What to do

How to do it

1

Decide if your shipment is considered hazardous.

• Read the following descriptions:
• Hazardous Material
• Diagnostic Specimen
• Infectious Substance
• See Material Safety Data Sheet (MSDS) Overview to specifically identify your shipment. In Step 6, EHS may ask you to email or fax the MSDS describing your shipment, if one applies. If an MSDS does not apply, the EHS will ask for specific information to identify the hazard class of the item(s).

2

Request pickup.

• Call EHS at (831) 459-2553 to request a pickup before Noon the day prior to the desired pickup date.
• Tell EHS your shipment contains hazardous material and discuss packing requirements.
• Dry-ice shipments will be picked up by Noon the day after shipping is called and will be shipped that same day.
  Non dry-ice shipments will be picked up the day after Shipping is called.

3

Provide EHS with information.

• EHS needs the following information to fill out hazardous material transport documents:
• What is the hazardous material?
• How is it packaged?
• What is the proper shipping name?
• What is the weight in grams/ capacity in liters?
• EHS will assist you if additional documentation is required.

4

Fill out a Request to Import/Export Form.

• If you need a form, contact EHS or visit the shipping website.
• To complete the form, follow the step-by-step instructions on How to Complete a Request to Import/ Export Form.
• All hazardous materials shipments require the following information on the Request to Import/Export Form under Description of Contents:
• Proper name of hazardous material
• Weight in grams/ capacity in liters
• Value of item(s)
• Purpose of shipment
• Departure date and needed destination date
• Type of service requested (e.g., air, ocean)

Hazardous material contained in or with equipment, require this additional information:

• Name of equipment
• Location of manufacturer (United States, Japan, etc.)

Hazardous materials shipments outside the United States, require this additional information:

• Country/ countries it is being shipped to
• If your shipment will be returned to the United States, list the approximate date.
• Note: If your shipment consists of multiple packages:
• Mark each package with running-total numbers such as "1 of 3".
• List each package number on the Shipping documentation.
• List the contents of each package separately.

If your international shipment consists of multiple packages, complete an International Shipment Summary and attach it to the Shipping Memo.

• International shipments require the following destination control statement on the shipping documentation: "These commodities, technology, or software were exported from the United States in accordance with the Export Administration Regulations. Diversion contrary to U.S. law is prohibited."
• Keep a copy of the Request to Import/Export Form for your records. Use the remaining copies in Step 8.

5

Obtain insurance.

• It is important to insure your shipment. To determine your insurance needs, see Transit Insurance.
• Receive required approval before going to the next step.
  
  If you have insurance questions, contact Jennifer Yeager, (831) 459-5154

6

Email or Fax the Request to Import/Export Form.

• Email EHS   or Fax the completed Request to Import/Export Form to EHS at (831)459-3209. Please attach a cover sheet with:
• Your name and your P.I.’s name
• Your phone number
• Date
• Pick-up location (building name and room number)
• Contact EHS at (831)459-2553 to ensure fax is received.

7

Don't move the shipment yourself.

• EHS prepares all hazardous materials transport documents prior to the pick-up or movement of hazardous materials.