The Estates Office operates a docket management system for maintenance and servicing works. Maintenance activities must follow the published maintenance process.

Unless the type of job is exempted, the works are referred by the Helpdesk to the Maintenance Manager (the Asbestos Manager deputises when the Maintenance Manager is absent) who instructs the contracted asbestos surveyor to survey and assess the potential impact of the job on asbestos containing materials (ACMs):

• if there are no ACMs present then the Maintenance Manager approves the work
• if ACMs are identified then the surveyor records this on the docket and the Maintenance Manager either:
  • adds any instructions necessary to ensure that possible ACMs are not disturbed: or
  • arranges for the ACMs to be removed by one of the University's preferred asbestos removal contractors. Once the ACMs have been removed then the Maintenance Manager approves the work.

Maintenance and servicing works on the Wellesbourne campus are managed by the Estates Manager (Wellesbourne) or by the Electrical Engineer (Wellsbourne). They will check the Wellesbourne Asbestos Register prior to authorising works.

The Asbestos Manager must develop an Asbestos Register which contains all necessary information about the location and removal of all ACMs on campus, in the fabric of buildings, in facilities, assets, and equipment across campus. The Asbestos Manager must maintain the Asbestos Register so that the information is accurate and up to date.

The Asbestos Manager will develop standard instructions where appropriate for specific tasks and / or specific locations and will assign a risk rating to each based on material assessment scores and likelihood of disturbance. The Asbestos Manager will link these to entries in the Asbestos Register.

The Asbestos Manager will develop criteria against which specific members of staff or contractors can be assessed and given responsibility for issuing instructions regarding these standard instructions.

The Asbestos Manager specifies what the University requires of asbestos surveyors, analysts, removal / treatment contractors; ensures these requirements are addressed in the appointment of these suppliers; and logs all instances where essential quality requirements are not met and logs the supplier’s response on the corrective or preventative action that they have taken.

The Asbestos Manager checks the specification of asbestos surveys.

The Asbestos Manager checks the specification of asbestos removal / treatment works.

The Asbestos Manager checks that asbestos survey reports meet essential quality requirements. The Asbestos Manager ensures that asbestos surveying contractors correct any deficiencies in the quality of their management survey reports. Project Managers ensure that asbestos surveying contractors correct any deficiencies in the quality of refurbishment survey reports.

Decisions regarding the appropriate signage for locations of asbestos containing materials rests with the Asbestos Manager.

The Asbestos Manager ensures that there is a process for recording changes and updating asbestos records following asbestos removal / treatment works.

Project Managers must notify the Asbestos Manager of the results of asbestos removal / treatment works.

The Asbestos Manager reports as health and safety incidents any disturbance or damage to ACMs or any other breaches of the University’s Asbestos Management arrangements.

The Asbestos Manager organises training in "Essentials for managing work with Asbestos" and maintains a register of persons who have attended and passed this course.

The Asbestos Manager organises the re-inspection of ACM locations and the findings of these inspections, ensuring that persons conducting these inspections are competent to carry out the inspections.

Estates Emergency Out of Hours Team

Members of the Estates Emergency Out of Hours Team and Shift Services Operators must have been authorised as competent in Asbestos Task Essentials by the Asbestos Manager and must operate in accordance with the Emergency Out of Hours Asbestos Safe Working Guide.