RADIATION PROTECTION IN RADIOTHERAPY

RADIATION PROTECTION IN RADIOTHERAPY IAEA Training Material on Radiation Protection in Radiotherapy Part 18: Radiation Protection Program PRACTICAL EXERCISE IAEA Post Graduate Educational Course Radiation Protection and Safe Use of Radiation Sources

Objectives of Part 18 • To become familiar with the basic structure of a radiation protection program • To understand the components of an effective radiation protection program in the context of radiotherapy • To understand the role of a radiation safety officer and a radiation safety committee • To appreciate the importance of education and training for radiation safety Part 18, Practical 1

Part 18: Radiation Protection Programme IAEA Training Material on Radiation Protection in Radiotherapy Practical 1: Formulate the Terms of Reference for a Radiation Safety Committee in your Institution IAEA Post Graduate Educational Course Radiation Protection and Safe Use of Radiation Sources

Contents • Radiation Safety Committee objectives • Terms of Reference - what needs be be in there Part 18, Practical 1

What Minimum Equipment is Needed? • Pen and paper • IAEA TECDOC 1040 • Handouts to Part 18 of the course Part 18, Practical 1

Radiation Safety Committee • The typical role of the RSC is to: • oversee the institutional radiation safety program • advise and review local rules relevant for radiation protection • review radiation exposures to staff, and to investigate abnormal exposures • review new, and research applications of radiation • review and investigate radiation incidents and accidents • ensure appropriate reporting of radiation incidents • monitor all databases relevant to radiation safety • radiation equipment/sources • occupationally exposed persons • accidents, incidents and near misses • advise management on radiation protection matters Part 18, Practical 1

Terms of Reference (TOR) • Important document for every committee • Outlines both objectives (why are we meeting?) and procedures (who meets how often?) Part 18, Practical 1

Typical headings for TOR • Aim/objectives • Organisational relationship • Membership • Officers • Procedures Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures One or few major aims, for example: To promote optimal care and safety for patients, staff and public in all areas where ionizing radiation is used. To participate in and contribute to the hospital quality assurance programs. Typical headings for TOR Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures Objectives are more specific. A typical list would be the one used to characterise RSCs earlier in the slide presentation Typical headings for TOR Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures Need to specify to whom the RSC is responsible, e.g.: executive management OHS committee Need to specify who will report to the committee, e.g.: radiation safety officer Typical headings for TOR Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures Need to specify who must be a member: A radiation expert A representative from senior management Representatives from radiation areas OHS? Human resources? Typical headings for TOR Part 18, Practical 1

Typical membership • the RSO (usually chair of the RSC) • representatives of radiation-users (head clinician of ‘radiation departments’ - nuclear medicine, radiology, radiotherapy) • representative from other radiation professionals (radiographers, radiotherapy technicians) • representatives of management (essential for resource allocation and effective decision making) • representative of nursing (in particular where brachytherapy is performed) • the institutional occupational health person • human resources (potential to disseminate information) • others as appropriate (maintain option to co-opt members as required) Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures At least two officers should be specified: Chairperson (typically the RPO) Secretary (should be one of the members) Typical headings for TOR Part 18, Practical 1

The driving force Must be well educated and trained in radiation safety (not necessarily in radiotherapy) Typically the radiation protection officer Typical duties chair formal meetings act as a contact person for urgent matters arising between formal meetings advise on Radiation Safety Issues respond to correspondence and requests from other institutions or bodies pass on relevant information to others Chairperson Part 18, Practical 1

Aim/objectives Organisational relationship Membership Officers Procedures Frequency of meetings Quorum Agenda and minutes (who is responsible) Decision making process Evaluation Typical headings for TOR Part 18, Practical 1

Frequency of meetings • Should be at least 6 times per year • More often if required • There should be an option for extra-ordinary meetings (e.g. due to accident) which can be called by • chair • secretary • licensee Part 18, Practical 1

Attendance/quorum • Key members must be present to allow effective decision making • Representatives may be an option • Quorum for decision making should be realistic but must be more than half the members (therefore only relevant persons should be members) Part 18, Practical 1

Agenda/minutes • Must be in writing • Agenda • available prior to meeting • Minutes • available a specified after the meeting • must be accepted and signed Part 18, Practical 1

Decision making process • How are motions proposed and carried? • What majority must a motion have? • How can the terms of reference be altered? Part 18, Practical 1

Evaluation • It is important that the RSC reviews its activities regularly (annually is suggested). This includes procedures and an assessment as to how well the objectives are met. • Evaluation could result also in a formal report which can be forwarded to management Part 18, Practical 1

Questions? Let’s get started... Part 18, Practical 1

RADIATION PROTECTION IN RADIOTHERAPY