Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Facilities Services

Review Cycle:

Annually or as required

Last Review:

March 2021

Related Policies and Additional References:



All regulated waste generated on the St. Mary’s University campus is managed and disposed of in compliance to federal, state, and local requirements. This tracking system will provide a repository of chemical waste as well as a reporting tool to verify the type and quantities of hazardous waste and non-hazardous liquid waste generated over time.


The HW Tracking System is an online tool to be used to enter the chemical waste generated in the Chemistry, Biochemistry, and Biology laboratories on a weekly basis.

NOTE: Before entering the chemical waste into the online application, it is recommended that the User record the information on the Haz Waste Tracking Form_UPDATED_032312. This includes Hazardous Waste that is accumulated for disposal and non-hazardous liquid waste that is disposed of down the sink.  This Form should be retained in the department and be used as the source of information for data entry for the HW Tracking System online application.  The step by step procedure is as follows:

Step 1: User logs into the HW Tracking System application (see Figure 2 – Log In) using the email address and password assigned by ITS.

Step 2: User enters (selects from drop down menu) the location information fields for the first chemical waste to be entered: Dept of generation, Lab or course number, Building, and Room number (see Figure 3 – Location Information)

  • If the waste is a legacy or obsolete chemical that is ready for disposal but was not generated

as part of a course, leave the “Lab or Course Number” field blank. Go to Waste Information section (Step 3), and select “Yes” in the Legacy field.

Step 3: User moves to the Waste Information section and enters the “Generation Date” (this should be the Friday of the week in which the waste is generated and will be the same date for all the different wastes generated during that week).

Step 4: User enters Waste Type based on the six step determination process identified in Appendix-A.

Step 4.1: Non-Hazardous Waste fields to be completed.

  • Waste Phase: Enter liquid or solid
  • Total Waste Generated: Enter the quantity and units of the total waste stream.

Step 4.2: Hazardous Waste fields to be completed.

  • UN Hazard Code: Enter the Hazard Code for the most hazardous component in the waste stream that has been comingled. See Appendix-B.
  • Waste Accumulation Bldg: Enter the satellite accumulation building where the waste is being temporarily stored.
  • Accumulation Room: Enter the satellite accumulation room where the waste is being temporarily stored.
  • Waste Phase: Enter liquid or solid
  • Total Waste Generated: Enter the quantity and units of the total waste stream.

Step 5: User moves to the Chemical Composition section and enters the chemical name.   If the waste contains multiple components list the top 3 or 4 most hazardous materials and/or those in highest concentration. To add additional fields for multiple chemical entries click the”Add New Chemical” button at the bottom of the screen.

Note: If the mixture is known to contain multiple chemicals, check to see if they would have reacted and formed a new compound that must be considered instead of the original components.

Step 6: After all chemicals have been added for the particular waste stream, click-on the “Submit Query” button at the lower right hand of the application screen. The application will store the information and bring the User back to the Location Information section.

Step 7: The information entered in the fields of the Location Information section is retained in memory until the User logs out of the system. Therefore if nothing has changed for the subsequent chemical waste entry, the User does not need to re-enter this information. But if any of the four fields have changed the User must enter the new data into the field before proceeding.

Step 8: User repeats Steps 1 – 7 for each chemical waste generated in his/her labs during the week.

Available in the Administration and Finance Office:
Appendix A: Six Steps to Determine if Waste is Hazardous
Appendix B: UN Harzard Codes

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