FAQs

How do I join the UCSF Lab Manager Group listserv?
To learn more or join the UCSF Lab Managers' Group contact the co-chairs of the Group
Dana.Smith@ucsf.edu and Morgan.Diolaiti@ucsf.edu

List of UCSF Vendor contacts (updated annually)
It can be found in the Lab Resource Group web page at http://labresource.ucsf.edu/content/list-ucsf-vendor-contacts-updated-an...

How do I get my lab coats washed?
EH&S has partnered with Aramark to provide free lab coat laundry service for all campus research staff. This will be funded by EH&S, so there is no cost to the lab. Detailed info on how to get your coat laundered can be found at http://ehs.ucsf.edu/ppe-laundry

How do I request a MyAccess SSO?
Go to https://myaccess.ucsf.edu page and click the Get MyAccess link. Follow instructions to get UCSF username and password and sign-on to MyAccess for UCSF services and applications.

How do I request a new internet line?
Go to https://ucsf.service-now.com/ess/ and select the appropriate link or select 'Get IT Help'

How do I set up/repair a phone line?
Go to https://ucsf.service-now.com/ess/ and select the appropriate link or select 'Get IT Help'

How do I surplus equipment?
https://supplychain.ucsf.edu/capital-asset-surplus-property-disposal
https://supplychain.ucsf.edu/capital-asset-surplus-faqs

How do I order gas cylinders?
https://supplychain.ucsf.edu/gas-and-alcohol-sales

What do I do if I have a large piece of equipment that I need to have delivered?
https://supplychain.ucsf.edu/large-equipment-receiving-assembling-and-de...

How are packages delivered at UCSF? What is the UCSF package delivery program?
https://supplychain.ucsf.edu/ucsf-package-delivery-program

What mail services are available at UCSF?
https://supplychain.ucsf.edu/mail-services

How do I buy goods and services?
https://supplychain.ucsf.edu/buying-goods-and-services
https://supplychain.ucsf.edu/transaction-and-purchasing-methods
https://supplychain.ucsf.edu/considerations

How do I report a hazard or employee injury?
Information on how to deal with emergencies and how to report them can be found at https://www.occupationalhealthprogram.ucsf.edu/ohpEE.asp

The Exposure Hotline operates 24 hours daily for the provision of emergency care of acute exposures
Call the Exposure Hotline Pager at 415-353-7842 (STIC). Call will be answered by a live operator who will connect you with the Exposure Hotline clinician.

Medical Center Workplace Injury
Employee Injury Protocol-What To Do (Go to https://hr.ucsf.edu/hr.php?org=mc&KB=12&Y=mb )
Supervisors Report of Injury ( Go to https://rl6-4.rlsolutions.com/UCSF_Production/Homecenter/Client/Home.aspx)

Campus Workplace Injury
Employee Incident Protocol-What To Do (Go to https://hr.ucsf.edu/hr.php?org=c&KB=12&Y=c)
Supervisor Incident Protocol (Go to https://hr.ucsf.edu/hr.php?org=c&AT=cm&S=Workers+Compensation)

Who is my EH&S contact person?
List and contact information of Department Safety advisors can be found at http://ehs.ucsf.edu/find-your-department-safety-advisor-0

How Do I surplus Equipment?

Low Value Surplus Disposal: (for example: items that are not Capital Assets, do not have an assigned CAM reference number, and cost less than $5000.00 at the time of purchase)

Logistics-DSM provides pickup and disposal of non-capital assets. If departments have a space or room to be quickly cleared or have a large number of non-capital items to dispose of, we can take care of those projects under our Labor Services division.

When ready:
Do you have an account with us?
1 If not, fill out and submit a Logistics New Account form
2 If yes, login to MyAccess. (If you are already logged in to MyAccess, this link will take you directly to UCSF Logistics Online Warehouse page. In that case you can go to Step 4)
3 Select UCSF Logistics Online Warehouse
4 Under Service Requests, select Labor Services
5 Complete the form and submit.

Capital Asset Surplus Property Disposal:

Capital Assets at UCSF display an Asset Tag, have an assigned CAM reference Number, or cost more than $5000.00 at the time of purchase.

CLIENT
• Complete the UCSF Capital Asset Surplus form
• Click the Submit button on the form and a member of the Logistics-DSM Surplus team will contact you.
LOGISTICS-DSM
• Upon receipt, Logistics-DSM reviews and coordinates the pickup and sale of the item.
• Logistics-DSM returns the proceeds in excess of $500 to the requesting department.
COMPLIANCE
• UCSF legally requires these compliances:
◦ Equipment Inventory Modification Request (EIMR) form. This form must be completed to release the item from your departmental inventory, prior to the sale.
◦ Environment, Health & Safety (EH&S) (when applicable)
◦ IT/Data (when applicable)
Departmental signoff is required for these compliance areas and can be completed on the UCSF Capital Asset Surplus form.

How do I order gas cylinders?
Go to https://myaccess.ucsf.edu page and click the UCSF Logistics Online Warehouse link
Select Order → Warehouse Store → Gases. Choose among Industrial, Medical and High Grades.
Select type and size, then proceed to check-out and submit the order.

If you don't have a User ID please reply to dsadmin@ucsf.edu with the following:
Name:
Employee Number:
Dep ID or Cost Center (not dep code, not dpa)
Building and Room
Phone and Fax
Campus Mailbox number
Name of your direct Supervisor
UCSF Logistics Online Warehouse respond with a User ID for our system which you access via MyAccess

How to Order gases:

When ready:
Do you have an account with us?
1 If not, fill out and submit a Logistics New Account form
2 If yes, login to MyAccess. (If you are already logged in to MyAccess, this link will take you directly to UCSF Logistics Online Warehouse page. In that case you can go to Step 4)
3 Select UCSF Logistics Online Warehouse
4 Under Service Requests, select Labor Services
5 Complete the form and submit.

If you already have an account with us:

To Order Gases
1 Navigate to MyAccess
2 Log in as you normally do.
3. Scroll down the page to the UCSF Logistics online warehouse Link
4. Click on the UCSF Logistics online warehouse link
5. You are now in the UCSF Logistics online warehouse - no need to log in again.
6. Click on Order
7. Click on Warehouse Stores
8. Click on Gases
9. Select the appropriate type
10. Select the correct gas
11. Select the correct quantity
12. Click Continue
13. Select the correct date
14. Building/Room
15. Contact with location phone
16. Select your Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
17. Enter your Fund
19. Enter your Project ID
20. Enter your Function
21. Agree to the terms and conditions
22. Click Submit Order
23. Click Continue
24. Make a note of your Order Number in case you have questions later

To order Special Order Gases, Regulators, or Gas Accessories:

When ready:
Do you have an account with us?
1 If not, fill out and submit a Logistics New Account form
2 If yes, login to MyAccess. (If you are already logged in to MyAccess, this link will take you directly to UCSF Logistics Online Warehouse page. In that case you can go to Step 4)
3 Select UCSF Logistics Online Warehouse
4 Under Service Requests, select Labor Services
5 Complete the form and submit.

If you already have an account with us:

Special Gas Order
1 Navigate to MyAccess
2 Log in as you normally do.
3 Scroll down the page of links to the UCSF Logistics online warehouse link
4 Click on the UCSF Logistics online warehouse link
5 You are now in the UCSF Logistics online warehouse.
6 Click on Order
7 Click on Warehouse Stores
8 Click on Custom Orders
9 Fill out the field with an accurate description of the cylinder (cylinder size, composition of the gas, its use, etc)
10 Click Continue
11 Select Date Requested (note: Custom mix gases may have extended lead times. Please call us for ETA)
12 Building/Room
13 Contact with location phone
14 Select your Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
15 Enter your Fund
16 Enter your Project ID
17 Enter your Function
18 Agree to the terms and conditions
19 Click Submit Order
20 Make a note of the Order Number in case you have questions later

How do I request a P.O.?
Go to https://myaccess.ucsf.edu page and click the BearBuy link. Quick Reference Guides and webinars for learning how to use the BearBuy procure-to-pay system can be found at https://remote.ucsf.edu/,DanaInfo=supplychain.ucsf.edu,SSL+bearbuy-training

Briefly, there are three different ways of shopping : Shopping with Hosted Catalogs (containing thousands of items from preferred suppliers at University-specific pricing), Punch-outs (connecting to the supplier’s website containing contract pricing; however, the checkout will result in the products returned to BearBuy and added to the active cart), and Forms (including Non-Catalog, Amount-based PO (blanket), and Payment Request). Shopping carts need to be assigned and approved by Finance to generate and finally send the PO.

Additional Information may be found here: https://supplychain.ucsf.edu/

From there the “Buying” category should be selected: https://supplychain.ucsf.edu/buying

For “off the shelf” items, BearBuy is the next most likely avenue: https://supplychain.ucsf.edu/bearbuy

As long as the requestor has a UCSF My Access account, you can log into BearBuy.

Other methods of procuring goods and services are also discussed in these pages.

How do I submit a reimbursement request?
Go to https://myaccess.ucsf.edu page and click the MyExpense link.
Select New → Start a Report. Fill in the requested information (Report Name, Policy, Business Purpose, Business Unit, Department ID, Expense Type are mandatory fields) and submit the Report.

How do I get ID card access to locked facilities (submit a work order to FM)?

How do I submit a work order to Facilities Services?
For work needed in your department, or if you notice a repair needed in your building, you can place a service request online at campuslifeservices.ucsf.edu/facilities, under the link Submit Service Request or you can call the Customer Service Center at 415.476.2021 to place a request.

How should I segregate waste?
Go to http://ehs.ucsf.edu/ and click the Waste Management link

How do I schedule a waste pick up?
Instructions on how to schedule waste pickup are listed by category at http://ehs.ucsf.edu/hazardous-and-controlled-substance-waste-management
Biological
Parnassus: (415) 476-0546 or (415) 476-1771
Mount Zion: (415) 502-1129
Mission Bay and Satellites: (415) 514-4107
Medical Center: (415) 353-1283
Chemical
WASTe online tracking system (Go to https://myaccess.ucsf.edu page and click the WASTe link)
Controlled Substances
CS Schedule II Disposal Form (Go to https://ucsf.app.box.com/s/vuck1yfw55nomcvp555n5wwt9cbotlwv)
CS Schedule III-V Disposal Form (Go to https://ucsf.app.box.com/s/42b13thzmhpvwisg742eanxan0l8ig88)

Radioactive Waste
Research Information Online "RIO" (Go to https://myaccess.ucsf.edu page and click the RIO (Research Information Online)link)

Universal & Household Waste
Universal Waste Safety Update (Go to https://ehs.ucsf.edu/chemical-safety-update-universal-waste)

How do I submit an EAP?
Emergency Action Plans are completed using the UC Ready application that can be accessed at https://myaccess.ucsf.edu. New UC Ready users should contact eap@police.ucsf.edu for a new account. Template and UC Ready Guide can be found at http://police.ucsf.edu/emergency-management/emergency-action-plan-eap. If assistance regarding the EAP Online process is required, contact us at eap@police.ucsf.edu.

How do I create a Biological (BUA), Radioactive (RUA) and Controlled Substance (CSA) Use Authorizations (UA)?
Use Authorizations (UA) are generated through RIO (Research Information Online). Only Principal Investigators (PI) are allowed to create Use Authorizations (UA). Usually a lab member is designated by the PI to perform UA functions as well.

How do I get an ID badge?
WeID Service provides UCSF ID cards for students, employees, volunteers, contractors and vendors (http://police.ucsf.edu/weid). First, you need to get approval from your department representative (usually your HR representative who must enter your information into the campus computer system. Second, you need to make an appointment either via http://police.ucsf.edu/weid/make-appointment link or contacting the We ID Team directly at 415/476-2088.
Medical Center personnel must contact Medical Center Human Resources or Medical Center Security for ID Cards at the following link http://police.ucsf.edu/weid/gaining-building-access/department-approvals