Asbestos Management Team (AMT) Training

For Education Staff

Version 9 – April 2015

Checklist

Attendance Register

Program – session times

Refreshments

Venue - Emergency Procedures

Toilets

Mobile phones

BEMIR Training Environment login

Asbestos Management in DET Facilities

Asbestos Management

Policy

Asbestos Management

Plan

Roles &

Responsibilities

Work Area Access Permits

Incident Management

BEMIR Workshop

Additional resources

Welcome & Overview

Who do we have at training?

Name

Role/location

Your work background

Something you are passionate about

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

Vinyl floor tiles Debris in soil Toilet partitioning External wall sheeting

Doctor Keith AdamSenior Occupational Physician & Chief of Professional Services – Health Services Australia

• 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 Department’s policy & proceduresAvailable 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 facilitiesContains

• 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 ACMo Identification & recording of new ACM

Policy

Built Environment Materials Information Register (BEMIR)

• Electronic environmental management system

• Designed and managed by DHPW

• Building Managers – compulsory use of BEMIR when any work is undertaken on the facility:

Maintenance

Refurbishment

Installation

Construction

Policy

BEMIR - Critical asbestos management components 1. Asbestos Register

Electronic Register Identifies assumed & confirmed presence of asbestos Items that have been removed Locations, physical state & BEMIR score for ACM

2. Work Area Access Permit (WAAP) Required for all maintenance, 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

3. 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

Mandatory

Policy

Asbestos Management ContactsContacts located on the department’s website via OnePortal Quick links ‘

Asbestos Management’

General

• Management of ACM in DET Facilities – Environmental Management Unit

• Media Enquiries – Community Engagement & Partnerships (CEP)

Asbestos-related incidents

• Schools – Infrastructure Managers

• ECEC – Centre Director

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 riskHealth, 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

What’s in the AMPThe 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

DET Staff

ECEC Centre

Directors

Regional Directors (schools)

Infrastructure Managers

Infrastructure Advisors

Internal Auditors

Project Managers

Regional &

Central Office Project

Coordinators

Infrastructure Services Branch

Building & Asset

Services (BAS)

Service Providers

Parents & Citizens

Association (volunteers)

Schools Officers

Building Managers

Nominated Officers

Administrative Officers

There are several different people who have responsibilities around

asbestos management

Responsibilities

DET Staff Notify a member of the Asbestos Management Team

(AMT) of any concerns regarding the disturbance of

building materialsNot allow access to service providers to carry out work

unless specifically authorised to do so by the BM or NO

Not to undertake any work, however minor, without

explicit approval of the BM or NO

Not to undertake make safe repairs

Inform the BM, NO or WHSO (where applicable) with any

concerns in relation to health or asbestos management

processes

Attend the Asbestos Awareness – annual

presentation facilitated by the Building Manager

Adhere to departmental policies and procedures for the management of

ACM

BM – Building Manager NO – Nominated Officer

Responsibilities

DET Building Managers (BMs) (AMP section 5.2)

• Accountable for the management of any asbestos-related matters.

• Required to adhere to departmental policies & procedures in asbestos management.

• Use BEMIR to create, authorise and close Work Area Access Permits (WAAPs).

• Provide formal delegations to the Nominated Officer in relation to asbestos management.

– The Nominated Officer’s role can only be delegated to a classified officer position of A03 or above, or a promotional teaching or school leader position.

– Use the ‘Poster - Asbestos Management, your team’ template (available from the website) to confirm delegations and display in a clearly visible location in staffrooms.

• Ensure that all Nominated Officers (permanent or acting) with an approved delegation attend Asbestos Management Team (AMT) Training prior to commencement in the role.

• Ensure that Nominated Officers know their responsibilities in ACM management & comply.

1of 7

Responsibilities

2 of 7

• Ensure staff and P&C attend an Asbestos Awareness – annual presentation at locations where facilities are assumed and/or confirmed to have ACM

– Keep the attendance register for audit purposes.

• Ensure that all relevant school staff have online access to BEMIR and when those staff cease employment at the centre then the system access is deleted.

• Ensure that the asbestos register & AMP are readily available to all staff, P&C, visitors & service providers.

• Ensure at least 1 asbestos warning sign is publically visible & meets size specifications.

• Ensure that under no circumstances is DET equipment to be provided to service providers for their use during or after works.

Responsibilities

DET Building Managers ......continued

Responsibilities

• Advise the Infrastructure Manager of any WHSQ Improvement or Infringement Notices

- Including required & implemented remedial actions (schools only)

- Record in MyHR WH&S

• Review asbestos-related incidents and internal asbestos management procedures annually with the site’s WHSO (where applicable).

• Adhere to the department’s policy and procedures for the management of assumed or confirmed asbestos-related incidents.

- Record incident details in BEMIR within 1 hour of discovery

- Individuals directly involved in an incident should have an injury/illness record added to MyHR WH&S

• Provide support and advice to employees where concerns are raised.

3 of 7DET Building Managers ......continued

DET Building Managers (BMs) Processes to be in place

General

• Consider the extent of work & potential risks relating to any facilities activities to be undertaken

– Brief all staff to ensure that they are aware of activities including cleaners.

• Ensure that an adequate number of people have access to BEMIR.

• Ensure that Facility Contacts within BEMIR are up-to-date.

• Ensure risk management strategies are in place if BEMIR is unavailable.

• Ensure Staff & P&C members understand they are not to engage any service providers for work, however minor, without explicit approval of Building Manager or Nominated Officer

– must be in receipt of a WAAP.

All building-related work

• Create and close WAAPs in BEMIR.

• Authorise WAAPs – name & signature required not the Facility ID Stamp.

4 of 7

Responsibilities

All building-related work….continued

• Request a safe work method statement from the service provider prior to the removal, repair or disturbance of ACM.

• All asbestos-related removal works must be undertaken outside of operational hours.

• Asbestos-related remedial works can be conducted during operational hours however the work area must be cleared of students and staff, and access is restricted whilst the service providers are working.

• For school managed projects, BM/NO to coordinate a start-up meeting prior to commencement of all building-related works.

- Start-up Meeting template available from the Asbestos Management website

• For all building-related works managed by other parties, BM/NO to attend start-up meeting and receive a completed start-up meeting report from the Project Manager/Coordinator.

5 of 7

Responsibilities

DET Building Managers……processes to be in place

• Provide all service providers including their employees with a site identification badge prior to commencement of work.

• Ensure that inspection of area where work was undertaken is carried out with the service provider prior to re-use of areas.

• Ensure that the WAAP has been signed off by the service provider.

• Scan and attach all supporting documentation to the WAAP in BEMIR before closing the record.

• 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.

Asbestos-related incidents

• Incident response procedures are adhered to – see AMP attachments 1- 2

6 of 7

Responsibilities

DET Building Managers……processes to be in place

Responsibilities

• Create an IMR in BEMIR within 1 hour of discovery by the school of an assumed or confirmed asbestos-related incident.

‒ Ensure the IMR is updated throughout the duration of the remediation works through to completion

‒ Ensure the IMR is closed upon finalising the asbestos-related incident

• Prepare the asbestos-related incident notification letter for parents/caregivers within 24 hours of discovery by the school of an asbestos-related incident.

• Record the date parents/caregivers were notified within the IMR.

• Where required, ensure an electronic copy of ACM Disposal Form and the Sampling Data Collection Form are obtained from the service provider & saved into BEMIR.

• Advise the site’s WHSO of remedial works and processes undertaken in relation to assumed or confirmed asbestos-related incidents.

7 of 7DET Building Managers……processes to be in place

AMT Nominated Officers (NO)

Responsibilities

Attend start-up meetings on behalf

of the Building Manager

Create an electronic IMR in BEMIR from information provided

by the BM or NO within 1 hour

Ensure supporting documentation provided by

the Service Provider is attached to the WAAP and

uploaded into BEMIR

Create, authorise and issue hardcopies, and close Work Area Access Permits created

from BEMIR

Provide all service providers with a site

identification badge prior to commencing work

Ensure that no DET equipment is provided to

services providers for their use during works

Inspect areas where work was undertaken with

service providers prior to re-use of areas

Update the IMR throughout the duration and close upon

finalising

Assist with preparation & notification of asbestos related incidents to parents/caregivers

within 24 hours

Adhere to departmental policies and procedures for the management of

ACM

AMT Administrative Officers

Responsibilities

Create and close WAAP in BEMIR from information provided

by the BM or NO

Create an electronic IMR in BEMIR from information provided

by the BM or NO within 1 hour

Adhere to departmental policies and procedures for the management of

ACM

Ensure any supporting documentation that has been provided by the Service Provider is

attached to the WAAP in BEMIR

Upon advice provided by the BM or NO, update IMR

throughout the duration and close upon finalisingBM – Building Manager

NO – Nominated Officer

Schools Officers/Facilities Officers

Responsibilities

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

Adhere to departmental policies and procedures for the management of

ACM

Obtain a period WAAP before commencing any maintenance activities

Not to undertake ANY work on assumed or

confirmed ACM including make safe repairs

* Note: Schools Officers cannot be assigned the Nominated Officer’s role

BM – Building Manager NO – Nominated Officer

Parents & Citizens’ Members or Volunteers

Responsibilities

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

Not to undertake ANY work on assumed

and/or confirmed ACM

Adhere to departmental policies and procedures for the management of

ACM

Attend the Asbestos Awareness – annual

presentation facilitated by the Building Manager

Notify a member of the Asbestos Management Team (AMT) of any concerns regarding the

disturbance of building materials

Must obtain a WAAP before commencing

any work.

BM – Building Manager NO – Nominated Officer

Principal Contractors/Service Providers

Responsibilities

With all employees & subcontractors• Review BEMIR asbestos register

• Sign WAAP (final section of page 1 or addendum)

• Comply with WAAP General Conditions & Special Conditions of Access

Obtain & issue Site ID Badges to all

employees & subcontractors

Conduct a site specific risk assessment

Organise asbestos surveying & sampling

if in any doubt of building material

Have a site specific asbestos removal control

plan & supporting documentation

Obtain required regulatory authority

approvals

Before work commences

Obtain a WAAP from the Building Manager or Nominated Officer

Give minimum 2 weeks notice prior to commencement or

work

Principal Contractors/Service Providers

Responsibilities

Comply with DET asbestos management policies & procedures

Provide asbestos survey/sampling on

standard templates to BM or NO if testing

occurred

Not conduct any asbestos-related work in the vicinity of students

or staff

If an asbestos-related incident occurs, respond as per DET incident procedures restricting access to the area

& inform BM or NO

Conduct the re-occupancy inspection prior to

clearance for re-use then complete and sign WAAP

(page 2)

Provide ACM disposal forms to BM or NO

where asbestos removal has occurred

Undertaking all facilities-related works

Ensure no DET equipment is used

during works

Ensure work is conducted in

accordance with WH&S legislation

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

Responsibilities

Remember…Let the professionals take care of these activities!

Building and Asset Services (BAS) (or its contractors)

Responsibilities

Update BEMIR asbestos register to reflect outcome of

sample results

Provide copies of test results of dust, debris or materials to the BM or

NO

Ensure a WAAP is received from the BM or

NO and BAS or their contractors sign WAAP

before commencing work

Engage specialist personnel as required

Arrange and supervise approved remedial works including a professional clean and/or rectification

works

Corrective Actions

Ensure asbestos removal and cleaning are carried out outside the site’s operational

hours

Provide advice & support to the DET

BM or NO

Responsibilities

Ensuring works are carried out in

accordance with WH&S legislation

Establish and maintain exclusion zones and

other reasonable conditions imposed by

the WAAP

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 all work is conducted

in a safe and competent manner

Provide all supporting

documentation to the BM or NO

Corrective ActionsEnsure that the WAAP

is signed by BAS or their contractor after the work

is completed

Not conduct any asbestos related work in the presence or vicinity

of staff or students

Building and Asset Services (BAS) (or its contractors)

Managing asbestos-related risksAs per DET’s Statement of Intent, appropriate measures are needed to ensure that ACM is managed and potential asbestos-related risks are controlled.

Managing Risks

Identification & registration

Managing in-situ & periodic

inspections Progressive removal

Education & awareness

Safe business procedures & work practices

Work Health and Safety Regulation 2011, previously required asbestos registers for all buildings classified as workplaces constructed up to 31 December 2003.

Schools constructed post-2003 have registers created for the purpose of creating & issuing WAAPs.

The ‘central asbestos register’ is maintained by Building & Asset Services (BAS).

Identifies assumed, confirmed, removed or not present (tested or not tested) status of asbestos-containing material (ACM) within department-owned sites.

Following the 16 May 2014 amendments to Queensland’s Work Health and Safety legislation, only buildings constructed up to 31 December 1989 are assumed to have asbestos-containing material used in their construction, unless proven otherwise.

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

Managing Risks

Asbestos Register

InspectionsIdentification of ACM in buildings & decisions on how it will be managed are determined by a series of inspections.

Maintenance Condition Assessments (coordinated centrally)• A visual inspection of buildings and building-related assets by BAS• Limited to an evaluation of 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 process includes details down to six elevations in each room within those

buildings that contain assumed or confirmed ACM• Direct any anomalies or queries associated with the existing data in

BEMIR in the following sequence for rectification:

1. Initially your BAS regional contact, then

2. Regional facility contact, then

3. Email: BEMIR.DataUpdates@dete.qld.gov.au

Managing Risks

2012 –

2013(Finalised)

2013 –

2014(Finalised)

2014 –

2015(In

progress)

Progressive removal of ACMThe 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

Red Tape Reduction - AMT or FMT schools

FMT schools/educational workplaces

Schools/educational workplaces where the BEMIR asbestos environmental status indicates not present (tested/not tested)

Implement Working on DET Facilities document for all maintenance, refurbishment, installation and construction

• Assign BEMIR users to a Facilities Management Team (FMT)

• FMT training (1.5hrs) provided for FMT members only

• 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

AMT schools/educational workplaces

Schools/educational workplaces where the BEMIR asbestos environmental status indicates assumed, confirmed or unknown

Implement DET’s asbestos management policy and procedures including

• formation of an Asbestos Management Team (AMT)

• AMT training (4hrs) provided for all AMT members

• Asbestos Awareness – annual presentation required to be undertaken by all staff and P&C

• WAAPs issued for all maintenance, construction, installation and refurbishment

• 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

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.

Managing Risks

Education & AwarenessTo 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.

Managing Risks

Asbestos Management Team (AMT) training For staff assigned to the Asbestos Management Team or responsible for managing facilities

Asbestos Awareness – annual presentation Vodcast facilitated annually by the Building Manager with all staff & P&C

Asbestos Management websiteOnePortal Quick links ‘Asbestos Management’

Asbestos Management resources for displayIncluding:

• Asbestos Warning Sign

• WAAP Door Sign

• Poster – Asbestos Management – your role

• Poster – Asbestos Management – your team

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.

• Undertake the tender process – all tender documentation must include the Working on DET Facilities document*.

• Ensure Service Providers comply with relevant asbestos licensing requirements as stated in the Asbestos Management Plan (AMP).

• 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.

• 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’

Planning Project Works

Managing Risks

Precautionary measures - work being conductedDET policy requires Service Providers to use safe work practices.

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

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

At all times, barriers and signage must be in place

Managing Risks

Remember…Clear out before building-related work begins

Work Area Access Permits

(WAAPs)

Managing Risks

WAAPs – serve a purpose

• Grants permission to access an area to carry out work

• Identifies ‘General & Special 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 are WAAPs 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.

Managing Risks

Remember…No WAAP, no work, no way!

The WAAP ProcessRequired for ALL building-related works including maintenance, installation, refurbishment & construction. Managed by the Building Manager (BM) or Nominated Officer (NO).

Log-in to

BEMIR

WAAP createdPrior to the Service Provider’s arrival by the BM, NO or AO.

* Note - email notification generated to Facility Contacts

WAAP activated & generated

Activate created WAAP Generate to print WAAP

with Asbestos Register

Work completed. Site inspected & cleared for reuse by BM or NO & Service ProviderWAAP signed off (page 2) by BM or NO & Service Provider. All documentation given to BM or NO

WAAP closed in BEMIR

WAAP authorised BM or NO must authorise WAAP

with signature Service provider checks WAAP,

updates details & signs page 1 Copy given to Service Provider

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.

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

Asbestos Management TeamBM – Building Manager NO – Nominated OfficerAO – Administrative Officer

Work Area Access Permits

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

Managing Risks

Conditions of AccessGeneral and Special 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 and workers performing the work outlined in the WAAP must comply with the minimum requirement of the Conditions of Access provided.

Managing Risks

General• Local instructions• Warning signs &

barriers• Safe work practices

Special• Safe work practices

when carrying out work involving ACM

A period WAAPA 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.

• It should not be issued for periods extending over 12 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.

Managing Risks

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.

Multiple Buildings

Asbestos Vinyl removal in several buildings – all work completed in one weekend

1 WAAP

Classroom renewal projects affecting 5 blocks – work

scheduled over 10 weeks with 2 weeks/building

5 WAAPs

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 WAAPA 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.

Managing Risks

Continue using the corresponding facility site map saved in BEMIR when creating WAAPs for service providers undertaking maintenance, installation, refurbishment and construction related works.

Ensures the correct corresponding BEMIR asset/improvement and associated asbestos register is available for the service provider undertaking work or reporting an asbestos incident.

Process

BEMIR WAAPs & corresponding Facility Site Maps

Managing Risks

Projects and Asset Management Systems (PAMS) validate data updates

and load updated site Maps into OnePortal

EMU then map old to new functional location descriptions in BEMIR &

provide to the Department of Housing and Public Works (DHPW)

DHPW migrate new functional location descriptions into the BEMIR sandpit and then production environments

Once the BEMIR update occurs, the corresponding facility site map is then

uploaded by EMU into BEMIR

If you have any questions in relation to BEMIR functional location updates, please send an email with your query to BEMIR.DataUpdates@dete.qld.gov.au or, if the query relates to;OneSchool naming conventions or site maps then SAPPMInterface.FACILITIES@dete.qld.gov.au

Managing asbestos-related

incidents

What is an asbestos-related incident?An asbestos-related incident is an event involving assumed or confirmed asbestos-containing material (ACM) being disturbed in a method not consistent with legislative requirements.

Specifically, any direct action that exposes ACM and has the potential to release fibres e.g. damaging, abrading, breaking, scratching, abrasive cleaning, sanding, scraping, sampling, cutting, drilling, penetrating or removing.

Causes include: • Accidental damage; • Potential work method issue; • Policy or AMP not followed; • Deterioration• Vandalism/Fire• Weather event• Undetermined cause (i.e. damaged material, discovery or exposed in soil)

Incident Management

Asbestos debris in groundsDiscovered

• Where suspected ACM debris is found on the surface or in the grounds, the material must not be handled but left where it is found and the incident reported immediately to a member of the Asbestos Management Team (i.e. the Building Manager, Nominated Officer or Administrative Officer).

Required management

• The area must be secured and BAS contacted.

• The Building Manager or Nominated officer must follow the procedures for managing an asbestos-related incident including advising parents and caregivers.

• BAS will inspect the area and take appropriate remedial action which may include the development of an Asbestos in Soil Site Management Plan.

• To ensure the effectiveness of an Asbestos in Soil Site Management Plan, the identified area should be visually inspected at regular intervals, after high traffic events or after a period of prolonged rain or drought.

• The Building Manager or Nominated Officer is responsible for ensuring that BAS undertake reinspections.

See attachment 5 of the AMP for the required procedures or refer to Section 12 of the Asbestos Management Plan for further detail.

Incident Management

Under no circumstances should staff, students or parents handle the material!

Asbestos debris located during project works• Where an Asbestos in Soil Site Management Plan (ASMP) has been prepared,  it must be used when

planning project works.

• Service Providers undertaking building-related works where an Asbestos in Soil Site Management Plan (ASMP) is available, must use Safe Work Method procedures when excavating.

• If assumed/confirmed ACM is excavated during building-related work and appropriate Safe Work Method procedures (SWMP) are utilised for this type of event, work can continue as per the SWMP. The service provider must inform the Building Manager (BM) or Nominated Officer (NO). 

• The BM or NO must follow the procedures for managing an asbestos-related incident/discovery including contacting BAS and advising parents and caregivers for the “initial discovery only” of asbestos debris in soil for the project.

• BAS will inspect the site, undertake remedial action if required and review the Service Providers’ asbestos in soil SWMP.

• If an Asbestos in Soil Site Management Plan (ASMP) is not available at the time of discovery, the DET project coordinator/manager will request BAS to arrange for the development of an ASMP for project.

• The BM or NO should be kept informed by the service provider, BAS or the DET project coordinator/manager if engaged.

Incident Management

Managing an asbestos-related incident

Discovery of an assumed or confirmed asbestos-related incident

*Note: Do not handle the material

Initial Management ResponseBM or NO required to:• Ensure the area is secure• Inform Building & Asset Services• Inform Infrastructure Manager • Create WAAP for BAS rectification

works• Inform the Project Coordinator if

engaged

ReportingWithin 1 hour of discovery, BM, NO or AO required to:Create Incident Management Report in BEMIR completing - Incident Details - Initial Response Action Taken

CommunicationWithin 24 hours, BM or NO required to create and distribute Asbestos-related incident parent/caregiver letter. Process:• Use letter template from website to

draft letter• Send draft letter to Regional Director

(or their delegate) for approval• Upon receipt of approval, distribute

letter to parents/caregivers• Update IMR with date

parent/caregiver letter distributed

Management

BM or NO required to manage incident. BM, NO or AO required to update IMR to reflect incident status including:

• Testing undertaken & results • Related rectification Work Area Access

Permits• Corrective Action Taken • Date for reuse• Items for disposal

Finalise Reporting

When area/s cleared for reuse, BM, NO or AO required to close the IMR in BEMIR ensuring all fields are complete and supporting documentation scanned & attached. Note: if a Project Coordinator is engaged then

they must manage the incident including the investigation & issue breach notices if applicable

Incident reported to a member of the Asbestos Management Team

Incident Management ReportThe BEMIR Incident Management Report (IMR) serves as a record of a disturbance to

confirmed/assumed asbestos-containing material (ACM) and how this incident is managed by the

school or educational workplace until the area/s is cleared for reuse.

Purpose

• Single point of truth regarding current status of a confirmed or assumed asbestos-related incident

• Automatic forwarding of advice to the Facility Contacts

• Can be viewed by all DET officers with access to BEMIR

• Assists in the preparation of the parent/caregiver letter advice for schools only

• Allows Central Office to forward notification advice to WH&S Queensland – dangerous events

• Provides details to assist the Infrastructure Services Branch to create and update Ministerial Information

Briefing Notes

Incident Management

Creating an Incident Management Report (IMR)Within 1 hour of discovery, the Building Manager, Nominated Officer or Administrative Officer must create the IMR in BEMIR for all assumed or confirmed asbestos-related incidents.

Within 24 hours of a confirmed or assumed incident, the Building Manager must provide parents & caregivers with a written letter on school letterhead advising them of:

• The cause of the incident (known/suspected)

• If ACM is confirmed or assumed

• The intention of planned remedial works

• Which area(s) is restricted until a clearance for reuse is provided

Template available from the Asbestos Management website or the AMP.

Parent/Caregiver LetterSchool creates the draft letter

Parent/Caregiver Proforma

School sends draft letter to Regional Director (RD) or their

delegate

RD approves then returns letter to meet 24hr requirement

School issues parents/caregivers letter within 24hrs*

* Date letter issued recorded in the IMR.

Incident Management

Updating and closing an IMRAn IMR cannot be closed until the asbestos-related incident has been resolved and the record updated.

*Note: the related WAAP issued for the rectification/professional clean should be closed in BEMIR before the IMR is updated and then closed.

Key Messages• No WAAP, no work, no way!

• Clear out before building related work begins

• Be asbestos aware, act with care

• Let the professionals take care of the cleanPoster available from the Staff – asbestos information and training page of the Asbestos Management website.

Asbestos Management – Your Role

Case Study Discussions

Incident Management

Session break

BEMIR Workshop

* Please note: all screenshots are taken from the training environment containing fictional examples for the purposes of training only.

Asbestos Management Plans

(asbestos register)

Incident ManagementRecord

BEMIR Home Page Access & Navigation

Work Area AccessPermits (WAAPs)

Adding SupportDocumentation

Updating Facility Information

Program

BEMIR Access

Navigate to the OnePortal Quick links ‘BEMIR’

BEMIR Workshop

Access via the ‘BEMIR’ OnePortal page

BEMIR Workshop

BEMIR Access

Logging in to BEMIRLog in procedure

• Enter your User Name

• Enter your password

• Click Log in

Reset Password function

• Enter your User Name

• Click the hyperlink Reset Password

• An email containing the Set Password hyperlink will be sent to the user.

• The user creates and sets a new password. The BEMIR Log in box will then re-open.

Issues

• Contact the Service Centre on 1800 680 445 for technical support.

BEMIR Workshop

BEMIR Home Page The BEMIR home page for the location will be displayed when a successful login has occurred.

BEMIR Workshop

BEMIR – View Facility pageUse the Home Page search function to locate the View Facility page to view:1. Facility Details2. Improvements3. Environmental Material Status4. Facility Contact5. Functionality Menu

Enter the facility into the search

function

51

2

3

4

Focus: Updating BEMIR Facility Information• Facility Contacts maintenance

• Adding and viewing Facility’s Documents

BEMIR – Training Environment

BEMIR Workshop

Facility Contacts Maintenance• Facility Contacts need to be maintained to ensure the automated notifications

are received by the people who need the information.

• Locate the View Facility page via the search function.

• View the existing Facility Contact list located to the right of the Facility Details.

• Select Facility Contacts from the menu bar to edit the list or add a new contact.

BEMIR Workshop

Facility Contacts maintenance – Create New Contact• Locate and select the Create New function above the Facility Contacts list.

• Complete the Create Facility Contact details.

• Ensure all mandatory fields are completed and select the relevant radio box to identify the required notifications – WAAPs and/or IMRs

• Select Create to save the new contact

Identify required notifications

BEMIR Workshop

Facility Contacts maintenance - Edit/removea contact• From the Facility Contacts page, locate the contact to be updated and select the Edit

function to the right of the entry.

• Complete the Edit Facility Contact details to update the record, then select Save.• To remove an active contact from the Facility Contacts, select to Edit the contact. Locate

and uncheck the Active box, then select Save.

BEMIR Workshop

* Important: a new Facility Contact record should be created for each new contact to ensure the integrity of previous records and data.

Facility’s Documents – viewing and editing• To view any general facility documentation, locate the View Facility page via the search

function. • Select the Facility’s Documents functionality located in the menu bar.

• Available documentation will be displayed in the Facility Document Listing. To view the document select the Document Name.

• Edit functionality for each document allows the user to update the document description, the document type, date and the status of the document (active/inactive).

BEMIR Workshop

Facility’s Documents – adding a general document• From the View Facility page, select the Facility’s Documents functionality

located in the menu bar.

• To add a new document, select Create New from the Facility Document Listing menu bar.

• The Add Facility Document page requires the document details must be completed including the description, type and document location. Ensure the Active and Viewable By Tenant boxes are checked before selecting Create.

• The new document will be visible from the Facility’s Documents list.

BEMIR Workshop

Focus: Work Area Access Permits (WAAPs)

• Search for and view existing permits

• Create new permit

• Activate and generate permit

• Attach supporting documentation

• Update, finalise and close permit

BEMIR Workshop

BEMIR – Training Environment

WAAP – search for and view existing permits • From the View Facility page, select the Access Permit functionality located in

the menu bar.

• The most recent 20 permits will appear in the Permits list on the Access Permits page.

• Select the Permit Number to open the required WAAP.

• Alternatively, filter for a WAAP record by using the search function. Identify the required permit’s status and active date then select Search.

WAAP – create new permit ‘Step 1’• Select the Work Area Access Permit icon from the I want to section; or

• From the View Facility page, select the Access Permit functionality located in the menu bar.

• On the Access Permits page locate and select the New Access Permit functionality in the search box.

• The available improvements will be listed on the Issue New Access Permit – Step 1 page. Select the applicable improvement/s by checking the relevant box to the right of the improvement then select Next.

WAAP – create new permit ‘Step 2’• Complete the mandatory fields on the Issue New Access Permit – Step 2 page,

ensuring the Work Description and Reason for Access details for the identified improvement/s are concise and accurate.

• Select Create. Now follow the steps to Activate a WAAP.

• The available improvements will be listed on the Issue New Access Permit – Step 1 page. Select the applicable improvement/s by checking the relevant box to the right of the improvement then select Next.

* Calendar/time picker

WAAP – activate permit • Select the Work Area Access Permit icon from the I want to section; or

• From the View Facility page, select the Access Permit functionality located in the menu bar.

• Locate the required permit from the Access Permits list and click on the Permit Number to open the permit.

• Review the Permit Details and select Edit if the details require updating.

• Select Activate Permit and select OK in the pop-up box to activate the permit.

• The Permit Details Status should now be identified as Active. Additional functionality will appear in the menu bar.

WAAP – generate permit• Select the Work Area Access Permit icon from the I want to section; or

• From the View Facility page, select the Access Permit functionality located in the menu bar.

• Locate and select an Active permit from the Access Permits list.

• Select Generate Permit from the menu bar and then select Open from the pop-up menu.

• Select the print icon from the PDF menu bar and print two copies - the signed copy stays with the school and the second copy is provided to the service provider for reference.

WAAP – attach supporting documentation• Locate and select an Active permit from the Access Permits list.• Select Permit’s Documents from the menu bar.

• To View existing attached documents select All Documents. Select Create New from the menu bar on the Access Permits Document Listing page.

• Complete the Add Access Permit Document mandatory fields including the description, type and document location. Ensure the Active and Viewable By Tenant boxes are checked before selecting Create.

• The new document will be visible from the permit’s All Documents list.

TipTo finalise an access permit without supporting documentation see the Quick Reference Guide – Managing WAAPs in BEMIR located on the OnePortal BEMIR page.

WAAP – update, finalise and close• Select the Work Area Access Permit icon from the I want to section; or

• From the View Facility page, select the Access Permit functionality located in the menu bar.

• Locate and select an Active permit from the Access Permits list.

• Select Edit from the menu bar and update the required Permit Edit fields including contractor name and permit date/time if required and Save.

• Select Finalise Permit Details from the menu bar and complete the required Finalise Permit fields with information from page 2 of the hardcopy WAAP as provided by the service provider. When the record is complete, select Close Permit.

Focus: Incident Management Report• Search for and view existing report

• Create new report

• Update report

• Attach supporting documentation

• Finalise and close report

BEMIR Workshop

BEMIR – Training Environment

IMR – search for and view existing report• Select the Incident Management Report icon from the I want to section; or

• From the View Facility page, select the Incident Management Report functionality located in the menu bar.

• The most recent 20 incidents will appear in the Existing Incident Management List page.

• Select the Report No. to open the required incident.

• Alternatively, filter for a report by using the search function. Identify the required incident’s status and date range then select Search.

IMR – create new report• Select the Incident Management Report icon from the I want to section; or

• From the View Facility page, select the Incident Management Report functionality located in the menu bar.

• On the Existing Incident Management Listing page locate and select the Add Incident Management Report in the search box.

• Complete the mandatory fields in both the Incident Details and Initial Response Action Taken sections in the New Incident Management Report then select Create.

IMR – update report• Select the Incident Management Report icon from the I want to section; or

• From the View Facility page, select the Incident Management Report functionality located in the menu bar.

• On the Existing Incident Management Listing page locate and select the Report No. to open the required incident.

• Select Edit from the menu bar.

• Complete the required Update Incident Management Report fields and add Testing & Results, External Correspondence Notifications and Corrective Action.

• Select Save located below the tracking details.

IMR – attach supporting documentation• Locate and select an Active incident from the Existing Incident Management Listing.

• Select Incident’s Documents from the menu bar.

• Select Create New from the menu bar on the Incident Report Document Listing page.

• Complete the Add Incident Report Document mandatory fields including the description, type and document location. Ensure the Active and Viewable By Tenant boxes are checked before selecting Create.

• The new document will be visible from the incident’s All Documents list.

IMR – finalise and close report• Select the Incident Management Report icon from the I want to section.

• On the Existing Incident Management Listing page locate and select the Report No. to open the required incident.

• Select Edit from the menu bar.

• Finalise the required Update Incident Management Report ensuring the related WAAP created for BAS to attend and rectify has been selected and then added.

• Ensure the Follow-up action completed box is selected and Corrective Action Taken added.

• Select Save.

• From the View Incident Management page, select Close Report from the menu bar.

• The incident Status will be identified as Closed.

Asbestos Register – generate a hard-copy• Select the Asbestos Register icon from the I want to section on the Home page.

• Complete the Asbestos Register – Selection Criteria fields identifying the preferred Output Format.

– Excel: to add the file to your desktop. Use Excel filters to locate required improvements rather than print out all improvements at the school or facility.

– Adobe PDF: to keep a hard-copy on file.

• Select All Improvements and then Generate Report.

• Select to Open or Save the register.

• Only keep the current asbestos register on file (PDF) or on your desktop (Excel version). Replace in January and then in July each year.

BEMIR Workshop

BEMIR – Production Live Environment

BEMIR Workshop

• Navigate to the BEMIR OnePortal page via the ‘Quick links’.• Click on the BEMIR – Production Live Environment hyperlink.

Resources

DET

Asbestos Management

Resources

BEMIR information• System access

– BEMIR – Production Live Environment

– BEMIR – Training Environment

• Quick Reference Guides

– WAAPs

– Managing WAAPs

– IMRs

– BEMIR Troubleshooting

• BEMIR User Accounts

– Create/Update/Delete

BEMIR Issues• Contact the Service Centre on 1800 680 445 during operating hours from 7:30am to

5:30pm, Monday to Friday. • Alternatively navigate to the Service Centre Online via OnePortal and Log-a-job.

OnePortal BEMIR page

Resources

Asbestos Management WebsiteAccess the website for further information

Online via the OnePortal Quick links ‘Asbestos Management’

URL - http://education.qld.gov.au/asbestos/index.html

Resources including:

• Asbestos management – policy, plan and guidelines Policy for the Management of Asbestos-Containing Material

in department -owned facilities

Asbestos Management Plan for DET Facilities

Poster – Asbestos Management, your role

Poster – Asbestos Management, your team

Quick Reference Guides

• Staff – asbestos information and training Asbestos Awareness – annual presentation

• Service providers and contractors – working on department-owned facilities Working on Department of Education and Training (DET) Facilities document

Resources

Asbestos Awareness – annual presentation • Designed to be facilitated annually by the Building Manager at locations where facilities

are assumed and/or confirmed to have ACM

• All DET staff and P&C members or volunteers are required to participate

• Vodcast available from the Staff – asbestos information and training page located on

the Asbestos Management website

• A record of attendance must be retained

• Approximately 25 minutes

Resources

Resources

Asbestos Management Team (AMT) Training References

BEMIR systems information

troubleshooting

Websites & hyperlinks

online resources

vodcasts

Asbestos Management Action Plan

• identifies clearly the initiatives to be implemented following Asbestos Management Team (AMT) training

• ensures processes meet legislation

• ensures Asbestos Management training objectives are met

• creates consistency

Asbestos Management Team (AMT) Training Handouts

Have you collected your handouts?

Training Evaluation

Online Training Evaluation URL

https://websurvey.eq.edu.au/perseus/se.ashx?s=0B87A62B320D2155

Your feedback assists us to improve training!

Please complete the evaluation online or alternatively collect an evaluation form from your trainer.

Thank you for participating!