Authorization of Ionizing Radiation Sources

Possession and use of radiation-generating machines requires an X-ray Registration with DRS and is only allowed following approval by DRS. Radiation-producing machines must be registered with the Illinois Emergency Management Agency (IEMA). DRS serves as the liaison with IEMA and will complete the registration for all machines on campus. Campus units are responsible for entering and updating all required information in the X-ray registration system. Campus units are also responsible for paying the annual registration fee for their machines.

Submitting an X-Ray Registration

Enter the X-ray Registration system.  For a new registration, create at least one project/group and enter all radiation-producing machines with their use or storage locations. Provide sufficient detail for reviewers to be able to evaluate risk and safety measures. Once all information is entered, submit each project/group for review.

DRS may inspect proposed use locations to ensure the areas are effectively shielded and safety measures are adequate. For high hazard applications, DRS may consult with the RLSC. Once all questions and safety concerns have been resolved, DRS will approve the application on behalf of the RLSC Chair. By submitting a registration, the applicant acknowledges their acceptance of the responsibilities associated with the permitted activities.

Amendments and Deactivation

X-ray registrations must be reviewed annually by the Registrant or their personnel to make sure all information is accurate and updated. Any new radiation-producing machine or changes to existing equipment must be entered online in the X-ray registration system. Any radiation-generating machine must be registered with DRS prior to use. A machine that is no longer in use may be locked out by DRS placing a lockout box on the power plug or marked as inoperative if it is incapable of producing radiation. Doing so will result in a waiver of the annual registration fee for the responsible campus unit.

When a machine has been removed from campus, delete it from the registration and provide the date and route of removal. Once all changes have been made, submit for review. Notify DRS when a registered machine or experimental setup utilizing a registered machine is modified, resulting in a potential change to required shielding or precautions.

When all radiation-producing machines have been removed from a registration and no work with radiation is planned in the future, a registration can be deactivated by marking all projects as complete.

Training Requirements

Registrants are responsible for ensuring that all users of their radiation-producing machines are properly trained. All users are required to complete the DRS online training X-Ray Safety or Veterinary X-Ray Safety at intervals not to exceed 12 months. In addition, Registrants are responsible for providing specific training on their equipment and procedures. Training should include:

• Health problems associated with exposure to ionizing radiation.
• Lab-specific precautions or procedures to minimize exposure.
• Purposes and functions of protective devices and survey meters employed.
• The Registration conditions and requirements.
• Worker’s responsibility to promptly report any condition that may lead to or cause a violation of the regulations or cause an unnecessary exposure.
• Actions to take in the event of an emergency.
• Radiation exposure reports that workers may request.
• Review of safety features including interlocks, warning lights, and markings and procedures for their periodic checks.
• Required documentation of operation logs. 

Records of this instruction must be maintained by the Registrant for audit by DRS personnel or for inspection by state regulatory personnel. 

References

X-Ray Safety Manual

Documentation of safety checks