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An operation manual for chemistry stores at the University of Southern California

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An operation manual for chemistry stores at the University of Southern California

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Content AN OPERATION MANUAL FOR CHEMISTRY STORES
AT THE UNIVERSITY OF SOUTHERN CALIFORNIA
A Project
Presented to
the Faculty of the School of Education
The University of Southern California
In Partial Fulfillment
of the Requirements for the Degree
Master of Science in Education
by
Alexander lungerich
January 1956
5 ( e > Z9X
This project report, w ritte n under the direction
of the candidate’s adviser and approved by h im ,
has been presented to and accepted by the fa cu lty
of the School of Education in p a rtia l fu lfillm e n t of
the requirements fo r the degree o f M a ste r of
Science in Education.
Date.
A dviser
Dean
TABLE OP CONTENTS
CHAPTER PAGE
I. THE PROBLEM AND DEFINITIONS OF TERMS USED . . . 1
The problem and Its limitations............. 1
Statement of the problem ................. 1
Importance of the study............ 3
Definitions of terms used ........... 4
Chemistry stores ................ 4
Perpetual Inventory ................. 4
Record cards .......... 4
Stockman............................. 4
Supervisor of laboratories ............... 5
, r Check in’ * ................................ 5
"Check out" . , . .......... 5
Materials and supplies ..... ........ 5
Capital equipment . . . . . . . . . . . . . 6:
Returnables .......... ........... 6
Nonreturnables ............................ 6
Desk assignment card ........... ..... 7
Department order .... ................. 7
Supplies record card ..................... 8
Borrow slip................................ 8,
Loan of permanent equipment card ..... 9i
Key loan card.............................. 9;
Special work requisition ............... 10:
iii
CHAPTER' PAGE
Breakage receipt ......................... 10
Requisition................................ 11
Shop service.............................. 11
Investigator . . . . ............ . . . . 11
Technician . . . . . .......... 12
Procedures . ............................. * . 12
Organization of the study . ................. 13
II. REVIEW OF THE LITERATURE......... ' ........... 16
III. MANUAL FOR CHEMISTRY STORES................... 21
-Spatial considerations ..................... 21
Laboratory classrooms ........... ..... 22
Research laboratories ..................... 23
Offices . ................... ....... 23
Service stockrooms . . ........ ..... 24
A dangerous chemical storage . ........... 23
Personnel ............ 23
Stockman, materials and supplies, S-l . . . 26
Stockman, chemical, S-2 ................... 27
Stockman, equipment and repair, S-3 . . . * 28
Stockman, organic laboratories, S-4 .... 29
Stockman, inorganic laboratories, S-5 . . . 30
Lecture demonstrator, S- 6 ............ 30
Secretary-bookkeeper, chemistry stores
office ............................ 31
iv
CHAPTER PAGE
Supervisor of laboratories, chemistry
stores office • ...•••••••*•• 52
Services and functions 55
Shop service rules ..•.•••••«•• 55
Cash sales ...•••••.•*••••• 55
Breakage refunds .................. 56
Petty cash fund............................ 56
Secretarial routines • •.•••••••. 56
Laboratory stockroom procedure • •••••• 57
Management considerations • •••.•••• 57
Main issue stock rooms ».•••••••* 40
Class laboratory stockrooms ........ 40
Caution . . . . . . . . 41
Laboratory safety . . . ..................... 42
Safety checks for laboratory spaces . * ♦ . 42
IV. RECOMMENDATIONS .............................. 46
Spatial and operational recommendations . . . 46
Personnel recommendations ••.••••••• 47
Other considerations •....••••••• 48
ANNOTATED BIBLIOGRAPHY ....................... 51
APPENDIX A* Chemistry Stores, laboratory forms . . . 54:
APPENDIX B. Instructions for materials and supplies
bookkeeping .•...•••••#•. 62
APPENDIX C. Checking in procedure................. 67:
APPENDIX D. Checking out procedure 69
CHAPTER I
THE PROBLEM AND DEFINITIONS OF TERMS USED
I* THE PROBLEM AND ITS LIMITATIONS
In order to relieve the professional staff of the
department of chemistry of the mechanical aspects of teach
ing chemistry to students, the faculty and administration
organized chemistry stores under the management of the
department of chemistry to be responsible for budget appli
cations of sums, provided for purchasing adequate stocks of
materials and the dispensing of them to classes and Investi
gators, without shortages and laboratory changes. At the
University of Southern California, chemistry stores manages
requests for repairs to buildings under use for chemistry,
for lighting, utilities peculiar to chemistry, ventilation,
and the furnishing of chemicals and materials for the
classes and many purposes of investigators. The instructor
or investigator informs chemistry stores of his needs in
advance of the required date and the stores facility sees to
It that all his requests are filled and at hand for the
efficient, smooth operation of his classes. As a service,
chemistry stores is the scientists1 reservoir of materials
and supplies, and special service agency*
Statement of the problem. The service facility of
the department of chemistry has developed into a system
requiring the employment of many persons to carry out the
chores involved in meeting the mechanical aspects of a chem
istry instructional program on the university level. The
aims of the service department are identical to the over-all
goals of the college of letters, arts, and sciences; the
production of a cultured citizenry through (1) exposition of.
the natural laws involving matter, in relation to past and
present, and (2) research leading beyond these laws into a
search for novel phases and newer truths which lead to
greater enjoyment of cultural and material progress.
Supporting these functions, a competent faculty of
experts in chemistry plans activities in lecture and labora
tory designed to bring out original thinking concerning the
fundamentals of chemistry. Planning in advance the basic
materials for such learning, the professors and instructors
have set up the chemistry stores facility to see that the
necessary equipment is at hand daily. Chemistry stores,
the service facility of the department of chemistry under
its supervisor of laboratories, serves the educational pro
gram smoothly, with its personnel known as stockmen. These '
stockmen maintain equipment and supplies, as well as many
special items, in readiness for the tasks of class opera- ;
tion.
The exposition of the function of chemistry stores in
operation of the assigned spaces, personnel assignment, and |
mechanics of operating its storerooms is the problem of this
manual•
Importance of the study. In its embryonic period,
the department of chemistry needed few professors and few
tools. It served a limited number of students. Modern
living in a world of synthetic chemical fabrics and proces
ses has demanded intelligent chemists trained with the best
materials and tools available. To provide the best, the
university administration has permitted a specialized ser
vice giant to grow in the basement of the department of
chemistry, that specializes in supplying modern tools and
supplies at the direction of experts on the professional
level. Chemistry stores needs explanation as an operating
facility to the newcomers, both student and professional, in
order that they may be acquainted with the services set up
to save them time for research and student contact.
Historically, chemistry stores began as the purchas
ing and distributing facility of the university, respons
ible, in addition, for the maintenance of stockrooms and
laboratories in a single science building. World War II
changed this single building, single department picture by
flooding the university with eager students desiring a chem-
i
ical career. Chemistry stores became specialized into a ,
subdepartment for chemistry and other sciences in furnishing:
materials and supplies and certain shop services. Purchas
ing and distributing of supplies were, centralized .under a i
business office which buys and delivers to the entire uni
versity. Chemistry's purchasing recommendations, budgeting,
personnel management, and building maintenance checking is
performed by chemistry stores. Its operation and possible
expansion will be described in this manual.
II. DEFINITIONS OF TERMS USED
Chemistry stores. The service facility of the chem
istry department designed and set up by the faculty to con
serve time needed for professional activities by delegating
management activities of the department to a competent
supervisor of laboratories and his staff.
Perpetual inventory. An accounting device by which a
record of stock on hand, quantities, cost and selling price
is ideally kept from day to day so that the situation is
known at any time by a mere glance at the record. Orders
can be placed as needed so as to keep the inventory as
nearly constant as possible.
Record cards. Perpetual Inventory records are kept
on cards, one for every item of stock. The cards are of
standard commercial type and are not specially made.
Stockman. A personnel classification term designat- |
I
ing an employee used in the management of a storeroom or
stockroom.
Supervisor of laboratories. The designation of the
employee of the department of chemistry hired to head the
chemistry stores facility in the capacity of manager or cu
rator of the impedimenta of the department, and its person
nel, under the direction of the head of the chemistry
department.
“Check in.n The process of assigning a student to a
laboratory locker and its contents on presentation of a
receipt for a fee, paid to insure his responsibility for the
expensive materials assigned for his use in a chemistry
course* “Check inf l procedure is listed in (Appendix C, p*
67)*
“Check out.1 * The process of supervising a student’s
clean up of his working space and assigned materials at end
of his semester’s study. The process consists of washing
and drying his glassware, replacing broken or lost materi
als, leaving a locker ready for instant reuse by a new stu
dent, and certifying his responsibility in these matters to
his instructor or staff member assigned to assist him in
these matters. (Appendix D, p. 70)
Materials and supplies. Those materials, supplies,
apparatus and items which include glassware, iron stands,
clamps, burners, filter paper, twine, utensils, and miscel- :
laneous sundries used by chemists in their work. Usually i
6
the cost of these items is less than twenty-five dollars per
item, or nominal in cost. Materials and supplies are items
of returnable and nonreturnable nature.
Capital equipment. Permanent instruments and devices
costing more than twenty-five dollars, of which special
records are kept and which are assigned to users on signa
ture only. These devices are the special property of the
department and are for use in the chemistry department
alone, in the manner for which purchased and for the purpose
designed, unless special permission is given for other
applications or uses or loan to other university depart
ments .
Returnables. Articles of materials and supplies
which may be returned to a stockroom for credit, if clean,
dry, and in workable condition. These are issued on a bor
row book slip, similar to the check and stub used in a bank.
E.g., Pyrex items, test tube racks, etc. are returnables.
Nonreturnables. Articles of materials and supplies
which by reason of construction deteriorate or are used com
pletely in experiments. E.g., filter paper, soft glass tub-
|
ing, matches, corks, Kleenex, rubber tubing, etc. These are
signed for by students in borrow books, by research invest!- ,
gators, on department order forms, or issue cards, depending
on specific use of the items. j
Desk assignment card. The desk assignment card, DAS
card, Form 6080 (Appendix A, p. 5^), is the permanent record
card of a student assigned to a locker and its contents for :
a semester, on presentation of his breakage fee receipt. On
this card are boxes and spaces for name, address, telephone
number, course number, section number, desk number, padlock
number, breakage receipt number, date assigned to locker,
staff member certifying check in and chemistry stores staff
certification. During class sessions these cards are kept
in the stockroom serving the laboratory to which the student
is assigned. At the termination of a student*s activity in
that laboratory, it is on these cards that charges are
recorded along with appropriate bookkeeping comments and
sent to chemistry stores office for permanent recording. On
the basis of charges made on this card, refunds of breakage
fees or overcharges are made.
On the reverse side of the DAS card, Form 6080, Back
(Appendix, p. 55) appears a desk shortage list which is
filled in by student against a desk equipment list furnished
by instructor when student checks in. Shortages appearing
on this list are filled in at no cost to the student. These
shortages are priced and charged to operation of that class :
at end of each semester.
Department order. The department order, Form 0305
(Appendix A, p. 56), known as the D.O., is used in obtaining
materials or services from a university department if the
cost thereof will be twenty-five dollars or less, 'These
forms are used interdepartmentally and intradepartmentally
by contract investigators and the departments themselves to
obtain these necessary services and materials.
Supplies record card. The supplies record card, Form
9005 (Appendix A, p. 57) is used by the chemistry stores
facility for recording of issues to stockmen for use in
specific laboratory stockrooms, to professors and staff who
use materials for departmental purposes, to research inves
tigators whose work is paid for by departmental approval.
On these cards is placed the name of the investigator or
stockman, or class activity, the date of withdrawal, the
stock number and item description, and the initial of inves
tigator or stockman. When these cards are filled, they are
priced, item for item, and totalled by stockman of stockroom
from which withdrawn, and sent to the chemistry stores
office for filing for semester report to head of department.
Professors and investigators use this for nonreturnables
only.
Borrow slip. The borrow slip, Form 6075 (Appendix A,,
p. 58) is used in two ways, (1) by students in undergraduate
x ;
and graduate laboratory classes, for all materials withdrawn
from stockrooms, returnable and nonreturnable in character, ,
(2) by professors and investigators for withdrawal _of_. .
returnables only. Stockmen file these borrow slips, issue
stub numerically against locker numbers of students. The
student or user fills in both return stub and issue stub and
keeps the return stub for his record of withdrawals, return
ing it with the item borrowed to stockroom at end of period
of use. The borrow slip is printed with spaces for desk or
room number, date of withdrawal, quantity and stock number
or designator of item withdrawn in abbraviated form, and
signature of borrower.
Loan of Permanent Equipment Card. The loan of perma
nent equipment card, Form 2-55, (Appendix A, p. 59) is used
exclusively for returnable items of instrumental or capital
equipment nature. It is only used for chemistry department
items loaned intradepartmentally to investigators and inter
departmentally on advice of the head of department or proper
authority. On this form appear self-explanatory spaces and
blocks which are completely filled and properly signed prior
to issuance of the device. On the basis of this card,
invoices may be sent to another university department or a
contract investigator.
Key loan card. The key loan card, Form C 105,
(Appendix A, p. 59) is used when a key located on the chem- ■
istry stores keyboard is loaned to a student or investigator,
for temporary convenience to that individual. Charges of
1
one dollar may be assessed on the basis of this initialed
10
card for loss of a key. Self-explanatory spaces are printed
on the form.
Special work requisition. The special work requisi
tion, (Appendix A, p. 60) is an outdated form, which is now
used intradepartmentally for authorizing necessary work by
the special shops of the chemistry and physics departments.
This is made out in duplicate and submitted to the glass-
blower, machine shop foreman, instrumentologist, or super
visor of laboratories, for special services within the scope
of the department. The form is for record purposes of the
time and materials spent on the projects of investigators
and students. The requisition must be approved by the
senior investigator of the group or by the supervisor of
laboratories. Its use is also for repairs to devices and
Instruments which are checked out to investigators. Micro- ;
analytical forms are a special extension of this form for
use in obtaining microanalyses and can be supplied from the :
chemistry stores office or microanalytical laboratory.
Breakage receipt. The breakage fee receipt is a form
made out in triplicate on payment of regular laboratory fee i
indicated on its face. The original is given to the student
In laboratory class and he records the printed number on his
desk assignment card, a pink duplicate is filed in the chem
istry stores office for check out and recording of charges,
f
if any, against that number and student. The pink duplicate
11
Is signed by the supervisor of* laboratories or delegated
person on chemistry stores staff and on that basis refund or
overcharge is made to the student from data submitted by
laboratory on desk assignment card* The refunds are made
only at the bursarfs office.
Requisition. A university form used to request pur
chase of items of materials and supplies or equipment from
outside vendors through submission of this form to the pur
chasing department. The requisition is also used interde
partmental! y for services or materials requested from other
departments, costing in excess of twenty-five dollars. The
clearest terms should be used in making out this form and
exact specifications listed for use of the purchasing
department, with specific information on attached sheets, If
necessary, to clarify the order.
Shop service. The service provided by the various
shops which are financed by the departments of the universi
ty for convenience of Investigators and staff members In the
course of the accomplishment of their duties. These shops
consist of the physics machine shop, the glassblowing shop, ■
the instrumental repair shop, the microanalytical labora-
I
tory, operation and maintenance's electrical, key, plumbing,!
carpenter, and paint shops, the art pantry, and cinema.
Investigator. An investigator, by use of the term in
12
this manual, is either (l) a graduate student working toward
an advanced degree, (2) a graduate fellow working on a con
tract, (3) & post-doctoral fellow on a contract, or (4) any
professor or instructor making independent or group research
while serving in the department of chemistry.
Technician. A technician is a highly specialized
employee not subject to duties assigned by the supervisor
of laboratories, but hired to perform specific duties for
the department of chemistry. At present there are four
categories; (l) Glassblower, (2) Microanalyst, (3) Experi
mental Machinist, and (A) Instrumentologist. These techni
cians are attached to chemistry stores to furnish shop ser
vices departmentally and universitywise.
III. PROCEDURES
Collection and condensation of bibliographical mater-:
ial, departmental memoranda, and assorted suggestions from
staff personnel was effected. Categories were selected upon
what see2 ned to be a logical basis. The categories selected
were (l) spatial considerations, (2) personnel needed in
operating spatial assignments, (3) modernizing stock con
trol according to good merchandizing practices, (4) provid- j
ing adequate, safe working conditions, and (5) coordination ■
of chemistry — university needs.
Within each category the present status was presented^
i
and suggestions for future improvement were, given. These _J
' 13
latter were based upon the judgement of the investigator, as
the result of experience and of expressed needs of the
department personnel.
IV. ORGANIZATION OF THE STUDY
In organizing the study It seemed appropriate to
delimit the problem and justify the study.
To acquaint readers with the special terminology of
chemistry stores, accurate definitions of services, proces
ses, and special personnel are given.
A review of the literature reveals: (l) historical
background for the existence of chemistry stores as far back
as the 13th century, with carry-over practices even in
modern times, and (2) a great deal of written material on
correct procedures in managing the varied phases of chemis
try stores, except for the public relations aspect of this
facility within the university picture*
The manual proper for chemistry stores is set up so
that a new supervisor or Investigator can get a clear pic
ture of: (l) the spaces used for classes, research, and
offices, (2) the stockrooms and the duties of the personnel
who operate them, (3) the special storage spaces and their
contents.
Further, the manual gives typical rules for shop ser
vices that are necessary in the function of chemistry
stores. j
Laboratory stockroom procedures are treated from the
standpoint of management of them, issuing materials from
them, accounting for the materials issued, and the people
served.
Safety features are not listed in the manual but
rather a guide to their use. Safety checks are much more
important than mere listings and may be the cause of law
suits if not in evidence.
In the recommendations, actual conditions are
referred to which, if heeded, might well save many man hours
and much university expense. These recommendations reflect
deep regret that the business office is unable or not cap
able of seeing the need for good materials properly serviced
rather than limping along with much hazardous material of
costly upkeep. E.G. unscheduled floods and unpredicted
utility offage due to Infrequent inspection and upkeep.
Much can be said about university personnel manage
ment and remuneration. It can be summed up by the words
inadequate and inconsiderate, from a chemical stockman’s
point of view. Recommendations are made from a listing of
excessive duties burdening this group.
Modernization should not be just an administrative
function. It should Invade the areas of faculty, staff,
stock, spaces, and some ideas.
Selected forms pertinent to the operation of stock
rooms are listed in the appendices as well as the memorandum
on materials and supplies bookkeeping. Some of the direc
tions on these forms explain more of the functions behind
mentioned practices than a lengthy expository paragraph
could express.
CHAPTER II
REVIEW OF THE LITERATURE
The chemistry stores management has become more and
more a business function of the chemistry department, with
the atomic age developments and necessity for a more widely
diversified stock supply of materials. New shops and tech
nicians have been added to the chemistry menage, which are 1
now incorporated in the chemistry stores facility. A
selected bibliography of literature, bearing on chemistry
stores management, will bring to focus many improvements
that can be added during the development of a chemistry
department facility of high standards.
Reference to the first laboratories known to men
brings to light basic principles that are still Incorporated
In management or laboratories today. Perti reports that as
early as the thirteenth century, Hindus had developed a
scheme of laboratory and research management involving loca
tion of laboratories and shops for specific service to chem
ical research. The Hindus went further than material recom
mendations and had the presumption to suggest that investi
gators be selected for their skills in chemistry, and also i
1 I
in versatility in general culture. i
1
0. N. Perti, ’ ‘ Ancient Hindu Concept of a Chemical i
Laboratory,” J, Chem. Educ., 28, 485, September 1951*
L. N, and E. M. Bilger, of the University of Hawaii,
describe in an article the complete planning, building, and
functional set-up of the new chemistry ensemble built
recently for their university. This modern laboratory-
classroom-office structure is so thoroughly planned that
many time saving and management problems are included in the
finished structure* Laboratory stockrooms are all connected
to main stockrooms by elevators. Manifolds for utility
gases are on the loading docks*. Classrooms are available by
ramp and elevator to lecture demonstration, equipment
handlers and large equipment* The chemistry stores services
are considered so fundamental that the whole department is
unitized with facility of service at its core. The employ
ment of a minimum staff by chemistry stores is thereby
2
enhanced, because the handling of materials is so simple.
Rasmussen, of the J. T. Baker Company, gives very
fine advice on the purchase, stocking, and control of chem
icals in stockroom conditions. His pertinent suggestions
not only indicate his company’s interest in filling our
shelves, but an interest in the systematic handling that
will insure smooth, efficient operation of a chemical stock
room loaded with chemical goodies, adequate for the needs of
L. N. Bilger, and E. M* Bilger, "New Chemical Lab- ’
oratory of the University of Hawaii,” J, Chem. Educ., 21,
300-302, June 195^.
" 18
classrooms and research. Further, Rasmussen stresses the
need for careful planning, well in advance of need dates, by
the staff, with elimination as far as possible of costly
emergency orders that require special handling.
A Corning Glass Works expert, 0. M. Loytty, has
pooled his experiences in purchasing and warehousing into
concise directions for purchase, storage, and dispensing of
Pyrex glassware. While accenting the standardization of
glassware items, Loytty points out that Corning has reduced
package sizes to convenient numbers of items in order to fit
shelving requirements and the needs of the smaller colleges.
Here again, it is pointed out that advance planning is
necessary if savings are to be effected in quantity purchase
and avoidance of unnecessary overstocking. Suggestion is
made that if a university expects special service and
repeated good service, it is customary to use the same
supply house year after year so they can maintain adequate
inventory balance without embarrassment.
Basic instrument procurement for laboratory classes
and research is handled rather adequately by Serfas, of
y H. B. Rasmussen, HProcurement of Chemicals and
Operation of Chemical Stockrooms,n Symposium on College and :
University Chemistry Eauipment and Supplies, ~Tl Chem. Educ
277 385-588, July 1957T.
0. M. Loytty, "Purchase and Stocking of Laboratory
Glassware,” Symposium on College and University Chemistry
Equipment and Supplies, J. Chem. Educ., 27, 393-395, July
T95^
Lehigh University, when he develops a clear classification
of instrument types of capital equipment necessary for use
in precision research and in the not so precise laboratory
class. His suggestions cover capital equipment practices
with regard to (l) budgeting, (2) procurement, (3) housing,
and (4) responsibility.^
Maintenance of the finest chemistry ensemble would be
senseless if appropriate safety precautions were not taken
to protect the investment in structures and equipment and
the personnel operating them. Safety must be primarily
involved with spatial arrangement of equipment and utilities
and the hazards to students and staff. Fawcett discusses
laboratory safety with particular reference to industrial
health and safety. In his discussion there are many appli
cations of material and personal problems that are worthy of
6
collegiate adoption.
Fawcett developed a pertinent list of safety checks
and safeguards for chemical laboratories and the whole list
will be quoted in the section on laboratory safety because
E. J. Serfas, "Instrument Problems in a College
Chemistry Department," Symposium on College and University *
Chemistry Equipment and Supplies, J. Chem. Educ.,27, '
391, July 1930. i
6
H. H. Fawcett, "Symposium of Industrial Health and ;
Safety, Laboratory Safety," Chem. and Eng. N., 29, 1302-3, I
April 1951- ..J
'• 20
7
of its unusual applications. The necessity for keeping
good accurate records cannot be overstressed according to
Zanetti, who relates that most chemistry stockrooms have
been kept on a yearly inventory basis up to World War II*
He tells how a new year began with a count of actual stock
on hand and the new orders were placed from an estimate of
what was used in the past• Prices were, at that time,
charged in accordance with current catalog listings.
Zanetti goes on to suggest that universities could use good
cost accounting procedures and that stockroom managers
operate accordingly and switch to the perpetual inventory
8
system.
7 \
‘ H. H. Fawcett, "Safety Checks for Chemical Labora- j
tories,” J. Chem. Educ., 24, 296, March 1947. ;
8
J. E. Zanetti, "The Perpetual Inventory in Chemis
try Stockroom Management," Symposium on College and Univer
sity Chemistry Equipment and Supplies, J. Chem. Educ., 27,
39^39^, July 1950.
CHAPTER III
MANUAL FOR CHEMISTRY STORES
A "Procedure Manual" was published by the department
of chemistry in September 19^7 which showed organization
charts for each laboratory section and described the forms
in use for laboratory classes only. No guide has been
found to account for the changes to which growth has forced
the department to develop. Some new methods deserve record
ing in the manual which follows and will include mention of
methods for stockroom withdrawal, expediting of purchases,
the organization of chemistry stores for incoming manage
ment and unusual operational devices. Spatial considera
tions, personnel requirements, and services rendered will be
the main consideration of this manual. These matters will
be discussed from the viewpoint of (1) service to laboratory
classes, (2) service to research facilities of the chemistry
department, (3) service to research and classes of the
entire university, (A) clear explanations of methods that
will be of help to all who come in contact with chemistry
stores services.
I. SPATIAL CONSIDERATIONS
All lectures in chemistry are scheduled in advance
through the office of the educational vice-president. ;
Classrooms assigned are for the most part located in the
Science Building, particularly when lecture demonstrations
are part of the scheme. Discussions are held in or near
laboratories, and special rooms are designated about the
environs of the Science Building. Lecture room upkeep is
a university responsibility, but may be expedited by report
ing needed repairs to the supervisor of la.boratories,
Laboratory classrooms. Laboratory classes are
assigned to special rooms in several buildings of permanent
and temporary structure very near the main Science Building
and its organic wing. The following assignments are made
from year to year, unless new quarters are directed:
1. Introductory course in physics and chemistry, meets
In Science Barracks F, located south of 850 West
37th Street. This building is under control of the
physics department.
2. General chemistry meets in Science Barracks C, 860
West 37th Street, which is a temporary building used
for housing this laboratory class and Its stockroom.
3. Qualitative analysis and advanced analysis meet in
Science Building, Boom 205, in a permanent, func
tional laboratory equipped with old type hoods and
soapstone desk tops, hydrogen sulfide manifold and
gasometer device.
4. Quantitative analysis meets in Hoorn 104, Science
Building and has an adjoining balance room, 1G4b , !
for gravimetric determinations. Hoods are in sad
shape and need replacement with built in hotplates
of a commercial laboratory variety.
5. Organic chemistry and advanced organic chemistry
courses will be held in the Organic Wing of the
Science Building in Booms 1 through 4. At present,
the elementary organic classes with an engineering
inorganic section of classes is being held in a
temporary science barracks at 915 West 37th Street.
These classes are serviced from an inadequate stock
room in that barracks. In the future, services from
the main chemical stockroom adjacent to the Organic
Wing laboratories will be far more satisfactory.
6. Physical chemical measurements, colloid laboratory
classes, and physical chemistry laboratory classes
are held in Room 20, main Science Building, and
serviced from an adjacent stockroom and main materi
als and supplies stockroom on the same floor.
Research laboratories are distributed in three main
locations: basement and first floor of the south wing of the
Science Building, the Organic Wing, and in Science Barracks
A, 840 West 37th Street. The gamut of chemical specializa- ,
tion is in process in these many laboratories. ;
Offices. Professors1 offices are interspersed in
I
these same locations for control of and convenient access to
. . J
“ 24
their proteges. The extensive distribution of these labora
tories and class facilities is one of the problems of chem
istry stores management in that there is a shift of space
from time to time as newcomers are assigned laboratories and
offices.
Service stockrooms. Stockrooms servicing the research
and class laboratories are as functionally located for ade
quate service as an architect could be expected to locate
them on limited construction funds. Ease of access to
storage was not a consideration in the olden days of the
University.
In the main Science Building are located the follow
ing:
1. Main material and supplies stockroom, Room 19, which
serves students in 104 and 20,
2. Pharmacy stockroom, Room 202, which serves 205 on a
materials reimbursement plan.
3. Repair and supplies stockroom, capital equipment
storage, Room 20 P.
4. Lecture demonstration stockroom and laboratory,
Room 306 B.
In the organic Wing of the Science Building are
located the (1) main chemical storeroom, Room 8, and (2)
temporary materials and supplies, Room 2, receiving and
storage stockroom. The chemical stockroom is designed to 1
dispense materials and supplies to classrooms in Rooms 1
through 4, which are across the corridor from its dispensing
windows•
In Science Barracks C, 860 West 37th Street, the
stockroom serves only general science classes in the adjoin
ing laboratory.
In Science Barracks at 915 West 57th Street, the
stockroom is inadequate, but services laboratory sessions in
organic chemistry and engineering general chemistry.
dangerous chemical storage is located at 829 West
57th Street for storage of acids, flammable solids and sol
vents, gases of poisonous or flammable nature, and oxidizers
of many varieties. This special storage could have improved
washdown facilities, builtin carbon dioxide extinguisher
system, a better exhaust and ventilating system, and a large
refrigerated room for volatile solvents and chemicals.
The assignment and classification of personnel
employed in chemistry stores poses somewhat of a problem in
that the very service nature of chemistry stores requires
that men be shifted from place to place to meet imbalances
created by unforeseen or unusual situations. It should be
remembered that any discussion of specific duties of ehemis-;
try stores personnel implies also that individuals may have
t
special qualifications which are also used by the departm— ' t ~l
II. PERSONNEL
to serve occasional needs, and requirements. E.g. some
stockmen make repairs to typewriters and other instruments
for extra pay.
Stockman, Materials and Supplies, S~l: performs the
following regular duties during the eight hour day, forty
hour week:
1. He checks all incoming deliveries for quantity,
size, specifications and breakage, and reports to
the office prior to storage.
2. He replenishes his issue stockroom from storage
spaces from eight to ten each morning.
3. He performs a modified, perpetual inventory, inform
ing office of shortages in stock and the necessary
estimated reorder.
4. He issues materials and supplies to laboratory stu
dents and investigators, for the remaining six
hours, and is relieved to receive incoming shipments
at frequent intervals.
5* He receives returnables, giving credit only for
those in acceptable condition. Conditions of return
are posted and circulated to all chemists,
6. He "checks out" all students of laboratory classes ;
which he serves, but cannot handle the pricing of
DAS cards, due to his extensive duties at this time,1
in the main materials and supplies stockroom, Room
27
One man could adequately perform these duties prior
to 1940, cannot be expected to do more than a fair job
for this volume and variety of assignment. It appears to be
a two man position.
Stockman, Chemical, S-2: performs duties in the chem
ical stockroom, Hoorn 8, Organic Wing, and dangerous chemical
storage, 829 West 57th Street, of receiving, dispensing,
stock pricing, stock control, and billing. His window dis- ;
penses inorganic and organic chemicals, gases, and limited
apparatus. The forty hour week for this man involves much:
1. He receives all chemicals, gases, and solvents,
checking for quantity, quality, proper specifica
tions, and labelling.
2. He places stock numbers and prices on bottles and
stock cards before shelving. On stock cards he
lists dates ordered, dates received, and quantities
ordered and received, informing chemistry stores
office of discrepancies.
5. He issues chemicals and limited materials to chem
ists and authorized university departments.
4. He places estimated new orders with office when low :
limits are reached, pricing the approximate cost of
each item to be ordered.
5. He prices all department orders and filled issue
cards.
“ 28
6* He prepares the rough form for ethyl alcohol to the
Bureau of Internal Revenue.
7. He secures necessary amounts of bulk solvents, acids
and gases on Tuesdays and Fridays when assisted by
another staff member,
Stockman, Equipment and Repair, S-3s performs from
Room 20 F, Science, equipment storage Room 7, and optical
storage, Room 3 C, various important functions in keeping
track of expensive and technical equipment.
1. He keeps inventory and location of all capital
equipment.
2. He maintains all equipment in working order, peri
odically servicing all equipment when other duties
permit him to.
3. He orders repair and replacement items on low limit
basis. This includes springs, gadgets, gimmicks,
bulbs of all descriptions, washers, grommets,
valves, heaters, wire, thermocouples, etc.
He issues equipment and materials to all classes
convened in Room 20.
3. He issues capital equipment, after receipt, record
ing, and marking, to proper locations and individu
als as necessary.
6. He checks out students at the end of each semester, :
pricing their breakage on DAS cards. '
7, He maintains adequate stock of chemicals and proper |
solutions for service to classes in Koom 20*
8. He acts as graduate assistant to professors who
teach these classes.
9* He serves as part time stockman in Science C for
general chemistry classes.
10. He performs other miscellaneous duties assisting
the supervisor of laboratories, in rebuilding and
repairing or refining materials in the department.
Stockman, Organic Laboratory, S-4: performs full
time functions in Organic Barracks at 919 West 37th Street,
and will perform similar functions in cooperation with
Chemical Stockman, S-2, when laboratories are opened in the
Organic Wing in 1956*
1. He prepares all solution and reagents for organic
chemistry and engineering inorganic chemistry.
2. He ^prepares and issues all unknowns and keeps
records of issues for grade purposes.
3. He checks all students in and out, pricing their
breakage on BAS cards.
4. He submits estimated needs for semester usages and
gives a summary of use at end of each semester with
approximate cost.
5- He sees that desks are restocked properly by stu
dents at semester’s end. .
6. He cleans and adjusts balances and other equipment
in his laboratories.
'30
7. He replenishes materials, supplies, and chemicals at
times when classes are not in session.
Stockman, inorganic laboratory, S-5* performance
would be full time in stockroom in Science C, 860 West 57th
Street. This position is presently filled by three individ
uals of the chemistry stores staff, each with four sessions
of laboratory. The duties of this position would be identi
cal with stockman organic, except that an addition of cleri
cal duties in the office would be added.
Lecture Demonstrator, S-6: performs his duties in
Science 306 B. In preparing lecture demonstrations he must
collect equipment, sometimes on very short notice, make
necessary preperformance tests and runs to assure no embar
rassment to lecturer.
1. He prepares and has ready all materials and equip
ment for assigned classes from eight to three each
day.
2. He repairs all analytical balances for tip top per- :
formance prior to beginning of each new semester.
5* He makes up solutions and unknowns for quantitative
analysis or supervises this detail.
4. He assists office with graduate student check outs, j
5. He serves as stockman, Science C, in the afternoon
sessions.
6. He has been asked frequently to fill in at stock j
windows when illness caused absences of others.
Secretary-bookkeeper, chemistry stores office; per
forms in Science, Room 21, the many duties and courtesies
for which our service is noted over the campus.
1. Typing and filing of requisitions and department
orders.
2. Typing and routing of many regular reports and
memoranda.
3. Posting requisition costs for departmental reports.
A. Pricing materials and supplies on the modified per
petual inventory kept as a Kardex system.
5. Supplying stationery for stockmen in the laboratory
classes.
6. Invoicing other departments for purchases from our
stores, and services from our shops.
7. Answering telephones for stock information and
prices. Recording answers to requests made of
business houses and relaying information to various
members of the chemistry stores staff for appropri
ate action.
8. Checking in Science Building students at the start
of each semester.
9. Checking out graduate students and pricing their
withdrawals in cooperation with supervisor of lab-
oritories.
10. Performing innumerable courtesies and services for ,
staff of the department and the university. j
Supervisor of Laboratories, chemistry stores office:
performs his duties all over the department and from any
telephone available. The duties of this position are being :
rewritten and a new classification may be forthcoming soon.
There are times when forty man hours are not all that are
needed to perform all the spatial and personnel duties, as
well as the stock control necessary to keep the department
running efficiently.
1. He supervises the personnel and procedures in all
stockrooms.
2. He guides indoctrination of personnel in chemistry
stores as is necessary.
3. He has the authority under the head of department to
order necessary supplies and avoid critical short
ages within budgetary limitations. He exercises
economy and discretion in the purchase of quantity
lots of many items.
4. He consults with faculty and other investigators on
material and supply needs on new projects in advance
of issue.
5. He performs needed interdepartmental liaison with
other university facilities maintaining and expedit
ing university business disciplines.
6. He shoulders the responsibility for smooth operation
but not the direction of shop activities needed by
!
chemistry. ' ■
7. He performs miscellaneous repairs to existing equip
ment from building manifolds to rewiring furnaces
and noninstrumental maintenance and construction.
8. Other miscellaneous duties which are sometimes dele
gated to other chemistry stores staff members, but
for which he is responsible, include: maintenance of
supply of liquid nitrogen, utility gases, special
gases, dry ice, nwet Ice," distilled water, deion
ized water, filling in for sick help, pricing, and
checking out students, semester stock tallies and
reports to head of department, memoranda on repairs
needed in buildings, letters written in search for
special chemicals and supplies, conferences with
salesmen on new products and services, budget recom
mendations, student palliation, breakage assess
ments, and many courtesies from which the university
may eventually gain in answering silly telephone
calls and letters as though serious, and in cash
sales accomodations to beginning teachers, universi
ty staffers and outside firms.
III. SERVICES AND FUNCTIONS
Shop service rules. Chemistry stores maintains shop
i
services by employment of several highly skilled technicians
in conjunction with the physics department and operation and
i
maintenance. Chemistry employes a glassblower, an
3*
experimental machinist, a microanalyst and an instrumentolo-
gist. The day will come when we will talk of these four as
forerunners of a horde of necessary technicians skilled in
various service phases that are the backbone of a modern
chemistry department. The services performed by these tech
nicians, who operate professionally as well as technically,
are in greater and greater demand on the campus and by
industrialists over the Los Angeles area. On the campus the
services must be limited to first come first served, and
regulations have been set up by the department for the oper
ation of these shops. In*19^8 the head of the department of
chemistry wrote a memorandum which summarizes the attitudes
of those involved in getting research work done and done in
a hurry. In the main it reads:
Re: Rules and regulations for Operation of Shops.
1. Regardless of budget formalities, it is understood
that the machine and glass shops are for joint service
to the departments of chemistry and physics.
2. Jobs desired by other departments are to be re
quested by department order (or requisitions)....
Transactions involving the machine shop will be proc
essed by Physics; those for the glass shop by Chemistry.
Work for Navy contracts is construed as extra
departmental; see 2 above*
4. Work desired from the machine shop by chemistry
shall be requested in the form of .... (special requisi
tions).... or department orders forwarded directly to
the shop manager. Such (requisitions) D.O.’s will read,:
"For Materials for (specify) Job.” They will be i
made in (duplicate) and ifno material charges the
D.O.’s will not be forwarded to the Business Office, but
merely filed by shop manager. Charges will not be made j
on machinist’s or glassblower’s time, but only on maters
ials and supplies. In case of rush jobs, D.O.’s may be ?
handed to the shop managers after the work has been j
started. ' l
If standard materials for a particular job are not
available, they will be procured by the shop and charged
by the D.O. system outlined....Non-standard items such
as gold, motors, etc. will be procured by the person
requesting the job.
5. Salaries for the glassblower and one shop mechanic
are being charged to the Department of Chemistry;
remaining salaries are charged to Physics. Capital
equipment for the machine shop is furnished by Physics;
for the glass shop by Chemistry. Materials and supplies
are to be kept on the same basis, with understanding
that special materials, beyond regular stocks, are to be
furnished by the department requesting the job.
6. It is agreed that the full time service of one
machinist shall be available for Chemistry jobs for 4
days out of 5 of the work week. l/5> or one day of the
work week, will be devoted by the entire staff to
improve, clean, and repair machinery and facilities....
Hush jobs of either department or any staff member shall
not infringe on the work of the other department or
other staff members, i.e. the staff member requiring a
rush job will clear it personally with the member whose
work is to be replaced or held up by the performance of
the rush job.
7. It is further acknowledged that Physics has a direct
claim one/third of each work week by the glassblower,
such time not to accumulate if not used.
8. Graduate students in either department are not per
mitted to operate machines in the shop or to borrow any
tools therefrom, except by the express permission of the
(shop manager). Such exceptions will not occur in the
glass shop.
9. Items 1, 2, 5> &nd 8 will be posted in both shops
along with rules for safety and conduct in the shop by
.......... .representing their respective depart
ments .......... .will also set prices and charges
for materials used in the shops. (Dept. Chem. Memo of
Aug. ^0, 19^8)
In general the rules of courtesy and co-operation
found necessary for shop management apply to the other shop :
facilities of the departments furnishing services on the ;
i
campus *
Cash Sales. The business office has permitted the |
chemistry department to sell items of stock for cash to
faculty members and to certain industrial firms and staff
members. This practice is not widely used but has been of
great benefit to individual staff members and faculty in
furthering education* It has been part of the chemistry
policy not to sell chemicals to students unless prior
approval from the head of department or a faculty member
has been personally given to the supervisor of laboratories*
Breakage refunds * Individuals checking out of labor
atory classes prior to semester's end have been accorded the
privilege of refund of breakage if exercising the courtesy
of proper check out with the stockman of the laboratory
class Involved*
Petty cash fund* The department of chemistry has
been given a petty cash fund consisting of forty-five
dollars which is available for sundry purchases under five
dollars, which would be a burden on the business office if
written on requisitions. It has been used for such varied
items as five pounds of sugar for organic chemistry classes,
electrical resistors, switches, string, rulers, light bulbs,
etc.
Secretarial routines * Complete directions for
invoicing, requisition writing, and the many office routines
are clearly written in the chemistry stores secretarial j
handbook, . . i
IV. LABORATORY STOCKROOM PROCEDURE
37
Smooth, efficient operation of laboratory stockrooms
depends on the operation of a good system of supply which
will insure an adequate store of chemicals and apparatus
needed and specified by investigators, and available on call.
Behind the operation of stockrooms are a few basic
considerations often forgotten in the race for new discover
ies. Chemistry departments must plan for their own specific
needs. Investigators and curriculum planners must specify
need in reasonable advance of use dates, if the stockroom
service is to supply properly. Good records must be kept.
Good records involve perpetual inventory type methods
applied to a specific situation. In perpetual Inventory
maximum and minimum stocks are shown on cards permitting
requisitioning in advance of bare shelves and showing regu
larity of use of the item. More important than any other
factors in laboratory stockroom management are adequate
storage space for materials, proper handling of equipment
for access to and dispensing from the storerooms, and the
competency and number of the personnel hired to economically
operate this facility.
Management considerations. It must be remembered ;
that, "Anything can be bought for a price," at any time you ,
are willing to pay the price. Management of stockrooms
i
implies that adequate supplies are provided at the most I
- 3b
economical prices. That this involves many factors is evi
denced by the following factors that must be considered in
this management:
1* Specifications and advice from the faculty of antic
ipated requirements of all materials for use in
research and class work* These are calculated in
terms of individual student needs* While using the
same laboratory manual, such needs are quite uni
form; just multiply the anticipated enrollment by
consumption (estimated use and breakage, see appen
dix B) •
2. Stockrooms must always know course offerings in
advance if yearly requirements are to be readily
adjusted*
3* Any report to a stockroom from the faculty, concern
ing materials, should be very clear as to chemical
names and synonyms, grade and purity, physical size 1
of materials, important specifications, and the time
needed•
4* Package sizes or ordered chemicals are determined by
the efficient use of the material, its stability,
frequency of use, and grade* Problems of caking or j
hydrolyzing occur from improper buying. The result
ant wastage raises costs. Purchase of economy sizes
is often offset by spoilage. Thus smaller more •
39
expensive quantities lend themselves to more effi
cient use in most instances.
5. When bulk lot chemicals are purchased, the problem
of contamination is an ever present hazard. Purity
of chemicals dispensed can only be assured when
those who have access to chemicals are meticulous in
aseptic techniques of withdrawal of contents from
open bottles. This must be under the t ! eyeH of only
one or two trained persons. Mistakes in the quality
of chemicals are rarely attributable to the sup
plier. In almost all cases it is the careless
handler or the dirty spatula.
6. In order that stockroom personnel maintain supplies
In good condition, periodic inspections are neces
sary, checking especially for suitability for use.
The supervisor of laboratories should have the
responsibility and authority to dispose of anti
quated materials.
7. Purchasing is a two way street. As a buyer it is
right to expect the supplier to furnish good mer
chandise at fair prices, promptly delivered. If as
a buyer, emergency requests are made from time to
time, the supplier must be given a fair portion of
business which he can handle in a profitable manner.
Don't waste the time of supplier1s-employees in
fruitless search and correspondence or you will pay
the bill.
Main issue stockrooms. In both the main chemical and
the materials and supplies stockrooms, modified perpetual
inventory exists in effect. Each bottle is labelled with a
stock number and price corresponding with its record card*
Heceiving consists of checking incoming chemicals against
copies of the original requisition and placing stock numbers
and current prices on each item. Issue consists of dispens
ing each item to Investigators or stockmen upon record of
quantity, package size, item name, and cost of items.
Class' laboratory stockrooms. In providing services
to classes, small stockrooms adjacent to the laboratory
class sessions are stocked from the main issue stockrooms
for the needs of that area alone. Increased duties over
main issue rooms require some bookkeeping specialized for
student records in the area of performance of experiments
and breakage connected with them. This bookkeeping is done
with:
1. A numerical file of three by five index cards, num
bered in conformance with the number of laboratory
desks. Behind each number are filed the borrow
slips of students assigned to that desk number.
2. A file of desk assignment cards is kept according to
class section number for ready reference.
A laboratory unknown record is kept for use of the
graduate assistants and a second copy kept for
obvious purposes. Unknown records are kept in many
ways to keep students from guessing too closely.
4. Cards, or ledger pages, are filled with data on the
requirements for each experiment, with acceptable
variations in usage of materials.
5. Reagents are available in the laboratories for dis
pensing under the supervision of the graduate
assistant, but furnished by stockman.
6. Desk equipment lists are available in the stockroom
for checking desks on entering and leaving the class
activity at semester!s end.
Caution. Students chould never be expected to have
knowledge of laboratory practices until they demonstrate
facility after competent advice of graduate assistants, and :
stockmen.
In all cases professors respond to necessary changes
in their programs if these are brought to their attention by
stockmen and graduate assistants in advance of handling a
situation. Changes in equipment are costly and are best
when instituted gradually. These changes must be guarded
against or when instituted may throw the whole budget and
stockroom service out of gear. !
V. LABORATORY SAFETY
42
The matter of safety for students is of prime concern
to the University, and since this is a "suing nation" it is I
of vital importance that all accidents he handled hy the
student health service, even if the stockman and laboratory
assistant have to escort the injured student to that facil
ity for treatment. Be sure to have witnesses if an injured
person refuses to go to the University facility for treat
ment. In all cases the best treatment is usually (l) a
sterile pad or covering until treatment at the health ser
vice is given, or (2) immobilization until adequate help is
at hand. Standard instructions for most accident handling
will be posted conspicuously in most laboratory stockrooms.
Safety checks for laboratory spaces. Selling acci
dent prevention to students is a constant duty of all inves
tigators and stockmen in the performance of their daily
routines. Students must be informed constantly of the
hazards and the means of prevention or escape outlined
forcefully at regular intervals in the educational program.
Accident prevention should be a topic confronting the stu
dent through his high school and college years into Indus- j
i
try. The five types of hazards in the laboratory are from !
(
s
toxicity, chemical burns, fires, electricity, and broken
glass. Special Instructions should be posted for handling
these where the health service is not needed. The following
Q
safety checks^ will accentuate this need:
Safety Checks for Chemical Laboratories
Exits. Are exits adequate in number and plainly
marked; do doors open outward? If fire escapes are pro
vided, are they kept free of objects and trash?
Floors. Are floors smooth without being slip
pery; are drains adequate; are nonsparking features pro
vided in floors where inflammable solvents are used?
Illumination. Are lights adequate; are vapor-
proof covers provided in rooms where flammable solvents
are used?
Fire Extinguishers. Are sufficient numbers of
the proper type extinguishers located so as to be
readily available? Are the locations plainly marked?
Do all persons working in the laboratory know how to
operate each type? Are extinguishers always kept filled
and regularly inspected? Is dry sand available for
smothering fires where water cannot be used?
Fire Hoses. Are fire hoses readily accessible?
Are hoses drained and dried after use to prevent deteri
oration of hose?
Safety Showers and Fire Blankets. Are emergency
showers and fire blankets marked, and surrounding areas
open at all times? Are showers regularly tested (daily
or weekly)? Are showers located near all places where
acids and caustics are handled in quantities of over one
liter?
First Aid Facilities. Are kits available for
prompt treatment of minor injuries? How quickly can
more seriously injured be given medical aid? Are
stretchers available for moving persons overcome with
fumes or with broken bones? Are formal records kept of .
all Injuries, to aid In accident prevention?
Goggles and Masks. Are goggles or masks provided
where danger to eyes occurs from flying chips, splashing
^ H. H. Fawcett, f f Safety Checks for Chemical Labora- j
tories,u J. Chem. Educ., 24, 296, March 1947.
of corrosive liquids, failure of glass equipment under
vacuum or pressure?
Shields and Screens. Are shields, screens and
barricades provided and used with vacuum and pressure
equipment, or where explosion hazards exist?
Gas Masks. Are all-purpose gas masks' provided
and are all workers instructed in their use? Do all
workers realize that serious effects from inhaling even
small amounts of S02> HCN, H2S, phosgene, and oxides of
nitrogen, etc?
Hoods. Are sufficient numbers of hoods with
adequate ventilation provided for operations involving
toxic or noxious materials?
Cylinders. Are high pressure cylinders supported
securely (chained or clamped) and small cylinders placed
in cylinder supports?
Catch-Pans. Are pans of suitable design and suf-
ficient capacity placed beneath stills during every dis
tillation or where large glass beakers are heated, to
prevent loss of contents in case of breakage?
Inflammable Liquids. Are quantities (over one
liter) of inflammable liquids kept in approved metal
cans provided with a flame arrester?
Is every laboratory worker aware of the fire
hazards of commonly used solvents, such as ether, alco- ;
hoi, benzene, petroleum ether, hydrocarbons, etc? Are
all precautions taken to prevent sparks from friction,
static electricity, and propagation of flames?
Corrosive Liquids. Are all workers aware of the
danger to' body, eyes, and clothing, of splashes from
sulfuric, hydrochloric, nitric, hydrofluoric, and other
strong acids, as well as concentrated caustic solutions?
Is adequate protective clothing (eye protection,
gloves, apron, etc.) used when handling corrosive liq
uids in quantity? If glass containers are used, are
they adequately protected from breakage at all times?
Pipetting Liquids. Are rubber bulbs or vacuum
lines used when sucking any liquid into a pipet? Are
all workers aware of the danger of using the mouth for
this operation? ;
Glass Handling. Do all workers use proper
caution when inserting glass tubing in rubber stoppers?
Is broken and chipped glassware promptly repaired or
discarded? Is a separate container provided for broken
glass only? I
' “ 45
General Housekeeping, Is a high order of house-
keeping maintained at all times? Are spills immediately
cleaned up and benches frequently washed? Are floors
kept clean and waste containers emptied frequently?
CHAPTER IY
RECOMMENDATIONS
Many of the recommendations which will be listed here
have been suggested to the business- office in letter and
memo form over many years repeatedly. Performance of re
quested changes was necessarily slow because of limited
funds, university employment practices, and antiquated
handling equipment.
I. SPATIAL AND OPERATIONAL RECOMMENDATIONS
1. Refrigerated spaces are needed for volatile chemi
cals .
2. Spaces used for dangerous chemicals should be im
proved with forced ventilation and a built in carbon
dioxide fire extinguisher.
3. More space is needed to accomodate equipment hazard
ously stowed In pipe access spaces.
4. Euture laboratories should be built with an eye to
practical activity, by having their floors tinted
and roughened, but capable of washdown Into large,
below deck level drains, by a hose equipped ‘ with a
fog nozzle installed on the wall.
5. A single gas bank with manifolds to serve all chem
istry locations needing oxygen and nitrogen, located]
for easy hand access, would save great sums of money
squandered on demurrage.
6, Repairs to university equipment necessary for class :
functions should be expedited by hiring adequate
help for the care of antiquating utilities,
7, A ramp should replace the steps leading from the
west side of Science Hall to the first floor to
expedite deliveries and save many hours lost in
traversing by-pass routes. A whole employee could
be eliminated if the elevator serviced by this ramp
had a keyed call system to expedite stock services
to the many class rooms on all floors,
8, Repairs to ventilation systems have always been slow
and must be suffered before noxious vapors or heat
exhaustion are matters of law suits by stockmen and
technicians, A law suit has been suggested and
enough impairment can be proved in an already exist
ing case.
II. PERSONNEL RECOMMENDATIONS
1, More latitude and control of technicians by a compe
tent supervisor of laboratories should be increas
ingly a business function, not the personal rela
tionship some make of it,
j
2. Overtime service should be as adequately and meticu
lously considered for chemistry employees as it is
48
for pay office workers, otherwise investigators
should not demand special services at odd hours or
on short notice.
Stockmen should be employed according to the class
load and a special university fund set up for this,
to which parking lot collections could in part be
allocated.
4. A stock control clerk should be hired for stock
control work only.
5. One of the stockmen should be a relief man, for va
cation periods and illness vacations.
6. Adequate business machine help should be provided
and adequate handling of equipment furnished the
employees of the department.
7. Personnel hired should have adequate compensation
based on contract performance.
Ill. OTHER CONSIDERATIONS
1. A modernization plan of buildings and utilities
should be instituted to take care of renewal of
hoods, replacement of rusted out lines, and repair
of deteriorated walls. This plan should be organ
ized to take care of replacements and repairs thor- j
1
oughly at stated periods. ;
2. Future building plans should consider suggestions,
from chemists, that ask for overhead eyebolts for i
shifting equipment in laboratories and utility out
lets of a more varied nature, which would include
direct current plugs and low voltage outlets. Per
haps the buss bar system installed in the machine
shop would be best looked into.
3. Stock control should use the campus IBM system or
have a Remington Rand team come in and set up a per
petual inventory. The modified system now in ser-
1
vice does not meet needs adequately.
A. Seduction of employees for the 1 1 exclusive” use of
some investigators should be halted by modern per
sonnel practices administered by the supervisor of !
laboratories. Intradepartmental friction would be
obviated by this small change.
5. A model stock control situation exists at the Cali- :
fornia Institute of Technology, in Pasadena, that
has many features quite adaptable to the moderniza- !
tion of USC chemistry stores.
These recommendations have been made in the interests
of the University as a whole and the department of chemistry
in particular, as a basis from which expansion of services
to other science departments and the department of chemistry
may grow, with less expense and greater efficiency of man
power and materials.
ANNOTATED
BIBLIOGRAPHY
ANNOTATED BIBLIOGRAPHY
O, N* Perti, 1 1 Ancient Hindu Concept of a Chemical Labora
tory," J. Chem. Educ.,-28, 485, September 1951*
An article describing in detail the physical layout of
buildings, the arrangement of facilities, the types and
materials that should be on hand, the management of the
facility and the desired qualifications required for
selecting personnel. .
L. N. Bilger, E. M. Bilger, "New Chemical Laboratory of the
University of Hawaii," J. Chem. Educ., j j ' l , 500-302, June
1954.
A descriptive article that escorts the reader through
the planning budgeting, construction, and operation
processes that occurred in erecting and using the modern
department of chemistry at Hawaii. The planning of the
complete building devoted to chemistry was centered
about its service functions and utilities. Savings in
manpower necessary for handling and in equipment were
effected by providing adequate space and then outfitting
it with labor saving, practical devices such as ramps,
elevators, manifolds, and service docks.
H. B. Rasmussen, "Procurement of Chemicals and Operation of
Chemical Stockrooms," Symposium on College and Univer
sity Equipment and Supplies, J . cTTem. Educ. 2?, 3^5-388,
Tuly 195(5'.
A concise summary of the best modern practices In opera
tion of chemical stockrooms designed to dispense and
maintain adequate chemical supplies for a university of
college chemistry department. Stress is suggested In
advance planning, good records, adequate personnel,
proper spaces and storage facilities, the relationships
with suppliers,
i
0. M. Loytty, "Purchase and Stocking of Laboratory Glass
ware," Symposium on College and University Chemistry
Equipment1 and “ Supplies, J. Chem. Educ., 27, 393-395,
July 195°•
This article summarizes good glassware practices and '
management Including: (1) procurement of glassware, (2)
stocking a storeroom, {3) keeping a storeroom inventory.
Keeping good accurate records and showing how to per
form this important process has been done. Enough
space, enough personnel and perpetual Inventory are
suggested for economical management of glassware.
E. J. Serfas, "instrument Problems in a College Chemistry
Department," Symposium on College and University Chem-
Istry Equipment and Supplies, J. Chem. Educ., 27
391, July 1950.
An article dealing authoritatively with basic procure
ment, budgeting, housing and responsibility for capital
equipment. Expansion of the chemistry department
facilities in laboratory and research grade equipment Is
pointed up. The use of the precision grade for research
and the less precise grade of instrument in laboratories
Is discussed with relation to Individual college’s
needs.
J. E. Zanetti, "The Perpetual Inventory In Chemistry Stock
room Management," Symposium on College and University
Chemistry Equipment and SuppTTes, <1. Chem. Educ., 2't,
395; -39b, July 1950.
An article summarizing the best practices in maintain
ing a perpetual inventory. Stresses the need for accu
rate and complete stock control if modern cost account
ing with approved merchandizing procedures is to be
maintained. Suggests that savings will be made if
space and personnel are assigned to this function*
Adaptions of perpetual Inventory to special needs of
smaller colleges are outlined.
H. H. Fawcett, "Symposium of Industrial Health and Safety,
Laboratory Safety," Chem. and Eng. N., 29, 1302-1305,
April 1951*
Discussed in this article are five specific hazards
associated with laboratories: (l) toxicity, (2) chemical
burns, (3) fire, (4) electrical shock, (5) glass cuts.
Suggestions include more complete discussion of these >
hazards with students in lecture and laboratory. The
chemicals Involved in the causing of these hazards and i
their proper control.
, "Safety Checks for Chemical Laboratories," J. Chem.
EcTuc., 24, 296, March 1947.
A complete list of safety checks that can be made in
laboratories to insure adequate safety to equipment,
personnel and buildings. The list Includes a complete
range of safety appliances and practices related to
spaces, material handling practices and personnel.
APPENDIX A
tn
COURSE NUMBER CLASS NUMBER PADLOCK NUMBER BREAKAGE TIC K ET NO. DESK NUMBER
Grad, Res.Pellow
790
Org. Wing 219
Est. Ctr.
Undergrad.
10S bL
,
R 1214 36I6 B 10119
X 18
DATE DESK ENTERED DATE DESK VACATED
2A/55
CHECKED IN BY CHECKED OUT BY
Dr. Void
3t0t“8 puouitWH 4d
STOCKROOM SIGNATURE STOCKROOM SIGNATURE
Signature
Supervisor or
Stockman
sai©9uv sou
REMARKS
N E T BREAKAGE
ABANDONED DESK..................
jaqumM
CLEAN TTP________
........pa'«i'4S' U468 4S9N 0981
TOTAL CHGS..................................
X N IH d asvaid
-“" * ■ ■ .........................pnoiqiM..................IloaVAVi....3IVVN
MS— es-t— D 0809
Desk Assignment Card
FRONT
Form 6080
Form 6080
U n i v e r s i t y o f S o u t h e r n C a l i f o r n i a ( ^ 3 * ^ 0
DESK SHO RTA G E LIST
The student should secure the following articles at the storeroom window.
Shortages should not be claimed during the first two weeks of the semester unless
a missing piece of equipment is essential for conducting an experiment. All items
listed must be claimed before the mid-term.
Q U A N T I T Y D E S C R I P T I O N R E C ’ D O . K .
1
Cylinder , grad . 1 0 0 ml
2 Test tube * 1 5 x 1 0 0
1
Wire screen 4 x 4
' K
1
Thistle tube S *
4
bottle-pipet assemblies 2 oz,
/ u \
The above articles were missing in Desk N o..........!£...I S . . ...............-............... when
Sign... of ..student Gilbert ^_^ugen
Name
checked in...^/3/.33......................................... 1 9 .3 3 ......
/s/M. Tavakoli
I n s t r u c t o r
Desk Assignment Card
Back
Form 6080
F o r m 0 3 0 3 — 9 - 5 5 — 2 0 M
University of Southern California
D EPARTM ENT ORDER
DO N? 80847
U
C D
* X 3
O 4
. » ■ * ct
!
Requested by...Q h e 3 ^ . 4 . ® .............................Account No..............* ? ... D ate.
( D e p a r t m e n t )
Deliverto Mr. M. Tavakoli
( P e r s o n — B u i l d i n g — R o o m N o . — M a i l i n g A d d r e s s )
Drawn on .............................. Date Needed..............................
( D e p a r t m e n t f r o m w h i c h m a t e r i a l o r s e r v i c e i s r e q u e s t e d )
The Department on which this Order is
drawn is requested to furnish the material
..................... or perform the service described below:
Submit Original and Duplicate Copies
to Drawee Department.
( A u t h o r i z e d S i g n a t u r e )
Date Invoiced.
Invoice No.....
DESCRIPTION OF MATERIAL OR SERVICE
< D
1 3
c i "
O
&
<0
4
o
VjJ
o
V j l
Clamps Extension
Beakers
Stopcocks
Cat. No. Size
Ml.
1000-400
EK 5014 - 2
MT
MT
MT
Do not write below this space (for totals)
For use in obtaining material or service from a University Department if the cost thereof will be $25.00 or less.
U1
( T \
1
Form 9003—1-50—2000 . . o i * t» i
Department ot Chemistry—Supplies Record Card
' *105 bL (M. Tavakoli, R. Gobran), or
Name:....................M . , . . Tavakoli....................................................... Approved by:.........: / s / ^ e ^ i S O T
Total
Date Quantity
Cat. or
Stock No.
Item Sig. Cost
Inv.
Ck.
2/5/55
1 lb 19-86 Acetone, tech. MT
1
i
■■
1
-
1
‘
.
>
j
i
CO
5
*d
M
H*
C D
m
Sd
C D
o
o
6
o
p
Q *
;o
VO
o
o
U1
ui
RETURN STUB
< 3 1 Q
4 } 4 % D E S K N O H ~ .r............
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D A T E . . . . 2 / 5 / 5 5 . . . . . .
Q U A N . |_ _ _ _ _ _ _ _ _ _ _ _ D E S C R I P T I O N O F I T E M
4
2
3
Beaker
Beaker
Beaker
1000-400
1000-50
1000-10
/s/ M. Tavakoli
R e c e i v e d - S t o r e k e e p e r
F o r m 6 0 7 5 - 4 7 -
ISSUE STUB
23
D E S K N O . . . . ^ . . . . . . . . . . . . . .
D A T E . . . . . . . . . . . . . . . . . . . . . . . .
Q U A N . D E S C R I P T I O N O F I T E M
4 Beaker 1000-400
2 Beaker 1000-50
3
Beaker 1000-10
$ 2 (15 /s/ M. Tavakoli
C O S T R e c ’ d - S t u d e n t S i g n a t u r e
F o r m 6 0 7 5 - 4 7 -
Borrow Slip
Form 6075
59?
C H E M IST R Y D E P A R T M E N T
Loan—Permanent Equipment—Interdepartmental
Loaned to...........................................................................Room No.
Received by...................................................................... Date..........
Expected date of return....................................................................
A R T I C L E
S e r i a l N o .
M o d . N o .
I n v e n t o r y
N o .
C o s t
Date returned....................................Inspected by.......................................Inventory.
Repair charge........................................................ ............................................................
Loan— Permanent Equipment
Form 2-55
O
N am e.— ....
Lab. No—
D esk N o -
Borrowed.
R eturned____
5 M — 9-29— C105
Key Loan
Form c 105
Special Work Requisition
9
ORIGINAL — Business Office Copy
R E Q U ISITIO N
THE UNIVERSI TY OF
SOUTHERN CALIFORNIA
Voucher.,
Date.
Date W anted
2/5/55
A & M ................... Pay Roll............... P. 0 . No..
Bookstore Photo D ept.........
E. vK. H ............... Press.....................
Fountain.............. Sc. Stk. Rm........
Mimeo................... Telephone............
0 & M .......................................................
To the Office of the Comptroller:
The following expenditures are requested by the.................................................. Dept.
To be delivered to or performed for .......................................................................................................................................
DO NOT STAPLE.—USE f*APER CLIP.—Attach supporting data between white and yellow copies.
QUANTITY I T E M S (Give Complete Details or Specifications) COST
F o r U s e o f D e p t .
F i l l i n g O r d e r
k Cells, electrolytic, specifications on separate shee- J
Please specify vendor preferred for outside purchases. T O T A L S
Appropriation 5. u ? ................................................ Approved.....
Requested By ............................ ............................. Funds Available.
Approved By ..../ - & / - & P #-Be-ftg-On H e< * d °f Dept. Approved............
.Comptroller
.Purchasing A gent
A cct. Dept
................President
ay
APPENDIX B
62
CHEMISTRY DEPARTMENT
Materials and Supplies Bookkeeping
At the meeting of the Department, January 15, 195^,
the following procedures were adopted for keeping track of
supplies on the M and S budget.
Each fiscal year the Department of Chemistry is allowed a
carefully estimated sum of money from the over-all budget of
the College of Letters, Arts, and Sciences to cover the
expenses of the Department in terms of chemicals, supplies
and repairs. This is the Materials and Supplies budget (M
and S, or sometimes referred to simply as 2H-30, the budget
identification number), All expenditures on this budget are
accounted for carefully.
However, our present system does not tell us to what
end use the chemicals or other supplies so purchased are
put. Consequently, in order to obtain data on the ultimate
use of supplies, on a cost basis in order to allow better
estimates for budgetary requests, a revision of our present
system became necessary. The new procedures differ with the
present system only In minor details insofar as procedures
at the stockroom window are concerned. -
1. Cards will be kept for Chemicals and for Non-
returnable s at the appropriate stockrooms for each
laboratory class, for each graduate student, for
each faculty member, and for any other individual
in the department privileged to withdraw items from .
stock. Contract records will continue to be kept on
D.O.’s, and all orders from without the department
will also be on D.O.’s. (In no case should a single
D.O. contain both chemicals and non-returnables.)
For class use, chemicals will be charged on the
class cards when they are withdrawn from the main
stockroom in the Organic Wing. Non-returnables will
be charged on the class card at the class stockroom.,
2. Returnable items will be checked out on borrow-books
as at present, and the use of borrow-books will be '
extended to cover faculty and any others not now
using borrow-books and withdrawing returnables.
5. All cards will be priced and totaled as they are
filled up. In any case, all the old cards will be ,
withdrawn and new ones issued three times per year —i
January 51, June 50, and August 51. When totaled, J
"63
cards will be filed under the appropriate class num
ber, or name.
D.O.'s will be handled in the same way. During the ;
month following any of the closing dates, the Chem- I
istry Stores office will total the costs under each
name for the preceding period.
Borrow-book slips remaining on hand at the end of
each period will be priced and totaled and returned
to the stockroom in a bundle where they will be kept
separate from subsequent slips. Returns made
against a bundle of slips will be credited on a top
blank slip kept for that purpose. Only the credit
totals from such bundles will be counted in subse
quent period totals as deductions from such totals.
In this way, the total of returnables for a given
period reflect only the amount for that period.
4. The period totals, for each classification (chemi
cals, etc.) will be entered in a summary sheet as
shown. From such summary sheets, it is obvious that
totals of various categories may easily be run up as
needed.
Note that this summary is designed only to show
where the supplies in stock go. The expenditures
from the M and S budget are accounted for in other
ways.
5. The miscellaneous classification is to be used as a |
catch-all for items such as petty cash fund, orders ;
for special chemicals and other supplies on M and S,
repairs to equipment, and all other such items which
may properly be thought of as supplies to an indi
vidual account. Supplies not specifically accredit-
able (like ice, dry ice, liquid air, etc.) and j
covered by blanket requisitions will be considered
as an over-all departmental expense. Office sup
plies will be considered as non-returnables against
the office. Mimeographing, ozaliding, etc. will be :
considered as miscellaneous against the office.
6. This procedure becomes effective February 1, 1954. I
i
R. F. Brown, Chairman :
64
Total Sheets (SAMPLE)
M and S Summary
Sept . 1, 195^-Jan. 31,
1955
Name Chemicals
Non-
Returnabies Misc. Returnables
Sub-
Totals
LAB CLASSES
lOlaL
lOlbL
lO^aL
etc«
Total
RESEARCH
Mr. A .
Miss B.
Mr. C.
etc.
300.00
50,00
100.00
20.00 10.00
120.00 25.00
100.00 100.00
0 0 0
0 0 0
• * #
0 0 0
O LAO
C V 3 r - i
530.00
245.00
400.00
Total 450.00 ' 240.00 135.00 350.00 1175.00
FACULTY
Prof. A.
Prof. B.
Dr. C.
etc.
Total
i
!
65
CONTRACTS
Mr. C.
Miss B*
Dr. . . A •
etc.
Total
DEPARTMENTS
Biochem.
Pharmacy
0 and M
etc .
Total
INTERNAL USERS'
Office
Glass Shop
Chemistry Stores
etc .
Total
Distribution List:
Faculty
Chemistry Stores
Post-doctorals
Graduate Students
Gilmore
Morrisse
Strevey
Office Staff
APPENDIX C
67
CHECKING IN
STUDENT GOES TO INSTRUCTOR 1.
STUDENT FILLS OUT CARD 2.
STUDENT GOES TO INSTRUCTOR 3.
STUDENT GOES TO STOCKROOM 4.
STUDENT GOES TO HIS DESK 5*
STUDENT CALLS INSTRUCTOR 6.
TO HIS DESK
STUDENT GOES TO STOCKROOM 7.
PROCEDURE
Instructor distributes Desk
Assignment Shortage (D.A.S.)
cards in alphabetical and
numerical order, (late comers
excepted).
Student completely fills out
D.A.S. card and signs it,
memorizing the desk number
and prefix or suffix.
Instructor signs D.A.S. card,
entering Breakage Ticket Num
ber. NO SIGNATURE WILL BE
GIVEN UNLESS 'BREAKS'GE'^EFO'SIT
RECEIPT IS PRESENTED.
At stockroom window, student
presents D.A.S. card for:
(a) Desk lock combination
card, and
(b) Desk equipment list.
Student checks his desk
equipment against desk equip
ment list, and records all
shortages on the back of
D.A.S. card.
Instructor checks shortages
on D.A.S. card, blocks out
remaining spaces to avoid
unauthorized additions, and
signs it. In case there are
no shortages, instructor
blanks out desk shortage list
with a big nX.n
At stockroom window, student
exchanges D.A.S. card for his
Borrow Book AND IS CHECKED !
IN.
I
i
i
j
68
IMPORTANT 8. STUDENTS ARE REQUESTED TO
--------- FILL THEIR DESK SHORTAGES
EARLY IN THE SEMESTER. THEY
MILL NOT BE CHARGED FOR ’ j
SHORTAGES APPEARING ON D.A.S.
CARD.
Checking In Procedure
APPENDIX D
69
CHECK OUT PROCEDURE
1) CLEAN and DRY all glassware perfectly,
2) Return to stockroom all items other than regular desk
tequipment•
5) Replace all breakage of desk equipment during semester
by borrowing from stockroom,
4) Arrange for cancellation of borrow slips, on items that
were short when desk was entered, by signing desk
shortage list in stockroom,
5) Set up equipment as listed on desk equipment list.
6) Pick up check out slip from instructor and fill out
name, address, and desk number.
7) Call instructor to desk for inspection of desk equip
ment and signature on check out slip.
8) Make sure that instructor puts his signed inspection
slip in your drawer.
9) IMPORTANT: RETURN SIGNED DESK CHECK OUT SLIP TO STOCK
ROOM TO AVOID CHARGES AND PINES.
Checking Out Procedure
70
•'K T "
t
DESK INSPECTION SLIP
i THIS DESK WAS CHECKED OUT ON
Date
BY_________
Signature
AND POUND TO BE IN GOOD ORDER♦
Desk Inspection Slip
U N IV ER SITY O F SO U TH ER N C A L IFO R N IA
CH ECK O U T SLIP
Name.......................................................................... ............................. Desk No.................................
Address................................................................................................................................................... —
Course............................................................................... Date............................................. 1 9 . . . . . . . . .
I, the undersigned, certify that the above student has complied with the check out
procedure. The contents of his desk agree with the Desk Equipment List and were found
to be clean.
I n s tr u c to r - A s s is t a n t
Total Charges . . . . ....................
W aived Charge . . . . $........................
Net Charges . . . . $..............................................................................................................
F o r m 6073—9-52—5M S to r e k e e p e r
Check Out Slip
( t e iv e r s lt y o f Southern C a lifo r n ia
UMI Number: EP48379
All rights reserved
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Asset Metadata

Creator Iungerich, Alexander (author)

Core Title An operation manual for chemistry stores at the University of Southern California

School School of Education

Degree Master of Science

Degree Program Education

Degree Conferral Date 1956-01

Publisher University of Southern California (original), University of Southern California. Libraries (digital)

Tag education, sciences,OAI-PMH Harvest

Format masters theses (aat)

Language English

Contributor Digitized by ProQuest (provenance)

Permanent Link (DOI) https://doi.org/10.25549/usctheses-c24-288971

Unique identifier UC11272035

Identifier EP48379.pdf (filename),usctheses-c24-288971 (legacy record id)

Legacy Identifier EP48379.pdf

Dmrecord 288971

Document Type Thesis

Format masters theses (aat)

Rights Iungerich, Alexander

Type texts

Source University of Southern California (contributing entity), University of Southern California Dissertations and Theses (collection)

Access Conditions The author retains rights to his/her dissertation, thesis or other graduate work according to U.S. copyright law. Electronic access is being provided by the USC Libraries in agreement with the au...

Repository Name University of Southern California Digital Library

Repository Location USC Digital Library, University of Southern California, University Park Campus, Los Angeles, California 90089, USA