Application Process for Radioactive Materials

 

The information in this document is intended to provide the research community with information on the  process to apply for or maintain an active protocol for radioactive material use and any associated processes needed to continue ordering and using radioactive materials at the University Of Chicago. This information includes the application process, account authorization for recharge services, request for and renewal of purchase orders, and radiation safety training requirements for radioactive material (RAM) users and non-RAM users.

 

A.  Application Process

 

Initial Application for Non-Human Use of Radioactive Material

If a principal investigator has not submitted an application for non-human use of radioactive material within the past two years, they will be required to complete a new “Application for Non-Human Use of Radioactive Material” and submit the application to the Office of Radiation Safety. The application shall include radioactive material the applicant wishes to acquire during the two year period the license will be active. (Please note: In the event that a change to the protocol is needed prior to the two year renewal process, an amendment may be filed at any time as noted below.) The Office of Radiation Safety will review the application forms, work with the applicant to correct any deficiencies, and distribute the application to the University Radiation Safety Committee (URSC) for approval. A majority approval of the voting members is required for applications.   

 

Follow the instructions on our website under Forms “How To Complete Application for Non-Human Use of Radioactive Material”. The forms to complete the application process are as follows:

 

  1. Application for Non-Human Use of Radioactive Material (ORS Form A1).

Please note: The application must be typewritten. Submit the original application, faxes will not be accepted.

  1. Principal Investigator’s Statement of Training and Experience (ORS Form A4).
  2. Account Authorization Form (ORS Form A5).
  3. New User Amendment and Training Certification Form (ORS Form A3) for all new RAM users or RAM users transferring from other labs. Please note: See the training requirements below for initial and annual radiation safety training for RAM users (e.g. new radioactive material users must attend the radioactive material user training session provided by the Office of Radiation Safety)
  4. Comptroller Form 100 “Purchase Order Request” for each vendor you wish to order radioactive material from during the current year. Your Account Administrator has this form.

 

The application form and other associated forms can be downloaded from our website at: http://safety.uchicago.edu/radiation/uofcinfo/Forms/radiation_safety_forms.htm

 

 

Amendment Application for Non-Human Use of Radioactive Material

Laboratories that have been granted approval for use of radioactive material may need to amend their authorization. Amendments are considered changes in laboratory locations,  radiochemical , radiochemical order limits, proposed uses, and laboratory personnel, who work with radioactive material. 

Please note: The amendment application must be typewritten. Submit the original application, faxes will not be accepted.

 

The application form and other associated forms can be downloaded from our website at: http://safety.uchicago.edu/radiation/uofcinfo/Forms/radiation_safety_forms.htm

The following changes require an amendment to an authorization: 

  1. Notifications for room changes (adding new lab or discontinuing use in a lab)

Radioactive material may only be used in laboratories, cold rooms, etc. approved by the University Radiation Safety Committee. In order to amend your areas of  use, submit an “Application to Amend Authorization for Non-Human Use of Radioactive Material” (ORS Form A2)  listing the change (building, room number, type of room and indicate to add or delete). If the room change involves the termination of radioactive material work in that lab, the Office of Radiation Safety will perform a closeout survey certifying that no radiological hazards exist in the space. 

Please note:  If your lab is moving or leaving the University, the Office of Radiation Safety requires advance notification (minimum 1 week) to schedule the radiological survey,  radwaste removal, and cancellation of all radiation safety related services.  Submit an email to the Radiation Safety Officer at jmarsice@uchicago.edu. Surveys of lab equipment used in radioactive material experiments are required prior to packaging by a moving company.  In addition, a close-out survey is conducted after the movers have removed all equipment.  

  1. Notification for changes in monthly order limits and changes in physical or chemical form.

In order to amend the authorization, submit an amendment application form (ORS Form A2) listing the change to the Office of Radiation Safety.

In order to add a new radiochemical, complete and submit an  "Application for Non-Human Use of Radioactive Material" (ORS Form A1) to the Office of Radiation Safety. 

  1. Adding laboratory personnel who will work with radioactive material

Laboratory personnel who work with radioactive material are required to be listed on the application. In order to update the laboratory personnel list, a "New User Amendment and Training Certification"  form (ORS Form A3) must be submitted to the Office of Radiation Safety. Please note: New RAM users must attend the RAM user training presented by the Office of Radiation Safety.

In addition, labs are required to update their Annual Refresher Radiation Safety Training Certificate form or list of users that is posted in their lab reflecting the addition of lab personnel. 

Please note: See initial and annual refresher radiation safety training requirements below.

  1. Adding or modifying survey instruments

In order to add a new survey instrument, add a new probe, or discontinue use of a survey instrument, you are to submit a memo or email outlining the change including the instrument's model and serial number. A member of the Radiation Safety staff will contact the lab designee to conduct the change.  

Please note:  If you have purchased a new instrument, the Office of Radiation Safety will affix a sealed source to the instrument to be used for its operational checks.  A copy of the calibration certificate must be submitted to the Office of Radiation Safety.  If you are unable to locate the calibration certification, the Office of Radiation Safety will be required to recalibrate the instrument.

Renewal Application for Non-Human Use of Radioactive Material

Each application for non-human use of radioactive material expires two years from the initial application approval date. If you are unaware of the expiration of your authorization, please contact the Office of Radiation Safety at 2-6299. Approximately 45 days prior to the expiration, the Office of Radiation Safety will send notification to each Principal Investigator (PI) and their lab designee instructing the lab to submit the renewal application, if they wish to continue their authorized use of radioactive material. If a renewal application is not received in the Office of Radiation Safety prior to the expiration date, your laboratory will not be allowed to order radioactive material until a renewal application has been submitted to ORS and approved by the University Radiation Safety Committee.

 

If you need a copy of your previous application and/or amendments to complete the renewal application please call our office to obtain a copy.

 

Follow the instructions on our website under Forms “How To Complete Application for Non-Human Use of Radioactive Material”. The forms to complete the renewal application process are as follows:

 

  1. Application for Non-Human Use of Radioactive Material (ORS Form A1).
  2. New User Amendment and Training Certification Form (ORS Form A3) for those individuals new to the lab and were not listed under the previous application as users of radioactive material. In addition, new radioactive material users must attend the new radioactive material user training, if they have not yet attended.
  3. Updated Account Authorization Form (ORS Form A5), if your account will soon expire or if the previous account number has changed.

 

The application form and other associated forms can be downloaded from our website at: http://safety.uchicago.edu/radiation/uofcinfo/Forms/radiation_safety_forms.htm

 

Please Note: Only typewritten applications will be accepted. Submit the original application, faxes will not be accepted.

 

Please notify the Radiation Safety Officer by email at jmarsice@uchicago.edu or memo if you do not wish to renew your protocol to possess and use radioactive materials. If you decide not to renew, our office will call to schedule a time to close-out your laboratory, if needed.

 

B.  Account Authorization

 

The Office of Radiation Safety budget is designed with a recharge radiation safety fee structure. Therefore, the Account Authorization Request form must be submitted with a new application for non-human use of radioactive material and whenever the submitted account is to expire or change. The Account Authorization Request (ORS Form A5) can be downloaded from our website at:

http://safety.uchicago.edu/radiation/uofcinfo/Forms/radiation_safety_forms.htm

 

You can choose to indicate one or more accounts to be charged; however, the total percentage over the accounts must equal 100 percent. The account administrator is the authorized signer for this form. When the form is completed submit the form to the Office of Radiation Safety.

 

C.  Purchase Orders for Radioactive Materials

 

The purchase of radioactive material including both licensed and license-exempt quantities, is handled through the Office of Radiation Safety. Only principal investigators with an approved protocol will be allowed to order radioactive materials. The ordering will be limited to the isotopes, chemical forms, and maximum activity per month as listed in the protocol application. Orders for other materials or activities greater than specified on the application cannot be ordered.  Researchers are required to submit an amendment application to the Office of Radiation Safety.

All radioactive material orders must be placed through the University’s Buysite Procurement system following the procurement policy. Standing or blank orders are no longer accepted.

D.  Radiation Safety Training

 

      1.  RAM User Training

a.        RAM User Initial Training

1)       All new & current employees being added as RAM users to a protocol must attend the Office of Radiation Safety training course for RAM users prior to any use of radioactive material.

2)       The ORS RAM User training course is offered weekly. Please call our office at 2-6299 to obtain the RAM user course schedule.

3)       Call ORS at 2-6299 to register.

4)       Course duration will be approximately 2 hours.

5)       A knowledge assessment will be provided to attendee’s, so ORS can determine the effectiveness of the information provided and ensure all attendee’s understand the information.

6)       PI submittal of the New User Amendment and Training Certification form to ORS (fax no. 2-4008, mail MC2106 or deliver to AMB M-031A) is required to add a user to the protocol!

 

b.        RAM User Annual Refresher Training Requirement

1)       All RAM users must complete the annual training requirement by one of the following methods:

1)       Attend one of the RAM user training course presented by ORS; or

2)       Review the University Radiation Protection Manual and complete the knowledge assessment with signature.

3)       The web site location for the Radiation Protection Manual is: http://safety.uchicago.edu/radiation/uofcinfo/Radiation_Safety_Manuals/Rpm2008.htm

4)       The knowledge assessment is attached to the annual refresher radiation safety training certification form at:  http://safety.uchicago.edu/radiation/uofcinfo/Forms/radiation_safety_forms.htm

2)       The annual refresher radiation safety training form must be updated yearly and must include the signatures of all RAM users in the lab and the signature of the PI. The completed training form must be submitted to ORS (faxed, mailed or delivered), to update and maintain a current protocol. In addition the annual training form must be posted in at least one laboratory.

      2.   Laboratory Designee Training

Each laboratory must assign two individuals as laboratory designees to assist the PI with the radiation safety oversight in the laboratory.

a.        Lab Designee Initial Training

1)       Each individual assigned the lab designee responsibilities after October 1, 2004 must first attend the RAM user training course and then the laboratory designee training course presented by ORS.

2)       The RAM user course is presented weekly as noted above and the lab designee course is presented once a month. The lab designee course duration will be approximately 90 minutes.

3)       A knowledge assessment will be provided, so ORS can determine the effectiveness of the information provided and ensure the attendee’s understand the information.

4)       Training certificates will be provided to each laboratory designee after attending the training.

 

b.        Lab Designee Annual Refresher Training

1)       The laboratory designee must complete annual refresher radiation safety training. These individuals are not required to attend the lab designee training course to complete their annual training unless the ORS laboratory audit and/or survey process identifies non-compliance with radiation safety practices and procedures in the laboratory. 

2)       The annual training for laboratory designee’s can be completed by one of the following methods:

1)       Complete one of the RAM user refresher training methods as noted above; or

2)       Attend the lab designee course again.

 

      3.   Non-RAM User Awareness Training

a.        All individuals entering a radioactive material laboratory must complete

                radiation safety awareness training. These individuals may complete

                this training requirement by reviewing the Radiation Safety Awareness

Training Module on the ORS website at: http://safety.uchicago.edu/radiation/uofcinfo/Training/Training_Home_Page.htm

Each individual reviewing the module shall complete the statement of initial training after reviewing the module. A copy of the statement of training shall be submitted to ORS.

b.       All non-RAM users must receive annual refresher training for radiation

                safety. This training may be completed in the same manner as D.3.a. above.

 

 

Date Revised: 1/10/08