducted every two years. The inventory date and opening or close of business, drug name, strength, quantity, drug form (tablet, capsule, etc.), number of units/volumes, total quantity, expiration date, name of Principal Investigator, and location must be recorded. The authorized person conducting the inventory and authorized witness must also sign the Biennial Inventory form. |
| Inspection Checklist | Checklist should be completed at Initial, annual, biennial and closing. |
| Transfer Form | DEA approval must be obtained prior to transferring any controlled substances to another research investigator. The transfer process is the same as one would use to purchase substances from an approved vendor or request a reverse distribution. This form must be kept in your records, and a copy kept in the receiving registrant's records. |
| DEA Form 41 | This form should be completed when TCU EHS disposes of Controlled substances. Please see section G of the procedures document. |
