PRINCIPAL INVESTIGATORS AND X-RAY REGISTRATION

Operation of analytical x-ray equipment must be performed under the supervision of a Principal Investigator (PI) whose x-ray use has been approved by Auburn University’s Radiation Safety Committee (RSC). An approved individual or PI can be a faculty or staff member that is knowledgeable in the operation of analytical x-ray equipment. Any individual intending to use analytical x-ray equipment in their laboratory must first apply to obtain authorization to possess or operate x-ray equipment and provide all necessary documentation (e.g. Standard Operating Procedures (SOPs)). All applications will be reviewed and approved by the Radiation Safety Committee. Users may be granted interim approval by the Radiation Safety Officer (RSO).

ANALYTICAL X-RAY EQUIPMENT ACQUISITION, REGISTRATION, AND TRACKING

Prior to acquiring, purchasing, or moving analytical x-ray equipment, PIs must notify The Radiation Safety Officer (RSO) in advance to assess the intended space and to ensure that minimum safety requirements are met. The RSO will then arrange to meet with the x-ray supervisor to obtain the information needed to complete the state registration process. Analytical x-ray units are registered with the State by notifying the RSO.

Each x-ray unit on campus must have a Standard Operating Procedure on file with the Radiation Safety Office. The SOP serves as written step-by-step instructions necessary to accomplish the analysis and must be available to all x-ray users and students, as applicable. These procedures must provide instruction for sample insertion and manipulation, equipment alignment, routine maintenance, and any data recording procedures that are related to radiation safety. The PI is expected to ensure no individual operates the analytical x-ray equipment in any manner other than that prescribed in the normal operating procedures. Any procedure, maintenance or alignment that requires access to the primary x-ray beam with any local component of the system disassembled or removed requires prior approval by the Radiation Safety Office.

The PI must notify the RSO prior to moving, transferring, or disposing of any x-ray unit. The RSO will provide further instructions regarding the required forms and procedures to be followed. For disposal or transfer of an analytical x-ray unit through University Surplus, the PI must notify the RSO in advance of the pick-up or transfer and comply with the procedures. Equipment should not be transferred to Surplus until the RSO has been notified and formally released the unit for proper disposal.

OVERVIEW

The local components of an analytical x-ray system must include sufficient shielding or access control such that no radiation levels exist in any area surrounding the local component group which could result in a dose to any individual that may be present in excess of the dose limits specified in applicable Auburn University, State, and/or Federal regulations. For systems utilizing x-ray tubes, these levels shall be met at any specified tube rating.

X-RAY TRAINING

X-ray safety training is required for all personnel using x-ray equipment at Auburn University. Training for x-ray users includes instruction in the basic principles of x-ray radiation protection and the applicable policies, procedures, and regulatory requirements. Completion of Auburn University x-ray safety training is required for all users, regardless of training at other institutions.

Analytical x-ray safety training is conducted in two parts and must be done consecutively:

1. The initial Analytical X-Ray Safety Training is available on BioRAFT.
2. Hands-on equipment-specific training provided by PI or x-ray supervisor. This training must emphasize lab-specific protocols and safety, the security of radioactive materials, and lab-specific emergency procedures and document by completing the Certificate of Training for each x-ray user.

All personnel, including students, using x-ray equipment at the university must complete refresher X-Ray Safety Training in BioRAFT every other year. Annual X-Ray Safety Training helps the Radiation Safety Office keep track of current and/or active x-ray users. Additional vendor-provided equipment training may be required by the RSO.

EMERGENCY PROCEDURES FOR X-RAYS

• If an individual suspects they have received an x-ray beam exposure or other non-beam injury, they should first seek immediate medical attention without delay.
• When possible, close the x-ray beam shutter and/or turn off the x-ray system.
• Notify RSO at the first opportunity. Contact RSO at 334-844-4870.
• If there is a fire, pull the fire alarm, evacuate the building and call 911.
• The equipment supervisor of the injured individual(s) should be notified to ensure action is taken to prevent any further injury to other personnel.
• Do not resume x-ray unit operations without RSO approval.
• In addition, the following information must be furnished to the Third-Party Administrator (TPA):
  • Copy of employee’s health insurance ID Card.
  • Explanations of Benefits (EOBs) provided by the insurance company.
  • Receipts for any out-of-pocket expenses incurred such as co-pays, deductibles or over-the-counter medication expenses, etc.
  • All correspondence should include – employee’s name, the name of the TPA adjuster and the claim number assigned to the individual claim.

Employees are encouraged to retain copies of all EOBs, receipts, or other expense records sent to the TPA.

PERSONNEL MONITORING

To monitor exposures and to ensure adherence to ALARA practices, area monitors will be provided by the Radiation Safety Office. These area monitors must be posted in close proximity of the x-ray equipment. The Radiation Safety staff will exchange these dosimetry devices on a semiannual or quarterly basis. It is the responsibility of the PI to ensure dosimetry is returned to the Radiation Safety Office in a timely manner for processing.

RADIATION SURVEYS

Upon installation of the equipment, the Radiation Safety staff performs quarterly radiation surveys of all analytical x-ray systems to demonstrate sufficient compliance. Radiation surveys can be performed as needed basis afterwards following any change in the initial configuration, number, or type of local components in the system, following any maintenance requiring the disassembly or removal of a local component in the system, and any time a visual inspection of the local components in the system reveals an abnormal condition. RSO may require additional radiation surveys whenever an area monitor shows a significant increase over the previous monitoring period or the readings are approaching the limits specified by state and federal regulations.

EMERGENCY PROCEDURES FOR X-RAYS

• If an individual suspects they have received an x-ray beam exposure or other non-beam injury, they should first seek immediate medical attention without delay.
• When possible, close the x-ray beam shutter and/or turn off the x-ray system.
• Notify RSO at the first opportunity. Contact RSO at 334-844-4870.
• If there is a fire, pull the fire alarm, evacuate the building and call 911.
• The equipment supervisor of the injured individual(s) should be notified to ensure action is taken to prevent any further injury to other personnel.
• Do not resume x-ray unit operations without RSO approval.
• In addition, the following information must be furnished to the Third-Party Administrator (TPA):
  • Copy of employee’s health insurance ID Card.
  • Explanations of Benefits (EOBs) provided by the insurance company.
  • Receipts for any out-of-pocket expenses incurred such as co-pays, deductibles or over-the-counter medication expenses, etc.
  • All correspondence should include – employee’s name, the name of the TPA adjuster and the claim number assigned to the individual claim.

Employees are encouraged to retain copies of all EOBs, receipts, or other expense records sent to the TPA.