Staffing and training. Objectives To understand approaches to the development of strategies and policies for staffing of a Regulatory Authority including.

Staffing and trainingStaffing and trainingStaffing and trainingStaffing and training

Staffing and training Staffing and training

Objectives

To understand approaches to the development of strategies and policies for staffing of a Regulatory Authority including recruitment and training

Staffing and trainingStaffing and training

The Regulatory Authority should have appropriate:

staffing plans

staff qualification requirements

individual training plans

funding for staff training

Staffing LevelsStaffing Levels

The staffing levels for a Regulatory Authority depends upon:

The size, scope and complexity of practices

The degree to which standardized sources, facilities and equipment suitable for generic assessment are being used

The nature of regulations (prescriptive/performance)

The extent to which practice specific guidance documents and standard assessment plans are used

The status of the regulatory programme: organization / implementation / operational phase.

National regulatory programmeNational regulatory programmeExample: Organizational phaseExample: Organizational phase

a law is either in place, or being developed and regulations are being prepared

a Regulatory Authority, established by law or temporarily appointed, is engaged in an organizational process

some staff members are appointed and training is underway notification, authorization, inspection and enforcement

programmes are in the early stage of development essential technical services are in the process of being

established and others are under evaluation the needs of co-ordination and co-operation with other

relevant organizations are identified

Organizational Phase Organizational Phase (cont’d)(cont’d)

DIRECTOR

Technical/

Administrative

Section

Inspection

Section

Authorization

Section

Organization of the Regulatory Authority

Director’s OfficeDirector’s Office

Budget Recruitment of Staff Review on a regular basis regulatory

controls i.e. number of applications received and processed, number of notifications, registrations and licenses, number of inspections performed, incident reports etc…

Supervise the enforcement actions Inform public and authorities

The Director will be responsible for:

Technical/Administrative Section Technical/Administrative Section (1/2)(1/2)

Responsibilities (technical) development of regulations maintain source inventory prepare policies and procedures analyze programme data for quality management

system maintain and co-ordinate emergency response maintain radiation monitoring equipment operate or identify analytical laboratory/equipment disseminate information

Technical/Administrative Section Technical/Administrative Section (2/2)(2/2)

Responsibilities (administrative)

maintain budget prepare job descriptions administer recruitment and personnel matters maintain coordinated staffing and training plans arrange training perform housekeeping tasks

Authorization SectionAuthorization Section

establish safety assessment review procedures

establish schedules for submission of applications and safety assessments

review notifications and issue provisional authorizations where appropriate

initiate detailed safety assessments when indicated by results of preliminary inspections

Responsibilities

Inspection SectioInspection SectionnResponsibilities

initiate formal inspections based on requirements of new regulations and in accordance with established inspection priorities and schedules

take enforcement action as appropriate investigate potential for abandoned, orphan

sources follow up on status of potential users that have not

submitted appropriate notifications

Regulatory staffRegulatory staff

Regulatory sections should have professional staff with experience in radiation safety, and clerical support.

Regulatory control of medical diagnostics and radiotherapy may require special expertise.

Technical skills needed by a Regulatory Authority are normally acquired through education, training and on the job training.

Matrix arrangementMatrix arrangementfor utilisation of specialist stafffor utilisation of specialist staff

Authorizations

Regulations and codes

development Inspections

RADIOTHERAPY DIAGNOSTIC

X-RAYSINDUSTRIAL

Regulatory staff’s credentialsRegulatory staff’s credentials

A broad knowledge on radiation protectionA knowledge of a radiation safety regulatory

programme (legislation and regulations)A knowledge in the safety of radiation

sources subject to regulatory controlOperational and regulatory experience to

effectively verify that regulations are being implemented and complied with

Role of the regulatory staff Role of the regulatory staff

Requirements for staff members

Professionalism Independence InquisitivenessHelpfulnessAssertiveness

Role of the regulatory staffRole of the regulatory staff

Professionalism

Staff members should: Be aware of the area of responsibility Recognize the limitations in technical knowledge Avoid biases and be objective Be open and receptive to receiving information from

others

Regulatory positions and decisions should have transparency and clarity.


Independence

The staff members should not engage in, or hold financial interest in, activities which may conflict with their regulatory functions.

The staff members should be formal and friendly, but not familiar, in transactions with the regulated community.


Have an inquiring disposition

Probe to learn more about areas where problems may exist

Avoid becoming superficial

Inquisitiveness


Helpfulness

Provide adequate information to operators to implement their safety programme

BUT

Avoid becoming their consultant by advising how to operate their programmes

The user is responsible for operational safety !


Assertiveness

The regulatory staff should:

be confident with their assigned responsibilities, and

discharge them in a positive and precise manner


Decision making

Decisions should be timely, especially when corrective actions are required.

Procedures should be established within the Regulatory Authority organization for prompt decision making.

StaffingStaffing

Staffing analysis:Total number of inspections

Assume that altogether 600 inspections are carried out annually.

Inspection StaffBased on experience, lets assume that it takes an average of 20 [2-20] hours/per inspection. Therefore total inspection hours is:

600 x 20 = 12,000 hours.

Assume also that each inspector works 1,600 hours per year.

The inspection - full equivalent (FTE) equals = 7.5 persons.

StaffingStaffing (cont’d)(cont’d)

Licensing staff:New License application = 30 per year

New License application hours = 30 x 40 hours/licence

Total hours = 1,200 hours

Amendment, renewal and cancellation of License = 600 per year

Amendment License hours = 600 x 10 hrs/amendment

Total hours = 6,000 hours

Total Licensing hours = 7,200 hours

Licensing FTE = 4.5 persons

StaffingStaffing (cont’d)(cont’d)

Total Staff:

Inspection FTE = 7.5 FTE

Licensing FTE = 4.5 FTE

Plus Director = 1.0 FTE

Total Professional Staff = 13 FTE

Recommended staff value:

1 FTE for every 100 licensees.

Staff trainingStaff training

Objectives of training program

to ensure that the proper skills are acquired and that adequate levels of competence are achieved and maintained

to ensure that staff are aware of technological developments and new safety principles and concepts.

Staff trainingStaff training

Contents of training programme

legislation and regulationsauthorization processprocedures and guidance for assessment inspectionenforcement policyemergency responseetc.

References

IAEA, Safety assessment plans for..., IAEA-TECDOC-1113, Vienna (1999).

IAEA, Legal and Governmental Infrastructure for … , Safety Standards Series No.GS-R-1 (Draft, version 20.2.2000).

IAEA, Assessment by Peer Review of… , IAEA-TECDOC-1217, Vienna (2001).

Staffing and trainingStaffing and training

Staffing and training. Objectives To understand approaches to the development of strategies and policies for staffing of a Regulatory Authority including.

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