Ordering Controlled Substances

Controlled Substances and Prescription Drugs

Depending on the type of research, your lab may need to acquire a controlled substance or prescription drug. Case Western Reserve University has procedures guiding this in order to ensure adherence to U.S. Drug Enforcement Administration (DEA) and other federal regulations. If the basis of your research requires procurement, please follow the Office of Research and Technology Management’s procedure for purchasing controlled substances and prescription drugs.

All orders must go through through approved vendors (Patterson Veterinary or Covetrus/Butler Schein), following the university’s e-procurement process outlined below. No individual’s DEA number may be used to acquire controlled substances or prescription drugs intended for university purposes.

Note: The ordering of Schedule I controlled substances may have additional requirements. Please contact Colleen Karlo at jck2@case.edu to discuss further.

Ordering Procedure for Animal Research

1. Orders must be entered into PeopleSoft Financials as a requisition. The order cannot be combined with other items that are not controlled substances or prescription drugs. The line item description must include:
   
2. Name of controlled substance or prescription drug
   1. Catalog number
   2. Formulation (strength of substance), if applicable
3. 1. The category description must be “ARC Controlled/Prescription”
   
   
4. In the “ship to field,” write “jwd7” for Dr. John Durfee. Ship to address is Dr. John Durfee, jwd7@case.edu. 
5. In the “approval justifications” box that appears after you select “review and submit,” you must include the following information:
   1. Principal investigator’s name
   2. IACUC protocol number
   3. Name and contact information of the person responsible for pick up (this individual must be listed on approved animal protocol)
      

Ordering Procedure for In Vitro Experiments and Other Approved Research Purposes

1. Follow steps one through four above.
2. In the “approval justifications” box that appears after you select “review and submit,” you must include the following information:
   1. Principal investigator’s name
   2. Name and contact information of the person responsible for pick up 
   3. The completed approval document signed by the PI, chair and vice dean for research or associate vice president for research must be attached. 
      

Notice Regarding Sigma and Life Technology Orders via SmartCart

Certain items ordered through SmartCart from Sigma and Life Technology are automatically coded and categorized as an Animal Resource Center (ARC) item, so that they are routed for additional review and approval. This is a system issue that we are unable to change.

When ordering from either Sigma or Life Technology, do not include items from any other vendors on your order. Sigma orders should only include Sigma items, and Life Technology orders should only include Life Technology items.

Follow these steps when ordering items from Sigma or Life Technology.

If a Sigma/Life Tech Item is Being Used in Animals

At checkout, choose Dr. John Durfee as the ship to address. Dr. Durfee’s CWRUnet is jwd7.
List the following information in the “approval justification” box of the requisition:

1. Principal investigator’s name; and
2. IACUC protocol; and
3. Name and phone number of person(s) responsible for pick up*

*This individual must be listed on the approved IACUC protocol

If a Sigma/Life Tech Item is Not Being Used in Animals

At checkout, add a comment/justification stating that item(s) will not be used in animals.

Get in Touch

If you have questions about ordering controlled substances, get in touch with a member of our team.