- Ordering Radioactive Material
ALL RADIOACTIVE MATERIAL MUST BE ORDERED THROUGH THE RSO.
Prior to contacting the RSO to order radioactive material, the individual placing the order must verify the following: (Orders which do not meet these conditions will not be processed until the permit has been amended.)
- Radionuclide and chemical form are listed on the PH's permit.
- Possession limit on the permit will not be exceeded.
- Material will be used under the PH's approved protocol.
The RSO has a 3:00 p.m. cut-off time for orders to be processed the same day. Orders received after 3:00 p.m. will be processed the following business day or in accordance with the delivery date requested.
It is preferred that orders be placed by telephone. However, a completed Radioactive Material Requisitionmay be faxed or mailed to the RSO. The following numbers/address should be used:
- telephone - 274-4797 (NOTE: Do not leave an order on the answering machine.)
- fax - 274-2332
- campus mail - CL 159
The following information is required when placing a radioactive material order:
- Permit Holder (PH)
- account number for billing purposes (NOTE: Invalid account numbers may result in the suspension of radionuclide ordering privileges.)
- catalog number of item
- quantity of material (e.g., activity, number of kits, etc.)
- chemical form
- quote number, if applicable
- requestor's name and phone number
- date material is needed
Information about pricing, delivery dates, etc. and copies of vendor quotations may be obtained from the RSO.
The PH may establish a "standing order" with the RSO if he/she wishes to receive certain material on a routine basis (e.g., weekly or monthly). The RSO should be contacted regarding specific procedures to set up these standing orders.
In some cases, a PH may wish to purchase radioactive material to be used at the University with funds available through the Veterans Administration Medical Center (VAMC). Conversely, a PH may wish to purchase material with university funds and have the material shipped to the VAMC for use in an approved lab at that location. Because the VAMC operates under a separate NRC license, the RSO should be contacted regarding the purchasing procedures for these situations.
The PH must notify the RSO of any radioactive material which he/she expects to receive as free samples prior to shipment. The RSO will provide the proper shipping address and NRC license information to the supplier of these materials.
- Receipt of Radioactive Shipments
ALL RADIOACTIVE MATERIAL MUST BE INITIALLY RECEIVED BY THE RSO.
Upon receipt, the RSO processes all radioactive packages in accordance with NRC regulations. Once the check-in procedures have been completed, the requestor of the material is notified to pick up the package. Due to the wide range in volume of packages received, the RSO cannot guarantee a specific time that a requestor=s package will be available for pick-up. If a requestor is expecting material and has not been notified of its arrival by 1:00 pm, he/she may call the RSO to check on the status of the material. Unless specific arrangements are made, the RSO is not responsible for the degradation of material that has not picked up within 24 hours of notification.
Two copies of the Radioactive Material Order Form will be provided to the individual picking up the radioactive material. The "Account Manager Copy" must be forwarded to the appropriate account manager for billing purposes. The "Permit Holder Copy" may be retained by the PH. After receiving and verifying an invoice for the radioactive shipment, the RSO bills the account provided at the time of ordering based on the following items:
- cost of material
- shipping charge
- RSO surcharge based on an established percent of the item=s cost (contact the RSO for the current surcharge rate)
- Transferring Radioactive Material - On Campus
When transferring radioactive material to an adjacent laboratory, the material should be stoppered or capped to prevent spillage, and consideration must be given to maintain direct radiation exposure to the hands As Low As Reasonably Achievable (ALARA).
If radioactive material is transferred down corridors, to other floors of the same building, or to other buildings, the following conditions apply:
- The inner container must be labeled with "radioactive" tape along with the radionuclide, total activity, date, and the name of the authorized user or PH.
- The material must be shielded as appropriate to ensure the following exposure rates are not exceeded: Surface of container < 50st mR/hr 30 cm from container < 10 mR/hr
- If the exposure rate at the surface is > 10 mR/hr and/or the exposure rate is > 2 mR/hr at 30 cm, the material must not be carried directly in the hands or against the body. These materials must be transported on a cart or in a container (e.g., plastic bucket) to increase the distance between the transporter and the material, thus reducing his/her radiation exposure.
- If the transport container is breakable (e.g., glass vial), it should be placed in a cardboard box with enough absorbent material to cushion the inner container and absorb any radioactive material should there be leakage.
- The outer container must not be contaminated.
- The outer container must be labeled with the standard radiation symbol and the words "Caution Radioactive Material."
- Under no circumstances may the material be transported in a motorized vehicle without proper authorization by the RSO.
Before transferring radioactive material between two PHs, the individual providing the material should confirm that the recipient's permit is approved for the radionuclide, chemical form, and activity being transferred. In addition, the individual providing the material must notify the RSO the day of the transfer and provide the following information:
- PH transferring the material
- PH receiving the material
- radionuclide, activity, and chemical form
- name and phone number of person reporting the transfer:
It is the responsibility of the individual providing the material to assure it is transferred in accordance with the requirements stated in parts a. and b. of this section. If radionuclides are found to be transferred in an improper manner (e.g., recipient not approved for radionuclide/amount/chemical form, RSO not promptly notified of transfer, etc.), a violation/area of concern may be issued to the PHs involved.
*NOTE: The Veterans Administration Medical Center (VAMC) operates under a separate NRC license. PHs who wish to transfer material to or from the VAMC must be specifically authorized to do so on their permits.
- Transferring Radioactive Material - Off Campus
No radioactive material may be transferred to or from the University without prior approval by the RSO. If material is being transferred to another institution, the RSO must be provided a copy of the institution's NRC or State radioactive material license prior to transferring the material.
Packages are prepared for shipment by the RSO, or trained designee, to assure compliance with NRC, Department of Transportation, and U.S. Postal Service regulations. It is the PH's responsibility to provide a suitable container, as required by DOT regulations, and any special packing materials (e.g., dry ice) for shipment. Also, the PH's inventory records should be adjusted to reflect the transfer. In addition, the following information must be provided to the RSO:
- institution, phone number, NRC/State license number (if not already on file with the RSO), recipient, and proper shipping address
- radionuclide, activity, and physical/chemical form
- PH transferring item
- desired method of shipment (e.g., Federal Express, Purolater, etc.)
- account number or Federal Express number for billing if the shipment is not paid for by the recipien
- approximate weight of any dry ice
- Radionuclide Inventory
The PH is responsible for maintaining records of receipt, transfer, and disposal of all radioactive material in his/her possession. This information must be noted on the day of the transaction.
The inventory records must be kept in the Radionuclide Inventory and Survey Book or the location of such records must be indicated in this book (i.e., if posted on a refrigerator). Inventory forms are available from the RSO.
A "running total" system must be utilized. A sample of this type of inventory is provided below:
Date Transaction Description Activity (+/- mCis) Balance (mCis) 1/3/96 Receipt (job 97-1111) + 1.000 1.000 1/4/96 Transfer (from Dr. Smith) + 0.250 1.250 1/8/96 Waste disposal - 0.750 0.500 1/11/96 Transfer (to Dr. Smith) - 0.250 0.250
An inventory "balance" is not required for short-lived radionuclides (i.e., half-life less than one week); however, the PH is still required to record all receipts, transfers, and disposals.
A separate inventory form must be maintained for each radionuclide. Totals should be recorded to the nearest microcurie (mCi).
Inventory correction for radioactive decay of short-lived radionuclides should only be done at the time of waste disposal with decayed amounts listed on the waste tags and non-decayed amounts listed on the A-9,Shipping Paper, form. At that time, the PH should subtract the total activity, not accounting for decay, from his/her disposal records. Any discrepancies between the inventory reported by the PH and the RSO's inventory will be addressesed in a memo to the PH.
A physical inventory is required at the time of permit renewal to account for all radioactive material in the PH's possession. However, it is a good idea to perform a physical inventory periodically to maintain accurate inventory records. Any discrepancies between the physical and recorded inventories must be immediately reported to the RSO.