1. Obtaining and Using Special Permits and Certification of Competent Authority (CoCA) from the Department of Transportation (DOT), Packaging Approvals from the Department of Energy (DOE), and the Nuclear Regulatory Commission (NRC).

Management System: Environment, Safety, and Health

Subject Area: Packaging and Transportation Safety

Procedure 1. Obtaining and Using Special Permits and Certification of Competent Authority (CoCA) from the Department of Transportation (DOT), Packaging Approvals from the Department of Energy (DOE), and the Nuclear Regulatory Commission (NRC).

Subject Matter Expert: DANA WILLAFORD
Management System Owner: PATRICK SMITH
Secondary Management System Owner: KARL MORO
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Issue Date:  02/24/2012
SCMS Revision:  2.1

1.0 Applicability

This procedure applies to Office of Science (SC) designated Packaging and Transportation (P&T) Safety Staff responsible for ensuring compliance with DOE O 460.1C, Packaging and Transportation Safety, as it relates to obtaining special permits, and Competent Authority Certificate (CAC) from U.S. Department of Transportation (DOT) and packaging approvals from U.S. Department of Energy (DOE) or U.S. Nuclear Regulatory Commission (NRC) for fissile material packaging and Type B packaging.

2.0 Required Procedure

Step 1 Program Office or Project Staff identifies a need to obtain a special permit or packaging approval and contacts the SC Site Office or SC ISC P&T Staff.
Step 2

SC Site Office P&T Staff works with the Program/Project Staff as follows:

  • If a special permit request is needed, go to Step 3.

  • If a CAC is needed, go to Step 5 .

  • If a Certificate of Compliance (CoC) is needed, go to Step 8.

Step 3

SC Site Office or SC ISC P&T Staff:

  • Works with the Program/Project Staff to ensure that the special permit request meets all the requirements in 49 CFR 107.105.

  • Coordinates with SC ISC Subject Matter Experts (SMEs), as needed.

  • Submits the special permit request to the DOE HQ Certifying Official (HCO) (EM‑30) for processing at least 150 calendar days prior to when the Program/Project will need the special permit.

NOTE: Additional instruction for special permits is available on the RAMPAC (Radioactive Material Packaging) Web site.

Step 4

SC Site Office P&T Staff:

  • Request timely renewal, if needed, at least 90 calendar days before expiration of the special permit.

  • Submit requests for renewals to EM‑30 for processing to DOT.

Step 5

  • When the Program/Project Staff identify a need for a CAC, the SC Site Office or ISC P&T Staff work with the Program/Project to either:

    • Register with EM‑30 as a user on an existing approval, or

    • Obtain a new approval.

  • SC Site Office P&T Staff coordinate with ISC SMEs, as needed.

NOTE: Additional instruction for using and obtaining a CAC is found on the RAMPAC Web site.

Step 6 SC Site Office P&T Staff maintain copies of CACs used by their contractors until they either expire or are no longer being used.
Step 7

SC Site Office P&T Staff:

  • If needed, request timely renewal at least calendar 90 days before expiration of the CAC.

  • Submit requests for renewals to EM‑30 for processing.

Step 8

  • When Program/Project Staff identify a need to obtain a packaging approval from DOE or NRC; the SC Site Office or SC ISC P&T Staff work with the Program/Project Staff to:

    • Register to use an existing CoC; or

    • Develop the Safety Analysis Report for Packaging (SARP) required for modification of an existing CoC, or to obtain a new approval.

  • SC Site Office P&T Staff coordinate with SC ISC SMEs, as needed.

NOTE: Additional instruction on registering a SARP preparation and submittal to EM‑40 is available on the RAMPAC Web site.

Step 9 SC Site Office P&T Staff maintain copies of active packaging CoC and SARPs.

NOTE: Alternatively, the SC Site Office can rely on the contractor to maintain copies of the SARPs.

Step 10

SC Site Office P&T Staff:

  • Request timely renewal, if needed, at least calendar 90 days before expiration of the CoC.

  • Submit requests for renewals to EM‑30.

3.0 References

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 04/15/2011