General:
Radioisotopes may only be purchased by means of a Blanket Purchase Order in conjunction with a Release of Goods/Services form for frequent users and a Purchase Order for occasional users.
The University’s Assistant Director, Environmental Health and Safety or designate shall approve all requests for a establishment of a Blanket Purchase Order and a Purchase Order with an approved supplier.
A. Ordering Department: Frequent Users
1. Each request for Radioisotopes shall only be made by means of a designated Blanket Purchase Order that has been established for an individual user with a specific supplier.
Each Blanket Purchase Order shall be assigned to a individual user for their exclusive use. Only Radioisotopes may be ordered using the designated Blanket Orders.
Users must not permit the ordering of Radioisotopes for others by means of their designated Blanket Purchase Orders.
2. A requisition for the establishment of a Blanket Purchase Order will be forwarded to the Assistant Director, Environmental Health and Safety or designate for approval.
3. Each Release of Goods/Services form must include the following:
- full and accurate description
- cost of the Radioisotope(s) required
- user’s name and department
- a complete delivery address
- University’s licence number
- User’s permit number
4. A copy of the Release of Goods/Services form must be retained by the User and the appropriate copies must be forwarded to:
- Purchasing Department
- Business Office, Accounts Payable Section
Note: The purchase activity of each individual Blanket Purchase Order shall be monitored to ensure compliance with these procedures.
B. Purchasing Department: Frequent Users
1. The Purchasing Department shall issue, to the appropriate supplier, a Blanket Purchase Order, subject to the approval of the University’s Assistant Director, Environmental Health and Safety or designate, that shall include details of the ordering Terms and Conditions, as well as the Requistioner’s Radioisotope Permit Number.
2. Each Blanket Purchase Order and Release of Goods/Services form, received by the Purchasing Department, shall be copied and forwarded to the University’s Assistant Director, Environmental Health and Safety or designate.
3. The copies of Release of Goods/Services forms received by the Purchasing Department shall be filed and stored for a period of three years.
4. The Purchasing Department shall, on a quarterly basis, forward a summary of the purchasing activity for each individual Blanket Purchase Order for Radioisotopes to the University’s Assistant Director, Environmental Health and Safety or designate.
C. Ordering Department: Occasional Users
1. Each request for Radioisotopes shall only be made by means of a Purchase Order. Only Radioisotopes may be ordered on the Purchase Order.
2. A Requisition for Purchase Order shall be forwarded to the Assistant Director, Environmental Health and Safety or designate and must be completed as stipulated in Carleton University’s Purchasing Procedure: Requisition for Purchase Order.
3. The Requisition for Purchase Order, must include the following:
- full and accurate description
- cost of Radioisotope(s)
- user’s name and department
- a complete delivery address
- University’s licence number
- User’s permit number
D. Purchasing Department: Occasional Users
1. The Purchasing Department shall issue, to the appropriate supplier, a Purchase Order, subject to the approval of the University’s Assistant Director, Environmental Health and Safety or designate, as stipulated in Carleton University’s Purchasing Procedure: Requisition for Purchase Order.
2. Each Purchase Order shall be copied and forwarded to the Assistant Director, Environmental Health and Safety or designate.
3. The copies of Purchase Orders issued by the Purchasing Department shall be filed and stored for a period of seven years.
4. The Purchasing Department shall, on a quarterly basis, forward a summary of all Purchase Order activity for Radioisotopes to the University’s Assistant Director, Environmental Health and Safety or designate.