1. Staffing and training

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

3. Staffing and training The Regulatory Authority should have appropriate: staffing plans staff qualification requirements individual training plans funding for staff training

4. Staffing 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.

5. National regulatory programme Example: 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

6. Organizational Phase (cont’d) DIRECTOR Technical/ Administrative Section Inspection Section Authorization Section Organization of the Regulatory Authority

7. Director’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:

8. Technical/Administrative Section (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

9. Technical/Administrative Section (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

10. Authorization 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

11. Inspection Sectio n Responsibilities 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

12. Regulatory 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.

13. Matrix arrangement for utilisation of specialist staff Authorizations Regulations and codes development Inspections RADIOTHERAPY DIAGNOSTIC X-RAYS INDUSTRIAL

14. Regulatory staff’s credentials A broad knowledge on radiation protection A knowledge of a radiation safety regulatory programme (legislation and regulations) A knowledge in the safety of radiation sources subject to regulatory control Operational and regulatory experience to effectively verify that regulations are being implemented and complied with

15. Role of the regulatory staff Requirements for staff members Professionalism Independence Inquisitiveness Helpfulness Assertiveness

16. Role 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.

17. Role 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.

18. Role of the regulatory staff Have an inquiring disposition Probe to learn more about areas where problems may exist Avoid becoming superficial Inquisitiveness

19. Role 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 !

20. Role of the regulatory staff Assertiveness The regulatory staff should: be confident with their assigned responsibilities, and discharge them in a positive and precise manner

21. Role 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.

22. Staffing Staffing analysis: Total number of inspections Assume that altogether 600 inspections are carried out annually. Inspection Staff Based 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.

23. Staffing (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

24. Staffing (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.

25. Staff 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.

26. Staff training Contents of training programme legislation and regulations authorization process procedures and guidance for assessment inspection enforcement policy emergency response etc.

27. 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 training