University of Portsmouth Radiation Protection Rules Contents (1/2) July 2013 A. LEGAL FRAMEWORK WITHIN WHICH THE UNIVERSITY MUST OPERATE

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1 Contents (1/2) July 2013 A. LEGAL FRAMEWORK WITHIN WHICH THE UNIVERSITY MUST OPERATE A:01 Ionising Radiations Regulations 1999 Jan 2007 A:02 Approved Code of Practice 1999 Jan 2007 A:03 Environmental Permitting Regulations 2010 April 2013 A:04 Other legislation Jul 2013 B. UNIVERSITY OF PORTSMOUTH ORGANISATION B:01 University Organisation and Rules July 2013 B:02 Radiation Protection Management and Radiation Protection Supervisors July 2010 B:03 Holders of University positions July 2013 B:04 Holders of Departmental positions July 2013 B:05 Outside Agencies Jan 2007 B:06 List of Ionising Radiation Protection Forms July 2000 C. PRIOR RISK ASSESSMENT AND DELINEATION OF AREAS FOR WORK AND STORAGE C:01 Prior Risk Assessment Jan 2007 C:02 Controlled Areas July 2013 C:03 Supervised Areas Jan 2007 C:04 Undergraduate Class Practical Monitored Areas Jan 2013 C:05 Warning Signs Jan 2007 D. CATEGORIES OF WORKERS AND THEIR MEDICAL AND DOSE RECORD D:01 Definitions of types of Employees Jan 2007 D:02 Classified Persons July 2010 D:03 Non-Classified Persons (Category I) July 2010 D:04 Non-Classified Persons (Category II) July 2010 D:05 Visiting Employees (Contractors and Maintenance Staff) Jan 2007 E. REGISTERED MATERIALS AND DISPOSAL ALLOCATIONS E:01 Table of Registered Materials and Disposal Allocations Apr 2013 E:02 University Waste Disposal routes Oct 2009 F. ROUTINE SERVICES TO BE PROVIDED BY THE URPO F:01 Supply of rules, Local Rules and RPR forms Apr 2013 F:02 Relationships with Approved Dosimetry Service Jul 2013 F:03 TLD badges for Non-Classified Category I Workers Apr 2011 F:04 Monitor Test Service Jan 2007 F:05 Leak Testing and Disposal of Closed Sources Jan 2007 F:06 Training Jan 2007

2 Contents (2/2) Jul 2013 F:07 Other Services Jan 2007 L. PRACTICAL ARRANGEMENTS FOR WORK WITH IONISING RADIATION Contents L:01 Area Local Rules October 2009 L:02 Area Information Sheet April 2013 L:03 Principles of Dose Limitation April 2013 L:04 Status of Local Rules and Authority of Radiation Protection Officers and Supervisors Jan 2007 L:05 Risk Assessment, Justification of Usage and Waste Percentages Calculation Jan 2007 L:06 Dealing with Incidents and Emergencies July 2010 L:07 Ordering, Transfers, Issues and Disposals of Radioactive Materials March 2008 L:08 Storage of Radioactive Materials April 2008 L:09 Isotope Characteristics - Open Sources - General Notes April 2008 L:10 Supervised Areas: Open Source Usage Jan 2007 L:11 Supervised Areas: Open Source Laboratory Practice Jan 2007 L:12 Monitoring L:13 Supervised Area Open Source Storage Jan 2007 L:14 Undergraduate Class Practical Areas: Open source usage Jan 2007 L:15 Temporary Controlled Areas for Open Sources Jul 2000 L:16 Radioactive waste Disposal Oct 2009 L:17 Movement and Transport of Sources L:18 Sealed Source Accounting and Usage of Sources in Non-Designated Areas Apr 2013 L:19 Supervised Areas: Sealed Source Usage Jul 2000 L:20 Supervised Areas: Sealed Source Handling Jul 1994 L:21 Supervised Areas: Sealed Source Storage Nov 2009 L:22 Electron Microscopes and X-Ray Generators Jan 2007 L:23 Prior Authorisation for the use of electrical equipment intended to produce X-rays Jul 2000 L:24 Example written Arrangements for normal routine operation of X-ray Crystallography equipment Apr 2013 L:25 Decommissioning of areas used for radioactive materials Apr 2013 Appendix RPR Forms

3 A:01 (1/2) Jan 2007 A LEGAL FRAMEWORK WITHIN WHICH THE UNIVERSITY MUST OPERATE Ionising Radiation Regulations These Regulations are made under the Health and Safety at Work Act 1974 and the revised Basic Safety Standards (BSS) Directive (96/29/Euratom). 2 These Regulations must be complied with and they are enforceable by the Health and Safety Executive. 3 Copies of the Regulations are available for reference from: The University Radiation Protection Officer The Frewen Library. 4 Reference to Reg. in the following University Rules and Local Rules refer to these Regulations. A:02 Jan 2007 Approved Code of Practice and Guidance 1999 Work with Ionising Radiation 1 The Approved Code of Practice is issued by HSE and gives practical advice on how to comply with the Ionising Radiations Regulations Copies of the Approved Code of Practice are available for reference from: The University Radiation Protection Officer The Frewen Library 3 Compliance with these University Rules (which include the Local Rules for each area within the University) should ensure compliance with all the requirements of the Regulations as amplified by the Approved Code of Practice. 4 References to ACOP in the following University Rules and Local Rules are to this Approved Code of Practice.

4 A:03 Apr 2013 Environmental Permitting Regulations This Regulations control the purchase and use of radioactive materials and the accumulation and disposal of radioactive waste. 2 The Environment Agency exercises control under the Regulations through Environmental Permits. The previous Certificates of Registration or Authorisation held by the University under the Radioactive Substances Act (1993) are still valid under the EPR system. Significant change of use of radioactive substances, or changes in area in which substances are used would likely require a new application for an Environmental Permit. 3 Copies of the Regulations are available for reference on the Environment Agency website 4 All Permits relating to a building will be posted in that building. Complete sets of the current Certificates are available for reference from: The University Radiation Protection Officer. 4 Compliance with these University Rules and Local Rules should ensure compliance with all requirements of the University's Permits. 5 The University Radiation Protection Officer may request changes to the limits specified in any Permit but such requests have to be made well in advance. It may never be assumed that a higher limit will be authorised. 6 Certificates are issued to the University as follows: Registration under Section 1 of the Act for open sources: Central Campus Authorisation for Accumulation and Disposal of Radioactive Waste: Central Campus

5 A:04 (1/2) Jul 2013 Other Legislation 1 The Carriage of Dangerous Goods & Use of Transportable Pressure Equipment Regulations 2011 These regulations address a broad range of issues including the requirements for appointment of a safety adviser for matters relating to the carriage of dangerous goods (including radioactive materials - Class 7). The regulations also set out the training requirements for the safety adviser. Copies of the Regulations are available for reference from: 2 The Radiation (Emergency Preparedness and Public Information) Regulations 2001 (REPPIR) These regulations require the employer to carry out a Hazard identification and risk evaluation where quantities of radioactive materials exceeding specified thresholds are to be held on the premises or transported. A report of any such assessment must be submitted to the Health and Safety Executive (HSE) prior to the receipt of such quantities of radioactive materials. In the event that a radiation emergency is reasonably foreseeable, there will be a requirement for preparation of an operator s emergency plan, a carrier s emergency plan or an off-site emergency plan as appropriate. Copies of the Regulations, including details of the threshold quantities for application of REPPIR, are available for reference from: 3 The High-Activity Sealed Radioactive Sources and Orphan Sources Regulations 2005 These regulations aim to prevent the exposure of workers and members of the public to high activity sealed sources (HASS) through inadequate control. The regulations also aim to ensure the security of HASS and other sealed sources (which present a similar potential hazard) on civil non-nuclear sites. Copies of the Regulations, including details of the threshold quantities for application of the regulations, are available for reference from:

6 A:04 (2/2) Jul The Justification of Practices Involving Ionising Radiation Regulations 2004 These regulations address the requirements for justification of new practices involving ionising radiation. A new practice, under the terms of the regulations, is one that had not been carried out in the United Kingdom before 13th May Any such new practices require a justification decision from the justifying authority (the Secretary of State). Copies of the Regulations are available for reference from:

7 B UNIVERSITY OF PORTSMOUTH ORGANISATION B:01 (1/3) Jul 2013 University Organisation and Rules 1 University Radiation Protection Rules a b c d The totality of the University of Portsmouth Radiation Protection Rules are the Local Rules (Reg. 17) for the whole University and must be followed by all employees (staff and students). (These Rules cover Ionising Radiations and do not include Rules relating to Laser or Microwave radiations.) The responsibility for supervision lies with Heads of Departments in which ionising radiation is used, the University Radiation Protection Officer (URPO), the deputy RPO and Radiation Protection Supervisors. Each area in the University where ionising radiations work is performed shall have the relevant set of these Rules designated as the Local Rules for that area. If anyone has reason to believe that action following these Rules might result in contravention of the Ionising Radiations Regulations 1999, the Environmental Permitting Regulations 2010, or any other statutory requirement then they should contact the University Radiation Protection Officer immediately. 2 University of Portsmouth Health and Safety Policy For a full statement of the University Safety Policy refer to the University Health and Safety Policy document. 3 Radiation Protection Adviser (RPA) and Radioactive Waste Adviser (RWA) One or more Radiation Protection Adviser(s) must be appointed by the University. The role of the RPA is to give advice to the University, usually through the URPO. The full definition of the role of the RPA is set out in Reg. 13 and ACOP , in relation to compliance with the Ionising Radiations Regulations The University function for the RPA is defined in section B9 of the University Health and Safety Policy. The RPA must have a valid certificate of approval to act in such a capacity. The certificate of approval must be issued by an Assessing Body (such as RPA 2000) recognised by the Health and Safety Executive (HSE). A Radioctive Waste Adviser (RWA) must also be appointed by the University to provide guidance in relation to compliance with the Enviromental Permitting Regulations Mr Mike Gooding is currently appointed as RPA to all University Departments with the exception of the School of Professionals Complementary to Dentistry. The RPA for the School of Professionals Complementary to Dentistry is Michael Holubinka of Portsmouth NHS Hospitals Trust.

8 B:01 (2/3) Jul 2013 The University RPA may be contacted directly by phone ( ), or indirectly via the URPO.The RPA for the School of Professionals Complementary to Dentistry, Mr Michael Holubinka, may becontacted via St Mary s Hospital, Milton Road, Portsmouth, PO3 6AD; Tel Appointed Doctor (AD) A registered medical practitioner, appointed in writing by the HSE and known as an Appointed Doctor, must be appointed by the University where classified persons are appointed or there is an intention to appoint classified persons, where any employee has received an overexposure, and where there are medical reasons conditions for imposing conditions in relation to work with ionising radiation. Where appointed, the AD will carry certify that classified persons are fit for the intended work and will carry out periodic medical surveillance of such persons. A list of doctors approved to act in the capacity of an AD is available from the local HSE office. 5 University Radiation Protection Officer (URPO) a b The URPO, together with any deputy URPOs shall provide professional advice to the University on matters of radiation protection. The role of the URPO(s) includes i) preparing and circulating University Rules for Ionising Radiations Protection that conform with current Regulations, Approved Code of Practice and Act; ii) reviewing all requests to commence new projects involving ionising radiation to ensure that statutory requirements will be met (including the Justification of Practices Involving Ionising Radiation Regulations 2004); iii) preparing in consultation with Departmental RPSs, local rules, systems of work and contingency plans as and when required by the Regulations; iv) consulting the RPA when appropriate and in particular in relation to the following: a. The implementation of the requirements as to controlled and supervised areas; b. The prior examination of plans for installations and the acceptance into service of new or modified sources of ionising radiation in relation to any engineering controls, safety features and warning devices provided to restrict exposure to ionising radiation; c. The regular calibration of equipment provided for monitoring levels of ionising radiation and the regular checking that such equipment is serviceable and correctly used; d. The periodic examination and testing of engineering controls, design features, safety features and warning devices and regular checking of systems of work provided to restrict exposure to ionising radiation. v) taking action as required by the Regulations on behalf of the University;

9 B:01 (3/3) Jul 2013 vi) supervising the work of RPSs (see below) within the framework of these Procedures; vii) investigating and reporting to the Health and Safety Executive all reportable incidents; viii) arranging for the Qualified Person, in co-operation with RPSs to carry out the required testing of monitors; ix) advising RPSs as required and liaising between Departments and outside agencies; x) organising the University's central record keeping regarding persons and materials to comply with the conditions of relevant Acts, Certificates, Regulations and Approved Codes of Practice; xi) arranging for the leak testing of all sealed sources at required intervals; xii) approving suitable stores for sources and approving washing and changing facilities where required; xiii) arranging for the central disposal of organic solvent, animal carcass and sealed source waste; xiv) xv) xvi) providing a TLD badge service and maintaining required dose records; approving all work involving ionising radiation and allocating departmental radioactive holdings and waste disposals as permitted by the current Radioactive Substances Act (1993) licences; categorising personnel as classified or non-classified workers and arranging medical examinations and surveillance as required in collaboration with the Approved Doctor; xvii) providing information, instruction and training for personnel as required; xviii) requiring the cessation of experimental work in any area in which the URPO deems that the University Rules have been/are not being followed until the URPO deems that the arrangements for future operations are satisfactory. c Absence of URPO In the absence of the URPO the Deputy URPO should be consulted.

10 B:02 (1/2) Jul 2010 Management of radiation protection The legal responsibility for radiation protection rests with the University as the employer of staff working with ionising radiations. According to the University s radiation management structure (see Best Practical Means Document), responsibility for radiation protection rests with the relevant Head of Department. For departments in which ionising radiation is used, Heads of Department should be aware of their responsibilities and of the basic principles of radiation protection. The Head of Department, together with the URPO, will appoint, as appropriate, a Radiation Protection Supervisor to supervise the radiation protection arrangements set out in the Local Rules for the relevant area. The Head of Department will ensure that radiation protection duties and responsibilities are adhered to within their department and that staff have appropriate time and resources to carry out these duties. Radiation protection duties, set out in the Local Rules, are likely to include: a b c d e f Notifying the URPO of any changes required in the Local Rules of their Area. Ensuring that all their workers have a copy of the Local Rules of the Area and are aware of its contents. Making application to the URPO for approval to commence new projects involving ionising radiation on forms RPR5 and RPR6. Where such projects require the procurement of radioactive sources, adequate provision for the costs of purchase, use and disposal of sources must be made at the outset. Making prior risk assessments and reporting to the URPO if a contingency plan is required. Maintaining storage records (using forms RPR7 and RPR8) for each batch of radioactive material brought into the Area for storage showing: i) date of receipt ii) origin of the material iii) identification code iv) isotope v) activity vi) compound vii) any stock transfers to another RPS viii) amounts taken for usage by any workers ix) allowances for decay. Supervising the maintenance of the record of disposal for each amount of material used in the Area using forms RPR7, RPR8 and RPR11. N.B. These records must be kept for at least 2 years g Completing monthly returns form RPR9 to the URPO.

11 B:02 (2/3) July 2010 h i k l m n o Liaising with URPO and the Qualified Person(s) to ensure that monitors are tested at required intervals. Liaising with the URPO to ensure that all closed sources are leak tested at required intervals. Carrying out periodic monitoring of radiation levels to ensure that these remain within the specified limits for each area concerned. Maintaining records of the results of periodic monitoring using form RPR10 which should include: i) the date, time and place of monitoring; ii) the radiation level measured. Reporting to the URPO any suspected loss or theft of radioactive material Reporting to the URPO any accidental exposure or other untoward incident or any circumstances that give rise for concern in their Area. Requiring the cessation of any experimental work within their Area which the RPS deems not to be following University Rules. (Appeal may be made by the workers to the URPO.) Radiation Protection Supervisors 1 Appointment of RPS a The University will appoint one or more suitable radiation protection supervisors (RPSs) for the purpose of securing compliance with the Ionising Radiations Regulations 1999 in respect of any work carried out in any area made subject to local rules. The names of individuals so appointed must be set down in the local rules. For any controlled or supervised area (e.g. laboratory or group of laboratories) in which ionising radiations work is done an RPS must be appointed. b c The RPS must: i) be in a position to be aware of practice in the area; ii) be able to exercise supervision over that practice. The RPS will be appointed by the University on the advice of the URPO. 2 Role of RPS As stated in the Ionising Radiation Regulations (IRR 99) The RPS has a crucial role to play in helping to ensure adherence to the arrangements made by the radiation employer, and in particular supervising the arrangements set out in local rules. However, the legal responsibility remains with the employer and cannot be delegated to the RPS.

12 B:02 (3/3) July Absence of RPS a b During the temporary absence of an RPS the URPO or Deputy URPO should be contacted in the case of an emergency. If an RPS ceases to act as RPS before a new RPS is appointed then work with ionising radiations in that Department must cease unless appropriate arrangements have been agreed with the URPO.

13 B:03 Jul 2013 Holders of University Positions Tel: Pro-Vice-Chancellor with responsibility for Health and Safety Dr D Arrell 3171 David.arrell@port.ac.uk University Health and Safety Adviser/ Mr D. Wright 3440 David.wright@port.ac.uk University Radiation Protection Adviser And Radioactive Waste Adviser (all Departments with the exception of the School of Professionals Complementary to Dentistry): Mr M R Gooding rpadvice@phonecoop.coop Radiation Protection Adviser to School of Professionals Complementary to Dentistry Mr Michael Holubinka University Radiological Protection Officer: Prof J T Smith 2416 Jim.smith@port.ac.uk University Deputy Radiological Protection Officer: Dr Darren Gowers 2057 Darren.gowers@port.ac.uk

14 B:04 Jul 2013 Holders of Departmental Positions Radiation Protection Supervisors School of Biological Sciences Dr. D. Gowers School of Earth and Environmental Sciences Mr. J. Coyne Tel: School of Professionals Complementary to Dentistry Senior Technician Mr. S Rushby Centre for Radiography Ms. Shelley Blane simon.rushby@port.ac.uk shelley.blane@port.ac.uk

15 B:05 Jan 2007 Outside Agencies 1 The Health and Safety Executive (HSE) The HSE is primarily concerned with the health and safety of UK employees. HSE inspectors are responsible for seeing that the University complies with all the relevant health and safety Regulations. Inspectors may order the University to make improvements or to cease work and may take legal action against the University if Regulations are not being complied with. 2 Department for Environment, Food and Rural Affairs (DEFRA) The aim of this department is to protect and improve the environment. The Environment Agency acts on behalf of DEFRA and arranges for the issue of the Certificates that: i) limit the amount of radioactive material the University can hold; ii) govern the manner in which we may store it; iii) govern the routes we may use for disposal of waste. 3 Health Protection Agency (HPA) (formerly National Radiation Protection Board (NRPB)) Part of the centre for Radiation, Chemical and Environmental Hazards, the Radiation Protection Division carries out the Health Protection Agency s work on ionising and nonionising radiation. The HPA may be approached directly by the University for advice or assistance, although under normal circumstances the RPA would normally be able to offer advice as required.

16 B:06 July 2000 List of Ionising Radiations Protection Forms RPR1 RPR2 RPR3 RPR4 RPR5 RPR6 RPR7 RPR8 RPR9 RPR10 RPR11 RPR12 RPR13 RPR14 RPR15 RPR16 RPR17 RPR18 RPR19 Appointment of Radiation Protection Supervisors Classified Person Designation Non-Classified Category I designation Non-Classified Category II designation Registration of Ionising Radiation Work Registration of Ionising Radiation Personnel Unsealed Radioactive Materials record Sealed Source record card Radioactive Sources Monthly return Record of Monitoring Radioactive Substances Act (1993) Waste Disposal record Record of Radiation Workers in an RPS area X-ray alignment permit to work Undergraduate signatures Transfer of Radioactive Material for Disposal Consignment Certificate Log of Radioactive Material Consignments Certificate of Registration of Work Record of Training in Radiation Protection

17 C:01 Jan 2007 PRIOR RISK ASSESSMENT AND DELINEATION OF AREAS FOR WORK AND STORAGE Prior Risk Assessment 1 Prior to commencement of any activity involving work with ionising radiation, the University must make a suitable and sufficient assessment of the risk to any employee and other person for the purpose of identifying the measures he needs to take to restrict the exposure of that employee or other person to ionising radiation. General advice on the risk assessment is provided in paragraphs 36 to 58 of the Approved Code of Practice and further information is provided in Sections L:02 and L:07 of these rules. 2 The prior risk assessment should enable the University to determine the arrangements appropriate to the control of exposure to ionising radiation including: (a) what actions are needed to ensure that the radiation exposure of all persons is kept as low as reasonably practicable and below statutory limits; (b) what contingency plans are necessary to address reasonably practicable radiation accidents; (c) the need to designate specific areas as controlled or supervised areas and to specify local rules; (d) the need to designate certain employees as classified persons.

18 C:02 (1/2) July 2013 Controlled Areas 1 Every employer shall designate as a controlled area any area under his control which has been identified by an assessment made by him as an area in which - (a) it is necessary for any person who enters or works in the area to follow special procedures designed to restrict significant exposure to ionising radiation in that area or prevent or limit the probability and magnitude of radiation accidents or their effects; or (b) any person working in the area is likely to receive an effective dose greater than 6mSv a year or an equivalent dose greater than three-tenths of any relevant dose limit referred to in Schedule 4 in respect of an employee aged 18 years or above. 2 Designation of controlled areas is covered in detail by Regulation 16 and ACOP paragraphs Areas other than those defined in 1 and 2 (above) may be designated controlled areas on the advice of the RPA. In any such areas all Regulations and Rules for controlled areas apply. 4 Use of any controlled area is governed by controlled area rules and is under the supervision of the relevant RPS. In particular: a) the area should be physically demarcated or, where this is not reasonably practicable, delineated by some other means; b) all controlled areas shall be monitored at frequent intervals for external and internal radiation hazards; c) suitable and sufficient signs are displayed in suitable positions indicating that the area is a controlled area, the nature of the radiation sources in that area and the risks arising from such sources d) only classified persons (see sheet D:02) may enter a controlled area unless they are entering under suitable written arrangements approved by the URPO following consultation with the RPA; e) precautions must always be taken to limit the dose rate as far as is reasonably practicable during experimental work; f) all storage of isotopes should be as secure and as shielded as is reasonably practicable.

19 C:02 (2/2) July In emergencies, such as after a spillage, a Temporary Controlled Area may be declared by the RPO or the RPS. The RPO shall be the authority for that Area and shall issue any necessary written arrangements following consultation with the RPA. Under certain circumstances, for example during alignment of X-ray equipment, a Temporary Controlled Area may also be designated by a contractor. Under such circumstances supervision and control of the designated may be formally transferred to the contactor with the agreement of the URPO. 6 All amounts of isotopes in store, or being disposed of, inside a controlled area must be within the appropriate Department's allocations. List of Controlled Areas 1 Permanent Controlled Areas: Biophysics Hot Room St Michaels Building (SM1.55)

20 C:03 Jan 2007 Supervised Areas 1 An employer shall designate as a supervised area any area under his control, not being an area designated as a controlled area - (a) where it is necessary to keep the conditions of the area under review to determine whether the area should be designated as a controlled area; or (b) in which any person is likely to receive an effective dose greater than 1mSv a year or an equivalent dose greater than one-tenth of any relevant dose limit referred to in Schedule 4 in respect of an employee aged 18 years or above. Reg. 16 and ACOP paragraphs give further detail on the designation of Supervised Areas. 2 For open sources all laboratories where isotopes are stored and/or used shall be defined as supervised areas with the exception of undergraduate areas (see sheet C:04). The parts of each laboratory set aside for such storage or usage shall be described in Local Rules. 3 Use of any supervised area is governed by supervised area rules and is under the supervision of the relevant RPS. In particular: a) all supervised areas shall be monitored at regular intervals for external radiation hazards; b) suitable and sufficient signs giving warning of the supervised area are displayed, where appropriate, in suitable positions indicating the nature of the radiation sources and the risks arising from such sources; c) precautions must always be taken to limit the dose rate as far as is reasonably practicable during experimental work; d) all storage of isotopes should be as secure and as shielded as is reasonably practicable. 4 All amounts of isotopes in store, or being disposed of, within supervised areas must come within departmental allocations.

21 C:04 Jan 2013 Undergraduate Class Practical Monitored Areas Laboratory areas may be designated as supervised areas and set aside for undergraduate active work provided that: 1 all amounts of radio-isotopes in use within the areas are as low as reasonably practicable; less than supervised area limits and ideally less than one fifth of the maximum activity allowed for usage in a supervised area; 2 undergraduates only handle the minimum quantities of radioactive materials actually required to successfully conduct experiment(s); 3 no storage is allowed in undergraduate areas; 4 all supervised area rules and procedures apply to undergraduate areas.

22 C:05 Jan 2007 Warning Signs All warning signs shall comply with the following conditions: 1 standard trefoil signs only shall be used; the standard for the trefoil is BS 3510; 2 all areas where ionising radiation or radioactive material is present should be marked; 3 all signs should be large enough to be clearly visible at a safe distance; 4 all areas that have been monitored and confirmed to be free of radioactivity and are to be used for non-radiation work must have warning signs removed; 5 the doors of all rooms containing sources of ionising radiation must be marked accordingly; 6 signs should conform to the general practice set out in 'A Guide to the Safety Signs Regulations 1980' which is based on BS 5378; 7 signs should indicate the nature of the radiation sources and the risks arising from such sources. The requirements of Local Rules regarding warning signs and the posting of information about ionising radiations protection must be complied with.

23 D:01 Jan 2007 CATEGORIES OF WORKERS AND THEIR MEDICAL AND DOSE RECORDS Definitions of Types of 'Employees' 1 University of Portsmouth Employees The following persons, who may be exposed to ionising radiations from sources or machines within the responsibility of the University, are to be treated as University of Portsmouth Employees for the purposes of the Regulations: i) all full-time permanent or contract period academic staff; ii) iii) iv) all part-time or associate academic staff; all permanent or contract period, full-time or part-time, technical staff; all post-doctoral and post-graduate students and researchers whether on grants or contracts; v) all maintenance or other staff required to work in places where 'other persons' (see 5 below) would not be allowed; vi) final year undergraduates whilst undertaking projects involving work with ionising radiations in research laboratories. 2 Undergraduate Students Undergraduates and trainees aged 18 years or over are treated as University of Portsmouth Employees (see above) under the terms of the Regulations. (It should however be possible to plan all experiments so that dose limits for "others" (other persons) are not exceeded (see below). 3 Other Persons All other persons, whether an employee of the University or not, shall be subject to the dose limits and restrictions set out for 'other persons' in the Regulations. They shall not enter controlled or supervised areas. 4. Additional Requirements for Females All females exposed to any sources of ionising radiation must be made aware of the reduced dose limit to the abdomen during pregnancy and the requirement to inform the employer in writing as soon as possible after becoming aware of their pregnancy.

24 D:02(1/2) Jan 2007 Classified Persons 1 University of Portsmouth employees must be designated as Classified Persons if they are likely to receive an effective dose in excess of 6mSv per year or an equivalent dose which exceeds three-tenths of any relevant dose limit. (Regulation 20). 2 The employer shall not designate an employee as a classified person unless - (a) that employee is aged 18 years or over; and (b) an Appointed Doctor (appointed by the HSE under IRR99) or employment medical adviser (appointed under section 56 of the Health and Safety at Work etc. Act 1974) has certified in the health record that that employee is fit for the work with ionising radiation which he is to carry out. (NB: Undergraduates may not be designated as a classified person.) 3 The medical surveillance of classified persons has to be in accordance with Reg. 24, which includes the requirement that employees present themselves for medical surveillance and give the Appointed Doctor such information as is needed. 4 The process of classification shall be as follows: a) parts 1 and 2 of form RPR2 will be completed by the URPO and worker to be classified respectively; b) the URPO will arrange for a medical examination by the Appointed Doctor who will sign part 3. This process must be complete before the worker may act as a classified person. 5 Each classified worker shall contact the appointed Doctor before leaving the service of the University. 6 Entries relating to all medical surveillance must be entered in the worker's Health Record and will remain valid for a period of 12 months from the date when entered. 7 An employee who is aggrieved by a decision recorded in their health record has a right to apply for a review of that decision in accordance with Reg. 24 (9). 8 No classified person may be declassified except at the end of a calendar year.

25 D:02(2/2) Jan No employee of the University may act as a classified person when visiting another establishment unless they are already designated as a classified person by this University. 10 A classified worker shall wear a body TLD badge at all times when in controlled areas and when working with or near ionising radiation in other areas and shall wear other badges (e.g. finger badges) whenever appropriate. 11 The University will keep the health records, and the Approved Dosimetry Service (see sheet F:02) dose records, for every classified person for 50 years from the date of the last entry. 12 Classified persons, who plan to work with ionising radiations under the control of a radiation employer other than the University of Portsmouth are to provide prior notice to the URPO and shall only conduct such work under written approval of the URPO. It will be a duty of the Portsmouth University URPO to verify that risk assessments, local rules and procedures for such work are suitable and sufficient. 13 A termination record of doses will be sent to the classified worker and to their new employer (if any) on leaving the University. 14 A copy of this sheet shall be given to all University of Portsmouth classified workers.

26 D:03 Jul 2010 Non-Classified Persons (Category I) 1 A worker may be designated as a Non-Classified Person (Category I) if, in the opinion of the URPO: a) there would be advantage in issuing TLD dosimetry to the person for the purpose of monitoring doses accrued in supervised areas; and/or b) there is a requirement for the person to enter any controlled area for which written arrangements specify that TLD dosimetry is required as a means of assessing dose. 2 Designation of a Non-Classified Category I worker is made by the URPO. 3 Non-Classified Persons (Category I) workers shall wear a TLD badge at all times in Supervised and Controlled Areas unless an exemption is provided in writing by the URPO on the basis of the nature of the radiation to be encountered. 4 Non-Classified Persons (Category I) workers may only enter controlled areas of a radiation employer other than the University of Portsmouth under the written approval of the URPO. It will be a duty of the URPO to verify that risk assessments, written arrangements, local rules and procedures for such work are suitable and sufficient.

27 D:04 Jul 2010 Non-Classified Persons (Category II) 1 All persons who are subject to ionising radiations in their work, and who are not designated as Classified or as Non-Classified Persons (Category I), shall be designated as Non-Classified Persons (Category II) (except as in 3 and 4 below). 2 Designation of a Non-Classified Person (Category II) is made by the URPO. 3 The following may be designated as Temporary Non-Classified Persons (Category II): a) those on short courses at the University; b) final year undergraduates undertaking projects involving work with ionising radiations. 4 Undergraduates who may have limited exposure to radiation during class practicals (rather than final year/ longer term projects) need not be registered as Classified Persons, or Non-Classified Persons (Cat I or Cat II); 6 All Temporary Non-Classified II workers, and any Non-Classified Category II workers who are subject to trainee dose limits, may only handle the amounts of radioactive materials actually required for their experiment(s). 7 Non-Classified Category II workers may only enter controlled areas within, or away from, the University in accordance with a single-entry scheme of work issued by the authority for the controlled area. (If work away from the University requires a worker to be Classified the classification must be done through University of Portsmouth.)

28 D:05 Jan 2007 Visiting Employees (Contractors and Maintenance Staff) 1 Visiting Employees are those persons who are either self employed or regarded as an employee of another employer, who may be exposed to ionising radiations from sources or machines within the responsibility of the University. Of such persons only those designated as Classified persons by their own employer may act as a Classified Persons (see below) within this University. Visiting employees Visiting employees who are classified persons: a) shall not enter University of Portsmouth controlled areas unless the arrangements for Outside Workers as specified in IRR99 are met in full and the prior authority of the URPO is given in writing. b) may work in supervised areas with the prior written consent of the URPO; 2 Contractors (and their employees) and maintenance staff who are not classified persons: a) shall not enter University of Portsmouth controlled areas unless prior written authority of the URPO is given and written arrangements have been prepared which specify a suitable means of assessing and restricting individual dose. b) may work in supervised areas with the prior written consent of the URPO.

29 E:01 Apr 2013 UNIVERSITY AND DEPARTMENTAL MAXIMUM OPEN SOURCE HOLDINGS Radionuclide School of Biological Sciences School of Earth & Environmental Sciences University Total Tritium 250 MBq Phosphorus MBq Phosphorus MBq Calcium Carbon-14 50MBq Sulphur MBq Any other beta or gamma emitting radionuclide 50 MBq 50 MBq 250 DISPOSAL ALLOCATIONS Table of Departmental Disposal Allocations (a) Aqueous waste - monthly disposal limits (MBq) Section H-3 C-14 Ca-45 P-32 P-33 S-35 Other / emitters BioPhysics SEES 3 Total Limits

30 UNIVERSITY WASTE DISPOSAL ROUTES E:02 Oct 2009 Aqueous liquid Organic liquid Aqueous liquid can be disposed of via a designated sink but the disposals must be within the departmental monthly limits (see E:01). All such disposals are to be recorded. Insoluble organic liquid wastes must not be disposed of. No procedures giving rise to insoluble organic liquid waste should be carried out. Any planned work leading to the production of organic liquid waste must be authorised by the University Radiation Protection Officer who will assist in applying for the necessary authorisation. This procedure may take up to 6 months. Solid waste (excluding animal carcasses) THE DEPARTMENT CONCERNED WILL MEET ALL COSTS OF DISPOSAL. Normal refuse: This can be disposed of as normal refuse by mixing with inactive waste subject to the following limits: i) up to 4 MBq of C-14 and H-3, taken together, mixed with 0.1 cubic metre of inactive waste, provided no single item exceeds 400 kbq; ii) up to 400 kbq of "OTHERS" mixed with 0.1 cubic metre of inactive waste, provided no single item exceeds 40 kbq. Macerator: The University macerator may be used for the disposal of suitable solid waste provided that the disposal activity is within the department aqueous disposal monthly limits. All solid waste must be removed to the radioactive waste store within 2 weeks of production. Animal carcasses The University has an arrangement with the Portsmouth Hospitals Trust for the use of the Queen Alexandra Hospital incinerator. Please contact the URPO if you need to use this route. Suitable carcasses may also be disposed of by the macerator provided the disposal activity is within the department aqueous disposal monthly limits. P-32, P-33 and S-35 waste All single items of P-32, P-33 and S-35 waste which exceed an activity of 40 kbq must be taken to the URPO for safe storage for six months until the activity drops to a negligible level. Supervision of disposals The URPO will assume overall responsibility for the supervision of all disposals with the local help of Area RPSs and the University Radiation Technician.

31 F:01 Apr 2013 ROUTINE SERVICES TO BE PROVIDED BY THE URPO Supply of Rules, Local Rules and RPR forms 1 Rules: a) The URPO will arrange for a set of current University Rules to be sent to each new RPS on appointment. b) The URPO will circulate all holders of Rules with revised versions as they appear. 2 Local Rules: The URPO will distribute, via the appointed RPS, copies of the appropriate local rules to all employees working with ionising radiation. 3 Radiation Protection Rules (RPR) forms: Stocks of RPR forms may be obtained from the URPO.

32 F:02 Jul 2013 Relationships with Approved Dosimetry Service 1 Reg. 21 provides that an Approved Dosimetry Service should hold the dose records of classified persons. Where necessary, the URPO shall be responsible for making the necessary arrangements with such a Service. 2 TLD Badges shall be ordered, distributed and returned to the ADS through the URPO. 3 The ADS shall be instructed to send immediate notification of exposure of over one-tenth of the dose for the period in question that would, if repeated for the whole year, result in any relevant dose limit being exceeded. Such notifications to be sent to the URPO who shall notify the RPS. 4 All involvement of the University (Reg. 21, ACOP ) in ADS dose records shall be via the URPO. 5 Where necessary, the URPO shall make arrangements for the personnel monitoring of controlled areas designated on the basis of airborne contamination.

33 F:03 Apr 2013 TLD Badges for Non-Classified Category I Workers 1 The URPO will arrange with the appointed ADS (see F:02) for the supply of all TLD badges required for Non-Classified Persons (Category I). 2 The URPO will hold the dose records for such workers and investigate any unusual doses. The Radiography Department will hold dosimetry records for their personnel and students via their approved dosimetry service.

34 F:04 Jan 2007 Monitor Test Service 1 Reg. 19 requires that monitoring equipment used in all controlled and supervised areas should be thoroughly examined and tested annually, by or under the direct supervision of a Qualified Person appointed for that purpose. 2 The URPO shall arrange for the appointment of such a Qualified Person. 3 The URPO shall be responsible for drawing up the programme of testing for the Qualified Person to undertake. Records of testing shall be kept by the URPO with copies of relevant reports being sent on to the RPSs.

35 F:05 Jan 2007 Leak Testing and Disposal of Closed Sources 1 Leak testing a) Departments with closed sources are responsible for leak testing all sources with any dimension greater than 5 mm (ACOP ). The URPO or the Radiation Protection Unit will assist with this test if necessary. b) Each source should be tested at intervals of not exceeding two years. c) The method of testing should comply with ISO d) Details of such tests should be made and kept (Form RPR8) for at least two years giving: i) name of person carrying out test; ii) means of identification of source; iii) date of test; iv) reason for test (routine or for other stated reason); v) method (including pass fail criteria); vi) numerical result of test; vii) pass or fail result; viii) remedial action taken if fail; ix) signature of person carrying out test. (Note that if the leak tests are done by outside contractor, e.g. Health Protection Agency Radiation Protection Division, then costs are to be borne by the Department.) 2 Disposal of Closed Sources The URPO will arrange for the disposal of waste closed sources as appropriate.

36 F:06 July 2000 Training 1 Appropriate training is required by Reg. 14 and ACOP In-Department Training remains the responsibility of the RPS, but the URPO should be aware of the programme that is undertaken. If the URPO sees the need for additional training then the URPO should arrange it or cause it to be arranged.

37 F:07 Jan 2007 Other Services 1 Examination of Accident Dosemeters The URPO will arrange for the examination of accident dosemeters and the assessment of dose in accordance with Regulation Hazard Identification and Risk Evaluation The URPO will determine, through consultation with the RPA, the extent to which the Radiation (Emergency Preparedness and Public Information) Regulations 2001 apply. Where necessary, the URPO shall either conduct a Hazard Identification and Risk Evaluation or shall arrange, in association with a competent outside body, for the preparation of such an assessment. 3 Contingency Plans In the event that the Hazard Identification and Risk Evaluation (see above) concludes that a radiation emergency is reasonably foreseeable, the URPO will ensure that an operator s emergency plan, a carrier s emergency plan and/or an off-site emergency plan is prepared as appropriate. 4 Co-operation between employers Co-operation between employers required by Reg. 15 shall normally be via the URPO.