Use medicines and poisons safely

If you work with scheduled medicines or poisons, read the Substance Management Plan for Medicines and Poisons Procedure. It covers: 

  • procurement  
  • storage  
  • use  
  • disposal  
  • record keeping.  

Follow the rules for scheduled substances  

The manufacture, packaging, labelling, storage, prescription, dispensing, supply, use and disposal of scheduled medicines and poisons are regulated by the Medicines and Poisons Act 2019 and the Therapeutic Goods Regulation 2021 (Qld), along with:  

Substances are classified into 10 schedules under the Standard for the Uniform Scheduling of Medicines and Poisons (SUSMP or the Poisons Standard). To determine a drug or poison’s category, check the Poisons Standard.  

These regulations apply to all UQ workers, students, affiliates, visitors, contractors and controlled entities involved in research or teaching with scheduled substances. Because requirements are complex, consult the Substance Management Plan for Medicines and Poisons Procedure, the HSW Division or your area’s Drug and Poisons Officer.

Distinguish medicines from poisons  

  • Medicines: substances applied to humans or animals for therapy (e.g. UQ Health Clinics, remote clinics, dentists, vets)  
  • Poisons: substances used in research or teaching are poisons – for example, in animal trials, surgery training, research laboratories, such as using antibiotics in cell culture or cloning, or using scheduled substances in chemistry, or in teaching optometry or dentistry.  

Apply for approval to use scheduled poisons  

You need HSW Division approval to use scheduled medicines or poisons for research or teaching. Have your application reviewed by your area’s Drug and Poisons Officer before submission.  

Individuals, research groups and organisational units may apply. Applications are finalised in UQSafe. Ensure you use the correct form:  

You may need additional permits (e.g. ChemCert Accreditation or an Agricultural Chemicals Distribution Control Licence) for regulated poisons:

  • Appendix A (PDF, 143.53 KB) in UQ’s Substance Management Plan lists UQ units and locations where approvals to work with scheduled substances are required  
  • Appendix B (PDF, 135.72 KB) lists UQ units and locations where approvals are not required because Approved Persons manage them under the Medicines and Poisons (Medicines) Regulation 2021  
  • Appendix C (PDF, 144.36 KB) summarises the requirements for approvals, disposals and audits in a table format. 

Follow the approval process  

Eligible persons or organisational units must follow the steps below:  

  1. Complete the Chemical Safety and Staff Standards of Conduct online training (staff login required) and ensure there is an approved risk assessment in UQSafe addressing the safe and secure handling and use of relevant substances.
  2. Complete the relevant approval form (individual user, research group or organisational unit).
  3. Review the application with your area’s Drug and Poisons Officer.
  4. Submit your application to the HSW Division.

HSW Division will then:  

  • check requirements and consult the Drugs and Poisons Officer if needed  
  • record the approval in UQSafe  
  • return an electronic copy with a unique ID  
  • seek corrections or reject if requirements aren’t met.  

The eligible person should provide copies of all approvals to their HSW Manager or WHSC (as determined by their unit).  

Get approval to purchase scheduled substances  

  • Approved persons can purchase Schedule 2, 3 and 4 (non-restricted) poisons via UniFi. If the supplier asks for it, your Drug and Poisons Officer can provide a copy of UQ’s Queensland Health General Approval  
  • To purchase Restricted Schedule 4, Restricted Schedule 7 or any Schedule 8, 9 or 10 poisons, contact your Drug and Poisons Officer.

Apply for Drug and Poisons Officer approval 

Eligible persons must follow the steps below: 

  1. Complete the required training: This includes Chemical Safety, Staff Standards of Conduct, Privacy, Drugs Officer, and Drugs Commodity Approver online modules. Ensure there is an approved organisational unit risk assessment in UQSafe that addresses the safe and secure handling and use of relevant substances.
  2. Submit a request in Workday: Go to Workday, select ‘Create Request’ from the menu, enter ‘Safety Role Appointments’ as the request type, and click OK to begin the SMP Drug and Poisons Officer approval process.
  3. Complete and submit the online form. 

Keep usage logs  

You must record amounts of scheduled substances received and used.  

  • For Restricted Schedule 4 and  Restricted Schedule 7 poisons, use the Restricted Poisons usage log (PDF, 200.99 KB).
  • For Schedule 8 and Schedule 9 (high-risk) poisons, record all dealings in a High-Risk Poisons Register.