Guidance notes for the completion of 'Usage and Disposal' sheet and the 'Monthly Return' sheet

General

It is a legal requirement that records are kept by organisations using and disposing of radioactive materials (Radioactive Substances Act 1993). The Usage and Disposal sheet is a record for each batch of material used within the university. The record is only for open (unsealed) sources and excludes sealed sources. The Monthly Return sheet is a routine summary document compiled from the Usage and Disposal sheets in each laboratory – this document is the control mechanism to demonstrate that the university conforms to it’s registrations and authorisations under RSA 93. These authorisations track waste disposal down standard defined routes i.e. to air (gas), to sewer (aqueous) and transfers of waste (incineration for solid/liquid). No alpha emitters are permitted down these routes, only gamma or beta emitting radionuclides.

The Usage and Disposal sheet is a joint responsibility of the lab RPS and researchers using and disposing of material in that area. The Monthly Record sheet is the responsibility of the lab RPS (or deputy) to submit to the URPO on a monthly basis. The monthly return is important as it is the only mechanism to demonstrate compliance to our registrations/authorisations under RSA 93.

Usage and Disposal sheet

Download the Usage and Disposal sheet.

  1. Laboratory – identification of lab in which the radionuclide is used.

  2. Isotope – identity of isotope e.g. P32, H3

  3. Stock Location – identification of stock holding area i.e. fridge,freezer

  4. Activity on receipt – activity figure on delivery documents

  5. Date of entry to stock – delivery date to lab

  6. Batch Identity Code – code allocated by the Radiation Protection Service (URPO)

  7. Chemical Identity – a short description of the material e.g. dCTP, methionine

  8. Activity concentration – activity per unit volume in MBqml-1

  9. Supplier – source of the radionuclide e.g. Amersham

  10. Column- Date – Date of removal of aliquot and if occurring on the same day, disposal. If the disposal is on a different day this must be entered on a separate line.

  11. Column – Name – person removing and/or disposing of material.

  12. Column – Use – activity removed and remaining activity in MBq. This is activity before decay based on activity level when entered to stock.

  13. Column – Disposal – activity in MBq disposed of by specific routes. This is reported with no decay correction. Fractions of waste to the different routes will be determined in the experimental risk analysis – refer to the URPO for further information.

  14. Column – Reuse/transfer – these columns are used if the material is either re-used as new stock or transferred to another lab (within the campus). Use as new stock will require a new identity code (to be recorded on new and original sheets), this may be allocated locally, a new Usage and Disposal sheet will then be started for it. Transfer to another laboratory will also require new identification and a new Usage and Disposal sheet to maintain an audit trail.

Monthly Report sheet

Download the Monthly Report sheets:

  1. Area – identification of laboratory and month/year of return

  2. Isotopes received during the month – this is a monthly summary of radionuclides received in the laboratory, record is by isotope and activity in MBq.

  3. Amounts disposed of during the month – record against each isotope for disposal via the approved routes:-
                Solid – liquid scintillation waste and solid for disposal by incineration via the Radiation Protection Service
                Aqueous – sink disposal
                VLLW – very low level waste, ancillary laboratory material e.g. PPE (gloves), tissues

  4. Accumulation of radionuclides during the month – material held for experimental reasons (not in waste).

  5. Wipe test results – routine laboratory contamination checks for the month.