Asbestos Management Policy

Purpose

The University of Otago is committed to providing safe and healthy campuses for all staff, students, visitors and contractors on University campuses. The variety and age of buildings on campuses mean that there will be asbestos containing materials within the building fabric, and this policy is designed to recognise this risk and outlines the actions to identify, manage and eliminate asbestos to provide a safe environment.

Organisational scope

This policy applies to all University of Otago buildings, owned or leased, and to all staff working at the University of Otago.

Definitions

ACD

Asbestos-Contaminated dust or debris; dust or debris that has settled within a workplace, and is, or is assumed to be, contaminated with asbestos.

ACM

Asbestos-Containing Materials; any material or thing that, as part of its design, contains asbestos.

AMP

Asbestos Management Plans.

APAM

Asbestos Planning and Management Committee.

Asbestos Contractor

Any contractor who is contracted to undertake work involving asbestos, including taking samples, setting up air monitoring, and removing asbestos.

Asbestos Register

A record of the presence and location of asbestos.

Due Diligence

Ensuring that the University, as a PCBU, complies with its statutory Health and Safety duties and obligations, including taking the reasonable steps set out in section 44 (4) of the Health and Safety at Work Act 2015.

Ensuring

Ensuring as far as is reasonably practicable.

Friable

In powder form or able to be crumbled, pulverised, or reduced to a powder by hand pressure when dry.

HSAW Act

Health and Safety at Work Act 2015.

Health

Includes physical and mental health.

Officer

As defined in the HSAW Act, includes any person occupying a position in relation to the University that allows the person to exercise significant influence over the management of the University but does not include a person who merely advises or makes recommendations.

PCBU

Person conducting a business or undertaking, as set out in section 13 of the HSAW Act.

PCD

Property and Campus Development.

Readily Accessible

Capable of being accessed without difficulty in hard copy, electronic form, or any other form.

Section

Any reference to a section refers to a section of the HSAW Act.

University

The University of Otago.

Vault

The University’s online Health and Safety reporting system.

Will

In this document, “will” means “will, as far as is reasonably practicably possible”.

Worker

An individual who carries out work in any capacity for a PCBU, as set out in section 19 of the HSAW Act.

Content

1. Summary

1. The University of Otago, as a PCBU, is committed to doing all that is reasonably practical to eliminate the risk of exposure to asbestos. This will be achieved through documented Asbestos Management Plans (AMP) that meet the requirements of the Asbestos Regulations 2016 and the Guidelines for Waste Minimisation and Management as a minimum.

2. Responsibilities and duties:

1. The Vice-Chancellor and University Officers are responsible for:
   1. establishing an Asbestos Planning and Management Committee (APAM) including nomination of the Chair. The APAM will document the ACM Management Plan to meet the requirements of the Asbestos Regulations; and
   2. ensuring the University’s Asbestos Management Policy and the ACM Management Plan are complied with through reports and progress updates.
2. The Asbestos Planning Management Committee (APAM) is responsible for the development and documentation of the ACM Management Plan for approval by the Officers of the University, that includes a minimum of:
   1. communication of the Plan;
   2. decisions, and reasons for decisions, about the management of risks arising from asbestos at the University;
   3. a guidance on how asbestos will be removed, encapsulated or sealed;
   4. development and delivery of a training schedule for the various levels of stakeholders within the University;
   5. procedures for managing external communications and requests for information; and
   6. worker roles and responsibilities.
3. Health, Safety and Wellbeing is responsible for:
   1. assigning investigation of any notifiable incidents of ACM exposure to WorkSafe NZ;
   2. ensuring that any incidents of ACM exposure are reported in Vault, and investigated internally;
   3. health and safety notifications;
   4. providing advice and support on asbestos awareness training for all staff as necessary;
   5. coordinating and maintaining the health records and medical surveillance/screening programme in the event of exposure to asbestos fibres;
   6. arranging and offering counselling to members of staff who are known or suspected to have been exposed to ACM where appropriate;
   7. conducting audits of this Policy in consultation with the Chair, APAM on an annual basis; and
   8. generating reports on incidents and associated issues for the Chair, APAM and the Officers of the University.
4. Property and Campus Development is responsible for:
   1. following the AMP;
   2. identification of asbestos, including new acquisitions;
   3. reporting any possible ACM which is identified during the course of work for further assessment and identification;
   4. assessing and referring to the Asbestos Register, prior to any projects and refurbishments, to identify the potential for asbestos exposure and required management of any asbestos;
   5. halting any work where suspected ACM is discovered during the course of a project and seeking advice;
   6. informing staff and contractors of the location of any known ACM affecting a project;
   7. ensuring that completed project reports are forwarded to the Chair, APM where applicable;
   8. procedures for engaging, and monitoring the presence of, asbestos contractors;
   9. the asbestos surveying of all University buildings to identify and assess sources of risk from asbestos;
   10. maintaining the Asbestos Register and making it available to all in-house and contractor staff that may be brought into contact with ACM as part of their work activities; and
   11. building-related asbestos management as documented within AMPs.
5. All staff and those working on site are are responsible for:
   1. complying with this Policy and AMPS;
   2. attending the necessary ACM training;
   3. assessing their work areas for potential ACM and, if ACM is likely, stopping work and reporting to their line manager; and
   4. assessing the Asbestos Register prior to any work to identify the risks of ACM and taking the necessary actions outlined in the AMPs.

Related policies, procedures and forms

• Health and Safety at Work Act 2015
• Health & Safety at Work (Asbestos) Regulations 2016
• WorkSafe: Management and Removal of Asbestos Report April 2016 (PDF)
• Health, Safety and Wellbeing Policy
• Otago University Risk Management Framework (PDF)
• Guidelines for Waste Minimisation and Management
• The Tertiary and International Learners Code of Practice

Contact for further information

If you have any queries regarding the content of this policy or need further clarification, contact:

Chief Property and Development Officer
Email property.services@otago.ac.nz