THE MANAGEMENT OF ASBESTOS
POLICY, RESPONSIBILITIES AND PROCEDURES
November 2012
University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
Date
Issue
Author
Reviewed
09/04/11
Draft for approval
Safety
Committee
08/06/11
19/11/12
Issue
Issue
A Ellis
(Noble) /
SWJones
SW Jones
SW Jones
P Mucklow
P Mucklow
Approved
Issue/
Revision
Draft 2
P Adams
K Lindsell
2
3
History
Prepared
P Mucklow
Reviewed
P Adams
P Mucklow
P Adams
Authorised
Safety Committee
Date
31/01/06
21/02/07
2
Revision
0
1
University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
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
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The Management of Asbestos
4
5
6.
Policy, Responsibilities and Procedures
Asbestos Information
4.1
Location and Access
4.2
Updates
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
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
Organisation and Responsibilities
Appendix B
Statement for inclusion within the students handbook
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
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 2012 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.
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
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 2012.

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: 19/11/12
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University of Exeter
The Management of Asbestos
3
Policy, Responsibilities and Procedures
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;
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The Management of Asbestos





















3.4
Policy, Responsibilities and Procedures
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.
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;
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University of Exeter
The Management of Asbestos





3.5
Policy, Responsibilities and Procedures
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.
Assistant College Managers: Infrastructure /Directors of Buildings
Are responsible for ensuring that;








3.6
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.
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
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The Management of Asbestos

3.7
Policy, Responsibilities and Procedures
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.
Construction Health and Safety Officer
Is responsible for:


3.8
reporting incidents on contractors sites to the Asbestos Manager, and
assisting the Asbestos Manager in the management of uncontrolled release
of asbestos.
Occupational Health Service
Is responsible for:



3.9
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.
Safety Representatives and Guild Chief Executive
Are responsible for:




3.10
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.
Director of Campus Services
Is responsible for:


3.11
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;
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.
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3.12
Policy, Responsibilities and Procedures
Director of Sport and Student Activities
Is responsible for:


3.13
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.
Head of IT Operations
Is responsible for:


3.14
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.
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.
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The Management of Asbestos
3.15
Policy, Responsibilities and Procedures
Staff and Students
Are responsible for:



3.16
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.
Asbestos Removal Contractors
Are responsible for:






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



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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.
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The Management of Asbestos
3.17
Policy, Responsibilities and Procedures
Asbestos Surveyors
are responsible for;








3.18
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.
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.
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The Management of Asbestos
3.19
Policy, Responsibilities and Procedures
Contractors
are responsible for:






3.20
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.
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.
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The Management of Asbestos
4
Asbestos Information
4.1
Location and Access
Policy, Responsibilities and Procedures
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 Registers are, during working hours, at the Estate
Development Service offices, Lafrowda House, St Germans Road, Exeter EX4 6TL.
Out of hours the Asbestos Registers are 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:



5.2
The priority assessment score assigned in the asbestos registers
Planned building refurbishment projects
Planned plant and equipment replacement
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.
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The Management of Asbestos
5.3
Policy, Responsibilities and Procedures
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 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 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
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The Management of Asbestos


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Policy, Responsibilities and Procedures
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.
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
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.
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6.3
Policy, Responsibilities and Procedures
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
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The Management of Asbestos
Policy, Responsibilities and Procedures
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 Regulations 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.
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The Management of Asbestos
Policy, Responsibilities and Procedures
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):
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
Blue (protected advisory):
Blue:
White:
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
APPENDIX A
ORGANISATION AND RESPONSIBILITIES
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The Management of Asbestos
Policy, Responsibilities and Procedures
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
APPENDIX B
STATEMENT FOR INCLUSION WITHIN STUDENTS HANDBOOK
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University of Exeter
The Management of Asbestos
Policy, Responsibilities and Procedures
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
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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.
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