Policy and Procedures

Management of Asbestos

CONTENTS

1.  Introduction

2.  Management Policy

3.  Management Responsibility

4.  Staff Training

5.  Survey Programme and Sampling Policy

6.  Maintenance of Records

7.  Instruction and Information Required for Routine Maintenance and Minor Refurbishment

8.  Management of Major Works

9.  Licensed Asbestos Contractors – Approved Contractors List

10.  Asbestos Removal Procedures

11.  Asbestos Disposal Procedures

12.  Emergency Procedures

13.  Review of Asbestos Policy

14.  Circulation of Asbestos Policy

Appendix 1 List of Relevant Legislation

Appendix 2 List of Approved Licensed Asbestos Contractors

Appendix 3 Asbestos Policy Circulation List

Appendix 4 Definitions

Appendix 5 Flow Charts

1. INTRODUCTION

This document sets out the policy and procedures for the safe management of asbestos containing materials (ACMs) in buildings under the control of the University.

The purpose of the policy is to minimise the risk to any person working in, visiting or carrying our maintenance in University buildings and to provide guidelines for the safe containment, removal and disposal of the ACMs where necessary. The document should be used in conjunction with current legislation and associated Approved Codes of Practice.

2. MANAGEMENT POLICY

The overall policy for the management of asbestos can be summarised as follows:

I.  To have specific lines of responsibility for the management of asbestos in buildings

II.  To have clear comprehensive procedures for the management of asbestos in buildings. This will include the following:

·  Identification of ACMs, monitoring of their condition, and their containment, removal or repair where necessary.

·  The planning and effective implementation of emergency procedures.

·  The identification of and provision of information to all maintenance staff, specialist staff, contractors or any other person whose work may involve the disturbance of ACMs.

III.  To identify, where possible, the presence of asbestos in buildings and carry out assessments to determine the risks presented by the asbestos containing materials (ACMs).

IV.  To maintain up to date records of asbestos containing materials within the buildings. These records to be kept centrally with a written copy provided for each site.

V.  To remove asbestos where it presents an unacceptable risk to any person.

VI.  Where asbestos containing materials are not removed, they should be maintained in a safe condition so as to present minimum risk to building users.

VII.  To train staff and contractors, as appropriate, in matters relating to asbestos.

VIII.  To only use licensed asbestos contractors listed in Appendix 2, who are approved for asbestos removal work.

IX.  To carry out suitable audits and monitoring of the licensed asbestos contractors to ensure that the work is carried out in accordance with current legislation.

X.  To use a laboratory to carry out air sampling and analysis that is UKAS accredited to ISO17025 and other suitable qualified specialists.

XI.  At ACM meetings, to carry out a termly review of the policy and procedures to monitor their effectiveness and identify any areas where improvements as necessary.

XII.  To ensure that, where buildings are leased, landlords provide a comprehensive asbestos register or, for areas where the University are responsible, that a relevant survey is carried out.

3. MANAGEMENT RESPONSIBILITY

The Dutyholder, with overall responsibility for the management of ACM’s, is XXXXXX. They may delegate, in writing, some of the duties through the Head of Facilities to others deemed competent to assist in operational requirements. Specifically they are responsible for:

I.  Asbestos policy, strategy for implementation, resources allocation and monitoring.

II.  Staff training

III.  Responsibility for legislative compliance

The Estates Manager (in conjunction with the Dutyholder) is responsible for:

I.  Implementation of asbestos policies concerning management of asbestos within individual buildings.

II.  Holding the Asbestos Register on site.

III.  Ensuring that the Asbestos Register is readily available to contractors and that they sign the document to record that they have consulted it.

IV.  Reporting on asbestos.

V.  Identification and organisation of any remedial works necessary following survey/testing programmes

VI.  Liaison with accredited analyst/surveyor and Licensed Asbestos Contractor (LAC) during both planned asbestos removal and emergency procedures.

VII.  To carry out management priority risk assessments on ACM’s identified in Type 2 and 3 survey asbestos registers.

VIII.  Implementing and management of survey/testing programmes. Issuing of and providing information for the updating of site asbestos records. Organisation of annual inspections of identified ACMs in each building.

IX.  Issuing of relevant asbestos registers and marked site plans for routine maintenance and major works to both contractors and project designers.

X.  Maintenance of Approved LAC list

XI.  Making a judgement as to whether a Type 3 survey is required.

XII.  Raising technical queries with the XXXXXX for Resources and Management Information on any aspect relating to ACMs in the building.

Appointed Accredited Analyst is responsible for:

I.  The supervision of the safe removal and encapsulation of asbestos materials.

II.  Undertaking asbestos surveys with appropriate sampling.

Contractors are responsible for:

I.  Consulting the Asbestos Register prior to commencing any works on site.

II.  Signing the Asbestos Register to record that they have consulted it prior to commencing any works.

III.  Informing the Estates Manager of any problems relating to the ACMs while working on the site.

IV.  Ensuring that ACMs are never used in building repairs or maintenance works.

Project managers or any person commissioning works in buildings are responsible for:

I.  Consulting any existing Asbestos Registers or records of ACMs present on the site.

II.  Contacting the Estates Manager to commission any necessary survey works.

Communication Channels

The arrangements for communication channels are as follows:

·  The Dutyholder has overall control of all aspects of asbestos management

·  Facilities Department personnel liase with the accredited analyst/surveyor on aspects of the survey programme, removal and emergency procedures

·  Facilities Department personnel liaise with any maintenance personnel on-site to provide relevant information on the ACMs including the Asbestos Register.

·  The contractor liaises with the Estates Manager to consult the Asbestos Register and report any problems concerning the ACMs in the building

·  Any person commissioning works liaises with the Estates Manager to obtain Asbestos Registers, arrange for further surveys to be carried out and identify any ACMs requiring prior to the works commencing.

4. STAFF TRAINING

I.  All staff directly involved in asbestos management should receive adequate training in:

·  The requirements of the relevant legislation and Approved Codes of Practice (ACOPS) especially the Control of Asbestos at Work Regulations 2002 and The Hazardous Waste Regulations 2005

·  Risk assessments and emergency procedures

·  Records and information requirements for all maintenance and major works

II.  All managers and maintenance personnel should receive adequate training in asbestos awareness, risk assessment and emergency procedures.

III.  All site foremen for external routine maintenance contractors should have documentation to show they have undertaken asbestos awareness training.

IV.  The Estates Manager will organise an asbestos awareness/asbestos management training session for all staff directly involved with the management of asbestos within properties

V.  It is the responsibility of The Staff Development Officer to make new members of staff aware of the Asbestos Policy and to arrange suitable training normally at induction.

VI.  In the event of a significant revision of the Asbestos Policy interim training will be provided for all staff.

VII.  A record will be kept of all staff that have attended the training sessions.

  1. In the event of a significant revision to the Asbestos Policy interim training will be provided for all staff directly involved with the management of asbestos within properties.

5. SURVEY PROGRAMME & SAMPLING

I.  All buildings will have a Type 2 survey at intervals of five years with sampling carried out in a planned programme by accredited analyst/surveyor (accredited to ISO17025 (UKAS)). The survey programme is to be managed by the Estates Manager.

II.  A report will be produced which will include an asbestos register and numbered plan. Reports will be sent to the Estates Manager where they will be distributed to the individual sites.

III.  The management priority risk assessments will be identified by the Estates Manager who will implement any necessary remedial works identified.

IV.  Annual risk assessments of the ACMs identified in the asbestos registers are to be carried out by a trained, competent person. The condition of the ACM should be noted and reported to the Estates Manager so that any necessary remedial works may be carried out. Survey record and Asbestos Registers must then be updated as necessary.

V.  Where major works such as demolition or refurbishment, which may involve dismantling or demolition of elements of the building, are planned an intrusive survey to identify all asbestos within the area to be disturbed is to be carried out. This survey work may only be carried out in an unoccupied building or section of building, and includes areas such as sealed ducts and areas within the structure of the building.

VI.  All sampling and testing of materials suspected of containing asbestos is to be carried out by accredited analyst/surveyor.

VII.  Surveys above suspended ceilings and in enclosed ducts must only be carried out under controlled conditions.

6. MAINTENANCE OF RECORDS

Central Records

The central record for all asbestos information will be held in the University Facilities (Estates) Office

These records will include:

·  Results of all surveys

·  Results of all sampling and testing

·  Numbered plans of the buildings

·  Records of any asbestos removal works undertaken including air tests, waste carriage documentation, etc

·  Any accidental damage which may have caused inadvertent exposure to asbestos

·  Risk assessments

·  Schedule of works

These records are to be held indefinitely. All updating will be made as an additional record and information stored in a database must not be overwritten.

The records of contractors signing to confirm they have consulted the Asbestos Register will also be maintained on site.

Data Retention and Integrity

·  All electronic and paper-based data is to be retained indefinitely.

·  Central records are the responsibility of the Estates Manager.

·  Central records are to be maintained as per the Procedure for Asbestos Surveys.

·  The integrity/existence of data is to be guaranteed by

·  Maintaining a filed paper copy of the Asbestos Survey Report for each property in the University central filing system.

·  Storing an electronic copy of the Asbestos Survey Report for each property.

·  Storing electronic copies of all principal asbestos management documents.

Responsibilities For Records

Activity / Responsible Manager
Production and maintenance of survey programmes
/ Estates Manager
Raising of orders for programmed survey work / Estates Manager
Issue of notification letters/memo to properties being surveyed / XXXXXX
Production of Asbestos Register document / Estates Manager
Maintenance of Asbestos Register / Estates Manager
Payment records for programmed survey work / Estates Manager
Issue of orders to contractors for remedial works / Estates Manager
Payment records for remedial works / Estates Manager
Issue of Asbestos Register documents to properties / Estates Manager
Maintenance of records of samples tested for the presence of asbestos / Estates Manager
Production of air testing documents and clearance certificates / Accredited Analyst
Issue of air testing documents and clearance certificates / Estates Manager
Waste Carriage Documentation / Contractors / Cleaning & Environment Manager
Maintenance of Asbestos Policy Document / Estates Manager

Approved contractors

A list of Approved Contractors is at Appendix 2

7. MANAGEMENT OF ROUTINE MAINTENANCE & MINOR REFURBISHMENT

All contractors whatever their trade should be aware of the presence of ACMs. The Estates Manager will ensure that the Asbestos Register is available and that the contractor signs it to record that they have consulted it prior to commencing work.

The work may proceed if it can be completed without disturbance of the ACMs. If the work is likely to disturb the ACMs the contractor will inform the Facilities Department and the work will be suspended. The Facilities Department will then contact the Estates Manager who will arrange for the ACMs to be removed by the LAC before the works are resumed.

If a material is exposed or disturbed and contractors/maintenance personnel are not sure of the composition they must stop all works, evacuate and close off the area informing the Estates Manager who will instigate the emergency procedures as given detailed in Section 12.0 and notify the Health & Safety Co-ordinator

8. MANAGEMENT OF MAJOR WORKS

Where major works involving demolition, structural alterations, pipe/cable runs, or abrasive drilling are to be carried out, the Estates Manager will ensure that the following procedures are implemented:

I.  Carry out desk survey (examine all written records)

II.  Carry out a risk assessment. If this indicates that there is no asbestos risk the works may be authorised.

III.  If it is possible asbestos is present in the structure of the building and may be disturbed by the works an intrusive (Type 3) survey should be carried out in the vacated premises by the accredited analyst/surveyor. Adequate time must be allowed for the survey and removal works.

IV.  From the results of the intrusive survey carry out a risk assessment to identify all materials for removal or encapsulation.

V.  Organise removal/encapsulation work.

VI.  On completion and issue of a certificate or re-occupation the main contract may commence

VII.  Contractors must be made aware that even following an intrusive survey no guarantee can be given that all asbestos has been identified.

9. USE OF CONTRACTORS FOR THE REMOVAL OF ACM’S.

Only appropriately licensed contractors are to be used for the removal of ACMs. All contractors employed to remove asbestos containing materials must be vetted by an accredited analyst/surveyor for the following criteria:

·  Current asbestos removal licence

·  References

·  Public liability insurance

·  Health and Safety Policy

·  None notified site audit

The accredited analyst/surveyor will maintain a list of approved Licensed Asbestos Contractors and only LACs selected from this list are to be used to remove/work on ACMs within buildings under the control of the University. (See Appendix 2)

10 ASBESTOS REMOVAL OR ENCAPSULATION PROCEDURES