Asbestos Management Plan

Asbestos Management Plan
UCL Estates
Facilities & Infrastructure
Safety Standard
Asbestos Management Plan
Version 8.0
May 2015
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UNIVERSITY COLLEGE LONDON STANDARD
ASBESTOS MANAGEMENT PLAN
Versi
on
Date
Nature of Revision
Author
1
15-02-05
First Issue
2
02-03-09
Revised to incorporate Control
Asbestos Regulations 2006
3
30-07-10
Revised to merge policy and plan and
provide clearer guidance on the
asbestos management at UCL
of
Approved
by
Sign
Ian Oram
HSMT
Peter
Harrison
HSMT
Emma
Shirbon
Roy
Capleton
HSMT
Emma
Shirbon
HSC
Revised to
4
23-11-11



reflect integration of post graduate
institutes
new structure in UCL Estates
name change from HSMT to HSC
5
06-04-12
Revised to reflect change in legislation;
Control of Asbestos Regulations 2012
Richard
Elliott Derek
Wood
HSC
6
04-09-12
Revised to reflect additional duty holder
responsibilities
to
ensure
UCL
Asbestos Register is always up-to-date
Richard
Elliott
HSC
7
10-10-13
Minor revision to reflect the need for
waste disposal records. Sections 4.6,
5.2 and 5.4.1
David Ilott
GP
21-05-15
Rewritten for alignment with Estates
PSO project lifecycle processes, new
AMS and new Asbestos supply chain
Frameworks.
Chandra N
Mistry
CNM
8
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ASBESTOS MANAGEMENT PLAN
CONTENTS
Policy Statement
1.0
1.1
1.2
1.3
1.4
INTRODUCTION
Abbreviations
Purpose
Legal Framework
Scope of Building
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
ROLE & RESPONSIBILITIES
Management Structure Chart Structure
Interactions Chart
All Employees & Contractors
UCL Council – Duty Holder
President and Provost
Health and Safety Committee (HSC)
Director of Estates
Director of Facilities & Infrastructure
Head of Engineering
Fabric and Asett Management Team Leader
Asbestos Manager “Appointed Person (Asbestos)”
Framework Asbestos Consultant
Framework Licenced Asbestos Removal Contractor
Contractors (and staff appoint contractors)
UCL Heads of Departments, Schools and Facility/Building Managers
UCL Estates (Projects, Project Managers & Project Officers)
UCL Facilities and Infrastructure Operation and Maintenance Personnel
UCL Safety Services
UCL Estates – Property Services Team
UCL Estates – Property CAD Manager
UCL Occupational Health
3.1
3.2
3.3
a.
b.
ASBESTOS MANAGEMENT AT UCL
Introduction
Identification of Asbestos Containing Materials
Asbestos Surveys
Management Surveys
Refurbishment or Demolition Surveys
4.1
4.2
ASBESTOS MANAGEMENT SYSTEM (AMS)
Application and Use
AMS (Live Register) ACM Data Input, Retrieval and Viewing
2.0
3.0
4.0
5.0
5.1
5.2
5.3
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PROJECTS
Minor Intrusive Works
Major Intrusive Works
Areas where UCL are not the Duty Holders (UCL Project Lifecycle
Processes Diagram – Overview of Asbestos Consultancy Applications
and Deliverables)
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6.0
6.1
6.2
6.3
6.4
ASBESTOS CONTAINING MATERIALS (ACM) DATA MANAGEMENT
Introduction
Information Recorded
Updating the AMS
AMS Data Storage and Viewing
7.1
7.2
RISK MANAGEMENT
Strategy
Risk Assessment and Prioritised Actions
8.1
8.2
8.3
8.4
ASBESTOS ABATEMENT
Removal
Encapsulation or Seal
Monitor/Manage in Situ (re-inspections)
Enclosed
7.0
8.0
9.0
LABELLING
10.0
ASBESTOS CONTAINING MATERIALS (ACM) INFORMATION
MANAGEMENT
11.0
TRAINING
12.0
12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8
12.9
12.10
12.11
12.12
12.13
13.0
ASBESTOS MANAGEMENT PROCEDURES
Introduction
Contractors Passes and Training
Training for Asbestos Contractors, Consultants & Allied Trades
Reviewing Asbestos Information for Operation & Maintenance Tasks
Reviewing Asbestos Information for Minor Projects
Requesting Asbestos Surevey
Additional Considerations for CDM Notificable Projects
Asbestos Abatement Work
Asbestos Abeatement for Notificabnle Licenced & Non Licenced Works
Waiver
CDM Notifiable Project
Monitoring Asbestos Removal Works
Waste Management
13.5
EMERGENCY PROCEDURES
What Constitutes an Emergency?
Emergencies During Construction & REfucbishment Projects
Urgent Access to an Asbestos Abatement Work Area
An Emergency Situation Resulting in a Release of Elevated Airborne
Fibre Levels Outside the Asbestos Abatement Work Area
Emergency Procedure And Process Chart
14.1
14.2
14.3
14.4
MANAGING AND RECORDING ACCIDENTAL ASBESTOS EXPOSURE
Incident Reporting
Information to be Obtained and Provided
Release of Information About Personal Exposure
RIDDOR Notification
13.1
13.2
13.3
13.4
14.0
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15.0
MONITORING & REVIEW
16.0
REFERENCES
APPENDICES
APPENDIX A – REQUEST FOR AN ASBESTOS SURVEY/BRIEF
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POLICY STATEMENT
This policy supplements the University Collegue London (UCL) Health and Safety Policy
which states that: the unversity recognises its duty to provide a safe place of work and a
healthy working environment. We understand how these are essential elements of a
successful organisation. We believe that excellence in the management of health and
safety is a fundamental part of our strategic plan.
University Collegue London recognises it’s responsibilities and duties under the Control of
Asbestos Regulations 2012 (CAR) and will take appropriate action to ensure the health
and safety of staff, students, contractors and others who may be affected by the risks
associated with asbestos containing materials present in buildings within the University
estate.
The Estates Departement is tasked with the responsibility for the management of all
building maintenance, alteration and refurbishment works in University buildings. With
regard to asbestos, the aim of this document is to ensure the University’s compliance with
the Duty to Manage under Regulation 4 of CAR.
This regulation places a specific legal duty on every person to identify materials containing
asbestos in any premises they own, occupy and manage, or for which they have a
responsibility to assess the risk of those materials and to ensure that a management
system is in place that responds correctly and appropriately to the materials present. The
University accepts that it is the legal “duty holder” and has prepared a policy to meet its
legal commitments.
The University Policy is:
 To prevent the exposure of staff, students and others to the health risks associated
with asbestos.

Appoint a competent and suitably qualified person to undertake the role of
Appointed Person as identified in HSE guidance HSG264 ‘Asbestos: The Survey
Guide’ (Ref. 2). This role will carry the title Asbestos Manager (Appointed Person)

To provide adequate resources in support of this Asbestos Management Plan.

To identify and monitor Asbestos Containing Materials (ACM’s) in University
buildings, equipment and areas under its control; to assess the level of risk,
maintain an asbestos register and carry out a programme of removal or
containment.

To promote awareness of asbestos and the Abestos Management System (AMS)
database through training and induction of relevant staff and framworks
consultants and contractors.

To make the information on the Abestos Management System (AMS) freely
accessible to those undertaking work on University properties.

Implement and maintain an effective Asbestos Management Plan (AMP) to
ensure that all ACMs are maintained in a safe condition or alternatively are
isolated or removed.

To provide guidance to staff on the management of asbestos relevant to projects,
operations and maintenance activities throughout the estate.
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
To only engage appropriately trained, qualified and competent persons to
undertake any work with asbestos containing material (ACM), including their safe
management, surveying and abatement/removal.

To regularly review the Asbestos Management Plan every 12 months.

Amend Asbestos Management Plan when following new statutory or legislative
changes.

Provide adequate and timely resources to enable effective implementation of the
AMP.
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1.0
INTRODUCTION
This document is the Asbestos Management Plan (AMP) and sets out the
University College London’s policy and procedures for managing the risks from
Asbestos Containing Materials (ACMs) throughout its estate.
Some buildings owned or occupied by the University were built or refurbished at a
time when the use of ACMs in their construction was common. Therefore this Plan
is designed to effectively manage and minimize asbestos related health risks to
staff and other persons working or otherwise occupying University premises.
The presence of an ACM in itself does not constitute a danger. However, there is a
potential risk to health if such material is disturbed and damaged. An isolated
accidental exposure to asbestos fibers for a short duration is extremely unlikely to
result in the development of asbestos related diseases. However, regular exposure
even at relatively low levels can present a risk. As well as people employed in the
building trades, inadvertent exposure (and consequent risk) can occur in other
groups of people e.g. installers of I.T. systems, security, fire alarms, smoke
detectors, etc.
Working with, and managing, ACMs is controlled by legislation, primarily the
Control of Asbestos Regulations 2012 (CAR 2012). Other relevant legislation
includes the Health and Safety at Work Act 1974 and the Management of Health
and Safety at Work Regulations 1999.
1.1
ABBREVIATIONS
ACM
Asbestos Containing Material
AMP
Asbestos Management Plan
AMS
Asbestos Management System (Database)
CAR
Control of Asbestos Regulations 2012
HSE
Health & Safety Executive
UKAS
United Kingdom Accreditation Services
UCL
University College London
RIDDOR
Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations
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1.2
PURPOSE
The purpose of this Asbestos Management Plan is to set out the mechanism, roles
and responsibilities by which ACMs are to be managed. It includes details on how
the University intends to:



Demonstrate University’s commitment to comply with the Control of
Asbestos Regulations
Clearly identify the responsibilities of the duty holder and appointed
competent persons
Detail the mechanism by which the University shall prevent the exposure
of staff, students and others to asbestos and prevent the spread of
asbestos to the lowest levels reasonably practicable.
This shall include:







1.3
Identify all ACMs and manage associated hazards based on assessment
of the risk they prevent and prioritisation of action
Effective control of any work or activity likely to affect ACMs by project
Monitor and maintain ACMs in good condition where it is assessed as
being safe to leave them in situ
Respond to and mange any emergencies involving ACMs
Procedures when undertaking operation and maintenance work
Procedures when undertaking planned and reactive project work
Maintaining an effective AMS and AMP
LEGAL FRAMEWORK
Whilst the plan is intended to comply with all aspects of the requirements of CAR
and other relevant legislation, the following duties within CAR are expressly
highlighted as being fundamental to the success of the University’s effective
asbestos management system, that underpin this Plan:
Regulation 4 requires Duty Holders to:

Find ACMs and check their condition

Presume that materials contain asbestos unless there is strong evidence to
suppose they do not

Keep an up-to-date written record of the location and condition of ACMs

Assess the risk of anyone being exposed to these materials

Prepare and put into effect a management plan to manage the risk and
keep ACMs in a good state of repair, or ensure that it is repaired or if
necessary removed

Provide information on the location and condition of the material to anyone
potentially at risk.
Regulation 5 - Identification of the presence of asbestos states:

An employer shall not undertake work in demolition, maintenance, or any
other work which exposes or is liable to expose his employees to asbestos
unless either:
They have carried out a suitable and sufficient assessment as to whether
asbestos is likely to be present

If there is doubt, assumes that asbestos is present
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Regulation 11 requires employers to:

Ensure that adequate information, instruction and training is given to
employees who are liable to disturb asbestos while carrying out their
normal everyday work, or who may influence how work is carried out.
1.4
SCOPE OF BUILDINGS
There are currently over 200 buildings within the University estate; these are a
mixture of freehold, leasehold and informal occupation arrangements with 3rd
parties.
Where the University owns/controls or maintains the building fabric and
engineering services, the University is the duty holder for ensuring compliance with
the CAR.
Those buildings currently outside the scope for University as the Duty Holder is
those buildings for which the University Estates are not maintaining include;

NHS Trust Buildings

Leasehold/tenanted buildings where the University are not the Duty Holder
and do not have maintenance or repair obligations for the building fabric or
building engineering services/infrastructure under the lease agreement.
As the University has members of staff, students and contractors using these
buildings there is a duty of care to ensure that the duty holder in those buildings
has an adequate process in place for complying with the CAR and any ACM
information is available for review by the University.
A comprehensive list of buildings where the University is the Duty Holder and
which are third party Duty Holders can obtained from the Estates Property Team.
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2.0
ROLES & RESPOSIBILITIES
2.1
Management Structure Chart
The Duty Holder is the person or organisation that has clear responsibility for the
maintenance or repair of non-domestic premises through an explicit agreement such as a
tenancy agreement or contract.
UCL Council
Management Responsibilities
Denotes a Requirement for the
Role Holder to be technically and
managerially competent with to
undertake asbestos management
President & Provost
Duty Holder
Information
Health & Safety Committee
Chair
Governance & Management
EM&ILine Management
Technical Management
Vice Provost (Operations)
Director of UCL
Estates
F&I Responsibilities
Director of F&I
Fabric & Asset
Management Team
Leader
Management
Head of Engineering
Governance
Responsible Person
Asbestos Manager
& Framework
Asbestos Consultant
Review
Operation
Change
Competent Person
Competent Person
Operation & Maintenance Providers
Consultants Designers & / or Installers
University Operation and
Maintenance Staff & Contractors
University Staff & Framework
Consultants/Specialist
(Including Capital Projects Consultants & Contractors)
The Competent Person has the necessary
knowledge, training, experience and abilities to
carry out the Operational & Maintenance tasks
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The Competent Person has the necessary
knowledge, training, experience and abilities to
carry out the Design and / or Installation
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2.2
Interactions Chart
The structure below outlines the interactions between the asbestos management
systems and the various stakeholders in the organisation.
UCL Director of Facilities
& Infrastructure
UCL Head of Engineering,
Fabric & Asset Management
Team Leader
Asbestos Manager
(Appointed Person)
- Responsible for:
Management of ACM’s
- Management of AMS
- Management of Framework
Framework Licensed
Asbestos Removal
Contractors
Estates and
Strategy
Property CAD
Manager
Property
Landlords
& third party
Duty Holders
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Asbestos
Project
Managers
Embedded
Asbestos
Surveyor
Provision of
Information
& advice
AMS
Estates Strategy & Space
Capital Projects
Facilities & Infrastructure
Safety Services
Student Accommodation
Satellites
Environment & Sustainability
Provision of
Information
& advice
AMS
Departments / Schools Heads
Project Managers/Supervisors
Line Managers
Asbestos
Surveyors/
Analyst
Framework
Asbestos
Consultant
Other Groups:
Embedded Contractors
Frame Work Service
Providers
This includes:
 UCL Project Officers
 UCL Frame work consultants
 UCL Facilities Managers
 UCL Building Managers
 UCL Supervisors of Operations
 UCL Supervisors of Maintenance
 UCL Maintenance and Operation Staff
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2.3
All Employees & Contractors
All employees and contractors to the University have a duty to co-operate with the
Duty Holder; as well the specific roles outlined below and will;
2.4

Make every effort to avoid disturbing or damaging any ACMs.

Report to the Asbestos Manager/Safety Services if they suspect that ACMs or
materials suspected of containing ACMs has become disturbed and/or
damaged, or is likely to become disturbed or damaged.

Notify Estates of any intended work which may interfere with the fabric of any
University premises of the University by completing the permits authorising
such works.

Ensuring that the proposed work does not start until a permit to work/
authorisation has been received and approved by University project officers, in
consultation with the Asbestos Manager.

Complying with all aspects of this AMP.

Attend health and safety training specified by Safety Services and Asbestos
Manager.

Disseminate information about asbestos to staff and contractors they are
responsible for, by reviewing the AMS database and obtaining information
from the Asbestos Manager/Framework Asbestos Consultant.

Report any suspected asbestos materials or damage to the asbestos
containing materials to the University’s Asbestos Manager (Appointed Person)
by calling Customer Services 30000.
UCL Council – Duty Holder
UCL Council, as the employer, has the ultimate responsibility for health and safety
and is the duty holder for University.
UCL Council has delegated the duty of the day-to-day running of the University,
which includes the management of health and safety, to the President and
Provost.
2.5
President and Provost
The President and Provost are responsible to UCL Council for the day-to-day
running of the University in all of its activities, including the management of
asbestos.
The President and Provost have constituted the Health & Safety Committee (HSC)
to plan and implement policy for health and safety and the executive arrangements
therein, which includes the management of asbestos policy.
2.6
Health and Safety Committee (HSC)
The HSC is responsible to the President and Provost for the planning, consultation
and dissemination of the arrangements made within the Asbestos Management
Plan.
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2.7
Director of Estates
The Director of Estates has overall responsibility for the strategy and budget
allocation (within the limits of the approved budget) of financial and other
resources for the control of ACM’s at the University.

Ensuring that adequate resources are provided and allocated to enable
compliance with this Asbestos Management Plan.

The safe management and operation of Estates activities, including
consideration of asbestos issues and compliance with the AMP, within the
operational and investment under the University’s Estates control

Devolving the principal functions and strategy of asbestos management to the
Director of Facilities & Infrastructure.

Ensuring that Estates staff has suitable induction, asbestos awareness and
refresher training with respect to asbestos issues to comply with legislation
and to ensure a high level of asbestos awareness.
The Director of UCL Estates through the Director of Facilities and Infrastructure
shall ensure appropriate resources and expertise is in place for asbestos
management in accordance with the University’s Asbestos Policy.
2.8
Director of Facilities & Infrastructure
The Director of Facilities and Infrastructure through the Head of Engineering shall
ensure appropriate resources and expertise is in place for the management of
asbestos in accordance with the Asbestos Policy and maintaining an effective
Asbestos Management Plan (AMP).

2.9
Responsibility for managing and implementing the strategy for resources and
finance (within the limits of the approved budget) for the control of ACM’s at
the University.
Head of Engineering
The Head of Engineering through the Fabric and Asset Management Team Leader
shall ensure appropriate resources and expertise is in place for day-to-day
management of the AMP.

Ensures that the implemented AMP is monitored so that working
arrangements and provision of financial, technical, human and other resources
are suitable and sufficient to meet its requirements

Commissions an annual report for the University Directorate where applicable

Reports to the various University committees on the management of safety in
the estate with special regard to ACMs

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Attend the yearly AMP review meetings
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2.10
Fabric and Asset Manager Team Leader
The Head of Engineering Infrastructure through the Fabric and Asset Manager
Team Leader shall ensure appropriate resources and expertise is in place for dayto-day management of the AMP.
2.11

Appoints, in writing, a competent Asbestos Manager “Appointed Person
(Asbestos)” responsible for the day-to-day management of the University’s
Asbestos Management Plan and compliance with current regulations,
University policy, processes and procedures to undertake all estate activities
inclusive of projects, operations and maintenance.

Sustaining an effective AMP.

Manage the Asbestos Manager as the competent person for the day-to-day
management of ACM and ensures that those staff that manage or supervise
projects and activities that could disturb ACM are aware of their
responsibilities under this plan and competent to undertake the work.

Ensures that the Asbestos Manager is aware of their roles and responsibilities
and that they are competent to carry them out.

In consultation with the Asbestos Manager appoint other resources to manage
the day to day management of asbestos. These will include:

Asbestos Consultant (Framework under NEC3 Professional Services
Contract)

Licenced Asbestos Removal Contractors (Framework under NEC3
Engineering and Construction Contract)
Asbestos Manager “Appointed Person (Asbestos)”
The Asbestos Manager has responsibility for the day-to-day management of
ACM’s in all University buildings, and sites inclusive of building fabric, engineering
systems and furniture and equipment, its control as the Duty Holder.
Responsibilities shall include:
General ACM Management
 Maintaining a sustainable asbestos management plan and an up to date
asbestos management register (referred to as the Asbestos Management
System – AMS)
In conjunction with the embedded Framework Asbestos Consultant:



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Providing competent professional advice on ACMs and their treatment to
those with responsibilities under this Plan
Ensuring that statutory management surveys and re-inspections of ACMs are
undertaken and recorded to the AMS to reflect the current condition of ACMs
In conjunction with university Project Officers and Framework
Consultants/Contractors programming surveys in University premises to
identify any ACMs that may be present which effect their projects or activities.
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












Maintaining the asbestos register for all University premises
Ensuring that all records of ACMs include a Material Risk Assessment in
accordance with HSG 227 ‘A Comprehensive Guide to Managing Asbestos in
Premises’
Ensuring all works comply with Managing and Working with Asbestos.
Approved Code of Practice HSG L143
Reviewing and updating the AMP
Ensuring that all asbestos identified as being safe to leave undisturbed is
adequately labelled. (NB this does not mean that all ACMs will be labelled).
Reporting any incident of alleged asbestos exposure to the Asbestos
Manager/Safety Services and assisting with or undertaking any investigation
Assisting the Head of Health and Safety Services in liaison with the HSE
Promoting awareness of hazards of ACMs and the AMP by advising on, and
providing, appropriate training and induction, to University staff as required
and in particular to those whose work might bring them into contact with ACMs
Monitoring to ensure that all University Project Officers/Building Mangers and
staff are aware of their responsibilities under this AMP
Attending in accordance with the Emergency Action Plan: Accidental Release
of Asbestos and taking such actions as are required to ensure safety
Maintaining his/her professional competence, including a thorough
understanding of all relevant legislation, codes of practice, guidance and good
practice
Organising and chairing asbestos management meeting (monthly)
Managing Asbestos Consultant and Licenced Asbestos Removal Contractors
under the framework agreement.
Reactive ACM management – Operation and Maintenance

Providing information on ACMs as required

Attending site and providing guidance to maintenance staff on remedial
actions or precautions to be taken in respect of ACMs

Where appropriate, instructing sampling and investigation of any
suspected materials, in accordance with prescribed procedures,

Instructing analysis by Framework Asbestos Consultant with the
appropriate UKAS accreditation

Instructing/advising appropriate asbestos abatement action to facilitate
maintenance tasks
Planned ACM Management - Project and Estates Management
 Providing information on existing ACMs as required
 Reviewing project brief and providing guidance on abatement actions or
precautions to be taken in respect of ACMs.
 Where intrusive work is planned, advise appropriate actions required by the
University staff
 Promoting appropriate asbestos abatement actions to facilitate project work
in conjunction with the Framework Asbestos Consultants and University
Project Officers/Framework Consultants
 Ensuring that the AMS is updated following completion of any works on
ACMs including providing the relevant Project Manager with details of
residual asbestos hazards remaining in the vicinity of any proposed work.
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Financial Administration
 Assisting the Procurement Department to ensure that only competent and
UKAS accredited Asbestos Consultants are employed to provide services
in conjunction with managing asbestos.
 Assisting the Procurement Department to ensure that only competent and
Licensed Asbestos Removal Contractors are engaged to carry out work
with ACMs
 Managing any budgets relative to statutory and compliance changes driven by
legislation.
 Providing budgetary cost estimates for asbestos work to other departments for
non-project related activities i.e. general operation and maintenance activities
 In conjunction with the Framework Asbestos Consultant assisting
University staff with the tendering asbestos.
 Providing advice t University Project Officer’s/Project Teams on
commissioning of asbestos consultancy/project management services within
their projects and in accordance with the Framework.
Audits
 Ensure the AMS is updated following completion of any works on ACMs
including providing the relevant Project Manager with details of residual
asbestos hazards remaining in the vicinity of any proposed work
 Audit the AMS to ensure it is up to date (no more than one month old).
 Audit to ensure the Framework Asbestos Consultant reviews the Framework
Licenced Asbestos Contractor’s plan of works is adequate.
 In conjunction with the Asbestos Consultant assessing the appropriate level of
analytical support and attendance required.
 In conjunction with the Framework Asbestos Consultant and University Project
Officers inform appropriate staff of asbestos related works in good time.
 Audit to ensure method statement and risk assessments amendments are
assessed by the Framework Asbestos Consultant.
 Audit to ensure site works comply with relevant University requirements,
either directly or with the Framework Asbestos Consultants when they are
commissioned to project manage surveys/removal works.
2.12

In conjunction with the Framework Asbestos Consultant manage Framework
Licenced Asbestos Removal Contractors to assess their compliance with
statutory and University requirements

Stopping work where a Framework Licenced Asbestos Removal Contractor
does not perform to the required health and safety standards, or where his
actions appear likely to result in a breach of health and safety.

Undertake all financial audits as required within the Asbestos Frameworks.
Framework Asbestos Consultant
A detailed specification for the Framework Asbestos Consultant duties is contained
the Framework Agreement. (copies may be obtained from the Asbestos Manager
on request).
The scope of the service covers the following activities at any of the University
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sites:
 Taking and analysing bulk samples as directed.
 Undertake Statutory Re-inspection Surveys.
 Undertake Management Surveys.
 Undertake Refurbishment/Demolition Surveys.
 General Consultancy Services.
 Consultancy: Pre-construction support.
 Consultancy: Procurement support.
 Consultancy: Monitoring works and analysis.
 Project Management: Asbestos abatement works.
 Assist the Asbestos Manager in the monitoring and management of
Licenced Asbestos Removal Contractors under the framework agreement.
 The Asbestos Consultant is also responsible for maintaining the current
version of the University’s Asbestos Management System (AMS) and
Register and managing all uploads to ensure the data contained within the
AMS is no more than a month old.
 Attend monthly asbestos management meetings.
2.13
Framework Licenced Asbestos Removal Contractor
A detailed specification for the Framework Licenced Asbestos Removal
Contractors duties is contained in the Framework Agreement. (copies may be
obtained from the Asbestos Manager on request).
The scope of the service covers the following activities at any of the University
sites:
 Unlicensed work.
 Asbestos Removal.
 Hazardous Remediation.
 Asbestos Encapsulation and Treatment.
 Asbestos Repairs.
 Decontamination Services.
 Emergency (out of hours) response.
 Disposal of asbestos waste.
 Building, validating, maintaining, decontaminating and removing full
enclosures (including air locks and pumps) and to be in attendance when
asbestos surveyors have to break through ACM during the conduct of a
survey.
 All associated analytical work will be performed by the Asbestos
Consultant.
 In the event of an emergency, the Licenced Removal Contractor must be
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able to attend within 120 minutes at any time of the day or week.
 Ensure all operatives have a valid contractors pass.
 Works to be conducted in compliance with best practice & statutory
requirements:

Control of Asbestos Regulations

The Hazardous Waste Regulations.

HSG 247 – Licensed Contractors Guide.

HSG 210 - Asbestos Essentials.

HSG 143 - Managing and Working with Asbestos. Approved Code of
Practice

Approved Code of Practice: Work with Asbestos Insulation, Asbestos
Coating and Asbestos Insulating Board L28.

Construction (Design & Management) Regulations.

Other Health & Safety at Work Regulations.

University Contractors CDM Form.

ARCA guidance.

All University policies, standards and procedures.
 Develop a plan of work that complies with the documents listed above
 Makes explicit reference to public protection measures in all plans of work.
 Site set up plans must be included in the plan of work, to explain the overall
management of the project.
 Notify the HSE (where notification of required).
 Manage and supervise operative’s performance.
 Co-operate with the Asbestos Consultant in the planning of the works and
during the subsequent monitoring of site activities.
 Do not commence works on asbestos until the Asbestos
Consultant/Estates have issued all relevant permits and approvals.
 When undertaking abatement works as enabling works prior to the main
construct project or the abatement works are in the major constituent of the
project and is notifiable under CDM 2015, the Framework Licenced
Asbestos Removal Contractor shall undertake Principal Contractor duties.
 Ensure waste is stored securely.
 Ensure waste transfer notes are provided and included with the end-ofproject documentation. These documents must be legible and compliant.
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 Provision of any other information/documentation requested by the
Asbestos Consultant to enable them to perform their duties on behalf of
University.
 Co-operate, free of charge, with an annual audit to verify your competency.
 Perform health monitoring of operatives as required by legislation.
 Medical records are to be made available for inspection by University or
their Asbestos Consultant.
 Apart from the waste disposal, no element of this work may be
subcontracted without the express permission of the Asbestos Manager.
 Notify the Asbestos/Manager Asbestos Consultant of any alterations,
renewals or revocations to your licences to work with or supervise work
with asbestos.
 Maintain records of all work carried out at the University for the duration of
the contract.
 Ensure all operatives working at the University have standard CRB checks.
 Procedure Manuals to be made available to Asbestos Manager/Asbestos
Consultant during the annual audit and to be provided if any significant
changes are made to it.
 Attend regular management/review meetings and abide by the requirement
of the Licenced Asbestos Removal Contractors Framework.
2.14
Contractors (and staff appointing contractors)
Those who employ Contractors to undertake project work or operation and
maintenance activities in the University shall:
 Be responsible for ensuring the work complies with the requirements of this
standard and that the works comply with relevant statutory regulations.
 Be responsible for undertaking reasonable enquiries to confirm the
competency and training of contractors in the area of work, before entering
into contracts for the removal, treatment, and cleaning of the asbestos, and
all other aspects of removal works.
Contractors are to be made fully aware of the duties and responsibilities assigned
to them, and are to be familiar with the University standards and procedures.
Only Approved/Frameworks Contractors are permitted to work on University sites.
Contractors are to have completed the necessary University safety inductions and
safety questionnaires and that their responses have been assessed:
Contractors are to comply with the University Safety Policy ‘Safety Rules for
Contractors employed on University premises’, and sign the document accordingly.
This includes:
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 Comply with University policy, procedures and processes regarding the
removal and management of asbestos.
 Ensuring that any employees undertaking work on University properties
have received asbestos awareness training in accordance with CAR
 Ensuring that any employees undertaking work on University properties
have been made aware of the University Site Rules and Guidance
 Disseminating information on known ACMs to those undertaking the work
 Not undertaking any work which may disturb known or suspected ACMs
 Notifying the Asbestos Manager/Framework Asbestos Consultant
immediately and stopping work if they encounter damaged or disturbed
known or suspected ACMs
 Complying with all aspects of this Asbestos Management Plan
 Ensure that all sub-contractors are informed of relevant procedures; in
particular the location of ACMs within the project area
 Co-operate with the University’s Safety Services, Asbestos Manager and
Framework Asbestos Consultant and any asbestos contractors or
associated contractors working within or adjacent to the known or intended
project area
 Ensure the University emergency asbestos procedures are followed in the
event of discovery of or damage to ACM
2.15
UCL Heads of Departments, Schools and Facility/Building Managers
University Heads of Departments, Schools and Facility/Building Managers shall;
 Co-operate with Asbestos Manager in their management of asbestos (e.g.
making reasonable provision for surveyors to undertake their surveys, or
relocating staff where required for the duration of remediation works).
 Ensure that when faculty/departmental staff generate works requests, that
they communicate any known hazard information for the area. This may
include presence of harmful substances (the works request system enables
asbestos information to be readily obtained).
 Ensure that the activities of their faculties and services do not risk asbestos
exposure – i.e. their staff or contractors do not work on the building's
structure, fabric or building engineering services unless authorised by the
Estates through the Permit to Work System.
 Ensure any Contractors engaged by the faculty or department hold a valid
estates permit to works and authorised by the appropriate University
Project Officer’s/Project Teams.
 All contractors who are working on or are liable to disturb the fabric or
structure of a building or installed services must have adequate and up to
date asbestos awareness training, in accordance with CAR (please note
minimum standards for training are discussed later).
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 Ensure equipment or apparatus erected, installed, purchased or gifted on
behalf of the department is free of asbestos material.
 Where asbestos is known or suspected to be present and could be at risk
of disturbance from faculty operations, seek advice from the Asbestos
Manager/Framework Asbestos Consultants/Safety Services.
 Arrange for any construction and refurbishment work required within
departmental premises to be carried out with the co-operation and
permission of the Estates so that the management of ACM is considered at
the planning stage;
2.16

Notify the Asbestos Manger to arrange the removal or containment of
known ACM within departmental equipment;

Ensure departmental project managers or supervisors or activities
that may disturb ACM are aware of their responsibilities under this
plan and have attended an asbestos awareness course.
UCL Estates (Projects, Project Manager’s & Project Officers)
University Project Officers, Project Managers and the Consultants/Contractors they
appoint are responsible for ensuring systems are designed and installed in
compliance with this and document, and the University policy and standard
operating procedures.
General refurbishment and maintenance works include amongst other activities;
 New construction, refurbishment, maintenance and engineering projects;
 Security systems,
information
telecommunications works.
technology
(IT)
systems,
and
 General planned and reactive maintenance / repair works.
 General business as usual operations – (hard and soft facilities
management)
Any members of staff responsible for people involved in construction,
refurbishment, operation and maintenance work that may disturb ACM’s within the
fabric of a University building, whether carried out by University staff or an external
contractor must;
 Consult with Asbestos Manager/Framework Asbestos Consultant before
commencement of such works which disturb the fabric or building
engineering services of a University building.
 Obtain information from the AMS about the location, type and risk level of
ACM present in the project work area.
 Where necessary seek the advice of the Asbestos Manager about ACM’s
within the area of their project.
 Contact the Asbestos Manager to arrange for a refurbishment or demolition
survey to be carried out where the work is likely to be intrusive and may
disturb ACM not identified by a management survey.
 Allow and scope sufficient time and resources for asbestos management
and abatement works to be financed and programmed for their
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project/activity, and in accordance with the University’s project lifecycle
stages
 Make arrangements for the removal or containment of the ACM so as to
prevent the exposure to asbestos of those working on the project.
 Inform all staff and contractors involved in the project of the location and
condition of any ACM that may be affected by the project.
 Advise all staff and contractors involved in the project of the actions to be
taken if suspect ACM is discovered.
 Inform the Asbestos Manager/Safety Services of any suspect material
reported to them and ensure that work is halted until the suspect material is
investigated by Estates and relevant parties.
2.17
UCL Facilities and Infrastructure Operation and Maintenance Personnel
The University’s Facility’s Operation and Maintenance personnel are responsible
for:
 Day to day reactive and operational activities across the estate, termed
business as usual activities.
 Checking the AMS and carrying out risk assessments before undertaking a
(Appointed Person) any work in properties.
 Notifying the Asbestos Manager/Safety Services immediately and stopping
work if they encounter damaged or disturbed known or suspected ACMs
2.18
UCL Safety Services
The University’s Safety Services are responsible for:
 Periodically auditing compliance with this AMP
 In conjunction with the Asbestos Manager investigating and reporting to the
University Health and Safety Committee on any alleged incident of
accidental asbestos exposure and for ensuring reporting of incidents under
RIDDOR, where appropriate
 Notification to the Occupational Health Service should any member of staff
be involved in an incident of accidental asbestos exposure in order that
occupational health advice can be given if required
2.19
UCL Estates - Property Services Team
The University Estates Property Services shall;
 As far as reasonably practicable confirm that properties purchased on
behalf of the University are either free of ACM (normally an asbestos
register) or that there is no information about the presence of ACM.
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 Obtain adequate information about the presence of ACM. If this is not
available a survey must, as far as possible, be carried out prior to exchange
of contracts, if timescales do not permit, a preliminary assessment of risk
and cost must be carried out based on visual inspection, the age of the
property and such other relevant information as is available.
 Wherever reasonably practicable any known ACM must be removed from
properties newly purchased on behalf of the University. Members of the
Property Management Team must keep the Appointed Person informed
about ACM issues involved in the properties they are dealing with.
 Provide asbestos survey / register information to the Asbestos Manager for
all new property acquisitions, leasehold (long or short term) and freehold,
and confirms who is the duty holder, i.e. landlord or University, as well
define building fabric and engineering services ownership and
responsibilities.
 For any UCL property, request the current asbestos management register
from Asbestos Manager for inclusion in the University’s property disposal
transactions.
2.20
UCL Estates – Property CAD Manager
The Property CAD Manager, or his nominated person, shall;
 Notify the Asbestos Manager each time the buildings register (FAMIS) is
amended to reflect a new property acquisition or disposal by Property.
 Notify the Asbestos Manager each time a property is modified, re-modelled
or refurbished.
 Provide quarterly updates of all new/modified building plans within the
estate, in CAD format, to the Asbestos Manager. These plans shall be
issued to the Framework Asbestos Consultants at the asbestos
management meeting for updating onto the University’s AMS.
2.21
UCL Occupational Health
The University’s Safety Services are responsible for:
 Providing occupational health advice to management and staff on issues
relating to asbestos
 Ensuring that any exposure is recorded on the employee’s medical notes
and retaining the medical notes for a period of forty years after the date of
final exposure
3.0
ASBESTOS MANAGEMENT AT UCL
3.1
Introduction
The following section details how the University meets its duties under the CAR.
Asbestos is the term used for the fibrous forms of several naturally occurring
minerals. The three main types of asbestos are:
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Crocidolite
(blue)
Amosite
(brown)
Chrysotile
(white)
Asbestos had been the subject of gradual voluntary and statutory bans since 1969
and by 1999 the importation, supply and use of all forms of asbestos had been
banned in the UK.
Asbestos fibres can be found in the atmosphere in Great Britain, therefore the
general public is exposed to very low levels of fibres. However, a key factor in the
risk of developing an asbestos-related disease is the total number of fibres
breathed in. Working on or near damaged asbestos-containing materials or
breathing in high levels of asbestos fibres, which may be many hundreds of times
that of environmental levels could increase the chances of getting an asbestosrelated disease.
There are four main diseases/conditions caused by asbestos;
mesothelioma
lung cancer
asbestosis
diffuse pleural thickening
If ACM’s are kept in good condition and left undisturbed, fibres will not get into the
air where they can be breathed in; therefore the presence of asbestos containing
material does not in itself constitute a danger, however it is hazardous when
disturbed or damaged and must be correctly managed.
3.2
Identification of Asbestos Containing Materials
In order to manage the risk from asbestos the University shall ensure that a
suitable and sufficient assessment is carried out as to whether asbestos is or is not
likely to be present in University buildings. This requirement is valid for any
property built before 1999.
Strategy:
The use of asbestos in UK buildings has been progressively prohibited until a complete ban of all
use in construction in 1999. Some products containing chrysotile were still available after 1989
although generally in a form that would present a low risk of releasing fibres if damaged. It is the
University’s policy to undertake appropriate surveys and risk assessments for all properties built
prior to 2000.
Information from all surveys, inspections, bulk analysis etc. is held on the AMS.
3.3
Asbestos Surveys
Where a property was built before 2000 it must be presumed that ACM’s are
present unless the asbestos survey confirms otherwise.
Where a property was built post 2000 then it is assumed that there is no asbestos
containing materials within the building. Note - This depends on the whole of the
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building being built post 2000. Checks should be made if there are any areas built
pre-2000 before making this assumption.
All surveys undertaken at the University shall be carried out by licensed and UKAS
accredited Asbestos Consultants only.
All surveys and re-inspections must be carried out to standards set by HSE 264
Asbestos: The Survey Guide.
a)
Management surveys (Initial survey to form the Asbestos Management
Register)
This is the survey required for all building constructed pre 2000, its purpose
is to locate, as far as reasonably practicable, the presence and extent of any
suspect ACM’s in the building which could be damaged or disturbed during
normal occupancy and operations including foreseeable maintenance and
installation.
The Management Survey is the initial survey created when forming the asbestos
management register for the building.
The University takes reasonable steps to establish if there are materials containing
asbestos in its buildings by undertaking asbestos management survey’s
(previously referred to as Type 2 Surveys) of those buildings where the University
is the duty holder.
The purpose of the survey is to identify the location of ACM’s, the amount, what
condition it is in and to conduct a risk assessment, evaluating the likelihood of
asbestos release & the likelihood of human exposure. The risk assessment forms
the basis of the Asbestos Management Plan.
The Asbestos Manager shall be responsible for commissioning all management
surveys. The standard to be adopted is described in HSG 264 Asbestos – The
Survey Guide.
The Framework Asbestos Consultants shall inspect materials within a building and
will generally take samples of suspect ACMs in order to determine if they do or do
not contain asbestos. In certain circumstance (i.e. no physical access) and only
when all other means are exhausted, they may presume material to be ACM – but
this is not University’s preference when surveys are being conducted.
Surveyors must also determine the condition and surface treatment of the material
and the potential for exposure based on its location and activities liable to disturb it
(using HSG 264 and 227 algorithms).
Where an area has not been surveyed, ACMs must be presumed to be present if
the building was constructed before 2000. However, HSG 264 emphasises the
need to access as much of a building as far as is reasonably practicable, which will
involve careful planning with building occupiers.
The information from all Management Surveys shall be held on the AMS.
b)
Refurbishment or Demolition Survey
This survey is needed before any refurbishment or demolition work is
carried out. This type of survey is used to locate and describe, as far as
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reasonably practicable, all ACMs in the area where the refurbishment or
demolition work will take place.
Refurbishment or demolition surveys (previously referred to as Type 3) must be
undertaken prior to demolition works or refurbishment works that are likely to
penetrate the fabric of a building or services.
This type of survey is used to locate and describe, as far as reasonably
practicable, all ACMs in the area where the refurbishment work will take place or in
the whole building if demolition is planned.
The survey will be fully intrusive and involve destructive inspection, as necessary,
to gain access to all areas, including those that may be difficult to reach.
A refurbishment or demolition survey may also be required in other circumstances
e.g. when more intrusive maintenance and repair work will be carried out or for
plant removal or dismantling.
The Asbestos Manager/University Project Officer’s/Project Team’s shall be
responsible for commissioning all surveys. The standard to be adopted for
refurbishment and demolition surveys is described in HSG 264 Asbestos – The
Survey Guide.
Surveyors will locate and describe, as far as reasonably practicable, all ACMs in
the building and may involve destructive (intrusive) inspection.
A full sampling programme is undertaken to identify possible ACMs and an
estimate of the volume and surface area of ACMs made.
The survey is designed to be used as a basis for tendering the removal of ACMs
from the building prior to demolition or major refurbishment or to assist the
management of the project to prevent damage to ACM.
The University requires that the same risk assessment algorithms are used to rate
these ACM.
For a refurbishment or demolition survey to progress the area must be unoccupied
and fully accessible to the surveyor, with furnishings and equipment removed as
necessary.
Areas/rooms should not be occupied while an R&D survey is underway. R&D
surveys must be followed by a reassurance air test if they have revealed any ACM.
The information from all Refurbishment or Demolition Surveys is held on the
University’s AMS.
The University’s AMS shall also facilitate storage of previous R&D survey data
strictly for management purposes to allow the Asbestos Consultant to:
 Undertake desk top studies during pre-construction project planning stages
to assist with project scoping/budgeting/programmes for abatement works.
 Demonstrate value for money when requested for a R&D survey by the
Asbestos Manager/University Project Officers and Framework Consultants.
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4.0
ASBESTOS MANAGEMENT SYSTEM (AMS)
4.1
Application and Use
It is important for University staff and other stake holders, involved in estate activities which may
disturb asbestos, to know which of the surveys is applied for their activities. This applies directly,
such as activities undertaken by operatives e.g. maintenance, operations, construction work, etc. or
indirectly, such as activities undertaken by project managers, designers, supervisors etc. Guidance is
summarised below:
Asbestos Manager System (Register) - AMS – This is the live register which records data on asbestos
containing materials and their condition for each of the buildings on the estate. The register is
updated following statutory management survey and then subsequent re-inspections, bulk sampling
and R&D Surveys inclusive of any subsequent abatement works and final ACM status (i.e. removed,
encapsulated or left undisturbed and managed via re-inspections).
The AMS, also known as the asbestos register, shall be utilised by:

Operation and maintenance personnel for carrying out risk assessments prior to
undertaking non-intrusive works.

Operation and maintenance personnel for carrying out risk assessments and
instigating bulk sampling prior to undertaking business as usual and minor works with
an intrusive nature e.g. installing new light switch, repairing windows and doors,
access to services behind partitions and ceilings, replacing leaking radiator, installation
of IT and security devises and equipment etc.

University Project Officers and Framework Consultants, in conjunction with the
Asbestos Manager/Asbestos Consultant to evaluate and determine the effects of ACM’s
at the early stages (pre-construction) of their projects.

Asbestos Manager for managerial data, financial, audit, training and performance
related activities.
The register comprises the following data:
Management Surveys – Required for all buildings suspected of ACM’s and form the initial survey which
forms the buildings asbestos management register. This is updated and maintained throughout the life of
the building following re-inspections and subsequent abatement or asbestos abatement works emanating
from refurbishment or demolition works.
Statutory Re-Inspections – Are planned and required for all buildings suspected of ACM’s and undertaken
on an annual basis or frequency in accordance with CAR 2012. The findings from these inspections and
any subsequent abatement actions shall be incorporated onto the AMS within 20 working days (one
month).
Bulk Samples – Are reactive and required for all buildings suspected of ACM’s and prior to undertaking
business as usual and minor works of an intrusive nature. The findings from these analysis and any
subsequent abatement actions shall be incorporated onto the AMS within 20 working days (one month).
R&D Surveys – Required for all buildings suspected of ACM’s and are required for projects of an intrusive
nature. The AMS shall contain all new and historical R&D Survey data to assist the Asbestos
Manager/Consultant in their duties. The findings from these surveys and any subsequent abatement
actions shall be incorporated onto the AMS within 20 working days (one month or as agreed with the
Asbestos Manager)
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4.2
AMS (Live Register) ACM Data Input, Retrieval and Viewing
Activities undertaken by
University Framework
Asbestos Consultants
Annual
Re-Inspections
(Statutory
Compliance)
Asbestos
Management
System
(AMS)
Management
Survey
Bulk Sampling
(Operation,
Maintenance &
Minor Projects)
(Available for each
University Building
Managed by
Framework
Asbestos
Consultants)
R&D Surveys
(Small, Medium &
Large Projects
Remote Server
Asbestos Manager
(AP)
AMS
Internet Viewing
Platform
Request/Brief
for Bulk
Samples or R&D
Surveys
Operation & Maintenance
Activities
Project Activities
University Staff, Consultant or
Contractor
University Maintenance Staff or
Contractor
(Including Capital Projects Framework
Consultants & Contractors)
(Including Facilities & Framework Contractors
for Soft and Hard Services)
The Competent Person has the necessary
knowledge, training, experience, abilities
to carry out the control measures &
operation, maintenance and minor works
The Competent Person has the necessary
knowledge, training, experience and
abilities to carry out the Design and / or
Installation
When AMS (Register) is inadequate Bulk Samples or R&D Survey shall be required
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5.0
PROJECTS
5.1
Minor Intrusive Works
Where the University is to undertake general planned and reactive activities
associated with operating and maintaining buildings within the estate, a suitable
and sufficient assessment as to whether asbestos is likely to be present and
disturbed during the activity must be made. A management survey is likely to
provide sufficient information to satisfy this requirement particularly where the
degree of intrusive works is minimal.
Examples of minor intrusive works  Business as usual activities – operation and maintenance of engineering
services, repairing leaks, servicing plant and equipment, etc.
 Soft facility activities – cleaning, waste removal, etc.
Risk assessments shall be undertaken by the operatives undertaking the activity
and in conjunction with the buildings asbestos management plan which is held in
the University’s AMS.
Access to the AMS has been made available to all university estates staff and
selected Framework Consultants and Contractors via the University’s intranet
system.
Where deemed appropriate by the Asbestos Manager or the Framework Asbestos
Consultant, additional site inspections may be required to enable a suitable and
sufficient assessment to be made. This may include taking additional samples
know as bulk samples. Any such work will be undertaken in accordance with
HSG264 and samples submitted for analysis to a consultant accredited by the
United Kingdom Accreditation Service (UKAS) as complying with ISO17025 for the
analysis of bulk samples to establish the presence and type of asbestos.
The Asbestos Manager/Framework Asbestos Consultant are the sole authority for
undertaking such assessments. If in any doubt a refurbishment survey must be
commissioned.
5.2
Major Intrusive Works
Where the University is to undertake work in demolition, refurbishment or
maintenance, it must undertake a suitable and sufficient assessment as to whether
asbestos is likely to be present. A management survey is unlikely to provide
sufficient information to satisfy this requirement particularly where intrusive works
are planned. An Asbestos Refurbishment or Demolition Survey must be
undertaken
Intrusive work includes all demolition or breaking out, forming openings (of any
size) in walls, floors and ceilings, opening up of ducts, boxing or voids, lifting of
coverings etc.
Examples of major intrusive works applied to estates activities are detailed below Capital projects e.g. - remodelling floors and buildings, new laboratories,
teaching space upgrades, office refurbishments etc.
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 Strategic maintenance projects e.g. - engineering plant and equipment
replacements, electrical rewiring, upgrade of controls and switch gear, fire
alarm improvements etc.
 Security system upgrades and improvements ice e.g. – door access
systems, CCTV installations, etc.
 IT (information technology) upgrades and improvements e.g. – new data
points, it cabling, telecommunications wiring etc.
During these activities asbestos risk evaluations shall be undertaken by the
University Project Officer and their appointed Project Teams in conjunction with the
Framework Asbestos Consultant, who shall be appointed as part of the project
delivery team at the early stages of the project lifecycle (see diagram overleaf for
interactions and duties/deliverables for Framework Asbestos Consultant within the
UCL Project Life Cycle Processes).
Initially during the early stages of the project e.g. feasibility stage feasibility the
asbestos risk assessment must be undertaken with the Asbestos Manager
/Framework Asbestos Consultant and in conjunction with the buildings asbestos
management register which is held in the AMS.
Access to the ARMS has been made available to all University staff and selected
framework consultants and contractors via the University’s intranet system.
Where any intrusive work is planned in a building constructed before 2000 the
Asbestos Manager/Framework Asbestos Consultant shall be consulted.
The Asbestos Manager/Framework Asbestos Consultant shall assess the quality
and extent of existing information and decide whether it is suitable and sufficient to
permit the proposed work to proceed. Where it is not sufficient, he will instigate
further survey work.
5.4
Premises Where UCL Are Not the Duty Holder
The Asbestos Manager will monitor that where the University is not the duty holder
that the building duty holder has arranged for the identification and monitoring of
ACM, including asbestos surveys, the compilation of an asbestos register and
annual re-inspections of known ACM.
The AMS data base shall clearly differentiate buildings where the University are
the duty holder and where a third party is responsible and how to obtain the
Asbestos Management Register.
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Portfolio Services
UCL Project Lifecycles
Overview of Asbestos Consultancy Applications and Deliverables
for Small, Medium and Large projects
Gate 1
UCL
Need
RIBA
2007
Initiation
A
RIBA
2013
B
C
1
GC
Works
Resource
Gate 2
2
Stage 1
Asbestos
Manager or
Asbestos
Consultant
(optional)
Asbestos :
Consultant,
Surveyor,
Scope / Design / Tender
Deliverables
Budget Cost
Outline
Programme
Scope of works
Review
Management
Register AMS
Desk Top Study
Gate 3
Gate 4
Development
Procurement,
Planning and
Budgeting
D
G
3
E
3/4
F
Implemented
H
4
Stage 2
Asbestos :
Consultant,
Surveyor,
Project Manager,
Operations
L
5
6
7
Stage 4
Asbestos :
Consultant,
Surveyor,
Project Manager,
Air Analyst
Main Contract W orks
Cost
Programme
Project Management of Abatement W orks
Completion documentation
Update AMS
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Gate 7
Post Project
K
Recommended Asbestos Resources Levels and Deliverables
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Gate 6
J
Stage 3
Tender / Enabling W orks
Budget/Cost
Programme
R&D Surveys
Update AMS
Abatement W ork Specifications & Drawings for
Traditional Procured Projects
Or
W atching Brief Client Side
for Design and Build Procured Projects
Gate 5
Stage 5
6.0
ASBESTOS CONTAINING MATERIALS (ACM) DATA MANAGEMENT
6.1
Introduction
The University is required to provide, 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 via a robust Asbestos Management Register
(referred to as the AMS in this document).
The AMS is maintained by Asbestos Manager in conjunction with the Framework
Asbestos Consultant and supplemented with additional information gained during
monitoring, investigation or annual re-inspection, and kept up to date to reflect the
gradual removal of ACM’s from University premises.
The Asbestos Management System is a computerised database system and is
fully accessible to all staff via the University website.
When asbestos abatement works take place at the University, the Asbestos
Manager must be provided with documentation from the following parties:



Framework Asbestos Consultant
University Project Officers/Project Teams
Framework Licenced Asbestos Removal Contractors
To confirm the safe asbestos removal and disposal has taken place; this must
include; area clearance notification and air monitoring records and waste
consignment note.
6.2
Information Recorded
The AMS records known and suspected ACMs in the University. Where ACMs are
recorded as a minimum it shall record information on their:








Location
Material type
Asbestos type
Surface treatment
Management status
Date of inspection
Name of person inspecting
Date of next inspection
This information is completed the asbestos register shall automatically generate a
“material risk assessment score” as identified within HSG264 Asbestos – The
Survey Guide.
Additional information shall to be recorded includes:









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Normal occupant activity
Accessibility
Extent
Number of occupants
Frequency of use of area
Average time in use
Type of maintenance
Frequency of maintenance
Photographs
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This information when completed within the asbestos register shall automatically
generate a “priority risk assessment score” as identified within HSG264 Asbestos –
The Survey Guide.
Further supporting and relevant documents shall be stored for each premise.
These shall include and comprise:






Original/current management register
Refurbishment or demolition surveys
Bulk sample analysis reports
Reassurance air tests
Four stage clearance certificates
Waste consignment notes (available within project documentation records
from Frameworks Licensed Asbestos Removal Contractors)
The register shall also record information non-ACMs where they have been
sampled as part of the survey process.
6.3
Updating the AMS
The AMS shall only be managed and updated by the Framework Asbestos
Consultants.
Updates shall be undertaken following:






6.4
Re-inspection of the ACM.
Removal, repair or encapsulation of the ACM.
Identification of further ACMs via bilk sampling.
New management surveys.
New refurbishment and demolition surveys.
Changes/remodeling of floor layouts.
AMS Data Storage and Viewing
The AMS is an electronic web based system available via the University’s intranet
system with a working copy held by the Framework Asbestos Consultant.
Read-only access shall be available to all authorised University Estates staff
through the through the University’s Intranet system.
Access shall only be available to authorised Framework Consultants/Contractors
and academic staff and students through the Asbestos Manager.
A request for authorisation can be made only through the Asbestos Manager.
A diagrammatic overview of the AMS system and asbestos survey processes are
shown below:
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MANAGEMENT SURVEYS
RE-INSPECTIONS
Survey Uploaded
Lucion
Surveyor
Cloud
Backup
3rd party Survey imported
R / D SURVEYS
BULK SAMPLES
Surveyor
Lucion
IT
Lucion
Surveyor
Nexgen
Database
Lucion
Laboratory
Nexgen
3rd Party
surveyor
VIA HYPERLINK
Lucion
Technical
Support
3rd Party
surveyor
UCL INTRANET
(ESTATES)
3rd Party
surveyor
TABLET
PC
LAPTOP
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7.0
RISK MANAGEMENT
7.1
Strategy
Where ACMs are in a safe condition and are unlikely to be disturbed they shall be
left in sit and statutory re-inspected at regularly intervals determined by the
Asbestos Manager in conjunction with the Framework Asbestos Consultant. This
shall typically be every twelve months but may be increased/decreased based
upon risk analysis.
ACM’s of minor damage shall be repaired and sealed. Where effective repair
cannot be achieved ACMs shall be removed.
All abatement works with ACMs shall be undertaken by the University’s
Framework Licensed Asbestos Removal Contractors, unless advised and
approved otherwise by the Asbestos Manager.
7.2
Risk Assessment and Prioritised Actions
At the discretion of the Asbestos Manager known or suspected ACMs shall be the
subject of a priority risk assessment as defined in HSG227 ‘A Comprehensive
guide to managing asbestos in premises’. The assessment shall be automatically
generated by the AMS software after data entry and reviewed by the Asbestos
Manager, who will decide on appropriate actions following recommendations by
the Framework Asbestos Consultant.
All ACMs shall be subject to a material risk assessment score in accordance with
HSG264 and shall be the prime guide in assessing priority for action
The algorithm shall be based on the likelihood of an ACM releasing fibres if it is
disturbed.
The AMS risk assessment rating shall take into account a number of factors when
assessing the risk of anyone being exposed to asbestos fibres, as detailed below:
Material Assessment
a) Product Type - composites, boards, insulations;
b) Extent of damage / deterioration - good condition, damaged;
c) Surface treatment – composite materials, sprayed, sealed or encapsulated or
unsealed;
d) Asbestos Type – Chrysotile, Amosite, Crocidolite;
Priority Assessment
a) Normal Occupancy Level – rare user, low disturbance, high levels;
b) Location, Accessibility & Extent;
c) Human Exposure Potential – number of occupants, frequency of use, average
time in the area;
d) Maintenance Activity – type of maintenance activity / frequency of activity.
This risk assessment forms the basis of the AMP and determines the
abatement/remedial actions to the ACM necessary to reduce the risk to its lowest
practicable level.
Each of the parameters is scored and combined to give a total score between to
determine the level of risk and priority.
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High Priority Risk Assessment = high score rating
This indicates ACM’s that require urgent attention. In some circumstances
immediate plans for removal of the asbestos concerned should be implemented, or
at least the rapid sealing and restriction of the affected area.
Medium Priority Risk Assessment = medium score rating
Indicates ACM’s which require some action, encapsulating, sealing, enclosing or
labelling. This asbestos should be removed as part of a phased programme.
Low Priority Risk Assessment = low score rating
Indicates ACM’s in good / fair condition, no significant health risk if left undisturbed
during maintenance and work activities. Materials within this category will be
inspected on a yearly basis to ascertain any change in circumstances which could
require re-assessment of priority rating.
8.0
ASBESTOS ABATEMENT
The risks identified via the asbestos management/R&D/bulk sampling surveys,
shall be managed to reduce them to an acceptable level and as low as reasonably
practical. The level of management and remediation/abatement shall be
dependent on the risk that the ACM presents, and in consideration with the
recommendation by the Framework Asbestos Consultant.
The University shall consider the following management/ remediation/abatement
options;
8.1
Removal
ACM’s are removed as a result of one or more of the following:
 Identified as part of the on-going prioritised ACM removal programme.
 ACM’s made accessible as part of a construction or refurbishment project.
 ACM’s made accessible because of areas vacated and where the removal
is reasonably practicable.
 To enable other works to proceed (e.g. refurbishment and maintenance
works).
 Discovery of damaged or high risk ACM’s not identified as part of an
asbestos survey.
Arrangements for the removal of ACM’s must be discussed with the Asbestos
Manager by the University Project Officer’s/Project Team’s with responsibility for
the works involved. The Asbestos Manager/Framework Asbestos Consultant must
review and approve the scoping and follow through with a safe system of work
(RAMS – risk assessments and method statements) before work commences on
site.
The removal of ACM must be considered a high risk operation that can only be
carried out by a licensed asbestos removal contractor. The ACM removal works
must be managed by the Framework Asbestos Consultant in conjunction with the
University Project Officer’s/Project Team’s.
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Sufficient time must be allowed at the early stages of the project and during the
planning and removal stages to take account of:
 Request for Asbestos Survey/Brief.
 Agreement on the scope of the works including waste disposal
arrangements.
 Contractor’s quotation, agreement of costing and assessment of method
statement.
 Statutory HSE notification period (at least 14 days).
 Vacation of the work area (departmental staff, furniture and equipment).
 Isolation of building engineering services as required for safe working.
 Arrangements and services for the contractor: parking, area for decontamination unit, supply of water and power, security arrangements etc.
 Liaison and provision of information for departments affected by the
works.
82
Encapsulation or Seal
In circumstances where removal is not reasonably practical e.g.
occupation/decanting issues, finance, programme etc. ACM’s may be
encapsulated/sealed in order to contain and reduce the risk of ACM. Thus ACM’s
may be left in-situ; with asbestos warning labels applied to the
encapsulated/sealed ACM.
Arrangements for the encapsulation of ACM must be agreed with the Asbestos
Manager/Framework Asbestos Consultant, who shall make the arrangements for
the work and liaise with the all stakeholders involved.
8.3
Monitor/Manage in situ (Re-inspection)
An ACM that is in good condition can safely be left in-situ and monitored through
statutory re-inspections.
To monitor and review the condition of identified ACM’s the Asbestos Manager is
responsible for managing the statutory re-inspections carried out by the
Framework Asbestos Consultants.
The ASM database shall be updated with any alterations to drawings, data or risk
assessment following the statutory re-inspections.
For ACM’s such as asbestos gaskets in plant rooms or mastic pads in kitchens,
the Asbestos Manager may, in consultation with the Framework Asbestos
Consultant, increase the inspection period to a 2 yearly re-inspection.
ACMs left in situ shall be subject to the re-inspection regime. The Asbestos
Manager, in consultation with the Framework Asbestos Consultant may
increase/decrease this frequency if required by risk assessment but in this case
removal should be considered.
To help identify ACM’s and prevent accidental damage, the Framework Asbestos
Consultants shall provide labelling using standard ‘asbestos warning’ labels (or
colour coding in specific circumstances e.g. contaminated basement areas). In
firebreaks etc. labels will be used on both sides to prevent mistakes or confusion
There will be circumstances when it is not practical to label (e.g. floor tiles).
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8.4
Enclosed
Where an ACM is identified but cannot be removed, it is an option to restrict
access by placing a physical barrier in front of the ACM materials. An asbestos
warning label must be applied to the physical barrier.
9.0
LABELLING
Warning labels or appropriate signage will be applied to ACM’s considered to be a
significant risk to:
• Help prevent accidental damage, and
• Not cause undue concern
Lower risk materials such as floor tiles, textured coatings, cement materials will not
be routinely labelled but adequate steps will be undertaken to raise site awareness
of their presence e.g. briefings to Building Managers/Departmental Health and
Safety Co-ordinators.
10.0
ASBESTOS CONTAINING MATERIALS (ACM) INFORMATION MANAGEMENT
The University has a duty to provide information on the location and condition of
the materials to anyone who is liable to work on or disturb them.
The University undertakes this duty in several ways;
 The AMS is available to University members of staff and students with an
appropriate University PC access address, via the Estates intranet page.
The latter has restricted access and for non-estate staff access may be
obtained through the Asbestos Manager.
 The ACM information contained within the AMS shall be inclusive of; a live
asbestos register for each of the University building where then University
UCL are the Duty Holder, drawings, and management/R&D surveys.
Certain date shall have restricted access and may be obtained through
the Asbestos Manager.
 Controlling building maintenance activities – all work order tickets issued
to building maintenance contractors have a warning message to check the
AMS database before undertaking work.
 University Project Officers shall supply information from the AMS
database to Framework Consultants and Contractors in agreement
Asbestos Manager.
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 For all refurbishment projects information about ACM’s must be supplied
to the Principal Contractor as part of the pre-contract health and safety
information.
 All University staff shall undertake annual refresher training for which
records shall be maintained by Asbestos Manager.
11.0
TRAINING
11.1
Asbestos - Awareness Training
11.2

Shall be provided by the Asbestos Manager in conjunction with the
Framework Asbestos Consultant and Safety Services Safety Training Unit.
This shall be provided to all university staff with responsibilities for projects or
works that may disturb ACM within the building fabric.

All University staff inclusive of estates project officers, operation,
maintenance staff and others who may undertake works which disturb
asbestos must attend such training.

All Estates project officers and maintenance staff and others who may
undertake works which disturb asbestos must attend such training.
Asbestos - Applications Based Training

Shall be provided for all staff with direct responsibilities for projects or
operation and maintenance works that may disturb ACM’s within the building
fabric and engineering services.

All University staff inclusive of estates project officers, operation,
maintenance staff and others who may undertake works which disturb
asbestos must attend such training.

Applications based training is available as two categories:

University Project Officers/Managers and Framework Consultants

University direct operation and maintenance Staff / Framework Contractors
(tool box talks).
12.0
ASBESTOS MANAGEMENT PROCEDURES
12.1
Introduction
Damage of ACMs can lead to exposure to asbestos fibres, which over time may
result in the development of asbestos-related diseases, depending on the level,
duration and frequency of exposure. This can arise from minor work such as
installing a new light fitting, through to any major refurbishment or demolition work.
12.2
Contractors Passes and Training
All contractors working on any of the University sites, building or grounds must
attend a site induction and carry a contractor’s pass and permit to work and abide
by the University’s safety rules for contractors.
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12.3
Training for Asbestos Contractors, Consultants & Allied Trades
HSG247 Asbestos: the licensed contractors’ guide sets out a detailed content of
the asbestos training modules for trades/roles involved in licensable work.
For licensable work, copies of the respective training records should be provided
for each individual.
Training records shall be reviewed at the start of all licensed asbestos abatement
works by the Framework Asbestos Consultants which shall also contribute to
annual KPI audit of Framework Licenced Asbestos Removal Contractors.
12.4
Reviewing Asbestos Information for Operation & Maintenance Tasks
When undertaking any planned and reactive maintenance tasks, it shall be the
responsibility of the University’s direct operation/maintenance staff or appointed
contractor to review the asbestos information issued/obtained (asbestos register)
as part of the works request and to determine if the works have an impact on
ACMs and associated risk to the undertaker of these works (risk assessment).
12.5
Reviewing Asbestos Information for Minor Projects
All works within the University which have the potential to alter or damage the
fabric of the building or engineering services shall be reviewed to determine if they
could damage asbestos and present a risk.
The review shall be carried out by the University Project Officer’s/Project Team’s
responsible for the works, at the earliest opportunity in conjunction with the
Asbestos Manager/Framework Asbestos Consultant.
This is essential in order to allow sufficient time to anticipate implications of ACMs
and include sufficient and remediation within the project and its delivery. The
assessments shall be undertaken at key stages of the design process. This shall
include:

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



12.6
Appoint Framework Asbestos Consultant
Review known ACM information in the AMS
If the AMS shows that asbestos is present and there is any suspicion or
doubt about whether it could be disturbed, consult with the Framework
Asbestos Consultant to assist in progressing an Asbestos Request for
Information Form.
Depending on the size and nature of the project decide if bulk sampling or
R&D survey is required.
When bulk sampling/R&D Surveys are required the areas should not be
occupied.
Arrange with occupants access for the survey to be carried out to proposed
works area.
Requesting an Asbestos Survey
To ensure a survey is carried out safely, effectively and without undue disturbance
to the University’s business and usual activities, the following steps should be
taken:
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Submit a request for Asbestos Survey Form (Appendix A) in consultation
with the Asbestos Manager/Framework Asbestos Consultant.

Request an initial meeting with the Framework Asbestos Consultant (email
[email protected]) or speak in person to the Asbestos
Manager who will assist to advising the appropriate asbestos resource for
delivering the project.

Walk-through the job with the Framework Asbestos Consultant and supply
them with building plans and specifications for the forthcoming works (so
they can start to assess the resource requirements of the survey and the
potential impact to the building and its occupants)

Indentify any potential access issues for the survey and risks to the
surveyors and any other stakeholders. The following items should be
considered prior to the survey:

Access requirements and timings (e.g. keys, need for escorts etc.)

Site hazards in area (e.g. substances, processes, plant isolations and
downtimes i.e. compressed air, forced draught boilers, steam,
ventilation systems, electrical systems etc)

Duration for closure of rooms/areas/systems and implications to the
building users.
The Framework Asbestos Consultant shall then supply a cost for the survey based
on the framework rates. The University Project Officer shall raise a purchase order
(using the project code).
For medium to large projects the University Project Officers/Project Teams shall
appoint the Framework Asbestos Consultant at the early stages of the project.
The Framework Asbestos Consultant shall provide consultancy duties during the
planning and design development stages of the project as a key member of the
design/project team based on the framework rates. The University Project Officer
shall raise a purchase order (using the project code).
12.7
Additional Considerations for CDM Notifiable Projects
On appointment the Framework Asbestos Consultant shall directly consult with the
University Project Officers/Project Teams regarding the project.
Starting at the earliest project lifecycle stages, a strategy shall be developed on
how to control and manage the asbestos risks implications to the project. This is
likely to involve survey work etc. detailed previously. At this stage, it is not always
possible to involve the Principal Contactor and if this is the case, emerging issues
need to be addressed at a later date when the Principal Contactor has been
appointed.
Thus the Framework Asbestos Consultant should be retained
throughout all stages of the project.
Factors to be considered at the early project life cycle/design stage include:
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If asbestos will be disturbed during the project and the nature of disturbance
i.e. building fabric or engineering services.
Could the Designers “design out” the risk by avoiding disturbing asbestos.
Will additional protection measures be necessary
The full extent of the R&D survey and when it can be undertaken
Whether the project provides the opportunity to remove asbestos in the area,
even if it is not interfering with the work (this is University’s preferred
approach depending on available project and strategic maintenance
finances).
Impact on the programme
Impact of project finances
Determine with the University Project Officers/Project Team, in the case of
asbestos abatement works how these are best procured i.e. enabling works
or as part of the overall construction package.
Having taken these factors into account, any residual risks (and relevant survey
reports) from asbestos should be included in the Pre-Construction Information
compiled by the Principal Designer (Former Construction Design and Management
Coordinators (CDMC) role).
On appointment, the Principal Contractor, who is responsible for The Construction
Phase Plan shall include for developing control systems to control the risk from
asbestos and any other risk to health and safety during the construction phase.
The Framework Asbestos consultants shall determine whether the proposed
controls are satisfactory.
During the construction phase, the Principal Contractor shall be responsible for
controlling all risks from asbestos and continue to liaise with the University Project
Officers/Project Teams and Framework Asbestos Consultant.
Should there be any project/scope changes during the construction phase, e.g.
contract variations, change in project boundaries etc. which result in further
disturbance of asbestos. The Framework Asbestos Consultant shall review such
changes and advise the University Project Officers/Project Teams of mitigating
actions and implications to the project inclusive of programme and cost.
If asbestos abatement works are occurring during the Construction Phase, the
Framework Licensed Asbestos Removal Contractors shall be employed as
Nominated Sub-Contractors to the Principal Contractor. The Framework Asbestos
Consultant shall be retained to undertake and project management/supervise/air
monitoring role for the asbestos abatement work based on the framework rates.
The University Project Officer shall raise a purchase order (using the project code).
12.8
Asbestos Abatement Work
Where asbestos abatement are required the following processes and procedures
shall be adopted:
12.9
Asbestos Abatement for Notifiable Licenced & Non Licenced Works
a)
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The University Project Officer’s/Project Team’s shall ensure that a tender
package inclusive of a written particular and general specification, drawing
etc. is prepared by the Framework Asbestos Consultants for the abatement
works.
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The specification shall include:
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Material to be worked on (including location and quantity).
What work it to be carried out (removal, encapsulate etc.).
Relevant information to enable a plan of work to be developed e.g. location of
works, hours of access, nearest feasible location for DCU etc.
Annotated drawings to provide clarification of locations etc.
Building mechanical and electrical plant and systems to be isolated.
Indicative programme inclusive of out of normal working hours.
Contractors site visit prior to tender submission.
Any specialist trades or domestic sub-contractors deemed necessary i.e.
engineering sub-contractors, scaffolding etc.
Tender summary and cost sheets as per framework agreement.
Note (i) - for design and build projects the abatement documents shall be written in
the context of performance specifications/documents to form part of the
Employers Requirements, with the Framework Licenced Asbestos Removal
Contractors acting as Nominated Sub-Contractors.
Note (ii) - for traditionally procured projects (specification and drawings) the
abatement documentation shall be issued as part of the main tender package
with the Framework Licenced Asbestos Removal Contractor as a Nominated
Sub Contract to the Principal Contractor or where the abatement works form
a separate enabling package prior to the main contract the tender
documentation shall be issued directly to the Framework Licenced Asbestos
Removal Contractors whom shall adopt Principal Contractor duties.
Note (iii) – in all cases the Framework Licenced Asbestos Removal Contractors shall
be utilised for tendering purposes unless approval has been ascertained form
the Asbestos Manager to use other organisation not on the universities
framework.
b)
University Project Officers/Project Teams to appoint the Framework Asbestos
Consultant to undertake a project management, site supervisory and air
monitoring role for the proposed asbestos abatement works. The scope of
this role is set out in the Asbestos Consultants Framework Agreement.

For abatement works valued under £5000, the University Project
Officer’s/Project Team’s shall appoint the Framework Asbestos Consultant to
provide a technical specification/tender package complete with the Particular
and General Specification for Asbestos Remediation Works, drawings and
preliminaries and issue to first ranked Framework Licensed Asbestos
Removal Contractor for quotation.

For abatement works valued £5000 and greater, and where the Framework
Licensed Asbestos Removal Contractor has Principal Contractor duties, the
University Project Officer’s/Project Team’s shall appoint the Framework
Asbestos Consultant to provide a technical specification/tender package
complete with the Particular and General Specification for Asbestos
Remediation Works, drawings and preliminaries and issue tender packages
to all the University Framework Licensed Asbestos Removal Contractor for
tender.
When all the quotes/tenders have been received, they shall be evaluated by the
Framework Asbestos Consultant in accordance with the University’s standard
financial procedures and a tender report issued.
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Once the tenders have been reviewed and a Framework Asbestos Removal
Contractor selected the University Project Officer’s/Project Teams/Framework
Asbestos Consultant shall set up a pre-start meeting at least 21 days before the start
date of the project. This will allow the exchange of information between the various
stakeholders involved in the project to progress/finalise:

Logistics such as parking, water and electrical services for decontamination
units (DCUs), office space for an analyst, waste skips etc.

Establish how unauthorised access to the work area will be prevented,
including management of corridor closures etc.

Arranging any necessary services isolation or enabling works, for example,
electrical connections, M&E shutdowns etc.

Site familiarisation

Liaison with key stakeholders (e.g. invite relevant faculty staff and provide a
copy of the programme)

Particular attention to co-operation and co-ordination will be needed where
non-Asbestos licensed contractors are used for enabling works prior to
asbestos remedial works

Enable sufficient information to be collected to allow notification to the HSE
c)
The Framework Licensed Asbestos Removal Contractor shall issue a Project
plan which must allow for at least 7 days for the plan of work to be developed
and approved by the Framework Asbestos Consultant. This shall be followed
by at least a further 14 continuous days statutory notification period prior to
commencing the abatement works.
d)
The ASB5 notification shall be issued to the Framework Asbestos Consultant.
Table1 provides examples of licensable and non-licensable work.(extract from
Work which requires a licence
from HSE
Work which does not usually require
a licence from HSE
Small, short duration maintenance
tasks where the control limits will not be
exceeded
Removing sprayed coatings (limpet
asbestos)
Removal or other work which may disturb
pipe lagging
Any work involving loose fill insulation
Work on millboard
Cleaning up significant quantities of
loose/fine debris
containing ACM dust
(where the work is not
sporadic and of low
intensity, the control limit
will be exceeded or it is
not short duration work)
Work on AIB, where the risk
assessment indicates that
it will not be of short
duration
Removing textured decorative coatings by
any suitable dust-reducing
method
Cleaning up small quantities of loose/fine
debris containing ACM dust
(where the work is sporadic
and of low intensity, the
control limit will not be
exceeded and it is short
duration work)
Work on asbestos cement products or
other materials containing
asbestos(such as paints,
bitumen, resins, rubber, etc.)
where the fibres are bound in
a matrix which prevents most
of them being released (this
includes, typically,
aged/weathered AC)
Work associated with collecting and analysing
samples to identify the
presence of asbestos
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12.10
Waiver
The University shall only permit the use of waivers (i.e. an application to the
HSE to waive the usual two week notification period) in extreme and
exceptional circumstances.
Note that the HSE is likely to pay close attention to projects which apply for
waivers (and may wish to attend site) and they will quite rightly want to know
why such an emergency could not have been prevented by effective forward
planning.
Waivers shall only be allowed with the acceptance of the Asbestos Manager,
or Safety Services.
12.11
CDM Notifiable Project
Where asbestos abatement projects exceed 30 continuous days with more
than 20 workers or involving 500 man days, the project is notifiable to the
HSE under the CDM Regulations and the project should progress accordingly
with the relevant appointments and resources in place.
12.12
Monitoring Asbestos Removal Works
Non notifiable projects - The Framework Asbestos Consultant shall be
commissioned by to monitor site set up and undertake reassurance air tests
as required based on the framework rates. The University Project Officer shall
raise a purchase order (using the project code).
Notifiable projects - The Framework Asbestos Consultant shall be
commissioned by the University Project Officer’s/Project Teams to monitor site
set up, attend daily to monitor works and produce certificate of reoccupation
as required, based on the framework rates. The University Project Officer shall
raise a purchase order (using the project code).
112.13
Reoccupation and handover following notifiable works

No access is permitted to the affected area until the certificate of reoccupation
has been issued by the Framework Asbestos Consultant.

The building users and department heads or other nominated Faculty persons
shall be advised via email and verbally that the area is safe for reoccupation.

Certificates of reoccupation will form part of project handover files. These files
shall be issued to the University Project Officer’s/Project Teams.

Reassurance air tests are to be held in project files as well as the AMS.

The Framework Asbestos Consultant shall update the AMS as soon as possible
and within a maximum period of a month for major projects where this will not be
achievable.

Handover file


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ASB5 notification
Asbestos consultants daily audit sheet
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12.14
Leak air test results
Waste Consignment notes
Certificate of reoccupation
AMS update
Waste Management
Asbestos waste is ‘Hazardous Waste’ when it contains more than 0.1% asbestos and
fall under the Hazardous Waste Regulations for safe handling and disposal.
Following any asbestos abatement works undertaken within any of the University sites
or buildings. The Framework Licensed Asbestos Removal Contractor must provide all
relevant waste management documentation including that from the asbestos removal
company to confirm the removal has taken place; and a waste consignment note
provided.
During any asbestos abatement works it is the duty of the University Project
Officer’s/Project Teams to ensure adequate space available for asbestos skips etc. to
facilitate safe storage/disposal of asbestos waste. This shall be outlined in the plan of
work submitted by the Framework Licenced Asbestos Removal Contractor.
13.0
EMERGENCY PROCEDURES
CAR requires employers to take action in the case of escape of asbestos fibres into
the workplace.
The University has formulated an emergency plan in order to deal with an asbestos
emergency.
13.1
What Constitutes an Emergency?
Emergency situations can relate to situations where:



Suspect ACMs are encountered.
Known or suspected ACMs are damaged or discovered in a damaged state.
Remedial works that result in release of elevated airborne fibre levels.
In all cases the Asbestos Manager or a member of the Estates Safety Services should
be contacted immediately.
The following measures are to be taken, to prevent or minimise the exposure of
personnel to airborne asbestos fibres.
13.2
Emergencies During Construction & Refurbishment Projects
The same process applies but the Principal Contractor/Framework Lincensed
Asbestos Removal Contractor shall be fully involved in the process.
It should be noted that should asbestos be discovered and requires abatement
actions, an inevitable delay in project works in the affected area is likely to ensue,
possibly up to 4 weeks depending on the scope of the abatement works required.
13.3
Urgent Access to an Asbestos Abatement Work Area
In the case of an emergency (medical, services, safety, etc.) only those personnel
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who have received appropriate training, that are properly protected and are under the
guidance of the Framework Asbestos Consultant or Licensed Asbestos Removal
Contractor shall be allowed entry into an asbestos enclosure.
13.4
An Emergency Situation Resulting in a Release of Elevated Airborne Fibre
Levels Outside the Asbestos Abatement Work Area
An asbestos fibre release may occur for a number of reasons, for example:




Fire within or outside the enclosure
Loss of negative pressure i.e. negative pressure unit failure.
Enclosure rupture/damage
Accidental disturbance of un-registered ACMs by operations and maintenance
personnel.
In such cases air tests shall be deployed as soon as is reasonably practicable (the
Framework Asbestos Consultants have a 120 minute response time for such
emergencies) and until such time, the area shall be made safe.
Personnel outside the enclosure shall be cleared prior to this event and an area of
exclusion created within which PPE must be worn at all times.
Negative Pressure Units (NPUs) shall be left operational where possible to provide
some defence against airborne fibre spread.
In all cases should access be required within the contaminated space, the Asbestos
Manager and Framework Asbestos Consultant or a member of the Estates Safety
Services in their absence should be contacted for further advice and instructions.
13.5
Emergency Procedure And Process Chart
1.
STOP THE WORK IMMEDIATELY
2.
Windows and doors should be closed if it is possible to do so without further
disturbance to the damaged material and additional risk of inhalation of
fibres.
3.
ALL PERSONS SHOULD LEAVE THE AREA
4.
POST AN OUT OF BOUNDS NOTICE, SEAL UP DOORWAYS USING
TAPE.
5.
REPORT TO ONE OF THE FOLLOWING:
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a.
University Customer Services
b.
Asbestos Manager/Safety Services
c.
University Project Officer
d.
University Departmental Project Manager/Supervisor
e.
Security Officer
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THE AREA MUST REMAIN UNOCCUPIED UNTIL INVESTIGATION BY THE
ASBESTOS MANAGER/FRAMEWORK ASBESTOS CONSULTANTS/SAFETY
SERVICES
The Asbestos Manager/Framework Asbestos Consultant shall/will assess the
situation and make suitable arrangements. This may involve air monitoring, sampling
and analysis of the suspect material or arrangements for the removal of the material
and a clean of the area. Suspect contaminated areas must remain out of bounds until
cleared by the Asbestos Manager/Framework Asbestos Consultant.
In a situation where the aforementioned are unavailable the Framework Licensed
Asbestos Removal Contractor shall be contacted to attend and manage the situation.
EMERGENCY PROCEDURE AND INCIDENT REPORTING
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Source: HSE Asbestos Essentials EM1
14.0
MANAGING AND RECORDING ACCIDENTAL ASBESTOS EXPOSURE
14.1
Incident Reporting
If it is found or suspected that persons have been exposed to airborne asbestos fibres
(normally taken to mean a level that exceeds 0.01 fibres per ml of air) an incident
report must be completed and sent to Safety Services.
In the event of an asbestos emergency, the Asbestos Manager or in their absence a
member of the University Safety Services shall:

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
Immediately raise an incident log onto the University’s Risk-Net systems and
attend site.
Ensure Incident Log is updated following the incident and investigation progresses.
Incident report to cross refer to air test or sample numbers for future reference.
When area proven to be safe to reoccupation, removes restriction notices etc. and
liaises with all relevant stakeholders.
Retain incident log records.
Following the investigation the Asbestos Manager shall supply Safety Services with
additional information for the incident report that shall include the nature of the
exposure, the type of asbestos material/fibre content and copies of any analytical or air
test records.
Safety Services shall assess the requirement to report under the RIDDOR regulations.
Where it is suspected that University staff or students may have been exposed to
asbestos fibres they shall be referred to Occupational Health for advice about possible
health risks and actions that may be required. Copies of the incident report will be kept
by Safety Services, Occupational Health and a copy provided to the person involved.
14.2
Information to be Obtained and Provided
“Exposure” shall be taken to mean exposure to a level that exceeds the current Control
Limits set out in CAR (as measured by air testing or in the absence of an air test an
informed judgement should be made and the basis of that judgement recorded on the
Incident Report Log).
Where an employee may have been exposed the following shall be directed to the
University’s Occupation Health Department, for further couns3el and the following
information noted within the Occupational Health records:
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Employee name
Date and time of incident
Nature of exposure (damage or work to ACM, uncontrolled release of asbestos
fibre from asbestos removal enclosure etc.)
Location of incident
Type of asbestos fibre/asbestos material
Duration and level of exposure
Copies of any associated analytical records
Details of advice etc. given to individual (health risks of asbestos etc.)
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This information shall be store by the University for future reference.
A copy of this information shall be provided to the employee with the recommendation
that it be kept indefinitely.
Where the exposure relates to non-employees, the Asbestos Manager or a member of
the Estates Safety Services in their absence shall record known details and shall keep
such records. A further copy shall be provided to their employer so as to assist with
health surveillance etc. of the person(s) involved.
14.3
Release Of Information About Personal Exposure
Requests for information relating to personal exposure shall be managed by the
Asbestos Manager or a member of the Estates Safety Services in their absence.
Where personal, sensitive date relates to an identifiable individual then the provisions
of the Data Protection Act apply. Such data shall only be issued to the named
individuals to which the data relates although these may need to be disclosed to the
University’s Insurers.
14.4
RIDDOR Notification
Where exposure occurs to a member of staff or student the Control Limits, reporting of
the incident to the HSE under the Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations (RIDDOR) shall be assessed and carried out by the
University Safety Services.
Where the incident area is under the control of a Contractor or Principal Contractor the
reporting requirement shall form part of their responsibilities. Copies of such
notification shall be required to be submitted to the appropriate statutory bodies and
the University’s Asbestos Manager and Safety Services.
15.0
MONITORING & REVIEW
The Asbestos Management Plan shall be reviewed annually or, at changes in
legislation or changes to University procedures to ensure they remain up to
date.
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16.0
REFERENCES
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
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Control of Asbestos Regulations 2012.
HSG 143 Managing and Working with Asbestos (ACOP)
HSG 227 ‘A Comprehensive Guide to Managing Asbestos in Premises’(HSE)
HSG 264 ‘Asbestos: The Survey Guide’ (HSE)
CDM Regulations 2015
UCL Asbestos Consultants Framework Agreement 2015
UCL Licenced Asbestos Removal Contractors Framework Agreement 2015
UCL General Specification For Asbestos Remediation Works
UCL Fire Safety policies, standards and procedures.
All other relevant UCL policies, standards and procedures
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APPENDIX A
REQUEST FOR AN ASBESTOS SURVEY/BRIEF
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Request for an Asbestos Survey/Brief
1.0
INTRODUCTION
The Request for an Asbestos Survey form is to be used when there is a
requirement to undertake one of the following:

Management survey

Refurbishment or Demolition Survey

Bulk sample
The purpose of the form is to ensure that all relevant information is collected for
the efficient undertaking of the work and record keeping on completion.
The form should be used for both project and non-project related works.
For projects monitored by the Project Services Office the form will be automatically
passed to the Project Officer at the PSO Stage 2.
It is the responsibility of the person completing the form to ensure that sufficient
information is provided to enable the Framework Asbestos Consultant to provide a
quotation for undertaking the works including visits to site if required to gain
information to base their quotation on.
The project completion data recorded at the end of the form shall be collected for
each project by a software process and summated to provide audit and
management information to the Asbestos Manager.
2.0
COMPLETION OF FORM
Main Project Title
This should generally follow the following format:
Building/Street Name / Street Number / Building Number / Short description
Project Ref.
The Portfolio reference is as supplied by Portfolio Services i.e. PS12345.
The Other reference may be the Estates File Index System number, an individual’s
reference number, a department’s reference number or a FAMIS Work Order ticket
number.
Project Stage
This is important as it gives an indication into the urgency of the work as well as
being useful as an historical record to decide if improvements can be made in
project planning.
Scope of Main Project Works
This should clearly briefly define the type of project to be undertaken areas
affected and if the works extend beyond physical boundaries etc. more than one
room, service ducts etc.
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Is area occupied?
It is important to know if the area is occupied because it will give an indication of
when the work can be undertaken. If the survey and subsequent abatement works
can only be undertaken out of hours then this could significantly affect the cost of
the work.
Area to be made good during survey
It is important that this is clear at the outset for Refurbishment or Demolition
surveys and the extent of “making good” agreed.
Area to be made good after survey
As above.
Project Officer
This is the person requesting the survey and who will be the main contact for the
surveying company.
It shall be the responsibility of this person to ensure that the “Request for an
Asbestos Survey” form is adequately completed and that suitable arrangements
are made for the asbestos surveyor to have access to the particular area to enable
them to gather information to be able to provide the quotation.
It is important that the Project Officer makes the arrangements efficiently so as not
to waste the Framework Asbestos Consultant time and incur unnecessary costs.
Type of Survey
The “Request for an Asbestos Survey” form must be quite clear on what work is
expected from the surveying company. In general it will consist of one or more of
the following:
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
Management Survey

Refurbishment or Demolition Survey

Bulk sample
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Authorised:
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Asbestos Management
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Building
Building Number and Name are mandatory.
Location of Survey: (if drawings are not provided)
If “marked-up” drawings are not to be provided then this should clearly define the
extent of the survey area.
Timescales
Request Date: - This is the date that the Project Officer requests that the survey be
undertaken.
Date survey required by- This is the latest date that the survey can be undertaken.
It is important that this date is specified because it may decide which company can
undertake the survey.
Details of Past Surveys: (Areas & limitations)
This section is to be completed by the Framework Asbestos Consultant.
This is important because during previous surveys they may have been areas of
“no access” or limitations due to the purpose of the survey e.g. did not include
ceiling voids cupboard space, external items i.e. window sills etc.
Drawings List
This should clearly define what drawings are attached to the request and their
revision.
Note
It is important that the full perimeters of project and survey boundaries are defined
so that there is no ambiguity in the area to be surveyed to act as confirmation that
sufficient areas are to be surveyed.
The boundaries are to cover riser ducts, tunnels etc.
Survey to cover
The tick boxes shown are to act as an aide memoire to ensure that the survey
covers all areas of project works.
Special Instructions
This should cover points that have not been covered elsewhere and could include
areas / items that have presented problems in the past. e.g. furniture with hidden
insulation panels, brackets / supports with hidden ACM.
All Fire Breaks to be re-instated
If re-instatement is required then a clear agreement should be made on how, by
whom and when this will be undertaken.
Additional comments: (i.e. restrictions or access, live plant/electrical
systems etc.)
The Project Officer must make every effort to ensure that where required all areas
are surveyed. If services are to be isolated or electrical distribution boards opened
then this should be planned with departments and the DLO.
Prepared by and date
This should be the name of the person completing the form.
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Asbestos Management
Version 8.0
Director of Estates
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Project Data
This section is to be completed by the Appointed Person (Asbestos) and contains
information that will be collected from each Request for an Asbestos Survey form
and summated and used for the following:
3.0

future strategic planning

estimating future project costs


Collecting the annual weight of asbestos hazardous waste
Ensuring all necessary documentation is provided by the asbestos
removal contractor at the end of the remediation works.
TIMESCALES
For average size refurbishment or demolition surveys following receipt of the full
documentation specified on the form the surveying company will:
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
Within seven days of receiving the request carry out the “new project” initial
site visit.

Submit the survey proposal within 3 working days following the site visit.
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Authorised:
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Asbestos Management
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REQUEST FOR AN ASBESTOS SURVEY
(Please e-mail to [email protected])
Main Project Title :
Project Ref :
Portfolio
RIBA
Project Stage :
(Select one)
Other
☐ A
GC
WORKS
☐ B
☐ C ☐ D ☐ E
Stage
1
☐ F
☐ G ☐ H
Stage
2
☐ J
Stage
3
☐ K
Stage
4
Scope of Main Project Works
:
Note : Survey will be undertaken out of
hours in agreement with the Project
Officer.
Is area occupied :
☐
Yes
Area to be made good
during survey :
☐
Yes
☐
No
Area to be made good after
survey :
☐
Yes
☐
No
Name :
e-mail :
Project Officer :
Mobile :
Type of Survey :
☐
Management
Building
Number
☐
R/D
☐
Building Name
Building :
Building Address
Location of Survey :
(if
drawings are not provided)
Timescales :
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Request
Date :
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Date survey
required by :
Asbestos Management
Version 8.0
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Other
Name :
e-mail :
Department Contact :
Mobile :
Details of Past Surveys :
(Areas & limitations)
To be completed by UCL AP
(Asbestos)
Drawings List :
(attach to document)
Full perimeter of Project boundary to be shown. e.g.
Full perimeter of Survey boundary to be shown. e.g.
Note :
Boundaries to cover any links between different areas / rooms etc.
Survey to cover :
☐
All spaces and fabric
☐
Furniture & fittings
☐
Ceiling voids
☐
Walls
☐
Windows
☐
Doors
☐
Floors
☐
Cupboard space
☐
Lobbies
☐
Corridors
☐
Risers
☐
Ducts
☐
Tunnels
☐
Subways
☐
Lift shafts
☐
Under floor spaces
☐
Mechanical Services
☐
Electrical Services
☐
Other :
(i.e. plant, equipment)
☐
Yes
☐
No
Special Instructions :
All Fire Breaks to be
re-instated :
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Asbestos Management
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Director of Estates
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Additional comments :
(i.e. restrictions or access,
live plant / electrical
systems etc.)
Prepared by :
Date :
Project Data
To be completed by the UCL AP (Asbestos)
To be completed by
UCL AP (Asbestos)
Survey :
Area
m2
Cost
£
Remediation :
Area
m2
Cost
£
Consignment
Note :
Date
Arms W-Drive
update :
Time
Y/N
Weight
Arms-net update
Actual Survey completion date :
Completion Pack
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Y/N
Asbestos Management
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kg
Y/N
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