Responsibilities

Principal investigators

PIs are responsible at all times for maintaining a current CSUA, an accurate inventory and on-site log book, and supervising their CS facility and authorized personnel in compliance with UAB's Controlled Substances Program.

Sabbatical: A CSUA remains active during a PI's sabbatical leave when an acting PI is named in writing and approved by the department chair and Controlled Substances Program manager. Alternatively, the department chair may serve as the acting PI.

Authorized personnel

Authorized personnel are individuals designated by the PI to have access and/or work with controlled substances under a particular CSUA number. Authorized personnel must complete and pass the controlled substances training program CS245, "Using Controlled Substances for Research, Teaching and Veterinary Care at UAB." Final approval of authorized personnel rests with the CS Program manager, following verification of DEA-required information applicants provide on the Personnel Screening Data Sheet.

Authorized personnel applicants must answer questions concerning:
  • Felony convictions in connection with controlled substances
  • Surrendering previous registrations or having a registration revoked, suspended, or denied
  • Any use of narcotics, amphetamines, or barbiturates other than those prescribed to the applicant by a physician
Authorized personnel must:
Department chairs
Department chairs must notify OH&S when:
  • A new PI is expected to arrive on campus in possession of CS
  • A PI with CS authorization dies or intends to terminate employment
Department chairs review and approve or reject CSUA applications for their department. Department chairs cannot authorize their own CSUA application.




Manage Authorized Personnel/PSDS Form

Authorized personnel are individuals assigned by the PI to access and work with controlled substances under a particular CSUA. Individuals designated as authorized personnel, including PIs and lab contacts, must be screened and approved by OH&S before they are permitted to work with CS.

Important: Keep the authorized personnel list current at all times.
  • Login to the CSUA Web Application with your BlazerID and strong password.
  • In the CSUA Web Application, select the Personnel tab to manage authorized personnel.
The PI can:
  • Add or remove authorized personnel
  • Assign levels of access to the application or assign only one task, such as receiving CS
The CSUA Web Application has the following levels of access:
  1. The PI is the primary contact and has full privileges to the CSUA Web Application and CS Inventory. Receives notice when CS order arrives.
  2. Secondary contact - This user has the same rights/access as the primary contact/authorization holder. Only one secondary contact may be assigned. Receives notice when CS order arrives, like the primary contact.
  3. Authorized user - Someone who is trained and is allowed to use controlled substances for the purpose approved on the CSUA.
  4. Order Materials - Only users selected to order lmaterials will have CS orders approved for purchase.
  5. Receive Materials - Only users assigned to receive controlled substances will be allowed to pick up ordered materials from the Controlled Substances Program Manager.
  6. Keyholder - A key/combination holder is a user who possesses, or has access to the Controlled Substances storage by a key or combination number.
Personnel Screening Data Sheet (PSDS)

A PSDS is a document required by the DEA of all individuals who have access to or work with controlled substances at any time. The PSDS is submitted by the CSUA Web Application and appears after the login page the first time you login. The BlazerID and strong password requested at the end of the questions serves as a legal signature and authorizes UAB to conduct background checks.

The PSDS must be submitted for each individual entered on a CSUA as authorized personnel. When you add an individual to your authorized personnel list, an e-mail notification is automatically sent to the individual, instructing them to follow the link to the web application, to login and complete the PSDS form.

The CS Program Manager will notify the CSUA contacts and the authorized personnel when approval has been granted.

Amend, Renew, or deactivate a CSUA

Amend
Amendments and renewal of a CSUA are accomplished in the CSUA Web application. Open the CSUA Web application, select the Protocols tab to enter your new protocols or delete old ones etc., change authorized personnel by selecting the personnel tab and adding new people as you have before or deleting people that no longer work for you by selecting the trash can next to their name in the table of authorized personnel.

Renewal
  • For security purposes, only the PI can renew the CSUA. Renew your authorization annually when you receive a notification request from the CS Program manager.
For an annual renewal you will be sent a reminder that your CSUA is about to expire and you need to just check for any changes and if there are none simply renew your number by selecting the renew button that will appear on the CSUA Dashboard . It you have changes simple make the necessary changes by adding protocols, deleting personnel as discussed above or adding any additional drugs you have been approved too work with. Then select the Renew button on the Dashboard.

Deactivation
To deactivate a CSUA you will need to contact the Controlled Substances Program Manager at This email address is being protected from spambots. You need JavaScript enabled to view it. u and set up a time for him to meet with you to pick up any leftover drugs and go over paperwork at closeout. Deactivate a CSUA when you no longer need authorization to possess, purchase, or store CS for research purposes at UAB. Contact the This email address is being protected from spambots. You need JavaScript enabled to view it. for assistance.

Apply for a Controlled Substance Use Authorization (CSUA)

Apply well in advance of your intended project to allow time to obtain CSUA approval and order CS products. A separate CSUA is required for each location where CS will be stored overnight. Investigators are discouraged from having more than one storage location since the CSUA number is like a DEA license and separate records must be maintained at each storage location. In addition, each CSUA, like a research DEA license, must be renewed annually. Follow the steps below to begin the application process.

Step 1: First-time applicants
You must have a UAB Blazer ID to access the CSUA Web Application.

Step 2: Apply for a CSUA
  1. Login to the CSUA Web Application.
  2. Enter your BlazerID and strong password.
  3. First time users will need to answer questions on the Personnel Screening Data Sheet (PSDS) that are required by the DEA for anyone working with or having access to controlled substances.
  4. After entering your BlazerID and strong password on the PSDS page, you will be taken to the CSUA Web Application's Dashboard page.
  5. Click each tab and follow the corresponding instructions.
Note: Only PIs may submit a completed CSUA application.

Step 3: Expect a storage review meeting

After your CSUA application has been submitted, the CS Program manager will schedule a site visit to verify your storage facility meets security requirements.
Step 4: Complete the online training

PIs, lab contacts, and authorized personnel working with, or having access to, CS are required to complete and pass the online training program CS245, "Using Controlled Substances in Research, Teaching and Veterinary Care".