Guide to filling out the CHEMTREC Basic Registration Agreement
Administrative Contact (Mandatory): Your Administrative Contact should be an individual who is well-versed in what CHEMTREC does and who will take responsibility for maintaining your company's information that is on file with CHEMTREC. Your Administrative Contact will be provided with access to change all CHEMTREC-related company and individual information and is obligated to keep all records with CHEMTREC current.
Billing Contact (Optional): The Billing Contact is the person who will receive the invoice. You may designate a separate Billing Address from the Registrant company address, if desired. Separate billing addresses are encouraged if the use of such expedites processing.
Emergency Contacts(Mandatory): Your designated Emergency Contact (s) must be knowledgeable in the products being shipped by your company. We require 24-hour access to knowledgeable persons from your organization.
If your organization has a 24-hour, staffed, phone number (not pager/answering service), you are permitted to list this number. Please provide a fail-safe contact as well, in the event there is an unforeseen problem with the 24-hour number. A fail-safe is an individual(s) who serves as back-up contact for higher priority emergency contacts. The fail-safe should provide contact numbers for DWH (during work hours), AWH (After work hours), and additionally, Mobile phone numbers.
If your company does not have a 24-hour staffed number, we request at least 3 Emergency Contacts - each with DWH, AWH, and additionally, Mobile phone numbers. You may divide duties between several contacts, for example, one contact may only be available during work hours; this may be balanced by another contact who is only available after work hours.
Emergency Contact Instructions
There are four possible designations for Emergency Contacts:
· Individual (a specific person from your company)
· Facility (a number connecting into your organization, e.g. a crisis center, rather than to a particular individual).
· Security (a staffed security office/desk)
· Medical (reserved for an organization with which you have a special service agreement for providing medical assistance on your behalf - this is not just a local 911 service).
Contacts must be identified by 'Availability Type' using one of the following 3 choices: 24-hour, DWH (during work hours), AWH (after work hours). If a contact is not located in a US time zone, we would strongly suggest that the contact’s local time zone be noted in the “Comments” section provided on the Emergency Contact registration tab.
You may provide up to 6 phone numbers per Emergency Contact. Although suggestions are displayed for descriptions 1-6 on the form, please make sure you correctly identify the phone number using the appropriate description from the pull-down options for each phone number that you enter. Phone descriptions are:
· DWH (During Work Hours)
· AWH (After Work Hours)
· 24 Hour Phone
· Mobile Phone
· Pager
· Email
· Fax
MSDS Contact (Optional): Your organization is obligated to provide CHEMTREC with (or access to) Material Safety Data Sheets (MSDS) on the hazardous materials you ship and to maintain the currency of those documents. The MSDS contact is the person responsible for the submission and updating of your company’s MSDS.
Incident Report Contact (Mandatory): After an incident has been mitigated by CHEMTREC, your designated Incident Report Contacts will receive a written report documenting the steps taken during the mitigation process. These reports may be delivered by email, fax, or by both email and fax.
Affiliate Registrations (Optional):
Affiliate registrations are completely optional. Please read the definition of 'Affiliate' below to determine whether or not this option applies to your organization.
Affiliates are defined as additional names that you would like to have existing in our name registry, yet still attached to your company records. Any names that appear in the "Shipper" box on shipping papers when your company is shipping hazmat should be registered as affiliates. You may add as many Affiliates to your registration as you choose, but Affiliates registered under your company are subject to additional charges as outlined in the CHEMTREC Fee Schedule.
These 'Affiliates' may be considered by some as subsidiaries, locations, plants, divisions, business units or even distributors, but those definitions are not what drive the registration of an Affiliate name. In fact, you should not register any of those entities unless they are shipping (exist in the "Shipper" box on shipping papers) under a DIFFERENT name from the Registrant AND they are shipping hazmat. In addition, you should not register as an Affiliate product lines or product names, UNLESS they are names that appear in the "Shipper" box on shipping papers.
We advise caution when registering the names of public warehouses, tollers, private labelers, freight forwarders, 3rd party shippers, etc. as Affiliates of your company UNLESS they are shipping your products, and ONLY your products. Our database is based upon shipping names, and if the only contact information we have for a particular Shipper name is as an Affiliate of your company, then your company will get both the emergency call and the incident report, regardless of whether or not the shipment in question actually belongs to your company.
We are not requiring that there be any legal relationship between a registrant and his affiliates. However, Affiliates must share the same Administrative Contact and Billing Contact. The affiliate will, by default, be structured to use the parent company's Emergency Contacts. If desired, separate Emergency Contacts for an Affiliate are allowed, for an additional fee of $200/affiliate/year (see Terms & Conditions).
Affiliate incidents are rolled up into the total number of incidents for the Registrant, and may affect the tier level associated with that registrant.