The annual Hazardous Materials Management Plan (HMMP) Updates for 3165 Porter. are coming due to the Santa Clara County and City of Palo Alto. Please update your ChemTracker inventory and complete the validation form here no later than July 17, 2025.
The inventories are VERIFIED DURING INSPECTIONS conducted by the Santa Clara County Hazardous Materials Division and the City of Palo Alto Fire Department.
What you need to do:
1. REVIEW the information in the attached Excel Workbook (Owner Item Chemical Count); included is a list of chemical storage locations and chemical owners. This activity report summarizes information in the ChemTracker database and lists dates when chemicals have been added or modified in each room. Distribute a copy of the spreadsheet to lab contacts so they are aware of what information is included in reports to the local regulatory agency and as a guide for what rooms they need to update. Important: ALL chemical storage and use areas need to be inspected in the quarterly self-inspections.
2. UPDATE CHEMICAL INVENTORY INFORMATION – Make all necessary modifications to the chemical inventory in ChemTracker. The Stanford Chemical Inventory page including links to ChemTracker version 4, and instructions can be found at: Stanford ChemTracker Website. Please reflect the current date even if there is no change in chemical quantity or list.
To validate your labs’ ChemTracker Inventory up to date, complete a form attesting to the inventory’s accuracy using this link: https://forms.gle/ZKMSLmPH8RqsqhmJ8
3. VERIFY LIFE SAFETY BOX FORMS – Annually check and verify that the information listed on the School of Medicine Contact Notification Form and Chemical Storage Map is correct. Please complete/correct as necessary AND date/initial the form certifying that information has been verified.
- Follow the instructions to complete the Lab and Department Level information.
- School of Medicine Contact Notification Form (attached) – The contact information for the Building Level has been prepopulated for your convenience on the attached form.
- Chemical Storage Maps can be found at Stanford EHS Chemical Storage Map Website.
- Post at rooms assigned to your Principle Investigator including individual labs, shared rooms, animal rooms, cold and warm rooms, glass wash, equipment rooms, and tissue culture rooms.
4. NOTIFY via EMAIL
- As soon as your inventory is updated, provide an email reply to Kyle Riesenberg at kriesen@stanford.edu
Additional Information
• This is an annual process with the HMMP report submitted to the agencies at about the same time each year.
• Each PI should have at least one individual responsible for updating the chemical inventory for their group.
• If additional personnel will need access to online chemical inventories in your area(s), or if you have any questions or problems with updating your online inventory (i.e. room numbers not existing), please submit a help ticket at Stanford HelpSU.
• Pay special attention to chemicals stored in areas where research processes (new experiments, equipment of PIs) may have changed during the past year.
• Upon request, EH&S can provide current inventory summaries for your overall review. If you have any questions or problems with updating your online inventory (i.e., room numbers not existing), please submit a help ticket at http://chemtrackerhelp.stanford.edu.
• As a courtesy to the ChemTracker Support Staff, please make sure that inventories are updated on time. There is a lot of “behind the scenes” work involved in the submission process and having accurate information posted in ChemTracker is a necessity.
Commonly Asked Questions!
What do I need to add to ChemTracker?
• Add chemicals that are not currently in the inventory system
• Delete items that are no longer in the lab and no longer in use
• Adjust quantities of inventory items if ongoing changes have been made
• Include all compressed gas cylinders and bleach (both often overlooked)
• NEW: Include ethanol and bleach stored in tissue culture rooms.
• NEW: Include all larger batteries (contains battery acid) such as those that support UPS systems
Items that do NOT need to be inventoried in ChemTracker are:
• Retail products for households-like activities (cleansers, dish/hand soap)
• Materials to be expended within 1-2 days (working solutions)
• Radioactive materials
• Biohazardous materials
• Non-hazardous buffers (please label these as ‘non-hazardous liquid’)
• Growth media
• Enzyme preparations
IMPORTANT NOTE: As the owner of chemicals, you are responsible for ensuring your facility’s regulatory compliance which includes, but is not limited to, annual HMMP compliance. Any potential regulatory citations/penalties that arise due to a facility’s delinquent or inaccurate chemical inventory are formally levied at the associated School/ Division level.