University of Minnesota  Procedure

Purchasing, Receiving and Storing Controlled Substances

Employees who work with controlled substances for research review the following websites and complete the online educational module: Using Controlled Substances for Research. After completing the module, the record will be posted in the employee's online training record.

Registration Structure

  • The department or Unit head appoints a DEA Registrant for each Department, College, or Unit.
  • The DEA Registrant obtains a Drug Enforcement Administration (DEA) registration for each University building address where controlled substances will be stored.
  • DEA prefers that each Unit obtain only one registration for each building where controlled substances are stored.

Registration for the DEA Registrant

For use of controlled substances in research, complete DEA Form 225. For use of controlled substances in teaching, complete DEA Form 224.Instructions for completing DEA forms and a link to the DEA application website are located on the Controlled Substances in Research website. Contact UHS at [email protected] for further assistance with the DEA registration process.

Purchasing

UHS encourages the purchase of controlled substances from Boynton Health Service Pharmacy or the Veterinary Medical Center Pharmacy. DEA Form 222 is required to purchase Schedule I and Schedule II drugs. If using these scheduled drugs, request Form 222 when applying for a DEA registration. When the DEA Registrant is unavailable, a Power of Attorney may be used to order controlled substances and execute DEA order forms. Power of Attorney may be granted by DEA Registrants to the department head or senior administrator using a copy of the DEA form available on the UHS controlled substances website. The Power of Attorney form is to be attached to each order form and is only assigned for a specific period of time.

Receiving

When picking up controlled substances from the on-campus pharmacies or when receiving in the mail, the DEA Registrant or Authorized User verifies the contents and rectifies any discrepancies. Sign and date the purchase receipt and file it with the controlled substances records. Provide a copy of the receipt to the DEA Registrant.

Labeling

If controlled substances are removed from their original packaging and compounded, diluted or combined, each new container must be labeled and tracked. The label includes: the name of the controlled substances, the expiration date (not more than 30 days after the dilution date). Each container with controlled substances should have a unique identifier that is written on the container and the disposition record for tracking purposes. Forms for recording this information are available on the UHS-DEHS website.

Storing and Securing

Controlled substances are stored in a safe, which is bolted to an immovable object, separate from other drugs or materials. Facilities Management personnel should perform this function. Safe access is limited to those people who will be using controlled substances for teaching or research. Their names and initials must be listed on the Authorized Users Signature Log that must be updated every time there is a change in personnel. This form is available on the Controlled Substances in Research website. The safe combination should be changed whenever staff turn over.