Washington State University
SAFETY POLICIES AND PROCEDURES MANUAL

RADIATION SAFETY
9.25
Revised 3-02
Radiation Safety Office
335-8916

Acquiring Sources of Ionizing Radiation

PDF link

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

The Radiation Safety Office maintains continuing control of the total University inventory of radioactive materials and radiation machines.

NOTE: University personnel must follow the procurement procedures in 9.22 when purchasing radiation machines.
ACQUIRING RADIOACTIVE MATERIALS

Purchase Procedures

Pullman Campus Users
Pullman campus authorized users may purchase radioactive materials using the standard purchasing process or using the advance approval purchasing process.

For all purchases, the authorized user must:
Enter the name of the authorized user under Technical Contact.
NOTE: Do not use Department Orders (K-Orders), or purchasing cards to purchase radioactive materials.
Standard Purchasing Process
When using the standard purchasing process, the authorized user routes the departmentally-approved requisition to the Radiation Safety Office.

The Radiation Safety Office checks the user's authorization possession limits and current inventory to ensure that authorized limits will not be exceeded upon receipt of the requested materials.

After approving the requisition, the Radiation Safety Office (RSO) forwards the requisition to Purchasing.
Advance Approval Process
Pullman campus authorized users may follow the procedures below to obtain advance approval of radioactive materials purchase requisitions from the Radiation Safety Office:
Non-Pullman Campus Users

Establish Blanket Purchase Order
Prior to purchase, non-Pullman authorized users must submit a completed Departmental Requisition to the RSO to establish a blanket purchase order with the vendor. See blanket purchase order procedures below and in BPPM 70.19.

Enter the name of the authorized user under Technical Contact.

Obtain departmental approval for the requisition.

The Radiation Safety Office checks the user's authorization possession limits and current inventory to ensure that the radionuclides requested are authorized.

After approving the requisition, the Radiation Safety Office (RSO) forwards the requisition to Purchasing.
At Time of Purchase
At the time of a purchase, the authorized user sends a copy of a written request for the purchase to the Radiation Safety Office. Include the blanket purchase order authorization number.

At the same time, mail or fax a copy of the blanket purchase order with the written request for purchase to the supplier.

Non-Pullman users may contact the campus purchasing agent to process the request with the supplier.
Blanket Purchase Orders
Authorized users may wish to establish a blanket purchase authorization to purchase directly from the vendor if they:
NOTE: An authorized user may not use blanket authorization purchases to exceed the approved possession limit. As an administrative control, the RSO will not deliver any radioactive materials which cause the authorized user to exceed his or her possession limits.

Submit a request for a blanket purchase order authorization to the Radiation Safety Office on a Departmental Requisition. See BPPM 70.19. The RSO verifies and notes on the blanket purchase order those radionuclides that are approved.

Following approval, the RSO forwards the Departmental Requisition to Purchasing. Purchasing assigns blanket purchase authorization numbers to individual authorized users.
Telephone Orders
A blanket authorization allows direct telephone orders.

At the time of a direct telephone order purchase, the authorized user sends a written request for the purchase to the Radiation Safety Office. Include the blanket purchase order authorization number.

At the same time, telephone the vendor with the purchase order.

Telephone instructions must include:
NOTE: Failure to comply with ordering requirements may result in cancellation of the blanket authorization.
RECEIVING RADIOACTIVE MATERIALS

Pullman Campus
Radioactive materials must be received on the Pullman campus during University working hours only. 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. Pullman campus authorized users are not to receive radioactive materials directly from vendors.

After survey, Radiation Safety personnel deliver the materials to the authorized user on the WSU Pullman campus.
Unauthorized Receipt (Direct Delivery to User)
If radioactive materials are delivered directly to the authorized user, notify the RSO immediately to ensure that proper receiving surveys are performed and documented, and that necessary inventory control documents are generated.
Delivery to User
The RSO delivers radioactive materials 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 receiving the material would cause the user to exceed his or her possession limits, the Radiation Safety Office does not deliver the material. Radiation Safety personnel attempt to contact the authorized user as soon as possible in such instances.

The Radiation Safety Office may elect not to deliver nuclides if the authorized user is not in compliance with University radiation safety practices, such as bioassay or personnel monitoring protocols.
Perishable Materials
Researchers are to 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 Campus
A non-Pullman campus authorized user may receive radioactive materials directly from the vendor, provided that the user completes all of the following steps:
See 9.42 for wipe test procedures.

See the PDF master form:
9.25.6: Radioactive Delivery Record
Print or complete onscreen and print as needed