V.      Acquisition of Sources of Ionizing Radiation

V.A.    General

            The primary mechanism for exercising control over the utilization of sources of ionizing radiation at Washington State University is that of purchase and transfer control.  All purchase requisitions for, and request for transfer of, sources of ionizing radiation must be reviewed and approved in advance by the Radiation Safety Office.  An effective measure to ensure proper control is for each authorized user to oversee and remain cognizant of the placing of all orders that are initiated under his or her authorization to use radioactive materials.

V.B.    Radioactive Materials

            The Radiation Safety Office shall be listed as the consignee on all shipments of radioactive materials sent to the Pullman campus of Washington State University.  Authorized users may not, except as provided for in Subsection V.B.4., below, directly receive radioactive materials.  All shipments to the WSU campus must be received and inspected by the Radiation Safety Office before being delivered to the user.

V.B.1. Purchase Order Approval

            Authorized users should mail or hand-carry a properly completed radioactive materials purchase requisition to the Radiation Safety Office.  The Radiation Safety Office will check the user's authorization limits and present holdings to determine if the user will remain within his or her authorized limits upon receipt of the requested materials.  The Radiation Safety Office will process requisitions and forward them to the Purchasing Office.  The use of Quick Purchase Orders for radioactive materials is strictly forbidden.

V.B.2. Blanket Purchase Orders

            Blanket purchase orders for users who routinely purchase specific radionuclides are permitted.  All blanket purchase orders must be reviewed and approved 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.

V.B.3. Delivery of INCOMING Radioactive Materials

            The Radiation Safety Office shall receive and inspect all incoming radioactive materials and deliver them to the appropriate authorized user.  However, if the received materials would cause the user's holdings to exceed his or her authorization limits, the material will not be delivered.  The user will be contacted as soon as possible in such instances.  Users should place their orders in such a manner that perishable materials arrive early in the week and before 4:00 p.m. on any day.  The Radiation Safety Office will not be responsible for perishable materials received after 4:00 p.m. on Monday through Thursday or after 12:00 noon on Friday.

V.B.4. Branch Campuses and Research and  Extension Centers

            Direct delivery of purchased radioactive materials to branch campuses and research and extension centers located throughout the state is permissible.  However, all surveys of packages required by radiation safety (and Department of Transportation) regulations must be performed upon receipt.  If a package is found to be damaged or contaminated, the Radiation Safety Office must be notified immediately.  Each purchase order, moreover, must be individually approved by the Radiation Safety Office in advance.  This requirement can generally be met by mailing a copy of the purchase order to the Radiation Safety Office at the same time that the original is mailed to the supplier.  Then the Radiation Safety Office can react to the order prior to actual delivery.

V.B.5. Transfers of Radioactive Materials

a.         Authorized Users on the Pullman Campus

            An authorized user on the Pullman campus may transfer to another campus user by completion of the Radioactive Materials Transfer Request (click here to see form) and submitting it to the Radiation Safety Office at least four working hours before the time of intended transfer.  The Radiation Safety Office checks to ensure that the intended recipient will, after transfer, remain below his or her possession limit for the specified isotope, and then gives approval if warranted.

b.         Authorized Users at Non-Pullman Locations

            Transfer to or from authorized users at WSU from or to users at other locations involves shipping of radioactive materials, as covered in Section VII.  If one user is on the Pullman campus and the other user is a WSU user at a non-Pullman location encompassed by the WSU License from DoH, the procedure follows closely that for Subsection V.B.5.a. above.  If one user is a WSU user and the other is authorized by a different organization, an exchange of copies of licenses is required before shipping can proceed.  The lead time required for notification of the Radiation Safety Office will vary according to circumstances.

V.B.6. Radioactive Materials Inventory

a.         General

            In order to comply with the provisions of the WSU Broad Scope Radioactive Materials License and to ensure that each individual authorized user does not exceed his or her authorization limits, the Radiation Safety Office maintains a computer-based radioactive materials inventory system.  The inventory system is designed and implemented to ensure that the acquisition and the disposal of all radioactive materials is within the appropriate prescribed limits.  The holdings of each authorized user are subject to actual physical inventory by Radiation Safety Office personnel at any time.

b.         User Inventory

            The inventory system provides a monthly summary by radionuclide of the holding of each authorized user.  The inventory system will take radioactive decay into account and make adjustment for receipts and disposals.

c.         Sealed Source Inventory

            The inventory system is capable of providing an inventory of sealed sources of radionuclides at the university and also of listing the individual users responsible for the sources.

d.         Disposal Inventory

            The inventory system is capable of indicating the quantities of each radionuclide held in storage for future disposal and the monthly disposals via incineration, the sanitary sewerage system, and the atmosphere.

e.         Total Inventory

            The inventory system is capable of providing a monthly summary by radionuclide of the total quantity of radioactive materials possessed by the university.

V.C.    Radiation Machines

            The term, radiation machines, encompasses those devices capable of producing ionizing radiation when the associated control devices are operated, and hence excludes devices which produce radiation only by use of radioactive materials.  The devices included are governed by all safety regulations contained in

            WAC 246-224 "Radiation Protection--Machine Assembly and Registration,"

            WAC 246-225 "Radiation Protection--X-rays in the Healing Arts,"

            WAC 246-228 "Radiation Protection--Analytical X-ray Equipment," and

            WAC 246-229 "Radiation Protection--Particle Accelerators."

The Radiation Control Section of the State of Washington Department of Health has issued Certification of Registration of Radiation Machine Facility No. 03783 to Washington State University.

V.C.1. Radiation Safety Committee Purview

            The Radiation Safety Committee is responsible for review and appropriate action on requests for procurement, registration, and utilization of all university-owned or related radiation machines.

V.C.2. Procurement

a.         The Director, Radiation Safety Office must approve in advance all acquisitions of radiation machines, including rentals, fabrications, purchases, gifts, and loans.

b.         All facets of procurement must be in compliance with pertinent provisions of the aforementioned WAC 246-224, 246-225, 246-228, and 246-229.  Requirements concerning veterinary medicine radiographic installations in particular are set forth in WAC 246-225-140.

c.         The individual who intends to procure a radiation machine must furnish the Radiation Safety Office with the following information at least six weeks prior to scheduled arrival:

 

            (1)       Current location and ownership,

 

            (2)       Nominal description,

 

            (3)       Detailed description of the item, including operating characteristics,

 

            (4)       Proposed location,

 

            (5)       Safety features already present at the location or planned for completion before arrival,

 

            (6)       Operator expertise requirements and plans to meet them, and

 

(7)       List of personnel involved with operation and maintenance, including background experience and training, and proposed training.