In this section we will be covering how to add users to your lab roster, how to set up their roles, what those users can do, and how to request new users to be added to the system.

On the left navigation under “Radiation Safety”, click on “Personnel”. You will see at the top the name of the PI. If you are in multiple labs, you can click on the dropdown and select the correct PI.

To add a person to the roster, click into the “Add User to Roster” text box. Start typing the name of the individual you would like to add. Once you see their name appear in the list below, click on their name. Now, click on the + icon to the right of this text box. You will now see their name appear in the table below.

Anyone you add to this list will be able to work with inventory, make orders, and schedule waste pickups. In addition, we can assign an individual on this list to have additional permissions to amend/request permits, as well as to add or remove people to this roster. To set that person up, we will need to give them the Location Manager role.

On the far right of the table there is a column for “Role”. Click on the edit icon that corresponds to the correct name. From here, click into the dropdown menu and select “Location Manager”. Click “Save”.

While you can give individuals any role you would like, and as many roles as you like, the only ones that will give special permissions is the Location Manager. In addition, please inform the Department of Radiation Safety if you assign a new Location Manager, as they will need to do additional configuration in the system.

When adding a user to the roster, if their name does not appear on the list, you can request this user to be added to SafetyStratus. We will be sending out separate instructions on how to fill out the form to make this request. The process may take a day or more, but in emergencies you can reach out to your University Health and Safety contacts.

On the left navigation, click on “Permits”. This page will show all of the active permits under a particular PI. The table shows various information on the permits, but to see more detail you can click on the arrow on the far left of the permit, or you can click on the “View” icon to see all of the information.

From the “View” page, we can see the metadata about the permit, the Radioisotopes and their current status, the permitted spaces, the amendment history, and the initial permit form.

To request an amendment for a permit, click on the “amend” icon to the right of your permit. On this page, you will be required to enter a brief reason for the requested change, and attach your protocol using the “attach file” option. 

A new expiration date will be automatically generated, but you may enter the appropriate date in the “New expiration date” field. 

Below, you will be able to add new spaces to your permit. To add a new space, start typing the name of the building in the text box directly below “permitted spaces”. Once you see your building appear in the dropdown below, click on the dropdown and find the appropriate room to be added. Once this is selected, click on the “Add” button to the left. You will now see your space appear in the table below.

To add or change permitted radioisotopes, scroll to the “permitted radioisotopes” area. To add a new isotope, you can either start typing the name into the “Search for Radioisotopes” text box, or use the dropdown below to select the correct isotope. Once you have found the correct isotope, click on the “add” button to the left of the isotope. It will now appear in the table below. You must now enter or change the Order Limit and Possession Limit for that isotope.

Once the form is complete, click on Submit for Approval. It will then be sent to the Department of Radiation Safety for review.

To apply for a new permit, click on the “apply for new permit” button near the top of the page. Select RAM Permit Application. Here you will fill in all the necessary fields. When you are finished, click on the “Submit for approval” button on the top-right of the screen. It will then be sent to the Department of Radiation Safety for review.

You can see the status of new permits and permit applications by clicking on the “Permit Requests” link on the top navigation.

On the left navigation, click on “orders”. From here, you will be able to see and search through a history of all past orders. You can see their current status, and see other data by clicking on the arrow icon to the left of the order.

To create a new order, click on the “Create New Order” button.

On the order page there are a number of fields. Order Date and Ordered by will be automatically filled out. In the “Account Info” field, you will enter your chartstring for billing purposes. The PO Number will be filled out by the Department of Radiation Safety, and no action is needed on your end.

The Delivery Location dropdown will be pre-populated with rooms that are on your permit. Select the appropriate room.

In the Delivery Notes section, write in the expected delivery date, as well as other information you would like to attach to the order.

In the Order contents section, the dropdown for Isotope will be pre-populated with items from your permit. To select an item from the catalog below, you can either start typing the name of the catalog, or use the dropdown menu to select the correct item. Once this has been selected, click the “add item to order” button below. This will pre-populate an order form based on the catalog information. From here, you can request a fresh lot, and select the quantity of the volume you would like to order.

When the information is correct, click on “Submit Order” on the bottom of the page.

You will receive a confirmation email when your order is submitted to DRS, and an email when the package is received by the DRS team. A member of your lab will then need to confirm receipt of the item once it is delivered to your lab. Once received, click on “Inventory” in the left navigation. In the inventory table, click on “Confirm” next to the item. It will not be in stock and ready for use

On the left navigation, click on “Inventory”.

In the inventory table, you can see specific details of each item by clicking on the arrow on the left. To the right, you will see the other options of what you can do with the inventory item.

Clicking on Surveys will allow you to see a history of the surveys done by the DRS team as the item was delivered.

To subvial an item for partial use, click on the “Sub vial” icon. Here you will be required to input the extracted activity, and the extracted quantity. By entering the activity, the quantity will automatically be generated based on the original quantity of the material. You can enter additional quantities of solutions if needed. When the information is entered, click “Submit” on the bottom of the screen. You will now see the new item on your inventory table. It has the same code as its parent item, with the addition of another number at the end, indicating that it is a subvial.

When you dispose of a material to a waste container, click on the “Dispose” icon next to the material. At the top, it defaults to the full activity and quantity of that item. If you change the activity or the quantity, it will automatically update the other field.

Below, you will choose which waste container you are disposing into. Find the correct container, and fill in the correct percentage. For instance, since all of my waste material is going into a single container, I will enter 100 in the the percentage area. This will automatically adjust the corresponding activity. You must also enter the total waste quantity manually.

If the appropriate waste container is not showing, you may add a waste container by clicking on the “Add container” button below the table. Select the type of container, and its location, and click on the “Create” button. It will now appear on the table.

When you are complete, click “submit log”. This will prompt you to confirm your selection. Click confirm to finalize

On the left navigation, click on “waste”. From here you can see a table with your current waste containers. To get information about the contents of the containers, you may click on the arrow to the left of the container. To see a more detailed view of the contents and when they were added, click on the “contents” icon.

On the right there is an option to “add”. This allows you to waste an entire inventory item at once. By using this, you cannot waste only a portion of the inventory - you must dispose of the entire contents. To dispose a partial amount, you must do so using the “dispose” option on the “inventory” page.

To waste an inventory item, click on the “add” button. From here, click on the “add from inventory” button. Next, click on “Find your RAM item”. This will show you your current inventory. To dispose of one of these items, click “select” next to the item. Scroll down, and click “save”. This item is now added to the waste container.

Next to a container, if the container has material, you will see the “pick-up” icon. By clicking on this icon, we can request a pickup from the UHS team. On this page, you will enter your requested pickup date, a contact name, contact phone, and any specific comments or special instructions.

A replacement of the container will automatically be included in your pickup request, but if you’d like to request more containers, you may select those items here.

When you are ready, click “submit request”. You will now see a “pickup date” in the containers table, and the status will change to pick-up requested. The UHS team will reach out and update this date.

By clicking on the “print label” icon, a pdf will be generated of the current contents of the waste container.

At the top of the waste page, you will also have the option to request more waste containers, or create a new container in the system