Radiation Safety Committee
Terms of Reference
1. Approval: Upon recommendation by the Vice-President (Research), who has signing authority for the University with respect to radiation safety matters, these terms of reference for the Radiation Safety Committee were approved by the Administrative Committee, on July 6, 2005.
2. Reporting Structure: The Radiation Safety Committee reports to the University of Ottawa Board of Governors’ Committee on Health, Safety and the Environment through the University’s Administrative Committee, by way of the Vice-President (Research).
ROLE AND RESPONSIBILITY
3. Office of Risk Management, Environmental, Health and Safety: Under the oversight of the Radiation Safety Committee, the University of Ottawa’s Office of Risk Management, Environmental Health and Safety implements and administers the Radiation Safety Program for ionizing and non-ionizing radiation (the “Program”) in compliance with federal, provincial and University regulations pertaining to the use, storage, handling and disposal of radioactive materials (open and sealed sources) at facilities regulated under the University of Ottawa’s Radioisotope License(s) issued by the Canadian Nuclear Safety Commission (CNSC). This also includes other radiation-emitting devices including, without limitation, lasers and x-ray devices. For the purposes of these terms of reference, the Program includes,
(a) approval of applications for use of radioisotopes and radiation-emitting devices and issuance of permits authorizing such use (“Permits”);
(b)purchase processes for radioactive materials;
(c) management of transportation of radioactive materials;
(d)training as appropriate;
(e)radiation safety inspections of laboratories;
(f)advising on radioactive decontamination;
(g)management of laboratory decommissioning;
(h)management of laser and x-ray safety programs;
(i)management of the handling, transportation and disposal of radioactive waste;
(j)regulatory reporting to CNSC and other regulatory agencies and reporting to the Radiation Safety Committee;
(k)any other matter related to radiation safety carried out by the Office of Risk Management, Environmental Health.
4. The Radiation Safety Committee: The Radiation Safety Committee is established by the University to,
(a)Oversee the Program, recommend changes, and provide direction to the Office of Risk Management, Environmental Health and Safety, as required;
(b)Authorize the Office of Risk Management, Environmental Health and Safety to grant and/or renew internal Permits with or without conditions to ensure compliance with regulatory requirements, the University's Radioisotope License(s) and the Program;
(c)At the request of the Director, Office of Risk Management, Environmental Health and Safety, review laboratory protocols or Permit requests of an unusual, particularly hazardous, or complex nature and make an appropriate recommendation;
(d)Authorize the Office of Risk Management, Environmental Health and Safety to revoke, suspend, or amend Permits upon the recommendation of the Manager, Radiation and Biosafety as necessary to ensure compliance with regulatory requirements, the University's Radioisotope License(s) and the Program. Such an order must be complied with immediately and will stand while under dispute and pending reconsideration by the Committee;
(e)Re-consider Permit orders issued by the Office of Risk Management, Environmental Health and Safety that are under dispute. Upon such reconsideration, the Committee may confirm, modify, set aside the Permit order and may require whatever actions it deems necessary, including temporarily or permanently revoking the Permit; imposing conditions that must be met prior to the recommencement of use; imposing new conditions on the use;
(f)Review reports from the Office of Risk Management, Environmental Health and Safety concerning any incidents involving radioactive material or radiation emitting devices and recommend preventative measures to the Office of Risk Management, Environmental Health and Safety and to Board of Governors’ Committee on Health, Safety and the Environment through the Administrative Committee if deemed necessary;
(g)Review results of external and internal inspections. Provide recommendations to the Office of Risk Management, Environmental Health and Safety and to Board of Governors’ Committee on Health, Safety and the Environment through the Administrative Committee if deemed necessary to resolve gaps identified or identify any policy changes required;
(h)Review and, at its discretion, approve annual reports submitted by the Office of Risk Management, Environmental Health and Safety to regulatory agencies;
(i)Recommend to the Office of Risk Management, Environmental Health and Safety and to Board of Governors’ Committee on Health, Safety and the Environment through the Administrative Committee if deemed necessary, policies, procedures, standards, guidelines and programs to ensure compliance with regulatory requirements, the University's Radioisotope License(s) and the Program;
(j)Advise the University through the Administrative Committee on any issue relating to the Radiation Safety Program including any need for additional resources to establish, maintain or improve the Radiation Safety Program;
(k)Create ad-hoc committees as it considers appropriate consisting of such members of the Radiation Safety Committee and or other members of the University’s community as it deems appropriate; and
(l) Seek the advice and additional expertise as needed in order to fulfill its role.
MEMBERS
5.The Radiation Safety Committee is composed of the Chair, Dean/Director Members, Researcher Members, Resource Members and Additional Members (collectively referred to as “Members”) and as more particularly set out below:
(a)Chair:
Vice-President (Research) or Associate Vice President (Research) as delegate
(b)Dean/Director Members:
(i)Vice-Dean Research or the Assistant-Dean Research & Special Projects , Faculty of Medicine, as delegate of Dean
(ii)Vice Dean, Faculty of Science, as delegate of Dean
(iii)Vice Dean Research & Development , Faculty of Engineering, as delegate of Dean
(iv)Director, Animal Care and Veterinary Services
(c)Researcher Members are researchers who hold Permits and who are appointed by the Chair, upon nomination by the Dean of the Faculty concerned:
Three (3) from the Faculty of Medicine, including representation in area of Neurosciences research conducted at the University of Ottawa
One (1) from the Faculty of Engineering
One (1) from the Faculty of Science
(d)Resource Members (or delegates):
(i)Director, Research Grants and Ethics
(ii)Director, Office of Risk Management, Environmental Health and Safety Service
(iii)Manager, Radiation & Biosafety, Office of Risk Management, Environmental Health and Safety Service
(iv)Manager, Occupational Health, Disability and Leave
(v)Legal Counsel
(e)Additional Members are those individuals who are appointed as a Member at the discretion of the Vice-President (Research) and who may be external to the University. There may be no more than two (2) Additional Members.
6.Membership Term: The term of membership of the Chair, the Dean/Director Members and the Resource Members is for an indefinite term. The term of membership of the Researcher Members and the Additional Members is for term of up to three (3) years, which may be renewed or extended once at the discretion of the Vice-President (Research).
7.Authority of Vice Dean Research or equivalent position: The Vice Dean or Associate Dean members act as representatives of their Dean and Faculty and must report to their Deans. The Dean must delegate the authority to the Vice Dean or Associate Dean members as required to enable the Committee to meet its mandate and transact its business.MEETINGS
8. Frequency of Meetings: The Members shall meet no fewer than three (3) times a year, the timing of which shall be at the call of the Chair. Special meetings may be called at any time by the Chair at the Chair’s discretion or upon request by the Office of Risk Management, Environmental Health and Safety. The manner and conduct of the meetings of the Radiation Safety Committee shall be determined by the Chair and may be held in person, by telephone conference or by email as appropriate in the circumstances.
9. Minutes and Secretarial Services: The Office of Risk Management, Environmental Health and Safety Service shall arrange and organize the meetings of the Radiation Safety Committee. It shall assign a person from that Office to act as the secretary for the Radiation Safety Committee and whose responsibilities shall include the following:
(a)provide written or e-mail notification of regular meetings three weeks prior to the meeting and providing a reminder, the meeting agenda and all written documentation at least five days prior to the meeting. This requirement may be waived by the Committee on a simple majority vote.(b)upon a request made by the Chair, send the notice of additional meetings to the members of the Radiation Safety Committee, the meeting agenda and the documents required for the meetings;
(c)record of the minutes of the meetings and sending the draft minutes to the members of the Radiation Safety Committee for their approval;
(d)prepare the necessary documentation relating to any action item (letters, reports, etc) for the signature of the Chair;
(e)act as custodian of the documentation brought before the Radiation Safety Committee.
10.Voting: Dean/Director Members, Researcher Members and Additional Members of the Committee shall have the right to vote. In the event of a tie vote amongst the duly-appointed, voting, members, the Chair shall cast the deciding vote. Resource Members are non-voting members of the Committee.
11. Quorum: Quorum shall be 50% plus 1, of the Members eligible to vote.
AMENDMENTS
12.Any amendments to these terms of reference must be made in writing and approved by resolution of the Administrative Committee.