Safety Department Imperial College London Sherfield Building South Kensington Campus London SW7 2AZ Tel: +44 (0) 20 7594 9423 [email protected] http://www.imperial.ac.uk/safety Ionising Radiations Code of Practice & Guidance Acquisition & Receipt of Radioactive Materials All Campuses are required to follow the principle of ‘cradle to grave’ - an approach for tracking the use of radioactive materials from purchase through to disposal. This is known as the TAD system - Tracking Acquisition and Disposal. Each Campus will have slightly different procedures due to their unique operational requirements, but each will follow the principles of TAD, which for ordering is:- To control the acquisition of radioactive substances to ensure that they arrive safely on campus and are subsequently controlled by a responsible person and accurate records kept. The acquisition must meet the conditions of the appropriate campus Environment Agency Permit and be in accordance with College Policy. RPA Radiation Protection Adviser IRR99 Ionising Radiations Regulations 1999 Environmental Permitting Regulations RPO Radiation Protection Officer EPR10 2010 RPS Radiation Protection Supervisor RPM Radiation Protection Manager Code of Practice For radiation protection purposes, the term “acquisition” refers to both the purchase of radioactive material from suppliers and the receipt of radioactive material from other sources (e.g. a gift from another institution or the arrival of samples from a collaborative research collaborator). The procedures must be followed to ensure compliance with the requirements of the Environmental Permitting Regulations 2010 and the Environment Agency Permits issued under the Regulations (or its successors); and to comply with College Policy. No radioactive material shall be acquired without an approved work registration and radiological risk assessment (Form J) being in place. Orders can only be placed on the College ordering system by those authorised by the College RPM. Orders must not be entered onto the College ordering system until they have been approved by the RPM or RPO and a unique identifying (TAD) number has been issued. When entering orders for radioactive materials onto the College ordering system, the Category Code L.WA must be used at all times. It is the user’s responsibility to ensure that the radioactive material is delivered to the correct delivery location and that the parcel, once on site, is collected without delay and taken straight to the laboratory where it is to be stored. All packages must be opened on a containment tray in the designated radiation work area, monitored for contamination and the contents labelled and placed in secure storage without delay. The RPO will carry out a regular audit of all radioactive material orders. This will involve matching TAD numbers with PO numbers to ensure that each PO placed on the College system has an associated TAD number. Ref No. IRPM-IRCP-003 Page 1 of 7 December 2016 Issue 5 RPM Safety Department Imperial College London Sherfield Building South Kensington Campus London SW7 2AZ Tel: +44 (0) 20 7594 9423 [email protected] http://www.imperial.ac.uk/safety Guidance The arrangements for each campus are shown in the tables below. Sealed (or Closed) Radioactive Sources Hammersmith, Royal Brompton (EKB Building only), Campus South Kensington & St. Mary’s User requests form F-4034 “Sealed Source Order Notification” from the RPO. User completes and sends in by email form F-4034 “Sealed Source Order Notification” to the RPO. The unique TAD number is generated by the RPO and added to the notification form. The form and TAD number are emailed back to the user. The order is placed directly with the supplier of the material by the department. Order Process It is the user’s responsibility to collect the source from the delivery location without delay once it has been delivered and take it straight to the laboratory where it will be kept. The user must ensure the source is placed in the designated secure storage area. The user must take a photograph of the source as soon as it has arrived on site. A copy of the photograph must be sent to the RPO. The RPO must be notified once the source has arrived on site and has been placed in storage by the user. TAD Number This is generated by the RPA/RPO and must be unique. Issue Campus dependant but will be the same delivery point as for un-sealed Delivery Point radioactive material (see below) Ross Morgan Safety Department, Sherfield Building, South Kensington Campus Tel: 020 759 49425 RPO Mob: 07725 159 734 Email : [email protected] Open Radioactive Sources Campus Charing Cross There is no current work involving radioactive materials taking place at the Order Process Charing Cross Campus. No radioactive materials can be ordered. If researchers want to start work involving radioactive materials, they need to contact the RPM or RPO. Ref No. IRPM-IRCP-003 Page 2 of 7 December 2016 Issue 5 RPM Safety Department Imperial College London Sherfield Building South Kensington Campus London SW7 2AZ Tel: +44 (0) 20 7594 9423 [email protected] http://www.imperial.ac.uk/safety Campus Chelsea & Westminster Order Process There is no current work involving radioactive materials taking place at the Chelsea and Westminster Campus. No radioactive materials can be ordered. If researchers want to start work involving radioactive materials, they need to contact the RPM or RPO. Campus Hammersmith Order Process User requests an “Order Notification Form” from the RPO. User fully completes and returns by email the order notification form to the RPO. A unique TAD number is generated by the RPO and added to the order notification form. The order notification form plus TAD number and a TAD record sheet are emailed back to the user. The order is placed directly with the supplier of the material (Category Code L.WA must be used). The person placing the order notifies the RPO of the college order number. The person placing the order notifies the relevant delivery location by email so that they know to expect delivery of a package containing radioactive material. Once delivered, staff at the delivery location contact the person who placed the order to advise of delivery. The user collects the package without delay and takes it straight to the area where it will be stored. Once the material has been collected, unpacked and checked, the TAD sheet details are filled in and the unique TAD number is marked on the isotope pot by the user. The TAD sheet must be updated every time the material is used and kept up to date at all times. Once the stock material is finished (i.e. the TAD sheet records a zero balance), the user or RPS must inform the RPO via the monthly accounting procedures. TAD Number Generated and issued by the RPO Issue Delivery Post-Room, Commonwealth Building, Hammersmith Campus – Locations [email protected] (ICIS delivery location – HMCW Hot deliveries). Clinical Imaging Facility (CIF), Basement, Wolfson Education Centre – [email protected] (ICIS delivery location – HMWF PRECLIN IMAG FAC). Biological Imaging Centre (BIC), Basement, ICTEM Building - [email protected] (ICIS delivery location – Receipt & Despatch Ref No. IRPM-IRCP-003 Page 3 of 7 December 2016 Issue 5 RPM Safety Department Imperial College London Sherfield Building South Kensington Campus London SW7 2AZ Tel: +44 (0) 20 7594 9423 [email protected] http://www.imperial.ac.uk/safety PSDU). Comprehensive Cancer Imaging Centre (CCIC), Basement, ICTEM Building – [email protected] (ICIS delivery location – ). Campus RPO Jon Fear Safety Department, BS16, Commonwealth Building, Hammersmith campus, Du Cane Road, London W12 0NN Mob: 07711 684 746 Email : [email protected] Campus Harefield Hospital Order Process There is no current work involving radioactive materials taking place at the Harefield Hospital Campus. No radioactive materials can be ordered. If researchers want to start work involving radioactive materials, they need to contact the RPM or RPO. Campus Royal Brompton Hospital Order Process User requests an “Order Notification Form” from the RPO. User fully completes and returns by email the order notification form to the RPO. A unique TAD number is generated by the RPO and added to the order notification form. The order notification form plus TAD number and a TAD record sheet are emailed back to the user. The order is placed directly with the supplier of the material (Category Code L.WA must be used). The person placing the order ensures the supplier is given their contact details (name and telephone number). The person placing the order notifies the RPO of the college order number. The person placing the order notifies EKB reception to expect a delivery of radioactive material ensuring EKB reception know both the College order number and relevant contact details (name/phone number/email address). The material is delivered EKB reception. The reception staff will contact the user to advise of delivery using the details held by the courier and/or supplied by the person who ordered the material. The user collects the package without delay and takes it straight to the area where it will be stored. If the user/person ordering is not available or cannot be contacted, the package shoud not be accepted from the courier. Once the material has been collected the TAD number must be added to the stockpot and a TAD form must be generated and completed as the material is used. Ref No. IRPM-IRCP-003 Page 4 of 7 December 2016 Issue 5 RPM Safety Department Imperial College London Sherfield Building South Kensington Campus London SW7 2AZ Tel: +44 (0) 20 7594 9423 [email protected] http://www.imperial.ac.uk/safety Once the stock material is finished (i.e.