Radiation Safety Committee (RSC)- Charter

I.INTRODUCTION

It is the policy of the University to control and facilitate the use of radioactive materials and radiation-producing devices on campus for purposes of research and teaching. In this process the University is, at the same time, committed to ensuring that all uses of these materials and devices are in compliance with regulatory requirements and that any resulting radiation exposures are “as low as is reasonably achievable (ALARA).” Toward this end, the University has established specific administrative entities with responsibilities for controlling the use of radioactive material and radiation-producing devices on campus.

The Iowa State University Radiation Safety Committee (RSC) is appointed by the Vice President for Research and Economic Development and Advanced Studies as one of the standing committees of the University. The RSC and the Research Compliance Officer shall provide general review and audit of radiation safety programs at Iowa State University to determine compliance with regulations and licenses issued on the local, state and federal levels. The RSC shall have the authority to review, approve, disapprove and require changes in order to grant approval in any radiation project in order to comply with regulations and to meet reasonable standards of safety and health. The RCO and RSC shall make recommendations to the to Vice President for Research and Economic Development and Advanced Studies regarding program changes, including termination of unsafe projects, to assure compliance with regulations and the maintenance of reasonable standards of health and safety.

The directives of the RSC will normally be carried out by the University Radiation Safety Officer (RSO). The RSO operates out of the Department of Environmental Health and Safety, which has broad responsibilities for all safety and occupational health programs on the Iowa State University campus.

This Charter covers the radiation safety responsibilities of the RSC. General RSC items will be discussed first, followed by items which are specific to the use of radioactive materials and radiation-producing equipment on campus.

II. GENERAL COMMITTEE REQUIREMENTS

A. Composition of the Committee

The RSC is composed of a representative from each of five colleges in the University (Colleges of Agriculture, Engineering, Liberal Arts and Sciences, Family and Consumer Sciences, and Veterinary Medicine) where research in the physical and life sciences and in engineering is conducted, plus two members with specific expertise in radiation protection and one University management representative. The University management representative is the University Compliance Officer. One of the three members with specific expertise shall be the University RSO. The Vice President for Research and Economic Development and Advanced Studies shall appoint the chair of the committee. The terms on the committee for the RSO and the University Compliance Officer are indefinite. All other terms, including the committee chair, are for three years with reappointments being determined by the Vice President for Research and Economic Development.

B. Frequency of Meetings

The RSC meets at least once during each academic semester at a time arranged by the chair for attendance of the maximum number of members. Additional meetings may be called if circumstances dictate need.

C. Quorum Requirements

Five of the eight members of the RSC, including the chair or a designated alternate and the RSO or a designated alternate, shall constitute a quorum of the RSC.

D. Committee Reporting

Recommendations and minutes of the RSC meetings are sent to the Vice President for Research and Economic Development and Advanced Studies. All recommendations, comments or questions in the minutes regarding a specific project or program are sent to the person in charge of that project and to the person having administrative authority for the department involved when such action appears appropriate.

Permanent copies of the minutes of RSC meetings shall be retained by the university RSO in the files of the Department of Environmental Health and Safety.

E. Termination or Changes in Radiation Projects

In the event that any radiation project endangers the health or safety of any individual or presents a threat to the safety of property, the RSO shall have the authority to shut down and terminate such projects or operations. Upon taking such action, the RSO must immediately notify the chair of the RSC, the RCO and the chairs of the involved departments, the college’s dean, and the Vice President for Research and Economic Development and Advanced Studies. Should the RSO find issues during routine inspections the RSO will have the authority to request change in the laboratory. Issues of serious or continuing noncompliance will be reported to the RCO.

Upon notification to the Research Compliance Office of other serious or continuing noncompliance or complaints:

1. The RCO, the Chair of the RSC and the RSO will determine if suspension of the project in question is required, while the issue is addressed. This initial decision will be based on preliminary information and the seriousness of the situation. If applicable, the sponsor contract or grant award notice will be reviewed to determine requirements for notifying the sponsor.
   
   

2. The Research Compliance Officer will consult with the Chair of the RSC and the RCO to confirm if: (a)suspension is not merited; or (b) suspension is merited.

   1. Suspension not merited: If the RCO, the Chair of the RSC and the RSO determine that suspension is not merited, the issue will be resolved between the following individuals: Research Compliance Officer, Chair of the RSC, the RSO, Principal Investigator, and the Principal Investigator’s Department Chair if necessary. All communication will be documented.
      
      

   2. Suspension is merited:Notice of suspension effective immediately will be sent to:principal investigator, co-principal investigators, department chair, dean, Office of Sponsored Programs Administration, the Vice President for Research and Economic Development and Associate Vice President for Research and Economic Development and Advanced Studies.
      
      

Within two days a meeting will be called of the following individuals: RCO, the Chair and members of the RSC, the RSO, principal investigator, the principal investigator’s department chair and the Associate Vice President for Research and Economic Development and Advanced Studies to discuss the nature of the situation and to determine if the situation merits a designation of serious or continuing non-compliance.

In order to make the determination of serious or continuing noncompliance it may be necessary to perform an audit of study records. The principal investigator will be required to produce: all data related to the study projects, applications for approval, etc.

1. Nonserious and Noncontinuing. If the incident appears to be isolated and in essence is a miscommunication or misunderstanding of a nonserious and noncontinuing nature, the incident will remain internal. A letter from the RCO to the principal investigator describing a summary of the audit will be written. The RCO in communication with the Associate Vice President for Research and Economic Development and Advanced Studies may determine the appropriate corrective action, based on recommendations made by the RSC and the RSO, or require that the principal investigator describe corrective actions. This will be considered the final step if the incident is considered to be nonserious and noncontinuing. A copy of the letter will be sent to the principal investigator’s department chair and to Chair of the Radiation Safety Committee.

2. Serious or Continuing. If the audit indicates noncompliance that is serious or continuing, corrective action will be determined by the Research Compliance Officer in consultation with the Vice President for Research and Economic Development and the Associate Vice President for Research and Economic Development. The corrective action will be based on recommendations made by the Chair and members of the Institutional Animal Care and Use Committee. A copy of the letter will be sent to the principal investigator’s department chair, the dean of the principal investigators college, the Provost and other necessary individuals as determined by the Vice President for Research and Economic Development.

F.Appeals

Any individual may appeal the actions of the RSC through the Vice President for Research and Economic Development and Advanced Studies Where specific rules, regulations or licenses apply, they will be used as guidance in making final decisions. If there is no concurrence after an RSC and administrative review, issues will be referred to the appropriate off-campus agency for review.

G. Relationship of the RSC and the RSO

The RSO is responsible for keeping the RSC and the RCO apprised of all major actions taken to implement and ensure compliance with radiation safety rules and regulations on campus. The RSO shall implement and ensure compliance with the directives of the RSC and coordinate the total radiation safety program to ensure proper and timely response to current problems.

H. Environmental Health and Safety

The RSC’s function of assuring safety surveys is implemented by the Department of Environmental Health and Safety. This department provides monitoring services for personnel, receives and handles shipments of radioactive material, collects radioactive waste, and performs other health physics functions.

III. RSC ACTIONS RELATIVE TO GENERAL USE OF RADIOACTIVE MATERIALS AND RADIATION PRODUCING EQUIPMENT AT IOWA STATE UNIVERSITY

A. Approval of Projects involving Radioactive Materials or Ionizing Radiation

Before an individual may use radioisotopes or ionizing radiation in experimental or routine procedures, approval must be obtained from the Radiation Safety Committee. This must include approval of the following:

1. The project itself on the basis of radiation protection only.

2. The facility for the amounts and types of radioisotopes or other radiation sources which will be used.

3. The training and background of the individual to handle the radioactive material or radiation which he or she intends to use.

This information shall be submitted to the RSC through the RSO. The RSO and the chair of the RSC shall review all projects and major additions or changes in projects. The chair of the RSC will determine if further committee review is necessary and act accordingly. All approvals for projects shall be granted by the chair of the RSC or the chair’s designated alternate. Minor additions or changes to projects will be reviewed and approved by the RSO or a designated alternate.

NOTE: A complete outline of information necessary to submit with a radiation project can be found in the Radiation Safety Manual.

B. Audit and Review of Radiological Safety Programs

The RSC shall assure itself through reports from the RSO, and through actual audits when necessary, that control of the radiation safety program is being maintained. This will include the following items and records maintained by the RSO:

1. Procurement and possession of radioactive material.
2. Transfer and shipment of radioactive material on and off campus.
3. Inventory lists to assure compliance with local possession limits, and with NRC licenses and regulations.
4. Appropriate surveys, leak tests, and monitoring of radiation projects to assure worker safety and compliance with regulations.
5. Personnel dosimetry records including bioassay results.
6. Disposal of radioactive waste materials.
7. Instruments and calibration records.
8. Renewal and changes in any federal, state, or other licenses held by Iowa State University that pertain to the use of radiation or radioactive materials.
9. Any other important records that may be required or deemed appropriate.
10. ALARA program.

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