Print “Lab List Updated mm-dd-yyyy.xlsx” located in ORS Files/Campus Survey
Ensure that the list of labs is updated including
comprehensive list of unsealed source labs
footnotes regarding status of labs is current
Generate preliminary inspection report from the EHSA Database
In the EHSA database select the “Inspections” tab
In the “Inspections” box, click “RAM Inspections” under “Reports”
Select “Preliminary Inspection – Generic”
For the start and stop date, use the date you are running the report
Enter one or more PI’s using the information from the “Lab List Updated mm-dd-yyyy.xlsx”
type the last name to quickly find a PI.
Use the up/down arrows on the screen or keyboard to navigate the list
hit enter to select the highlighted PI or click on the PI
repeat steps i-iii for all PI’s
Print the report for review prior to visiting the lab
Use this report specifically to
review any unsatisfactory items from the previous inspection to ensure they have been corrected
see if any of the personnel are overdue for Refresher Radioactive Material Safety
check that the total number of source vials in storage does not exceed the number shown in the “Specific Nuclide Inventory” section
compare listed survey meters with those physically present in lab; ensure within 1 year calibration period; turn on an confirm operable
Print Survey Maps in ORS Files/Campus Survey
Survey maps are organized by the machine that the smears are run on (LSC, LB5100, Gamma Counter); RS-117 (LB 5100 Rooms).xlsx, RS-117G (Gamma Rooms).xls, RS-118 (LSC Rooms).xlsx
Instruments used are based on sources that the PI is authorized for which can be verified against the “Preliminary Inspection - Generic” report
Yellow tabs indicate that the lab is on the lab list printed in Step 1.
Print all lab maps for labs that are on the lab list from section 1.
Filter Paper Smear Preparation
Place numbered smears in envelopes for labs requiring a contamination survey and attach to Survey Map with a paper clip.
Use the same number of smears as the previous map unless previous map was a de-activation survey, which generally has more. If unsure, ask an ORS staff member.
Adding the Inspections to EHSA in the EHSA database, schedule an inspection for each lab that it is required (inspections in the same building for the same PI should be combined in one inspection)
In the EHSA database select the “Inspections” tab
In the “Inspections” box, click the “Schedule Inspections” link
In the “Inspection Details” box
In the “Inspection Type” pulldown enter or select RAM
Select “View Labs by PI”
Type last name of PI
In “Inspector” Dropdown enter RSO (Steve Grimm). (note, this will be reassigned at the time of the inspection)
In “Permit Type” select RAM
Click the “Search” button
For PI’s with multiple labs, if the labs are in the same building, select the checkbox in the “Combine” column on the appropriate rows. (note do not combine separate buildings, because the inspection may be done by a different inspector on a different day)
For PI’s with a single lab, select the checkbox in the “Single” column
Click the “Schedule/Create” button
Supply Cart Preparation
An appropriately sized lab coat for each inspector
Boxes of nitrile glove appropriately sized for each inspector
Large Waste Bag
Small Waste Bags
GM and, if needed, ion chamber.
Tablet computer (or Inspection Checklist)
Extra Smears
Extra Smear Envelopes
Safety Glasses
Shoe Coverings
Cotton “Q-tips”
Postings
RAM stickers
No Eating or Drinking stickers
DNR Emergency Contact
Manila Folder
Campus Survey Smear Key
Small Radiation Stickers
Replacement Source Number Stickers
Notice to Employees
Scotch tape and/or double-sided tape for postings
Performing the Surveys and Inspections
Conducting a Survey
If two people, one person can do the inspection report, while the other collects the smears.
Inspection report
In EHSA database, click the “Inspections” menu icon, and then in the “Inspections” box, select “Inspections by Inspector”.
If you are returning to a previously started inspection, Leave the “Inspector:” drop-down as your name
If you are starting a new survey, select RSO (Steve Grimm) as the “Inspector:”
The “Category” dropdown should have RAM selected.
The “Status” dropdown should have Pending selected.
Click the “Search” button
Find the Building that has the inspections that you are conducting. Click the “View Inspections” button. Some buildings, have multiple inspections so you may have to click to verify that you are on the right inspection
Double-click on the line item with the correct rooms
On the first page:
Update “Inspection Date” to the current date of the inspection. Enter the same date in the "Date Completed" field.
Change “Lead Inspector” to your name. This is the person filling out the inspection checklist
Change “Inspector” to your partner’s name, if necessary. This is the person doing the contamination survey.
If a lab member is present and participated in the inspection with you by answering questions, etc., enter their name in the
“Accompanied By” field.
Click “Save and View Checklist”
All RAM labs must be inspected for the “Basic Requirements”. To start click the “Basic Requirements” disclosure button to view the items.
Each line item must have a response in the “Answer” column, which is the 6th column.
For the postings in a neighborhood lab, they should be present on any door that leads into the neighborhood area
If the Lab is enclosed and locked, then the “Neighborhood” lab questions should be “N/A”
If the lab is a neighborhood lab, then the “Enclosed” lab question should be N/A
If the lab is inactive and no unsealed sources present, then the “Contamination Survey” question is N/A
The “High Activity Sources Only” question should be N/A. This question is only answered when an inspection is being conducted in conjunction with Work Order 337, Survey/Inspect High Rad Sources.
For items found unsatisfactory, record what was seen as unsatisfactory in the field “Observations” and record the recommended corrective action to fix it in the field “Recommendation”.
If any item is Unsatisfactory, the inspection is for a PI with multiple labs, and the unsatisfactory applies to only some of the labs:
Select the row for the unsatisfactory item
Duplicate the item for each of the unsatisfactory labs
Answer the same question for each lab as Unsatisfactory
For the unsatisfactory lab(s) select the applicable room in the column “Lab/Building Name”
If any of the labs was satisfactory for the given item, be sure to mark it as Satisfactory and leave the column "Lab/Building Name" blank.
Answer the questions in the “Active Use of RAM” section as applicable.
If work in the lab is additionally governed by a Radiation Work Permit, answer the questions in the “Radiation Work Permits” section.
Complete other other inspections as necessary.
Conducting Contamination Survey
Mark the spots on the survey map that you will smear.
Smear at least 100 cm2 per smear
Hit
doors/door handles
refrigerators (inside refrigerator, freezer, and exterior of door(s))
lab work areas
floors in front of work benches
cabinets where waste is stored, and
RAM hoods.
For active labs the smear order is:
Bottom
Left
Right
Back
Sash interior
Bottom Lip (Apron) and Sash Handle
Exterior Glass and Control Surfaces
For inactive labs, generally one smear outside, one smear inside
Survey with portable meter
This radiation level survey is conducted in labs where the emitted radiation is energetic enough to potentially cause exposures above background at locations where Radiation Workers can stand in the lab. Survey locations where a portion of a person’s whole body (as defined for dose and dosimetry) can be near storage refrigerators/freezers/cabinets/waste containers/etc. If a reading ≥ 3x background is measured, document the reading on the survey map and check “No”. Otherwise, check “Yes” at the “External radiation levels of all areas < 3x bkg?” portion of the map
The appropriate meter is based on the isotopes that the PI is working with and is on the map. Document the meter used in the applicable fields at the top of RS-117, RS-117G, or RS-118, as applicable.
General logic:
H-3 and C-14 radiation levels aren’t measured due to low energy of the emitted beta particles
P-32 and other high energy beta emitters are detectable with a GM pancake probe
alpha-sources (Th and U-235) with gamma ray and mid to high energy beta emissions are detectable with a GM. The alphas are only detectable if unshielded and within a few centimeters of the probe.
Neutron sources require a neutron detector
Ba-133 and other isotopes for which gamma ray emissions are the primary concern require an Ion Chamber if GM readings are above 3x bkg
Analyzing Smears and Recording/Reporting Smear and Survey Results
Analyzing the Contamination Survey
Upon return from a campus survey the smears must be counted on the appropriate machine.
Must be done the same day the samples were collected so that identified contamination issues can be promptly addressed
Preparing Smears for Counting
LSC Smears
Place 20 mL LSC vials in rack(s)
Place smears in vials and add 10 mL fluor
Label the first vial cap with the Building/Room in which the smears were taken, the date, and the number “1”.
Label the subsequent vials sequentially with “2”, “3”, etc.
If there are more than 12 vials to run for a given protocol, label the first vial of each additional rack as indicated for the very first vial in the first rack, but with the number “13” for the second rack, “25” for the third, etc.
LB5100 Smears
Place the smears with the “dirty”, smeared side up in the planchet in the trays. When stacking the trays for loading into the LB 5100, stack from the bottom up starting with the first smear. Be sure to use sequentially numbered trays when possible.
Gamma Counter Smears
Prep the Smears
Insert the gamma counter vials (located below the gamma counter) into the appropriate rack, loading the rack slots from right to left. This is opposite how the racks are loaded for the LSCs. Appropriate means that the Rack Number corresponds to the protocol number for the RAM of concern. Protocol numbers are shown in the photo
Roll the smear and insert in the vial. Do not put in scintillation fluid.
Run background protocol, protocol one, first, it is only necessary to run one once a day. If one is running multiple surveys, make photocopies of the background report
Use the flag that is marked on gamma counter computer
After the gamma counter is run, print the report:
On the printer, press "FF/Load" once
Press "Tear" once. You will see the perforation just above the guide.
Tear off the paper
Press "Tear" once
The paper is now reset for the next protocol run
Reporting Results of the Contamination Survey
LSC Reports
LSC survey results are recorded in an Excel Workbook “ORS Files\Campus Survey\ RS-118 (LSC Rooms)” that was used to print the maps originally.
Find the appropriate map corresponding to the measured survey report
Update the map header information:
Date information should correspond to the date that the survey was conducted; again all efforts should be made to run the smears the day they were collected
For the LSC’s, make sure to update the LSC Machine name and Serial number, because these can and are run on different machines from quarter to quarter
For the Channel Background
Find the LSC Daily entry that corresponds to the day that the contamination survey report was counted on the LSC.
Refer to the “Region Counted”. It will either say, “A”, “A+B”, or “A+B+C”
Region A = 0-15.6 keV, Region B=15.6 keV to 256 keV, Region C-256 keV to 2000 keV.
If the “Region Counted” entry is channel A, which means the radiation source is low energy (like H-3), then enter the background for just channel A, and the Channel A Efficiency (ie the tritium efficiency). This is used because it is conservative
If the “Region Counted” entry is A+B, or A+B+C, then enter the daily background values from the respective channels in equation form and enter the C-14 efficiency for the channel efficiency.
Example. For 8/3/2020 LSC A’s daily report was:
If the “Region Counted” was A, then Channel Background would be 8.6 and Channel Efficiency would be 55.47%
If the “Region Counted” was A+B, then Channel Background would be “=8.6+18.6” which will result in 27.2. The Channel Efficiency would be 95.91%
If the “Region Counted” was A+B+C, then Channel Background would be “=8.6+18.6+11.5” which will result in 38.7. The Channel Efficiency would again be 95.91%
Enter Portable Survey Meter information if survey was required
Type of meter
Serial number
Calibration due
Background
Units
Update the digital map in the Excel file to reflect the handwritten map by moving the location bubbles appropriately
Enter the report results in the digital Survey map. Enter the results data based on the “Region Counted”, A, A+B, or A+B+C. Make sure to enter it in equation form, i.e. “=A_value+B_value+C_value”. This makes it easier to check for inaccurate entries.
LB5100 Reports
Sign the LB5100 Sample Report
Record LB5100 smear results in “ORS Files\Campus Survey\RS-117 (LB5100 Rooms)”
Update the header information
Date information should correspond to the date that the survey was conducted; again, all efforts should be made to run the smears the day they were collected
Confirm the LB5100 calibration date and update if necessary
Enter alpha and beta background and efficiency information from the LB5100 header information
Enter Portable Survey Meter information if survey was required
Type of meter
Serial number
Calibration due
Background
Units
Update the survey bubble location on the map to reflect where the actual surveys were taken
Modify the data table shown below as needed to record the data
Enter the starting tray number shown in the smear report above in the tray location.
Usually, samples were run in sequential trays so only one tray number entry (shown in red) is necessary to update.
Sometimes the actual trays are not sequential and so the tray counts in the table will have to be hand edited.
If the tray number were not sequential previously, and are this time, reset the cells to automatically calculate the number based on the previous tray count.
Enter LB5100 alpha and beta results as shown above.
Gamma Counter Reports
Generate Inspection Letters
In EHSA database, click on the “Inspections” button
In the “Inspections” box, select RAM Inspections
Select the “RAM Campus Survey Results Letter - Active Labs”
Select the first date of the month of the campus surveys
Select the last date of the month of the campus surveys
Run the report
Print the report
Attach to Work Order Package
Final Survey Map/Results Summary
Print the completed survey map/results summary for each lab.
Complete the Work Order
Print cover sheet for Work Order 074.
Collate the sheets for the Work Order as follows
For each survey type (LSC, LB5100, and/or Gamma Counter) attach:
Final Survey Map
Contamination results
Inspection Letters
The map used for the original survey
Turn in completed work order to an ORS staff member for review; after review is complete, the work order will be forwarded to the RSO for final review.
