THE MANAGEMENT OF ASBESTOS POLICY, RESPONSIBILITIES AND PROCEDURES June 2011
Date Issue Author Reviewed Approved Issue/ Revision 09/04/11 Draft for approval A Ellis Safety Draft 2 (Noble) / SWJones Committee 08/06/11 Issue SW Jones P Mucklow P Adams 2 History Prepared Reviewed Authorised Date Revision P Mucklow P Adams Safety Committee 31/01/06 0 P Mucklow P Adams 21/02/07 1 2
Contents 1. Introduction 2. Policy Statement 3. Responsibilities 3.1 Registrar and Deputy Chief Executive, and Vice-Chancellor and Chief Executive 3.2 Director of Estate Development Service 3.3 Asbestos Manager 3.4 Asbestos Coordinator 3.5 Assistant College Managers: Infrastructure / Directors of Buildings 3.6 Assistant Director (Health and Safety) 3.7 Construction Health and Safety Officer 3.8 Occupational Health Service 3.9 Safety Representatives and Guild Chief Executive 3.10 Director of Campus Services 3.11 Property Services Manager 3.12 Director of Sport and Student Activities 3.13 Head of IT Operations 3.14 Estate Development Service staff, Project Managers and Director of Special Projects. 3.15 Staff and Students 3.16 Asbestos Removal Contractor 3.17 Asbestos Surveyor 3.18 Asbestos Consultants/Analysts 3.19 Contractors 3.20 Asbestos Condition Monitors 3
4 Asbestos Information 4.1 Location and Access 4.2 Updates 5 Asbestos Management 5.1 Priority Assessment 5.2 Monitoring 5.3 Training 5.4 Implementation of Procedures 5.5 Transfer of information 5.6 Review of the Management Plan 5.7 Working with Asbestos Containing Materials 6. Procedures 6.1 Procedure for Previously Unidentified or Damaged Asbestos 6.2 Procedures for Project Works 6.3 Procedure for Referencing the Asbestos Register for Contractor s Site Areas 6.4 Procedure for Entry into Asbestos Contaminated Area 6.5 Procedure for Access to an Asbestos Enclosure 6.6 Procedure for Labelling of Asbestos 6.7 Procedure for Working with Asbestos Containing Materials 6.8 Procedure for Authorising Departmental Minor Works 6.9 Audit 6.10 Asbestos Emergency Procedures Appendices Appendix A Appendix B Organisation and Responsibilities Statement for inclusion within the students handbook 4
1 Introduction 1.1 Asbestos is a term used for a number of naturally occurring minerals that have crystallised to form long thin fibres. Most common is chrysotile (white asbestos) and the less commonly used, crocidolite (blue asbestos) and amosite (brown asbestos). The fibres have high tensile strength, and excellent chemical, electrical and heat resistance. These properties made asbestos extremely useful as a building/insulation material. Asbestos has been used extensively throughout the UK and the world. 1.2 Although asbestos is a hazardous material it can only pose a significant risk to health if the asbestos fibres become airborne and are then inhaled. Therefore, most asbestos materials pose little risk unless they are disturbed in some way that allows the fibres to be released into the atmosphere. Inhalation of asbestos fibres can lead to serious diseases such as lung cancer, mesothelioma (a cancer of the lining of the lungs or lower digestive tract) and asbestosis (a chronic fibrosis of the lungs). Many cases of these diseases occurring now are a result of exposure in industries which used asbestos extensively in the past. However, the fact that asbestos was also installed in many buildings means that a wider range of people still have the potential to be exposed, particularly building and maintenance workers. 1.3 The management of asbestos in buildings is controlled by legislation, enforceable by the Health and Safety Executive. The Control of Asbestos Regulations (2006) places a duty on those responsible for non-domestic premises (ie the University) to manage the asbestos contained in them. 1.4 Some buildings owned or occupied by the University of Exeter were built or refurbished at a time (in the 1950s through to the mid 1980s when the use of Asbestos Containing Materials (ACM s) in their construction was common. 1.5 The presence of ACM s does not in itself constitute a danger. However, it is hazardous when disturbed or damaged, either accidentally or through work activities. Activities which are most likely to present elevated risks are those that give rise to airborne dust, e.g. abrasion, breaking, sawing, cutting, drilling or machining ACM s. 1.6 It is important to note that if an isolated accidental exposure to asbestos fibres should occur and it is for a short duration, it is extremely unlikely to result in the development of asbestos related diseases. However, regular exposure (even at relatively low levels) can present a risk. 1.7 The University has duty to prevent anyone present on its sites (staff, students, contractors, visitors and members of the public) being exposed to asbestos. However a limited number of staff whose normal duties may bring them into contact with existing asbestos containing materials (e.g. electrical, mechanical or building maintenance staff) will be trained in asbestos awareness. Contractors will be informed of its presence and location. 1.8 This document sets out the University policy, responsibilities and procedures for managing asbestos. This document is supported by the Asbestos Management Plan which details how the University achieves operational compliance with the relevant regulations concerning asbestos. 5
2 Policy Statement 2.1 The University of Exeter (hereafter called the University) recognises and accepts its responsibility as an employer for providing a safe and healthy workplace and work environment for its employees and others (students, contractors, visitors, and the public) who may be affected by its work. 2.2 The University will ensure that measures are in place to:- prevent the exposure to asbestos to anyone present in the buildings under its control or its estate, as far as is reasonably practicable. Where exposure cannot be prevented, it will ensure that exposure to asbestos is reduced below any statutory control limits that may be in existence. conform with all current and future UK legislation concerning the management and control of asbestos, This currently includes:- the Health and Safety at Work Act (1974) and the Control of Asbestos Regulations ( 2006). promote awareness of the dangers of asbestos through the provision of information and training. provide and maintain an Asbestos Register, as required by statute. implement practical management procedures such that appropriate measures, such as monitoring, encapsulation, sealing, labelling, inspection or removal of asbestos containing materials, are undertaken. regularly review this document to ensure it is based on current legislation and practice.. Registrar and Deputy Chief Executive Vice-Chancellor and Chief Executive Date: 10/06/11 6
3 Responsibilities The responsibilities for the management of asbestos are detailed below and an organisation chart showing its structure is detailed in Appendix A. A list of the responsible staff is given in the Asbestos Management Plan. 3.1 Registrar and Deputy Chief Executive and Vice-Chancellor and Chief Executive Are jointly ultimately responsible for: the health and safety of all members of the University and others who may be affected by its activities. Whilst maintaining this ultimate responsibility they may delegate specific responsibilities to other appropriate staff. They delegate the responsibility for the management of asbestos to the Director of Estate Development Service. 3.2 Director of Estate Development Service The Director of Estate Development Service has the delegated responsibility for the management of asbestos within the buildings and estate controlled by the University, and is the dutyholder. The Director is responsible for ensuring that:- an Asbestos Register is completed (as required by statute) kept updated and made available to authorised staff or agencies; an Asbestos Management Plan (AMP) is prepared and reviewed on a regular basis; sufficient resources are made available to carry out asbestos control measures recommended by the AMP, such that the health risks from asbestos to staff (students, visitors and members of the public) are made as low as is reasonably practicable ensuring an asbestos survey has been undertaken before any properties are acquired for use by the University. The Director will be supported by the Deputy Director Engineering and In order to carry out the above responsibilities the Director will appoint an Asbestos Manager. 3.3 Asbestos Manager The Asbestos Manager acts as a direct report to the Deputy Director Engineering with delegated authority from the Director of Estate Development Service. The Asbestos Manager is responsible for: the operational compliance of the University with the relevant regulations concerning asbestos; development of the Asbestos Management Plan; management of the asbestos registers; management of condition monitoring; 7
appointment of external contractors for the surveying and analysing of asbestos containing materials (ACMs); appointment of approved asbestos consultants; appointment of licensed asbestos contractors; budgetary control of asbestos works; reviewing all asbestos issues relating to direct labour maintenance and project work; updating Estate Development Service staff on asbestos related issues; participating in the organisation and implementation of asbestos awareness seminars and talks for University staff; arrange asbestos awareness, face fit and task training for Estate Development Service Staff; keeping up to date on developments within the asbestos industry; holding or working towards the BOHS P405 or equivalent; informing and consulting with Assistant College Managers: Infrastructure, Directors of Buildings, College or Services Safety Officers and Trade Union H&S Representatives with regard to asbestos issues; informing Occupational Health of staff at risk/exposure; reporting to Assistant Director (Health and Safety) any asbestos issues; reporting on asbestos matters; liaising with the enforcing authorities (eg the HSE); management of major asbestos removal contracts; approval of Plans of Work; management of the Asbestos Coordinator s activities; management of uncontrolled release of asbestos ; management of an Asbestos Permit to Work system, and evaluating Asbestos surveys of properties the University intends to obtain and reporting potential liabilities to the Director. 3.4 Asbestos Coordinator Is responsible for: maintenance and updating of the Asbestos Register and other records; updating of asbestos location drawings; assistance in the preparation and implementation of the Asbestos Management Plan; maintenance of clearance records; coordinating the re-inspection of ACM in accordance with the Asbestos Management Plan; liaising with licensed asbestos removal contractors and performing clerk of works duties on removal and encapsulation projects; managing UKAS accredited analytical and surveying consultants; liaising with Estate Development Service staff, and Property Services Manager with respect to the status of the management of asbestos on maintenance, minor works and capital works projects; assisting the Property Services Manager in planning of works; preparation of Tender documents for removal works; arranging attendance of analysts, and removal contractors in the event of accidental asbestos disturbance and uncontrolled release and where applicable approved asbestos consultants; assessing asbestos Contractors Plans of Work; 8
monitoring performance of Approved asbestos Contractors to assess their compliance with statutory requirements and competence to undertake remedial work; ensuring that all statutory documents generated by the asbestos works are completed and records kept; assisting the Asbestos Manager in budgetary control and advising of future financial requirements; implementing the restricted access procedures for appropriate areas and supporting the evacuation and closure of areas in the University premises in the event of an uncontrolled release of asbestos. Holding or working towards the BOHS P405 or equivalent. 3.5 Assistant College Managers: Infrastructure /Directors of Buildings Are responsible for ensuring that; all staff, students and visitors are aware of their individual responsibilities regarding the asbestos policy and procedures; departmental staff undertaking or supervising works within the department are aware of their responsibilities as project managers and comply with the requirements of the University asbestos policy and procedures; the Asbestos Co-ordinator is immediately alerted when asbestos is found or suspected so that assessments can be made and appropriate action taken; the department implements any measures deemed necessary by the Asbestos Manager or Asbestos Co-ordinator; all known asbestos containing material in departmental equipment and apparatus is clearly identified, appropriately recorded and managed; departmental staff, students or visitors are not at risk of exposure to hazardous asbestos containing materials; any activities likely to affect asbestos materials are only carried out after consultation with, and in agreement with, the Asbestos Co-ordinator; new equipment or apparatus erected, installed, purchased or gifted on behalf of the department is free of asbestos material. 3.6 Assistant Director (Health and Safety) Is responsible for: reporting incidents under RIDDOR; undertaking an independent auditing role on the implementation of this document and the Asbestos Management Plan; organising and implementation of asbestos awareness training and face fit testing for University staff; providing information and consultation with Occupational Health Service; School Safety Officers, Safety Representatives, Guild of Students Health and Safety Coordinator, Assistant College Managers: Infrastructure and Directors of Buildings; attending the University Health and Safety Committee meetings and discussing issues for consultation/acceptance by this committee for the formation and development of University asbestos related policies, and 9
ensuring people other than staff who may have been exposed to asbestos materials in connection with the University will be referred to the Health and Safety team for assessment and evaluation. 3.7 Construction Health and Safety Officer Is responsible for: reporting incidents on contractors sites to the Asbestos Manager, and assisting the Asbestos Manager in the management of uncontrolled release of asbestos. 3.8 Occupational Health Service Is responsible for: consulting with staff who have been; may have been or who are concerned about possible exposure to asbestos containing materials; liaising with the University s OH Physician when this is deemed necessary; referring staff to the University s external counselling service (students to the Student Counselling Service) if deemed necessary. 3.9 Safety Representatives and Guild Chief Executive Are responsible for: receiving advice from H&S Advisers, Asbestos Manager and Coordinator; disseminating asbestos related health and safety information to staff and members; providing the point of contact for staff discovering suspect asbestos material during the course of their work, in Guild controlled buildings, and seeking subsequent advice from the Asbestos Manager or Coordinator, and ensuring students are informed of the contents of this policy. 3.10 Director of Campus Services Is responsible for: ensuring that all Campus Services staff, Grounds Staff, Estate Patrol staff have appropriate initial and ongoing training; providing the point of contact for staff discovering suspect asbestos material during the course of their work and seeking subsequent advice from the Asbestos Manager or Coordinator; 3.11 Property Services Manager Is responsible for: ensuring that direct labour staff have appropriate initial and ongoing training, and providing the point of contact for staff discovering suspect asbestos material during the course of their work and seeking subsequent advice from the Asbestos Manager or Coordinator. 10
3.12 Director of Sport and Student Activities Is responsible for: ensuring that Sports and Theatre staff have appropriate initial and ongoing training, and providing the point of contact for staff discovering suspect asbestos material during the course of their work and seeking subsequent advice from the Asbestos Manager or Coordinator. 3.13 Head of IT Operations Is responsible for: ensuring that Exeter IT AV staff, and contractors staff have appropriate initial and ongoing training, and providing the point of contact for staff discovering suspect asbestos material during the course of their work and seeking subsequent advice from the Asbestos Manager or Coordinator. 3.14 Estate Development Service staff, Project Managers and Director of Special Projects Are responsible for: implementing the asbestos policy within departmental and project teams; reviewing with staff the management of asbestos on maintenance, minor works and capital works projects; ensuring that staff under their control have appropriate initial and ongoing training; ensuring Contractors under their staff control are made aware of and have access to the asbestos registers; ensuring that, on projects under their or their staff control, prior to project start all known asbestos risks are identified from the Asbestos Register and where applicable per-construction/ demolition surveys has been undertaken and that this information is made available to the whole project team; liaising with the Asbestos Coordinator for the provision of all asbestos surveys, removal and remediation works and analytical work; providing updated records of all asbestos work undertaken on projects to the Asbestos Co-ordinator; reviewing progress of project related asbestos issues with the Asbestos Coordinator; halting work and informing staff if suspect asbestos material is discovered during the course of work and seeking advise from the Asbestos Coordinator; passing all clearance, reoccupation and background testing certificates to the Asbestos Coordinator, and assisting the Asbestos Manager in the management of uncontrolled release of asbestos. 11
3.15 Staff and Students Are responsible for: ensuring that any activity that may disturb or damage asbestos containing materials is avoided; contacting the Asbestos Coordinator about, and ensuring the University asbestos management procedures are abided by when activities are undertaken that may disturb asbestos containing materials, and reporting to their head of department, senior administrator, building manager, departmental safety advisor, supervisor or manager any material suspected to contain asbestos where the material has been disturbed or damaged, or where staff are likely to undertake activities which may affect such material. 3.16 Asbestos Removal Contractors Are responsible for: complying with current legislation and associated Approved Codes of Practice (HSG 247), Guidance and University specification; attending site to assess and prepare quotations against asbestos remedial works specifications, the contractor to raise any issues relating to the health and safety or potential later costs of a project; providing a Risk Assessment Plan of work for the works to the Asbestos Coordinator/ Surveyor/Project Manager/Design Engineer/Works Officer and the Statutory Authority; discussing and agreeing methods of work for emergencies with the Asbestos Co-ordinator, the work plan to indicate the resources and timetable allocated to the project; attending the relevant pre-start meeting, progress meetings and handover meeting as required; providing statutory notice to the notifying authority prior to commencing asbestos works or, by agreement and at the request of the Asbestos Manager or Co-ordinator, assist in applying for a waiver against the minimum notice period; carrying out their obligations under their works contract, including maintaining high standards of safety and hygiene in asbestos work areas and supplying labour, materials and equipment of a high standard with all necessary supporting documentation; transport and disposal of asbestos waste materials in accordance with current regulations and good practice; carrying out regular inspections of the work environment, any defects found or reported by the Asbestos Co-ordinator to be rectified immediately; complying with all reasonable requests from the Asbestos Manager or Coordinator, and with site wide or asbestos specific Permits to Work; immediately advising the Asbestos Manager or Co-ordinator of any incident resulting from their work; liaising with the approved consultant/analyst to ensure the satisfactory progress of the works, identifying to the Asbestos Co-ordinator any additional elements of work, these to be agreed and the work plan updated accordingly and providing copies of notification and consignment notes and other relevant documentation as soon as available to the Asbestos Co-ordinator. 12
3.17 Asbestos Surveyors are responsible for; receiving information from the university to enable them to undertake the desk top study and risk assessment (reference to HSG 264 Asbestos: The Survey Guide); conducting asbestos surveys in accordance with HSG264; demonstrating appropriate staff training and experience; operating an adequate quality assurance procedures (ISO 17020); production of survey reports including material assessments as per the specification; providing a coherent plan for undertaking survey work; reporting incidents of ACMs with a high potential to release fibres if disturbed to the Asbestos Coordinator as they are found during the survey, and immediately advising the Asbestos Manager or Co-ordinator of any incident resulting from their work. 3.18 Asbestos Consultants/Analysts are responsible for: providing support to the appropriate University staff; maintaining ISO 17025 accreditation relevant to instructed tasks; when requested, reviewing and commenting on asbestos works specifications and, prior to commencement of the works, on the contractor s Risk Assessment/ Plan of Work; providing quotations which reflect the anticipated project site and analytical requirements when requested, attending meetings as required; completing checklists as drawn up by the Asbestos Coordinator; carrying out analytical works and inspections as agreed with the Asbestos Coordinator; where site conditions alter, amending the level of testing and inspection to ensure that all information relevant to the continued health and safety of the contractor and building occupants is obtained; reporting any defects or non-compliances relating to the contractor s performance, including suitability of the work areas, adherence to the work plan, statutory instruments and University asbestos management procedures. Where the Asbestos Manager or Co-ordinator are not immediately available, the analyst is to take any measures necessary to ensure the health and safety of the contractor and building occupants; undertaking four stage clearance and issuing of certificate of reoccupation on completion of asbestos remedial works; reporting to the Asbestos Manager or Co-ordinator, and others if appropriate, any aspects of asbestos management encountered on site that could give rise to health risks, for example breaches of asbestos management procedures, suspect or damaged asbestos materials; stopping the work where the asbestos contractor does not perform to the required standards; providing cost estimates for asbestos works, including surveys, sampling, removal and supervision, and immediately advising the Asbestos Manager or Co-ordinator of any incident resulting from their work. 13
3.19 Contractors are responsible for: ensuring that all employees and staff under their control abide by the rules and conditions set out in the University safety rules and conditions for contractors at all times; ensuring that all of his employees and staff under their control working on University of Exeter sites reference the relevant section of the asbestos register and sign to acknowledge they have understood its contents. This must be done before any surveying or work commences; ensure that all asbestos surveying, management and removal under their control complies with the relevant sections clauses 3.12, 3.13 and 3.14 above; passing all clearance, reoccupation and background testing certificates to the University Project Manager; providing updated records of all asbestos work undertaken on projects to the University Project Manager, and immediately advising the Asbestos Manager or Co-ordinator of any incident resulting from their work. 3.20 Asbestos Condition Monitors are responsible for: Maintain ISO 17020 accreditation for surveying; conducting condition monitoring of all registered occurrences of asbestos; demonstrating appropriate staff training and experience; operating adequate quality assurance procedures; updating of asbestos registers where there are changes in asbestos condition; providing a coherent plan for undertaking monitoring work; reporting incidents of ACMs with a high potential to release fibres if disturbed to the Asbestos Manager or Asbestos Coordinator as they are found during the survey, and immediately advising the Asbestos Manager or Co-ordinator of any incident resulting from their work. 14
4 Asbestos Information 4.1 Location and Access Electronic copies of information are held on the Estate Development Service (EDS) computer system. Hard copies of information are held in the EDS filing system. Access to the Asbestos Register is, during working hours, at the Estate Development Service offices, Lafrowda House, St Germans Road, Exeter EX4 6TL. Out of hours the Asbestos Register is available in electronic format at the University Estate Patrol, Northcote House, The Queen s Drive, Exeter. 4.2 Updates The Asbestos Coordinator will update the register based on investigation, sampling and remedial works carried out and on information gained during inspection regimes or supplied by University users. Regular reviews and audits/inspections will be undertaken to check that the Asbestos Register has been kept up to date. The audit/inspection shall include walk through and visual inspections. 5 Asbestos Management 5.1 Priority Assessment As part of the asbestos condition monitoring undertaken by accredited asbestos consultants, material and priority assessments and algorithms have been undertaken for all registered incidents of asbestos in accordance with HSG227. If the risk assessment score of the material exceeds 15 the Asbestos Manager or Coordinator will investigate the matter and make a material specific management plan, this will be incorporated within the Asbestos Management Plan. An annual programme of removal and remedial works shall be drawn up by the Asbestos Co-ordinator and the Asbestos Manager. The programme of works shall be based on: The priority assessment score assigned in the asbestos registers Planned building refurbishment projects Planned plant and equipment replacement 5.2 Monitoring Condition monitoring of all registered incidents of asbestos shall be undertaken by either specialist external organisations or appropriately trained in house staff. As part of the induction and awareness training, staff will be instructed to report incidents of asbestos that they consider to be in a poor condition to their managers, who will report the matter to the Assistant College Manager: Infrastructure / Director of Building and Asbestos Coordinator. 15
5.3 Training Authorised persons (Deputy Director Engineering, the Asbestos Manager and Asbestos Coordinator) will hold a BOHS P405 or equivalent when employed or gain it shortly after commencing employment. Assistant College Manager: Infrastructure / Directors of Buildings as well as undergoing asbestos awareness will also be trained in how to understand the register and systems and procedures for use within the University, and will have attended training to allow them to understand their duties under Regulation 4 of the Legislation Members of the Estates Development Service who are involved or potentially manage asbestos works will have suitable training and access to competent advice. As required by the ACOP to the Control of Asbestos Regulations 2006 all will undergo annual training to keep themselves up to date. We will normally use a member of UKATA or other asbestos training trade organisation for such training. Asbestos awareness training will be provided to Estate Development Service, College, Professional Services, Technical, IT and any other staff who may potentially be exposed to asbestos when undertaking their normal duties Managerial and supervisory staff responsible for managing buildings, direct labour staff, outside contractors as necessary. Asbestos Awareness training will be a requirement for any contractor working on any campus likely to encounter asbestos. Staff who may come into contact with asbestos as part of emergency requirements will be annually trained in working with asbestos as well as in the uses of PPE and RPE and will undergo 2 yearly respirator face fit testing. Staff who will be involved in the Condition Monitoring of buildings will be trained in the visual identification of asbestos and the use of the material condition algorithm, to to BOHS P402 standard. 5.4 Implementation of Procedures New procedures will be rolled out to staff at the asbestos awareness training and as part of tool box talks (annual training/ as required). Information bulletins may also be issued to update staff. 5.5 Availability of information The Asbestos Policy and procedures documents and guidance on access to information is available on the University of Exeter web site. All Estate Development Service have direct access to the Asbestos registers, and they are also available to: Assistant College Managers: Infrastructure Directors of Buildings Director of Campus Services 16
Property Services Manager and deputies Occupational Health Service Guild of Students Chief Executive Assistant Director ( Health and Safety) Deputy Health and Safety Adviser and Safety representatives This policy places the duty to ensure any contractor is made aware of this policy and the location of asbestos containing materials in the work area by the person who authorises the work. A record will be keep of how this has been achieved. 5.6 Review of the Management Plan The management plan will be reviewed, and updated as required, annually. 5.7 Working with Asbestos Containing Materials The University operates a Permit to Work system for all surveys or work with asbestos. The permit system is operated by the Asbestos Manager and Asbestos Coordinator. All work with asbestos will be undertaken by Licenced Asbestos Contractors unless otherwise approved by the Asbestos Manager or Coordinator. Before approval the (Asbestos Manager or Co-ordinator) will ensure the contractor has the insurance, training, equipment, experience and management skills to undertake the work. All Contractors working with ACM s must do so in accordance with the current Regulations, and this policy and procedures and must submit full details of staff competence in addition to relevant statutory documentation to the Asbestos Coordinator. Procedures for working in areas that may disturb asbestos will be developed by the Asbestos Manager or Asbestos Coordinator in consultation with outside competent consultants where appropriate. 17
6. Procedures 6.1 Procedure for Previously Unidentified or Damaged Asbestos: It is the responsibility of all staff to report any suspect or damaged asbestos containing materials to University, via the Asbestos Manager or Coordinator. The Asbestos Manager or Asbestos Coordinator must be informed where the material has become damaged or where planned activity may cause damage or disturbance to asbestos containing materials. 6.2 Procedures for Project Works: All project managers (including departmental staff nominated as project managers for specific projects) have responsibilities as outlined in section 3. A significant responsibility is the requirement to ensure a Refurbishment/Demolition survey is undertaken of the area BEFORE a project starts, where the work will entail demolition or exposure of parts of the structure or fabric that could not be seen during the previous survey (old Type 2 or Management survey). Requests for survey work should be made by the Project Manager to the Asbestos Coordinator. A copy of the Refurbishment/ Demolition survey is to be forwarded to the Asbestos Coordinator. Any recommendations made by the Asbestos Manager or Asbestos Coordinator for any remedial action should be taken into account and if necessary incorporated into the project works. If suspect materials are discovered during the course of project works the Project Manager shall halt the work, secure the area, and consult with the Asbestos Manager or Coordinator and take any necessary or recommended action which may include informing staff and building occupants and clearing the site. The Project Manager shall arrange, via the Asbestos Coordinator, for all necessary removal and analytical works and seek advice from the Asbestos Coordinator on the most appropriate remedial action. It is probable that removal of the material would be recommended in the majority of projects. The cost of remedial works will be funded by the project. On completion of the remedial works the Project Manager shall forward all relevant documentation (clearance certificates, survey reports etc) to the Asbestos Works Coordinator who shall use this information to update registers and maintain records. Details of remedial work should be retained with the project file/health and safety file. Where the main contractor is responsible for the management of asbestos surveyors and licensed asbestos contractors they shall forward all relevant documentation (clearance Certificates, Air testing, Survey Reports etc) via the Project Manager and shall obtain a Permit before proceeding. 18
6.3 Procedure for Referencing the Asbestos Register for Contractor s Site Areas Where the contractor is given control of the whole building and all existing information has been disseminated by the Project Manager, the asbestos register must be referenced at the start of the work by the contractor s on site supervisor, and this information disseminated to all relevant staff and sub-contractors. Where the contractor has been given control over a specific area of a building and all existing information has been disseminated by the Project Manager, the Project Manager must ensure that the Director of Building is provided with details of the work, the location, duration and name of the contractor s on site supervisor. The contractor s on site supervisor will manage the issue of passes which will facilitate access to University buildings. The Main / Principal Contractor will appoint a competent person to manage the works with asbestos containing material. It is envisaged the person will hold a BOHS P405 or equivalent qualification with appropriate experience. This person will manage the works and upon completion forward relevant documentation (clearance certificates, Air Testing, survey reports etc) to the Main / Principal Contractor, the Project Manager and the Asbestos Coordinator. 6.4 Procedure for Entry into Asbestos Contaminated Area Restricted access will be implemented after a risk assessment has been completed, such control measures as recommended have been implemented, and following the issue of a permit to work by the Asbestos Manager or Asbestos Coordinator. Access will be permitted only to staff who have received the appropriate training, ensure that they are properly equipped and where a risk assessment has been carried out. Where asbestos materials are suspected, any works in the immediate or adjacent area must not be carried out without the consent of the Asbestos Manager or Asbestos Coordinator. 6.5 Procedure for Access to an Asbestos Enclosure Access will be only be permitted, following the issue of a UoE permit to work AND the agreement of the Asbestos Contractor, to staff who have received appropriate training, are properly equipped and where a risk assessment has been carried out. 6.6 Procedure for Labelling of Asbestos Asbestos containing materials are not labelled as a matter of course, but all known asbestos containing materials will feature in the asbestos register. The University recognises the advantages of labelling asbestos materials but is aware of the worry it may cause. We are aware that the labels on occasions do fall off, get painted over or generally go missing. There may be a misleading indication of safety in such circumstance. The University will review the occurrences of asbestos and revise this position accordingly when it can be carried out in a fail safe manner. Other options such as 19
bar coding will be considered, plus integration with the new facilities management software and associated updated work processes will be taken into account. 6.7 Procedure for Working with Asbestos Containing Materials Work with asbestos containing materials shall be carried out only following the issue of a permit to work after authorisation from the Asbestos Manager or Asbestos Coordinator and upon reviewing the contractors risk assessment and method statement. This work will be undertaken by competent staff, utilising appropriate tools and personal protective equipment. This work will be carried out strictly adhering to the HSE guidance and any issued Specification. Works must only be carried out on areas / items included in Permits and Plans of Work or subsequent modifications agreed by the Asbestos Manager or Asbestos Coordinator. 6.8 Procedure for Authorising Departmental Minor Works In order to ensure that departments do not expose contractors to risk from ACMs, the department authorising the work must obtain authorisation from the Asbestos Manager or Asbestos Coordinator before carrying out any minor work which affects the building fabric or building services. 6.9 Audit The asbestos policy and procedures shall be audited by the H&S office as part of their University wide auditing procedures, or a suitable External competent consultant will undertake this specialist area. Audits shall be conducted on Licensed Asbestos contractors during their works with respect to compliance with operating procedures, staff training, equipment and enclosure test records. All new contractors shall be audited on their first commission at the university. Existing contractors shall be randomly audited the more frequently of 1 in 10 commissions or bi-annually. 6.10 Asbestos Emergency Procedures In the event of an emergency (or suspected emergency) contact Estate Patrol 24/7, or Campus Services Helpdesk daytime and they will consult for advice and/or obtain specialist response. In the case of an uncontrolled release of asbestos fibres into the workplace the Control of Asbestos at Work Regulations (CAWR) require all persons to be kept away from the affected area. This shall be achieved as follows: 6.10.1. Evacuate: Enclosed Areas - Remove all occupants, close door(s) and prevent any access. Evacuation of affected personnel should be to an area immediately adjacent. 20
Hallway - evacuate all occupied areas connected to that hallway. Avoid the contaminated area to prevent the spread of the material. Outdoor Spill - If spill is outdoors prevent access to the contaminated area blocking with physical barriers and place a member of staff upwind to prevent unauthorized access. 6.10.2. Isolate The Spill Area and All Affected Personnel: Do not spread the material during this process, walk around the spill, and leave any contaminated items in area. Put up a sign Possible Asbestos Contamination. 6.10.3. Inform Estate Development Service Assistance will be provided in the management of the incident and arrangement for appropriate response and decontamination. Telephone No: 01392 725533 6.10.4. Turn off Ventilation to Contaminated Area: (If Applicable) This will help prevent the spread of airborne contamination. 6.10.5. Do Not Re-Enter Contaminated Area: The contaminated area should not be re-entered. 6.10.6. Gather Information: Get as much information as possible. Complete an incident report with at least the following information: The names of all persons involved; Quantity & type of material spilled; Location(s) that are affected etc - assistance will be given, as required, by EDS. 6.10.7 Decontamination This needs to be done by trained staff do not endeavour to vacuum clean debris as this could lead to further contamination. Further detail are included in the Asbestos Management Plan. 6.11 Colour Coding of Overalls To assist in demonstrating to University staff and students that contractors and trade staff are not spreading asbestos fibres from contaminated overalls the following use of coloured of coveralls shall apply: Red (possible external contamination): Blue (possible internal contamination): Blue (protected advisory): Blue: White: working in an enclosure transit between an enclosure and the decontamination unit non notifiable work with asbestos eg working identified in the Asbestos Essentials HSG210 Emergency all other works including construction of enclosures 21
APPENDIX A ORGANISATION AND RESPONSIBILITIES 22
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APPENDIX B STATEMENT FOR INCLUSION WITHIN STUDENTS HANDBOOK 24
Statement for Inclusion within Students Hand Book Exeter University like the majority of other Universities was built or refurbished when asbestos was a common building material, therefore we know there are asbestos based materials present in our buildings. We have surveyed all the buildings we use and have established and maintain an asbestos management system on how we deal with asbestos. Any asbestos based materials are inspected on a regular basis. We have also invested in removal of these materials and continue to do so. However, to help protect you we need you to be actively involved, so please Do not damage or pin things to the walls or ceilings. Report damage to the Campus Services Helpdesk as a priority During an asbestos incident act responsibility and promptly as directed If in doubt Ask! Asbestos was present in many products including boards, insulation, artex, floor tiles, and roofing felts. The risk is when fibres are released from the product and inhaled, which may lead to serious illnesses. The release of fibres is normally by abrasion or damage. If left alone the fibres are not released. All asbestos materials were finally prohibited from use in the UK in 1999. 25