FAQs

RHSMS stands for Regulated Hazardous Substances Management System. It is UBC’s project to implement a more consistent approach to managing regulated hazardous substances and related safety information, supported by the SciSure platform. 

SciSure is the software platform UBC is implementing to support hazardous-substance inventory and related  safety processes. Different modules support different functions, and not every user or workspace will necessarily use every module. 

UBC currently manages relevant information and processes in different ways across laboratories and units. A common platform will improve consistency, visibility and auditability, reduce reliance on fragmented local tools, and better support UBC’s regulatory and safety obligations. 

SciSure is the technology being introduced, but successful implementation also requires people to prepare and maintain accurate information, learn new workflows, and use the platform consistently. Training, communications, support and clear operating expectations are therefore part of the implementation. 

Impacts will vary by role, worksite and applicable modules and laboratory activity. People who manage inventories, oversee operations, maintain relevant records, or carry out processes supported by SciSure are the most likely to be affected. 

Yes. Teaching laboratories are in scope and are welcome to participate as Early Adopters where that fits their activity and readiness. 

The project is implementing multiple SciSure modules covering areas such as chemical inventory, inspection and audit, equipment, radioisotope management and biosafety. The final public list and module descriptions will be confirmed as configuration progresses.

Chemical-waste integration is not included in Phase 1. It remains on the roadmap for a later phase. 

Some consumer paints and art/studio materials may not already exist in the SciSure database and may need to be added manually. Solvents and darkroom chemicals are more likely to match existing records. The project team is confirming product-specific guidance for these materials before publishing a final answer. 

Laboratories and operational units may need to review, prepare or update inventory information before it can be used effectively in SciSure. Specific requirements will depend on the module and rollout phase, and the project team will provide guidance. 

Laboratories and participating operational units will submit inventory through a bulk upload using a spreadsheet template during onboarding. For smaller inventories, phone-based scanning is also available as an alternative. 

SciSure matches chemicals to manufacturer-specific SDSs and refreshes those records on a weekly cycle. Products that are not already in the database can be requested for addition. Users are also able to upload specific SDSs if they wish. 

Where the original SDS is missing, SciSure can suggest candidate records using the CAS number for manual review before a match is confirmed. 

The planned approach is for each unit  to keep an accessible tablet or older laptop available, so SDS information can be retrieved in SciSure. UBC is not currently planning to supply new devices for this purpose; IT may be able to help repurpose returning hardware. Backup options for connectivity and power are still being explored.

The long-term intent is to reduce fragmentation and establish SciSure as the common platform for in-scope processes. Transition arrangements with existing tools are intended to be temporary and will be communicated as implementation decisions are finalized. 

Integration with Workday/procurement is not yet part of the scope of this project but is being considered for future phases of evolution and improvement to the software. Integrating purchases made outside Workday seamlessly (for example via ProCard) is a common feature request. That route will require upload via ChemSnap for single containers or Excel spreadsheet for batches of containers. The longer-term goal is for inventory to populate automatically on receipt where the purchase path supports it. 

RISe integration is planned. Integration related to animal work is not yet fully defined; groups with significant animal research should stay closely engaged with the project so requirements can be monitored as decisions firm up.

The equipment module is intended to track risk-related equipment, associated SOPs, and inspection results. It is not a booking or reservation system. 

Photo attachments for equipment records appear to be supported based on the SciSure demonstration environment. The project team will confirm this capability against UBC’s configured environment before treating it as a published commitment. 

The Early Adopter program brings a smaller group of laboratories and operational units into the implementation before broader rollout. Participants receive training, use the relevant modules, complete core workflows and provide feedback that helps improve the wider implementation. 

Participants will be asked to prepare relevant inventory or data, attend training, complete agreed SciSure workflows and provide feedback on the platform, training and support experience. Full-team attendance at Early Adopter training is not required: one delegate per group can attend and later nominate others for the broader May/June rollout. 

Yes. Training is being developed by module and user need. The initial model includes SciSure-led training for Super Users and Early Adopter / Train-the-Trainer participants, followed by broader end-user training informed by lessons from early adoption. Live attendance is preferred so sessions can be paced with participants; multiple weekly options are being planned to support flexibility. Recorded materials may supplement, but live participation remains the primary approach for Early Adopter sessions. 

Summer scheduling has been considered and can be reasonable for some groups. For large enterprise implementations, summer availability and commitment have historically been lower, so the current plan continues to prioritize term-time windows while remaining open to practical adjustments where needed. 

Existing safety courses, including the new Chemical Safety for Supervisors offering, will be updated every 6-12 months and we will make changes accordingly.  Specific placement and messaging will be confirmed with the training owners. 

A Super User is a participant who receives deeper module-specific training and can develop stronger working knowledge of SciSure. The detailed responsibilities of Super Users will be confirmed as the support model is finalized. 

The Champions Network will be formed from highly engaged users, including participants from the Early Adopter phase. Champions will help share knowledge, reinforce expected practices and sustain expertise within the community beyond the project team.

Feedback from Early Adopters and other stakeholders will be used to identify workflow, configuration, training and support gaps before broader rollout. The project is intentionally using a phased approach so improvements can be made along the way.

Training resources, office hours, support contacts and escalation information will be published on the Training & Resources page as they become available. 

Visit this website for current announcements, rollout dates, training information and FAQs. The project will also use targeted communications and engagement sessions as implementation progresses. 

Rollout is phased. Early Adopter laboratories are participating first, followed by broader onboarding as modules, training and support become ready. The Timeline & Rollout page will contain the latest schedule.