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Chemical Inventory

Chemical Inventories for all labs, shops, or other previously identified offices, must be submitted to the EHSRM Office by December 15th each year in accordance with the University’s Chemical Hygiene Plan. If you maintain a chemical inventory in your lab, shop, or office, review these Frequently Asked Questions before you submit your annual update to the EHS&RM Office. 

View a helpful visual guide for entering your inventory here.

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  • The simple answer is that it is required by laws which the University must comply with.   Those laws include the Emergency Planning and Community Right-to-Know Act (EPCRA) the Texas Community Right-to-Know Act (TCRA, Health & Safety Code, Chapters 505, 506 & 507), the federal Hazard Communication Act and the Texas Hazard Communication Act (Texas Health & Safety Code, Chapter 502).

  • Chemical inventories should be conducted on at least a yearly basis. Personnel should be looking at the physical condition of primary and secondary containers. Chemicals should be inspected for signs of decomposition, such as discoloration, turbidity, caking, moisture in dry chemicals, particulates in liquids, and pressure buildup. However, as new chemicals are received or unneeded/expired chemicals are removed, the inventory spreadsheet should be updated to include those changes. 

  • Your inventory is used for two important purposes.  First and foremost, it is used to aid EHS&RM and local emergency responders in assessing hazards that may be present in your lab/building during an emergency event. 

     

    In addition, your inventory is used to compile a report required by the federal and the Texas Community Right-to-Know Acts, known as the Tier II Chemical Inventory report.  The report is required to be submitted annually to the Texas Commission on Environmental Quality. 

     

    The final report provides information to the State and to Local Emergency Responders on chemicals which meet or exceed specified reporting thresholds at any time during a calendar year. In order to calculate if the University has met or exceeded these thresholds, it is necessary to obtain a chemical inventory from all laboratories, shops, warehouses, or other offices who house hazardous materials or chemicals every year. 

     

    Once all inventories are received, the EHSRM Office compiles all of this data and determines whether thresholds have been exceeded for each chemical.  If any chemicals used or stored at the University collectively exceed the threshold, EHSRM reports those chemicals, along with their locations and volumes, to the TCEQ and the Local Emergency Planning Committee.

  • Chemical Inventories for all labs, shops, or other previously identified offices, must be submitted to the EHS&RM Office by December 15th each year in accordance with the University’s Chemical Hygiene Plan.

     

    Chemical Inventories must be provided on the Microsoft Excel templates provided to you.  Alternatively, you may use the web-based chemical inventory platform Quartzy.  If you choose to use Quartzy, you must work under the Texas State group and allow Environmental Health to have access to your inventory by December 1st.

  • EHS&RM receives inventories from over 150 labs each year.  Using a standard template provided by EHS&RM is important for processing the inventories in a timely manner.  Please take the time to provide your inventory in the formats provided. 

     

    Alternatively, you may use the web-based chemical inventory platform Quartzy.  If you choose to use Quartzy, you must work under the Texas State group and allow Environmental Health to have access to your inventory by December 1st.

  • Inventories must be current.  If your inventory has not changed, you must still review the inventory to ensure it is correct and current.  You will also still need to print (or e-sign) your name and date under the certification statement on the signatory and instructions tab of your spreadsheet.  It should be noted that inventory spot checks are conducted during the year. 

     

  • No, but the bottles must be labeled in accordance with the  University’s Chemical Hygiene Plan.

  • Only if you maintain those household cleaners for something other than it’s intended purpose.  For example, if you are using Windex as part of a chemical process, then you must report the Windex in your chemical inventory; however, if you have Windex to clean your windows, then you do not have to add it. 

  • Yes, a CAS number is required since chemical names can vary greatly.  If the CAS Number is not included, your inventory will be returned to you with instruction to add the CAS numbers. 

  • The University’s Chemical Hygiene Plan requires that you record the date received and date opened on each chemical container.  It is helpful to include the information on your inventory.

  • Disposal of old or expired chemicals is required by the Old Chemical Policy found in the University’s Chemical Hygiene Plan.  EHSRM can help you dispose of expired, old, and unwanted chemicals.  If you have a large number of bottles to dispose of, contact EHSRM for assistance and guidance.  Otherwise, place the chemicals in your Satellite Accumulation Area (SAA), and fill out the Hazardous Waste Pickup request form.  Make sure you place a Hazardous Waste label on the bottle(s) you would like to dispose of.

     

    If you dispose of any chemicals in your inventory and do not replace them or you replace them with a different volume, you must update your chemical inventory accordingly. 

  • We will use an example to answer this question.  If you have four bottles of acetone and three are 2 Liter bottles and one is a 1 Liter bottle, use two separate lines.  The first line in in this example, would have an entry of 2L in the Unit Size column and the number 3 in the Quantity column.  The second line would have an entry of 1L in the Unit Size column and the number 1 in the Quantity column.  It would be incorrect to add all of the bottle volumes together and put 5L in the Unit Size and 4 in the Quantity column. 

  • EHS Chemicals are “Extremely Hazardous Substances” defined in 40 CFR 355.  The list of the chemicals can be found in Appendix A (alphabetical order by chemical name) and Appendix B (by CAS Number)

     

    DNR Chemicals are chemicals listed by EHSRM as “Do Not Respond” chemicals for emergency spill response.  This means that EHSRM and other Texas State University personnel will await emergency responders and contractors for spill response.  The room will be isolated until their arrival. 

     

    If you identify chemicals in your inventory from either of these lists, please follow the instructions on the signatory and instructions page to correctly identify them in your inventory.