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Program FAQ's
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The following information contain the answers to your most frequently asked tanning device questions!


Registration
Q: I am selling my tanning facility/device(s), who do I inform?

A: You are required to inform the Radiation Protection Services of a change of ownership or a change in equipment. To talk to the tanning program staff call: (971) 673-0490

Q: I am buying a tanning facility/device, what do I do?
A: You are required to inform the Radiation Protection Services of a change in ownership/equipment within 30 days!
 
Q: I just bought a tanning facility and all of the tanning devices are registered do I still need to tell you?
A: Yes. Tanning licenses are non-transferable; therefore the tanning device(s) will need to be licensed in your name.
 
Q: Where do I post my licenses?
A: Licenses need to be posted in public view. You can post the individual licenses in the individual rooms, or in a common area. Each license must be visible.
 
Q: How much are license fees?
A: License fees are $100 per device. They are non-refundable and non-transferable.
 
Q: When do I re-new my license(s)?
A: License fees are due once a year on January 1. You will receive an invoice in the mail. Note: If you have equipment changes that you have neglected to inform us of, please write in the changes on the invoice. 

Signs
Q: Can I change any of the signs?
A:
Sort of. All of the signs are available on the Tanning Program website and can be printed on whatever color of paper you would like. You can even have them printed onto acrylic sheets. You can make the signs bigger, but do not make them smaller.
 
Q: Where do I hang the Warning sign? 
A: The  Warning sign must be within 1 meter (3 feet) of EACH tanning device.
 
Q: My stand up unit is not in a separate room, does it still need a Warning sign?
A: Yes.
 
Q: Where should I post the Medication list?
A: The  Medication needs to be in public view, so posting it in the bathroom is a bad idea. You can always post one in each room if you would like.

Q: Where should I post the Notice to the Public sign?
A:
The  Notice to the Public sign must be posted in public view. You only need to post this sign once, in the front reception area; however, some facilities choose to post one in each tanning room.

Q: Where should I post the Minor sign?
A:
The  Minor sign must be posted in public view. You only need to post this sign once, in the front reception area is acceptable; however, some facilities choose to post one in each tanning room, this is also acceptable.  

Training
Q: Who needs to attend training?

A: Everyone needs to attend training prior to operating a tanning device. Here is a list of approved online and on-site  training vendors.
 
Sanitizer
Q: What kind of sanitizer do I use to clean my tanning device(s)?

A: A sanitizer that is made for cleaning tanning beds and that contains Quaternary Ammonium. The sanitizer must be mixed to a concentration of between 400-800 ppm.  
 
Q: How do I know I am mixing it to the proper concentration?
A: You are required to test your sanitizer with Quat test strips when you initially mix it and then after a week. 
 
Q: How strong do I mix my sanitizer?
A: Mix the sanitizer to a concentration for between 400-800 ppm.
 
Q: Can I use the pH strips for my swimming pool to test my sanitizer?
A: NO! pH strips do not test for the right chemical. You can purchase a test kit from most tanning suppliers or companies that sell your sanitizer. Make sure the scale on your test strip goes to 1,000 ppm (parts per million) to ensure your sanitizer is mixed to the proper concentration.
 
Q: More is always better, right?
A: Wrong. Too much sanitizer can have a reaction with your clients skin! Too much sanitizer also can damage your acrylics. It is important to test your sanitizer to ensure proper concentration. Make sure the scale on your test strip goes to 1,000 ppm (parts per million) to ensure your sanitizer is mixed to the proper concentration.

Record Keeping
Q: What is a maintenance record?
A:
You are required to keep a maintenance record to track the maintenance on your device(s). You are also required to record your annual timer check on this record.  Here is a copy.
 
Q: What is the Log of Operator Training?
A: The  Log of Operator Training is where you record your formal. Keep copies of all of the certificates with this log. The inspector will review it during an inspection.

Q: I purchased my device(s) used, and the old owner never gave me an operators manual. Do I need one?
A: Yes you do need an operator manual for each type of device you own. You can look to see if the manual is online and print it off or download it to your desktop. You can also call the manufacturer and order a new manual. Remember it needs to be available for inspector review so make sure all employees have access to it.

Operating Tanning Beds
Q: I can control the tanning device timer from inside the device/booth, is this ok?
A:
No! You must have a remote timer installed. Clients CANNOT be allowed to set their own time or change the time when they are tanning.
 
Q: How often am I required to do a timer test? 
A:
Once a year for EACH device! Don’t forget to record it on your  Timer Test Record

Q: Why am I required to do a timer test?
A:
You want your timers to be accurate so that you do not burn your clients! You want to make sure your timers are accurate to within + or - 10%
 
Q: My device does not have an emergency shut off button, is this ok?
A:
No. Each tanning device must be equipped with an emergency shut off mechanism on the device.
 
Q: When I installed my remote timer my emergency shut off button/dial/switch was deactivated. Is that ok?
A:
No. You will need the to have it reactivated. Each tanning device must be equipped with an emergency shut off mechanism on the device.
 
Q: My bed requires a specific lamp to be installed, but they are really expensive. Can I put different lamps in my bed?
A:
Yes, you can put different lamps in your bed; however, they must be compatible lamps!
 
Q: How do I know if the lamps I’ve installed in my bed are compatible to the lamps that are required in my bed?
A:
When you purchase new lamps they come with a Lamp Equivalency Certification. This piece of paper will list the lamps you just purchased (in the left column) and then list the lamps it is compatible to. You want to make sure your lamps are listed on this list.

Civil Penalties
Q: How do I avoid getting a civil penalty during an inspection?
A:
Respond in writing to the inspection findings within 30 days of the inspection. Provide     the inspector the requested information before the 30 days is up.

Q: How do I avoid getting a civil penalty for registration?
A:  Pay your registration on time.

Q: I received a Notice to Impose a Civil Penalty, what do I do now?
A: 
Towards the end of the document, there are instructions on what to do and who to contact if you have questions. 

Q: If I request a hearing does that really mean I will have a trial?
A:
Not necessarily, by requesting a hearing you pause the civil penalty process.