Electronic Hazardous Materials Business Plan Online Portal ...€¦ · Electronic Hazardous Materials Business Plan Online Portal Instructions 2 3. Another browser window will appear,

Electronic Hazardous Materials Business Plan Online Portal Instructions

TABLE OF CONTENTS

How to Request a Username and Password ..............................................1

How to Complete an Electronic Submission ...............................................4

Important Tips

1. You can start and stop your data entry at any time, be sure to hit the “Save Changes” button at the bottom of each page before you log out.

2. Fields marked with a red asterisk * are required fields. You won’t be able to save your changes or submit the form unless all of these fields have been completed.

3. If you need help with a field, you can click on the field name for instructions. 4. Have your Material Safety Data Sheets (MSDS) handy when entering chemical

inventory. 5. Site maps need to be accurate and legible.

City of Berkeley Toxics Management Division A Certified Unified Program Agency 2118 Milvia Street, Suite 300, Berkeley, CA 94704 PHONE: (510) 981-7460 TDD: (510) 981-6903 FAX: (510) 981-7470 www.cityofberkeley.info/toxics


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How to Request a Username and Password

Before you can begin using the portal for your HMBP submissions, you need to request a username and password. 1. Start at: http://www.berkeleycupa.com/

2. Click on the link that says, “Click here to request a username/password”


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3. Another browser window will appear, the Berkeley CUPA Login Request Form. If a new browser does not appear, it is because the “pop-up blocker” has not been disabled. In order to disable the “pop-up blocker” for this website, click on the information bar that shows up at the top of the screen and click on “Always allow pop-ups from this site” or “Allow pop-ups for this site” depending on your browser. Or disable the pop-up blocker through the Tools menu of your browser.

4. Complete the Login Request Form based on whether you are the following:

New Business? If you are a new business, fill out all required fields (*) and the Owner Information.

Don’t have a permit with TMD? Fill out all required fields (*) and the Owner Information.


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Owner or Operator? Fill out all required fields (*)

Consultant? Fill out all required fields (*) and obtain an Authorization Statement for Portal Use (Authorization) from the owner, operator or designated representative of the business and upload it; or you may fax/mail the Authorization to TMD at:

City of Berkeley, Toxics Management Division 2118 Milvia Street, Suite 300 Berkeley, CA 94704 Fax: 510-981-7470

5. Click on the Submit button at the bottom of the Login Request Form.

6. The Login Request Form will save and change to reflect “This form was successfully

submitted and saved”

7. Your username and password will be emailed to you once the information has been verified. This may take up to 4 working days.

Please note: The username is typically the email address on the Login Request Form. If you would like to request a specific username, please include that in the Additional Notes.


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How to Complete an Electronic Submission

Once you have received the email with your username and password, login to the portal. 1. Start at: http://www.berkeleycupa.com/

2. Enter the Username and Password that you received in your email and click on the

Login button.

3. You will see the following screen (Notice that your Facility Name, Street Address and Facility ID are shown at the top of the screen).

4. Review the information in the table. If the information is incorrect, click on the “Incorrect” button to change the information. If the information in the table is correct, proceed to Step 9.

2118 Milvia Street, Suite 300

Berkeley, CA 94704

John

Doe


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5. A new window should pop-up called Change in Facility Owner / DBA / Address. The information currently on file for your business is shown on the left.

6. Enter your updated information in the boxes under “New”, on the right side of the form and check the boxes if it is a change of ownership or if the facility moved to a new location.

7. When you have completed all of the updates, click on the “Submit” button at the

bottom of the form. Change requests will be processed within 3 – 5 business days. 8. Click on the Close this window button and Logout of the system. You will receive an

email from us within 3-5 business days indicating the changes have been made.

9. If the information in the table is correct, click on the link, “Proceed to forms”, to move to the next screen.

10. You will see a list of program submission packages available to submit/update. If a facility has multiple CUPA programs (i.e., Hazardous Materials Business Plan,

2118 Milvia Street, Suite 300

Berkeley, CA 94704

John

Doe


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Underground Storage Tanks), you will see corresponding program package form submittals as they become available.

11. Click on a submission package. 12. On the next screen, click on the Site Address to open, view or edit your Hazardous

Materials Business Plan (HMBP).

• If you have submitted electronically and received an email indicating the submission was declined, click on the “Reviewer Comments” link.

• If you would like to review a list of previous submittals, click on the “Read-only Archives” link. All past submissions of a program will be stored here.

13. After clicking on the site address, a business will enter the submission package where there are three steps to submitting, beginning with “Step 1: Complete the forms”.

14. The Business Activities form is defaulted to open first; this form is highlighted in

orange on the left side of the screen with the fillable form to the right.


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15. Fill in your EPA ID number at the top and then check the boxes under Section II,.

Activities Declaration, that are applicable to your facility. Ensure that you scroll down the pages to complete all of the information.

16. When done click the “Save Changes” button before you move on to the next form.


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17. The next form is the Business Owner Operator form. You will need to click and

enter this form by clicking the link on the left to be able to advance and complete the other forms.

18. Confirm and complete all fields on this form. Ensure that you scroll down the page

to complete all of the information.


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19. There are required fields denoted with an asterisk * that must be filled out in order to “Save Changes”. If these fields are not completed, when you click on “Save Changes”, you will get an error message at the top of the page. Complete the missing fields and then click on “Save Changes”.


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20. Continue on to the next form, Chemical Description, by clicking the link on the left. 21. To add the first chemical, complete all fields on the form for that chemical. Ensure

that you scroll down the page to complete all of the information. Then click the “Save Changes” button.

22. The screen will change and you will see a grid at the top of the form that shows each

chemical name as you add more chemicals. When you choose the plus sign to the left of the chemical name in the grid, the corresponding chemical details fill the form below the grid.

23. Add additional chemicals by clicking the “Add Chemical Descr…” button in the

bottom right corner. Save changes for each chemical.


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Important note on mixtures: If the substance is a mixture and your MSDS states a range for the components pick the highest end of the percentage for the hazardous components. Note: If your facility has a large chemical inventory and it is stored on a database or you would like to use our excel spreadsheet template, please contact our office at (510) 981-7460 and we can discuss uploading your information in an attempt to save you entry time. 24. Click on the Emergency Response/Contingency Plan link on the left. 25. You may either complete the form to comply with the emergency response plan

requirement.or upload a copy of your emergency response plan and/or training plan.

26. To upload a copy of your plan, click on the “Upload” button.


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27. A new window will open that will allow you to upload your file. Follow the

instructions to upload the file.

28. Once you have closed the file upload window, click on the “Save Changes” button at the bottom of the screen. The “Upload” button will change to “Open” confirming that you document has been uploaded.


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29. Click on the Facility Maps link on the left. Your map(s) must be uploaded to the

online portal.

30. Review the Guidelines and requirements for your maps to ensure they include all required items.

31. Input a name for the map in the Map Name field. 32. Click on the View/Upload button.

33. A new window will open that will allow you to upload your file. Follow the

instructions to upload the file. 34. Once you have closed the file upload window, click on “Save Changes” to save that

map.

35. To add additional maps, click on the “Add Facility Maps” button in the bottom right corner and return to step 31, above.


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36. If you checked the local requirements box on the Business Activities form for

“handling any quantity of etiologic agent…”, click on the Etiologic Agents link on the left. Enter each Agent separately, then click “Save Changes”. To add additional Agents, click on “Add Etiologic Agen..” button in the bottom right corner.

37. If you checked the local requirements box on the Business Activities form for

reporting manufactured nanoparticles, click on the Manufactured Nanoscale Materials link on the left. Complete one form for each material to be reported.

38. When you have completed all required forms and fields, you can either

� add additional notes or comments by clicking on any one of the three links shown or, � you may confirm and submit your forms.

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39. At the Cover Sheet, you can add notes which will be submitted at the same time as

the forms, and stored together with the archived forms. Then, click on the “Save Comments and Submit” button.

40. Review the contents of your submission to ensure that you have completed all

required forms, and click on “Confirm Submission”.

41. You have successfully completed your electronic filing when you see a tracking

number on the screen.

42. We will review your submission and send you an acceptance or deficiency notice with needed corrections.

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Electronic Hazardous Materials Business Plan Online Portal ...€¦ · Electronic Hazardous Materials Business Plan Online Portal Instructions 2 3. Another browser window will appear,