Author G Morton July Newcastle University Asbestos Management Plan 2015

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1 Newcastle University Asbestos Management Plan

2 Contents 1.0 Introduction 2.0 Asbestos Management Duty Holder Responsibilities 2.1 Asbestos Manager (Head of Maintenance) 2.2 University Asbestos Survey Coordinator (Temporarily Head of Maintenance) 2.3 University Maintenance Officers 2.4 University Capital/Improvements/ISS Telephony and Cabling/ISS AVSD Project Managers/Surveyors 2.5 Direct Works Supervisors 2.6 Halls of Residence Managers 2.7 Accommodation and Hospitality Service Managers 2.8 ESS Security Manager 2.9 University Farm Managers 2.10 University Managers managing teams that undertake work to the fabric of University buildings 2.11 Legislative Compliance & Contracts Manager 2.12 Asbestos surveyors Asbestos Survey Guidance 3.0 Asbestos Incident Procedure 4.0 Asbestos Management Process 5.0 Construction, Repairs and Maintenance Work to University Buildings 6.0 Emergency Access to Asbestos Information Out of Hours 7.0 Monitoring Asbestos left in Situ in University Buildings 7.1 Frequency and Type of Monitoring and Recording Condition 8.0 Asbestos Training Appendix 1 Asbestos Clearance to Work Register Appendix 2 Asbestos Clearance to Work Register Introduction (for contractors) Appendix 3 Asbestos Clearance to Work Register Contractors Confirmation Sheet Appendix 4 Collecting and Collating Asbestos Information For Construction Work Appendix 5 Collecting and Collating Asbestos Information Asbestos Record 1(Form AR1) 2

3 1.0 Introduction Asbestos is a naturally occurring fibrous material that has been a popular building material since the 1950s. Asbestos is an excellent insulator which has been used in many building products and which has many applications including, fire protection, thermal and acoustic insulation, asbestos cement products, floor coverings and textured coatings etc. Because asbestos was often mixed with other materials it is difficult to know which building components contain asbestos. If you work on buildings constructed before the year 2000 it is highly likely that there will be Asbestos Containing Materials (ACM s) in it. ACM s that become damaged or deteriorate overtime are capable of releasing fibres into the air, this can result in persons being exposed to those fibres. Exposure to a significant volume of asbestos fibres over time can result in individuals contracting fatal diseases eg lung cancer. Providing ACM s are maintained in good condition they will not release asbestos fibres and therefore won t present a risk to health. Newcastle University Asbestos Policy Other than carrying out periodic inspections to monitor the condition of Asbestos Containing Material s (ACM s) that have been left in situ, ESS employees do not carry out work with asbestos containing materials. Work with ACM s is contracted out to licensed asbestos removal contractors. 2.0 Asbestos Management Duty Holder Responsibilities The duty to manage asbestos at Newcastle University is the responsibility of the Head of Maintenance. 2.1 The Asbestos Manager (Head of Maintenance) The Head of Maintenance has overall responsibility for: Taking reasonable steps to find out if there are ACM s present in University buildings. Recording the type, condition, quantity and location of ACM s Where information is not available, materials will be presumed to contain asbestos unless there is strong evidence to prove otherwise. Assessing the risk of anyone being exposed to fibres from identified ACM s. 3

4 Preparing a plan that sets out in detail how the risks from asbestos will be managed. Implementing the asbestos management plan and ensuring it is adhered to. Periodically reviewing, monitoring and auditing the plan so that the plan remains relevant and up-to-date. Providing information on the location and condition of ACM s to all persons likely to encounter them while carrying out work. Ensuring Estate Support Service Maintenance employees likely to work with ACM s have received asbestos awareness training and are aware of their responsibilities in relation to the management of asbestos in University buildings. Maintaining the University s Asbestos Registers and Surveys. 2.2 The University Asbestos Survey Coordinator (the Head of Maintenance is temporarily fulfilling the requirements of this role) The Asbestos Coordinator is responsible for: Arranging the surveying/re surveying of University buildings and prioritising remedial/removal works determined as being necessary by risk assessment. Ensuring ACM s are labelled following survey work being carried out. Updating the asbestos surveys/registers of University buildings. Making available existing asbestos surveys/registers to anyone likely to encounter asbestos materials as part of their work. Coordinating the monitoring programme for asbestos containing materials that have been left in place. 2.3 University Maintenance Officers University maintenance officers are responsible for: Ensuring the condition of known ACM s left in situ are periodically inspected (at least every 12 months). Making the necessary arrangements to make safe any ACM s identified as having deteriorated or having been disturbed. 4

5 Ensuring refurbishment/demolition surveys are carried as necessary prior to work (within their control) commencing. Managing ACM s removal contractors as necessary. Managing ACM s remedial works as necessary. Making available information relating to the known location of ACM s to anyone employed by them to carry out work on University premises Ensuring (so far as reasonably practicable) that contractors employed by them to carry out work on University premises read and sign the asbestos register before commencing work. Providing the Asbestos Survey Coordinator with copies of all asbestos surveys/works commissioned along with all necessary certificates and an updated floor plan indicating the location of asbestos removal works and the location of any asbestos left in place. 2.4 University ESS Capital/ESS Improvements/ISS Telephony and Cabling/ISS AVSD/ Project Managers/Surveyors/Engineers /Employees University ESS Capital/ESS Improvements/ISS Telephony and Cabling/ISS AVSD/ Project Managers/Surveyors/Engineers/Employees are responsible for: Ensuring refurbishment/demolition surveys are carried out as necessary before any work to the fabric of buildings starts on site (also reference. Collecting and Collating Asbestos Information Flow Diagram (Appendix 4, 5). Making available information relating to the known location of asbestos containing materials to anyone employed by them to carry out work on University premises. Where applicable ensuring (so far as reasonably practicable) that contractors employed by them to carry out work on University premises read and sign the asbestos register before commencing work. Providing the Asbestos Survey Coordinator with copies of all asbestos surveys/works commissioned along with all necessary certificates and an updated floor plan indicating the location of asbestos removal works and the location of any asbestos left in place. Ensuring necessary ACM removal works are managed. Ensuring necessary ACM remedial works are managed. 5

6 2.5 Direct Works Supervisors Direct Works Supervisors are responsible for: Making available information relating to the known location of asbestos containing materials to anyone employed by them to carry out work on University premises. Providing the Asbestos Survey Coordinator with copies of all asbestos surveys/investigations. 2.6 Halls of Residence Managers Halls of residence managers are responsible for: Ensuring contractors visiting their sites read and sign the asbestos register prior to them commencing work (Note: Projects, contractors should have a refurbishment survey/pre demolition survey on site when carrying out significant projects). 2.7 Hospitality and Accommodation Managers Hospitality and Accommodation Managers are responsible for: Consulting with the appropriate Maintenance Officer with regard to the presence of ACM s in areas where contractors, engaged by them will be working. Ensuring contractors engaged by them to carry out work on University premises have read and signed the asbestos register before work is allowed to commence. 2.8 ESS Security Manager ESS Security Manager is responsible for: Consulting with the appropriate Maintenance Officer with regard to the presence of ACM s asbestos containing materials in areas where contractors, engaged by the Security Team, will be working. Providing contractors, engaged by the Security Team, with information relating to the presence of asbestos before any work commences. All asbestos information must be retained on site while work is carried out. Ensuring (so far as reasonably practicable) that contractors employed by them to carry out work on University premises read the asbestos register before commencing work. 6

7 2.9 University Farm Managers University Farm Managers are responsible for: Consulting with the appropriate Maintenance Officer with regard to the presence of ACM s in areas where contractors, engaged by the Farm will be working. Providing contractors, engaged by the Farm, with information relating to the presence of asbestos before any work commences. All asbestos information must be retained on site while work is carried out. Ensuring (so far as reasonably practicable) that contractors employed by them to carry out work on University premises read the asbestos register before commencing work University Managers managing teams that undertake work to the fabric of University buildings. University Managers managing teams that undertake work to the fabric of University buildings are responsible for: Consulting with the appropriate Maintenance Officer with regard to the presence of ACM s in areas where contractors, engaged by them will be working. Providing contractors, engaged by them, with information relating to the presence of asbestos before any work commences. All information must be retained on site while work is carried out. Where necessary ensuring (so far as reasonably practicable) that contractors engaged by them to carry out work on University premises read the asbestos register before commencing work. Ensuring their teams have received asbestos awareness training Legislative Compliance & Contracts Manager The Legislative Compliance & Contracts Manager is responsible for: Ensuring all buildings have been surveyed/re surveyed in accordance with the requirements of the plan. Ensuring all existing surveys and asbestos registers are updated and maintained as and when additional information becomes available eg following pre refurbishment surveys, asbestos removal works etc being carried out. Organise high priority remedial works as identified by surveys. 7

8 Ensure all re-inspections of asbestos left in situ are carried out to schedule Asbestos surveyors Asbestos surveyors are responsible for: Surveying University premises and labelling all identified asbestos containing materials as necessary. All labels will make a unique reference to the relevant page in the asbestos survey Asbestos Survey Guidance Contacts for operational, security or health and safety issues. Information the client should expect to receive from the surveyor. Surveyor's identity, qualifications, accreditation or certification status, quality control procedures References from previous work. Insurance (PL, EL Personal Indemnity). Costs. Proposed scope of work. Plan of work, including plans for sampling or asbestos disturbance. Timetable. Details of caveats. 3.0 Asbestos Incident Procedure Report including areas not accessed/not surveyed In the event that an ACM is damaged or otherwise found to have deteriorated the following procedure will be invoked. The area in which the material is discovered will be cleared of all personnel. Where possible all doors and windows in the area will be closed to prevent fibres spreading. Warning notices will be posted to prevent persons entering the area. 8

9 The person discovering the material will inform the appropriate ESS Manager and the ESS Health and Safety Officer. The appropriate ESS Project Manager/Engineer/Surveyor will check the asbestos survey for that building. Where no information exists for a particular material an asbestos surveyor will be requested to survey the area and carry out reassurance air testing/swab sampling as necessary to determine the extent of any possible contamination. Where necessary the manager will instigate an environmental clean and remedial works to ensure the area is safe before reoccupation. The manager will ensure asbestos surveys are updated and inform all interested parties about the results of testing. Any persons thought to have been exposed to ACM s will complete the University s Incident Report Form (found on the OHSS website). A copy of the incident report will be forwarded to the University s Occupational Health Unit along with a copy of the asbestos analysts report. An asbestos incident investigation will then be carried out by the ESS Health and Safety Officer. 9

10 4.0 Asbestos Management Process All University Buildings surveyed for the presence of asbestos. All information arising from surveys is recorded All asbestos materials identified will be assessed and prioritised for remedial action or management according to the risk they present Remedial action necessary Carry out remedial action necessary Information produced Survey is updated, Asbestos Register is updated materials remaining in situ are labelled and managed as necessary Asbestos left in situ is monitored Information produced Asbestos surveys uploaded onto the IPR Asbestos information disseminated to Contractors, Direct Works and ISS prior to any works commencing Works planned University employees risk assess and carry out additional (pre refurbishment /demolition surveys as necessary Information produced 10

11 5.0 Construction, Repairs and Maintenance Work to University Buildings Prior to the commencement of work on any University building, its fabric, services, plant or equipment it is the responsibility of the University Employee responsible for the work to ensure: All persons involved in the work have attended asbestos awareness training. All persons involved in the work have had access to the asbestos register and or surveys for that building. Pre refurbishment/demolition surveys are commissioned as necessary for any intrusive work that goes beyond the information contained within the asbestos register for that building (work cannot commence until such time as the appropriate asbestos survey has been carried out and is available on site). All persons involved in the work will proceed with caution and actively look for the presence of asbestos containing materials while working. Work ceases in the event that a suspect asbestos material is discovered and the incident is immediately reported to the University employee responsible for the work. 6.0 Emergency Access to Asbestos Information Out of Hours Access to the Asbestos register out of hours will be provided by Security Control (Armstrong Building). 7.0 Monitoring Asbestos left in Situ in University Buildings 7.1 Frequency of Monitoring Asbestos containing materials that remain in situ at the University will be inspected at least annually. Note: frequencies of inspection may increase should risk assessment require it. It is also necessary to inspect ACM s following any significant event likely to affect their condition eg vandalism or fire. Asbestos monitoring schedules will be raised in the Maintenance Team as Planned Preventative Maintenance works. Estate Support Service Maintenance Officers will visually inspect the condition of ACM s recording their condition in the asbestos monitoring log, this information will then be passed to the Asbestos Survey Coordinator (Head of Maintenance). Any deterioration to ACM s will be investigated and necessary remedial works arranged as necessary. 11

12 8.0 Asbestos Training All University managers that manage teams who work on the fabric of University buildings or employ contractors to work on the fabric of University buildings must ensure that their employees have received asbestos training as identified in the training matrix below. Employee Group Asbestos Awareness (Refresher training annually) Monitoring removal contracts P402 Head of Maintenance Asbestos Survey Coordinator Direct Works Manager Maintenance Officers Direct Works Supervisors Capital Project Managers Capital Project Engineers Surveyors Improvements Engineers Surveyors Direct Works Operatives Property Team P405 Planning Team ISS AVSD Team ISS Telephony and Cabling Halls of Residence Staff and Accommodation and Hospitality Services Managers University Farm Managers ESS SMT 12

13 Appendix 1 The Asbestos Clearance to Work Register An electronic copy of the Asbestos Register will be held at Security Reception/ESS reception. On arrival at site and before commencing work all contractors working on the estate (note exceptions: landscaping/grounds maintenance and CDM Notifiable Projects where alternative arrangements exist) must log in at Security Reception/ESS Reception. Once the contractor has logged in they must read the relevant section of the asbestos register before work can commence. (Important: all individuals in the working party must read the asbestos register). Once all contractors have read, and understand the asbestos register for the area where they are working they must sign the Clearance to Work Register (Appendix A). This is a legal document providing evidence that the University has complied with its duty to manage asbestos under the Control of Asbestos Regulations In the event that the contractor raises concerns or queries about any of the information provided they must not start work, but must contact the ESS person responsible for bringing them to site to assist. Maintaining the Asbestos Register. The Head of Maintenance is responsible for maintaining, reviewing and revising the asbestos register. 13

14 Appendix 2 Newcastle University Asbestos Clearance to Work Register Introduction This register has been compiled using asbestos management surveys (and old type 2 surveys) this form of survey is designed to ensure that: No one is harmed by the continuing presence of Asbestos Containing Materials (ACM s) in the premises or equipment; That ACM S remain in good condition; and That no one disturbs ACM s. WARNING the information contained within this survey is limited and does not identify all asbestos containing materials in the building, this is because the survey used to produce this register only involved minor intrusion, in other words only materials that were easy to access were sampled and tested for asbestos fibres. If your work is intrusive eg you are cutting through walls/ceilings/ floors or entering parts of buildings that have not been surveyed, YOU MUST NOT PROCEED and you must raise the issue with your University contact. This register is updated frequently and accurate to the extent of our knowledge, if however you have any queries or concerns DO NOT COMMENCE WORK and liaise with your University contact. When working you must proceed with caution at all times, actively looking for the presence of asbestos containing materials. If you discover anything you are not sure about you must stop work immediately and inform your University contact without delay. 14

15 Appendix 3 Asbestos - Clearance to Work Register This is not an attendance register, you are signing to say you have read and understood asbestos information relating to the area of the estate in which you are to be working. Signatures verify acceptance of the University s procedures and rules to work on the site. Job No Date Location Print Name Company Signature (This is a legal document and must be retained indefinitely) 15

16 Appendix 4 Collecting and Collating Asbestos Information Introduction The Duty to Manage Asbestos The duty to manage is directed at those who manage non-domestic premises: the people with responsibility for protecting others who work in such premises, or use them in other ways, from the risks to ill health that exposure to asbestos causes. What is the duty? The duty to manage asbestos is contained in regulation 4 of the Control of Asbestos Regulations. It requires the person who has the duty to: Take reasonable steps to find out if there are materials containing asbestos in nondomestic premises, and if so, its amount, where it is and what condition it is in. Presume materials contain asbestos unless there is strong evidence that they do not. Make, and keep up-to-date, a record of the location and condition of the asbestos containing materials - or materials which are presumed to contain asbestos. Assess the risk of anyone being exposed to fibres from the materials identified. Prepare a plan that sets out in detail how the risks from these materials will be managed. Take the necessary steps to put the plan into action. Periodically review and monitor the plan and the arrangements to act on it so that the plan remains relevant and up-to-date. Provide information on the location and condition of the materials to anyone who is liable to work on or disturb them. There is also a requirement on anyone to co-operate as far as is necessary to allow the duty-holder to comply with the above requirements. 16

17 Appendix 4 Collecting and Collating Asbestos Information Important: You are personally responsible for ensuring sufficient and accurate information about the presence of asbestos containing materials is passed on to anyone carrying out work to University buildings/plant on your behalf. The regulations state: You MUST presume materials contain asbestos unless there is strong evidence that they do not. First develop a scope of works and make a list of areas where work is to be carried out. Include areas outside the immediate scope of works where it will also be necessary to carry out work eg utility service ducts, plant rooms etc Was the building built during or after the year 2000? No Yes Check the Asbestos Register for the area(s) where work is to be carried out. The use of all asbestos in buildings in the UK was banned in 1999, buildings built after 2000 should not have asbestos present. Is there suitable, sufficient and accurate asbestos information available in the Asbestos Register about materials likely to be disturbed during the planned work that would allow work to proceed? Proceed Yes Record the source of information (on form AR1), provide the person carrying out work with a copy of the asbestos register (including marked plans) and proceed with caution. File a copy of the AR1 in project file Check the latest Asbestos Management Survey(s) (or old type 2 survey(s) Is there suitable, sufficient and accurate asbestos information available in the Management Survey about materials likely to be disturbed during the planned work that would allow work to proceed? Yes No No Record the source of information (on form AR1), provide the person carrying out work with a copy of the Management Survey and proceed with caution. File a copy of AR1 in the project file Has this part of the building been refurbished since 2002? Yes No Check IPR or Project Files for the relevant Asbestos Refurbishment Survey (or old type 3 intrusive Asbestos Survey) Have any similar parts of the building been refurbished since 2002? Asbestos Refurbishment Survey (or old type 3 intrusive Asbestos Survey) is available Yes No Is there suitable, sufficient and accurate asbestos information available in the Refurbishment Survey about materials likely to be disturbed during the planned work that would allow work to proceed? Check IPR or Project Files for a relevant Refurbishment Survey (or old type 3) Yes No Is there a relevant Asbestos Refurbishment Survey (or old Type 3 Asbestos Survey) available? Record the source of information (on form AR1), provide the person carrying out work with a copy of the Refurbishment Survey and proceed with caution. File copy of AR1 in project file Yes No Is there suitable, sufficient and accurate asbestos information available in the Refurbishment Survey about materials likely to be disturbed during the planned work to allow work to proceed? Note: Where construction methods, building use and or building finishes differ you must employ an analyst to carry out a refurbishment survey Employ analyst and carry out pre refurbishment survey of the area(s) provide a copy of the survey to the person that is going to carry out the work Yes No Record the source of information (on form AR1), provide the person carrying out work with a copy of the Refurbishment Survey and proceed with caution. File a copy of the AR1 in the project file 17

18 Appendix 5 Collecting and Collating Asbestos Information Asbestos Record 1 (Form AR1) ESS Employee Name Date Building Name Location(s) Within Building (be specific eg Room No) Source(s) of Information (Report Number and Date) Contractor/Person Carrying Out the Work Name of individual provided with asbestos information Date information was provided to the contractor/person carrying out the work Considerations, thought processes and surveys carried out to acquire asbestos information 18

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