Cardiff University Estates Department Asbestos Management Plan and Operational Procedures

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1 Reviewed November 2013 Details of Cardiff University s arrangements for managing asbestos contained within its Estates Buildings Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 1

2 Section 1: Asbestos Management Plan... 5 Introduction... 5 Asbestos Policy... 5 Organisational Arrangements and Responsibilities... 5 Management Responsibilities... 5 Working at UHB Property... 6 Management of Asbestos Containing Materials (ACMs)... 7 Assessment of risk from asbestos within University occupied buildings... 7 Managing known or presumed asbestos within University buildings... 7 Asbestos information and Training... 8 Monitor and review... 8 Section 2: Asbestos Management Arrangements Background What is asbestos and where might you find it? Why is it a problem? The health effects of asbestos Can a single exposure give an asbestos-related disease? Identification of University occupied building which contain asbestos Medium High Risk Buildings Medium Risk buildings Control Measures Work involving the removal or repair of asbestos Work where known or presumed asbestos could be disturbed by workmen Protecting building occupants from disturbing accessible ACMs Arrangements for invasive work in buildings managed by others Arrangements for complying with the UHB Asbestos Policy Procedure for dealing with damaged suspected asbestos material INSRV arrangements for complying with the University Asbestos Policy CSERV Residence s arrangements for complying with the University Asbestos Policy Information for at risk work persons Instructions to ESTAT employees, contractors and their employees Information for Estates Project Managers and Officers Asbestos awareness and management training Provision of information for the upkeep of asbestos register Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 2

3 Section 3: Managing building refurbishment/maintenance work in compliance with the Asbestos Management Plan Overview Small works and minor jobs Unlicensed asbestos work Does the work need a licence? (See flow chart in appendix 3) Larger refurbishments and minor works Managing Refurbishment/Demolition Asbestos Surveys Removal of asbestos prior to start of project work (see flow chart) Unexpected discovery of ACMs after construction work has commenced Asbestos waste Estates responsibility Appendix Emergency Action Pictogram Appendix Advice on obtaining an asbestos sample Appendix Flow chart for deciding if asbestos work should be licensed or unlicensed Appendix Key for deciding if refurbishment/demolition asbestos survey required Asbestos refurbishment/demolition survey decision chart for Project Managers Appendix Flow Chart for the Management of asbestos removal or encapsulation Appendix Managing Unlicensed Asbestos Work Appendix Asbestos plan for un-licensed asbestos work Appendix Estates Asbestos Containing Material Report/Removal Form Appendix Guidance - use of an Asbestos Permit-to-Work Overview of Asbestos Permit-to-Work Use of Asbestos Permit-to-Work Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 3

4 Appendix Campus Services Division (CSERV) - Asbestos Management Plan Appendix Special arrangements for managing construction work in Maths & Learn building Appendix Asbestos form CU application for permission to proceed with invasive work in the Cardiff and Vale University Health Board maintained property Appendix Further Guidance and Information Other useful asbestos information Waste information Glossary UKATA United Kingdom Asbestos Training Association Asbestos in old equipment Equipment bought new after 2000 contains no asbestos Maintenance of old equipment Disposal of old equipment Sampling asbestos materials Sampling does not require an asbestos licence Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 4

5 Section 1: Asbestos Management Plan Introduction The asbestos management plan is reviewed annually, or sooner if an incident involving asbestos questions the plans efficacy, by Cardiff University s Asbestos Management Group and approved by the Estates safety executive committee. Operational procedures required to deal with any reported asbestos containing material (ACM) will be found in the latter part of the plan. This plan sets out the policy, organisational arrangements and operational procedures for dealing with asbestos which is known, presumed or found to be, situated in Cardiff University premises and premises leased or otherwise occupied by Cardiff University. Asbestos Policy Cardiff University has agreed an overarching Asbestos Policy, Compliance with the Control of Asbestos Regulations 2012, which can be obtained via the Cardiff University OSHEU website, the full text of the policy is obtainable here: - Cardiff University Asbestos Policy. Under the policy, the Asbestos Management Group (AMG) has a devolved duty to ensure compliance with the Control of Asbestos regulations (CAR-12), in particular Regulation 4 namely the duty to manage asbestos. The Estates Department is recognised as the lead professional service department within the University for providing the expertise to meet the requirements of Regulation 4 and its Director or the Director s nominee will chair the AMG. The Estates Director will also provide an annual report on asbestos management within the University to the University s safety committee (or Chief Operating Officer) Organisational Arrangements and Responsibilities Management Responsibilities Asbestos Duty holder (CAR, Regulation 4) Chief Operating Officer (COO) Professional Services, Hugh Jones is the person identified as having overall responsibility for ensuring the University is compliant with CAR-12 and in particular Regulation 4. This is consistent with the University s delegated system of responsibilities as identified in the University Health, Safety and Environmental Policy. Asbestos Management Group (AMG) The AMG is delegated by the COO, for ensuring compliance with the Asbestos Management Plan. The COO has appointed the Director of Estates to chair the AMG and report to the COO on any issues concerning compliance with CAR-12. AMG will comprise of: - The Director of Estates Development, in chair The Assistant Director of Estates Development The Assistant Director of Estates Maintenance The Estates Asbestos Register Keeper (ARK) or Asbestos Manager if appointed The Asbestos Responsible Person for Residences The Asbestos Responsible Person for INSRV The Director of OSHEU Other stakeholders by invite as and when required Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 5

6 Asbestos Responsible Person (ARP) Director of Estates Development Stephen Duddridge is delegated as the person responsible for managing this plan and chairing the AMG. Deputy Asbestos Responsible Persons (DARP) The Assistant Director Estates Development Paul Yeoman is responsible for ensuring that work carried out by Estates Development complies with the arrangements shown in Section 2 of this document. The Assistant Director Estates Maintenance Richard Williams is responsible for ensuring that work carried out by Estates Maintenance complies with the arrangements shown in Section 2 of this document, including the regular maintenance and inspection of identified asbestos remaining in Estates properties. The Facilities Manager for Residences David Manfield is designated the Asbestos Responsible Person required to ensure that appropriate procedures are in place in Residences for compliance with arrangements as shown in Section 2 of this document. The Telecommunications Manager of INSRV Robert Dew is responsible for ensuring that work carried out by INSRV complies with the arrangements shown in Section 2 of this document. The Asbestos Register Keeper (ARK) or Asbestos Manager For Cardiff University properties Martin Thomas, the Estates Safety Compliance Officer, maintains the asbestos register and is the person to whom all documents required by the register must be sent. Asbestos Authorised Managers (AAM) Only persons authorised by the Responsible Person may manage work involving the possible disturbance or removal of ACMs. A list of current AAM s will be found in Appendix 9 of this document. Heads of Colleges/Schools Are responsible for ensuring that any equipment they use which contains asbestos is notified to the Asbestos Register Keeper, checked that it is in a safe condition and regularly inspected to ensure that it remains so. Any disposal of such equipment must be through a hazardous waste stream in compliance with the University policy. Employees Responsibilities All employees have a duty to comply with the responsibilities identified in the operational procedures. Contractors Responsibilities All contractors have a duty to comply with the responsibilities identified in the operational procedures. Working at UHB Property The Cardiff and the Vale University Health Board s Estates are responsible for managing asbestos within its properties and properties it maintains under an SLA agreement with Cardiff University. Any work undertaken by Cardiff University within these areas must comply with the UHB s asbestos management procedures, Operational Procedures and Protocols for the Management of Asbestos, details of which will be found in Section 2 of this document. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 6

7 Management of Asbestos Containing Materials (ACMs) Asbestos register Cardiff University s Estates Department has created and maintains an asbestos register. Information contained in the register has been supplied from the following sources: - Existing buildings - All of Cardiff University buildings built before 2000 have had an asbestos management survey carried out by a competent contractor. Refurbishments Before any building built before 2000 has any refurbishment work carried out an Asbestos Refurbishment/Demolition survey will be carried out unless a risk assessment indicated this is not necessary? All information received from such surveys is incorporated into the asbestos register. Purchased or leased properties Before any newly purchased or leased property built before 2000 is occupied by Cardiff University a copy of the building asbestos register will be required or an asbestos management survey will be undertaken. Rented property Before Cardiff University occupies any rented accommodation built before 2000 and maintained by the Landlord it will request a copy of the buildings asbestos register from the Landlord. UHB maintained properties The UHB maintains the asbestos register for properties they maintain which are occupied by Cardiff University. Before any invasive work is carried out by Cardiff University in any of these buildings the University s manager of such work must first consult the register and then comply with the UHB asbestos and contractor management procedures. College/School/Department s equipment All equipment purchased before 2000 should be checked to see if it contains asbestos. Where equipment is found to contain asbestos, the condition of the asbestos should be checked to see if it is in a safe condition. The asbestos should either be removed or if in good condition the equipment should be labelled as containing asbestos and regularly checked to see that it remains in good condition. C/S/D s must keep a register of asbestos containing equipment and a record of inspection. HSE advice. Assessment of risk from asbestos within University occupied buildings A concise general risk assessment of Cardiff University properties is shown in the Asbestos Register. All buildings have been given a 1 (Low) to 5 (High) rating on the likelihood of workers or building occupants being exposed to asbestos fibres whilst refurbishments or maintenance work is being carried out. Further details will be found in Appendix 4. Managing known or presumed asbestos within University buildings All asbestos information provided by asbestos surveys or through other reported sightings is recorded in the Asbestos Action Plan Database. Appropriate action for dealing with the asbestos or presumed asbestos will be determined by risk assessment. Details of the decision making process will be found in Section 3 and Appendix 4. Remove or leave asbestos in situ? Estates policy is to remove any reported asbestos which is likely to be disturbed during refurbishments, maintenance or is accessible to building occupants providing this can be done safely. If there is more risk to occupants from removal than leaving in situ the asbestos if found damaged will be repaired and annually inspected. Where it is left and accessible to the building occupants, the managers of the occupants will be informed so that local workplace inspections can monitor it condition. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 7

8 Arrangements for dealing with an emergency involving asbestos Arrangements to deal with Accidents/Incidents/Emergencies and inadvertent exposure to ACMs are in place details of which will be found in Section 2 and Appendix 1 Estates Hot-line for reporting an asbestos emergency Asbestos information and Training Information on asbestos within Cardiff University buildings Asbestos register - The register is kept on a database accessible by all Estates personnel. Key findings of surveys will be passed to Heads of Colleges, School, and DSOs, together with persons who need to be made aware of the findings. Asbestos enquiries from other Departments (e.g. INSRV/Residence) are passed to their ARP. The ARP and his deputies have access to the UHB asbestos register. Contractors or University persons not trained to interpret the register should contact the Asbestos Register Keeper ThomasM6@cardiff.ac.uk. Concise information for contractors and the Estates Direct Labour Organisation (DLO) on every University building built before 2000 is also available to be printed and distributed to anyone requiring the information. Asbestos Training Cardiff University Employees and building occupants - All University employees whose work could expose them to asbestos, or who supervise such work, will receive training as required by CAR-12 Regulation 10. The supervising manager is responsible for ensuring compliance with this requirement. Managers of University property, where asbestos containing material (ACM) is immediately accessible to occupants, i.e. in textured paintwork on walls and/or ceilings etc. will also receive asbestos awareness training. Property managers will be required to implement an asbestos management plan as described in Section 2 and inform the building occupants of the risk of disturbing the accessible ACM. Contractors - All contractors and their employees, including sub-contractors, whose work could expose them to asbestos will be informed of any potential asbestos in the buildings they are working in and the University s arrangements for dealing with it at a pre-contract safety induction. Responsibility for ensuring this is complied with rests with the University manager/supervisor who employs the contractor. Unlicensed asbestos work Only University employees or contractors who have completed the relevant training as detailed in Asbestos Essentials (HSG213) will be permitted to do any work involving asbestos. Licensed asbestos work All asbestos work will be carried out by competent licensed asbestos contractors, who will also do unlicensed work unless competent trained contractors are available to do the work. Monitor and review Annual inspection of known or presumed asbestos The management plan database will identify what asbestos within buildings will require an annual inspection. The inspection will be carried out by a competent asbestos surveyor who will provide reports on the inspection to the ARK. The results of these inspections and any work arising from them will be monitored by the Asbestos Management Group. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 8

9 The Asbestos Management Group (AMG) Will be responsible for ensuring: - 1. The arrangements necessary for compliance with Regulation 4 of CAR-12 are in place, followed and enforced by robust management within the University 2. That the Asbestos management plan is constantly reviewed and monitored 3. That asbestos work procedures agreed with the Cardiff and the Vale University Health Board s (UHB) will be complied with by the University. Also that a member(s) of the AMG will attend the UHB AMCALT group 4. That any work involving asbestos within buildings occupied by Cardiff University is carried out by its agreed procedures and arrangements to ensure compliance with CAR That the asbestos register is kept up to date and information is provided for it in the way and within the time period as identified in Section 2 6. That asbestos re-inspection and air monitor identified as necessary is carried out annually and any remedial actions arising from the inspections a dealt with as quickly as is reasonably practical ensuring that immediate action is taken to remove any person from potential exposure to any harmful asbestos fibres 7. That any asbestos analysis is only carried out by a UKAS approved organisation that will normally be independent of the licensed asbestos remover 8. That asbestos training is provided to those person identified in Section 2 and the agreed frequency for compliance with CAR-12 and information on asbestos within our managed buildings is provided to all stakeholders 9. That the asbestos management plan and all documents supporting the plan are reviewed annually, this being confirmed at the bottom of each document page. Normally this review will take place in April of each year 10. That the group will meet at a frequency necessary to ensure compliance with Regulation 4 CAR-12 this being a minimum of twice yearly timed to precede the University safety committee meeting in time to submit information that is required by the committee 11. The Chair of the group will report directly to the Professional Services Chief Operating Officer who will approve the budget for managing the plan. Auditing compliance with asbestos policy and arrangements The Occupation Health, Safety and Environment Unit is responsible for auditing compliance with CAR-12 and all other regulations under the Health and Safety at Work Act within Cardiff University. Asbestos management plan and procedural arrangements as managed by the Estates Department on behalf of Cardiff University Signed and approved by the Director of Estates Development (Asbestos responsible person) Mr S Duddridge Date: Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 9

10 Background Cardiff University Estates Department Section 2: Asbestos Management Arrangements What is asbestos and where might you find it? Asbestos is a naturally occurring mineral. It can be amphibole asbestos which includes crocidolite (blue) and amosite (brown) asbestos, or serpentine asbestos which is chrysotile (white) asbestos. These are the three main types used in Great Britain. Exposure to amphibole asbestos poses a greater health hazard than exposure to chrysotile, but all types can cause asbestos-related diseases. Asbestos-containing products have been widely used in buildings as construction materials, fireproofing, thermal insulation, electrical insulation, sound insulation, decorative plasters, roofing products, flooring products, heat resistant materials, gaskets, friction products etc. In the 1960s and 1970s, annual imports of asbestos-containing products peaked at over tonnes each year. Since 1985 the new use of any material containing blue and brown asbestos has been banned. This means that in Britain there are many thousands of tonnes of asbestos still in buildings, where, so long as it is in good condition and remains undisturbed, it does not present a risk. By 1999 the new use of any building materials containing white asbestos had been banned. Why is it a problem? When asbestos is disturbed or damaged, the fibres are released into the air and people breathe them in, which creates a risk to human health. The types of work that release fibres include, for example, drilling holes with power tools, sawing or sanding material. Simply working near to material containing asbestos might result in disturbance, particularly if it is in poor condition. Accidental damage, wear and tear or vandalism can release fibres from the ACMs, for example in walls, ceilings and floor coverings. Research carried out in the 1990s, identified the largest group of workers at risk from asbestos exposure. These were building workers, particularly those involved in demolition, maintenance, repair and refurbishment, and workers such as plumbers, electricians, joiners, and computer and telecommunication engineers - people who may encounter asbestos during their normal day-to-day work. The health effects of asbestos Asbestos is dangerous when it is dispersed into the air as very small fibres that are invisible to the naked eye. Breathing in those asbestos fibres can lead to one of three diseases: Asbestosis, a scarring of the lung tissue; Lung cancer; Mesothelioma, a cancer of the pleura (the smooth lubricated double membrane sacs containing the lungs) or of the peritoneum (the smooth double membrane lining the inside of the abdominal cavity). Asbestosis severely hinders breathing and can be a contributory cause of death. Lung cancer is fatal in about 95% of cases. Lung cancer can also follow in cases of asbestosis. Mesothelioma is not curable, and usually leads to death within 12 to 18 months of diagnosis. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 10

11 Can a single exposure give an asbestos-related disease? All exposures to asbestos should be avoided, however, that does not mean that you should necessarily worry about a one-off exposure. From time to time, accidental exposures to asbestos may occur and can be a cause of much concern and distress to the individuals concerned. Your risk of developing an asbestos-related disease depends how much asbestos you are exposed to, for how long and on how many different occasions. A one-off short-term exposure is unlikely to be of concern, but each time you are exposed, the risk increases a little bit more. Think of this like smoking. The more times you smoke, the greater your risk of developing cancer. Although asbestos is a hazardous material, it can only pose a risk to health if the asbestos fibres become airborne and then inhaled. ACMs only release fibres into the air when they are disturbed. If you therefore maintain all your ACMs in good condition, they cannot release fibres and put the health of your workers or others at risk. ACMs are disturbed: during any direct action on them, e.g. drilling, boring, cutting, breaking, smashing, etc.; during their removal; during the demolition of buildings containing them; through minimal, but repeated damage, e.g. an unprotected asbestos insulating board panel on the back of a door which is continually being accidentally knocked or scraped; when damaged asbestos, e.g. damaged pipe insulation or sprayed asbestos on beams/columns, is subject to mechanical vibration and/or strong air currents; during any other action that causes the ACM to be disturbed. The purpose of these arrangements is to protect this vulnerable group of workers from being exposed to damaged asbestos and building occupants from exposure to potentially released asbestos fibres. Identification of University occupied building which contain asbestos The University policy is to assume that all buildings built before 2000 could contain asbestos containing material (ACM) unless proved otherwise. All of these buildings have been risk assessed as to the likelihood of building occupants being exposed to released asbestos fibres either through being able to have direct contact with an ACM, thereby being able to damage and release the fibres by their own or others action or of the at risk group of identified workmen being exposed to ACM s during their work. This also considers the existing control measures in place to protect such workmen. All of this information will be found in the Asbestos Register and further information on the risk ratings from High to Very Low will be found in the Appendix 4 Medium High Risk Buildings There are three high-risk occupied buildings recognised in the CU Estate. These are Maths and LEARN which are owned by the University and the Dental Hospital, which is part leased from the University Health Board. These buildings are constructed with spray coated asbestos. No invasive works are to be undertaken in these areas without first consulting with the ARP or ARK. All above ceiling work is prohibited unless a permit is issued. Any work involving ceiling mounted equipment in these areas must be coordinated with the ARP. Beams and columns in Maths and LEARN have been encapsulated. Routine inspections shall not access these areas, but six monthly checks will ensure that ceiling tiles have not been disturbed. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 11

12 Medium Risk buildings These are buildings where large amounts of asbestos were used in their construction although in many cases much of this asbestos will have been removed during continual refurbishments. The remaining ACMs will be hidden within the infrastructure of the building. Other medium risk buildings will be where ACMs are found in exposed positions such as in textured paint on ceilings and walls or in asbestos cement panels used as fillets on windows or as duct covers. Control Measures Work involving the removal or repair of asbestos This work within the University can only be managed by the Estates Department. For arrangements see Section 3. Work where known or presumed asbestos could be disturbed by workmen The University has recognised two departments who in performance of their role for the University could expose occupants and workmen to asbestos, these are: - INSRV IT and telecommunications sections, arrangements for managing this work in compliance with CAR-12 are shown below. Estates Building/Services refurbishment and maintenance work, arrangements for managing this work in compliance with CAR-12 are shown in Section 3. Protecting building occupants from disturbing accessible ACMs The University has appointed two departments who are responsible for funding the upkeep of buildings occupied by the University, these are: - CSERV Residences Residences manage the occupancy of their residential building and have procedures in place to provide information to their managers, work people and occupants of their controlled buildings. Also included are inspection procedures and emergency arrangements. Details of these arrangements will be found in Appendix 10. Estates is responsible for maintaining the fabric of all other buildings, except where SLA s are in place with landlords and others. Details of the arrangements to protect building occupants will be found in Section 3. Arrangements for invasive work in buildings managed by others These are building occupied by the University either under a leased agreement which includes maintenance undertaken by the landlord or buildings which maintenance is carried out by the landlord under an SLA agreement but the landlord maintains the building asbestos register. With the exception of buildings maintained by the UHB, these arrangements are detailed below, the Estates Department will obtain a copy of the building asbestos register from the owner/landlord prior to occupancy as part of its due diligence procedures. A plan for managing any potential risk from asbestos will be incorporated into this plan. Arrangements for complying with the UHB Asbestos Policy The UHB Estates department manages the maintenance in the building stock occupied by Cardiff University. CAR-12, regulation 4 identifies the organisation responsible for the maintenance of a building occupied by more than one organisation as being responsible for identifying and maintaining any asbestos which may be found within a building. Cardiff University as occupiers of these buildings are required under health and safety legislation to cooperate with the UHB in all ways to ensure compliance with CAR-12 and in particular regulation 4. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 12

13 To ensure compliance with CAR-12, it is not permissible for any University College, School, Professional Services departments or any contractor working for them to do any invasive work to the building structure (this includes drilling walls and ceilings, working in service ducts and ceiling spaces), without first enquiring with the UHB if asbestos could be an issue and receiving from the UHB permission to proceed with the work notified. Cardiff and Vale UHB Properties all work involving ACM in Cardiff University occupied areas within UHB maintained properties will comply with the UHB s Operational Procedures and Protocols for the Management of Asbestos and be managed by a CU authorised AAM in consultation with the University s ARP. Procedures for compliance with UHB asbestos AMP To ensure compliance with CAR-12 the following procedure has been agreed between Cardiff University and the Cardiff and Vale University Health Board (UHB). Before any CU College, School, Professional Services Department, or any Contractor working for any of the aforementioned, carry out any work in any UHB maintained building, which could be deemed to be invasive; (examples of invasive work are: drilling walls and ceiling such as putting up shelving, working in service ducts or ceiling spaces, installing cables and pipework, altering room layouts etc.), the responsible person organising the work must first receive permission from the UHB asbestos manager before commencing work. Compliance with the agreed procedure will require the following: - 1. Decide if your proposed work will be invasive to the building fabric or require access to service ducts or ceiling spaces. 2. If the answer to 1 is yes, complete the asbestos form requesting permission to proceed with the work and send it as an attachment to the UHB Asbestos manager, copied to the UHB safety manager and the CU Asbestos register keeper. The form will require a brief description of what the work will entail. 3. You will then either receive permission to proceed with the work or a request for more information. 4. If an asbestos refurbishment/demolition survey is required, or asbestos needs to be removed before work commence, you should have the written approval of the UHB asbestos manager before contracting the work. If requested the UHB will provide a cost to undertake the required work on behalf of the CU and do the work upon receipt of a suitable work order. 5. It is not allowed for any invasive work to start until you have received written permission to proceed. 6. If details of the work should change you must inform the UHB asbestos manager before continuing with the work. 7. If asbestos should be discovered during the work, all work must stop and you must report your findings to the UHB asbestos manager who will then decide on the best course of action before allowing work to proceed. UHB Asbestos contact Interim Asbestos Manager - Owen Davies : Mob: E owen.davies2@wales.nhs.uk Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 13

14 Procedure for dealing with damaged suspected asbestos material If any material suspected to contain asbestos is found in a damaged condition Estates must be called immediately on the Hot-Line or if using a mobile phone Emergency asbestos incident If damaged asbestos has been caused by an unexpected incident such as extraneous building damage or water ingress the following procedure must be followed:- 1. If anyone is contaminated by debris from the damaged suspect asbestos material they should stay in the location until trained asbestos staff attend 2. Everyone else should leave the location and measures should be put into place to prevent unauthorised entry 3. In normal working hours phone the Estates Hot-line shown above and out of normal hours call Security or if using a mobile phone For asbestos emergency incidents at the UHB Cardiff & Vale site contact??? A flowchart showing immediate actions is included in this document. INSRV arrangements for complying with the University Asbestos Policy INSRV Management of Asbestos Risks No INSRV staff member or contractor working for INSRV is allowed to do any work involving asbestos repair or removal. All such work must be referred to the CU Estates Department or on hospital sites the UHB Asbestos Manager. Safety instructions and asbestos awareness training of INSRV staff INSRV staff that may in the course of their duties be involved in equipment/infrastructure installation activity involving the fixing of equipment to a buildings structure or cable pulling activity through service ducts, ceiling voids etc. are required to undertake Asbestos Awareness Training. The staff member s line manager is responsible for ensuring compliance with this requirement in line with the University s asbestos training requirements detailed in the AMP. INSRV Staff are also instructed to stop work if they encounter any suspicious material that they believe may contain asbestos and seek guidance from their Service Delivery Manager (SDM), who will advise, escalate and/or investigate as necessary before authorising resumption of the activity. INSRV Staff are required to attend asbestos refresher training in order to ensure that their asbestos risk awareness and knowledge is maintained. Safety instructions and asbestos awareness training of contractors working for INSRV Contractors employed by INSRV are mandated to follow installation processes that include embedded Health and Safety checks. These processes mandate that Contractors must:- 1. Undertake an asbestos awareness course provided by the University which is organised by the Estates Department. Such courses will be arranged on behalf of the contractor by the INSRV SDM* responsible for the work being undertaken. * The term INSRV service delivery manager refers to a role/function and not a specific individual. 2. Provide method statements for planned work for the SDM 3. Provide risk assessments for planned work for the SDM Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 14

15 Safety instructions and asbestos awareness training for INSRV SDM s All INSRV SDM s managing work in buildings where asbestos is likely to be present will attend asbestos awareness training as required by the University Asbestos Policy as detailed in the AMP. The INSRV SDM must check locations where work is required against the University s asbestos register, which is maintained by the Estates Department. They should note the risk level for the building and any information concerning asbestos or presumed asbestos for the area of work and apprise the contractor/staff member of the potential risk and the procedures for reporting unexpected discoveries of asbestos or an emergency situation involving an asbestos containing material. If the work is to be carried out at the Hospital sites, then the Cardiff & Vale UHB Capital Asset Management and their appointed Asbestos Responsible Person must be contacted to obtain asbestos register information for the area of work. Details of these procedures will be found in the CU AMP. All INSRV staff and Contractors working for INSRV will be made especially aware of the higher risk from asbestos in the Dental Hospital when doing invasive work on its infrastructure. Where possible non-intrusive fixing methods are preferred but if this is not viable details of wiring and fixing methods must be provided to the Cardiff & Vale UHB Capital Asset Management and their appointed Asbestos Responsible Person and approval sought before any work commences. INSRV Delivery Managers will provide the following information to Contractors/INSRV staff working for them:- 1. INSRV s work risk assessment, this will cover the full risk assessment for the activity including asbestos awareness and procedures 2. Any concise information provided by the CU Estates Asbestos Register Keeper or the UHB Asbestos Manager 3. Information from any Building Management or Refurbishment/Demolition survey that may have been carried out appertaining to the proposed work area 4. Any plans sent by the UHB identifying the locations of suspected asbestos 5. Locality Risk Assessments (UHB), or for CU maintained buildings Asbestos Information Sheets, these have various sections including information on what to do if in doubt about materials, safe working procedures, contact numbers and written advice to:- Check if in doubt and to treat anything unknown as high risk asbestos containing material Halt all work and consult with CU Estates/ UHB Asbestos manager if in any concerns regarding the area you are working or issues arising from any conversations, s or telephone calls from a contractor Provide feedback so that any new information of discovered, damaged, removed or repaired asbestos will be communicated to the CU Asbestos Register Keeper immediately so that this information can be checked and processed into the current CU or UHB asbestos register. Contractors working for INSRV will be required to sign a copy of the above instructions before starting work. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 15

16 CSERV Residence s arrangements for complying with the University Asbestos Policy For CSERV arrangements see Appendix 10 Information for at risk work persons Instructions to ESTAT employees, contractors and their employees Safety Inductions are provided to all staff upon commencement of employment with Estates. All Contractors working on site must receive a safety induction prior to the commencement of works. The following instructions are given as a component of all estates inductions:- Any ESTAT employee, contractor, their employees or sub-contracted personnel, who should in the course of their work discover any material they suspect, might be an ACM; they must immediately report their suspicions to the Estates Project Manager, or in the case of estates employees to their supervisor. If their work is likely to disturb the suspicious material or that material is in poor condition, then they shall stop work until the Project Manager (or supervisor) resolves the matter. Information for Estates Project Managers and Officers A guidance document has been provided to all Estates Project Managers and Officers providing them with information on how to manage the risks arising from building project and maintenance work. Details are contained in Section 3. Asbestos awareness and management training All Cardiff University employees whose work could expose them to asbestos will receive asbestos awareness training on commencement of employment refreshed every two years. Employees who manage work where persons could be exposed to asbestos will receive refresher training on asbestos management arrangements every two years or sooner if there is a significant change to those procedures or regulations concerning asbestos. Provision of information for the upkeep of asbestos register All relevant information concerning the reporting of asbestos, its removal and/or repair must be sent to the Asbestos Register Keeper posted to the Estates Department or e to ThomasM6@cardiff.ac.uk. Information should be sent using the Estates Asbestos Containing Material Report/Removal form with any other information, such as a copy of the permit, asbestos plan, fit to occupy certificate and waste disposal certificate attached. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 16

17 Section 3: Managing building refurbishment/maintenance work in compliance with the Asbestos Management Plan Overview The object of this guidance is to provide information, for Estates Project Managers and Technical Officers, on Estates procedures for managing the risks arising from the potential for workmen to be exposed to asbestos fibres from asbestos containing materials (ACMs) within the structure of Cardiff University buildings. Compliance with this guidance document should minimise such risk and ensure compliance with the Control of Asbestos Regulations. Small works and minor jobs This can range from local drilling of walls to fix equipment, changing existing equipment such as light fittings, to running services through ducts and ceiling voids. The manager of the work should check the asbestos register to see if asbestos is likely to be an issue whilst this work is being done and if it is take all necessary precautions to ensure asbestos fibres are not released. The workmen should be given a copy of the building asbestos information sheet (copies of these can be found linked to the asbestos register on the hazard rating sheet). Unlicensed asbestos work Only competent people are allowed to do unlicensed work with asbestos material, such as work involving ACMs on ceilings and walls (ARTEX). To prove competency they must be trained and display knowledge of information provided by HSG210, have sufficient resources as described in the equipment and method sheets EM01 to EM30 and a working knowledge of the Task sheet for the task being undertaken. (See flow chart for managing unlicensed asbestos work). Before work begins an asbestos plan must be produced (see plan pro-forma). Does the work need a licence? (See flow chart in appendix 3) Normally, non-licensed work includes work on asbestos containing textured coatings, asbestos cement and certain work of 'short duration' on asbestos insulating board. 'Short duration' means any one person doing this type of work for less than one hour, or more people doing the work for a total of less than two hours, in any seven consecutive days. The total time spent by all workers must not exceed two hours. This includes time spent setting up, cleaning and clearing up. You should also be aware that CAW-2012 requires some unlicensed asbestos work to be notified to the HSE. See flow chart for details in appendix 3. Larger refurbishments and minor works If the building where the work will take place has an asbestos hazard factor of low/medium or greater (see hazard rating key in appendices), before any design work is undertaken or finalised an assessment must be made to see if ACMs could be exposed by the work (see decision flow chart). If this is the case an alternate design should be considered to avoid the asbestos. The next stage before construction work takes place is to carry out a refurbishment/demolition asbestos survey. The cost of this survey and any resultant asbestos related work must be included in the S01 estimate of the project. If the survey shows that asbestos will be exposed during the construction work it will be necessary to either have the asbestos removed or encapsulated to ensure that no one will be exposed to dangerous asbestos fibres. If it is unlikely that asbestos will be encountered an emergency plan must be produced to show what procedures must be followed if asbestos is unexpectedly encountered. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 17

18 Managing Refurbishment/Demolition Asbestos Surveys The Estates designated project manager is responsible for ensuring that the survey takes place in plenty of time before the project work is due to commence, this is to enable any found ACMs to be removed before construction work starts. Normal notice of removal required by the HSE is 2 weeks. The procedure for organising and managing the survey is as follows:- 1. Draw up a plan of the extent of the project work and the places which need to be surveyed. (A copy of this must be provided to the Asbestos Register Keeper (ARK). 2. Provide details of all known and previously identified ACMs in the building, this will be found in the Asbestos Register. 3. Make arrangements to allow access to the survey area making sure that the surveyor will be able to carry out the required invasive or destructive access. This will include ensuring the surveyor will be able to access at heights, within service ducts, ceiling spaces, behind wall claddings and other possible areas where ACMs might be present. 4. Select the asbestos surveyor having first been satisfied that the surveyor has the qualifications, experience and resources to carry out the work in compliance with HSG Allocate sufficient resources to ensure that the surveyor has access to all areas so that the report does not contain any caveats caused by being unable to access. 6. Before the survey starts require the Surveyor to provide a schedule of inspection and an outline of the contents of the subsequent survey report, this must include the following a. An executive summary b. An introduction covering the scope of the work c. General site and survey information (this will include a drawing showing where survey samples were taken and where confirmed and predicted asbestos will be found) d. Survey results (including material assessment results) e. Conclusions and actions f. Bulk analysis results 7. Two copies of the survey report are required. One to be given to the ARK to update the register and one to be provided to, if Estates managed the licensed asbestos remover, or if PC managed to the CDMC for inclusion in the Client s information pack for the tendered PCs. Removal of asbestos prior to start of project work (see flow chart) Where the asbestos survey has revealed the presence of ACMs which require removal, this must be done before the refurbishment work starts. The management of the removal work must either be carried out by an Estates Project Manager, who must be an Authorised Asbestos Manager (AAM), or if competent the appointed Principal Contractor, proof of competency for managing asbestos removal and a section dealing with asbestos removal in the Construction Safety Plan, must be provided to the CDMC, who must confirm that s/he is satisfied with it, evidence of this must be kept in the Estates Project File. The procedure for managing such work is as follows: - Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 18

19 1. Asbestos removal managed by Estates Project Manager a) If the designated Estates Project Manager is not an Authorised Asbestos Manager (AAM) the management of the asbestos work must now hand over to an approved AAM. b) The AAM must select a suitable Licensed Asbestos Contractor (LAC) and provide the LAC with a copy of the asbestos survey report. c) Prior to the asbestos removal work, the LAC must provide the AAM with a copy of their Plan of Work (the work plan must provide details of safe asbestos waste disposal in compliance with the Environmental Agencies Regulations), a copy of the ASB5 notification form, the name of the competent person who will be supervising on-site work and evidence of notification of proposed work to the HSE d) Upon receipt of the LAC's information the AAM must seek approval from the Estates Asbestos Responsible Person (ARP), or named Deputy (DARP) for work to commence. This will require section 1 of the Asbestos Permit to Work to be completed and signed by the AAM and counter signed by the ARP/DARP. e) Depending on the AAM s time management resources it may be required to employ an independent asbestos analysis (IAAUKAS) who must be credited with UKAS to supervise the onsite permit to work arrangements. f) After the LAC enabling work is completed, but before any asbestos removal commences the AAM, or appointed IAAUKAS, first checks that all safe working arrangements are in place before completing the first part of section 2 of the permit with the LAC signing the receipt of the permit to allow asbestos work to commence. g) On completion of the work, before any necessary enclosures are removed, the LAC s named competent supervisor will sign the clearance portion of the permit giving assurance that the site is cleaned of asbestos and safe to be occupied. In most cases this will require a clean air certificate from the appointed Analysis. h) The LAC before leaving the site must provide a waste transfer note with the sections being signed showing the Clients (Cardiff University) transfer of asbestos waste to the LAC and signed receipt of the waste by the LAC. A full copy of the completed waste transfer to an authorised hazardous waste disposal centre must be forwarded to the AAM within a reasonable time of the waste being disposed of (no more than one week after removal from site). i) The LAC, or if preferred the appointed IAAUKAS, must provide written confirmation to the AAM that all the agreed asbestos as shown on the survey plan has been removed as well as any other asbestos discovered during the removal work. This should be provided on a drawing plan of the work area and include any known or presumed remaining asbestos. j) The AAM must provide copies of the LAC/IAAUKAS completed plan, the completed permit and waste transfer certificate to the ARK and the Project Manager to keep in the Project File. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 19

20 2. Asbestos removal managed by Principal Contractor If the responsibility for managing asbestos removal is handed over to the Principal Contractor of the construction site then the appointed project manager representing Cardiff University as the Client must ensure the following: - a) A copy of the refurbishment/demolition asbestos survey report is given to the CDMC for inclusion in the Client s considerations pack provided to the PC for inclusion in the Construction stage health and safety plan. b) The CDMC must confirm in writing that they are satisfied with the PCs arrangements for managing the asbestos removal. This will include the procedure for documenting that the asbestos removal site is safe for workmen to enter after the asbestos has been removed. c) The Project Manager must then make sure that: - i. All building occupants are aware that the removal work is taking place and what access restrictions will be in place whilst the work is being carried out. ii. Sufficient resources are made available to the PC so that the work can be carried out safely. This will require a site and safe route to a decontamination unit and a secure place for siting the asbestos waste skip. iii. Evidence that only asbestos trained competent people have been employed to do the asbestos work/removal. iv. Arrangements are in place with CU Security for access and parking. d) Within one week of the transfer of asbestos waste being completed, they must receive from the PC a completed copy of the asbestos waste transfer note. e) Have a section, within the project building health and safety file, with information which identifies:- i. On a drawing plan, where ACMs were removed/encapsulated and the location of any other known or presumed ACMs in the project site. ii. A certificate for safe occupation iii. A waste disposal certificate showing the quantity and destination of the waste asbestos Unexpected discovery of ACMs after construction work has commenced The Project Manager should be prepared for unexpected discovery of ACMs in any building built before 1999 with the risk increasing if the build was prior to This may well occur even if a refurbishment/demolition survey failed to find any ACMs. The Project Manager should have a written procedure (known as the asbestos emergency plan), agreed with all contractors working on the Project site, for dealing with such unexpected asbestos findings. Where the site is managed by a PC, the Project Manager must provide notice of possible unknown ACMs within the construction site and require the PC to include an emergency procedure in the contract health and safety plan if ACMs should be discovered. The written procedure/plan should provide at minimum the following information: 1. A warning that the build age of the building indicates ACMs may be present with information from the Asbestos Register indicating where, if any, previous ACM s were found. 2. That all construction workers be informed that ACMs may be found and what materials it is presumed they may be found in. Approved by the CU Asbestos Management Group and signed off by the ARP S Duddridge 28/11/13 (MT) 20