Charge to the Administrative Panel on Radiological Safety

(October 1998)

The Administrative Panel on Radiological Safety is responsible for the review and approval of all University research and teaching activities involving the use of ionizing, ultraviolet, laser and microwave radiation. The Panel's objective is to ensure the safety of personnel and the general public and to ensure that all such activities described in the previous sentence are carried out in compliance with all applicable University policies and external regulations. The Panel's areas of oversight include the acquisition, use, storage, transfer, and disposal of radiological hazards and the relevant training of personnel.

The Panel's jurisdiction includes the use of sources of radiological hazards (as defined below), by Stanford faculty, staff, students and/or visiting scientists. In addition, the Panel may be asked by the University to review research protocols on behalf of other institutions with which Stanford has formal affiliation agreements including, for example, UCSF Stanford Health Care and the Veterans Affairs Palo Alto Health Care System. (Note: SLAC maintains its own procedures in accordance with U.S. Department of Energy regulations.)

The Panel shall assess suspected or alleged violations of protocols, external regulations, or University policies on the use of radiological hazards. Activities in which serious or continuing violations occur may be suspended by the Panel. In such cases, the Panel will immediately notify the affected investigator(s), the Director of Environmental Health & Safety, the relevant school dean, the Vice Provost and Dean of Research and Graduate Policy, and others as required by University policies and external regulations.

The Panel is responsible for exercising the authority delegated to it by the Vice Provost and Dean of Research and Graduate Policy under the University's broad-form licenses from the State of California and the Nuclear Regulatory Commission.

All projects that involve radiation shall be reviewed by the Panel regardless of the source of funding. The Panel may approve proposed radiation use with or without modifications, or withhold approval of all or any portion of the proposal.

Upon request, the Panel shall review and comment on proposed external regulations dealing with radiological safety. When appropriate, the Panel will formulate draft policies and procedures for approval by the appropriate University bodies and promulgation by the Vice Provost and Dean of Research and Graduate Policy.

Radiological Hazards:

"Radiological hazards" as described in this Charge refer to those exposures to electromagnetic and charged particle radiations that could cause harm to persons. Also included as radiological hazards are lasers, ultraviolet light sources and microwave generators. Included in the sources of such hazards are devices or machines that produce ionizing radiations, e.g., X-ray machines, particle accelerators and radioactive materials, which are subject to licensing or registration by state or federal authorities. Not included are electrical energy sources such as capacitors, high voltage sources or acoustical energy sources.

Local Control Committees (LCC):

Joint delegation of authority to authorize limited scope radiation projects by Departments or Schools and the Panel is allowed. Department Heads or Deans of Schools may propose establishment of a committee to review and approve projects under the jurisdiction of the Department or School. The establishment of such "Local Control Committees" and their membership are subject to review and approval by the Panel.

The following guidelines are established to aid the Panel in the exercise of its responsibilities:

1. The Panel shall adopt a set of bylaws which describes Health Physics' responsibilities and the Panel's authority, responsibility, membership, and specific functions. A current copy of these bylaws (April 1990) is attached.
2. The Panel shall provide guidelines for and review the functioning of LCCs for radiological hazards. The Panel shall also provide for review of controlled radiation activities not under the jurisdiction of any LCC.
3. The Panel shall provide a continuing review of the University's Health Physics Program. Recommendations pertaining to the administration and support of Health Physics shall be submitted to the Director of EH&S and the Vice Provost and Dean of Research and Graduate Policy.
4. All research protocols involving the use of sources of radiological hazards shall be available for review by any member of the Panel.
5. The Panel shall maintain records of research protocol reviews and minutes of meetings, including records of attendance and Panel deliberations.
6. The activities of this Panel are subject to the Guidelines on Confidentiality of Administrative Panel Proceedings (copy attached).

In cases of dispute with respect to procedures or decisions of the Panel, appeals may be made to the Vice Provost and Dean of Research and Graduate Policy for mediation with the understanding that the University may not approve an activity if it has not been approved by the Panel.

The Panel is appointed by the Vice Provost and Dean of Research and Graduate Policy and shall be made up of members selected for their expertise in radiation science including: a representative from each of the Local Control Committees (usually the LCC Chair); a graduate student, preferably with previous radiological safety experience, nominated by the ASSU Committee on Nominations; and any others who may be invited to serve when their expertise is required.

Voting ex officio members shall include representatives of: the Department of Environmental Health & Safety (Radiation Safety Office) and SLAC (person of senior rank named by the Director). Nonvoting ex officio members shall include representatives of the: Department of Environmental Health & Safety (Associate Vice Provost), Office of Vice Provost and Dean of Research and Graduate Policy, and Stanford Hospital and Clinics.

The term of membership on the Panel is a 12-month renewable period beginning October 1 through September 30.

The Panel reports to the Vice Provost and Dean of Research and Graduate Policy . The Radiation Safety Officer is the institutional official responsible for the day-to-day operation of the radiation protection program.

The Panel shall meet as necessary to conduct its business but no less than twice annually. The Chair shall submit an annual report of Panel activities and deliberations to the Office of the President by October 1st of the following year.

The Health Physics Office shall be responsible for providing administrative staff and technical assistance to the Panel.