Dosimetry Coordinator Information

General Information for Dosimetry Coordinators

The Dosimetry Coordinator is responsible for managing all incoming and outgoing dosimeters for the individuals listed under the dosimeter subaccount code. Common tasks expected of the coordinator are:

Dosimetry Coordinators should also be familiar with the Dosimetry Requirements in the Radiation Safety Manual.

 

Dosimetry Charges

EHS Radiation Safety manages fees associated with using dosimeters. There are five types of fees a Dosimetry Coordinator may encounter:

  • Use Fees - are a flat rate charge to have a dosimeter for a subaccount code
    • $2.50/person/month for monthly badges
    • $7.50/person/quarter for quarterly badges
  • Late Fees - are issued when a dosimeter is not returned to EHS within 15 days of the end of the wear period
    • $5.00/dosimeter
  • Lost Fees - are issued when a dosimeter is not returned to EHS within 75 days of the end of the wear period
    • $15.00/dosimeter
  • Shipping Fees - are a flat rate charge to ship a package of dosimeters for a single subaccount code to MU
    • $4.00/package
  • Express New User Fees - are a flat rate charge for shipping new dosimeters outside of the scheduled production time 
    • $3.50/dosimeter

All new dosimeters are ordered as express for immediate use. If you wish to order a dosimeter well in advance to avoid this fee, contact EHS after submitting the dosimetry application.

For more information on specific charges, review the information in the "Dosimetry Charges" file under the "Radiation Safety Forms" link.

 

Setting Up A New Subaccount Code

Subaccount codes are codes that establish the specific location for which the dosimeter will be shipped and used. They typically include all workers who perform similar functions or work in the same department. For example, all workers who need a dosimeter in Interventional Radiology will be grouped together in the same subaccount code. EHS Radiation Safety Staff (RSS) will assess each subaccount to see what type of dosimeter is needed, if multiple dosimeters should be worn, and at what frequency dosimeters should be exchanged. The RSS will also review exposure reports for dosimetry subaccount codes over time to determine if dosimetry is needed.

If you need to set up a new subaccount code, contact the RSS at rad@missouri.edu with the following information:

  • Dosimetry Coordinator name
  • Campus mailing address
  • Billing contact name (can be the Dosimetry Coordinator)
  • MoCode for dosimetry billing

 

Ordering Dosimeters for The First Time

For new workers who may need a dosimeter, the Dosimetry Application must be filled out through EHSA. A tutorial video for filling out the Dosimetry Application can be found on the Tutorials Page. Make sure to fill out all pertinent information so that the RSS can accurately assess your dosimetry needs. Additional instructions for filling out this form can be found in the Radiation Safety Manual page Monitoring Internal and External Exposure. 

Prior to the RSS reviewing, approving, and ordering a new dosimeter, the Dosimetry Coordinator must first review the application. A tutorial video for reviewing the Dosimetry Application can be found on the Tutorials Page. Make sure to review all the information for accuracy, especially the subaccount code. It is the responsibility of the Dosimetry Coordinator (as well as the Authorized User) to ensure that workers have taken the appropriate radiation safety training prior to becoming a Radiation Worker and receiving a dosimeter. The RSS will not issue a dosimeter until the worker has completed training. Review information on available training courses on the Radiation Safety Training page. Remember that once training has been completed, the Radiation Worker Application must also be filled out through EHSA. A tutorial video for filling out the Radiation Worker Application can be found on the Tutorials Page.

 

Ordering Large Quantities of Dosimeters

If you need to order a large number of dosimeters (>10), email rad@missouri.edu to obtain a copy of a spreadsheet which can be used to place large orders with the dosimetry provider. The following information will need to be submitted, and the file will be denied if not complete:

  • Subaccount code
  • Badge type (chest, collar, ring)
  • First Name
  • Last Name
  • Start Date (typically coincides with the first day of the month or the quarter depending on the frequency)
  • Frequency (quarterly or monthly)
  • Date of birth
  • Employee ID

 

Returning Dosimeters to EHS

At the end of each wear period, old dosimeters need to be returned to EHS in a timely manner. They can be dropped off at the EHS offices or sent through campus mail to:

  • Leona Choi
  • Environmental Health & Safety
  • 180 General Services Building

Late and lost fees may accrue if dosimeters are not returned to EHS within the required time frame. Late fees will be assessed if a dosimeter is not received at the EHS offices by 4:00 PM on the15th day after the wear period ends. For example:

  • Monthly badges - If a dosimeter says 8-1-22 to 8-31-22, then the dosimeter must be returned to EHS no later than 9-15-22.
  • Quarterly badges - If a dosimeter says 7-1-22 to 9-30-22, then the dosimeter must be returned to EHS no later than 10-15-22. 

For dosimeters, monthly denotes a calendar month. Quarterly denotes a three-month period as follows: 1Q (Jan-Mar), 2Q (April-June), 3Q (July-Sept), and 4Q (Oct-Dec). 

 

Setting up a new user in EHSA and assisting with filling out the dosimetry application

As the Dosimetry Coordinator, you may be helping users gain access to EHSA to fill out the dosimetry application. When going through this process, share these steps with the user:

  1. Open the EHS Assistant login page.
  2. Type out your MU PawPrint and associated password, then click "Sign in".
    1. If you are not in the EHSA system, you may get an error that says "Error authenticating user".
    2. If you get this error, click on "First-Time User?".
    3. Click "Worker Registration".
    4. Type out your MU Pawprint, and select "Submit".
    5. Fill out all fields. Some of the fields may not be required, however please fill them out anyway. Missing information will delay the process. Fields include:
      1. Employee or student ID
      2. Retype your pawprint
      3. First name
      4. Last name
      5. Email address
      6. Phone #
      7. Department
      8. PI/Researcher - select "Radiation Safety, Training" as your PI.
      9. Permit # - select R-00180 if you will be working with radioactive materials and X-00021 if you will be working with x-rays. If you will be working with both, select R-00180.
    6. Click Save.
    7. Allow the Radiation Safety Staff 1-2 business days to process the worker registration request. 
    8. You will not receive a notification once your registration is processed, so make sure to check back within 1-2 business days.
    9. Once you receive access, you will be able to fill out your MU Pawprint and associated password to sign in.
  3. Click on the "EHS Assessment" button at the bottom of the screen.
  4. Select "Browse New Forms" then "Dosimetry Application".
  5. Click "Assessment Questions," and you will see some information has been auto-populated based on what data is already in EHSA.
  6. Fill out all personal information that does not already auto-populate.
  7. In the middle section, select your dosimetry coordinator from the drop down menu. If you do not see your dosimetry coordinator, email rad@missouri.edu.
  8. Select your subaccount code. If you are unsure, you can pick a code and the dosimetry coordinator will fix it. Alternatively, you can ask your dosimetry coordinator which subaccount code to select. In most cases, there will only be one option. 
  9. If you will be wearing a dosimeter at a Non-MU location (this includes MURR which is a different NRC license) while you are also wearing a dosimetry on MU's campus, select yes on this question and filll out all fields that show up when "yes" is selected
    1. List the employer name and information for the other location in which the second dosimeter is worn.
    2. MU is responsible for attempting to collect all your annual dose history into a single record. If you are okay with the RSO contacting your other employer periodically so you can have a cumulative dose record, select the "I authorize" option on the next question. If you do not authorize this, indicate such.
    3. For the next question, estimate how much total dose you typically receive at the other location.
  10. If you previously received a dosimeter at another Non-MU location (this includes MURR which is a different NRC license) in this calendar year, select "yes".
    1. List the employer name and information for the previous location.
    2. Estimate how much dose you received at the previous location.
    3. MU is responsible for attempting to collect all your annual dose history into a single record. If you are okay with the RSO contacting your other employer periodically so you can have a cumulative dose record, select the "I authorize" option on the next question. If you do not authorize this, indicate such.
    4. Estimate the month range in which you received the previous dose.
  11. Click "Sign".

Once the dosimetry application is filled out, it will first go to the dosimetry coordinator for review then the Radiation Safety Staff. You may receive follow-up emails for clarification or additional information. Other things to note:

  • The individual requesting the dosimeter must be the one to fill out the dosimetry application. It cannot be filled out on behalf of someone else. Failure to follow this will result in delaying the ordering process.
  • A tutorial video called "Fill out the Dosimetry Application" is available on how to fill out the dosimetry application if additional assistance beyond these steps is needed.
  • There is also a tutorial video called "Review Radiation Safety Applications" for dosimetry coordinators on how to review the application.
  • Always remember to contact EHS Radiation Safety at either (573) 882-7018 or rad@missouri.edu if you have questions.

 

Page last updated on September 29, 2023.