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【FAQ】Radiation Worker Registration

(1) Application for Registration

  1. How should I apply for the registration of radiation workers?
    Registration of radiation workers:https://harimariken01.spring8.or.jp/index.php
    Go to the above website (RIKEN Harima Safety Center) and follow the procedures for “SPring-8/SACLA users who are not affiliated with RIKEN”.

  2. How do I enter in an Approval period fields?
    Please fill in the period which you will be registering as radiation workers in your home institution (Generally, from April 1 through March 31).
    Write the last day of the fiscal year (March 31) if you plan to carry out an experiment even if your proposal for the second half has not yet been approved as of the submission of application.
    Please note that the end of Approval period cannot be set up to next fiscal year.

  3. Should I fill out an application form for temporary entry to the radiation-controlled area of the storage ring building for the purpose of, for example, a short-time facility tour, during the Approval period provided on the application form?
    No, there is no such concept. Registered radiation workers are allowed to enter the area during the Approval period. After the registered Approval period, they are not allowed to enter the area.

  4. My home institution has no radiation protection supervisor. What should I do?
    To use SPring-8/SACLA, users must be qualified as radiation workers at their home institution. If your home institution has no radiation protection supervisor or provides no radiation safety training, take radiation safety training provided by an external institution to meet the requirements of the ionizing radiation health checkup, radiation safety training, the possession of a dosimeter, etc.

     [Institutions that provide radiation safety training and provide radiation safety control services to support radiation workers] 
    ・Chiyoda Technol Corporation Contact: Maki HIRATA 
     http://www.c-technol.co.jp/
    ・Japan Environment Research Co., Ltd. Contact: Masato SUZUKI http://www.jer.co.jp/
    ・SPring-8 Service Co., Ltd.  http://www.ses-spring8.co.jp/

     [Institutions that provide radiation safety training] 
    ・Japan Radioisotope Association http://www.jrias.or.jp/
    ・Institute of Radiation Measurements http://www.irm.or.jp/

  5. I have filled out the application form on the website. Is the registration complete?
    Not yet. The registration procedures are not completed simply by filling out the form on the website. Confirm the content on a PDF form created online, print the form, have the head of your institution and the radiation protection supervisor sign and seal the form, and submit the form to the SPring-8/SACLA Users Office, JASRI, by post (with all the required documents).

  6. I have printed the PDF form containing errors. Is it possible to correct them?
    The PDF form once created cannot be corrected. Restart the application procedures and create a new PDF form. The incorrect application form will be confirmed and deleted by the RIKEN Harima Safety Center.

  7. I cannot submit the application form at least 10 days before the visit. What should I do?
    Immediately contact the SPring-8/SACLA Users Office, JASRI (email, uoffice@spring8.or.jp; TEL, 81-791-58-0902).

  8. Some of my co-workers are affiliated with overseas institutions. Is it possible for overseas users to submit a PDF application form by email as before?
    From FY2014, the original copy of the application form is also required for users affiliated with overseas institutions. Submit the original form by post and ensure that it arrives at least 10 days before the visit. Users affiliated with overseas institutions can provide a signature instead of a seal.

  9. I have found errors after posting the application form. What should I do?
    Immediately contact the SPring-8/SACLA Users Office, JASRI (email, uoffice@spring8.or.jp; TEL, 81-791-58-0902) and report the receipt number on the upper right of the application form. Minor errors can be corrected when you visit SPring-8.

  10. There are changes to my information (e.g., email address, postal address, and work area) during the registration period of radiation workers.
    Fill out the Affiliation and Other Changes Notification Form (online) and submit it following the same procedure for the registration of radiation workers. The items covered in this form are the applicant’s name and email address, the name and address of the division of the affiliation.

    Notification of Affiliation and Other Changes: -> https://harimariken01.spring8.or.jp/workers_change.php?re=1

    If you become affiliated with another institution, fill out the Radiation Worker Registration Cancellation Form (online) and submit the form by post. To continue to be registered as a radiation worker, apply again for registration as a user affiliated with your new institution. Also click here.
    Affiliation and Other Changes Notification Form (sample):http://sacla.xfel.jp/wp-content/uploads/RW_change_sample.pdf

  11. I want to extend the period of being a registered radiation worker.
    Submit a new application (DO NOT use the Affiliation and Other Changes Notification Form). Applications extending beyond the next fiscal year are not acceptable.

  12. I have become affiliated with another institution. What should I do?
    If you are a user registered for April 2014 or later, first fill out the Radiation Worker Registration Cancellation Form (online) and submit the form by post. Next, fill out the Radiation Worker Application Form for External Users (online) as a new user and submit the form by post. Also update the user registration.

    Radiation Worker Registration Cancellation Form: -> https://harimariken01.spring8.or.jp/index.php
    Radiation Worker Registration Cancellation Form (sample): -> http://sacla.xfel.jp/wp-content/uploads/RW_withdraw_sample.pdf
    Update of User Registration: -> https://user.spring8.or.jp/apps/login/ja

  13. I have been transferred to another division within my home institution. Should I submit the Radiation Worker Registration Cancellation Form and make a new application for the registration of radiation workers?
    No, you need not do so. However, if you fall under a different radiation control system as a result of the transfer even within the same institution, you must submit the Radiation Worker Registration Cancellation Form and make a new application.

  14. The previous form (Form 5-1) had a space where to send notice of radiation exposure but the new form does not. Is the notice for radiation exposure not given?
    Notice is sent to the radiation protection supervisor only for the month when a radiation worker enters the radiation-controlled area of SPring-8/SACLA.

  15. Where is the notice sent if the work location of the radiation protection supervisor is different from that of the applicant or the representative of the applicant’s home institution or if the radiation protection supervisor is not affiliated with the applicant’s home institution?
    Notice is sent to the radiation protection supervisor. If he/she is not affiliated with the applicant’s home institution, notice is sent to the representative of the applicant’s home institution.

  16. I want to specify the location to receive notice of radiation exposure. What should I do?
    Contact the following front desk.

      Front Desk of Radiation Control Office, RIKEN Harima Safety Center
      Tel: 81-791-58-0904 Fax: 81-791-58-0932
      e-mail:radiationsafety@spring8.or.jp

  17. Is it possible to apply for registration on behalf of the applicant?
    An application submitted by an agent with permission from the applicant is acceptable.

  18. Where can I direct questions about the registration of radiation workers.
    <Questions and submission>
      SPring-8/SACLA Users Office, JASRI
      Address: 1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5198, JAPAN
      Tel: 81-791-58-0902 Fax: 81-791-58-0906
      e-mail:uoffice@spring8.or.jp

    <Technical aspects>
      Front Desk of Radiation Control Office, RIKEN Harima Safety Center
      Tel: 81-791-58-0904 Fax: 81-791-58-0932
      e-mail:radiationsafety@spring8.or.jp

(2) Contents of Radiation Worker Application Form

  1. Is there a sample of the Radiation Worker Application Form?
    A sample can be accessed on the upper right of the entry screen. Refer to the example for SPring-8/SACLA users. Also click here.

  2. The new form seems to have no fields for the dates of radiation safety training and ionizing radiation health checkup, which were given on the previous form. Is it unnecessary to provide the dates?
    As before, take radiation safety training and ionizing radiation health checkup at your home institution following relevant laws and regulations. You do not have to provide the dates on the new form, on which the radiation protection supervisor certifies that the user is subject to radiation safety control.

  3. I have not yet given the proposal number because my initial visit is merely for preparation. What should I write?
    Leave the field blank.

  4. If I have multiple proposals or participate in experiments of multiple proposals, should I provide all proposal numbers?
    It is desirable to provide all relevant proposal numbers, but only one number is also acceptable.

  5. I do not know my proposal number. What should I write?
    Leave the field blank.

  6. How should I apply for the registration of radiation workers if I am affiliated with multiple institutions?
    You do not have to apply for registration from all institutions. Apply for registration as a user affiliated with the institution that oversees your radiation safety (in general, the main institution for which you work as a radiation worker).

  7. What is the difference between the head of the affiliated institution and the representative?
    The head of the affiliated institution is the head of the department, division, or section with which the applicant is affiliated (e.g., laboratory head). The representative is the person who has the right of human affairs for the applicant (e.g., the Dean).

  8. Is it acceptable for the head of the affiliated institution and the representative be the same?
    Yes, it is acceptable.

  9. Whose signature/seal should I provide in the “Name of representative” field if my radiation safety is controlled by an external institution?
    Provide the name of the head of your home institution (e.g., the President) or the person who has the right of human affairs (e.g., the Dean).

  10. Whose signature/seal should I provide in the “the radiation protection supervisor” field?
    Only the signature of the radiation protection supervisor, who is responsible for managing and ensuring records of your radiation dose history, is valid.

  11. Is the institution’s rubber stamp (registered or unregistered) acceptable for the “Approval and authorization by affiliated institution” field?
    Yes, it is acceptable. Typed name and address are also acceptable.

  12. Where on the printed form should I sign and seal?
    Refer to the sample .

      

(3) Radiation Safety Training

  1. Where can I take initial radiation safety training?
    Initial radiation safety training is available at the Radiation Control Office on the 1st floor, North Building. Details are described here.
  2. Should I make a reservation for radiation safety training using the “Reservation request for radiation training (new)” form on the website for creating the application form?
    Users should make a reservation for radiation safety training by submitting the application form as before.

(4) About the changes in procedures for the registration of radiation workers in FY2014

  1. What are the changes in procedures for the registration of radiation workers in FY2014?
    The procedures for the registration of radiation workers were changed from PDF data entry to website data entry. Applicants are required to enter the necessary information online, create a PDF form, print and fill out the form, sign and seal it, and submit the form to the SPring-8/SACLA Users Office, JASRI, by post.

  2. May I use a previous form (Form 5-1 available in FY2013)?
    The previous form is not available for users planning to visit SPring-8 on April 1, 2014 or later. Create an application form on the website.

  3. Can the signature of the equivalent of the radiation protection supervisor or the labor control supervisor substitute the signature of the radiation protection supervisor as before?
    It is acceptable until the end of July 2014. However, for applications submitted in August or later (including the application for a work period in August or later), only the signature of the radiation protection supervisor is valid.

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