(1) The Radiation Safety Committee (the committee) reports to the Deputy Vice-Chancellor (Research) (DVC (R)), and through the DVC (R) to the Audit and Risk Committee of the University Council. (2) The committee provides an assurance function for the University in relation to research and teaching involving ionising and non-ionising radiation by oversighting institutional compliance with the Protection from Harmful Radiation Act 1990 and the Protection from Harmful Radiation Regulation 2013. The committee also draws its responsibilities and functions from Radiation Guideline 5, Recommendations for Radiation Safety Officers and Radiation Safety Committees (the Guide) published by the NSW Environment Protection Authority. (3) The committee is a representative committee established with a breadth of members to provide this assurance function with the objective of ensuring the consistent practice of radiation management across all locations and facilities. In addition, the committee is to: (4) While it is not the intention of the committee to extend its scope beyond the Protection from Harmful Radiation legislative framework, the requirements of that framework must be considered in conjunction with the Work Health and Safety regulatory framework. It is further noted that University compliance with the Work Health and Safety regulatory framework is within the scope of the University Safety and Health Management Committee. (5) The University seeks to ensure representation on the committee from academic and operational staff covering the breadth of radiation use and radiation equipment across the University. (6) The committee shall be comprised of the following members, nominated by the Deputy Vice-Chancellor (Research): (7) The committee shall also include the following ex-officio members: (8) There should be at least one representative of each school or area that uses radiation across the members listed under clause 6. (9) As far as possible, the committee should have gender balance. (10) The term of appointment for members of the committee shall be three years. (11) Members of the committee are to provide three months’ notice of their intention to resign. (12) The appointment of a committee member who has a research portfolio funded workload allocation (usually a presiding officer or deputy presiding officer) can only be terminated by the Deputy Vice-Chancellor (Research) following advice from the Pro Vice-Chancellor Research (Performance and Governance). (13) An unfunded member’s appointment to the committee may be terminated by the Deputy Vice-Chancellor (Research) following advice from the presiding officer. (14) Members may be appointed to consecutive terms. (15) Appointments to the committee will be administered by the Research Integrity Unit. (16) All committee members who are not ex-officio are appointed by the Deputy Vice-Chancellor (Research): (17) Ex-officio members are confirmed to the committee by the Manager, Research Integrity. (18) For members of staff seeking appointment to the committee the recruitment process shall include confirmation of the support of the member’s line management to take up, or continue, the member’s participation on the committee. (19) All members of committee are appointed as individuals for their knowledge, qualities and experience, and not as representatives of any organisation, group or opinion. (20) All members of committee are provided with a formal notice of appointment and may not participate in any committee decision making until they have completed an induction. (21) The induction program includes: (22) The presiding officer shall hold a senior staff member position in the University and be referred to the position by the relevant Executive Dean. (23) In most cases the presiding officer will also fill a member role on the committee as set out in Section 2, above. (24) A person holding adjunct status with the University is not eligible for consideration as presiding officer or deputy presiding officer. A person holding adjunct status may be appointed as a staff member with an appropriate position fraction in order to meet the workload of the appointment. (25) The presiding officer shall be appointed by the Deputy Vice-Chancellor (Research) for a term of three years. An appointment from the ranks of the committee shall extend that member’s term by the full three year period. (26) The presiding officer shall have a negotiable workload allocation assigned to their position to ensure that their other responsibilities do not impair the committee’s capacity to perform its obligations. (27) The presiding officer shall have a mature understanding of the compliance issues involved in research and teaching involving radiation. (28) A deputy presiding officer will be drawn from the ranks of the committee to act in the role of presiding officer in the absence of the presiding officer. (29) An alternate deputy presiding officer may also be drawn from the ranks of the committee to act in the role of presiding officer or deputy presiding officer. (30) A committee executive is to be established from the ranks of the members comprising of: (31) The following position holders have right of audience and debate at meetings of the committee: (32) Persons with rights of audience and debate have no decision-making authority in relation to the business of the (33) Persons with rights of audience and debate are not required to be inducted to the committee but are bound by the conflict of interest and confidentially provisions that apply to all members. (34) The committee shall, either directly or by delegation fulfil the following functions as set out in the guide: (35) The committee shall also, either directly or by delegation fulfil the following functions: (36) The executive of the committee is, by intention, a quorate representation of the whole committee. The executive may perform any responsibility or function of the committee. (37) Any decision made by the executive members under the clause above is binding once made but must be presented to a committee meeting for formal noting. (38) Members shall: (39) Nothing in these terms of reference should exclude a person from referring a matter to the committee for full consideration. (40) The presiding officer shall impartially guide the operation of the committee, resolve conflicts of interest related to the business of the committee and represent the committee in any negotiations with the management of the University. (41) Responsibilities of the presiding officer include, but are not limited to: (42) The role of the security, safety and wellbeing representative is to ensure channel of communication with the University Work Health and Safety (WHS) governance and management structures, recognising that, among other things, WHS committees are not designed to deal specifically and exclusively with radiation safety issues. (43) All members must attend 75% of scheduled meetings on an annual basis, subject to mitigating circumstances. Where members cannot attend meetings, apologies must be made in advance to the Research Integrity Unit. (44) Members who have continued absences from scheduled meetings may be approached by the presiding officer, or nominee, to discuss continuation of membership. If the member opts to remain on the committee but continues to be absent from the meetings, they may be asked to end their term. (45) Members who are unable to attend meetings are required to submit their comments on applications prior to the meeting, for consideration during the meeting. While not ideal, and if appropriate to the application being considered, comments from absent members may be obtained after the meeting. (46) The Research Integrity Unit will provide administrative and secretariat support so that the committee can discharge its obligations. The Research Integrity Unit can also be called upon for protocol and procedural advice. (47) It is the responsibility of the Manager, Research Integrity to allocate committee tasks to the team members of the Research Integrity Unit. This activity will be undertaken in consultation with the presiding officer. (48) Research Integrity Unit team members will support the committee in the conduct of its business, including the following responsibilities: (49) A quorum consists of: (50) Only a quorum can make decisions relevant to the responsibilities and functions of the committee. (51) The committee meets once per quarter over the period February to December. (52) Meetings for the first and third quarters will be scheduled to allow enough time for approvals to be returned to applicants prior to the commencement of the academic teaching session. (53) A schedule of committee meeting dates and agenda closing dates will be posted on the Radiation Safety Committee website by the beginning of each academic year. (54) In exceptional circumstances, the schedule of the committee meetings may be altered by the presiding officer, in consultation with the relevant staff in the Research Integrity Unit. (55) Extraordinary meetings of the committee may be convened during peak workload or to review urgent committee business. (56) Meetings by flying minute are permissible at the discretion of the presiding officer. Meeting by flying minute would normally be reserved for urgent but uncomplicated decision making where it is not anticipated that extensive discussion and debate will be required. In these cases, proposals and other items of business will be circulated to the committee members who shall consider them asynchronously and, in writing, provide comments on applications or other matters of business. (57) Only a representative quorum of members is required to hold an extraordinary meeting or meeting by flying minute. (58) Agendas are circulated to the members one week before the meeting. (59) Minutes of meetings are confirmed in draft by the meeting chair within one week of the meeting. (60) Outcomes of meeting decisions are advised within two weeks of the meeting. (61) Minutes of the meeting are circulated to members within three weeks following the meeting. (62) External members may claim a meeting allowance in accordance with the Research Integrity Committee – Meeting allowances Schedule. (63) Where a member has a perceived or actual conflict of interest as described in the University's Conflict of Interest Procedure, they must declare this to the chair at the meeting before discussion of the item of business. (64) The meeting chair will determine if members with a conflict of interest may remain present for the discussion of the item but not take part in a decision, or if the member must withdraw from the meeting for the discussion of matters that relate to that conflict of interest. Once such members have withdrawn, the remaining members must still constitute a quorum. (65) Confidential matters relating to the committee include, but are not limited to: (66) Agenda items considered during a meeting and records of specific meeting discussions may be shared by the presiding officer, or by the Manager, Research Integrity, with authorised officers of the University who can demonstrate a need to access the relevant information for the performance of their duties. (67) Variations to the terms of reference and/or membership of the committee must be approved by the Deputy Vice-Chancellor (Research). (68) There are no glossary terms relevant to this document.'Radiation Safety Committee' - Membership and Terms of Reference
Section 1 - Establishment
Background
Purpose
Section 2 - Membership
Committee membership
Term of office
Appointment of members
Induction program
Presiding officer and deputy presiding officer
Executive of the Radiation Safety Committee
Right of audience and debate
committee.Section 3 - Functions and responsibilities
Executive responsibilities
Member responsibilities
Presiding officer responsibilities
Security, safety and wellbeing representative responsibilities
Non-attendance
Committee support
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Section 4 - Meetings
Quorum
Meetings
Agendas and minutes
Related expenses
Conflicts of interest
Confidentiality
Variations
Section 5 - Glossary
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