A DEA Diversion Investigator will contact you with an information request. To streamline the process, we have created templates that capture all required information. Please email controlledsubstances@ehs.ucla.edu to request the templates. 

If you have questions, need help, or would like us to review or prepare your documents prior to your inspection please email: controlledsubstances@ehs.ucla.edu 

Individual Registration Template Folder 
 

Ordering Controlled Substances (All schedules) 

Individual registrants are responsible for setting up accounts and procuring their material. Vendors will request compliance documents to setup accounts.
You are only allowed to procurer the schedules and annual amount you were approved for that is as listed on your registration.
You will need to maintain the following order records or be able to retrieve them upon request:

• Purchase Order
• Receipt document with date material was received 
• Any returns or cancellations

Ordering Controlled Substances Schedule 1:

To place an order for schedule 1 and 2 registrants must submit Form 222 to vendors. Only registrants and their personnel who have power of attorney can sign these forms.

When placing an order a copy is retained with the registrant and the original is sent to the supplier. Once the item is received the quantity and date is listed on the copy. Supplier will reject Form 222 if the form looks modified or edited this includes corrections. If an error is made VOID the Form 222 and complete a new one. 

Forms must be requested directly from the DEA.

                  - Request you Form 222 from the DEA
                  - DEA Form 222 Q & A

For vendor information visit:

                         Vendors
Shipping:

Suppliers will only ship material to the address listed on your registration via courier (i.e. FedEx, UPS), ensure that you track your package.  

Individual registrants are responsible for record maintenance and retention. Per UC Records Retention Schedule

"Retain records for 3 years after the end of the fiscal year in which the specific controlled substances are disposed."  Records must be separates by Schedule 1-2 and Schedule 3 - 5.

Required Inventory Records:
 

21 CFR 1304- RECORDS AND REPORTS OF REGISTRANTS

The Controlled Substance Program has available courses we recommend you and your staff take. Additional lab specific training for your processes is requires and must be documented. 

see: https://ehs.ucla.edu/personnel-and-training

Record maintenance and retention falls under the responsibility of the Individual Registrant. It is important that you keep up to date your personnel and materials records. Certain updates will need to be submitted to the DEA for approval such as changes to registration schedules, addition of new material you will be using, increases in annual usage amounts, or storage location/address changes. To update the DEA email the Diversion Investigator that approved your registration.

Important records to take note of:

• DEA for 222 and Power of attorney (for schedule 1 and 2 material only)
• acquisition and final disposition records
• usage logs including dilution logs
• Biennial Inventory 
• list of personnel approved to access material
• any reported diversion or excessive loss reports

If you have an individual registration it is your responsibility to have these documents ready for review in the event of a DEA inspection. 

For more information on inspections visit our information page: 

Inspections, Investigations, and Audits

Records must be retained in accordance with federal regulation and with UC Record Retention Schedule Policy (search Controlled Substance). 
Retention Period: Official Record should be retain for 3 years after the end of the fiscal year in which the records are created or 2 years from final disposition of material. Never retain records longer than required.

Records may include but are not limited to:

• power of attorney records;
• transfer and chain-of-custody records;
• acquisition, use, and disposition records;
• usage logs and inventory records;
• auditing, monitoring and inspection records; and
• investigation records.