Updated March, 2025

Both state and federal regulations compel universities such as UGA to track chemicals and hazardous waste to ensure proper storage, use, and disposal.

The Environmental Safety Division provides on-site assistance and training for lab personnel.  A lab opening assessment will need to be completed by the Office of Research Chemical Lab Safety group.  Call 706-542-5969 to schedule an opening consultation and assessment, then email chematix@uga.edu to get started with chemical inventory tracking and waste handling in the Chematix system.

Chemicals must be tracked in the Chematix chemical inventory system so that we have a complete record and total quantities of hazards on campus.

The quickest solution is to call or email ESD at 706-542-5801 or chematix@uga.edu and we will get you added to the lab.

Also, the Lab Supervisor or P.I. (if they already have access to the lab in Chematix) can use the Chematix Resource Management module to add personnel:  Select the Resource tab in the top menu bar, select the View My Locations link, select the lab link (example, Smith 202), then use the button shown to Manage Lab Personnel (add, remove or change).

Use UGAmart (ugamart.uga.edu) to order chemicals. Hazardous chemical delivery is handled by UGA Central Chemical Receiving.  Central Receiving staff will barcode-label hazardous chemical items and add them to your Chematix inventory using the location info you provide when ordering chemicals in UGAmart.

When ordering chemicals in UGAmart, be sure to designate exactly where chemicals should be dropped off and use the Chematix storage location field to designate where the chemicals will ultimately be stored (lab room number).  If you do not order your chemicals through UGAmart as required, you must manually enter hazardous chemical container information into Chematix and apply a barcode to them when they arrive in your lab.

1. You need barcode labels and you must have chemical storage units set up in your lab location in Chematix – skip to step 10 if you already have storage units set up in Chematix.  If you need barcode labels call us at 706-542-5801 or email chematix@uga.edu

2. Login to Chematix (https://chematix.uga.edu) and click the Resources tab

3. Click the View My Locations link under the sub-header Manage Locations

4. Click the lab name where you wish to add storage units (names appear under the Laboratory heading)

5. On the next page, click the Display Storage List button

a. Click Manage Storage Units

b. In the blank text field that appears under the Storage Unit column, type the name you chose for the storage unit (for example:  Acid cabinet 1, flammables 2, fridge 3, etc.)

c. Click the Commit New Record button

6. A success message will appear at the top of the page

7. Repeat this process for all of your storage units

8. Click Finished

9. Be sure to physically label chemical storage areas in your lab to match entries in Chematix.  Use labels or lab tape and a Sharpie to identify each area.

10. Click the Add Chemical Container(s) to Your Inventory link under the sub-header Add Items to Inventory

11. Search for the chemical using the CAS number (recommended) or chemical name

12. Click the chemical name in the search results

13. Enter chemical container information & select the appropriate lab – fields with red hash marks are required.

14. Click Submit

15. On the next page:

a. Select the Storage Unit (if only “Undefined” is available, no new storage units have been set-up)

b. Scan barcodes* into appropriate field(s) at the bottom of the page

c. Click Submit

d. Click OK when prompted to attach barcodes* to their containers

16. The chemical(s) have been successfully entered into your active inventory listing

*Call or email us for barcode labels; 706-542-5801, chematix@uga.edu

1. Login to Chematix (https://chematix.uga.edu) and click the Inventory tab

2. Click the Upload Container Barcodes for Processing link under the Manage Lab Inventory header

3. Place the cursor in the Barcodes box then scan or type-in bar codes from containers to be transferred

4. Click Send to Chematix (if an error box appears, information about problems with the uploaded items will be displayed)

5. Click the checkbox next to each container to be transferred

6. Click Transfer Between My Labs

7. Select the destination Lab Location and Storage Unit on the next screen

8. Click Transfer

1. Login to Chematix (https://chematix.uga.edu) and click the Inventory tab

2. Click the Upload Container Barcodes for Processing link under the sub-header Manage Lab Inventory

3. Place the cursor in the Barcodes box

4. Enter or scan all UGACxxxxxx and/or #xxxxxx bar codes (one per line in the box provided) from empty containers you are ready to safely discard and click Send to Chematix

5. On the next page:

a. Click Toggle Selection

b. Click Change Container Status

c. Select Consumed by Experiment from the drop-down list shown

d. Click Change Container Status again

6. The empty containers have now been removed from your active inventory

7. Remove or deface the bar code(s) if re-using the empty container

How do I create waste cards for lab waste I need to get rid of?  (Note:  Your name must be associated with your lab in Chematix and your annual hazardous waste training must be current.)

1. Login to https://chematix.uga.edu using your UGA MyID and password.

2. Select the Waste tab

3. Click the Create Waste Card link

4. Choose the Waste Card type

5. Enter all general information requested (pH is optional) at the top of the page

6. Enter chemical constituents & percentages (if applicable) at the bottom of the page.  Use the Select Chemical buttons to search for chemicals.  The Barcode field should only be used if you selected the Pure Chemicals in Individual Containers option.  Enter chemicals & percentages (please be as accurate as possible with percentages) until you reach 100% then click Calculate to verify.  (Call 706-542-5801 for help with unknowns.)

7. Click Generate Waste Card

8. Print the Waste Card, sign it, and adhere it to the waste container using a plastic pouch.  (Use a rubber band to attach the card to small containers.)

9. Be sure to see the next section on Submitting a Pickup Request when all of your containers have waste tags and you are ready for a pickup.

1. Login to Chematix (https://chematix.uga.edu) using your UGA MyID and password

2. Select the Waste tab

3. Click the Create Pickup Worksheet link

4. Select the lab location—the available Waste Cards for that lab location will appear at the bottom of the page

5. Checkbox (or Toggle for all) Waste Cards to be picked up and click Add Selections to Worksheet

6. Be sure to add your alternate contact telephone number in the Instructions box

7. Click Save & Submit for Pickup

Surplus items are usable materials or chemicals for which labs no longer have a need.  If you have a need for a surplus item or would like to offer surplus items to other labs, please use your departmental email listserv or other internal notification system to contact others that may have a need.  Contact ESD at 706-542-5801 or chematix@uga.edu if you would like us to search the campus for an item that a lab may be willing to provide.  Otherwise, unwanted items must be handled as waste using the procedures described above.

Transferring chemical containers between different P.I.s is a multi-step process involving both the requestor of the item and the current owner of the item.

To make a request to transfer a chemical container into your inventory (from another P.I.):

1. Obtain the container inventory barcode number from the chemical container you wish to transfer into your lab (the barcode number will start with UGAC or the pound # sign)

2. Using the Inventory Management module (click the Inventory tab at the top of the Chematix home page), select the "Request a Container Transfer from Another User" link

3. Enter the container barcode of the item you wish to transfer in, and click the Lookup button

4. (Optional) Enter a comment for the current owner of the chemical container to see

5. Click the Request Transfer button

6. "Request Submitted" will appear at the top of the page.

The item will now appear as an action item request on the Chematix home page of the owner of the chemical container - a member of that lab will need to login to Chematix and approve the transfer request:

1. The current owner will need to click the action item link shown on the Chematix home page.  The link will read "# Container transfer out request under my review"

2. Select the radio button beside the chemical barcode of the requested item

3. Click the “Grant or Reject Request” button

4. (Optional) Enter a comment for the requester to see

5. Click the “Grant Transfer Request” or “Reject Transfer Request” button

6. The item now has a status of granted if the transfer request was granted by the current owner of the item or rejected if it was rejected

Note:  If multiple users request the same item, as soon as the transfer is granted to one user, the remaining requests will automatically be rejected by the system.

The item will now appear as an action item on the Chematix home page of the new owner of the chemical container - a member of the receiving lab will need to login to Chematix and accept the incoming transfer.  The action item link will read "# Container transfer in request under my review":

1. Click the action item link on the Chematix home page

2. Select the radio button beside the Chemical Barcode of the granted item

3. Click the Complete Transfer In button

4. Select the new location for the chemical from the drop-down list shown

5. Click the Transfer button

If a requestor cancels their request after it has been granted by the original owner, the owner of the chemical must acknowledge the cancellation.  If the transfer request is rejected by the original owner, it remains on the requestor's list of chemicals to transfer in until they acknowledge the rejection.

Email us at chematix@uga.edu or call 706-542-5801 for immediate assistance.  We look forward to assisting you.