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Home My WebLink AboutDRC-2025-000074 1 DRC-2025- Requesting Reciprocity for X-ray Registration Individuals and companies seeking reciprocal recognition of their x-ray equipment registration by the State of Utah will be using the Division of Waste Management and Radiation Control Community Portal to submit these requests. The following are instructions and guidance on how to complete the process. Registering as a Community Portal User 1. The first step for anyone who has not previously registered to use the Community Portal is to register as portal user. If you are already registered as a portal user please skip to the Applying for Reciprocal Recognition section below. To register as a Portal User, users will need to navigate to the following link: https://deqorg.utah.gov/ Once users navigate to the link, they will see the screen below and would need to click on the “Register” button. 2. After clicking on the Register button, the user will need to fill in the required information for registration. Email address and Billing Email Address are required fields. Both email addresses can be the same. The Billing Email Address is not used for reciprocity requests but must be completed as a required field. Note: If the account name you enter is already in our database you will not be able to complete the registration process. If this happens, please contact the Division. 2 DRC-2025- 3. After a successful Registration, the user will receive a welcome email. To activate the account, users should click on the link in the email to continue with the registration process. 4. Clicking the link will take the user to the Change Your Password page where a password must be created. Please follow the instructions and create a password for your account. 5. After the user creates the password for their account, they will be redirected to the Home Page of the Community Portal. Users should navigate to the “My Profile” tab on the top right where they need to ensure that all information in their profile is complete and correct. Click on the Edit button in the upper right side of the screen to edit any information in the profile. Users must add a phone number (if not entered when registering), job title, and mailing address then click on the Save button to save the changes. 6. Once a user has updated and saved their profile the user will need to contact Alyssa Stringham at 801-536-4002 to have their Level of Access set up. After the Level of Access is set up the user can login and create and submit an application for reciprocal recognition. Applying for Reciprocal Recognition 1. Login to the Community Portal and ensure that you are on the Home page of the Community Portal. The Portal Dashboard as shown in the screenshot below should be visible. 2. Click on the “Apply” button on the right-hand side of the screen. 3. After clicking Apply the user is taken to the Facility Selection screen. New users will need to create a facility. The facility is your company. Click the blue “Click here” text to open the facility creation page. 4. On the Facilities page click the “Add New Facility” button. Complete the required fields on the Enter Facility Details page then click the blue “Add” button. “Name” should be your company name. The Latitude and Longitude fields will be automatically filled in based on the address entered. These fields are used by other programs and are not used for x-ray registration reciprocity. 3 DRC-2025- The Facility Contact should be the person at your company who is responsible for the equipment/registration that your company will be seeking reciprocal recognition to use in Utah. Clicking in the “Facility Contact” field will open a drop-down menu that contains the name the user entered when creating their portal registration. Click the name to add it as the Facility Contact if it is the correct name, otherwise add a new contact. 5. Once the facility is added, the user will be returned to the Facilities page. Click on the “Home” tab at the top of the page and click the “Apply” button again. 6. After clicking Apply the user is taken to the Facility Selection screen. Click anywhere in the “Choose one” field and click on the facility that was just added then click the “Next” button. 7. The user is now taken to the Program Selection page. Click anywhere in the “Choose one” field and click on “X-ray”. Note: Users can save their application during the application process by clicking the Save and Exit button at the top right of the screen. To resume the application process the user must click on the icon in the View column of the “All Pending Applications” section of the Portal Dashboard. Applications can also be deleted by clicking the Delete button next to the Save and Exit button. 8. When the Choose a sub-program window opens click the button next to “X-ray Reciprocity Requests” then click the “Save and Next” button at the bottom of the screen. 9. The user is now on the Instructions screen. After reading the instructions click on the “Save and Next” button at the bottom of the screen to move to the Application Questions screen. 10. On the Application Questions screen the user should complete all required fields then click the Save and Next button at the bottom of the screen. Company information such as Name and mailing address will be filled in automatically with the information entered when the Facility was created. This information cannot be edited here. If you need to edit this information, please click the "Delete" button then click on "Facility" in the menu on the left side of the Portal Dashboard page and edit the information then return to step 5 above. Click "Add a Contact" to open the contact window. Click in the "Select Contact" field to choose a contact from a list of contacts previously entered or complete all the required fields to add a new contact. Enter the Work Location required information. Work Location Contact Person is added in the same manner as the Contact was added previously. They can be the same person. Enter all the required information for all x-ray machines being brought into Utah. Describe the purpose for bringing the machine to Utah and enter the date the machine will arrive and the date the machine will leave. Note: if the dates are more than 30 4 DRC-2025- days apart the user will get an error and will not be able to proceed with the application. Verify that all the information is correct, edit as necessary, then click the Save button. 11. The user is now on the Application Documents screen. This is optional. Use the “Upload Files” button to upload electronic copies of any documents necessary to support your application. Multiple files can be uploaded. The maximum size for each document/file is 2 GB. Click the “Save and Next” button at the bottom of the screen once all necessary documents have been uploaded or if no documents need to be uploaded. 12. The next page is the Attestation page. Please read the attestation statement on the page then click the box if you agree with the statement. You cannot submit your application unless you agree to the attestation statement. The “Save and Next” button will not be active until you have clicked the checkbox agreeing to the attestation statement. After you have clicked the checkbox click the "Save and Next" button to move to the summary page. 13. On the Summary page you can review all the information that has been entered in the application. If you need to make corrections, you can click on the Application Questions step or the Application Documents step in the menu on the left to return to those areas and make corrections. Once everything is correct click the “Save and Next” button to move to the payment page. 14. The next screen is the payment page. Payment is not required at this time for x-ray reciprocity requests. This step is here for consistency with other programs using similar processes. Click the “Submit” button to submit your application and complete the application process. 15. An email will be sent to the email address entered for the Facility Contact informing them that the application has been received. The email contains your application number (A- XXXXXX). This number is also displayed in the Portal Dashboard on the Home page of the Community Portal in the All Pending Applications section. Note: It is important to keep track of this number because you will need to use this number to communicate with Division staff regarding an application. 16. When an application is approved an email is sent to the Facility Contact email address informing them that the application has been approved and instructing the email recipient to log into the Community Portal to download a copy of their approval letter. 17. On the Community Portal webpage the application will move to the Issued LPRs section. Click the document icon in the Print column to open a window where you can download or view a copy of the approval letter. Note: You must allow pop-ups for the Community Portal web page to be able to access your approval letter.