There are a few ways that a new Radiation Worker can be added to EHSA. The first is importing the worker information from a Form B submitted online. The second way is to manually enter the information provided on a print version of the Form B. The third way involves updating information for a previously existing worker. This can be done both with an information import or manual entry from print information.

Remember to revisit Worker Setup to make sure all items have been completed.

[collapsed title=Form B Processing/Training Coversheet]

Training 

The Form B is required to be signed by the Rad Worker at the time of training.

• For those users that are not using IEN equipment and require an AU signature, the form B will be scanned and sent to the AU via DocuSign.
• Trainers can print the Form Bs prior to the class for those who have signed up for training and submitted a Form B. Currently copies of Form Bs are sent via email to ORS staff. A copy is also available in the EHSA database.
• The trainer will need to bring a computer & printer to class for those attendees that need to complete a Form B during the training.  

Post Training

HP Techs will process training records as normal according to the training record cover sheet.

• HP Techs will use DocuSign to obtain any missing signatures from AUs.
• HP Tech will ensure all Form B duplicates/multiple entries are processed or deleted appropriately.
• For large training classes HP Techs may use an excel spreadsheet to track the progress of each trainee’s training packet (Form B & Test). The signed outline is no longer required. An outline is attached to the training sign in sheet prior to filing.
• Each Monday the HP Techs will print and email/burst the “Form B Letter to AU” report generated in the EHSA database. This report includes the names of the trainees that were attached to an AU during the previous week. The printed copy of the report will be placed in Admin box for filing.

Training Record Review

The reviewer is responsible for reviewing the training packets for errors and confirming the trainee’s name appears on the “Form B Letter to AU” report previously sent.

• There may be rare occasions when the trainee will not be listed on the report due to a delayed signing of the Form B by the AU. In these cases the reviewer will hold on to the individuals training record until the following Monday.

Form Bs not imported in EHSA for a particular class

Form Bs not associated with a particular class will be reviewed on an individual basis to ensure that they are processed correctly.

Workers who have taken training.

1. If worker is adding a new AU, send the Form B to worker and AU via DocuSign for signatures
2. Import Form B into EHSA and attached new AU once Form B is signed.

Workers who have not taken training.

1. Import Form B into EHSA without sending for signatures and do not attach an AU.

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[collapsed title=Worker Application Import]

1. Go to "Workers">"Worker Application Import"
2. Select "Pending" in the "View" drop down box
3. Scroll to the Form B to be imported
4. In the first column, click the "Import Worker" or "Update Worker" link, whichever is showing.
   • "Import Worker"
     • An "Application Requirements" box will display. Click "Continue Edit"
     • Fields that were filled out in the Form B will be populated automatically. Additionally complete any fields from "Add Worker" below.
   • "Update Worker"
     • A "Select Worker Information to Import" box will display
     • Compare the information in the "Import Value" column with the "Current Value" column and check the box in the "Change Value?" column if you wish the accept the new import value.
     • Click "Apply"
     • An "Application Requirements" box will display. Click "Continue Edit"
     • Fields that were filled out in the Form B will be populated automatically. Additionally complete any fields from "Add Worker" below.

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[collapsed title=​Enter Information Manually]

1. "Workers"> Workers > Add+
2. Enter the following fields that are currently used:
   1. GT ID#. This is not their Buzzcard number, but can be found on Techworks, their paycheck, etc.
   • If there is not GT ID#, enter their unique ID # from their organization.
   1. Other ID - this is their CAS ID, which is their GT login (for example, jdoe3)
   2. Salutation is optional - usually reserved for Drs.
   3. First Name & Last Name
   4. Full Name
   • If the name was initially misspelled, click the down arrow and select the properly spelled name.
   1. Suffix, if applicable
   2. Enter Date of Birth & Gender
   3. Worker Type (Lab Worker)
   4. Start Date
   • This is usually the date they took the RAM or X-Ray class, not the date they signed up for it.
3. Click Contact Information tab
   One of these addresses must be an address we can mail a letter to. Any international address should be put under the Contact Notes tab.  If there is only one complete mailing address, add it under the Home tab. 
   1. Under Room tab, enter work address, city, state, zip, email, and any phone numbers provided.
   2. Under Home tab, enter home address, city, state, and zip.
   3. Under Contact Notes tab, enter nicknames, any other useful information, extra email address, international address, etc.

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[collapsed title=Hardcopy Paperwork Checks]

Form B​
If the signature is in pencil, copy the Form B, and staple it above the original.

GT ID

• 9 digits
• In the right format, i.e. starting with 900, 901, 902, or 903
• If they don’t have a GT ID, another ID (can be part of their social). Make a note “In database as ###”, another 9 digit number.

GT Account Username

Usually in the form of first initial, last name, number

Last Name & First Name

Both are filled out and don’t seem swapped

Date of Birth

• Seems reasonable, i.e. not 2017
• If 17 or younger, notify RSO

Sex

One of the two is selected

Email

Seems reasonable and follows expected format

Cell Phone

10 digits

Lab Phone

• Not required
• If present, should be an on-campus phone number

GT Address

• Not required
• On-campus office OR on-campus housing OR local Atlanta address one could commute from daily
• P.O. Box is fine if permanent address is in United States

Permanent Address

• Local Atlanta address OR parent’s address in United States OR international address
• One of the two addresses must be an address we can mail a letter to. This means not an international address, and not an on-campus office.
• Check zip codes that don’t make sense, or for any addresses that don’t have them listed.

I will be using…

• Something should be here – isotopes, type of x-ray machine, etc.
• If they mention an x-ray machine that isn’t covered by their Form Bs, ask them, and get the required Form Bs. If you aren’t sure, ask ORS Staff.

Laboratory

This should be filled out, if they know where the lab is.

Employment

This is what their status is, not their boss’s.

Research Advisor

Not required

Principal duties…

Not required

Previous Employers

• If they have written anything here, check the dates of employment.
• We need a prior exposure form from them if they:
  • Received a radiation badge from anywhere in the last 12 months, and
  • Are being issued dosimetry here.
• Email them if you aren’t sure about the dates, or to ask if they actually received a badge. Most people haven’t actually been badged. If they reply that they were not badged, write “No badge issued” and put your initials next to the list of previous employers.

Radiation Worker Signature

This must be present.

Authorized User Signature and Name

• Both of these must be present unless their AU is IEN. Write IEN, and stamp “Signature on File” in the box for the AU signature.
• Write in the name of the AU if they haven’t, or if the person signs on behalf of an AU and the AU’s name is not there (e.g., if Masood Ebrahimi signs as the AU, print Yolande Berta and write “for Dr. Berta” next to Masood’s signature)
• If you don’t know the name of the AU from their signature, check the training record to see the AU they listed, or ask CT.

Personnel Monitoring

If they are being issued a badge or ring, check off the appropriate boxes and write in their Badge ID (participant #), issued from Landauer.

Exposure within 1 year

Check the appropriate box if they have listed GT or none.

Training

• Check off the box next to the type of training they completed, and write the date.
• For RAM training, this is the date of the classroom training.
• For Clinac training, mark the box for x-ray, and write “Clinac” near it.

Form H

• Required when they will be issued dosimetry.
• Filled out completely and signed.
• If they don’t give their social, it should be their passport number with country noted.
• If social is missing, contact them for it. If they don’t want to give it to you, refer them to the RSO.

Request for Prior Exposure

• Need at least a company name, we can look up address.
• Find address for company’s Radiation Safety Office or whoever will respond with dosimetry records. Some addresses are located in the Prior Exposure folder in ORS files. If you find a new address, add it to the files.
• Need their name, dates of employment, and social in the letter.
• Need their signature and date at the bottom.

Training Outline

Attendee

Their name, printed or signed

Date, Instructor

These must be present

Test

Name, Date, Authorized User

These must be filled out. You can do this if they didn’t fill them out.

Score

Percentage, written in red pen

Rest of test

Errors marked, partial credit marked if given

Certificate

• Certificate paper is in Tray 4 on the Canon copier/printer;  print to Tray 4
• Sticker in top right of certificate
• Shouldn’t look bad, i.e. crooked, bad printing job, etc.
• Only for classroom trainings (RAM, X-Ray, Clinac), not RAM Hands-On

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[collapse title=For All New RAM or XRAY Workers]

1. Enter the following fields:
   1. Full Name
   2. Department (if known)
   3. Start Date
      • This is usually the date they took the RAM or X-Ray class, not the date they signed up for it.
2. Fix the the following fields:
   1. GTID if N/A, etc.
      • Look up at gtid.gatech.edu
   2. Address
      • Make it over multiple lines, if appropriate.
      • Spell out any abbreviations.
   3. First and last name
      • Not all caps
3. If the worker is receiving Dosimetry, Click Dosimetry Tab
   1. Enter Landauer Participant number in Dosimetry ID link
   2. Select Issued under Ring Badge and Whole Body badge as needed.
   3. Select Thyroid Bioassay and Urine Bioassay as needed.
4. Select Attach PI
   1. Choose PI from Select PI dropdown
   2. Click attach for the correct Permit listed underneath the PI
   3. Select the correct Function (RAM Worker, X-Ray Worker, etc.) for the "Function"
5. Click "Save"
6. Add their training in RosterTech (Steve, Gary, Christina, or Will can do this). It automatically transfers to EHSA at 6:55am.

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[collapse title=Updating the E-mail Notification List for Submitted Form Bs]

When a user submits a Form B, Radiation Worker Registration, a notification e-mail is sent with a pdf copy of the submitted Form B attached.  This notification e-mail generally is distributed to ORS Staff and the HP Tech e-mail account. 

To update this e-mail notification list, login to the Report/Questionnaire Builder using the instructions at How to Access Report Builder & Questionnaire Builder | Environmental Health & Safety (gatech.edu).  Once logged in, click on the Questionnaire Builder icon and a menu with three items will pop up.  Select "Web Questionnaire Builder".

In the "Show Questionnaire Category" drop menu, select GTRAD, and then click the "Edit" button.  There is a section labeled "Super Reviewers for this category".  The current recipients of the notification list are there.  If you wish to add another contact,

1. Click the "Add" button
2. Select the contact in the "Reviewer" drop menu.
   • If the contact you want to add is not in that list, click "Add" in the dialog box that pops up when you click on the "Reviewer" drop menu.
     • Fill in at least the "Reviewer Name", "Phone", and "E-mail" fields.
     • Click "Save"
   • Click "Save"
3. Click "Save"

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