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ordering procedures
Radioisotope Ordering Procedures & Package Delivery
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Ordering Procedures
To order radioactive material you must use the
Requisition to
Purchase Radioactive Material form.
Orders received after 12:00 noon will be placed the next working
day.
VEHS will only accept requisitions from the Principal
Investigator or authorized representative. VEHS will
verify that online requisitions are from an authorized PI or
representative and printed requisitions must be signed by the
principal investigator or representative (authorized signature).
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Procedure for
Receiving Free Radioisotope
Each Principal
Investigator of radioactive material is required to notify
VEHS in advance of
receiving free radioactive material. This can be done by
completion of a "Requisition to Purchase Radioactive Material"
form. Indicate the "Cost/Unit" as free on the
"Requisition to Purchase Radioactive Material" form. (See
Ordering Procedures.)
Procedure for Transferring Radioisotopes to Vanderbilt
(For VA Medical Center or other institutions)
Each Principal Investigator
of radioactive material is required to notify VEHS in advance of
receiving transferred radioactive material. This can be done by
completion of a "Requisition to Purchase Radioactive Material"
form. Indicate the "Cost/Unit" as transfer on the
"Requisition to Purchase Radioactive Material" form.
(See
Ordering Procedures.) VEHS
will send the Radioactive Material Usage Log (pink sheet) for
the transferred radioisotope by campus mail. Top of page
Billing
In
order to consolidate the radioactive material orders, VEHS must use
one purchase order number for each vendor.
VEHS will mail you an invoice for the radioactive materials
you have purchased and charges will be sent electronically to
Accounts Payable. There
will be two charges on the invoice, one for the cost of the product
and one for the shipping and handling cost.
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Package
Delivery
After
VEHS has received and processed your order, it will be delivered to your
laboratory. A trained radiation worker must be present to
receive the radioactive material package when VEHS arrives at your
lab. If no one is there, the package will not be delivered.
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Completing
Radioactive Material Usage Logs (Pink Sheets)
The Radioactive Material Usage
Log form is distributed by VEHS with every new stock vial of radioactive
material delivered to the Principal Investigator (PI). One entry is required to
be logged into the RAM Usage Log form for each aliquot used from the stock vial.
This form must be continually updated until the disposal of the radioactive
material stock vial(s).
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Enter the initial volume taken from the stock vial into the “Volume” blank provided at the top of the RAM Usage
Log.
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For each aliquot taken from the
stock vial, log entry on row of RAM Usage Log starting with “Date Used” and
“Volume Used”.
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Log “Activity Used (uCi)” on
form. “Activity Used (uCi)” is calculated by multiplying “Volume Used” by the
activity per unit volume value. The activity per unit volume value is calculated
by dividing the initial activity of the stock vial by the initial volume. (i.e.
possible units: mCi/ml, mCi/ul, uCi/ml, or uCi/ul )
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Log “Remaining Activity” by subtracting activity used from initial activity.
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Log “Remaining Volume” by
subtracting volume used from initial volume.
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Using “Activity Used (uCi)”
value, log the amount disposed as waste by VEHS under “Waste (uCi)” column.
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Using “Activity Used (uCi)”
value, log the amount that was disposed down “hot sink” drain by the radiation
worker under “Sewer (uCi)” column. (Sewer disposal is limited to 200 uCi per day
per PI) The waste and sewer entries must total the “Activity Used” column for
each row, and the total for these two columns must add up to the initial
activity of the stock vial.
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Circle “Y” or “N” to answer
whether the radioactive material is water soluble. Solubility can be determined
either by contacting the vendor, consulting vendor radioisotope information
sheet, or consulting reference manuals such as CRC Handbook of Chemistry and
Physics, Hawley’s Chemical Dictionary, or the Merck Index.
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If answer is “N” (meaning
radioactive material is not water soluble), the radioactive material must be
picked up as radioactive waste by VEHS and all disposal entries must be logged
under “Waste (uCi)” column. “Sewer (uCi)” column must not be used to log
disposal for this type of radioactive material.
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Log your “Initials”. If totals
are not correct or entries are not complete, the RAM Usage Log will be returned
to PI for correction.
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Additional
Questions
If
you have questions about ordering radioactive materials or the
package delivery program, please
contact Curtis Kwasniewski by e-mail (curtis.kwasniewski@vanderbilt.edu)
or phone (3-0216).
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