Asbestos Management Team (AMT) Training - PowerPoint Presentation

1. Asbestos Management Team (AMT) TrainingFor Education StaffVersion 13 – July 2016

2. ChecklistAttendance RegisterProgram – session times RefreshmentsVenue - Emergency ProceduresToiletsMobile phonesBEMIR Training Environment login

3. Who do we have at training?NameRole/locationYour work backgroundSomething you are passionate about

4. Asbestos Management in DET FacilitiesAsbestos Management PolicyAsbestos Management PlanRoles &ResponsibilitiesWork Area Access PermitsIncident ManagementBEMIR WorkshopAdditional resourcesWelcome & Overview

5. What is asbestosNaturally occurring fibrous materialUsed during 1940’s – 1980’sUsed in various products including construction materialsAsbestos 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 applicationVinyl floor tilesDebris in soilToilet partitioningExternal wall sheeting

6. Doctor Keith AdamSenior Occupational Physician & Chief of Professional Services – Sonic Health PlusPractising 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

7. Policy for the management of asbestos-containing material in department-owned facilitiesPolicy

8. The Department’s policy & proceduresAvailable online via the OnePortal Quick links ‘Asbestos Management’ or access the URL http://education.qld.gov.au/asbestos/index.htmlPolicy

9. Policy for the management of asbestos-containing material (ACM) in department-owned facilitiesContains Relevant legislation & policy links WH&S Act 2011WH&S Regulation 2011How 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 OfficerDepartmental Staff Service ProvidersPolicy

10. Statement of IntentAsbestos management measures – adopted by DETInitial identification & registration of ACMManaging asbestos in-situ & periodic inspections of ACMAsbestos warning signageSafe business procedures & work practicesProgressive removal of ACM (based on risk)Education & awareness programsAsbestos Registers (BEMIR)A Work Area Access Permit (WAAP) process to control building-related work.Policy

11. Department of Housing and Public Works (DHPW)Queensland Government’s management authority for ACMAdvise DET on asbestos managementBuilding and Asset Services (BAS) manage in-situ ACMCorrective actions – repair or replaceUpdating of Asbestos Register (removals, condition and scores)Annually – Condition assessment of facilities and high risk ACM Includes the inspection of building components known or suspected of containing asbestos. 1 in 3 year Asbestos Audit Program inspection & review of existing assumed & confirmed ACMIdentification & recording of new ACMPolicy

12. DHPWs’ Built Environment Materials Information Register (BEMIR)PolicyAsbestos RegisterElectronic RegisterIdentifies assumed & confirmed presence of asbestosItems that have been removedLocations, physical state & BEMIR score for ACMWork Area Access Permit (WAAP)Required for all maintenance, construction, installation, refurbishment worksWritten & signed authorisation to service providersGranting conditional access to specific work area/sSign off process that work has been carried out in accordance with legislative requirements and area left clean and tidyIncident Management Report (IMR)Records details of asbestos incidentsAssist in preparation of communication & briefsInformation forwarded to WHSQ to notify them of the incident

13. Asbestos Management Plan (AMP) for DET FacilitiesPlan

14. The Asbestos Management Plan (AMP) for DET Facilities The AMP containsA detailed reference guide on the procedures to be followedEssential information on responsibilitiesFlow diagrams to guide users through the required processes and proceduresThe AMP must be used in conjunction with the Policy.Plan

15. Why have the AMP?Minimise riskHealth, safety & well-being of students and staff is the highest priority of DETMeet legislative requirementsIn the vast majority of cases, ACM is safe and does not pose a health risk if:UndisturbedIn sound conditionPlan

16. What’s in the AMPThe Asbestos Management Plan sections include:IntroductionDefinitionsDifferent types of ACMRegulatory FrameworkResponsibilitiesManaging Risks Associated with ACMWorkplace Heath & Safety QueenslandBuilt Environment Materials Information Register (BEMIR)Asbestos RegisterWork Area Access Permit (WAAP) ProcessIncident Management ReportingIncident Management and ResponseAttachmentsPlan

17. Roles & responsibilitiesDET StaffECEC Centre DirectorsRegional Directors (schools)Infrastructure ManagersInfrastructure AdvisorsInternal AuditorsProject Managers Regional & Central Office Project CoordinatorsInfrastructure Services BranchBuilding & Asset Services (BAS)Service ProvidersParents & Citizens Association (volunteers)Schools OfficersCleanersBuilding ManagersNominated OfficersAdministrative OfficersThere are several different people who have responsibilities around asbestos managementResponsibilities

18. Building Managers & Nominated OfficersBuilding Manager(BM)Nominated Officer(NO)Contractor ManagementAccountable for the management of any asbestos-related mattersRequired to adhere to departmental policies & procedures in asbestos managementEnsure at least 1 asbestos warning sign is publically visible & meets size specificationsAttend or manage ‘Start-up’ MeetingCommunicate to staff and venue hirers scope of works including start and finish datesCreate & generate Work Area Access Permits (WAAPs) in BEMIR Authorise & issue WAAP with Asbestos Register to the Service Provider/ContractorIssue Site Identification Badges to the Service Provider/ContractorMonitor work and communicate with Service Provider/ Contractor and all StaffNo DET equipment to be provided to service providers for their use during or after worksInspect work area with the Service Provider/Contractor at the completion of the worksSign-off the hardcopy WAAPUpdate the WAAP in BEMIR and electronically attach all supporting documentation Close the WAAP in BEMIRRoles & Responsibilities

19. Building Managers & Nominated OfficersBuilding Manager(BM)Nominated Officer(NO)Incident ManagementEvacuate area and secureReport incident to Asbestos Management TeamCheck Asbestos Register for building statusNotify BAS & Infrastructure ManagerCommunicate restricted areas to all staff and maintain records of communicationCreate WAAP for rectification by BASCreate an electronic IMR in BEMIR within 1 hourAssist with preparation & notification of asbestos related incidents to parents/caregivers within 24 hours – record notification date in BEMIRManage IncidentEnsure any supporting documentation that has been provided by BAS or Service Provider is attached to the IMR in BEMIRUpdate IMR throughout the duration and close upon finalisingAdvise site WHSO of remediation works undertaken on confirmed or assumed asbestosRoles & Responsibilities

20. Building Managers, Nominated Officers & DET StaffBuilding Manager(BM)Nominated Officer(NO)DET StaffEducation & AwarenessRequired to adhere to departmental policies & procedures in asbestos managementFacilitate the Asbestos Awareness – annual presentation for all DET staff and P&CComplete Data Collection process in Feb/Aug to determine resource and training requirements for AMTCreate the Asbestos Management Team and delegate rolesNotify BAS & Infrastructure ManagerAttend Asbestos Management Team (AMT) Training prior to commencement of any AMT rolesCreate and display Asbestos Management – your team PosterHave access to BEMIR as required for your roleHave access to the asbestos register & AMPMake service providers, DET staff, visitors, and P&C asbestos awareProvide support and advice to employees where concerns are raisedNot carry out work or allow any Service Providers to work on department-owned facilities without explicit approval – Not to undertake make safe repairsRoles & Responsibilities

21. Administrative OfficersAdmin Officer (AO)Asbestos ManagementAdhere to departmental policies and procedures for the management of ACM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/NO within 1 hourUpon advice provided by the BM or NO, update IMR throughout the duration and close upon finalisingEnsure any supporting documentation that has been provided by the Service Provider is attached to the WAAP in BEMIRAttend the Asbestos Awareness – annual presentation facilitated by the Building ManagerRoles & Responsibilities

22. Schools Officers/Facilities Officers*Schools OfficerAsbestos ManagementAdhere to departmental policies and procedures for the management of ACM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Not to undertake ANY work on assumed or confirmed ACM including make safe repairsObtain a period WAAP before commencing any maintenance activities Roles & Responsibilities* Schools Officers/Facilities Officers cannot be Nominated Officers

23. Parents & Citizens’ Members or VolunteersP&CAsbestos ManagementAdhere to departmental policies and procedures for the management of ACMNot to undertake ANY work on assumed and/or confirmed ACM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Must obtain a WAAP before commencing any work.Notify a member of the Asbestos Management Team (AMT) of any concerns regarding the disturbance of building materialsAttend the Asbestos Awareness – annual presentation facilitated by the Building ManagerRoles & Responsibilities

24. Principal Contractors/Service ProvidersService ProvidersBefore work commencesGive minimum 2 weeks notice prior to commencement or workObtain a WAAP from the Building Manager or Nominated OfficerAdvise school to organise asbestos surveying & sampling via BAS if in any doubt of building materialObtain & issue Site ID Badges to all employees & subcontractorsConduct a site specific risk assessment Obtain required regulatory authority approvals Have a site specific asbestos removal control plan & supporting documentationRoles & Responsibilities

25. Principal Contractors/Service ProvidersService ProvidersUndertaking all facilities-related worksEnsure work is conducted in accordance with WH&S legislationComply with DET asbestos management policies & proceduresNot conduct any asbestos-related work in the vicinity of students or staffBAS to provide asbestos survey/sampling results to BM or NO if testing occurredBAS to provide ACM disposal forms to BM or NO where asbestos removal has occurredEnsure no DET equipment is used during worksConduct the re-occupancy inspection prior to clearance for re-use then complete and sign WAAP (page 2)If an asbestos-related incident occurs, respond as per DET incident procedures restricting access to the area & inform BM or NORoles & Responsibilities

26. Corrective actions undertaken by BASWhen 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:testingrectification worksprofessional clean clearance for re-usedisposal of itemsResponsibilitiesRemember…Let the professionals take care of these activities!

27. Building & Asset Services (BAS) (or its contractors)BASCorrective ActionsProvide advice & support to the DET BM or NO Ensure a WAAP is received from the BM or NO and BAS or their contractors sign WAAP before commencing workArrange and supervise approved remedial works including a professional clean and/or rectification worksEnsure asbestos removal and cleaning are carried out outside the site’s operational hoursEngage specialist personnel as requiredProvide copies of test results of dust, debris or materials to the BM or NOUpdate BEMIR asbestos register to reflect outcome of sample resultsRoles & Responsibilities

28. Building & Asset Services (BAS) (or its contractors)BASCorrective ActionsNot conduct any asbestos related work in the presence or vicinity of staff or studentsEstablish and maintain exclusion zones and other reasonable conditions imposed by the WAAP Ensuring works are carried out in accordance with WH&S legislationEnsure that all work is conducted in a safe and competent manner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 the WAAP is signed by BAS or their contractor after the work is completedProvide all supporting documentation to the BM or NORoles & Responsibilities

29. 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 RisksIdentification & registrationManaging in-situ & periodic inspectionsProgressive removalEducation & awarenessSafe business procedures & work practices

30. Queensland’s Work Health and Safety Regulation 2011 s. 425 requires asbestos registers for all buildings classified as workplaces constructed up to 31 December 1989. Schools constructed post-1989 have registers created for the purpose of creating & issuing WAAPsThe ‘central register’ is maintained by DHPW Building & Asset Services (BAS). Identifies assumed, confirmed, removed or not present status of asbestos-containing material (ACM) within department-owned sites.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 onlyIf you are unsure if a building material contains asbestos then you should assume that ACM is present until sample testing is conducted by Building and Asset Services (BAS). Managing RisksAsbestos Register

31. InspectionsIdentification of ACM in buildings & decisions on how it will be managed are determined by a series of inspections.Maintenance Condition Assessments (coordinated centrally)BAS engaged to undertake a visual inspection of buildings and building-related assets to evaluate a facility’s maintenance needs and high-risk ACM including:Deteriorated or unstable ACM that is not sealedACM that may be subject to abrasion or rapid deterioration over timeFriable ACM that is not effectively sealedAsbestos Audit Program (coordinated centrally) Inspection & review of all existing assumed & confirmed ACMIdentification & recording of new ACMCurrent audit program requires a staff member to accompany the BAS auditor for the purpose of identifying the current OneSchool name for the BEMIR specific location for buildings with assumed or confirmed entriesBEMIR Data queries 1. Initially contact your BAS regional contact2. Follow-up with your Regional Infrastructure Advisor3. Send an email: BEMIR.DataUpdates@dete.qld.gov.auManaging Risks

32. 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: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). 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

33. AMT or FMT schools – requirementsFMT schools/educational workplacesSchools/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 constructionAssign BEMIR users to a Facilities Management Team (FMT)FMT training (1.5hrs) provided for FMT members onlyWAAPs issued for all maintenance, construction, installation and refurbishmenthardcopy supporting documents retained and attached electronically to the Work Area Access Permit (WAAP) in BEMIR prior to closureAMT schools/educational workplacesSchools/educational workplaces where the BEMIR asbestos environmental status indicates assumed, confirmed or unknownImplement DET’s asbestos management policy and procedures includingformation of an Asbestos Management Team (AMT)AMT training (4hrs) provided for all AMT membersAsbestos Awareness – annual presentation required to be undertaken by all staff and P&C WAAPs issued for all maintenance, construction, installation and refurbishmentAll 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 closureAsbestos warning signage and Asbestos Management posters (your team/your role) must be displayedInfrastructure 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

34. 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 RisksAsbestos Management Team (AMT) training For staff assigned to the Asbestos Management Team or responsible for managing facilitiesAsbestos Management websiteOnePortal Quick links ‘Asbestos Management’Asbestos Management resources for displayIncluding:Asbestos Warning SignNo WAAP! Door SignPoster – Asbestos Management – your rolePoster – Asbestos Management – your teamAsbestos Awareness – annual presentation eLearning Animation facilitated annually by the Building Manager with all staff & P&C

35. 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.Engage BAS to undertake any sampling/testing and/or removal prior to the project works.Undertake the tender process – all tender documentation must include the Working on DET Facilities document*.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 including attending meetings with the principal contractor regularly.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 WorksManaging Risks

36. Precautionary measures - work being conductedDET policy requires Service Providers to use safe work practices and at all times, barriers and signage must be in place.ACM RemovalWhen a Service Provider is undertaking ACM removal workNo DET personnel, students or school community members are to be on siteONLY authorised service providersACM sample testing or maintenanceWhen a Service Provider is undertaking sample testing and/or maintenanceArea or room is cleared of students/staffAccess to area is restricted during the work and until the area has been inspected and a clearance given for normal re-useManaging RisksRemember…Clear out before building-related work begins

37. Work Area Access Permits (WAAPs)Managing Risks

38.

39. WAAPs – a permit to workGrants permission to access an area to carry out workIdentifies ‘Conditions of Access’ relevant to the locationProvides the service provider with the current Asbestos Register to identify the presence of assumed or confirmed ACM Formalises the clearance inspection processProviding 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

40. When is a WAAP 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 RisksRemember…No WAAP, no work, no way!

41. 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 BEMIRWAAP createdPrior to the Service Provider’s arrival by the BM, NO or AO. * Note  - email notification generated to Facility ContactsWAAP activated & generatedActivate created WAAPGenerate 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 NOWAAP closed in BEMIR WAAP authorisedBM or NO must authorise WAAP with signatureService provider checks WAAP, updates details & signs page 1Copy given to Service ProviderThe 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 finalisedBM, NO or AO update electronic WAAP in BEMIR and retain hardcopy documentationAll supporting documents must be scanned and attached to the electronic WAAP in BEMIR Asbestos Management TeamBM – Building Manager NO – Nominated OfficerAO – Administrative Officer

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

43. Managing Risks

44. Conditions of AccessConditions 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 performing the work must comply with the Conditions of Access.Managing Risks

45. A period WAAPMay 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.Recommend that a period WAAP not be issued for periods extending over 6 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 on assumed or confirmed ACM walls.Managing Risks

46. 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 BuildingsAsbestos Vinyl removal in several buildings – all work completed in one weekend1 WAAPClassroom renewal projects affecting 5 blocks – work scheduled over 10 weeks with 2 weeks/building5 WAAPsManaging Risks

47. Closing WAAPs - Supporting DocumentationRequired supporting documentation such as (not limited to):Test resultsClearance certificatesContractor reportsDisposal noticeScope of workSafe Work Method Statement (SWMS)Asbestos Removal Control Plans (ARCP)Building plansPhotosSaving 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

48. 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 thatThe 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. The work area should not be re-occupied until the WAAP has been signed-off following an inspection to ensure the work has been completed and it’s safe to re-occupy. Managing Risks

49. Print Facility Site MapsService providers must be issued with the WAAP and corresponding Facility Site Map from BEMIR prior to undertaking maintenance, installation, refurbishment and construction related works.This ensures the correct corresponding BEMIR asset/improvement and associated asbestos register is available for the service provider undertaking work or reporting an asbestos incident.BEMIR/Facility Site Map queriesQuestions in relation to BEMIR functional location updates, should be emailed to BEMIR.DataUpdates@dete.qld.gov.au Issues relating to OneSchool naming conventions or site maps should be emailed to SAPPMInterface.FACILITIES@dete.qld.gov.auBEMIR WAAPs & Facility Site Maps Managing Risks

50. Managing asbestos-related incidents

51. 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; DeteriorationVandalism/FireWeather eventUndetermined cause (i.e. damaged material, discovery or exposed in soil)Incident Management

52. Managing an asbestos-related incidentDiscovery of an assumed or confirmed asbestos-related incident *Note: Do not handle the materialInitial Management ResponseCheck the Asbestos Register if assumed, confirmed or unknown then -BM or NO required to:Ensure the area is secureInform Building & Asset ServicesInform Infrastructure Manager Create WAAP for BAS rectification worksInform the Project Coordinator if engagedReportingWithin 1 hour of discovery, AMT member required to:Create Incident Management Report in BEMIR completing - Incident Details - Initial Response Action TakenCommunicationWithin 24 hours, BM or NO required to create and distribute Asbestos-related incident parent/caregiver letter. Use letter template from website to draft letterSend draft letter to Regional Director (or their delegate) for approvalUpon receipt of approval, distribute letter to parents/caregiversUpdate IMR with date parent/caregiver letter distributedManagementBM or NO required to manage incident. BM, NO or AO required to update IMR to reflect incident status including:Testing undertaken & results Related rectification WAAPCorrective Action Taken Date for reuseItems for disposalFinalise ReportingWhen area/s cleared for reuse, AMT member required to close the IMR in BEMIR ensuring all supporting documentation scanned & attached.Note: if a Project Coordinator is engaged then they must manage the incident including the investigation & issue breach notices if applicableIncident reported to a member of the Asbestos Management Team (AMT)

53. 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.PurposeSingle point of truth regarding current status of a confirmed or assumed asbestos-related incidentAutomatic forwarding of advice to the Facility ContactsCan be viewed by all DET officers with access to BEMIRAssists in the preparation of the parent/caregiver letter advice for schools onlyAllows Central Office to forward notification advice to WH&S Queensland – dangerous eventsProvides details to assist the Infrastructure Services Branch to create and update Ministerial Information Briefing NotesIncident Management

54. Asbestos debris in groundsDiscoveredWhere 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 managementThe 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 ManagementUnder no circumstances should staff, students or parents handle the material!

55. Asbestos debris located during project worksIncident ManagementAsbestos debris discoveredProject coordinator/Manager to request BAS to arrange ASMP BM/NO & BAS notifiedService Providers to use Safe Work Method procedures (SWMP)BM/NO to manage as asbestos-related incidentParents & caregivers to be notified for “initial discovery only”Project to be halted – BM/NO & BAS notifiedBAS to inspect and remediate site (if required) & review SWMPBM/NO to manage as asbestos-related incidentParents & caregivers to be notified for “initial discovery only”Project to continue – BM/NO to be kept informed by service provider, BAS or project coordinatorService Providers must use Safe Work Method Procedures (SWMP)Asbestos in Soil Site Management Plan (ASMP)YesNoBAS to inspect and remediate site (if required)

56. Asbestos debris located during project worksWhere 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 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 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

57. 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.

58. 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 assumedThe intention of planned remedial worksWhich area(s) is restricted until a clearance for reuse is providedTemplate available from the Asbestos Management website or the AMP.Parent/Caregiver LetterSchool creates the draft letterParent/Caregiver ProformaSchool sends draft letter to Regional Director (RD) or their delegateRD approves then returns letter to meet 24hr requirementSchool issues parents/caregivers letter within 24hrs** Date letter issued recorded in the IMR.Incident Management

59. Updating and closing an IMRA BEMIR IMR cannot be closed until the asbestos-related incident has been resolved including make-safe repairs and then 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.

60. Key MessagesNo WAAP, no work, no way!Clear out before building related work beginsBe asbestos aware, act with careLet 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

61. Case Study DiscussionsIncident Management

62. Session break

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

64. Asbestos Management Plans(asbestos register)Incident ManagementRecordBEMIR Home Page Access & NavigationWork Area AccessPermits (WAAPs)Adding SupportDocumentationUpdating Facility InformationProgram

65. BEMIR AccessNavigate to the OnePortal Quick links ‘BEMIR’BEMIR Workshop

66. Access via the ‘BEMIR’ OnePortal pageBEMIR WorkshopBEMIR Access

67. Logging in to BEMIRLog in procedureEnter your User NameEnter your passwordClick Log inReset Password functionEnter your User NameClick the hyperlink Reset PasswordAn 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.IssuesContact the Service Centre on 1800 680 445 for technical support.BEMIR Workshop

68. BEMIR Home Page The BEMIR home page will be displayed when a successful login has occurred.Access the View Facility page by entering the school name into the search function. Select the required location from the Search Results.BEMIR Workshop

69. Asbestos Register – generate a hard-copySelect 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

70. 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 51234

71. Focus: Updating BEMIR Facility InformationFacility Contacts maintenance Adding and viewing Facility’s DocumentsBEMIR – Training Environment BEMIR Workshop

72. Facility Contacts MaintenanceFacility 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

73. Facility Contacts maintenance – Create New ContactLocate 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.*Tip: Ensure the Officer in Charge box is selected for the current Principal.BEMIR WorkshopIdentify required notifications

74. Facility Contacts maintenance - Edit/deactivatea contactFrom 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.

75. Facility’s Documents – viewing and editingLocate 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

76. Facility’s Documents – adding a general documentFrom 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

77. Focus: Work Area Access Permits (WAAPs)Search for and view existing permitsCreate new permit Activate and generate permitAttach supporting documentation Update, finalise and close permitBEMIR WorkshopBEMIR – Training Environment

78. 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.

79. 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.

80. WAAP – create new permit ‘Step 2’Complete the mandatory fields on the Issue New Access Permit – Step 2 page, ensuring the Work Description (i.e. Area where work is to be conducted) 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

81. 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.

82. WAAP – generate permitSelect 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.*Tip: if the permit is edited then you must select Generate Permit again

83. WAAP – attach supporting documentationLocate 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.

84. 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 closeSelect 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.Step 1 – Update details: select Edit from the menu bar and update the required Permit Edit fields including contractor name and permit date/time if required and Save.Step 2 – Finalise & Close: select Finalise Permit Details from the menu bar. 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.

85. Focus: Incident Management ReportSearch for and view existing report Create new reportUpdate report Attach supporting documentation Finalise and close report BEMIR WorkshopBEMIR – Training Environment

86. IMR – search for and view existing reportSelect 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.

87. IMR – create new reportSelect 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.

88. IMR – update reportOn 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.

89. IMR – attach supporting documentationLocate 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.

90. IMR – finalise and close reportLocate and select the Active incident from the Existing Incident Management Listing Report.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.

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

92. ResourcesDETAsbestos ManagementResources

93. BEMIR informationSystem accessBEMIR – Production Live EnvironmentBEMIR – Training EnvironmentQuick Reference GuidesWAAPsManaging WAAPsIMRsBEMIR TroubleshootingBEMIR User Accounts Create/Update/DeleteBEMIR IssuesContact 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 pageResources

94. Asbestos Management WebsiteAccess the website for further informationOnline via the OnePortal Quick links ‘Asbestos Management’ URL - http://education.qld.gov.au/asbestos/index.htmlResources including:Asbestos management – policy, plan and guidelinesPolicy for the Management of Asbestos-Containing Materialin department -owned facilitiesAsbestos Management Plan for DET FacilitiesPoster – Asbestos Management, your rolePoster – Asbestos Management, your teamQuick Reference GuidesStaff – asbestos information and trainingAsbestos Awareness – annual presentationService providers and contractors – working on department-owned facilitiesWorking on Department of Education and Training (DET) Facilities documentResources

95. Asbestos Awareness – annual presentation Designed to be facilitated annually by the Building Manager at locations where facilities are assumed and/or confirmed to have ACMAll DET staff and P&C members or volunteers are required to participateAnimation from the Staff – asbestos information and training page located on the Asbestos Management website A record of attendance must be retainedApproximately 25 minutesResources

96. ResourcesAsbestos Management Team (AMT) Training ReferencesBEMIRsystems informationtroubleshootingWebsites & hyperlinksonline resourcesvodcastsAsbestos Management Action Planidentifies clearly the initiatives to be implemented following Asbestos Management Team (AMT) trainingensures processes meet legislationensures Asbestos Management training objectives are metcreates consistencyAsbestos Management Team (AMT) Training HandoutsHave you collected your handouts?

97. Thank you for participating!