Purchasing

This section outlines the standard workflow for faculty requesting gas cylinders. Use this logic to build your request form or to guide faculty through the necessary specifications. 

Phase 1: The Primary Use Case 

Question 1: Is this request for a new instrument installation? 

• [YES] → Installation Path: 

• Required Action: Please upload or provide the "Gas Requirements" section from the manufacturer’s installation packet. 

• Proceed to Phase 2. 

• Note: Specific purity and flow requirements are usually dictated by the warranty and performance specs of the instrument. 

• [NO] → General Lab Use Path: 

• Question 1a: What is the Gas Type and Purity? 

• Example: Carbon Dioxide, High Purity (99.99%) or Carbon Dioxide, Siphon/Liquid. 

• Question 1b: If you are unsure of the required purity, what is the specific application? 

• (Open text field for application details so staff can determine the correct grade). 

• Proceed to Phase 2. 

Phase 2: Specifications & Documentation 

Question 2: Certification of Analysis (COA) 

• Does this application require a formal Certification of Analysis (COA) for the specific batch? 

• [ ] Required 

• [ ] Not Required / Standard grade is fine 

Question 3: Volume & Size 

• What is the approximate volume needed or the specific container/cylinder size? 

• (e.g., Size 80, Size 200, or "Standard Large") 

Phase 3: Hardware & Safety Requirements 

Question 4: Pressure Regulation 

• Do you require a gas regulator for this cylinder? 

• [ ] Yes 

• [ ] No (Lab already owns a compatible regulator) 

Question 5: Securing the Cylinder 

• Do you have a way to safely secure the cylinder at the point of use? 

• [ ] Yes, we have existing hardware. 

• [ ] No, I need to order a Bench Clamp. 

• [ ] No, I need to order a Wall-Mounted Holder. 

Summary Checklist for Requestor 

Before submitting, ensure you have: 

1. Identified the Account/Index Number for billing. 

1. Specified the Delivery Room Number. 

1. Confirmed the Point of Contact for the delivery. 

To ensure timely procurement and accurate allocation of funds for all teaching lab materials, please 
follow the procedure outlined below. Adherence to these guidelines helps us process requests quickly and prevents delays in your lab schedule.

1. Submitting the Request
   All requests for teaching lab materials must be submitted using the Dedicated Ordering Form (Excel file) provided for each department:
   • Teaching Lab Order Form
2. Mandatory Information Required
   The form must be completed with the following key pieces of information for every order:
   
   

1. Required Supporting Documentation
   To verify pricing and product details, we require one of the following to be included with your submission:
   
   1. A screenshot of the shopping cart showing all items and the total cost.
   2. The actual official vendor quote (PDF or attachment).
   3. For Amazon Orders: Please provide the direct links to the individual items in the form's description column, as quotes are often unavailable.
      
      
2. The One Vendor Per Form Rule
   For simplified processing and tracking, please ensure that your submitted form adheres to the following:
   
   1. Each form (or separate sheet within the master file) must contain items from only one 
      vendor.

Example: If you need to order items from both Fisher Scientific and VWR, please submit two separate request forms or use two separate, clearly labeled sheets in the Excel file. This prevents errors when generating Purchase Orders.

We appreciate your cooperation in adhering to this detailed process, which ensures the necessary materials are available for your students on time.