Becoming a Principal Investigator Authorized to use Radioactive Materials or X-Ray
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To become a PI of radioactive materials (RAM) or X-ray producing machines, please
follow the steps below.
||Complete training request form and send to Radiation Safety Office
||Take required training
||Schedule time with Radiation Safety Office for training on the URC Assistant Software
||Fill out RAM Use Application or X-ray Use Application form and submit to the Radiation Safety Office
||Provide a copy of your Lab/Machine Specific Training to the Radiation Safety Office
||Schedule an inspection and labeling of your facilities by the Radiation Safety Office
||Fill out training request forms for all personnel in your laboratory who will work with RAM and/or x-ray machines
||Obtain dosimeters if required for you and all users in your lab
||Upon approval from RSO/RSC, you may begin your research involving RAM and/or x-ray
Step 1: Training Request Form
You must first fill out the training request form so that we can enter you into the URC Assistant database to give you access to online
training. You will receive an e-mail from email@example.com with instructions for logging in to the URC Assistant software to take the required
Please do not send in the training request form until such time as you will be able to take the required training as you will be
expected to complete all required training within one month of being entered into
Step 2: Taking Required Training
Upon receiving log in instructions, you will have approximately one month to take
the required training course(s) online. The type of training you will take depends
upon the type of radiation with which you will be working. Refer to the Training Requirements page of this website if you are unsure of which training you will need to take, and
for frequency of refresher training.
It is important to note that upon activation of a permit for a PI, his/her training
status must remain current. The Radiation Safety Office will send out notifications
via e-mail and/or phone calls when your training is within approximately 45 days,
2 weeks, and 4 days of expiring in an effort to help you keep track of your training.
Expired training for a principal investigator will result in suspension of permit
and RAM/x-ray activities in his/her laboratories until training is updated.
Additional copies of your training certificates will need to be kept in the lab and
made available upon request.
Step 3: URC Assistant Software Training
PIs will need to be trained in using the URC Assistant, the online software that will
help you monitor and control your inventory, training requirements, and personnel. Users of unsealed sources of RAM will also be able to request permission
to order stock, log use of stock vials, and request waste pickups.
PIs may choose to designate a person, e.g. a lab manager or post doc, to have access
to managing your permit and inventory via the URC Assistant as well.
Call the Radiation Safety Office at 744-1676 to set up an appointment at your convenience.
Please note that until you have been trained on the software, your abilities to monitor
your permit status may be limited.
Step 4: Submission of application form
You will need to fill out the RAM Use Application or the X-ray Use Application form to explain how you intend to use RAM or x-ray machines in your laboratory. Please
follow the instructions on the forms, and contact our office with any questions you
might have. You will be asked to submit an application for the procedure that involves the use of radioactive materials or an x-ray machine.
Radiation Safety personnel may be in contact with you after submission of your application
if revisions or additional information is required. The goal is to clarify potential
issues prior to submission of your application to the university’s Radiation Safety
Committee (RSC), the entity which ultimately grants approval for your use of the radioactive
material(s) or x-ray machine(s). We try to expedite the approval process by addressing
as many questions and concerns as we can prior to the committee meetings. If approved,
your approval for will be valid for three years, after which all applications must
be resubmitted and re-approved by the RSC.
While all new applications require approval from the RSC, some modifications and amendments
to currently approved applications may require only Radiation Safety Officer (RSO)
approval. The RSO has the discretion to grant provisional approval of your application
in certain situations to allow work to begin prior to RSC approval. This decision
will be based on several factors including, but not limited to, experience of the
PI in the area for which he is applying, whether or not the PI is already approved
for other RAM and/or x-ray procedures with the Radiation Safety Office, whether or
not the PI is already approved for the radioisotope on a different procedure. If provisional
approval is not granted, it should not be taken as an indication of whether or not
your application will be approved by the RSC, it simply means that there are factors
that the RSO does not have the authority to approve without RSC input.
Once approved, your approval will be valid as-is for three years. Any deviation from the written procedure will require pre-approval from the RSO and
possibly the RSC. Minor amendments to existing procedures can be made via the RSO. Major amendments
may require full RSC approval. Contact the RSO to determine whether the change you
are looking to make will require RSO or RSC approval.
At the end of the three year approval for your application, you will be required to
submit an updated version for your procedure. This updated application can be identical
to the previously approved version if nothing about your equipment or procedures have
It should be understood that approval of an application does NOT grant approval for
any/all uses of the indicated isotope. If you have more than one procedure that will
make use of a radioisotope, you will need to describe each different procedure in
Step 5: Lab/Machine Specific Training
As a PI, you are responsible for providing annual training to all users of radioactive
materials (lab specific training, or LST) or x-ray machines (machine specific training,
or MST) in your laboratory to ensure they are aware of the specific hazards in your
lab and how to work with and around them properly. For radioactive materials you will
need to include information about the radioisotopes that are used, how to work with
them safely, where they are stored, where the radioactive work areas are, dosimetry
(if required), frequency of contamination surveys, use of liquid scintillation counter
and appropriate survey meter, etc. If you are in an x-ray lab, you will need to create
machine specific training detailing the interlocks and safety mechanisms, normal operating
kVp/mA, powering up and down procedures, etc. See Training Requirements for more information about what to include in your training and how to properly document
that it has been completed by your users.
Documentation of these trainings must be submitted to the Radiation Safety Office
either electronically (firstname.lastname@example.org) or hard copies can be sent to 223 Scott Hall. You must also keep current copies
in your lab to be available upon request. These training requirements are incorporated
as part of the procedure for use of that particular radioisotope or x-ray machine
prior to approval. See Training Requirements for more information about what to include in your training and how to properly document
that it has been completed by your users.
Step 6: Pre-inspection and labeling of laboratories
Radiation Safety Office personnel will visit your lab and place the required postings
to make your lab ready for the receipt of radioactive materials or x-ray producing
machines. All equipment and radioactive material or x-ray work areas will be labeled
as required by mandatory state and federal regulations.
Step 7: Training Requests for Users
Before your lab personnel can begin working with radioactive materials or x-ray machines
they will need to complete the same required training that you completed in step 2 above. A training request form for each user who will actively work with radioactive materials and/or x-ray machines
in your lab must be submitted by each individual. The form must include the type of
radiation they will work with in your lab (e.g. P-32, C-14, sealed sources, x-rays).
The forms must be signed by you or submitted to the Radiation Safety Office from your
e-mail account, which is the indication to the Radiation Safety Office that you want
this person attached to your RAM/X-ray permit. All users must be attached to an active
permit, so Radiation Safety personnel will NOT give users access to training unless
permission from the PI is documented.
Like you, each of your users will receive an e-mail from email@example.com with instructions for taking the training. You will be copied on this e-mail, which
will list the online training they need to take and the due date for taking it. Additionally,
it will list a training deadline for taking the LST or MST as required in Step 5. In general, everyone will be given approximately one month to take the online training,
and an additional two weeks to submit the LST or MST to the Radiation Safety Office.
All users on your permit are required to keep their training up to date. The Radiation
Safety Office will send out e-mail notifications to users and their PIs at approximately
45 days, 2 weeks, and 4 days prior to expiration of their online training to assist
in keeping track of training requirements. Expired online training for a user on a
PI’s permit will result in removal of that person from the permit and suspension of
the user’s radioactive materials and/or x-ray privileges until their training requirements
are up to date.
Expiration dates for LST or MST will be reported on quarterly reports. Please monitor
these and renew LST and MST as needed.
Copies of online training certificates for users and PIs must be kept in the laboratory
and made available upon request.
Step 8: Obtain dosimeters if required
All x-ray users and some radioactive materials users will be required to wear body
(and in some cases ring) dosimeters whenever they work with said machines and materials.
You will need to have each person fill out a badge request form and send it to the Radiation Safety Office with your signature. Alternatively, you
can fill out the form electronically and send it to firstname.lastname@example.org from the PI’s okstate.edu e-mail account. Since you will be charged for dosimeters,
we must insist on a signed copy or be able to acknowledge that you are aware of the
See RSO Dosimeter Billing Policy for how you will be billed for each dosimeter.
Step 9: Approval
Upon official approval of your application by the Radiation Safety Committee, you
will be sent an approval letter indicating the name of the procedure, the radioisotope/x-ray
machine applied for, and the date of approval. It will also include an expiration
date, your shipping and possession limits, and an application number. You will use
this application number for grant routings (i.e. applications, approvals, modifications,
and renewals) that will involve the approved procedure(s). Upon receipt of this letter
and completion of the steps above you will be authorized to use radioactive materials
and/or x-ray machines as described in your approved application.