Working closely with a CAES point-of-contact (POC), PIs decide on the level of project planning documentation that is appropriate for their project. Also, the POC will familiarize the PI with the core set of hazards and mitigations that are in place for each lab, which are already accounted for and only need to be referenced in the project planning documentation. Project planning is based on a graded approach. In all instances the work planning process will systematically address the required elements of the CAES standard for work control:
• Activity/Task descriptions
• Risk and controls
• Waste generation
• Emergency Procedures
• Exit Strategy
In the case of routine low-risk work that is researcher controlled, the PI is required to simply document confirmation that the performer has the skills, experience and/or training to perform the work safely using the Researcher Controlled Activity template
In other more complex cases that entail more risk, the PI is required to document work activity hazards, mitigations, and controls. A Project Plan shall be developed using the Project Plan template. Each project plan shall be approved by the principal investigator’s home organization before it is submitted to CAES for review and approval.
Research Involving Radiological Materials
Project using radioactive materials will provide a description of the rad work to be performed in the lab using the form RPR 13 and should also include, when applicable:
- A list of the radionuclides to be used in the lab, activities (quantities), chemical/physical forms (sealed, unsealed, powder, liquid, solid…) and ALI’s
- Brief description of experimental objectives and methods, with justification for the specific radionuclides and quantities
- Description of facilities where radiation sources will be used and stored, including rooms, fume hoods, shielding and security arrangements; include diagram of proposed layout
- Description of the equipment to be used for rad work
- Description of the proposed operating or handling procedures used for the safe use and exposure control of radioactive material
- Description of radiation survey instruments that will be readily available for contamination and exposure control, and description of analytical instruments that will be used
- Description and estimated quantities of radioactive wastes to be generated. Identify if any radioactive wastes will also contain any hazardous materials, as defined by the EPA. See the ISU Hazardous Waste Policies and Procedure Manual.
- Proficiency/Training requirements for researchers and how they can be met
- Demonstrate to the satisfaction of the RSO and the RSC that he or she has had sufficient training and experience in the safe use of radiation sources and knowledge of radiation instrumentation necessary to monitor those sources.
Note: To accelerate the timeline for commencement of research, during the Initial Approval (Phase 1) and Create a Project Plan processes, the RSO has the discretion to grant interim approval for a project. The written interim approval describes the scope of radiological work and activities that may be performed prior to final approval of the project plan and formal approval of the project by the ISU Radiation Safety Committee.
Each project that uses radiological materials must have a designated responsible user. A Responsible User (RU) is an individual authorized by the ISU Radiation Safety Committee (RSC) to acquire and use specific radiation sources, and to supervise such use by others. An individual is designated to serve as a responsible user only after they provide the RSC with a detailed plan for the proposed use of radiation sources including secure storage, safe handling, control of exposures and appropriate waste disposal methods. The RU must update such information by means of periodic revisions or renewals of the authorization request as required by the Committee. In addition, the RU is required to demonstrate to the satisfaction of the RSO and the RSC that he/she has had sufficient training and experience in the safe use of radiation sources, and must acknowledge and accept in writing responsibility for:
(a) instruction in radiation protection practices for all personnel working with radiation sources and/or within facilities for which he or she is responsible
(b) acquisition of equipment, supplies and services necessary for the safe use of radiation sources
(c) security against misuse or theft of radiation sources as is consistent with established policy promulgated by the RSC
(d) maintaining accurate inventory records for all radionuclides, including acquisitions, uses, transfers, records concerning disposals and records necessary for any decay estimation required. Only the TSO staff, with written approval from the RSO, may dispose of radioactive materials.
(e) performing regular bioassays, exposure and/or contamination surveys and records as appropriate to the nature of the radiation use and as specified by the RSO
(f) notification of the RSO of any accident, injury or abnormal incident related to radioactive materials or radiation producing machines.
(g) arranging for authorization of another individual (alternate responsible user) to assume the preceding responsibilities, or to suspend or terminate all radiation uses, prior to any extended absence
Responsible User applicants should complete the appropriate forms and plan and submit them to the RSO. The CAES POC for a project will explain the RU application process, as needed.
For equipment operation, the level of documentation is determined by the type, complexity, hazards of operation, and nature of application. The Equipment Standard Operating Procedure template shall be used unless otherwise negotiated with your CAES point-of-contact.
Submit project planning documentation packages to your CAES POC.
Additional supporting information for INL researchers is available by clicking the following links:
• CAES Laboratory Research Frequently Asked Questions
• Analysis of Form 420.15 “Non-DOE ISMS Infrastructure Worksheet,” requirements with respect to activities being performed at the Center for Advanced Energy Studies (CAES).
CAES training is implemented at four levels: facility, core laboratory, lab-specific, and project-specific. The current required training for the first three levels and unescorted laboratory access are implemented through the CAES Training and Access Management System (TAMS).
Home Institution Permissions
The PI is to plan work in accordance with his or her home organization process, while at the same time meeting all CAES requirements.