Chapter 4 Procurement and Transfer of Radioactive Materials

Transcription

1 Chapter 4 Procurement and Transfer of Radioactive Materials Radioactive material may be procured only by authorized radionuclide projects. Project directors must work with their support personnel and the Purchasing Section to ensure compliance with the provisions of this chapter. Radioactive material may be obtained from vendors via ordinary purchase orders (PO), departmental purchase orders (DPO), or as free samples. Procedures for procuring radioactive material by each of these methods are provided in this chapter. The primary concerns of the Radiation Safety Section (RSS) regarding the ordering and receipt of radioactive material shipments at UIC are: Orders are placed for authorized material only; Shipments of radioactive material are delivered to the address specified in Section 4.1; Packages are inspected by the RSS for contamination and radiation level in a timely manner as required by IEMA regulations; Shipments are entered into the RSS radionuclide inventory at the time of receipt; and Release of material to the project does not cause the project s possession limit to be exceeded. 4.1 Shipping Address Unless a written exception is granted in the project authorization documents, all radioactive material must be shipped to the following address: Ship to: The University of Illinois at Chicago Radiation Safety Section, 118 EHSO 1129 S Hermitage Ave. Chicago, IL For:, Name of Project Project Director Number 4.2 Regular Purchase Orders All purchases over $5,000 must be made with a regular purchase order (PO) or a continuous purchase order (CPO). Requests for regular purchase orders must be submitted to and approved by the Purchasing Section of the UIC Office of Business Affairs before the order is placed. Do not submit requisitions for unauthorized material. Prepare requisitions as follows: Allow sufficient time for processing of the requisition. Check with the Purchasing Section for Page 1 of 6

2 a time estimate if needed. The person who is submitting the requisition does not need to be the project director. The account number and title do not need to be in the project director s name. Submissions and approvals must be in accordance with the policies of the Purchasing Division. The specified shipping address MUST be as indicated in Section 4.1 above and must list a project number and project director. The words RADIOACTIVE MATERIAL must appear first in the description of each item that contains radioactive material. The radionuclide and the activity in millicuries must appear after the words radioactive material. For CPOs (standing orders) and for orders that will be sent in multiple shipments, the description must indicate the maximum activity of each radionuclide that will be sent in any single shipment. The requisition must be processed by the Purchasing Division. The material that is being ordered will be compared against a list of authorized projects provided by the RSS. The list includes the names of the project directors, their project numbers, and the authorized radionuclides and possession limits. If the project listed in the shipping address is authorized to receive the radionuclides and activities being ordered, the purchase request is processed. The purchase order may be faxed or sent to the vendor. If the order is called in by telephone, the caller must specify the correct delivery address in Section 4.1 of this chapter. See Section 4.4 for additional details regarding telephone orders. The project director should ensure that receipt of shipments will not cause the project s possession limit to be exceeded. When a shipment is inspected and entered into the database, the receipt is added to the project s current activity of that radionuclide. Packages will NOT be released if doing so will cause the project's inventory to exceed the possession limit. Packages will be released only after the inventory is reduced or the possession limit is increased an appropriate amount. 4.3 Departmental Purchase Orders Purchases under $5,000 may be placed using a Departmental Purchase Order (DPO). Place an order for radioactive material using a DPO as follows: The shipping address indicated in Section 4.1 MUST be specified. Include the project number and name of the project director. The words RADIOACTIVE MATERIAL must appear first in the description of each item that contains radioactive material. The radionuclide and the activity in millicuries must appear after the words radioactive Page 2 of 6

3 material. For orders that will not be sent in one shipment, the description must list the maximum activity of each radionuclide that will be sent in any single shipment. A draft of the requisition must be submitted to the Purchasing Division for approval. The material that is being ordered will be compared against a list of authorized projects provided by the RSS. The list includes the names of the project directors, their project numbers, and the authorized radionuclides and possession limits. If the project listed in the shipping address is authorized to receive the radionuclides and activities being ordered, the purchase request is approved. DO NOT place an order for radioactive material using a DPO until Purchasing has granted approval. The DPO may be faxed or sent to the vendor. If the order is called in by telephone, the caller must specify the correct delivery address in Section 4.1 of this chapter. See Section 4.4 for additional information regarding telephone orders. The project director should ensure that receipt of shipments will not cause the project s possession limit to be exceeded. When a shipment is inspected and entered into the database, the receipt is added to the project s current activity of that radionuclide. Packages will NOT be released if doing so will cause the project's inventory to exceed the possession limit. Packages will be released only after the inventory is reduced or the possession limit is increased an appropriate amount. 4.4 Placing Telephone Orders with Vendors Orders for radioactive material that are placed by telephone may only be placed by individuals who are designated by the project director. All procedures described below must be followed. The project director is responsible for the proper training of all individuals who are authorized to place telephone orders for radioactive material. Provide the following information to the vendor: The purchase order number; The correct item or catalog number of each item being ordered; The chemical form, radionuclide, and quantity of radioactivity in millicuries or microcuries of each item being ordered; and The shipping address specified in Section 4.1 of this chapter. 4.5 Complimentary Samples From Vendors If a vendor offers to provide a complimentary sample of radioactive material, the sample must be sent to the shipping address specified in Section 4.1 of this chapter. If a vendor's representative brings a complimentary sample to UIC it must be brought directly to the RSS so that the necessary survey and login can be performed. Page 3 of 6

4 The project director is responsible for ensuring that the quantity received, when added to material currently possessed, does not exceed the project s possession limit. The RSS database will be used to make this determination. Packages will NOT be released if doing so will cause the project's inventory to exceed the possession limit. 4.6 Obtaining Radioactive Material from Other Institutions Radioactive material may be sent to UIC projects from other institutions. Because the material is not being purchased, a purchase order is not needed. The other institution needs a copy of the radioactive material license issued to UIC by the Illinois Emergency Management Agency and may request confirmation that the project or individual to whom the material will be sent is authorized for the material. The RSS will provide this information to the other institution upon request. The shipment must be addressed as specified in Section 4.1 of this chapter. The project director is responsible for ensuring that the quantity received, when added to material currently possessed, does not exceed the project s possession limit. The RSS database will be used to make this determination. Packages will NOT be released if doing so will cause the project's inventory to exceed the possession limit. 4.7 Misdirected Shipments While all packages should be delivered to the address specified in Section 4.1, a package will occasionally be misdirected. If possible, have the delivery person take the package to the correct address. If this cannot be done, do not open the package. Immediately contact the RSS so that arrangements can be made for the package to be properly surveyed and entered into the database. 4.8 Inspection of Incoming Shipments After packages arrive at the Environmental Health and Safety Offices Building, RSS personnel promptly check the surface of each package for radioactive contamination and excessive radiation levels. A Stock Solution Dispensing Record is issued, which lists the results of the survey, information about the radioactive material contained within the packages obtained from the packing, chemical form that is received, and a shipment number is assigned. These reports list the radionuclide, chemical form, and activity in millicuries as they will appear on the next Monthly Inventory Report. Project personnel are promptly notified by telephone of the receipt of packages.! NOTE! If the package's address label or packing list does not include the project number and name of the project director, the RSS may NOT be able to rapidly determine the intended recipient. If, in addition, the purchase order number does not appear, it may be impossible to determine the intended recipient. The RSS cannot accept responsibility for prompt processing of packages that do not list the project number and the project director's name. 4.9 Release of Radioactive Material Shipments The RSS database is programmed to ensure that projects do not exceed their possession limits. Page 4 of 6

5 The activity of each radionuclide in any new shipment that is received is added to the current on-hand quantity of that radionuclide. If the possession limit for that radionuclide is not exceeded, the shipment is released. If the possession limit for that radionuclide would be exceeded, the material is not released until either a Special Inventory Report (provided by the RSS) is submitted showing the limit will not be exceeded or an increase in possession limit has been approved. Packages received for projects on the west side of the campus must be picked up promptly by project personnel at 302 MSB or Fisher Store at MBRB. Packages received for projects on the east side of the campus are delivered by the RSS as soon as possible. Delivery is guaranteed on the day of receipt if the package arrives at the RSS before 1:00 P.M.! NOTE! The RSS does not have a freezer for storage of shipments. When shipments are expected, it is extremely important that project personnel be available for package pickup (west campus) or delivery (east campus). Projects on the east side of the campus must be careful to arrange for shipments to arrive when their prompt delivery can be assured. The RSS cannot be responsible for material that is not promptly picked up, or for material that cannot be delivered to the east side of the campus on the day of receipt due to arrival after 1:00 P.M. unless advance arrangements have been made Transfers between UIC Projects Radioactive material may be transferred from one UIC project to another. It is important to complete Form , Radioactive Material Transfer Report when the transfer is made. Transfers of radioactive material may not be made to projects or individuals who are not authorized to possess the material being transferred. The director of the project making the transfer must: Verify that the project receiving the material is authorized to possess the radionuclide, chemical form, and quantity being transferred; Properly label the material being transferred with a radioactive material label which lists the radionuclide, activity, and date; Sign or have a project representative sign the transfer report at the time the transfer is made; Ensure the sample is transported in a safe and legal manner (see Chapter 7, Transportation of Radioactive Material); and List the transfer on the monthly Radionuclide Inventory Report. The Director of the project receiving the radioactive material must: Ensure that unauthorized material is not received; Ensure that the activity transferred will not cause the possession limit to be exceeded; Page 5 of 6

6 Sign or have a project representative sign the Radioactive Material Transfer Report at the time the transfer is made; Ensure the sample is transport in a safe and legal manner (see Chapter 7, Transportation of Radioactive Material); Mail, fax, or bring the Radioactive Material Transfer Report to the RSS the day the transfer is made so that the transfer may be entered into the RSS database; and Verify that the transfer is correctly listed on the next Radionuclide Inventory Report Transfers of Radioactive Material to Other Licensees UIC projects may desire to transfer radioactive material to another licensee (e.g., collaborative research, return of goods, etc.). Several regulatory requirements must be satisfied before the material may be transferred. Contact RSS for assistance in completing or obtaining the following: A copy of the other institution's radioactive material license must be on file with the RSS. Alternatively, the other licensee may provide written verification that identifies the name of the licensee, the agency issuing the license, the license number, the expiration date of the license, and verification that the licensee is authorized to possess the activity, chemical form, and physical form quantity of the radioactive material to be transferred. The RSS will assist in obtaining this information if needed. Radiation safety personnel at the other institution must be aware that the transfer is being made and all of their requirements must be satisfied. Form B, Radioactive Material Transfer Request, must be completed and submitted to an RSS Health Physicist. The material must be packaged in accordance with the Department of Transportation regulations (see Chapter 7, Transportation of Radioactive Material). The package must be sent to the address as specified by the other institution's radiation safety representative. The package and paperwork must be inspected and approved by the RSS before the shipment may be sent. A copy of the shipping papers must be provided to the RSS after the shipment or transfer is made. The transfer must be listed on the monthly Radionuclide Inventory Report. Page 6 of 6