SECTION 7: Radioisotope Acquisition

• Purchases and Vendor Samples
• Loans and Transfers

Purchases and Vendor Samples (top)

1. Radioisotopes may be purchased by an "Authorized User" as long as the "Authorized User" has authorization for the specific radioisotope being ordered. The quantity of the order must be such that the amount ordered when added to the amount present in the "Authorized User’s" inventory (including wastes on hand) at the time of delivery does not exceed the authorized possession limit.
2. All requisitions for radioisotopes must have the explicit approval of the Office of Environmental Health and Safety before they can be processed by the Purchasing Office. All orders for radioisotopes must be placed with the vendor by the Purchasing Office. "Authorized Users" and their designates are not permitted to place orders directly with the vendor; however, "Authorized Users" and their designates are permitted to contact the vendor to obtain technical information about the product.
3. The "Authorized User" or his/her designate must become familiar with Purchasing Office procedures and with departmental radioisotope ordering procedures, since departmental ordering procedures may vary somewhat. The Purchasing Office provides training in its electronic purchasing procedures upon request.
4. If an order must be replaced, the "Authorized User" or his/her designate must call either the Purchasing Office or the Office of Environmental Health and Safety to request a replacement. The "Authorized User" is not permitted to request a replacement directly from the vendor.
5. On-Line Purchasing
   • An "Authorized User" or his/her designate may place orders for radioisotopes through the Electronic Purchasing System in accordance with procedures established by the Purchasing Office.
   • The Purchasing Office has established a deadline for the placement of orders each day. The deadline is specified in the Purchasing Office’s electronic purchasing procedures. Any orders placed by an "Authorized User’s" laboratory after that time will be handled the next day.
   • Orders for radioisotopes placed through the electronic purchasing system are automatically routed to the Office of Environmental Health and Safety. The Office of Environmental Health and Safety verifies that the "Authorized User" is authorized for that radioisotope and that the order will not cause the "Authorized User’s" possession limit to be exceeded. The Office of Environmental Health and Safety then routes approval of the order to the Purchasing Office.
   • If an order cannot be approved because the "Authorized User" is not authorized for that radioisotope or the order will cause the "Authorized User’s" possession limit to be exceeded, the Office of Environmental Health and Safety will contact the "Authorized User" or his/her designate to discuss and attempt to resolve the problem.
   • Purchasing Office procedures address the emergency situation in which the electronic purchasing system is not available because the mainframe computer is down.
6. Vendor Samples: When a vendor offers a free sample, the "Authorized User" or his/her designee must call the Office of Environmental Health and Safety to get approval before accepting the sample. It is not necessary to submit a requisition for free samples, but the Office of Environmental Health and Safety must verify that the "Authorized User" is authorized for that radioisotope and that the sample will not cause the "Authorized User’s" possession limit to be exceeded.

Loans and Transfers (top)

Loans and transfers of radioisotopes between Princeton University laboratories are permitted only to "Authorized Users." The Office of Environmental Health and Safety must be notified when transfers are made of such size that inventory and control procedures or health and safety considerations are affected.

Transfers of radioactive materials to an off-campus recipient must have the prior approval of the Office of Environmental Health and Safety. The recipient organization must provide proof of authorization (e.g., a license) for receipt and possession of the material to the Office of Environmental Health and Safety before the transfer can occur. Similarly, transfers of radioactive materials from any off-campus party or institution must also be approved in advance by the Office of Environmental Health and Safety.