Suggested Forms & Logs

Working with Controlled Substances requires specific procedures and documentation practices in accordance with federal and state regulations. Three categories of documents must be maintained: records associated with the application process; records of Authorized Users; and records of use.

The usage documentation must demonstrate a closed system of distribution wherein each Controlled Substance is accounted for from acquisition through to use and disposal (or destruction) and the chain of custody and usage must be documented. Typical categories include: acquisition (ordering or purchasing), receiving, administration (use), inventory, and disposal.

The Using Controlled Substances in Research at the University of Virginia manual refers to the sample forms below. The use of these forms is not required; however, the templates incorporate all of the required elements from the applicable regulations. Any format used must meet the requirements of all pertinent regulations. Registrants should determine a consistent documentation process to ensure best compliance practices.

Authorized User records must be kept for two years. Usage records must be maintained for two (2) years after the depletion or destruction of the Controlled Substance.

 

Application Process and Personnel forms:

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