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					                                    Template for a …
       Combined Radiation Management Plan and Radiation Source Register
             for a business using ultraviolet cosmetic tanning units


This template has been developed to assist businesses that operate a cosmetic tanning unit in
the preparation of a Radiation Management Plan and Radiation Source Register that will
required under the licence to possess a radiation source.

If you already have these documents, you might like to check whether they already cover the
range of information that the SA EPA expects to see included in them, and update them if
necessary, before submitting them as part of your application for a Licence to Possess.

If you want to use this template:
1. Delete this first page and save this document as a Word document using your business
   name and/or owner number as the file name.
2. Fill in the required details under the Section Headings. If you wish, you may change the
   order the headings appear in the document, but please use the given headings as far as
   possible.
3. Save this document as a Word document (not as a pdf file)
4. Email the completed document to radiationprotection@epa.sa.gov.au, putting ‘Licence to
   Possess RMP/Register’ in the ‘subject line’.




Version 1: July 2012
TITLE PAGE
Give this page a title to reflect that the document is a combined Radiation Management Plan
(RMP) and Radiation Source Register (Register), and insert the following details on the title
page:
      Owner number – if you are unsure if you have an owner number, contact the Radiation
       Protection Branch
      Company business/trading names
      Principal business activity
      Name and contact details of owner
      Name and contact details of Radiation Safety Officer for the business
      Date that the RMP/Register was written, and by who.
      Review date (this should be either when any change is to be made to the use of CTUs or
       prior to renewal of licence to possess – whichever comes first).

SCOPE
Include a statement which outlines the scope covered by the RMP and Register (for example,
whether or it not covers all CTUs at a single address (state that address) or at several
addresses (state all those addresses). Also include a sketch indicating the location of all UV
warning notice(s) at each business location which falls within the scope of the RMP relative to
each CTU1.

ULTRAVIOLET RADIATION FROM CTUs
Include in this section, descriptions on the following:
     What you are using the CTU for, and the fact that neither the business, nor any of its
      employees, will claim there is a therapeutic health benefit to be gained from using
      them
     The characteristics of the different types of ultraviolet radiation (UV-A, UV-B and UV-C)
      emitted by the tanning lamps used in your business
     The potential damage that might result from a client being exposed to the different UV
      wavelengths (including burning, photo-ageing, cancer)
     Health conditions that make tanning particularly risky and require written consent from a
      doctor before a client may be exposed in a CTU
     The tanning process using CTUs – Minimal Erythemal Dose (MED), Standard Erythemal
      Dose (SED), their relevance and actions to take to achieve ‘a tan’ while minimising the acute
      and long-term risks from UV exposure from CTUs (such as the importance of screening
      potential clients by, for example, assessing a client’s skin type and other risk factors, and by
      appropriately determining and using exposure charts/schedules).


NOTE: A useful resource on UV radiation from CTUs can be found at
http://www.arpansa.gov.au/RadiationProtection/solaria/index.cfm.




1
    The Radiation Protection and Control (Cosmetic Tanning Units) Regulations 2008 require that UV
    warning notices be located so that every person entering the business or an enclosure containing a
    CTU can immediately see it/them. They also require that the minimum size and words to be included in
    a UV warning notice are prescribed in the Regulations
RADIATION SOURCE REGISTER

Include under this heading an inventory of all of your cosmetic tanning units and the UV lamps you purchase. If it is helpful to you, please use
the following table to summarise the required particulars. Add additional lines to the table if you need to.

Location of CTU in                                    CTUs                                                     UV lamp installed in CTU
business (address     Manufacturer    Model          Serial         Date of     Date of sale   Manufacturer     Model         Serial        Date
and room number)                                     Number         purchase    of CTU (if                                    Number        installed in
                                                                    of CTU      applicable)                                                 CTU




State here - manufacturer's recommended life expectancy of the UV lamp(s) used ____________
RESPONSIBILITIES
In this section you should include statements that set out who is responsible for what when it
comes to radiation protection in your CTU business.

(a) Owner responsibilities
Include, at minimum, statements to the effect that the owner is ultimately responsible for
ensuring that:
   no claim is made by the business or its employees that there is a therapeutic health
    benefit to be gained from using a CTU;
   the CTUs and UV lamps used in the business are purchased, installed and maintained
    in accordance with the Radiation Protection and Control (Cosmetic Tanning Units)
    Regulations 2008;
   Current exposure schedules are gained from the manufacturer or supplier of the CTUs
    and UV lamps used in the business and used by CTU operators
   CTU operators are appropriately supervised, trained and licensed to operate a cosmetic
    tanning unit in accordance with the Radiation Protection and Control (Cosmetic Tanning
    Units) Regulations 2008;
   potential clients are appropriately screened and informed of the risks associated with
    their exposure to UV radiation before they are allowed to be exposed to UV radiation
    from a CTU;
   there is a supply of appropriate, well-maintained protective eyewear is worn by clients
    when being exposed to UV radiation from a CTU; and
   clearly legible UV warning notices will be displayed and maintained at appropriate
    locations on the premises and relocated if layout changes necessitate it.

(b) Operator responsibilities
Include, at minimum, statements to the effect that individual operators are responsible for
ensuring that they screen all new and existing clients before a tanning session using a CTU
to determine the client’s skin type and other risk factors using the form included at
Attachment A, and
   do not expose a potential client to ultraviolet radiation from a CTU:
            o   if the person is under the age of 18 years, or
            o   the person's skin type is skin type 1, or
            o   if the operator knows that the person has either been exposed to ultraviolet
                radiation from a tanning unit within the preceding period of 48 hours, or has
                been exposed to 3 MED of ultraviolet radiation from a tanning unit within the
                preceding period of 6 days
   if the client's skin type is skin type 2, skin type 3 or skin type 4, do not expose the client
    to ultraviolet radiation from a CTU:
            o   unless the person has given his or her written consent to the exposure in the
                form (Attachment A)
            o   the person is wearing appropriate protective eyewear at all times while a
                being exposed to ultraviolet radiation from the CTU;
            o   for longer than that specified in the manufacturer/supplier’s exposure
                schedule for the particular client’s skin type (determined using Attachment A).
Include statements to the effect that operators must not:
   allow more than 1 person within either the CTU, or within any enclosure in which the
    CTU is situated, while the CTU is in operation; or
   claim there is a therapeutic health benefit to be gained from using the CTU.
RADIATION PROTECTION WORK RULES
In this section you should provide statements and information which demonstrate that your
business is:
   implementing practices which should ensure that radiation related risks are being
    prevented or minimised; and
   complying with the Radiation Protection and Control (Cosmetic Tanning Units)
    Regulations 2008 and the Australian/New Zealand Standard AS/NZS 2635:2008.
    Solaria for cosmetic purposes.
The following subsections appear in no particular order, and can be rearranged.

(a) Training and licensing of CTU operators
Include a table summarising those who are licensed under the Radiation and Protection and
Control Act 1982 to operate a CTU in your business.
Name of CTU operator                    ‘Licence to          Date licence          Expiry date of
                                        operate’ number      initially granted     current
                                        (issued by EPA)      by EPA                licence




(b) Screening of clients, determining maximum exposure times, gaining client consent
Include in this subsection (or as attachment(s)) the work rules/procedures your business
expects operators to follow when:
   conducting client screening;
   determining the maximum exposure times that must be used for different clients; and
   communicating to clients the result of their screening, the radiation risks from using
    CTUs, and how to complete the “Consent to exposure to UVR from a tanning unit’ form.

(c) Protective eyewear
Include in this subsection (or as attachment(s)) the work rules/procedures your business
expects operators to follow when fitting clients with required personal eye protection and
cleaning/maintaining/storing the protective eyewear.
Specify the criteria your business uses to choosing and purchasing protective eyewear to
be used in your business. It may be noted that the legislation states that protective eyewear
must be of a type that forms a light, tight seal against the skin surrounding the eyes so that
the transmission of light to the eyes from all directions is filtered by the eyewear and that:
    o   for wavelengths in the range from 180nm to 320 nm, the spectral transmittance of
        the eyewear must be less than or equal to 0.1 percent
    o   for the wavelength in the range from 320nm to 400nm, the total transmittance of the
        eyewear must be less than or equal to 1 percent
    o   for wavelengths longer than 400nm, the spectral transmittance of the eyewear must
        be sufficient to enable a CTU user wearing the eyewear to visually locate the
        stop/suspend mechanism provided with easy reach of them to terminate the tanning
        session at any time.

(d) Operating CTU
Include in this subsection the work rules/procedure your business expects operators to
follow to operate the CTU (for example, helping clients locate and know how to use to
mechanism for terminating or suspended a tanning session if they need to).

(e) Incident response
Include in this subsection the work rules/procedure your business expects operators and
others to follow to report any incidents involving the use of the CTU (for example,
malfunction of CTU or lamps, over-exposures, client complaints).

(f) Records
Include in this subsection the work rules/procedure your business expects operators and
others to follow to ensure that required records, such as client consent forms, maintenance
and service of CTU records, and records of sale of CTUs are made and kept for at least two
years. Include a statement to the effect that all records will be made readily available for
inspection on request by an EPA authorised office.

(g) Warning notices
Include in this subsection a copy of the UV warning notices used in your business and a
plan showing where they are displayed, along with a commitment to change their location(s)
if layout changes necessitate it (an example of warning notice is shown below).
(h) Purchase, installation and maintenance of CTUs and UV lamps
Include in this subsection the criteria that each CTU/UV lamp used in your business must
meet to ensure compliance with the legislation. It may be noted that the legislation requires
that:
   the erythemal effective ultraviolet irradiance of a CTU must not have a UV index greater
    than 36 (0.9 W/m2)
   the emitting radiation of ultraviolet lamps in the unit shall not contain any UV-C
   all UV lamps in a CTU must be mechanically screened from the possibility of
    unintentional contact with a client and the screening must be of sufficient mechanical
    strength to withstand accidental impact
   the CTU must not be capable of being operated by a client other than to terminate or
    suspend a tanning session, in which case, the means of terminating or suspending the
    session is within the reach of a client using a tanning unit
   the timing device in the CTU must be accurate to within ±10 per cent for all settings, and
    ensure that tanning sessions are automatically terminated when the maximum exposure
    time set by the operator is reached
   UV screening is included in the CTU which effectively contains all direct UV radiation to
    the area normally occupied by a client being intentionally exposed to it; and
   a means exists by which the operator can remotely stop a tanning session.
Include in this subsection the work rules/procedure your business expects operators and
others to follow to ensure that:
   each CTU used in the business is connected to a separate circuit breaker and, if a client
    is to be exposed to ultraviolet radiation from a CTU in a standing position, at least one
    mechanism is provided to support a standing client;
   each CTU is maintained and serviced in accordance with the manufacturer's
    recommendations; and
   ultraviolet lamps replaced on or before they reach the manufacturer's recommended life
    expectancy.

REFERENCES
Include statements which outline where a copy of each of the following documents is kept
on the business’ premises and how staff can access them:
  Radiation Protection and Control (Cosmetic Tanning Units) Regulations 20082
  AS/NZS 2635:2008. Solaria for cosmetic purposes3
  Specifications/operations manual/instructions4 for each:
            o cosmetic tanning unit (CTU) used/stored at premises, and
            o each type of UV lamps used in the CTU(s).




2
  Copy can be downloaded from http://www.legislation.sa.gov.au/listAZRegulations.aspx?key=R)
3
  Copy can be purchased from http://infostore.saiglobal.com/store/Details.aspx?ProductID=1089944)
4
  Obtain from manufacturer/supplier of CTU and UV lamps
   Attachment A: Consent to exposure to ultraviolet radiation from tanning unit form
(Form 1 in Radiation Protection and Control (Cosmetic Tanning Units) Regulations 2008)

				
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