X-Rad SmART procedures and policies, version 2.0 (Dec. 1, 2023)

The rules for the X-Rad SmART (Precision X-ray Inc., North Branford, CT) installed in the Research Animal Facility (RAF) at Stanford are described in this document.  It should be stressed that all interpretation and enforcement of these rules will be done at the discretion of the faculty. Users are encouraged to discuss these policies with the faculty.

 

1.     Device description
The PXi X-Rad SmART is an image-guided irradiator for the treatment of small animals.  The system consists of a dual focal spot x-ray tube mounted on a rotating C-arm gantry.  X-ray fluoroscopy, radiography, and computed tomography images may be acquired using the small focal spot, and used to plan radiation treatments with beams arranged around 360°.  These radiation treatments may then be delivered using the large focal spot and an array of collimators to shape the beam.  In addition, a cooled CCD camera is mounted on the gantry that may be used to acquire bioluminescence images from a subject.

 

2.     Location and access

a.     Location
The X-Rad SmART is installed in room AR066 of RAF II.

b.     Access
The system is very expensive and generates ionizing radiation, therefore multiple layers of security are in place to control access to the X-Rad SmART.  Entry to RAF II is controlled by the Stanford Veterinary Services Center (VSC).  Access to the key to room AR066 is regulated by the Keytracker system. A user must be authorized at both of these levels in order to use the X-Rad SmART.  

In order to obtain these authorizations, a user must:

  • Undergo animal training (VSC-PROG-0001) and RAF orientation (VSC-PROG-0010), and be added to the APLAC protocols that cover use of this device.
  • Undergo radiation safety training, including training for use of cabinet irradiators (EHS-PROG-1755).
  • Obtain access to RAF II through the Veterinary Services Center.
  • Undergo training on the SmART with either Ted Graves or Stavros Melemenides (see section 4 below).
  • Be added to the Keytracker system in order to access the room key.
  • Be added to the SmartSheet Training Tracker/Authorization sheet and Outlook Booking calendar for booking time on the system.

 

Instructions:

  1. New User fills out the SmartSheet Form: https://app.smartsheet.com/b/form/80776339a9a14399be26617788bb7b87  
  2. User reaches out to Stavros or Ted to receive training 
  3. Stavros or Ted to confirm any missing trainings have been completed 
  4. Access is granted by Ted's Admin
    1. Key Tracer Access 
    2. Calendar Booking Access 

 

c.     Scheduling
The PXi Irradiator Outlook Calendar is used to schedule time on the system. All time using the system must be booked in advance through this interface. Users are added to the Calendar once they have completed the steps described above. Any user found to be using the system without entering an appropriate reservation in the Calendar will have their experiment terminated and may have their access to the system revoked.

When Booking Time

  • Creating the Calendar Invite:  
    • Ensure the Event is being created on the “RADONC EQUIP PXi Booking-Reservation" calendar and not your personal calendar 
    • Write on the Event Name your full name and include your PI’s name  
      • For example: “Reserved for Micah Kelly (PI: Graves)” 
  • Make sure to always create a Calendar invite when using the machine 
    • Users that use the machine, but did not create a Calendar invite will be charged an additional 50%
  • Users that have created a Calendar invite hold priority if there are any timing conflicts on machine usage

 

d.     Security
Room AR066 should only be unlocked when a user is present within the room.  Any time the room is empty, the door should be locked.  Violations of this policy are in turn violations of Stanford's radiation usage policy, and violators will have their access to the system revoked.

 

3.     Usage
Documentation on the system is available in AR066.  A training video documenting basic use of the system has been recorded, and can be found here. In addition, a guide for use of the system has been written by Ted Graves. This step-by-step manual can be downloaded here.

When using the Machine  

  • If you leave the building, please return the key to the key box. Do not go back to your lab and bring the key with you.  
  • Make sure to wipe down, clean up after yourself, and turn off the lights before you leave the room.  
  • When saving your files, please do not save files locally on the computer.  


a.     X-ray log
A log of all x-ray usage is on the bench next to the X-Rad SmART control PC.  All usage of the system must be recorded in this log, in compliance with our radiation authorization for this system.  Any user that fails to do so will have their access to the system revoked.

b.     Dosimetry
Body dosimeters are recommended, but not required of users of the X-Rad SmART. The system is fully shielded and equipped with interlocks to prevent operation of the x-ray tube while the cabinet door is open. However, users should wear any dosimeters assigned to them as routine laboratory practice.

c.     Data Collection 
All imaging and radiation treatment data is automatically archived by the Pilot software on the control PC, and can be accessed at any time after the study has been completed.  Users can export this data from within Pilot to files that may be copied to their own computer.  The easiest way to do this is to bring a USB drive and to copy the exported data.  This may be done without reserving time on the system through the Outlook Booking calendar, however users conducting experiments that have reserved time will have first priority.  Data can also be copied over the network, however this must be done from the X-Rad SmART control PC and is subject to wireless network speed and accessibility.  Note that any data saved to the desktop or other folders on the control PC is not archived, and may be deleted if disk space runs short.

 

4.     Training

a.     Intent
Users of the X-Rad SmART are trained so that they are competent and comfortable operating the system in a safe and effective manner. It should be stressed that no dedicated technical support is available to conduct experiments for prospective users. While consultations with experienced users and administrators can be coordinated on request, these personnel are not guaranteed to be available for any given study. Therefore, all users will undergo training to bring them to this level of competence using the X-Rad SmART.

b.     Trainers
The personnel currently qualified to train new users on the X-Rad SmART are Ted Graves and Stavros Melemenides.

c.     Scheduling
New users should coordinate training with one of the personnel above. This should be done after the user has obtained the appropriate radiation safety and animal training and obtained access to RAF as described in section 2b.  This training must be done prior to the initiation of the user's experiments on the X-Rad SmART.  Note that this training is subject to the availability of the personnel above. Users should coordinate this training early in their preparations for use of the system so as not to delay subsequent experiments.

d.     Format
Training for use of the X-Rad SmART will require 60-120 minutes.  It will include startup and shutdown of the system, operation of the anesthesia unit, CT imaging, treatment planning, and radiation treatment delivery. Users should review the usage guide prior to the training session.

e.     Completion
When the trainer is satisfied that the user is competent to operate the system on their own, they will allow addition of the user to the Keytracker system for room AR066, and will add them to the Outlook Booking calendar so they can reserve time.

 

5.     Supplies and consumables

a.     Anesthesia
The anesthesia system for the X-Rad SmART uses isoflurane.  No isoflurane may be stored in room AR066.  Users of the system are responsible for providing their own isoflurane for experiments.

 

6.     Discipline
Use of the X-Rad SmART is a privilege, and users are expected to follow all rules described above as well as all rules stipulated in Stanford's policies regarding animal and radiation use. Failure to comply with these policies will result in immediate revocation of a user's access to room AR066 and to use the X-Rad SmART.