Comprehensive Asbestos Management Training for Education Staff

Asbestos Management Team (AMT) Training For Education Staff Version 13 July 2016

Checklist Attendance Register Program session times Refreshments Venue - Emergency Procedures Toilets Mobile phones BEMIR Training Environment login

Who do we have at training? Name Role/location Your work background Something you are passionate about

Asbestos Management in DET Facilities Asbestos Management Policy Asbestos Management Plan Welcome & Overview Additional resources Roles & Responsibilities BEMIR Workshop Incident Management Work Area Access Permits

What is asbestos Naturally occurring fibrous material Used during 1940 s 1980 s Used in various products including construction materials Asbestos banned since 31 December 2003. Asbestos-containing material (ACM) Any material, object, product or debris that contains asbestos. Can take several physical forms depending on its method of manufacture and application Debris in soil Vinyl floor tiles Toilet partitioning External wall sheeting

Doctor Keith Adam Senior Occupational Physician & Chief of Professional Services Sonic Health Plus Practising as a specialist in occupational medicine for over 20 years. He has been a consultant to a number of organisations regarding asbestos related matters. He has also advised the department in relation to health matters relating to asbestos. Chief Health Advisor on Asbestos

Policy for the management of asbestos-containing material in department-owned facilities Policy

The Departments policy & procedures Available online via the OnePortal Quick links Asbestos Management or access the URL http://education.qld.gov.au/asbestos/index.html Policy

Policy for the management of asbestos-containing material (ACM) in department-owned facilities Contains Relevant legislation & policy links WH&S Act 2011 WH&S Regulation 2011 How to Manage and Control Asbestos in the Workplace Code of Practice 2011 Statement of Intent Measures that ensure ACM is managed Responsibilities (overview) Building Manager Nominated Officer Departmental Staff Service Providers Policy

Statement of Intent Asbestos management measures adopted by DET 1. Initial identification & registration of ACM 2. Managing asbestos in-situ & periodic inspections of ACM 3. Asbestos warning signage 4. Safe business procedures & work practices 5. Progressive removal of ACM (based on risk) 6. Education & awareness programs 7. Asbestos Registers (BEMIR) 8. A Work Area Access Permit (WAAP) process to control building-related work. Policy

Department of Housing and Public Works (DHPW) Queensland Government s management authority for ACM Advise DET on asbestos management Building and Asset Services (BAS) manage in-situ ACM Corrective actions repair or replace Updating of Asbestos Register (removals, condition and scores) Annually Condition assessment of facilities and high risk ACM o Includes the inspection of building components known or suspected of containing asbestos. 1 in 3 year Asbestos Audit Program o inspection & review of existing assumed & confirmed ACM o Identification & recording of new ACM Policy

DHPWs Built Environment Materials Information Register (BEMIR) Asbestos Register Electronic Register Identifies assumed & confirmed presence of asbestos Items that have been removed Locations, physical state & BEMIR score for ACM construction, installation, refurbishment works Written & signed authorisation to service providers Granting conditional access to specific work area/s Sign off process that work has been carried out in accordance with legislative requirements and area left clean and tidy Work Area Access Permit (WAAP) Required for all maintenance, Incident Management Report (IMR) Records details of asbestos incidents Assist in preparation of communication & briefs Information forwarded to WHSQ to notify them of the incident Policy

Asbestos Management Plan (AMP) for DET Facilities Plan

The Asbestos Management Plan (AMP) for DET Facilities The AMP contains A detailed reference guide on the procedures to be followed Essential information on responsibilities Flow diagrams to guide users through the required processes and procedures The AMP must be used in conjunction with the Policy. Plan

Why have the AMP? Minimise risk Health, safety & well-being of students and staff is the highest priority of DET Meet legislative requirements In the vast majority of cases, ACM is safe and does not pose a health risk if: Undisturbed In sound condition Plan

Whats in the AMP The Asbestos Management Plan sections include: 1. Introduction 2. Definitions 3. Different types of ACM 4. Regulatory Framework 5. Responsibilities 6. Managing Risks Associated with ACM 7. Workplace Heath & Safety Queensland 8. Built Environment Materials Information Register (BEMIR) 9. Asbestos Register 10. Work Area Access Permit (WAAP) Process 11. Incident Management Reporting 12. Incident Management and Response 13. Attachments Plan

Roles & responsibilities Building Managers Nominated Officers Administrative Officers Schools Officers Parents & Citizens Association (volunteers) Infrastructure Managers Infrastructure Advisors DET Staff Cleaners There are several different people who have responsibilities around asbestos management ECEC Centre Directors Regional Directors (schools) Building & Asset Services (BAS) Service Providers Project Managers Regional & Central Office Project Coordinators Infrastructure Services Branch Internal Auditors Responsibilities

Roles & Responsibilities Building Manager (BM) Nominated Officer (NO) Building Managers & Nominated Officers Accountable for the management of any asbestos-related matters Required to adhere to departmental policies & procedures in asbestos management Ensure at least 1 asbestos warning sign is publically visible & meets size specifications Contractor Management Attend or manage Start-up Meeting Communicate to staff and venue hirers scope of works including start and finish dates Create & generate Work Area Access Permits (WAAPs) in BEMIR Authorise & issue WAAP with Asbestos Register to the Service Provider/Contractor Issue Site Identification Badges to the Service Provider/Contractor Monitor work and communicate with Service Provider/ Contractor and all Staff No DET equipment to be provided to service providers for their use during or after works Inspect work area with the Service Provider/Contractor at the completion of the works Sign-off the hardcopy WAAP Update the WAAP in BEMIR and electronically attach all supporting documentation Close the WAAP in BEMIR

Roles & Responsibilities Building Manager (BM) Nominated Officer (NO) Building Managers & Nominated Officers Evacuate area and secure Report incident to Asbestos Management Team Check Asbestos Register for building status Notify BAS & Infrastructure Manager Incident Management Communicate restricted areas to all staff and maintain records of communication Create WAAP for rectification by BAS Create an electronic IMR in BEMIR within 1 hour Assist with preparation & notification of asbestos related incidents to parents/caregivers within 24 hours record notification date in BEMIR Manage Incident Ensure any supporting documentation that has been provided by BAS or Service Provider is attached to the IMR in BEMIR Update IMR throughout the duration and close upon finalising Advise site WHSO of remediation works undertaken on confirmed or assumed asbestos

Roles & Responsibilities Building Manager (BM) Nominated Officer (NO) DET Staff Building Managers, Nominated Officers & DET Staff Required to adhere to departmental policies & procedures in asbestos management Facilitate the Asbestos Awareness annual presentation for all DET staff and P&C Complete Data Collection process in Feb/Aug to determine resource and training requirements for AMT Education & Awareness Create the Asbestos Management Team and delegate roles Notify BAS & Infrastructure Manager Attend Asbestos Management Team (AMT) Training prior to commencement of any AMT roles Create and display Asbestos Management your team Poster Have access to BEMIR as required for your role Have access to the asbestos register & AMP Make service providers, DET staff, visitors, and P&C asbestos aware Provide support and advice to employees where concerns are raised Not carry out work or allow any Service Providers to work on department-owned facilities without explicit approval Not to undertake make safe repairs

Roles & Responsibilities Admin Officer (AO) Administrative Officers Adhere to departmental policies and procedures for the management of ACM Create and close WAAP in BEMIR from information provided by the BM or NO Asbestos Management Create an electronic IMR in BEMIR from information provided by the BM/NO within 1 hour Upon advice provided by the BM or NO, update IMR throughout the duration and close upon finalising Ensure any supporting documentation that has been provided by the Service Provider is attached to the WAAP in BEMIR Attend the Asbestos Awareness annual presentation facilitated by the Building Manager

Roles & Responsibilities Schools Officer Schools Officers/Facilities Officers* Adhere to departmental policies and procedures for the management of ACM Asbestos Management Not allow access to service providers to carry out work unless specifically authorised to do so by the BM or NO - must be in receipt of a WAAP Ensure that under no circumstances is DET equipment to be provided to services providers for their use during works Not to undertake ANY work on assumed or confirmed ACM including make safe repairs Obtain a period WAAP before commencing any maintenance activities * Schools Officers/Facilities Officers cannot be Nominated Officers

Roles & Responsibilities P&C Parents & Citizens Members or Volunteers Adhere to departmental policies and procedures for the management of ACM Not to undertake ANY work on assumed and/or confirmed ACM Asbestos Management Not to undertake work or engage service providers to do maintenance work, no matter how minor, without BM or NO approval must be in receipt of a WAAP Must obtain a WAAP before commencing any work. Notify a member of the Asbestos Management Team (AMT) of any concerns regarding the disturbance of building materials Attend the Asbestos Awareness annual presentation facilitated by the Building Manager

Roles & Responsibilities Service Providers Principal Contractors/Service Providers Give minimum 2 weeks notice prior to commencement or work Obtain a WAAP from the Building Manager or Nominated Officer Before work commences Advise school to organise asbestos surveying & sampling via BAS if in any doubt of building material Obtain & issue Site ID Badges to all employees & subcontractors Conduct a site specific risk assessment Obtain required regulatory authority approvals Have a site specific asbestos removal control plan & supporting documentation

Roles & Responsibilities Service Providers Principal Contractors/Service Providers Ensure work is conducted in accordance with WH&S legislation Undertaking all facilities-related works Comply with DET asbestos management policies & procedures Not conduct any asbestos-related work in the vicinity of students or staff BAS to provide asbestos survey/sampling results to BM or NO if testing occurred BAS to provide ACM disposal forms to BM or NO where asbestos removal has occurred Ensure no DET equipment is used during works Conduct the re-occupancy inspection prior to clearance for re-use then complete and sign WAAP (page 2) If an asbestos-related incident occurs, respond as per DET incident procedures restricting access to the area & inform BM or NO

Corrective actions undertaken by BAS When an incident occurs involving assumed and/or confirmed ACM being disturbed, discovered or concerns are raised regarding the physical state of materials, ONLY Building & Asset Services (BAS) can be engaged to undertake the work. Includes: testing rectification works professional clean clearance for re-use disposal of items Remember Let the professionals take care of these activities! Responsibilities

Roles & Responsibilities BAS Building & Asset Services (BAS) (or its contractors) Provide advice & support to the DET BM or NO Ensure a WAAP is received from the BM or NO and BAS or their contractors sign WAAP before commencing work Corrective Actions Arrange and supervise approved remedial works including a professional clean and/or rectification works Ensure asbestos removal and cleaning are carried out outside the site s operational hours Engage specialist personnel as required Provide copies of test results of dust, debris or materials to the BM or NO Update BEMIR asbestos register to reflect outcome of sample results

Roles & Responsibilities BAS Building & Asset Services (BAS) (or its contractors) Not conduct any asbestos related work in the presence or vicinity of staff or students Establish and maintain exclusion zones and other reasonable conditions imposed by the WAAP Ensuring works are carried out in accordance with WH&S legislation Corrective Actions Ensure that all work is conducted in a safe and competent manner Ensure that appropriate and thorough clean-up of site occurs Inspect restricted area with Building Manager or Nominated Officer prior to providing clearance for reuse Ensure that the WAAP is signed by BAS or their contractor after the work is completed Provide all supporting documentation to the BM or NO

Managing asbestos-related risks As per DET s Statement of Intent, appropriate measures are needed to ensure that ACM is managed and potential asbestos-related risks are controlled. Managing in- situ & periodic inspections Identification & registration Progressive removal Safe business procedures & work practices Education & awareness Managing Risks

Asbestos Register Queensland s Work Health and Safety Regulation 2011 s. 425 requires asbestos registers for all buildings classified as workplaces constructed up to 31 December 1989. Schools constructed post-1989 have registers created for the purpose of creating & issuing WAAPs The central register is maintained by DHPW Building & Asset Services (BAS). Identifies assumed, confirmed, removed or not present status of asbestos-containing material (ACM) within department-owned sites. DET has adopted DHPW s risk based approach as follows - if the room or specific area is not listed in BEMIR, then: For buildings constructed up to 31 December 1989, assume ACM For buildings constructed post-1989 to 31 December 2003, assume ACM for plant and equipment only If you are unsure if a building material contains asbestos then you should assume that ACM is present until sample testing is conducted by Building and Asset Services (BAS). Managing Risks

Inspections Identification of ACM in buildings & decisions on how it will be managed are determined by a series of inspections. Maintenance Condition Assessments (coordinated centrally) BAS engaged to undertake a visual inspection of buildings and building-related assets to evaluate a facility s maintenance needs and high-risk ACM including: Deteriorated or unstable ACM that is not sealed ACM that may be subject to abrasion or rapid deterioration over time Friable ACM that is not effectively sealed Asbestos Audit Program (coordinated centrally) Inspection & review of all existing assumed & confirmed ACM Identification & recording of new ACM Current audit program requires a staff member to accompany the BAS auditor for the purpose of identifying the current OneSchool name for the BEMIR specific location for buildings with assumed or confirmed entries 2015 2016 BEMIR Data queries 1. Initially contact your BAS regional contact 2. Follow-up with your Regional Infrastructure Advisor 3. Send an email: BEMIR.DataUpdates@dete.qld.gov.au 2017 2018 2016 2017 Managing Risks

Progressive removal of ACM The Government s risk management strategy for ACM includes the removal of ACM based on its assessed condition and level of risk. DET s policy is that: 1. All ACM identified as being in poor physical condition (Physical state 1 or 2 or having a BEMIR score of 76 or greater) is made safe and prioritised for removal through the Asbestos Removal Program (ARP). 2. In addition to this removal strategy, the progressive removal of ACM is to be considered for all capital and minor works projects involving the refurbishment and upgrade of existing facilities. Based on the likelihood of extensive disturbance to friable ACM, the need for excessive control measures to mitigate risk and cost as part of the refurbishment works, consideration will be given to the removal of all identified friable ACM in the work area. Where renovation, refurbishment, demolition or maintenance works are to occur, existing ACM is not to be enclosed, encapsulated or sealed. All removal work must be done outside of school operating hours. Managing Risks

AMT or FMT schools requirements Infrastructure Operations monitor weekly, the BEMIR environmental status for all department-owned schools/educational workplaces and provide advice regarding required procedures when the status changes. AMT schools/educational workplaces FMT schools/educational workplaces Schools/educational workplaces where the BEMIR asbestos environmental status indicates assumed, confirmed or unknown Schools/educational workplaces where the BEMIR asbestos environmental status indicates not present (tested/not tested) Implement DET s asbestos management policy and procedures including Implement Working on DET Facilities document for all maintenance, refurbishment, installation and construction formation of an Asbestos Management Team (AMT) Assign BEMIR users to a Facilities Management Team (FMT) AMT training (4hrs) provided for all AMT members FMT training (1.5hrs) provided for FMT members only Asbestos Awareness annual presentation required to be undertaken by all staff and P&C WAAPs issued for all maintenance, construction, installation and refurbishment WAAPs issued for all maintenance, construction, installation and refurbishment hardcopy supporting documents retained and attached electronically to the Work Area Access Permit (WAAP) in BEMIR prior to closure All asbestos related incidents managed as per DET s guidelines & IMRs completed in BEMIR within 1 hour. hardcopy supporting documents retained and attached electronically to the Work Area Access Permit (WAAP) or Incident Management Report (IMR) in BEMIR prior to closure Asbestos warning signage and Asbestos Management posters (your team/your role) must be displayed Managing Risks

Education & Awareness To minimise potential exposure to ACM at the workplace where ACM is assumed and/or confirmed, ensure all staff are aware of: The issues associated with ACM; The department s asbestos management policy and procedures; their roles and responsibilities. Asbestos Management Team (AMT) training For staff assigned to the Asbestos Management Team or responsible for managing facilities Asbestos Management resources for display Including: Asbestos Warning Sign No WAAP! Door Sign Poster Asbestos Management your role Poster Asbestos Management your team Asbestos Awareness annual presentation eLearning Animation facilitated annually by the Building Manager with all staff & P&C Asbestos Management website OnePortal Quick links Asbestos Management Managing Risks

Planning Project Works See the AMP (attachment 3*) for the detailed procedure for managing all building-related works. DET requires the Building Manager (BM) or Nominated Officer (NO) to ensure: The scope of project work is fully identified. The current BEMIR asbestos register is checked sample testing by BAS may be required. Review the Asbestos in Soil Site Management Plan if applicable. Engage BAS to undertake any sampling/testing and/or removal prior to the project works. Undertake the tender process all tender documentation must include the Working on DET Facilities document*. Issue a purchase order and a contract. The Working on DET Facilities document must be attached. Coordinate the Start-up Meeting use DET template*. Issue a Work Area Access Permit (WAAP) to the Service Provider. Communicate to all staff when work will commence and finish. Monitor the project until completion including attending meetings with the principal contractor regularly. Inspect the site for reuse and physically sign-off the WAAP with the Service Provider ensuring that all supporting documentation for any sample testing or asbestos removals is obtained. Update and close the WAAP in BEMIR ensuring all additional relevant information is scanned and attached to the WAAP. The hardcopy WAAP and all supporting documentation must be retained in an Asbestos Management file as per the Queensland Government s General Retention and Disposal Schedule for Administrative Records. * Note: the Asbestos Management Plan for DET Facilities and all supporting documentation is available from the website accessed via the OnePortal Quick links Asbestos Management Managing Risks

Precautionary measures - work being conducted DET policy requires Service Providers to use safe work practices and at all times, barriers and signage must be in place. ACM Removal When a Service Provider is undertaking ACM removal work No DET personnel, students or school community members are to be on site ONLY authorised service providers ACM sample testing or maintenance When a Service Provider is undertaking sample testing and/or maintenance Area or room is cleared of students/staff Access to area is restricted during the work and until the area has been inspected and a clearance given for normal re-use Remember Clear out before building-related work begins Managing Risks

Work Area Access Permits (WAAPs) Managing Risks

WAAPs a permit to work Grants permission to access an area to carry out work Identifies Conditions of Access relevant to the location Provides the service provider with the current Asbestos Register to identify the presence of assumed or confirmed ACM Formalises the clearance inspection process Providing all supporting evidence is attached to a WAAP at closure, the Asbestos Register can be updated. Closing off a WAAP electronically allows BEMIR to be updated (accuracy) Managing Risks

When is a WAAP required? A WAAP is required for ALL maintenance, installation, refurbishment and construction related works that has the potential to disturb ACM or NOT. Every time a Service Provider is on site for any building-related works then a WAAP is to be issued. Remember No WAAP, no work, no way! Managing Risks

The WAAP Process Required for ALL building-related works including maintenance, installation, refurbishment & construction. Managed by the Building Manager (BM) or Nominated Officer (NO). Asbestos Management Team BM Building Manager NO Nominated Officer AO Administrative Officer WAAP activated & generated Activate created WAAP Generate to print WAAP with Asbestos Register WAAP created Prior to the Service Provider s arrival by the BM, NO or AO. WAAP authorised BM or NO must authorise WAAP with signature Service provider checks WAAP, updates details & signs page 1 Copy given to Service Provider Log-in to BEMIR * Note - email notification generated to Facility Contacts Work completed. Site inspected & cleared for reuse by BM or NO & Service Provider WAAP signed off (page 2) by BM or NO & Service Provider. All documentation given to BM or NO WAAP finalised BM, NO or AO update electronic WAAP in BEMIR and retain hardcopy documentation All supporting documents must be scanned and attached to the electronic WAAP in BEMIR WAAP closed in BEMIR The hardcopy WAAP and all supporting documentation must be retained in an Asbestos Management file as per the Queensland Government s General Retention and Disposal Schedule for Administrative Records.

Use of the Facility ID Stamp by schools in lieu of the authorising officer signature is not permitted. Managing Risks

Managing Risks

Conditions of Access Conditions of Access are attached to the WAAP. They are a standardised control measure used to minimise & control health and safety risks associated with the work. Service Providers performing the work must comply with the Conditions of Access. Managing Risks

A period WAAP May only be issued to an employee (Schools Officer/Facilities Maintenance Staff) in limited situations where there is no risk of disturbance of ACM. The employee must have ready access to, and understand the facility s current BEMIR Asbestos Register. The employee must not undertake any work on ACM including make safe repairs. Recommend that a period WAAP not be issued for periods extending over 6 months. A period WAAP can be considered for: Routine Day-to-day Tasks (Schools Officer/Facilities Maintenance Staff) Minor tasks not involving any ACM such as hanging a picture, drilling holes to put up a simple shelf, relocating a noticeboard or preparing surfaces for minor paint touch-ups on assumed or confirmed ACM walls. Managing Risks

Multiple Buildings One or several Work Area Access Permits (WAAPs) may need to be produced depending on the scope and staging of work. The service provider takes control of the work area until they sign-off the WAAP indicating that the work area is available for re-use, so multiple WAAPs may be needed to support day to day functioning or stages of a project. Classroom renewal projects affecting 5 blocks work scheduled over 10 weeks with 2 weeks/building 5 WAAPs Asbestos Vinyl removal in several buildings all work completed in one weekend 1 WAAP Managing Risks

Closing WAAPs - Supporting Documentation Required supporting documentation such as (not limited to): Test results Clearance certificates Contractor reports Disposal notice Scope of work Safe Work Method Statement (SWMS) Asbestos Removal Control Plans (ARCP) Building plans Photos Saving supporting documentation : All supporting documentation should be scanned and saved as an attachment against the WAAP in BEMIR before the record is closed. The hardcopy WAAP and all supporting documentation must be retained in an Asbestos Management file as per the Queensland Government s General Retention and Disposal Schedule for Administrative Records. Managing Risks

Closing a WAAP A WAAP can only be closed after the Building Manager or Nominated Officer have inspected the work area with the Service Provider. The Service Provider must provide confirmation that The work described in the WAAP is completed. The work met statutory requirements and the Safe Work Method Statement. The work area was cleaned and thoroughly inspected. The work area is available for return to normal use. Building Manager or Nominated Officer must Must check that the work area is clean and there is no dust or debris. Receive advice from the Service Provider that the work has been completed and that the work area is ready for return to normal use. The work area should not be re-occupied until the WAAP has been signed-off following an inspection to ensure the work has been completed and it s safe to re-occupy. Managing Risks

BEMIR WAAPs & Facility Site Maps Print Facility Site Maps Service providers must be issued with the WAAP and corresponding Facility Site Map from BEMIR prior to undertaking maintenance, installation, refurbishment and construction related works. This ensures the correct corresponding BEMIR asset/improvement and associated asbestos register is available for the service provider undertaking work or reporting an asbestos incident. BEMIR/Facility Site Map queries Questions in relation to BEMIR functional location updates, should be emailed to BEMIR.DataUpdates@dete.qld.gov.au Issues relating to OneSchool naming conventions or site maps should be emailed to SAPPMInterface.FACILITIES@dete.qld.gov.au Managing Risks

Managing asbestos-related incidents