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10. Bylaws of the Radiation Safety Committee
The Radiation Safety Committee has the authority and responsibility delegated from the President for developing and maintaining a radiation safety program for the University to ensure the safe handling of ionizing radiation in the University’s instructional, research, and operational programs. It is the first duty of the Committee to ensure the safe use of any source of ionizing radiation employed within the jurisdiction of the President of Oregon State University. It is the second duty of the Committee to facilitate the use of ionizing radiation and to provide advice and counsel as requested. Among its duties, it shall recommend University policy with respect to radiation safety; establish standards and regulations for radiation safety at all University-controlled facilities; review and record safety evaluations of all activities involving ionizing radiation at University-controlled facilities and authorize those found to be acceptable; review annually the operations and procedures of Radiation Safety; and act as the statutory radiation safety committee required by the University’s state and federal licenses pertaining to radioactive materials and radiation generators.
Section 1. The membership of this Committee shall consist of not fewer than five but not more than ten members, and shall include the University’s Radiation Safety Officer and a representative of management.
Section 2. All members are appointed by the Vice President for Finance and Administration.
Section 3. Members-at-large are appointed for terms of three academic years. Depending on the size of the Committee, up to one third of the total membership shall be appointed each year, thus establishing a system of rotation in office. If a vacancy occurs in the Committee, the person appointed shall serve the unexpired term of the predecessor.
Section 4. Members shall be appointed on the basis of knowledge of the principles and practices of the control of hazards from the use of radiation, and on experience in the use of radioisotopes and/or radiation producing machines. Committee membership shall reflect the diversity of the scientific disciplines using ionizing radiation on campus.
Section 5. At a regular meeting held no later than June 30, the Committee members shall nominate candidates to fill vacancies among its membership created by the expiration of Committee tenure. The Chairman and the Secretary shall report to the Vice President for Finance and Administration no later than August 30.
Section 1. The Officers of the Committee shall be the Chairman, Vice Chair, and Secretary. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the Committee.
Section 2. The Chair shall be appointed by the Vice President for Finance and Administration to serve for one year or until a successor is chosen. The term of office shall be effective at the beginning of the academic year in September, or, in the case of a vacancy in the position, when appointed to the position. No Chair shall be eligible to serve for more than two consecutive terms.
Section 3. The Secretary shall be the Radiation Safety Officer.
Section 4. The Vice Chair shall be appointed by the Vice President for Finance and Administration. The Vice Chair will assume all responsibilities of the Chair in his or her absence.
Section 1. The Chair and the Secretary shall constitute the Executive Board. If the Chair is absent, the Vice Chair shall assume the Chair's position on the Executive Board.
Section 2. The Executive Board shall have general supervision of the affairs of the Committee between its business meetings, fix the hour and place of meetings, make recommendations to the Committee, and shall perform such other duties as specified in these bylaws. The Board shall be subject to the orders of the Committee, and none of its acts shall conflict with action taken by the Committee.
Section 1. There should be at least one regular meeting in each calendar quarter.
Section 2. Special meetings may be called by the Chair or Secretary and shall be called upon the written request of three members of the Committee. Except in cases of emergency, at least three days notice shall be given.
Section 3. In an emergency, meetings via the telephone or electronic communication are permitted. If action on such a basis is necessary, it must be ratified at the next regular or special meeting.
Section 4. A simple majority of the total membership shall constitute a quorum.
Section 5. If a quorum is not present at a regular committee meeting, voting may take place following the meeting via telephone or electronic communication. Non-attending members will be provided supporting documentation prior to voting.
Subcommittees, either standing or special, shall be appointed by the Chair as the Committee shall from time to time deem necessary to carry on the work of the Committee. The Chair shall be an ex-officio member of all subcommittees and task forces.
The Committee shall establish written procedures for:
Section 1. Possession and use of all sources of ionizing radiation at University-controlled facilities.
Section 2. Submission and processing of requests to authorize such possessions and uses. After considering the evaluation and advice of the Radiation Safety Officer, the Committee shall review and grant permission for, or disapprove of, the use of radioactive materials or machine sources of ionizing radiation within the University; approve or disapprove all specific users of radioactive materials and machine sources of ionizing radiation with the University; prescribe any special conditions that will be required during a proposed use of ionizing radiation, such as minimum level of training and experience of user, special facilities, and unusual monitoring requirements and attend to other matters as required; and recommend or require remedial action to correct safety infractions. Reviews and approvals may be made by the Executive Board in accordance with Article IV, Section 2.
Section 3. Annual reviews of Radiation Safety operations and procedures. The Committee shall, with the assistance of the Radiation Safety Officer, formulate and review the University training programs for the safe use of radionuclides and machine sources of ionizing radiation. The Committee shall inform the Public Health Division of any changes in Committee practices. The Committee shall ensure the maintenance of written records of receipts, transfers, and disposal of all radioactive materials in the University and the maintenance of an inventory of the total quantity of each radionuclide possessed by the University.
Section 4. Semi-annual reports. The Committee shall require and review semi-annual reports for the period from 1 July through 31 December and 1 January through 30 June by the Radiation Safety Officer, specifically including the following: a) a report on compliance with respect to the health and safety of workers and the public in the use of ionizing radiation, b) a summary report on personnel exposure to ionizing radiation, c) a summary report on radioactive waste disposal, d) a summary report on radiation safety surveys, and e) other items of significance to the radiation safety program.
Section 5. Periodic reviews of all radiation safety standards and procedures, and institution of changes whenever appropriate. The Committee shall require the preparation, distribution, and periodic maintenance of guides and the Oregon State University Radiation Safety Manual. The Committee shall require the Radiation Safety Officer to report conditions not in compliance with license requirements. The report will include a description of how the deficiencies are to be corrected. The Committee shall signify approval in writing.
Section 6. The Committee shall establish additional internal procedures as it deems desirable.
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Committee in all cases to which they are applicable and in which they are not inconsistent with these bylaws and applicable to this organization.
These bylaws may be amended at any meeting of the Committee by a two-thirds vote, provided that the amendment has been submitted in writing to the entire membership at least two weeks prior to the vote.