SIM 02/2011/03
Construction Division Staff and Construction Inspectors
This SIM provides advice to Construction Inspectors on the recording of asbestos related work on COIN. It should be read in conjunction with the appropriate Work Recording SIM 02/2011/02, Work Recording OM (to follow shortly) and guidance produced by the Asbestos Licensing Unit (ALU).
The guidance below should be followed when recording dealings with licensed asbestos contractors and related work.
Upon receipt of a new / renewal licence application (ASB1), ALU will open a Master Case for the new application (speciality type ‘Lic Asbestos’) and will relate a new Asbestos Licence Assessment Service Order to it.
NOTE – The status of this Master Case should only be changed by ALU.
ALU will allocate Lines 2 & 3 of this Service Order to the Asbestos Licensing Principal Inspector (ALPI). As a result, the Service Order will appear on the ALPI’s COIN Worklist. Ultimately, it is anticipated that a COIN Workflow email will be sent notifying the ALPI of this. Until this happens, ALU will email the ALPI notifying him / her that the Service Order has been opened.
If the ALPI delegates the assessment to another inspector, he / she should re-assign Lines 2 & 3 of the Service Order to them to ensure an adequate audit trail.
Full guidance on completing the Asbestos Licence Assessment Service Order.
The time associated with this work should be recorded as a line on the timesheet. The activity will be Inspection and the category will be CD Asbestos Licensing.
All inspections of notifiable asbestos work should be recorded on the new IRF Asbestos Service Order (IRF A). The time spent and the total number of notices served should be recorded on the IRF/Ratings tab of the IRF A. An overall site performance rating score should also be given.
Full guidance on completing the IRF Asbestos Service Order, including guidance on performance rating scores.
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 of individual visits should still be recorded on the IRF A. Any Inspection Case should be raised as a linked case to the current licence Master Case. ALL IRF A Service Orders must be linked to the Master Case, either directly or indirectly (through a linked Case).
All relevant documents / correspondence should be attached to the IRF A Service Order.
Information about relevant non site-based asbestos interventions should be recorded as Notes to the current licence Master Case. Such interventions may be either instead of, or in addition to, a site visit and may include the following (this list is not intended to be exhaustive):
Full guidance on completing the Asbestos Licence Assessment Service Order.
The time spent associated with this work should be recorded as a line on the timesheet in accordance with the Work Recording SIM. The activity should be Inspection and the category CD Asbestos Licensing. The Work Context will be Office Contact (OFFC).
Investigation and enforcement work should be recorded in accordance with the Work Recording OM (to follow shortly). A line should be created on the timesheet and linked to the relevant case. The category should be CD Asbestos Licensing.
All investigation and enforcement cases relating to notifiable asbestos work should be linked to the current licence Master Case.
The way in which asbestos notifications are recorded will change in the next 6 – 8 weeks, from being recorded on a separate (ANS) database to being recorded against the current licence Master Case on COIN. It is anticipated that there will be a box on the ‘Notification page’ that will be ‘ticked’ when a waiver has been requested. The Inspection Support Team (IST) will be responsible for recording notifications and waiver requests.
The changes will not affect notification procedures, only the way notifications are recorded.
Details of discussions about waiver requests between inspectors and licence holders, whether the waiver is granted or not, should be recorded as a Note on the current licence Master Case (see above).
The time spent on such discussions should be recorded as on the timesheet against the Inspection activity and with the category CD Asbestos Licensing.
There are a number of situations where licensed contractors may be undertaking other work; for example:
Do not use the ‘CD Asbestos Licensing’ work-recording category or the IRF Asbestos in these instances – these are only to be used in relation to licensed contractors carrying out licensable work.
nstead, record such work on a Construction IRF (IRF C) or an Investigation/Enforcement Case as appropriate, in accordance with Work Recording SIM 02/2011/02 and the appropriate work recording OM. The category that best describes the overall nature of the work being undertaken on the site should be used, e.g. ‘CD Refurbishment’ or ‘Small Sites’.
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:
All such work should be recorded on a Construction IRF (IRF C) or an Investigation/ Enforcement Case as appropriate in accordance with Work Recording SIM 02/2011/02 and the appropriate work recording OM (to follow shortly). 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.
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 Management’. 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.
