COIN recording instructions for asbestos work undertaken by Construction Division

Summary

This SIM provides advice to Construction Inspectors on the recording of asbestos related work on COIN where required. It should be read in conjunction with the appropriate Work Recording OM and guidance produced by the Asbestos Licensing Unit (ALU).

Licensed asbestos contractors and related work

The guidance below should be followed when recording dealings with licensed asbestos contractors and related work.

Asbestos licence assessment visits

Upon receipt of a new / renewal licence application, ALU will create a Permissioning Case, speciality type ‘Licence-Asbestos’. Linked to this will be an Asbestos Licence Service Order.

ALU will allocate the relevant lines of this Service Order to the appropriate Asbestos Licensing Principal Inspector (ALPI). As a result the Service Order will appear on the ALPI’s COIN home page. The ALPI should reassign these where an assessment is to be undertaken by an Inspector acting on their behalf.

The ALPI/ Inspector should record all visit details relating to the application assessment process in the notes against the Service Order. The time spent associated with this work should be recorded as a line on the timesheet in accordance with the work recording OM. The activity should be ‘inspection’ and the category ‘CD Asbestos Licensing’.

The ASB4 form (licensing report by the Asbestos Principal Inspector) is still required to be completed and should be forwarded to ALU or attached to the Service Order. If attaching to the Service Order please notify ALU by email to the GenOffice ALU FOD email account.

Inspections of notifiable asbestos work

All inspections of notifiable asbestos work should be recorded on the revised construction IRF (IRF C) in accordance with SIM 02/2009/02. The time spent and the total number of any notices issued should be recorded against the ‘CD Asbestos Licensing’ hazard topic category on the IRF Ratings page. An RCI rating score should also be given.

Inspection Cases can still be used where appropriate – for example to link together a number of visits to the same site. However, the details, time etc should still be recorded on the IRF C.

The ASB6 form (Enforcing Authority Report) is still required to be completed and should be forwarded to ALU along with copies of any correspondence, notices etc. Other documents should be attached to the Service Order in line with existing arrangements.

Investigation and enforcement work

Investigation and enforcement work should be recorded in accordance with the work recording OM. A line should be created on the timesheet and linked to the relevant case. The category should be ‘CD Asbestos Licensing’.

Waiver requests

Asbestos Notifications where a waiver has been granted are recorded on the notifications database. Where such requests have been discussed with a licence holder they should, in the majority of instances, only be recorded as a block of time on the time sheet against the ‘inspection’ activity and the category ‘CD Asbestos Licensing’. The only exception to this is where it is felt that there is a need to record particular information of note. Then an IRF C Service Order should be raised and the time and notes recorded as per a normal inspection of notifiable work.

Other work by licensed contractors

There are a number of situations where licensed contractors may be undertaking other work; for example:

• Work on non-licensable asbestos material
• Non-asbestos related work e.g. demolition undertaken by a licensed contractor who is also engaged in other construction activities as part of their normal business.

All such work should be recorded on a Construction IRF (IRF C) or an Investigation/ Enforcement Case as appropriate in accordance with SIM 02/2009/02 and the appropriate work recording OM.

No use should be made of the ‘CD Asbestos Licensing’ work recording category in these instances. This is only to be used in relation to licensed contractors and licensable work. Instead the category that best describes the overall nature of the work being undertaken on the site should be used. Where there is no such appropriate category, ‘CD Construction Other’ should be used.

Other asbestos related situations

There are also a number of other situations where Inspectors will have to record work associated with the Control of Asbestos Regulations 2006. These include:

• Work involving licensable asbestos products by non-licensed contractors
• Work by a contractor on non-licensable asbestos material

All such work should be recorded on a Construction IRF (IRF C) or an Investigation/ Enforcement Case as appropriate in accordance with SIM 02/2009/02 and the appropriate work recording OM. Again no use should be made of the ‘CD Asbestos Licensing’ category. Instead the category that best describes the overall nature of the work being undertaken on the site should be chosen as detailed above.

Duty to manage

Failures by a client to provide adequate information under the Construction (Design and Management) Regulations 2007 or other such situations may be found and these should be recorded as detailed above in Other Asbestos Related Situations. Construction Inspectors are unlikely to come across specific ‘Duty to Manage’ issues where precise consideration of regulation 4 of the Control of Asbestos Regulations 2006 is required.

However, where specific duty to manage issues are followed up these have to be recorded as a Case as there is no facility to record this work on the IRF C. The time spent should be recorded as a line on the timesheet against the category ‘Asbestos DTM’. Where appropriate, details should be passed to colleagues in the rest of FOD or the Local Authority. This will enable duty to manage issues to be followed up/ targeted.