Chemical Safety

Contents: 

• Laws and regulations
• KLARA - support tool for your chemical management
• Checklist for self-inspection and safety rounds

Laws and regulations

EU directives and Swedish laws govern how chemical-related activities must be conducted. The handling of chemical hazards is regulated by environmental and work environment legislation, as well as by regulations from the Swedish Chemicals Agency, the Swedish Work Environment Authority, the Medical Products Agency, the Public Health Agency of Sweden, the Swedish Environmental Protection Agency, and the Swedish Civil Contingencies Agency (MSB).

Lund University must ensure compliance with this extensive legislation, as deficiencies in the handling of chemical hazards can lead to harm to people, the environment, and property.

To facilitate compliance with this extensive legislation, this page provides information on support and tools that can help you ensure legal compliance in chemical safety.

KLARA – a support tool for your chemical management

Lund University uses the chemical management system KLARA to maintain a register of chemical products within the organization and to meet several legal requirements related to chemical safety. By registering all chemical products held by the operation in KLARA, it is then possible to use the system and its reference lists to obtain information on which chemical products are subject to various laws and regulations.

Read more about KLARA[AD2] 

Checklist for own controls and safety inspections

To facilitate compliance with the extensive legislation governing the handling of chemical products and related work environment requirements, a checklist is available here for operations to use as support for self-inspection and safety rounds. By using this checklist, operations can quickly gain an overview of what needs to be checked and carried out in the area of chemical safety, ensuring legal compliance and a safe work environment.

Download the template for the checklist for self-inspection and safety rounds for handling chemical hazards, pharmaceuticals, or biological agents from the page Forms and Templates (chapter: Chemical Safety).[AD3] 

In Swedish

Contents: 

• Purchases must be  made through contracted suppliers
• Preparations when purchasing chemical products
• Products requiring end-user declarations or other documentation at the time of purchase

Purchases must be made through contracted suppliers

Purchases of chemical products must be made through contracted suppliers.
Information about framework agreements, procurement, and how to make purchases is available on the Staff Pages

Procurement and Purchasing (lu.se).[AD2] 

If it is not possible to purchase the chemical product from a contracted supplier, Swedish suppliers or suppliers within the EU/EEA should be prioritized.

If the chemical product must be purchased from a country outside the EU/EEA, you are considered an importer. This means you must register the product in ECHA’s Classification and Labelling Inventory – Swedish Chemicals Agency.

ECHA’s Classification and Labelling Inventory – Swedish Chemicals Agency 

Preparations when purchasing chemical products

There are many things to consider when purchasing chemical products.
A risk assessment must be conducted before ordering to prevent risks that may arise during the procurement chain. The entire handling process—from purchase to waste management—must be risk assessed.

Below are some important points to consider when purchasing new chemical products:

• Read the product’s Safety Data Sheet (SDS). It is available on the supplier’s website or in KLARA’s product database.
  If the product is not listed in KLARA, send the SDS to: newproducts [dot] klara [at] ecoonline [dot] com (newproducts[dot]klara[at]ecoonline[dot]com) and request a review.
  This is required in order for you to verify in KLARA what rules and requirements apply to the product.
• Lund University promotes environmentally sound and sustainable chemical management, which means we make active product choices when purchasing chemical products.
  When purchasing new chemical products, it is important to consider whether they can be replaced with less hazardous alternatives, in accordance with the substitution and product selection principles.
  Read more about hazardous products and substitution | HR-webben (lu.se)[AD4] 
• Check whether you need, for example:
  • a permit or exemption for possession (Read more about permits, notifications, and exemptions[AD5] ),
  • training for handling,
  • or a medical examination before starting work with the chemical product (Read more about training, inspections, and reporting[AD6] ).

This information is available in KLARA’s product database under the section “Rules and Requirements” for the specific product. Note: The product must be registered in KLARA to view “Rules and Requirements”. Remember that any permits, exemptions, training, etc., must be in place before placing the order. Possession of regulated chemical products without a permit may result in penalty fees.

The instructional video “Permit or Handling Requirements?” provides information on how to use KLARA to check whether the chemical product you wish to purchase requires a permit or is subject to other specific laws or regulations for purchase, possession, or handling.
Watch the video on the KLARA page[AD7] 

• For CMR-classified products (carcinogenic, mutagenic, or toxic to reproduction), a documented substitution assessment must be conducted before purchase to determine whether a less hazardous alternative is available.
  Read more about CMR products and substitution assessments[AD8] 
• Purchases of chemical products should be limited to the amount necessary for the intended task. Avoid purchasing large quantities that may remain unused.
• Ensure that there is a suitable storage location for the chemical product to be purchased.
• Remember to register the product in KLARA as a purchase once it has been delivered to Lund University. This applies to all chemical products (including gases and aerosols).
  Read more about KLARA and chemical product registration[AD9] 

Products requiring end-user declarations or other documentation at purchase

When purchasing certain chemical products, the supplier may require:

• an End-User Declaration (EUD), or
• a tax identification number.

Products requiring end-user declarations

End-user declarations are required for the purchase of regulated substances such as: explosives precursors, SVHC substances (Substances of Very High Concern), chemicals classified as doping agents, REACH (Registration, Evaluation, Authorization and Restriction of Chemicals) regulated chemical products

Read more about the different end-user declarations and how to complete them | HR-webben (lu.se)[AD10] 

Purchasing ethanol/technical spirits

When purchasing ethanol or technical spirits, the supplier may request a tax identification number, or an application for “Tax-Exempt Consumer – Alcohol”. However, this does not apply to universities, as they have a legal right (Alcohol Act 2010:1622, Chapter 6, §5) to receive alcohol tax-free from authorized distributors for scientific or medical purposes.

If the supplier requests a tax number, they should be informed of this exemption.

About permits, notifications and exemptions at Lund University

At Lund University, there is sometimes a need to handle substances that are subject to permit requirements or are prohibited. Depending on the substance to be handled, it may be possible to apply for a permit or exemption.

Permits are applied for by individual research groups, and the chemical product may only be used for the purpose and within the scope specified in the permit. Each permit is time-limited, and there must be a routine in place within the operation to ensure that the permit is renewed in time. Handling of permit-required chemical products without a permit/exemption may result in penalty fees for the operation.

Permits, notifications or exemptions must be applied for regarding, among others, group A and B substances, narcotic precursors, hazardous substances, mercury, toxic gases, and chemical substances classified as military equipment.

To ensure that you do not accidentally purchase chemical substances or products that require a permit, notification or exemption, it is very important that you follow Lund University's procurement procedures for chemical products: 

Purchase of chemical products | HR-webben (lu.se)

It is also important that you regularly search KLARA for chemical substances and products in your inventory that require a permit, notification or exemption.

For more information on how to practically perform the search in KLARA, follow the instructions in the video “Do you have control over permits and other handling requirements?”

Instructional video (Canvas, opens in new tab)  [AD4]Video bara på svenska

Chemical substances belonging to group A and B

Chemical substances in group A and B are classified as highly carcinogenic, sensitizing, allergenic and/or reprotoxic, and may only be handled after an approved permit from the Swedish Work Environment Authority (Arbetsmiljöverket). Possession of A or B substances without a permit results in a penalty fee of SEK 400,000 and SEK 150,000 respectively.

Group A

All substances in group A are classified as carcinogenic and may only be handled under exceptional circumstances after a permit from the Swedish Work Environment Authority. An exception may, for example, be research on a carcinogenic substance. Note that even products containing impurities (≥ 0.1% by weight) of a group A substance are subject to permit requirements.

Group B

Substances in group B are classified as carcinogenic, sensitizing or reprotoxic and may be handled after a permit from the Swedish Work Environment Authority. Note that even products containing impurities (≥ 1% by weight) of a group B substance are subject to permit requirements.

Contact the chemical safety coordinators at LU Estate to obtain application forms. A complete application should be sent to LU Estate’s chemical safety coordinator for review, contact with the Swedish Work Environment Authority, and registration.

Remember to submit your application well in advance, as the Swedish Work Environment Authority has a processing time of three months.

Narcotic precursors

Narcotic precursors are substances that can be used in the manufacture of narcotics. Handling narcotic precursors often requires a permit from the Swedish Medical Products Agency (Läkemedelsverket).

Read more on the Swedish Medical Products Agency’s website 

A permit is required for possession of category 1 narcotic precursors (see link above). Export, import, and trade of all classes of drug precursors usually require a permit.

More information about the application process and application form on the Swedish Medical Products Agency’s website[AD6] 

Acetic anhydride belongs to class 2a. If Lund University handles more than 100 liters of class 2a narcotic precursors during a twelve-month period, registration with the Swedish Medical Products Agency is required. Complete applications or updates should be sent to the occupational health and safety engineer at the Occupational Health Service for review, contact with the Medical Products Agency, and registration.

Hazardous substances

These substances are chemicals that, due to their inherent properties, pose a danger to human life or health and may be used to induce intoxication or other effects.

Read[AD7]  more on the Public Health Agency of Sweden’s website

The substances requiring a permit are listed in the annex to the Ordinance (1999:58) on the prohibition of certain hazardous substances.

To handle certain hazardous substances, a permit from the Public Health Agency of Sweden is required. Note that a permit is also required for possession of hazardous substances that were previously purchased under a valid permit but have not yet been consumed.

Do you need to apply for a new permit or renew an existing one?

Here’s how to proceed:

• Download the application form[AD8]  from the Public Health Agency’s website or contact the chemical safety coordinators at chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se) to have the form sent to you by email.
• Fill in the form with the requested information.
• Hint: Attach the detailed description as a separate appendix, as the space under the heading “Area of use” may be insufficient.
• Attach your research group´s routine for purchase, import, transport, and waste management of the hazardous substance.
• Note: The chemical safety coordinators must sign the application, as they are authorized to represent Lund University through a power of attorney from the Vice-Chancellor (who is the legal signatory).
• Once the form is completed, send it along with the attachments to chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se).
• The chemical safety coordinator will review the application, assign a registration number, sign it, and submit it via email to the Public Health Agency.

Upon submission, you will receive a copy of the email and confirmation that the matter is being processed.

A permit is not required for preparations (mixtures or solutions consisting of two or more substances) handled for scientific purposes if certain criteria are met. This exemption is regulated in the Public Health Agency’s regulation FoHMFS 2014:3.[

Mercury

Mercury[CN10] 

Since 2009, a general ban on mercury and mercury-containing products has been in effect in Sweden. To use mercury, a special exemption from the Swedish Chemicals Agency (Kemikalieinspektionen) is required.

Application form available on the Swedish Chemicals Agency’s website[AD11] 

There are, however, some exceptions to the mercury ban, some of which are time-limited (KIFS 2017:7, Annex 3, Chapter 7).

Exceptions valid until 31 December 2028:

• Mercury compounds for COD analysis and in ampoules for COD analysis
• Mercury compounds for analysis according to international standard methods in the pharmaceutical field

Exceptions currently not time-limited:

• Mercury compounds for mercury analysis and the development of such analytical methods

Note: There is no lower threshold for handling mercury without a permit. This means that even small amounts of mercury, such as those used as preservatives in various products, are subject to permit requirements. Therefore, ensure that unintentional handling of mercury does not occur. The best way to do this is by searching the chemical inventory in KLARA for mercury (see introductory text above).

Handling mercury requires special measures, such as disposal as hazardous waste.
Contact persons for exemption applications regarding mercury are Chemical safety coordinator (for mercury in chemical contexts) and Environmental Manager (for other types of mercury handling)

Permits and reporting of chemicals under the chemical weapons convention

The United Nations Convention on the Prohibition of the Development, Production, Stockpiling and Use of Chemical Weapons and on their Destruction entered into force in 1997. The purpose of the convention is to create a world free of chemical weapons. Sweden, like almost all other countries, has signed the convention.

The[AD12]  chemicals covered by the Chemical Weapons Convention may also be classified as military equipment and/or dual-use items (DUI).

According to the convention, there are four categories of chemicals, of which only the first two are relevant to activities at Lund University:

• Schedule 1 chemicals:[AD13]  All substances on this list are classified as military equipment and are therefore subject to permit requirements under the Military Equipment Act (1992:1300)[AD14] 
• Schedule 2 chemicals[AD15] 

Anyone conducting activities involving chemicals listed above may be subject to declaration requirements and inspection under the Chemical Weapons Convention. In Sweden, the Swedish Inspectorate of Strategic Products (ISP) is the supervisory authority for chemical weapons:

Swedish Inspectorate of Strategic Products (ISP)[AD16] 

Schedule 1 Chemicals

All Schedule 1 chemicals are classified as military equipment and are subject to permit requirements under the Military Equipment Act (1992:1300).[AD17] 

Anyone who produces, prepares, consumes, acquires, disposes of, or stores Schedule 1 chemicals must submit an annual declaration of activities (by 31 January for the previous calendar year), and planning declaration for the upcoming calendar year (submitted by 31 August to ISP). The declaration requirement also applies to mixtures containing Schedule 1 chemicals.

The declaration requirement does not apply to those who annually produce up to 100 grams of Schedule 1 chemicals for medical, pharmaceutical, or research purposes (Regulation 1992:1303 on Military Equipment).[AD18] 

Schedule 2 Chemicals

Anyone who professionally produces, prepares, consumes, imports, or exports Schedule 2 chemicals must submit an annual declaration for the previous calendar year’s activities. The declaration requirement also applies to mixtures of chemicals.

Schedule 2 chemicals are divided into different categories, and the declaration requirement depends on the quantity handled per year. The minimum threshold for the strictest category is 1 kg per year for production, preparation, and consumption. Quantity thresholds for chemical categories for Schedule 2 chemicals are specified on the ISP website:

Schedule 2, declarations – ISP[AD19] 

Do you need to apply for a permit or declare products?

Do you need to apply for a permit for Schedule 1 chemicals or declare Schedule 1 or 2 chemicals? Contact the chemical safety coordinator for assistance. More information on how to apply for permits and submit declarations is available on the ISP website:

Schedule 1, declarations – ISP
Schedule 2, declarations – ISP[AD20] 

Dual-Use Products (DUI)

All Schedule 2 chemicals are classified as dual-use items, meaning a declaration is required for import or export (into or out of Sweden), and a permit from ISP is required for export outside the EU. More information about Lund University’s export control program is available on the staff website:

Export Control | Staff Pages(lu.se)[AD21] 

Notification of toxic gases to the Environmental department

Lund University has received a decision from the Environmental Department of Lund Municipality stating that all handling of toxic gases (as defined by the Environmental Department) must be preceded by contact with the Environmental Department. This applies only to university operations located within Lund Municipality. Toxic gases in this context are those classified with one or more of the hazard statements listed in Table 1.

Table 1: Gases (hazard statement H280 or H281) classified with one or more of the following hazard statements are considered notifiable and toxic gases according to the Environmental Department’s decision to Lund University:

Kontakt

Claes Nilén
Miljöchef
+46 46 222 41 59
claes [dot] nilen [at] bygg [dot] lu [dot] se (claes[dot]nilen[at]bygg[dot]lu[dot]se)

Martina Balaz
Kemikaliesäkerhetssamordnare
+46 46 222 72 59

Permits and reporting of chemicals under the chemical weapons convention

The United Nations Convention on the Prohibition of the Development, Production, Stockpiling and Use of Chemical Weapons and on their Destruction entered into force in 1997. The purpose of the convention is to create a world free of chemical weapons. Sweden, like almost all other countries, has signed the convention.

The[AD12]  chemicals covered by the Chemical Weapons Convention may also be classified as military equipment and/or dual-use items (DUI).

According to the convention, there are four categories of chemicals, of which only the first two are relevant to activities at Lund University:

• Schedule 1 chemicals:[AD13]  All substances on this list are classified as military equipment and are therefore subject to permit requirements under the Military Equipment Act (1992:1300)[AD14] 
• Schedule 2 chemicals[AD15] 

Anyone conducting activities involving chemicals listed above may be subject to declaration requirements and inspection under the Chemical Weapons Convention. In Sweden, the Swedish Inspectorate of Strategic Products (ISP) is the supervisory authority for chemical weapons:

Swedish Inspectorate of Strategic Products (ISP)[AD16] 

Schedule 1 Chemicals

All Schedule 1 chemicals are classified as military equipment and are subject to permit requirements under the Military Equipment Act (1992:1300).[AD17] 

Anyone who produces, prepares, consumes, acquires, disposes of, or stores Schedule 1 chemicals must submit an annual declaration of activities (by 31 January for the previous calendar year), and planning declaration for the upcoming calendar year (submitted by 31 August to ISP). The declaration requirement also applies to mixtures containing Schedule 1 chemicals.

The declaration requirement does not apply to those who annually produce up to 100 grams of Schedule 1 chemicals for medical, pharmaceutical, or research purposes (Regulation 1992:1303 on Military Equipment).[AD18] 

Schedule 2 Chemicals

Anyone who professionally produces, prepares, consumes, imports, or exports Schedule 2 chemicals must submit an annual declaration for the previous calendar year’s activities. The declaration requirement also applies to mixtures of chemicals.

Schedule 2 chemicals are divided into different categories, and the declaration requirement depends on the quantity handled per year. The minimum threshold for the strictest category is 1 kg per year for production, preparation, and consumption. Quantity thresholds for chemical categories for Schedule 2 chemicals are specified on the ISP website:

Schedule 2, declarations – ISP[AD19] 

Do you need to apply for a permit or declare products?

Do you need to apply for a permit for Schedule 1 chemicals or declare Schedule 1 or 2 chemicals? Contact the chemical safety coordinator for assistance. More information on how to apply for permits and submit declarations is available on the ISP website:

Schedule 1, declarations – ISP
Schedule 2, declarations – ISP[AD20] 

Dual-Use Products (DUI)

All Schedule 2 chemicals are classified as dual-use items, meaning a declaration is required for import or export (into or out of Sweden), and a permit from ISP is required for export outside the EU. More information about Lund University’s export control program is available on the staff website:

Export Control | Staff Pages(lu.se)[AD21] 

Notification of toxic gases to the Environmental department

Lund University has received a decision from the Environmental Department of Lund Municipality stating that all handling of toxic gases (as defined by the Environmental Department) must be preceded by contact with the Environmental Department. This applies only to university operations located within Lund Municipality. Toxic gases in this context are those classified with one or more of the hazard statements listed in Table 1.

Table 1: Gases (hazard statement H280 or H281) classified with one or more of the following hazard statements are considered notifiable and toxic gases according to the Environmental Department’s decision to Lund University:

bild

If you plan to use toxic gases, you must contact Lund University’s Environmental Manager (claes [dot] nilen [at] bygg [dot] lu [dot] se (claes[dot]nilen[at]bygg[dot]lu[dot]se)) to initiate contact with the Environmental Department. When the Environmental Department is contacted, you will be asked to provide documentation on the routines, safety systems, and any purification methods you plan to use to ensure that the toxic gases do not pose a risk to human health or the environment. Attach the following documents when contacting the Environmental Manager:

• Risk assessment for the work involving the toxic gas
• Handling instructions for the toxic gas
• Safety procedures for the toxic gas

Note: You may not begin using toxic gases until your notification has been approved by the Environmental Department.

Use of ozone-depleting substances in laboratory activities

Ozone-depleting substances and fluorinated greenhouse gases are regulated at the EU level through the Ozone Regulation and the F-gas Regulation. The following regulations apply from 11 March 2024: EU Regulation (EU) 2024/590 on ozone-depleting substances and EU Regulation (EU) 2024/573 on fluorinated greenhouse gases.

The core regulation is that all use of ozone-depleting substances is prohibited. However, certain exceptions apply.

Under an exemption from Article 4.1 of Regulation (EU) 2024/590, ozone-depleting substances may, despite the ban, be placed on the market and used for essential laboratory and analytical purposes.eur-lex.europa.eu[AD1] 

According to the new Regulation (EU) 2024/590 on substances that deplete the ozone layer, the research group must maintain a register of the ozone-depleting substances listed in Annex 1 to the regulation. These substances are permitted solely for essential laboratory and analytical uses.

Summary of requirements:

• From 11 March 2024, you no longer need to register each individual use in the EU database LabODS or obtain a LabODS number. Instead, the research group must maintain a register of each ozone-depleting substance in the chemical management system KLARA.

This register must be retained for at least 5 years and made available to the competent authority upon request.

Procedure for registering ozone-depleting substances:

• Check in KLARA whether ozone-depleting substances are present in your organization. A list of ozone-depleting substances is available in KLARA to assist with this.
• Check your chemical inventory. Is the registration correct? Is the substance in your stock and registered under the correct substance and safety data sheet in KLARA?

Important: If you possess ozone-depleting substances that are not registered in KLARA, there is a risk of environmental sanction fees and legal penalties during inspections.

If you possess ozone-depleting substances:

For each ozone-depleting substance registered, provide the following in KLARA:

• Name of the manager with work environment responsibility (e.g., department head, research group leader). This is entered under “Purchaser” in the “Transactions” section of KLARA.
• Quantity purchased
• Supplier

Also inform responsible personnel and other relevant parties about the registration and use of the ozone-depleting substance.

Regulation (EU) 291/2011 on essential uses of other controlled substances than chlorofluorocarbons for laboratory and analytical purposes.

Notification of activity (C) and changes to activities 

Operations described in Chapters 2–32 of the Environmental Assessment Regulation (Miljöprövningsförordningen) that are subject to notification requirements (so-called Category C activities) must be reported to the municipal environmental board.

The obligation to notify changes to operations applies to all operations with a permit, including voluntary operations (covered by a permit without being subject to permit requirements) and operations that are no longer subject to permit requirements but are still conducted under a permit as referred to in Chapter 9, Section 6 of the Environmental Code (Miljöbalken).

Changes to Category C operations must be reported if the change is significant from a disturbance perspective. This is important to consider not only when planning new operations but also when making changes to existing ones.

Sometimes, the changes are of such a nature that a new permit is required (Chapter 1, Section 4 of the Environmental Assessment Regulation). A notification must be submitted to the supervisory authority at least 6 weeks before the change is implemented.

When notifying your operation or reporting a change, you should contact the Environmental Manager to discuss whether a notification is required and to receive assistance with the process.

Contact

Claes Nilén
Environmental Manager
+46 46 222 41 59
claes [dot] nilen [at] bygg [dot] lu [dot] se (claes[dot]nilen[at]bygg[dot]lu[dot]se)

Martina Balaz
Chemical Safety Coordinator
+46 46 222 72 59
chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se)

Contents:

• About CMR substances
• CMR-classified chemical products must not be used if substitution is technically possible
• CMR-classified chemical products that cannot be substituted
• Requirements for exposure registers[AD1] 

About CMR substances

Carcinogenic, mutagenic, or reprotoxic substances are referred to as CMR substances and are classified with the following hazard statements:

• H350: Carcinogenic
• H340: Mutagenic
• H360: Reproductive toxicity

Examples include boric acid, acrylamide, formaldehyde, and benzene.

Managers must ensure compliance with the Swedish Work Environment Authority’s regulations (AFS 2023:10, Chapter 8, Sections 13–20). 

CMR-classified chemical products must not be used if substitution is technically possible

A CMR-classified product may only be handled if a documented substitution assessment shows that it is not technically possible to replace the product with a less hazardous alternative.

• Download Swedish and English substitution forms[AD2] 
• Read more about substitution and reduction of hazardous substances [hr-webben.lu.se] [hr-webben.lu.se][AD3] 

CMR-classified chemical products that cannot be substituted

If substitution is not possible, products must be handled in a closed system if technically feasible. If not, the risk assessment must clearly specify:

• The locations and areas where CMR-classified products may occur, as well as the measures to ensure that only personnel required for the work are present there
• Equipment and methods must be selected and designed to minimize exposure (e.g., from spraying, splashing, and airborne contamination).
• How contaminated air shall be managed through process ventilation (such as fume hoods).
• How the handling and functionality of equipment, processes, or ventilation are monitored to detect deviations early that may pose increased risk and exposure.
• In which situations is there a risk of contact with the chemical product, and when or which personal protective equipment is required?
• How spills shall be managed to ensure they are collected as quickly and safely as possible.
• How surfaces that may have been contaminated should be cleaned.
• Handling, storing, sealing, labeling, and transporting waste.

Requirements for exposure register

According to AFS 2023:10, Chapter 8, § 20, employers must maintain a register of employees who have been exposed to chemical products that meet the criteria for hazard statements H350 (carcinogenic substances), H340 (mutagenic substances), H360 (reproductive toxicity), or for the following types of work and activities:

• Work involving exposure to:
  • Hardwood dust
  • Respirable crystalline quartz dust
  • Asbestos-containing dust
  • Diesel exhaust fumes
  • Polycyclic aromatic hydrocarbons in soot, tar, or coal pitch
  • Dust, fumes, or splashes generated during smelting and electrorefining of copper-nickel matte
• Skin exposure to mineral oils previously used for lubricating and cooling moving parts in an engine
• Manufacture of auramine
• Processes involving strong acids in the production of isopropyl alcohol

Exposure to chemical products means that an employee comes into contact with a chemical product through, for example, inhalation, ingestion, or contact with skin, mucous membranes, or eyes. This may occur during accidents, spills, ventilation failures, deviation from procedures or instructions, or lack of risk assessment.

The purpose of the register is to facilitate investigations into disease correlations. According to § 3 of the Work Environment Ordinance (1977:1166), the employer must retain the register for at least 40 years, counted from the day exposure ceased (AFS 2023:10, Chapter 8, § 20). For chemical products labeled with hazard statement H360, the employer must retain the register for at least five years after exposure to these chemical products has ended (AFS 2023:10, Chapter 8, § 20).

The person responsible for submitting the notification to the exposure register is the head of department/equivalent or the manager to whom work environment responsibility has been delegated. Notification to the exposure register is made by:

1. Completing and signing the notification form for the exposure register. The form can be obtained from the chemical safety coordinator via email: chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se)
2. Sending a paper copy of the completed form in a sealed envelope to the chemical safety coordinator for registration. Address: Martina Balaz, LU Byggnad, Hämtställe 31.

Incident Reporting

Do not forget to submit an incident report together with the exposure register notification!
Report occupational injuries and incidents[AD4] 

Contact

Martina Balaz
Chemical safety coordinator
+46 46 222 72 59

Thomas Blom
Chemical safety coordinator
+46 46 222 09 89

Anna Darabi
Chemical safety coordinator
+46 46 222 32 03

chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se)

Contents: 

• Rules and legal requirements
• Declaration of use when purchasing certain explosive precursors
• Reporting requirements for suspicious transactions
• Routines for reporting suspected discrepancies, losses, and thefts
• How can we prevent significant losses and thefts?
• Declaration of use when purchasing SVHC* substances and chemical products listed in Annex XIV of the REACH** Regulation
• End-user declaration when purchasing chemical substances classified as doping agents

When purchasing certain chemical products, there is a requirement to complete an end-user declaration (End-User Declarations, EUD). These requirements apply to the purchase of regulated substances such as explosive precursors, SVHC* substances, and REACH**-regulated chemicals.

Rules and Legal Requirements

Rules on explosive precursors are set out in EU Regulation 2019/1148, complemented by Swedish law (2014:799) and ordinance (2014:880) on explosive precursors.

Professional users are legally required to complete a declaration of use when ordering explosive precursors and to report significant thefts and losses of products containing explosive precursors. Lund University is considered a professional user and is subject to these legal requirements.

Declaration of Use When Purchasing Certain Explosive Precursors

From 1 February 2021, a declaration of use is required when purchasing explosive precursors subject to restrictions. This declaration is sent by the supplier when ordering explosive precursors and must either be transferred to Lund University letterhead or stamped with the university seal.

Templates can be downloaded from Staaf Pages[AD2] 

Explosive precursors subject to restrictions include products containing the substances listed below in concentrations above the specified amounts:

• Ammonium nitrate: more than 45.7% by weight (corresponding to more than 16% nitrogen by weight from ammonium nitrate)
• Sodium or potassium chlorate: more than 40% by weight
• Sodium or potassium perchlorate: more than 40% by weight
• Nitromethane: more than 16% by weight (corresponding to more than 12% by volume in RC fuels for model aircraft)
• Nitric acid: more than 3% by weight
• Sulfuric acid: more than 15% by weight
• Hydrogen peroxide: more than 12% by weight

Economic operators (those supplying explosive precursors offline or online) must request buyer information and retain it for 18 months. Lund University, as a professional user, must provide the following information in a declaration of use when purchasing the above explosive precursors:

• Proof of identity for the person representing the LU department/division
• Company name: Lund University and the name of the department/division
• VAT number: Lund University’s organization number (202100–3211)
• Company activity: Research and education at Lund University

The declaration must also include a brief description (one or two sentences) of the intended use of the product.

For proof of identity, one of the following must be provided:

1. Personal identity number (without the last four digits) together with the driver’s license reference number (found under point 4d on the license) and the issuing authority “Transportstyrelsen”
2. Personal identity number (without the last four digits) together with passport number and the issuing authority “Polismyndigheten”

A completed declaration of use is valid for one year, provided the order and intended use remain the same each time.

Reporting Requirements for Suspicious Transactions

Under Swedish law (2014:799) and ordinance (2014:880) on explosive precursors, economic operators and professional users must report significant thefts and losses of products containing explosive precursors.

In general, the purer an explosive precursor or the higher its concentration in a mixture, the more critical it is to prevent the product from being misused. The reporting requirement applies to substances listed in the table below.

bild

Table representing explosive precursors.

More information from MSB (Swedish Civil Contingencies Agency)[AD3] 

Routines for reporting suspected discrepancies, lossesand theft

• Inform the research group leader or department head of the discrepancy
• The research group leader or department head must report the incident to the police within 24 hours
• Reporting is primarily done via email to prekursor [at] polisen [dot] se (prekursor[at]polisen[dot]se)
• It is also possible to call 114 14 or report via the Police website
• Report the incident in the incident reporting system (log in with Lucat ID) and select incident type: “Theft: Crime against authority.” This report is for central awareness and statistics only. The affected unit is responsible for corrective actions and documentation.

How can we prevent significant losses and theft?

• Identify which of the above substances are present in your unit, including products containing them
• Inform staff to be vigilant about thefts and losses and who to report incidents to
• Consider storing substances and mixtures securely, e.g., in locked spaces/cabinets
• Conduct regular inventories and log quantities to detect discrepancies
• Limit purchased quantities
• Be alert to suspicious behavior around these products

Declaration of use when purchasing SVHC* substances and chemical products listed in Annex XIV of the REACH** regulation

When a substance is identified as an SVHC substance or listed in the authorization list (Annex XIV of REACH), importers, producers, and suppliers of an article containing such a substance may have legal obligations.

Substances listed in the REACH-regulation (Annex XIV) do not require authorization for use in scientific research and development.

Suppliers of chemical products containing SVHC substances or substances from Annex XIV to REACH request an end-user declaration when ordering.

The end-user declaration must include:

• Name and address of the institution
• Lund University logo in the header (available on the Employee Web)
• Graphic profile and logotype (Staaf pages)[AD4] 
• Tick the first box referring to the use of the chemical product:
  “Use in scientific research and development as defined in Article 3 (23) of the REACH Regulation. Authorization exemption based on Article 56 (3), also applies to analytical activities such as monitoring and quality control, according to ECHA Q\&A 585 and 1030.”
• Finally, the manager with work environment responsibility must sign the end-user declaration. No stamp is required since the Lund University logo is included in the header.

*SVHC = Substances of Very High Concern
**REACH = Registration, Evaluation, Authorization and Restriction of Chemicals

End-user declaration when purchasing chemical substances classified as doping agents

Doping-classified chemical substances include hormone preparations and other types of pharmaceuticals that are abused to increase muscle strength and volume.

Due to misuse, handling of these substances is strictly regulated under the Act (1991:1969) on the Prohibition of Certain Doping Agents.[AD5]  However, it is permitted to purchase and handle chemical substances classified as doping agents for medical and scientific purposes[AD6] .

Suppliers of chemical products classified as doping agents request an end-user declaration when ordering.

The end-user declaration must include:

• Name and address of the institution
• Lund University logo in the header (available on the Employee Web)
• Graphic profile and logotype (Staaf pages)[AD7] 
• A brief description of the intended use of the chemical product
• Details of the manager with work environment responsibility
• Signature of the manager with work environment responsibility. No stamp is required since the Lund University logo is included in the header.

See an example of a completed end-user declaration for doping agents in the green box on the right.

Contents: 

• Chemical products that require medical inspections
• Allergenic chemical products
• Accounting and inventory management for those who purchase non-completely denatured ethanol or technical spirit
• Inspection and reporting of equipment containing refrigerants

Chemical products requiring medical checks

As a manager with responsibility for the work environment, you are obliged to inform employees and students about the need to undergo medical checks before starting work where medical checks are required in accordance with the Swedish Work Environment Authority's regulations. Some checks are mandatory, while others should be offered to employees and students.

Read more about medical checks

Allergenic chemical products

Some chemical products can cause allergic reactions. It is your responsibility as a manager to ensure that the special rules that apply when working with allergenic chemical products are complied with. For example, working with allergenic substances requires that specific information on handling, protective measures and personal protective equipment be included in the risk assessment.

For employees who lead work or actively handle products labelled with H317 or H334, and which contain allergenic substances such as

• diisocyanates
• epoxy plastic components
• organic acid anhydrides
• formaldehyde resins
• acrylates
• methacrylates,

training and medical checks are required before work commences, unless the handling is deemed negligible. Handling can be deemed negligible when a very small amount of skin-allergenic products are handled temporarily, such as glue in a tube.

For work involving thermal decomposition that releases isocyanates or processes that release formaldehyde, training and medical checks are also required before work commences.

For more information on training regarding allergenic substances, please contact the Occupational Health Service.

Read more about medical checks

Accounting and stock inventory for those who purchase non-completely denatured ethanol or technical spirit

Special rules apply to the purchase, handling and possession of non-completely denatured ethanol or technical spirit. If you purchase completely denatured ethanol or technical spirit, the rules below do not apply.

For ethanol or technical spirit to be considered fully denatured, it must contain the following components (Commission Regulation (EEC) No 3199/93):

Per 100 litres of absolute ethanol:

• 1.0 litre of isopropyl alcohol
• 2.0 litres of methyl ethyl ketone
• 1.0 gram of denatonium benzoate.

This means that a large proportion of the ethanol or technical spirit purchased by Lund University is not completely denatured, and we must comply with the regulations that apply to ethanol or technical spirit that is not completely denatured.

Purchasing

For information regarding the purchase of not fully denatured ethanol or technical spirit, see the following page: Purchase of chemical products

Accounting and inventory

When purchasing not fully denatured ethanol or technical spirit (hereinafter referred to as not denatured spirit), you must continuously document the quantity purchased and consumed (HSLF-FS 2022:63, Section 7). 

Use the form to keep a logbook of the quantities of undenatured alcohol purchased and consumed:

Download the form on the Forms and templates page.

The stock must be physically inventoried at least once per calendar year (

HSLF-FS 2022:63, Section 7). If you have a business that uses large quantities of undenatured spirits, we recommend that you carry out a stock inventory at more frequent intervals, for example monthly, to make your work easier. The inventory must be documented.

Use the form to carry out your inventory of undenatured spirits:

Download the form on the Forms and templates page

You must identify and document any discrepancies between the recorded and inventoried quantities of undenatured spirits and take the necessary measures to prevent such discrepancies from occurring again.

The documentation (accounting, inventory and discrepancy management) must be kept for at least two years (HSLF-FS 2022:63, 7 §) so that it can be presented upon request from the Public Health Agency of Sweden. Save your documentation in the diary and enter the case number: ‘Accounting and stock inventory of not fully denatured ethanol or technical alcohol’. Also state in the case description which institution or equivalent it concerns, department or unit, and year.

Example: Accounting and inventory of not fully denatured ethanol or technical spirit, LU building, Department of Safety and Environment, 2023.

How can we prevent deviations, disappearances and thefts?

• Have clear written procedures for handling and storage.
• Be careful to emphasise that it is important to record the volumes taken as accurately as possible.
• Ensure that all employees, old and new, have received information about what applies to handling.
• Store undenatured alcohol in locked cabinets, for example.
• Ensure that only authorised persons have access to undenatured spirits.
• Limit the quantities purchased.
• Be alert to suspicious behaviour surrounding undenatured spirits.

Procedures for reporting discrepancies, disappearances or thefts

• Inform the research group leader/department head of the discrepancy.
• If it is a suspected theft, the research group leader or department head must report the incident as theft in accordance with the university's procedures. The incident is reported in the incident reporting system KEYConcept (log in with Lucat ID) and the incident type: ‘Theft: Violation of authority’ is specified. By reporting the incident in KEYConcept, you can get help to ensure that all necessary reports and contacts are made.
• Take measures to deal with the deviation and prevent it from happening again.
• Document the deviation and how it was handled, and file the case when it is closed.

Inspection and reporting of equipment containing refrigerants

Refrigerants are used in refrigerators, freezers, air conditioning systems and heat pumps, among other things. Both fluorinated greenhouse gases and ozone-depleting substances are used as refrigerants.

If your business owns and operates equipment containing refrigerants with fluorinated greenhouse gases (F-gases), these must be inspected annually and reported to the local authority. This applies to equipment containing refrigerants in quantities equivalent to at least 5 tonnes of carbon dioxide equivalents.

The rules in brief:

• Businesses that wish to install or convert, i.e. change the type of refrigerant in, refrigeration equipment containing 14 tonnes of carbon dioxide equivalents or more must notify the local authority in advance.
• The business must also ensure that equipment containing 5 tonnes of carbon dioxide equivalents or more is inspected by an accredited company. Inspections must be carried out at least once a year, depending on the amount of carbon dioxide equivalents.
• Businesses that have refrigerant equipment containing 14 tonnes of carbon dioxide equivalents or more must report to the municipality annually, no later than 31 March. A system consists of several pieces of equipment with the same operator in the same property. Only units with a refrigerant quantity of at least 5 tonnes of carbon dioxide equivalents or more should be included. The refrigeration company that performs the inspection prepares the annual report for signing. Any scrapping certificates must be sent with the report.

Read more on the respective municipality's website.

• Lund Municipality
• Malmö City
• Helsingborg City
• Söderåsen Environmental Association (Klippan Municipality)

Annual report for activities in Lund

The Environmental Administration in Lund has requested a consolidated annual report from the university.

Sign the annual report and send it to maria [dot] nilsson [at] bygg [dot] lu [dot] se (maria[dot]nilsson[at]bygg[dot]lu[dot]se) by 27 March at the latest, and the Safety and Environment Department will compile it and submit it.

The university has a number of refrigeration machines in Lund which, according to agreement, are inspected and leak-tested by Akademiska Hus. These are also reported via the Safety and Environment Department.

Annual report for activities outside the municipality of Lund

Submit the signed annual report by 31 March at the latest, in accordance with the municipality's instructions.

Also send a copy of the annual report to maria [dot] nilsson [at] bygg [dot] lu [dot] se (maria[dot]nilsson[at]bygg[dot]lu[dot]se), so that the Safety and Environment Department is aware of how much equipment containing F-gases the university has.

Contents:

• About KLARA
• Which activities should be managed in KLARA?
• Who is responsible for ensuring that the activity registers its chemical products?
• Requirements for registering chemical products in KLARA
• Who should have access to KLARA?
• Keep track of your chemical products that require permits or other special handling requirements

About KLARA

Lund University uses the KLARA chemical management system to keep records of chemical products that are hazardous to health and the environment in its operations and to comply with several legal requirements related to chemical safety.

Log in to KLARA (new tab)

Lund University is required by law to keep a register of chemical products handled in its operations that may pose a risk to health and/or the environment. This register is kept in the KLARA chemical management system. As the university is required to report its holdings of chemical products to various authorities, KLARA is a very important system for its operations.

In addition to serving as a register of chemicals that are hazardous to health and the environment, KLARA also contains safety data sheets for all our chemical products (legal requirement under REACH*). KLARA also contains a wealth of support information and help tools for all chemical users. Examples of information and support tools in KLARA:

• Laws and guidelines, with reference lists, for handling chemical products. Here you can find information about whether, for example, a permit, exemption or training is required before a chemical product can be purchased.
• Summary of risk and safety information.
• Possibility to perform risk assessments and substitution investigations for CMR substances.
• Information for managers of flammable goods.
• The ability to search Lund University's chemical register for various purposes.

*Reach = Registration, Evaluation, Authorisation and restriction of Chemicals.

Which activities should be carried out in KLARA?

All activities that handle chemical products or chemical risk sources must register these in KLARA. Chemical products include:

• laboratory chemicals
• gases and calibration gases
• fuels
• aerosols
• oils/fats
• binders
• workshop chemicals
• cleaning agents
• paints, pigments and glazes
• pesticides (plant protection products and biocides)
• various materials used for casting, e.g. plaster and plastics
• chemical products used for preservation

Who is responsible for ensuring that the business registers its chemical products?

As a manager, it is your responsibility to ensure that every group or department that handles chemical products registers them in KLARA.

Requirements for registering chemical products in KLARA

To ensure that the registration of chemical products in KLARA is correct, you as a manager need to ensure that the points listed below are met by the business (STYR 2019/1177).

Organisational tree in KLARA

• The organisational tree in KLARA for the business must list the units that handle chemical products. In cases where chemical products are registered by department, this must be indicated in the system. Please note Units or departments that do not handle chemical products should not be included in KLARA.
• For each unit or department, the name of the person responsible for the work environment must be specified in KLARA.

Local KLARA administrators

• The business must have access to a KLARA administrator, or KLARA contact person, who is responsible for the business's organisational tree in KLARA and who continuously updates the organisational tree with regard to units or departments that are added or cease their activities.
  • To become a KLARA administrator, training in the system is required. Registration for training for KLARA administrators is done in the Competence Portal.
  • If the organisation instead has a KLARA contact person, this must be communicated to the KLARA system administrator: martina [dot] balaz [at] bygg [dot] lu [dot] se (martina[dot]balaz[at]bygg[dot]lu[dot]se).

Registration and inventory of chemical products in KLARA

• All units or departments listed in the organisation tree in KLARA must register their chemical products according to specific procedures.
• Purchases and consumption of chemical products must be registered continuously throughout the year in KLARA, i.e. each new purchase must be registered and then deleted from the system when the chemical products have been consumed. This is important in order for the system to be able to keep statistics on the university's chemical consumption on an annual basis, which we are obliged to report to the authorities.
• The maximum stored quantity for all fire-classified products must be specified in KLARA. This is to facilitate the work of all managers of flammable goods and for applications for permits for flammable goods.
• Every year, an inventory of all chemicals must be carried out in KLARA. The inventory period is from 1 October to 31 December. The purpose of the inventory period is to check that the information in the system matches the existing balance of chemical products.
• Each unit or department that handles chemical products must have access to at least one KLARA registrar/inventory manager.
  • Introductory training is required to keep records of chemical products in KLARA. The purpose of this training is to educate KLARA registrars/inventory managers on how the system works and what rules and procedures apply when registering and disposing of products. The training is provided regularly, in both Swedish and English, and registration for the training is done via the Competence Portal.

Who should have access to KLARA?

As KLARA is a necessary work environment support tool for handling chemical products and complying with chemical legislation, it is your responsibility as a manager to ensure that all employees who handle chemical products have the read access rights in the system that are required for them to perform their work, and that they have access to the risk assessment tool in KLARA.

Apply for read permissions in KLARA

No training is required to gain access to read permissions and the risk assessment tool in KLARA.

To apply for read permissions and access to the risk assessment tool in KLARA, do the following:

1. Log in to KLARA with your Lucat ID and password. At this stage, the system will deny you access. This initial login is necessary for KLARA to retrieve your information from Lucat so that a system administrator can activate your permissions in the system.
2. Contact your local KLARA administrator or chemical safety coordinator at chemsafety [at] bygg [dot] lu [dot] se (chemsafety[at]bygg[dot]lu[dot]se) and ask them to activate your read permissions. Remember to provide the following information when contacting your local KLARA administrator or chemical safety coordinator:
3. a. Your first and last name.
4. b. Your Lucat ID.
5. c. Which institution or section you belong to.
6. d. Which group or department you want to have access to.
7. e. If you are not responsible for the work environment for the group or department you
8. are requesting access to in KLARA, your manager with work environment responsibility must confirmyour request.
9. Once your access has been activated, you will receive a confirmation email.

Keep track of your chemical products that require permits or other special handling requirements

In this section, you can watch two instructional videos that show you how to use KLARA to:

• Check whether a chemical product you wish to purchase requires a permit, notification, exemption or whether there are any other special laws or regulations governing its purchase, possession or handling.

Watch the instructional video ‘Permits or handling requirements?’ (Canvas, new tab)

• Check whether you possess chemical products that are subject to special laws or regulations. This could be, for example, that a chemical product requires a permit or that pregnant and breastfeeding women must not be exposed to a particular chemical product.

Watch the instructional video ‘Are you in control of permits and other handling requirements?’ (Canvas, new tab)

Search lists in KLARA

When checking whether you possess chemical products that are subject to specific laws or regulations, you need to use the ‘Search lists’ in KLARA. The following search lists are available in KLARA for chemical substances or products that require a permit, notification or exemption.