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.
Role of the regulatory staffRole of the regulatory staff
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.
Role of the regulatory staffRole of the regulatory staff
Have an inquiring disposition
Probe to learn more about areas where problems may exist
Avoid becoming superficial
Inquisitiveness
Role of the regulatory staffRole of the regulatory staff
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 !
Role of the regulatory staffRole of the regulatory staff
Assertiveness
The regulatory staff should:
be confident with their assigned responsibilities, and
discharge them in a positive and precise manner
Role of the regulatory staffRole of the regulatory staff
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