CR2K Reporting Facility User Manual

Oregon Community Right to Know

The Oregon Community Right to Know and Protection Act (ORS 453.307 to ORS 453.414) requires facilities that possess certain quantities of hazardous substances to submit an annual report to the Oregon State Fire Marshal (OSFM), Community Right to Know (CR2K) program. This law also requires emergency responders to report to OSFM incidents involving the release, or threatened release, of hazardous substances.

The Federal Emergency Planning and Community Right to Know Act (EPCRA Section 312) requires certain facilities to report hazardous substance information to the State Emergency Response Commission (SERC), Local Emergency Planning Committees (LEPC), and local fire agencies. In Oregon, the State Fire Marshal is designated as the (SERC), and this reporting requirement is accomplished by submitting hazardous substance information to OSFM’s Community Right to Know (CR2K) program.

Beginning January 1, 2018, hazardous substance reporting migrated from a paper process to an online reporting platform. Reporting facilities are now able to log into the Community Right to Know Hazardous Substance Manager (CHS Manager) and submit the required information.

Emergency planners, responders, and the public are also able to use CHS Manager to view the submitted information by facilities.

Reportable Quantity Thresholds

As required by law, reporting facilities submit demographic information and hazardous substance details for chemicals on site that meet reportable quantity thresholds. A hazardous substance is defined as a substance for which the Oregon Occupational Safety and Health Administration (OR-OSHA) requires the manufacturer to develop a Safety Data Sheet.

Most Substances

• 500 pounds of a solid
• 500 gallons of a liquid
• 500 cubic feet of a vaporous gas
• 500 gallons of a liquefied or cryogenic gas

Highly Toxic Substances or Explosives

• 5 gallons of a liquid
• 10 pounds of a solid
• 20 cubic feet of a gas

Extremely Hazardous Substances (EHS)

Extremely Hazardous Substances (EHS) designated by the Environmental Protection Agency are reportable at the specific threshold planning quantity established for each substance.

Radioactive Substances

Radioactive substances that are not within a sealed source are reportable at any quantity (OAR 837-085-0070 (2)(a)).

Gasoline and Diesel (Retail Gasoline Service Stations – Underground Storage Tanks)

The reportable quantity threshold for gasoline and diesel in underground storage tanks at retail gasoline service stations is 75,000 gallons and 100,000 gallons respectively.

Data Validation and Access

The submitted data is frequently validated to ensure it is correct for those who rely upon it. Types of validation include reviewing submitted reports, calling facilities for clarification, and conducting in-person and phone audits to confirm and assist with compliance. A hazardous substance information hotline is available to facilities for assistance with submitting required data.

The public has access to most information at individual facilities, and information about hazardous substance incidents. Information is also accessible by Oregon’s SERC, LEPCs, fire agencies, regional Hazmat teams, county and local emergency planners, county health administrators, Public Safety Answering Points (PSAP 911 call centers), and local and state agencies. The data helps these partners make informed decisions about how to protect life, property, and the environment from hazardous materials incidents.

More Information

For more information, please visit our CR2K website or call the Hazardous Substance Information Hotline at 503-378-6835 or 1-800-454-6125.

To request or obtain hazardous substance information collected by CR2K, please visit: CHS Manager Public Access

Things to know before getting started

There are a few things to know before starting the hazardous substance inventory report. Understanding EPA Tier II acronyms, industry codes, thresholds for reporting, a list of the facility’s chemicals, current safety data sheets for each reportable chemical stored at the facility, and facility contacts, to name a few.

EPA Tier II Acronyms

• EHS – Extremely Hazardous Substance
• TPQ – Threshold Planning Quantity
• SDS – Safety Data Sheet

Know the chemicals

• Is it a hazardous chemical? If OSHA requires an SDS, then yes.
• It may also be an EHS… if it is listed in 40 CFR part 355, Appendix A and Appendix B.
• Note: An EHS chemical has more stringent reporting thresholds.
• Check to verify both: if it is a hazardous chemical, and then if it is also an extremely hazardous substance.

TPQ – Threshold Planning Quantity

• TPQs apply to Extremely Hazardous Substances (EHS).
• TPQs are established by the EPA.
• TPQs are identified in the List of Lists and 40 CFR Part 355, Appendix A and Appendix B.
• Use CAMEO Chemicals to search for TPQs of chemicals: https://cameochemicals.noaa.gov/
• TPQs vary from chemical to chemical; check the specific chemicals.

Facility Information to know

1. The names of chemicals stored at the facility
2. A current digital copy in PDF format of the Safety Data Sheet for each chemical
3. If they are Hazardous Chemicals (these include Extremely Hazardous Substances listed in 40 CFR part 355)
4. The maximum quantity present at the facility, at any time for 24 hours or more during the previous calendar year
5. The Dun and Bradstreet number for the company, if applicable
6. The NAICS code for the industry
7. The correct latitude and longitude location for the facilities reporting (CHS Manager will help determine this)
8. Facility information about name and location
9. Facility contacts: Owner, Regulatory Point of Contact, 24-hour Emergency Contact, and Emergency Planning Coordinator (required only if it is an EHS Facility)
10. Chemical inventory: information on chemicals stored at the facility during the previous calendar year, including exact amounts stored and specific storage location(s) and amount(s)

Does a Hazardous Substance Inventory Report need to be submitted?

Category	It’s reportable if it is…
Upper Reporting Levels	Required to have an SDS under OSHA 500 pounds, gallons, cubic feet or more
Lower Reportable Levels (Highly Toxic & Explosives)	As defined by OAR 837-085-040 (23) or (35) Required to have an SDS under OSHA Liquid at 5 gallons or more Solid at 10 pounds or more Gas at 20 cubic feet or more Radioactive substance at any amount (unsealed)
Extremely Hazardous Substance (EHS)	Required to have an SDS under OSHA On the EPA’s List of Lists or 40 CFR part 355, Appendix A or B Meets or exceeds the TPQ or 500 pounds (whichever is less)
Retail Diesel or Gasoline	A retail gas station is defined as a facility which sells gasoline and/or diesel fuel to the general public for motor vehicle use on land (OAR 837-085-070 (2)). Gasoline and diesel stored in above ground tanks are reportable at 500 gallons or more Gasoline 75,000 gallons or more stored in underground storage tanks Diesel fuel 100,000 gallons or more stored in underground storage tanks Any other substances stored at retail gas stations must be reported at the appropriate reportable quantity as indicated above

Logging in

To log in, go to: https://oregon.hazconnect.com/account/login/aspx

Recommended Browser Settings

• Recommended browsers: Chrome (62+) or Firefox (59+)
• MS Edge or Internet Explorer are not recommended and may cause errors while reporting.

Security Requirements (Email Verification + MFA/OTP)

The Oregon State Fire Marshal (OSFM) – Community Right to Know (CR2K) program implemented a required security feature for CHS Manager logins: Email Verification and Multi-Factor Authentication (MFA) (also known as One Time Password - OTP). This took effect the first week of June 2024.

Log In Steps

1. Enter your Username and Password into the Log In fields.
2. Click the Log In button.

If login fails, use the links on the page: Forgot Username, Forgot Password, or Change User Email.

Note: The Hint Answer will be needed for the Security Question.

One-Time Email Verification (If Not Previously Verified)

After successfully logging in, if your email address has not been previously verified, CHS Manager will send an email with a one-time Email Verification link.

• Open the email (check Spam/Junk if you don’t see it in your inbox).
• Click the verification link.
• Your default browser will open and display a message confirming the username associated with the email.
• This one-time email verification is required whenever user account information changes.

Multi-Factor Authentication (OTP)

After logging in, you will need to complete the OTP portion of MFA. A message will appear to Verify User Account, and an email will be sent with a One Time Password (OTP).

• Enter the OTP into the field provided.
• The OTP is valid for 10 minutes from the time the email is sent.
• If you don’t receive the email, check Spam/Junk.
• After the resend countdown completes, a Resend OTP button will appear.
• Click Verify & Proceed after entering the OTP.

An Update Password screen may appear. Update any required information and click Save.

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The Home Page, Facilities and Reports

Home Page Overview

• Facility Status Summary shows how many active and inactive facilities are linked to the account by Facility Type.
• Recent Submissions shows the latest reports submitted for all facilities linked to the user account.
• The Regulations section includes helpful links to training materials and office contact information.

Accessing Facilities

• Click the Continue button, or
• Hover over the Facilities tab and click List Facilities.

Active Facilities Page

• To open the latest report, click the report link in the Latest Report column for the facility you wish to view.
• To access facility information, click the Facility Name (this takes you to the List Submissions page).
• Use empty field boxes to filter facilities by criteria (example: type “Salem” in the City field).
• Click blue column headings to sort by that field.

List Submissions Page

The List Submissions page is where you can view all Hazardous Substance Inventory Reports previously submitted in CHS Manager, change facility status, and add a new report.

• To see more reports for the facility, click Show More.
• To view a report, click the icon in the View column next to the report.
• To add a new report, click Add New Annual/Revision/Update Report.
• To change facility status, click Change Facility Status and answer the questions.

Understanding Each Report Type

What is the difference between Annual, Update, and Revision Reports?

For assistance starting a new report, see Part 6: Submitting A Report for step-by-step instructions.

Report Type	When to Use It
Annual	Annuals should be submitted to meet annual reporting of hazardous substance inventories for hazardous substances onsite during the previous calendar year. Due every year between January 1st and March 1st.
Update	Updates should be submitted to capture substantive changes to facility contacts or hazardous substance quantities/locations onsite during the current calendar year.
Revision	Revisions should be submitted to correct errors or omissions in previously submitted Annual reports.

Choosing the correct report type in CHS Manager

• Annual: Select the correct year from the dropdown menu (to report the storage of hazardous substances during the selected year).
• Update: To report a substantive change in the current year.
• Revision: To make corrections to an already submitted report.

Step-by-step instructions on submitting a report

Adding a New Report

1. Go to the List Submissions page for the facility.
2. Click Add New Report.
3. Select the report type you need to submit (Annual, Update, or Revision), then proceed through the report steps.

Initiated Reports

A report becomes an Initiated Report after selecting Add New Report. Initiated reports start in Draft status and can be worked on over multiple sessions.

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Step 1 — Review the Facility Information

Step 1 contains three tabs. Review each tab and click Save to continue through the section.

Step 1 (Tab 1): Location and Business Activity at this site

• Review facility location information and business activity fields as shown in CHS Manager.
• Get Lat/Long: Use CHS Manager’s tool to help determine the correct latitude/longitude for the facility.
• NAICS Code and Business Activity: Enter NAICS using the NAICS search field (or type the industry type in the description field) and follow system prompts.
• Occupied/Unoccupied: Enter maximum occupancy (include staff, visitors, vendors, and trainings/meetings).
• Dun & Bradstreet: If the facility does not have a DUNS number, enter N/A.
• Safety Plans and Placards: Answer the safety questions for the facility, then click Save.

Step 1 (Tab 2): Owner/Operator

• Verify the direct site phone number and owner’s first name, last name, and email.
• Verify Parent Company information.
• Enter contiguous addresses (if applicable).

Step 1 (Tab 3): Mailing and Billing Address

• Mailing and Billing address is mandatory.
• Copy Physical Address copies the physical address previously entered for the facility.
• For Billing Address, use Copy Mailing Address or Copy Physical Address to populate the fields.

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Step 2 — Review Reporting Exemption Reasons

Step 2 is only completed if the facility is no longer storing chemicals at a Reportable Quantity (RQ).

• If the facility is no longer storing chemicals, select the checkbox indicating this and enter the date storage stopped.
• By default, the facility is set to non-exempt.
• If there is an orange exclamation on this step but you do have reportable quantities, click Edit and then click Save to clear the step.
• If chemicals were stored for more than a 24-hour period in the previous calendar year, the facility is required to submit a report.

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Step 3 — Review Chemical Inventory

Step 3 is where chemical inventory information is entered. Each chemical is added/edited individually. An SDS is required for each substance.

• Once a chemical is added, the Chemical Name cannot be edited. To change it, delete and re-add the chemical.
• Each chemical requires two tabs: Chemical Description and Inventory and Storage.

Chemical Description (per chemical)

• Contains information about the chemical itself.
• Be prepared to upload the Safety Data Sheet (SDS) for each chemical.
• Review each SDS to ensure the most current version is uploaded.

Verifying chemicals

• Verify all chemicals in the Chemical List show a green check mark in the Is Valid column. If a chemical shows a red circle with an exclamation, it must be corrected.
• This typically means the chemical has been Inactivated or Deleted from the Master Chemical List. Click the Edit icon or the chemical name to view the instructional message for that chemical.

Adding a chemical

1. While in an initiated report, click Add Chemical in Step 3.
2. In the Chemical Description tab, click Search by CAS/Chemical Name.
3. Search using the Chemical/Product name listed at the top of the SDS. If the chemical is a pure chemical, search by CAS number or name.
4. Scroll through results and click the chemical name to select it. If not found, follow the “Request Chemical Not Found in Lookup” process (see Part 8 of the manual).
5. After selecting a chemical, CHS Manager will auto-populate fields such as CAS number, Chemical Name, NFPA codes, and Physical/Health Hazards. These auto-populated fields cannot be modified. If the auto-populated information does not match the SDS, re-search and verify product names match.

Uploading a Safety Data Sheet (SDS)

• A current SDS is required for each chemical.
• SDS file requirements: PDF format and under 5 MB.
• Save the SDS as a PDF to your computer and verify the file size is under 5 MB (compress if needed).
• If you do not have the SDS in PDF format, contact the manufacturer/supplier to obtain a PDF version to upload.

1. In the Chemical Description form, select Choose File under the SDS section.
2. Navigate to the SDS file and select Open.
3. After upload, the named document replaces the Browse/Choose File control. If you need to change it, click Remove and upload the correct SDS.
4. Verify the Chemical Name, CAS number (if pure substance), and NFPA codes in CHS Manager match the SDS.

My SDS won’t open (browser settings)

If you receive a popup (or similar message), the issue may be with browser settings. Change browser settings to allow PDFs to open in the browser instead of in Adobe. If you need help, contact your IT department or search for instructions for your browser.

Physical and Health Hazards

Verify all Physical and Health Hazards. These fields cannot be modified in CHS Manager.

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Inventory and Storage (per chemical)

In this tab, enter the storage locations and amounts for each reported chemical. Update changes to amounts stored and verify/edit each storage location. If a substance is stored in different physical states, report each separately (e.g., solid vs. liquid solution).

• Unit is auto-populated based on the Physical State selected on the Chemical Description tab (Solid, Liquid, Gas, Radioactive).
• Maximum Daily Amount: the maximum amount stored at the facility for more than a 24-hour period.
• Average Daily Amount: the average amount stored at the facility.
• Amount In Code: total amount delivered to or brought into the facility over the calendar year.
• Amount Out Code: total amount distributed or sold by the facility over the calendar year.
• Number of Days Onsite: number of days the substance was stored at the facility during the reporting period.
• Maximum Daily & Average Daily Amount Code auto-populate based on the corresponding amounts entered.

Chemical Fee Exemptions (CFE)

Certain substances may qualify for a fee exemption based on how the substance is used. CFEs must go through a request process.

1. Click Do you want to request to Change or Remove Chemical Fee Exemptions to expand the CFE list.
2. Review each exemption to determine if the facility qualifies.
3. Use the What is this? links for exemption descriptions.
4. If selecting an exemption to Yes, enter a reason in Chemical Fee Exemption Request Reason.
5. Submitted requests are reviewed and may require validation.

Chemical Subject to Status (per chemical)

• Answer the three Subject to Status questions for each chemical.
• The responses populate fields in Step 4. Use the What is this? links for more information.

Storage locations explained

• Each storage location has its own Max Daily Amount. The combined total across locations equals the chemical’s total Max Daily Amount.
• If the facility has a contiguous site storing the same chemicals in different buildings, report each storage location separately and select the appropriate address.
• If the same chemical is stored in more than one location more than 300 feet apart, each location must be entered separately.
• If the same chemical is stored in different container types in the same location, report each container type as a separate storage location.

Adding a storage location

1. On the Inventory and Storage tab, enter storage information in the Add Storage Location section.
2. Fields marked with a red asterisk (*) are required. Use N/A in typable fields that do not apply.
3. Click Save Storage Location. The location will appear in the Storage Location List.

Editing or deleting a storage location

• Use the Edit or Delete icon in the Storage Location List.
• After changes, click Save Storage Location.
• Repeat to verify/edit every chemical stored at reportable quantity during the reporting period.
• Click Save at the bottom of the screen; a popup confirms the chemical inventory saved successfully.

Step 3 validation

• Verify SDS documents are correct and up to date for all chemicals.
• Verify Max Daily Amounts are correct.
• Verify Storage Locations are correct.
• When complete, validate Step 3 by clicking the statement: “After reviewing all chemicals CLICK HERE TO CONFIRM that all the SDS you uploaded are valid.”

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Step 4 — Review Subject To Status

Step 4 lets you review whether the facility is subject to each regulatory program. Based on what has been reported, one or more may be marked Active. Use the What is this? links for program details.

Regulatory program	Notes
1) Community Right to Know and Protection Act (ORS 453.307 to 435.414)	Applies to any person possessing/storing a hazardous substance that meets or exceeds reporting criteria.
2) EPCRA Section 302 — Threshold Planning Quantities (TPQ) for Extremely Hazardous Substances (EHS)	Triggered when EHS thresholds apply.
3) Clean Air Act Section 112(r) — Risk Management Program (RMP)	If marked subject to 112(r), the facility must provide its RMP number.
4) EPCRA Section 313 — Toxic Release Inventory (TRI)	If marked subject to EPCRA 313, the facility must provide its TRI number.
5) OR-OSHA — Process Safety Management (PSM)	Applies to hazardous substances subject to OSHA PSM requirements.

Note: Subject To Status questions are answered Yes/No for each chemical entered in Step 3. If answered “Yes,” the applicable status in Step 4 will be marked Active.

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Step 5 & Step 6

Complete Steps 5 and 6 as prompted in CHS Manager and ensure each step/tab displays a green checkmark before proceeding to Step 7.

How to Validate an Address

If you receive an address validation error message, verify the address is entered correctly using the checks below.

Address validation checklist

• Street direction (example: 1234 N 5th St vs. 1234 5th St N)
• Zip Code
• Street Name (example: Highway 22 vs. Mission Street in Salem, Oregon)
• Street name spelled correctly
• Street Type (Street, Ave, Highway)
• Correct County
• Correct City

Use Get Lat/Long (map verification)

1. Click Get Lat/Long.
2. Verify the red marker is over the facility location.
3. Click Pick this location to close the map.

If the address still will not validate

Check the box next to “Check if facility address is not a standard address”.

For further assistance, call the Oregon Hazardous Substance Information Hotline: 503-378-6835 or 800-454-6125.