Radiation Safety Office

 

 

Basic Guidance for New and Prospective Users for

Acquiring Radioactive Materials and Radiation Machines

 

Responsibility The Authorized User is responsible for ensuring that all radioactive materials and radiation machines are ordered appropriately.

 

Prior Approval The Radiation Safety Office approves in advance all acquisitions of radioactive materials and radiation machines. Acquisitions include purchases, gifts, and transfers.

 

Minimum Contents Required for an Order Involving

 

Radioactive Materials 1. Radioisotope and chemical form.

2. Activity.

3. Authorized User (specified as the technical contact on the Departmental Requisition).

4. Shipper, donor and/or transferor.

 

Radiation Machines 1. Type of machine (accelerator, radiographic, XRD).

2. Manufacturer and model number.

3. Type of radiation to be generated.

4. Voltage potential (kVp) and current (mA).

5. Supplier (manufacturer), donor and /or transferor.

 

Tracking an Order The RSO accepts only field orders and blanket orders for the purchase of radioactive materials or radiation machines. All orders must obtain a written (initials and date) approval from the RSO. The approved order is then forwarded to purchasing for processing.

 

A streamlined procedure for obtaining advance approval of radioactive materials

purchase orders from the Radiation Safety Office can be utilized.

 

  • The original purchase order must still be sent (or carried) to Purchasing.

 

  • Prior to submitting the original purchase order to Purchasing, the order can be faxed to the RSO (335-1615) for approval.

 

  • The RSO will date and sign the fax copy, and then fax the approved (or disapproved) fax copy back to the originating Authorized User.

 

  • The Authorized User (or designated representative) will then send (or carry) the original purchase order accompanied by the RSO-approved fax copy to Purchasing for processing.

 

Blanket Orders Blanket purchase orders for users who routinely purchase specific radionuclides are permitted. All blanket purchase orders must be reviewed and approved in advance by the Radiation Safety Office. Delivery instructions must designate the Radiation Safety Office as the consignee for each shipment. Failure to comply with the above requirements will result in disapproval of the requested blanket order.

 

 

 

Receiving and Delivery Radioactive materials must be received on the Pullman campus only during university working hours. Deliveries at any other times, such as holidays and weekends, are not allowed.

 

The Radiation Safety Office receives, inspects and surveys all incoming radioactive materials. Authorized Users are not to receive radioactive materials directly from the vendor, except in the case of an Authorized User at a non-Pullman location. (See below).

 

After surveying the incoming package, Radiation Safety personnel deliver the materials to the Authorized User on the WSU Pullman campus.

 

If radioactive materials are inadvertently delivered directly to an Authorized User's laboratory, the RSO must be notified immediately in order that proper receiving surveys can be made and that the RSO’s radioactive material inventory control system can be up-dated.

 

Delivery to User Delivery is made to the user's laboratory. If no one is available in the laboratory to receive the order, Radiation Safety personnel attempt delivery through the department office. If refused, the package is returned to the Radiation Safety Office.

 

If received materials would cause the user to exceed his or her possession limits, the Radiation Safety Office will not deliver the material. Radiation Safety personnel will attempt to contact the Authorized User as soon as possible in such instances.

 

The Radiation Safety Office may elect not to deliver radioactive materials if the Authorized User is not in compliance with university radiation safety practices, such as bioassay or personnel monitoring protocols.

 

Perishable Materials Researchers should place orders for perishable materials to ensure that such materials arrive early in the week and before 3:00 p.m. on any day (2:00 p.m. in summer). The Radiation Safety Office is not responsible for perishable materials received after 3:00 p.m. (or 2:00 p.m. in summer) on Monday through Thursday or after noon on Friday.

 

Non-Pullman Locations Authorized Users at outlying sites represent an exception to the above procedure. In such cases, the Authorized User sends a copy of the Departmental Requisition to the Radiation Safety Office, concurrently with mailing the original to the supplier, so that advance approval is still feasible. A fax copy is also acceptable in these situations.

 

Direct delivery to locations outside Pullman is permissible, provided that:

 

  • The Radiation Safety Office approves each requisition, a copy of which is sent to the RSO concurrently with mailing the requisition to the vendor.

 

  • The recipient surveys the package upon receipt for exposure and contamination. (A wipe of the outside container must be taken, analyzed within 24 hours, and the results recorded.)

 

  • The recipient must notify the Radiation Safety Office in writing of receipt of the material by means of the Radioactive Delivery Record. (See Safety Policies and Procedures Manual Section 90.30.4.) Copies of this form are available at the RSO, 335-8916.

 

  • The recipient maintains appropriate records.

 

 

Radiation Safety Office, PO Box 641302, Washington State University, Pullman WA 99164-1302, 509-335-8916, Contact Us