Appendix 1 - Arrangements for removal or encapsulation of asbestos

Estates Services is responsible for drawing up a specification for the works, which will include information on the nature and condition of the asbestos containing material (ACM). If necessary, they will obtain a competitive tender from a contractor holding a current HSE licence.

Estates Services will give the selected contractor an official order containing the agreed asbestos clauses and send a copy to the University Safety Office. The order will include the arrangements for a pre-work site meeting of interested parties (including representatives from Estates Services, the Safety Office, the contractor, the department concerned, and the recognised trades unions). Where the works may affect adjacent departments, then they should also be invited to send a representative.

Estates Services will be responsible for inviting all participants except representatives of the trades unions, who will be invited to attend by the University Safety Office. Reasonable notice of the meeting should be given. 

The following matters should be discussed at the meeting, and notes taken:


1. The University requires the work to be carried out in accordance with the Control of Asbestos Regulations 2012 and the associated Approved Codes of Practice.

2. Asbestos contractors must give details of their current HSE licence and indicate whether the work requires notification. The notes should indicate whether they have provided (or will be providing) a copy of the HSE notification form ASB5.

3. Before work starts, the contractor must provide a written assessment and method statement and Estates Services should send a copy to the Safety Office.

4. The department should ensure that all its members in the vicinity of the works are advised of the following:

 (a)       the start time and duration of the job

 (b)       the precautions taken to protect their health and safety

 (c)       any areas that will be out of bounds to them for the duration of the job

 (d)       who to contact to discuss any concerns about the job

 (e)       arrangements for informing them when it is safe for the area to be reoccupied.

5. The contractor must take reasonable steps to ensure that no University personnel may enter any designated asbestos area or respirator zone. All such areas and zones must be properly demarcated and identified in accordance with regulation 18 of the Control of Asbestos Regulations 2012.

6. The contractor must ensure that a copy of the latest test certificate for his exhaust ventilation equipment is present on site for the duration of the works.

7. Any vacuum cleaners on site must meet British Standard BS5415: Part 2, Section 2.2, Supplement No 1, type H tested with absolute filtration. Copies of test certificates for this equipment must be available on site.

8. The material to be removed must be clearly identified and the contractor must have information on the nature of the asbestos.

9. The meeting should consider other safety matters relevant to the work, e.g. isolation of electrical or piped services or fire alarm systems, or identification of any high-risk activities nearby.

10. Arrangements for the contractor's access to the areas concerned must be agreed, as must the positioning of the decontamination unit, power, water, drainage, and electrical protection, where appropriate.

11. If negative pressure equipment is used, it must be left running continuously for the duration of the removal works, unless otherwise agreed with the University Safety Office.

12. A smoke test must be carried out to prove the integrity of any negative pressure enclosure in the work area. The University Safety Office will nominate a person to observe this and the contractor should provide 24 hours' notice of the test.

13. Arrangements for preventing false triggering of the fire alarm system during the smoke test must be agreed.

14. The contractor's employees must use protective clothing to the HSE approved standard (normally coloured overalls in the dirty area, white in the clean area).

15. Before it leaves the work area waste must be double contained in plastic bags (red inner bags and clear outer bags). Safe arrangements for the transfer of waste from the work area should be agreed. The sealed bags must be stored in a locked container until the contractor removes them from site. Containers for asbestos should be clearly labelled in accordance with the Control of Asbestos Regulations 2012.

16. Contractors must provide a copy of their Waste Transfer Note to Estates Services, where it will be retained for at least two years.

17. Following completion of the work, visual inspection and air monitoring must be carried out (unless otherwise agreed with the University Safety Office) by a UKAS accredited laboratory operating to criteria equivalent to those specified in ISO/IEC 170. Clearance levels of less than 0.01 fibres per ml are required before any enclosure is removed. The contractor must forward the laboratory’s report to Estates Services, who will keep a copy for at least five years.

18. The meeting should identify someone to check on behalf of the University that the work has been carried out in accordance with the contract.

Estates Services will send the meeting notes to all those who attended and the arrangements made will be binding on the contractor and the department. The University Safety Office will forward copies to the recognised trades unions.