RAF 9046

Regional Meeting for Mid-term Review and Endorsement of the Regional Action Plan

MEETING REPORT

Bagatelle, MAURITIUS21 - 25 JULY 2014

Attendees

Representatives of the IAEA:

Ms. D. Caratas - Project Management OfficerMs. N. Capadona - Technical Officer/ Transport Specialist

Counterparts/representatives of Member States:

Mr. K. Funsu - Representative from AngolaMr. F. Misago - Representative from BurundiMr. O. Kabore - Representative of Burkina FasoMr. B. Tladi - Representative of BotswanaMs. J. Chakam Tagheu - Project Counterpart for CameroonMr. T. Regassa - Project Counterpart for EthiopiaMr. R. Awudu - Project Counterpart for GhanaMr. A. Bridji - Project Counterpart for Cote d'IvoireMr. J. Opar - Project Counterpart for KenyaMr. J. Zafimanjato - Project Counterpart for MadagascarMr. K. Nilplatana - Project Counterpart for MauritiusMr. B. Sidibe - Project Counterpart for MaliMr. C. Gamulani - Project Counterpart for MalawiMr. P. Ngalangi - Project Counterpart for NamibiaMr. A. Boureima II - Project Counterpart for NigerMr. H. Midala - Project Counterpart for NigeriaMr. E. Mohajane - Project Counterpart for South AfricaMr. A. Niane - Representative from SenegalMr. K. Aglae - Project Counterpart for SeychellesMr. B. Eltayeb - Project Counterpart for SudanMs. N. Sboui - Representative from TunisiaMr. M. Katumba - Project Counterpart for UgandaMr. W. Muhogora - Project Counterpart for United Rep. of TanzaniaMr. C. Mulenga - Representative from ZambiaMs. V. Mutanga - Project Counterpart for Zimbabwe

Local participants:

Mr. S. Rambrichh - Divisional Head Airworthiness at the Department of Civil Aviation, Mauritius

Mr. B.K. Rughooputh - Manager Port Environment at the Mauritius Ports Authority

Mr. S. Rajab - Customs Officer at the Mauritius Revenue Authority, Customs Department

225 July 2014

Introduction

The regional meeting for Mid-term Review and Endorsement of the Regional

Action Plan under the IAEA project RAF 9046 was held in Bagatelle, Mauritius

from 21 – 25 July 2014. The meeting is the 2nd coordination meeting for the IAEA

TC project RAF9046, “Strengthening Compliance Assurance for the Safe

Transport of Radioactive Material”.

The purpose of the meeting is to review the project plan, the countries status and

to endorse the draft regional action plan prepared by the IAEA for the African

Member States based on the self-assessment reports provided following the first

coordination meeting. Also under the scope of the meeting is the identification of

needs for sub-regional networking and establishment of conditions to join the

project by member states that have not presented their SARIS report.

The meeting provided an overview of the RASIMS information system as it

applies to transport of radioactive material and all Member States were advised

to update the required information on the RASIMS webpage.

The invitation to participate in this meeting was sent to all African Member

States (MS). It was attended by 25 participants from the following Member

States: Angola, Burundi, Burkina Faso, Botswana, Cameroon, Ethiopia, Ghana,

Cote d’Ivoire, Kenya, Madagascar, Mauritius, Mali, Malawi, Namibia, Niger,

Nigeria, South Africa, Senegal, Seychelles, Sudan, Tunisia, Uganda, Tanzania,

Zambia and Zimbabwe. Benin, Chad, Democratic Republic of Congo, Egypt, Libya,

Morocco and Sierra Leone participants announced a last minute withdrawal.

Local participants representing the relevant institutions involved in transport

safety at national level were following the meeting.

Opening Ceremony

Mr F.A. Ollite, the Chief Radiation Protection Officer of the Radiation Protection

Authority in Mauritius, gave the welcome address.

325 July 2014

Two main opening speeches were given by Ms D. Caratas the Project

Management Officer (PMO) from the IAEA and Dr. A.Y. Maudarbocus, Chairman

of the Radiation Protection Council in Mauritius.

The Chairman welcomed all the participants and pointed out that it was an

honour for Mauritius to be given the opportunity to host this meeting. He also

expressed his appreciation for the efforts of the IAEA and contribution of the

Member States in ensuring safety in transport activities involving radioactive

materials, given the large volume of radioactive consignments being transported

yearly and the low record of accidents during these activities.

The PMO welcomed all Member States representatives attending the meeting,

emphasizing on the efforts made within the countries for significant progress. It

was outlined that this major outcome was possible only through Member States

commitment and ownership of the project. The meeting participants,

counterparts of the Project RAF9046 'Strengthening Effective Compliance

Assurance for the Safe Transport of Radioactive Material' on transport safety

were commended for the efforts made within the country team, contributing to

the strengthening of the radiation safety infrastructure at the national level. The

Project Team acknowledged the presence of many national counterparts being

also present at the first coordination meeting of the regional project RAF9046 in

Harare, Zimbabwe, July 2012, outlining and commending the continuity ensured

for a comprehensive implementation of the project mid-term objectives and the

countries commitment. It is recommended that this positive work will be

continuously and sustainably carried out for tangible results and further

progress.

The PMO thanked the Government of Mauritius for the excellent arrangements

made for the meeting, highlighting on the good cooperation at national level

within the relevant institutions involved in the transport safety.

The meeting then proceeded with the introduction of the participants and the

appointment of the Chairpersons and Rapporteurs for the five-day meeting.

The meeting consisted of six technical sessions.

425 July 2014

Technical Session 1-2: Country Status Reports

The first two technical sessions took place over the first two days of the meeting

and consisted of power point presentations by each participant for their

respective countries. A standard template was provided for this purpose to the

participants prior to meeting such that the presentations would all be focused on

the 12 elements set out in the Safety Standard TS-G-1.5. Addressing the

questions relating to these 12 elements helped to identify the areas in need of

further improvement for each country, and the region as a whole.

Technical Session 3: Project process and support

The PMO, Ms Daniela Caratas commented on the support available from the IAEA

through the project. One essential tool available to Member States for developing

their regulatory infrastructure for the Safe Transport of Radioactive Material is

the SARIS software. The Self-Assessment report should give the best picture of

the country status and help to clearly identify strengths and weaknesses. Since

finance is usually the main constraint in most Member States, addressing gaps

and weaknesses should be prioritised. She encouraged Member States to develop

a national training plan with proper and regular budgeting at the national and

regional level. Also a good coordination is essential within the regulatory

authorities, encompassing all thematic safety areas since they are all cross-

linked. The PMO also announced the existing possibility of addressing topics

related to emergency in coordination with the regional project RAF 9052

“Strengthening and Harmonizing National Capabilities for Response to Radiation

Emergencies”. It has been shared that a group fellowship on Emergency

Preparedness and Response for an event involving an orphan source is

envisaged.

The expected outcome of the meeting would be to enable the participating

countries to develop and strengthen a comprehensive transport regulatory

framework and an effective networking which should have a major impact on

this trans-boundary topic, the transport of radioactive material (RAM).

Harmonizing the regulatory frameworks and requirements for safety during the

525 July 2014

transport of RAM should facilitate compliance and decrease instances of denials

and delays of shipments.

It was emphasized by the PMO the duty of all project counterparts and their

national teams to ensure long term sustainability and continuity of the action

plans initiated within this meeting. It was strongly encouraged a full

coordination with the existing national action plans of the Member States for

developing and strengthening the Radiation Safety infrastructure for transport

as part of Member States capabilities to address radiation safety in a

comprehensive way.

The presentation by the Technical Officer (TO), Ms Nancy Capadona gave an

overview of the TSA-7 concept, its 12 elements and the RASIMS information

system. The participants were provided with a list of documents and guidance

material published by the Agency which should guide them in developing further

regulatory framework for transport of radioactive material. The support

documents available are listed below:

Regulations for the Safe Transport of Radioactive Material (SSR-6)

Advisory Material for the IAEA Regulations for the Safe Transport of

Radioactive Material (TS-G-1.1)

Planning and Preparing for Emergency Response to Transport Accidents

involving Radioactive Material (TS-G-1.2)

Radiation Protection Programmes for the Transport of Radioactive

Material (TS-G-1.3)

The Management System for the Safe Transport of Radioactive Material

(TS-G-1.4)

Compliance Assurance for the Safe Transport of Radioactive Material (TS-

G-1.5)

Schedules of Provisions of the IAEA Regulations for the Safe Transport of

Radioactive Material (TS-G-1.6)

The Technical Officer introduced the concept of TSA 7, the newest Thematic

Safety Area incorporated into RASIMS as the basis for implementation of the

requirements contained in the IAEA Safety Fundamentals GS-R-1 Part 3, Basic

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Safety Standards and the series of Safety Standards related to transport. The

country profile template was presented to help Member States to better

understand the IAEA expectations with regards to the country’s profile in

RASIMS. It has been agreed that every Member State’s TSA 7 responsible

counterpart will liaise with the national RASIMS coordinator to ensure upload of

the last updated information.

Technical session 4: Working groups RASIMS review

For the RASIMS review, four working groups were constituted. Each group

consisted of at least one country which presented considerable work on

updating of RASIMS for TSA 7. The working groups were constituted as below:

1. Nigeria, Kenya, Sudan, Uganda, Ghana, Ethiopia

2. Namibia, South Africa, Tanzania, Botswana, Zambia, Malawi, Zimbabwe

3. Burkina Faso, Cote d’Ivoire, Niger, Mali, Senegal, Tunisia, Angola

4. Cameroon, Madagascar, Seychelles, Mauritius, Burundi

The groups were requested to go through the question sets for RASIMS on TSA7

to identify misunderstandings and difficulties which may arise when providing

the required information on RASIMS platform. At the end of the exercise the

groups concluded that the following areas required further clarification:

Legal and Regulatory Framework

Whether stakeholders of the regulatory bodies which are involved to

some extent with the monitoring and regulation of the transport of

dangerous goods should be listed as competent authorities

Description of how review/revision of regulations on transport of RAM is

done and who does it

Design Assessment

Clarification on type of transport operations

Explanation on transitional arrangements and where they apply

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Examination of Maintenance and Servicing Arrangements

how do users inform the Competent Authority (CA) about all safety

deviations significant changes on packages and if the procedures for

reporting are known

Emergency Response and Planning Operations

what are the requirements and implications for holding an emergency

exercise

Transport Radiation Protection Programmes

More information is required on content of the Radiation Protection

Programme

What should be the major elements of a Radiation Protection Programme

for Transport organizations

Management systems for transport

Clarification on Management systems for both the regulatory body and

transport organizations

Remarks

Most of the African MS do not have specific regulations on transport of

RAM and should coordinate their efforts in developing them.

Countries should develop a networking and database of contacts within

the region to ease communication and facilitate the transport of

radioactive material. Existing draft Memorandum of Understanding

between different Member States in the region should be extended and

considered through the regional cooperation.

Competent Authority should develop Memorandum of Understanding

with stakeholders

Timeline for completion of RASIMS

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Counterparts pledged to complete/review RASIMS on TSA 7 on the following

timelines.

Angola Burkina Faso

Botswana Cameroon Ethiopia Ghana Cote d’Ivoire

1 month 1 month 1 month 2 weeks 2 weeks 2 weeks 1 month

Kenya Madagascar Mauritius Mali Malawi Namibia Niger Nigeria2 weeks

1 month 1 month 1 month

1 month

2 weeks 1 month 2 weeks

South Africa

Senegal

Seychelles

Sudan Tunisia

Uganda

Tanzania

Zambia

Zimbabwe

1 month

2 weeks

2 months 2 weeks

1 month

2 weeks

3 weeks 1 month

3 weeks

Technical session 5: Discussion and Endorsement of the Regional Action Plan

Confirmation of the TSA 7 project counterparts was requested if not yet done.

The participants were encouraged to review the Self-Assessment reports,

considering the present better understanding of the requirements for safety in

transport activities involving RAM provided within the meeting.

The Member States were encouraged to consider nomination of country’s

representative for Transport Safety Standards Committee (TRANSSC). The

Member State can opt on full, alternate or corresponding membership.

All the costs for attending the meetings shall be covered by the Member State

and it is to be noted that attending the meetings are not mandatory.

The PMO emphasized the existing possible technical assistance support to be

provided by IAEA through Technical Meetings, TC Projects and different other

cooperation agreements. It is to be noted that invitation as well as the

implementation procedures are different and they have to be closely and

carefully followed, for the country’s best benefit.

925 July 2014

Regional Action Plan

In Annex 1 the Draft regional action plan prposed by the group of experts

reviewing all Peer review mission reports is provided for ease of reference.

Within the meeting has been agreed the following regional Action Plan.

1. Development of regulatory framework

1.1 Countries are responsible for drafting their own regulations applying a

graded approach commensurate with the transport activities in the country.

Communication within the set network is strongly encouraged. If needed, a

group of experts will be called to review country specific regulations on

transport.

1.2 Emergency in transport is to be included in the national Emergency

Preparedness and Response. Counterparts are urged to coordinate and liaise

with fellow counterparts for the IAEA regional project on Emergency

Preparedness and Response RAF9052.

1.3 The establishment of a Management system, including RAM register will be

addressed through the Regional Training Course

1.4 Development of an inspection programme, as well as the guidance material to

perform inspection and enforcement will be addressed through specific training.

Group fellowship is envisaged to address this common regional need.

2. Coordinated training and education support

2.1Following elements will be addressed within the Regional Training Course

-Regulatory framework overview

-How to transport NORM

-Package assessment and certification/validation

-Denials and delays

-Management Systems

-Security in transport

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2.2 The transport of fissile materials is concerning only few countries possessing

Research Reactors and Nuclear Power Plants. Therefore, the technical assistance

support can be provided through specific projects existing within the

regional/national programme

2.3 South Africa was proposed as hosting country for the agreed regional

training course. The 3rd week of November 2014 is envisaged. South Africa

representative will come back with confirmation of the proposed date. It is also

expected that other member states will come back to the project team in 1 week

time with proposal for alternative hosting country.

3. Development and operation of networks of excellence

Public awareness and communication

It has been emphasized that the transport safety requirements should be

included in the national plan for raising awareness on the safety concepts related

to transport of radioactive material to control possible hazards associated. It

should be the country’s responsibility to develop and implement awareness and

communication actions at all levels. Specific communication is to be delivered to

different group targets, public, stakeholders and users.

IAEA project team provided each participant with a video on Safe transport of

radioactive material around the world produced by the IAEA Transport Safety

Unit, to be used in the further communication actions within the country.

Setting up of a Steering Committee for African Member States for the Safe Transport of RAM

Following the expert’s advice to develop an operational network the PMO

informed the meeting of an existing IAEA platform via the Global Nuclear Safety

and Security Network (GNSSN) that can be used for further networking and

communication. The representatives of the Member States agreed to set up a TSA

7 network and committee for mutual support among the African countries,

starting from the meeting participants.

Four members of the coordination committee were agreed.

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1. Ms.P. J. Chakam Tagheu - Cameroon

2. Ms. V. Mutanga - Zimbabwe

3. Mr. O. Kabore - Burkina Faso

4. Mr. R. Awudu – Ghana

Presentation by the Representative of the Civil Aviation Department,

Mauritius

A valuable intervention has been provided by one of the local participants, Mr S.

Rambrichh, an Aeronautical Engineer with 25 years of working experience in the

Aviation Industry in Mauritius. A clear view of the need in coordinating at

national level all the relevant stakeholders intervening in transport was detailed.

It is emphasized that national regulatory authorities should address the

requirements of transport safety within full coordination with the existing

relevant institutions in the country working in this field.

Mr. Rambrichh informed that aviation has been a highly regulated activity

worldwide since the early days. Following the creation of the IAEA in 1956, all

requirements developed for the transport of Radioactive Materials, are taken up

by the Dangerous Goods Panel of the Air Navigation Commission ICAO for review

and recommendation for adoption by the ICAO council. Further to various

incidents and accident involving dangerous Goods, the ICAO council adopted the

recommendations of the IAEA and published Annex 18 on the transport of

Dangerous Goods by Air, but modified the original requirements to

accommodate unique aspects of air transport.

ICAO has already assessed and reviewed the these requirements of SSR-6 and as

such has these requirements have fully been taken care of in the ICAO Dangerous

Manual and the Technical Instruction Manual, which were in turn taken up by

the International Air Transport Association (IATA) for implementation by the

various airlines.

In this respect ICAO categorised the requirements as 8 critical elements:

Primary legislation

1225 July 2014

Specific operating regulations

State system and safety oversight functions

Technical personnel qualification and training

Technical guidance, tools and the provision of safety-critical information

Licensing, certification, authorization and approval obligations

Surveillance obligations

Resolution of safety concerns

He also pointed out that in order to enable the Regulatory Body to fully discharge

its obligations and responsibilities towards the IAEA, there is need to develop

Quality Policy Manuals and Enforcement Manuals, among others.

To enable the Regulatory Body to ensure an efficient delivery of its inspection /

approval or licensing services, there is need to develop an inspector manual

which should detail the pre requisite for recruitment, duties and responsibilities,

basic training requirements, specialist training, on the job training.

Mr. Rambrichh thanked the IAEA representatives for having given him the

opportunity to share his experience with the participants of the meeting with a

view that it may assist in the understanding of the challenges being put before

them and in the development of the agreed action plan.

Recommendations

Recommendations to Member States

1. To request Governments for continued support of the project activities

with the view of ensuring self-sustainability beyond the life cycle of the

project.

2. To initiate and develop at national level the coordination with the

relevant institutions involved in transport safety.

3. To periodically review the Self-Assessment exercise, envisaging also the

use of the SARIS as a training tool.

4. To ensure periodical update of the RASIMS country profile on TSA 7.

1325 July 2014

5. Member States are encouraged to address national needs for training in a

comprehensive approach in full coordination with all the other TSA’s,

making use of all existing resources including national budget and

technical expertise available.

6. Member States are encouraged to consider nomination of a

representative to TRANSSC committee, as an excellent possibility for

experience exchange worldwide.

Recommendations to the IAEA

Participating Member States request the IAEA to continue providing technical

assistance within the project, ensuring continuity for maintaining the good

progress reached to-date within the significant efforts made by the project team,

counterparts and IAEA team.

Conclusion

On the basis of this report, it is the participants’ view that the objectives of the

regional meeting for Mid-term Review and Endorsement of the Regional Action

Plan have been achieved.

ANNEX I

RAF 9046: draft Regional Action PlanPrepared on 28th March 2014

Assistance(What help is

given)

Topics(Where help is needed)

ReceiverProvider

DateAfrican External

1.Development of regulatory

1. Establish competent authority for transport of RAM (via workshop)

Botswana, Cote d’Ivoire, Malawi,

Namibia

- 2014 Q2

1425 July 2014

framework

2. Establish/complete transport regulations in line with SSR-6 (via workshop)

All except Nigeria, South Africa,

Tanzania- 2014 Q3

3. Establish/complete emergency planning and exercises (via workshop)

All except Nigeria, South Africa - 2014 Q4

4. Establish a management system, including a RAM register (via workshop)

All except Nigeria, South Africa, Sudan,

Tanzania, Zambia- 2015 Q1

5. Establish/complete inspection programme (via workshop)

All except Botswana, Morocco, Namibia,

Niger, Nigeria, South Africa, Sudan,

Tanzania, Zambia

- 2015 Q2

6. Establish/complete guidance material (via workshop)

All except Ethiopia, South Africa, Zambia - 2015 Q3

2.Coordinated training and education support (including stakeholders)

1. Regulatory framework overview, for all RAM except NORM and fissile (current IAEA training course, plus scientific visit)

All countries -

Belgium, Canada, France,

Germany, Netherlands, USA, WNTI

2014 Q2

2. How to transport NORM (two day course, plus scientific visit)

Botswana, Cameroon, Ethiopia,

Gabon, Kenya, Malawi, Morocco, Namibia, Niger, Nigeria, Sudan,

Tanzania, Zambia, Zimbabwe

Australia, Belgium,

Canada, United Kingdom, USA,

WNTI

2014 Q3

3. How to transport fissile materials (two day course, plus scientific visit)

Ghana, Morocco, Nigeria, South Africa -

France, Japan, Russia, United Kingdom, USA,

WNTI2014 Q3

4. Emergency planning and exercises, and investigation of incidents/accidents (three day course, with practical exercises)

All except South Africa

Brazil, France, United

Kingdom2014 Q4

5. Package assessment and certification/validation (two day course, plus scientific visit, on-the-job training)

All except South Africa

France, Germany,

Japan, Russia, United

Kingdom, USA

2014 Q4

6. Inspection and enforcement (on-the-job training, joint inspections, plus practical exercises)

All countries -Belgium,

France, United Kingdom, USA

2015 Q1

7. Denials and delays (workshop with all relevant stakeholders)

All countries -

Belgium, Brazil, Cuba,

Edlow International,

Germany, ISSPA, Peru,

REVISS, T.I.C., United

Kingdom

2015 Q1

8. Management systems (two day workshop) All countries - Canada, United

Kingdom 2015 Q2

9. Security in transport (IAEA training course, including interaction with safety)

All countries - IAEA 2015 Q3

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3.Development and operation of networks of excellence* (national; regional; international)

1. Establish national cooperative agreements e.g. MoU with other regulatory bodies (via workshop)

All except Cameroon, Ethiopia, Nigeria, South Africa,

Sudan- 2014 Q4

2. Establish national stakeholder forum e.g. academia, medical, industry (via workshop)

All except South Africa

Belgium, United

Kingdom2015 Q1

3. Establish regional cooperative agreements with neighbouring countries e.g. joint inspections (via workshop)

All countries -France, Ireland,

Switzerland, United

Kingdom2015 Q2

4. Establish bilateral/multilateral international cooperative agreements (via workshop)

All countriesBrazil, Canada, France, Russia,

UNECE, USA2015 Q3

4.Public awareness(using multiple communication tools)

1. Denials and delays**, importance of RAM transport (workshop with all relevant stakeholders)

All countries -

Brazil, Cuba, ISSPA, Peru, T.I.C., United

Kingdom, WNA, WNTI

2014 Q3

2. Regulatory framework, existence of regulators, regulations, guidance material, who to contact (workshop, e-learning)

All countries - Canada, United Kingdom 2015 Q1

3. Safety and security, in plain/simple language information (workshop, e-learning)

All countries - France, United Kingdom, USA 2015 Q3

1625 July 2014