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Radiation Use Authorization (RUA)

Overview

Authorization to purchase, store, and use of any source of ionizing radiation must be obtained from the IRSC. Trained and experienced principal investigators that are qualified to supervise the use of radiation sources at KAUST can be designated by the IRSC as Authorized Users. To become an Authorized User, a faculty member must submit a Radiation Use Authorization application to the IRSC.

The written authorization to use sources of ionizing radiation is referred to as a Radiation Use Authorization (RUA) and is an important component of the KAUST Radiation Safety Program. All documentations and information regarding RUAs are available on theresearch compliance webpage.

Authorized User

Authorized User is a KAUST faculty or a department leader of KAUST Core Labs who have been approved to use radioactive materials or radiation emitting devices by the IRSC. The authorized user (also known as the RUA holder) must follow the approved procedures and conditions stated in the authorization. RUA is granted for 3 years for radioactive materials based on evaluation of the radiation safety record by the RSO. The user must reapply for the new RUA before the current permit expires.

The RUA holder is responsible for the safe use of the radiation source(s), and strict compliance with the contents of the Radiation Safety manual, the provisions, and requirements of the NRRC technical radiation safety regulation (NRRC-R-01), and the university general radiation license. He/she must ensure that all persons working under his/her supervision have received proper radiation safety training and are aware of the radiation hazards associated with their activities. The RUA holder must also ensure that these persons observe the guidelines and procedures set forth in KAUST Radiation Safety Manual.

Radiation Worker

  • A radiation worker is anyone who uses radioactive materials (RAM) or radiation producing machines and has received radiation safety training and specific radiation use procedures from the RUA holder.
  • Some of the responsibilities of the radiation worker includes:
  • Ensuring they have completed the required training for radiation safety (online or live course and laboratory specific training) and are registered as “radiation users”.
  • Complying with all established safety rules detailed in the Radiation Safety Manual, Local Rules and other applicable policies and procedures.
  • Wearing appropriate PPE as necessary.
  • Ensuring that any other persons that can be potentially exposed are also wearing appropriate PPE if necessary.
  • Using all available safety controls (e.g. shielding, interlocks, etc.) to keep radiation exposure ALARA.
  • Ensuring that radioactive substances are secured (e.g. by locking them away in the laboratory when not in use).
  • Notifying the RUA holder, RSO and possibly the Lab Safety Representative (LSR) of unsafe conditions in the laboratory, and all known or suspected radiation related accident.

Applying for a new RUA

Requests for use of radioactive materials and/or radiation producing equipment (RPE) are initiated by the prospective PI by submitting the applicable application documents. These requests are processed as follows:


A. RUA for Using and Procurement of Radioactive Material (including equipment containing sealed sources) The PI must submit an RUA-RAM application form to the IRSC via IRSC@kaust.edu.sa or to the RSO via hse@kaust.edu.sa .


As part of the application, the authorized user must ensure that the following documentations are submitted:

  1. Completed and signed RUA Application Form (RUA-RAM)
  2. Standard Operating Procedures - this document details experimental protocols, Isotope(s), amount(s), and form(s) proposed for the experiment or project. This information will be reviewed by the RSO to ensure that the University does not exceed the quantity specified in the KAUST license. If the amount desired will cause the University to exceed the amount specified in the General Radiation License, a request for a license amendment will have to be made to the NRRC to proceed with the authorization. This will lengthen the time to approve the RUA.
  3. Local Safety Rules - this document provides all the safety information such as radiation risk assessment of the experiment, Anticipated radiation levels and release of radioactive material to the laboratory/natural environment, Proposed monitoring instruments/procedures to be used, proposed radioactive waste handling/disposal protocols, location floor plan, RSO contact details, dosimetry requirement, radiation protection measures in place, and emergency procedures. Templates are available on the research compliance webpage
  4. Radiation workers/users list (Require completing Radiation Worker Registration Form for every user)

B. RUA for Working with X-ray Radiation Producing Equipment For new SEM/TEM or X-ray producing devices, the PI must request a purchase approval from the IRSC before applying for a RUA. To apply for a new RUA, the PI must submit an RUA-RPE application form to the IRSC via IRSC@kaust.edu.sa or to the RSO via hse@kaust.edu.sa


As part of the application, the authorized user must ensure that the following documentations are submitted:

  1. Completed and signed RUA Application Form (RUA-RPE)
  2. Standard Operating Procedures - this document details how to use and operate the equipment including emergency procedures.
  3. Local Safety Rules - this document provides all the safety information related to the equipment such as RSO contact details, dosimetry requirement, safety measures in place (e.g. equipment is shielded, equipment has interlocks, etc.) and emergency procedures. Templates are available on the research compliance webpage or can be requested from the RSO.
  4. Radiation workers/users list – list names of users who will be working on the equipment and their training documentations.
  5. RSO radiation survey report – radiation monitoring for X-ray leakage. This is done during installation and commissioning of the equipment.
  6. Radiation equipment Purchase approval (for X-ray producing equipment) – radiation risk assessment of the proposed device.

The entire authorization review and approval process typically takes 2-3 weeks. A RUA approval letter will be sent to the PI by the Research Compliance team after the IRSC approves the application.

RUA Renewal

The RUA for X-ray producing equipment has no expiration day and is valid as long as the equipment is in use by the RUA holder. The RUA for radioactive materials is valid for a period of 3 years and must be renewed using the forms available on the research compliance webpage. The RUA holder will be contacted by research compliance at least two months before the RUA’s expiration date. The RUA holder must then fill the renewal application form and submit it to the research compliance team. The renewal process includes an assessment of users training, laboratory compliance history, instrument calibrations, and records. Based on this review, the IRSC grants renewal or conditional renewal. If the renewal is conditional, the RUA holder has a specific period of time to address the requirements. Once the renewal is approved, the IRSC sends the renewed RUA to the RUA holder.

RUA Suspension

A RUA may be suspended following non-compliance of safety rules or dangerous activity involving the use of ionizing radiation by the IRSC. Examples of non-compliance resulting in suspension of the work with ionizing radiation are:

  • Misuse of sources of ionizing radiation that has or could result in unintended exposure to ionizing radiation to a user, staff or member of public.
  • Intentionally disabling or removing safety interlocks.
  • Operating a radiation-producing equipment or using radioactive substances without an RUA
  • Use of ionizing radiation in a location not approved on the RUA.
  • Use of ionizing radiation by non-authorized users.
  • Failure to obtain the required training.
  • Failure to report a radiation incident to the RSO.
  • Failure to comply with the KAUST radiation safety procedures and RSO instructions.
  • In case of non-compliance, the IRSC or RSO under delegation from the IRSC informs the RUA holder and requires him/her to take remedial actions. The RUA holder will have a defined time period, which will depend on the severity of the non-compliance, to address the remedial actions.
  • If after the defined time-period, the actions have not been completed, the IRSC may suspend the license and inform the RUA holder as well as the Dean or facility manager. The RUA will only be re-instated following review of the completed actions by the RSO and approval by the IRSC
  • If after the defined time-period, all actions have been completed, the IRSC will reinstate the RUA by sending a formal letter to the RUA holder as well as the Dean or facility manager.

Amending Your Authorizations

The RUA holder must apply for an amendment to the RUA for any of the following circumstances:

  • Adding or deleting an authorized location for radioisotope use.
  • Increasing or decrease the authorized possession limit.
  • Amend the authorized chemical or physical form.
  • Amending the authorized experimental protocol or to add a new experimental protocol.
  • Adding new radioisotopes.
  • Replacing the X-ray source.
  • Amending the name of the RUA holder.

Please contact the RSO at hse@kaust.edu.sa to discuss the amendment process.

Resources

RUA Procedures RUA-RAM Application (For radioactive material) RUA-RPE Application ( For SEM/TEM and X-ray producing equipment) RUA Termination Form Radiation Worker Registration Form Radiation users list