Annual Badge Coordinator Meeting 2014 Columbia University CUMC/NYPH/NYSPI

1. Annual Badge Coordinator Meeting2014Columbia UniversityCUMC/NYPH/NYSPI

2. Introduction • Daniela Nicoletti • Dosimetry Coordinator • Agenda • Dosimetry Overview • Badge Numbers • Procedures • Landauer • Badge Maintenance • Pregnant Employees • Feedback

3. Why Are We Here? • As badge coordinators, we all need to be on the same page: • Why do we wear badges? • Why is it important to return old badges? • How we reach our goal of 100% return rate?

4. Overview • Luxel+ OSL Dosimeter • Optically Stimulated Luminescence • X, Gamma and Beta monitoring (neutron optional) – for personal or area monitoring • Ring Dosimeter (TLD) • ThermoLuminescent Dosimetry • X, Gamma and Beta personal monitoring

5. Badges at Columbia • During 2014, a little over 40,000 badges (personnel, spares, area monitors) were administered to roughly 3,500 people across all campuses. • Badges are distributed monthly or quarterly, depending on the radiation work being done. • Badges are divided into accounts based on campus and frequency and are further broken down into subaccounts, or ‘series,’ based on PI or department. • Each series has a designated badge coordinator to act as a liaison between the dosimetry coordinator and badge wearers.

6. Accounts (2014 numbers) • 10902 – MS Quarterly (includes Nevis, LDEO, Barnard) – 884 • 40800 – CUMC Research Quarterly – 3,936 • 40801 – NYP Monthly – 33,336 • 40802 – NYP Quarterly – 1,476 • 40803 – NYSPI Quarterly – 432 • 140803 – NYSPI Monthly – 1,512 • 183722 – CDM (Dental) Quarterly – 384 • Total: 41,960 badges!

7. 40801 & 40802: NYP Hospital • 40800 & 10902: Columbia University • 40803 & 140803: NYSPI

8. Procedures • Distributing • New badges are shipped from Landauer to the RSO every month/quarter. They are sorted and either hand delivered or sent via campus mail. • Receiving • Once new badges are received and distributed by the badge coordinator, old badges should be returned to the dosimetry coordinator as soon as possible.

9. Procedures (cont.) • Late Badges • At the end of the wear date, a friendly email will be sent reminding you to return your badges. • All badges should be returned within 22 calendar days at the end of the wear date. • If badges are still not returned within 30 additional calendar days, after the initial 22 days, phone contact with the badge coordinator is attempted. • If contact is unsuccessful and badges are still not returned, the incident is reported to the appropriate RSO. • The goal is a 100% badge return rate!

11. ATTENTION BADGE WEARERS ALL DOSIMETRY BADGES ARE TO BE RETURNED TO: Daniela Nicoletti Radiation Safety Mailcode:70 This address can be found on a sticker affixed to every badge envelope PLEASE RETURN ALLPREVIOUSBADGESTO: RADIATION SAFETY OFFICE 630 W 168 ST. MC:70 AND DELETE ANY EMPLOYEE WHO HAS LEFT BY EMAILING BADGES@COLUMBIA.EDU Scan here to delete employees who have left: May 2012 BADGES@COLUMBIA.EDU

12. Landauer • Landauer is the company that provides our badges. • This site includes several functions: form customization, easy access to dose history, the option to move towards paperless, and individual user access. • IDR (Individual Dose Report) – allows any badge wearer to check their dose history online. Instructions can be found on the dosimetry webpage.

13. Landauer - IDR • Go to https://www.myLDR.com and login. • Login: idrcolu / Password: CUdoseIDR247 • Select your account number from the menu. • Follow the instructions (enter your account number and badge serial number). • Look on the back of your badge! • Account - ##### • Serial - #######XX

14. Problem Areas • In previous years, the institution has received citations from the DOH for late badges. These citations include a monetary fine. • The two NYP accounts, more than the others, include some series with consistently poor return rates. • This is most likely due to the large number of badges used by NYP (70% of the 2013 total) and doctors/nurses/students rotating through departments.

15. Problem Areas (cont.) • We have recently started targeting the top 6 series based on the number of unreturned badges. • If your badge group is in the top 6 after 30 calendar days, you will receive extra attention from the dosimetry coordinator (this includes meeting with the badge coordinator to examine badge procedures, brainstorming ideas to increase returns, etc).

16. Badge Maintenance • Your new badges always arrive with a packing slip. Make necessary changes on this slip and return it with your old badges. • Identify who has left your lab/department and no longer needs a badge.

17. Badge Maintenance • You can also use the packing slip to correct misspelled names or changes in address. • Changes usually take one badge cycle to be implemented, depending on when the they are requested. For instance, May monthly badges are assembled during the first week of April and shipped the following week. So a name change or a badge cancellation requested on April 15th won’t take effect until June.

18. Badge Maintenance • Lost badges? It happens. Fill out the ‘Employee Changes / Cancellations’ form, which is found on the dosimetry webpage. • http://ehs.columbia.edu/BadgeMC.html • Also on the website: • Contact information. • IDR (Individual Dose Report) Instructions. • Radiation safety training schedules. • Initial and refresher RASCAL instructions. • Previous exposure history release form. • Pregnancy policy and declaration form.

19. Badge Maintenance • If your badge series contains a large number of badges, it is recommended to designate a central location for badge exchange where individuals pick up new badges and drop off old badges. • Wall mounted badge holders are available:

20. Pregnant Employees • Fetal Badge • Interview process • Dose History • Work Duties • Regulatory Limits • Confidential • Voluntary • Fetal Badge placement

22. THANK YOU! Contact Information: • Daniela Nicoletti • Phone: 212-305-5359 • Email: badges@columbia.edu dn2347@columbia.edu Please take the survey below! https://www.surveymonkey.com/s/SVNGD3T