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RAM Orders FAQs
 
Q. Can anyone enter a RAM Order?
A. All WUSTL Marketplace shoppers can enter a RAM Order, but only individuals that have Radioactive Material Order function entry and departmental security will have the ability to submit a RAM Order requisition to Marketplace.   Only PIs (Principle Investigators) who are approved as Authorized Users by the WUSTL Radiation Safety Committee can receive and use specific types and quantities of radioactive materials in specific room numbers for which they are approved.   So, it is best that someone trained to know the Authorized User’s approved radioactive materials and locations be the individual entering the RAM Order into Marketplace.
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Q. What information do I need to include when entering in the RAM Order in Marketplace?
A. You should follow exactly the instructions given in How to Enter a RAM Order.   Be sure you identify the correct PI as the Authorized User and RAM Location; enter 3413 as the Subclass-Object number; always pick the drop down selection "990137" to ensure your RAM Order is shipped to Radiation Safety Office for regulatory check in.
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Q. How do I know what the delivery date is?
A. Most RAM Orders are shipped overnight by the next day following receipt of the RAM Order.   If you ensure your department has completed all of its ordering approvals by 10 AM on workdays for Radiation Safety’s final approval of Marketplace RAM Orders to send the order to the vendor, then you can enter the next workday date.   If you are ordering multiple delivery dates, each delivery must be entered on a separate line and each delivery date entered.
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Q. Once my RAM Order is placed with the vendor, what should I do if there is a change in my RAM order or if I decide to cancel my RAM order?
A. We ask that you email Radiation Safety (radsafety@wustl.edu) if you cancel your RAM Order or if you change the delivery date, total activity, or RAM location for the RAM Order.   In your email, please provide us with the AU name and the purchase order number.   You do not have to notify Radiation Safety if your RAM Order change involves price or budget fund changes.   If your change involves changing the AU or RAM isotope, we ask that you cancel the original RAM Order and start a new RAM Order.
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Q. Can I order RAM from a Marketplace catalog?
A. Purchasing is working with vendors to have catalogs in Marketplace offer RAM material.   See Radiation Safety’s RAM Orders webpage for more information on catalog orders.
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Q. What happens if I enter incorrect information on the RAM Order?
A. If you notice you have entered incorrect information in Marketplace before you create your requisition, you can go back and adjust the applicable fields on the draft requisition.   The individual(s) in your department who submit your Marketplace requisition to AIS will also check your information and may deny your order if there are errors.   If you have your AIS profile set for this option, you will also get an automatic email from support@sciquest.com telling you of errors in your RAM requisition.   Radiation Safety will make a final review of your RAM Order, and again if something is incorrect, your RAM Order may be denied.
If your RAM Order gets mistakenly placed in a manner outside of the approved procedures, your Authorized User will receive a violation on their radioactive material inspection, and will be asked to document what happened, why it happened, and what corrective actions have been put in place to prevent it happening again.   Repeat violations may lead to your Authorized User losing his/her approval to receive and use radioactive materials.
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Q. What happens if I enter a Subclass-Object code other than 34-13 on the RAM order?
A. If you notice you have entered incorrect information in Marketplace before you create your requisition, you can go back and adjust the applicable field on the draft requisition.  If you create your requisition and enter a Subclass-Object code other than 34-13 (Radionuclides), the Marketplace system will convert your RAM Order into a regular PO based on the Subclass-Object code.  Once this happens, your PO will not route to Radiation Safety for review and approval.

If your RAM Order gets mistakenly placed in this manner and it is not recognized by the creator of the RAM Order, your Authorized User will receive a violation on their radioactive material inspection, and will be asked to document what happened, why it happened, and what corrective actions have been taken to prevent it from happening again.  Repeat violations may lead to your Authorized User losing his/her approval to receive and use radioactive materials.

If you have not noticed this error until after you click “create requisition”, you will need to delete the requisition when it appears in FIS and start over again in Marketplace.
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Q. What do I do with my RAM package upon receipt?
A. Please open the package in a timely fashion (within a day or 2, at the latest) and keep the receipt.  You should then follow this instructions in Section III of the receipt form.  Wipe and meter survey the box and packing materials...dispose as radwaste if they are contaminated and notify Radiation Safety immediately.  If they are not contaminated, remove or completely obliterate any "radiation" or "hazard" signs/symbols/wording before disposing in the regular trash.  Wipe test the final vial to be sure it is not contaminated.  Immediately complete the third section of the receipt, indicating that you've completed all the steps above.  Your receipt now becomes the "accountability" form for that vial of material.
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Q. How do I ship RAM to another institution or receive RAM from a collaborator at another institution?
A. Please notify the Radiation Safety Office first to coordinate any intra-institution transfers.  We must first verify and exchange licenses to ensure that the receiver and his/her institution is approved for the items being sent.  Radiation Safety will package and send outgoing shipments, and should receive at our office all incoming shipments.
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Q. Why will I receive a deficiency on my Radiation Safety inspection if my administrator improperly places a RAM order?
A. Ultimately, it is the Authorized User who is responsible for ensuring that RAM is properly ordered, received, used, stored and disposed within his or her authorization.   This would include providing sufficient instruction and information to the administrator placing RAM orders.   To assist in this, Radiation Safety has created a Radioactive Material Ordering sheet that can be completed by the person requesting the RAM and provided to the administrator placing the order.  It is for your in-house use only - a copy does not have to be provided to Radiation Safety.  It is not even mandatory that this form be used.  It is simply offered as a way for lab groups to ensure that the administrator has all the information needed to properly order RAM.
Now that individuals with access to Marketplace can initiate RAM orders, your administrator may allow the Authorized User or Radiation Workers to begin the ordering process by entering the RAM order information directly into Marketplace. See How to Enter a RAM Order.
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