RSP22 - Radioactive Materials Procurement

Objective

This procedure establishes the protocol for ordering or obtaining radioactive materials for use on the UTHSC (University of Tennessee Health Science Center) campus.

Scope

This procedure has been developed and implemented by UTHSC Research Safety Affairs. Requirements of this procedure will be applied to all radioactive material procured under license R-79019-D30 or a general license.

Roles

Activities mandated in this policy will be conducted by the UTHSC Radiation Safety Officer and ~~the~~ other UTHSC Research Safety Affairs personnel authorized by the Radiation Safety Officer or the Research Safety Affairs Chief Safety Officer and by all UTHSC authorized users of radioactive material.

Definitions

Procure – purchase or obtain by gift or donation any radioactive material under license R-79019- D30 or a general license.

Authorized User – any UTHSC employee or individual authorized by the UTHSC Radiation Safety Committee to obtain or use radiation materials on the campus.

Procedure

Authorized User Responsibilities
1. Verify the following:
  1. Authorized user consults the Environmental Safety and Health Assistant (EHSA) database to verify
    1. User is authorized to receive the radionuclide in the chemical and physical form being ordered.
    2. The order will not exceed authorized possession limit.
2. Authorized notify the Research Safety Affairs office at radsafety@uthsc.edu with the following information before the order is placed with the vendor:
  1. PI (authorized user) name
  2. Radionuclide and chemical name of material to be purchased.
  3. Quantity to be purchased (mCi, μCi, MBq)
  4. Contact name and alternate (with phone numbers and email address) for Rad Safety to contact when material arrives. (Shipment of radioactive material to a location other than the UTHSC campus is prohibited.)
  5. Indicate if the material will be ordered using a procurement card or a purchase order. If a purchase order is used, provide the purchase order number.
  6. Expected date of arrival of the shipment of material.
  7. Shipping address for radioactive materials shipments:
    University of Tennessee Health Sciences Center
    Police Office/Research Safety Affairs
    3 N. Dunlap St.
    Memphis, TN 38163
    Attn: Ordering department/PI name
  8. When radioactive pharmaceutical compounds arrive directly to the pharmacy-
    1. The pharmacy manager will perform the check-in procedure required in step II.
    2. A completed copy of the UTHSC Radioactive materials UTHSC Radioactive Materials Receiving Form will be emailed to the radsafety@uthsc.edu upon completion of the package check-in.
    3. The pharmacy manager will update the EHSA inventory for the pharmacy radioactive materials inventory.
Receiving Department
1. Upon arrival the package will be delivered to the campus Police reception area.
Research Safety Affairs Office
1. Upon notification of a radiation material package’s arrival on campus, Research Safety Personnel will collect the package and deliver it to Research Safety Affairs for check-in and processing.
2. Check-in and processing will be done in accordance with the UTHSC: Radioactive Package Receiving Procedure.
3. Research Safety Affairs personnel will confirm the authorized user receiving the material
  1. Is authorized to receive the radionuclide in the chemical form.
  2. Has sufficient approved authorized possession limit to receive the quantity arrived.
  3. Is authorized to store or use radioactive materials in the specified lab delivery location.
  4. If any problems are noted in 1-3 above, contact the Radiation Safety Officer for guidance.
4. Research Safety Affairs personnel will enter the radioactive materials shipment into the authorized user’s EHSA inventory.
Documentation
1. UTHSC Radioactive Materials Receiving Form

Penalties/Disciplinary Action for Non-Compliance

License violations are subject to civil penalties up to $5,000 per day per violation. In the event of a threat to public health and safety, the Division has the right to confiscate radiation sources.

References