Tier II Chemical Inventory

Reporting

User Training For

Environmental Health & Safety Assistant

Environmental Health & Safety

www.dshs.state.tx.us/tiertwo

What is Texas Tier II Reporting?

• Tier II is a reporting system administered through the Texas Department of State Health Services (TDSHS) to satisfy the requirements of the Texas Community Right-To-Know Acts (TCRAs) and the Texas Hazard Communication Act (THCA).

• These laws are designed to protect employees, emergency responders, and the public by informing them of what hazardous chemicals exist in a given place.

• EHS is responsible for compiling and submitting TAMU’s annual Tier II report to TDSHS.

Who Must Report?

• Laboratories, including diagnostic, clinical, teaching and support facilities. *Research laboratories are exempt.*

• Chemical stockrooms

• Maintenance, construction and custodial groups

• Anyone who uses chemicals as part of their job (research activities are exempt).

• For other exceptions, see the TAMU Haz Com Program document.

When Is My Report Due?

• Departments must complete their reporting on Environmental Health & Safety Assistant by November 1st each year. If your inventory increases between Nov. 1st and Dec. 31st (either by volume of material or type of chemical in stock), report the increase to EHS immediately.

• The chemical inventory will have the HIGHEST EXPECTED amounts of chemicals for each location for the calendar year. (Example: If you have 2L of acetone on hand now, but you have 10L at any other time,

report 10L.)

• EHS will be available to assist departments with questions and technical difficulties.

Logging into EHSA

Go to

ehsd.tamu.edu

Select “Industrial

Hygiene” under

the “Health” tab.

Logging into EHSA

For login - select

“Access to

Chemical

Inventory” under

“Chemical

Inventory Login”.

For instructions

and other

information-

refer to

document under

“Chem Inv/Tier II

Reporting”.

Logging In, Continued

Enter your

username and

password. If you

don’t have a

password, call

845-2132 and

EHS will assign

one to you. Also,

you will have the

capability to

change your

password. (Select

“Change

Password” rather

than “Login.”)

Using EHSAYou should see your

name here.

Click here to see your

chemical inventory.

There should be a list of

chemicals from last year’s

inventory. If not, you can

enter the chemicals.

Using EHSA, Continued

This is Dr. I. M. Aggie’s inventory. You

may see more or less, depending on

what was submitted and entered last

year. You can sort the chemicals by

location or by name by using the menu

and drop-down options at the top of the

screen.

You can add a

chemical by clicking

here.

Adding New Chemicals

Note the question

marks on this screen.

These allow you to look

up information to fill in

the blanks

The first thing you

want to enter is the

location. Click on the

question mark next to

“Location” and it will

bring up locations

assigned to you.

Adding Chemicals, Cont.

You may have

one location or

many. Make

sure to choose

the correct

location for the

chemical you

want to enter.

After selecting

room 230, it

shows up on

the “Add

Chemical”

screen.If you need to add a location, contact

Environmental Health & Safety at

EHSD-ChemicalInventory@tamu.edu

Adding Chemicals, Cont.When you click this question mark,

it brings up a screen where you can

search for chemicals. There are

drop-down menus to help you

search.

Type the chemical name in the

search box and click “Show”.

The next screen will list all the

chemicals that match the

description in addition to

chemicals that contain the

chemical name. Pick the best

one. In this case, it will be the

one with the CAS # 108-88-3.

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2

3

Adding Chemicals, Cont.

Why???

• Chemicals often have many common names, many

of which may not be found in the EHSA chemical

catalog.

• Misspelling the name of the chemical or incorrectly

placing hyphens or spaces in the name search may

prevent you from finding the chemical in the catalog.

Searching for your

chemical by its CAS # is

often the easiest way to

locate it in the chemical

database catalog.

What is a CAS #?

• The CAS number is a unique number assigned to a chemical by the Chemical Abstracts Service, a division of the American Chemical Society.

• CAS numbers are the standard used world-wide to identify chemicals.

• CAS numbers follow a specific format: They can have up to 10 digits which are separated by hyphens into three parts. The first part may have up to 7 digits, the second part has 2 digits, and the third part has one digit. For example, the CAS # for toluene is 108-88-3.

More About CAS Numbers• The CAS # can be found on

the Safety Data Sheet (SDS) for the chemical.

• Most chemical mixtures do NOT have a unique CAS #. Rather, the individual ingredients will have CAS #s. You will not see or need to list ingredients for mixtures in the EHSA database.

• IT IS IMPORTANT TO VERIFY THE CAS NUMBER FOR YOUR CHEMICAL BEFORE ENTERING IT INTO THE DATABASE!

Adding Chemicals, Cont.Once the chemical has been

added, you will need to enter

other information such as

physical state and quantity.

Dr. I. M. Aggie has three 4-

liter bottles of Toluene, so

he will enter “3” in units,

“4” in quantity per unit, and

pick Liter from the drop-

down menu. Also, enter the

container type from the

drop-down menu.

Note: Fluid ounces

refer specifically to

liquids. Ounces (oz)

refer to solids only!

Adding Chemicals, Cont.

You can save and add

another chemical, or

you can save and

return to your

inventory screen

The Reportable Hazard

Category is automatically

added on this one, but on

some, you may have to

enter it manually. Also,

don’t forget to enter the

date when you received the

chemical. If you don’t

know the exact date, just

approximate closely. The

date should NOT be after

12/31 of the current year.

Adding Chemicals, Cont.This screen will come up

when you enter multiple

quantities of the same

thing. Because Dr. I. M.

Aggie put in three 4L

bottles of Toluene, it is

asking if three separate

records are needed (one

for each of the 4L bottles).

If the chemical is the

same, there is no need to

enter it more than once.

In this case, click

“NO” because the

chemicals are

EXACTLY the same.

After you click

yes or no, it will

take you back to

your inventory

with the new

chemical added.

If you are entering

different concentrations or

formulations of the same

chemical, then click ‘YES”.

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2

3

Adding Chemicals, Cont.

• If your chemical is not in the catalog, send

an email to:

EHSD-ChemicalInventory@tamu.edu

• You will receive a response when the

chemical has been entered into the

software’s catalog.

• After the chemical is entered you may then

add it to your inventory.

Updating Current Inventory

If you have chemicals already in your inventory, but you

need to update the amount, container type, or location,

start at the main inventory screen and find the chemical

you want to change. For example, Dr. I. M. Aggie wants

to change the location of his acetone…

Updating Current Inventory, Cont.

Click on “Select” next to Acetone.

Updating Current Inventory, Cont.

From this screen, you

can edit your

chemicals using the

same tools used for

adding new

chemicals. Use the

drop-down menus and

question marks to fill

the blanks. Then,

click Save/Return or

Save & Add to save

your changes.

Saving Reports

Once your inventory is done, you can

generate a report and save as a .pdf file.

You can generate reports by lab or by type

of chemical.

Saving Reports, Continued

This is the report the program generates.

You do not need to send this report to EHS; it is for

your records.

• Email EHS at EHSD-ChemicalInventory@tamu.edu when your chemical inventory is completed.– Type “Completed Inventory” and the year in the subject line.

– Include your name, department and locations in the message.

– If you have more than twenty locations, one general e-mail stating chemical inventories for all locations have been completed will do. (Example: “All chemical inventories for Custodial Services for TAMU main campus have been completed.”)

• Once you have notified EHS that your chemical inventory is complete, do not make changes. If changes are needed please contact EHS directly at the address above.

Submitting Completed Inventory

Final Notes• You may print this presentation to guide you while

entering your inventory.

• Call 845-2132 if you have problems with your

inventory.

• Inventories should reflect the greatest amount

EXPECTED to be on hand for the calendar year.

• Fluid ounces refer specifically to liquids, and ounces

refer to solids only.

• Inventories are due November 1st. If your inventory

increases between Nov. 1st and Dec. 31st (either by

volume of material or type of chemical in stock),

report the difference to EHS immediately.