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Estates & Development Directorate
Gas Safety Management Procedure
PROCEDURE DOCUMENT AND OPERATIONAL ARRANGEMENTS FOR THE MANAGEMENT & CONTROL OF
GAS SAFETY
Document
Originated:
October 2016 By: Paul Richards
Issue Number: Version 4 Number of pages: 95
Approved by : Greg Dargue Status: Approved Document
Last revised: August 2018 By: Paul Richards
Next review: February 2019 By: PR / GD
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REVISION HISTORY SHEET
REVISION DATE AUTHOR CHECKED
BY
APPROVED
BY
DESCRIPTION
1.0 June 6th
2017 P Richards
Policy context changed to Procedure
2.0 10th
August 2017 P Richards
Full document review & links to the strategic plans
3.0 11th
December 2017 P Richards
P75 Inclusion of procurement requirements of new catering equipment -- Update addressee list
4.0
12th
July 2018 P Richards
Review document - Update organization chart and addressee list
5.0
25th
July 2018 P Richards Blue Flame Associates
Update addressee list with personnel changes at Students Union, update form references, conduct audit review with Blue Flame Associates
6.0
9th
August 2018 P Richards Document review and update following annual procedural audit
7.0
13th
August 2018 P Richards Additional supplementary information created in Appendix 18 relating to the HyDeploy project requirements
Document owner
Paul Richards Gas emergency controller
Estates and Development Directorate Keele University T: 0 1782 7 33450 E: [email protected]
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Table of Contents
1. Scope of Procedure ..................................................................................................................... 1
2. Procedure Statement ..................................................................................................................... 2
3. Legislation and Guidance ................................................................................................................ 3
4. Rationale for Procedure ................................................................................................................. 4
5. Management .................................................................................................................................. 4
6. Organisational Responsibilities: ..................................................................................................... 4
Gas Management Roles and Responsibilities: .......................................................................................... 5
Duty Holder / Responsible Person (Gas) .................................................................................................. 5
Gas Emergency Controller – Principal Mechanical EngineerGas emergency controller .......................... 5
Deputy Gas Emergency Controller ........................................................................................................... 6
Authorised Gas Safe Engineer - Estates Team Leader .............................................................................. 6
DLO Gas Safe Engineers (competent persons) ......................................................................................... 7
Responsibility for compliance with Emergency Procedure KU/Gas/6 of the Gas Safety Case, SectionPlanned Maintenance Coordinator .............................................................................................. 7
Gas Emergency Service Provider (North Staffs Pipe Services Ltd) ........................................................... 8
Contractors ............................................................................................................................................... 8
Gas Consultants ........................................................................................................................................ 9
Act in any other gas related capacity as requested by The Estates and Development Directorate staff.Estates and Development Helpdesk Staff ........................................................................................ 9
Site Security ............................................................................................................................................ 10
Head of Accommodation Services .......................................................................................................... 10
Head of Catering Services ....................................................................................................................... 10
Head of Events and Conferences ........................................................................................................... 10
Chief Executive Officer for Students Union ............................................................................................ 11
Appendix 1 ....................................................................................................................................... 12
Technical Support Library ....................................................................................................................... 12
Statutory Instruments: ........................................................................................................................... 12
British Standards Institution Publications: ............................................................................................. 13
Institution of Gas Engineers and Managers Publications: ...................................................................... 14
Other Technical Reference Publications: ............................................................................................... 15
Energy Saving Trust Publications: ........................................................................................................... 15
The Association of Control Manufacturers Publications: ....................................................................... 15
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Building Regulations Approved Documents: .......................................................................................... 15
United Kingdom Liquefied Petroleum Gas (UKLG) Publications - Codes of Practice: ............................. 16
Guidance Notes: ..................................................................................................................................... 16
Manufacturers’ Instructions: .................................................................................................................. 16
Contact Phone Numbers - A detailed list of up to date phone numbers for all relevant bodies and agencies that will include: ...................................................................................................................... 16
Amendments Procedure – Contractor/Operative Technical Library .................................................... 16
Procedure - Updating Staff, Staff Briefings, Etc. ..................................................................................... 18
Appendix 2 - Staff & Contractor Inductions ...................................................................................... 19
Purpose .................................................................................................................................................. 19
Scope ...................................................................................................................................................... 19
Retention of Records .............................................................................................................................. 20
Documentation ...................................................................................................................................... 20
Appendix 3 - Qualifications & Training of Employees & Contractors ................................................ 22
Purpose .................................................................................................................................................. 22
Scope ...................................................................................................................................................... 22
Procedure ............................................................................................................................................... 23
Retention of Records .............................................................................................................................. 24
Documentation ...................................................................................................................................... 24
Appendix 4 – Standard Operating Procedures .................................................................................. 22
Introduction............................................................................................................................................ 22
Scope ...................................................................................................................................................... 22
Procedures ............................................................................................................................................. 23
Testing Central Heating Systems ............................................................................................................ 23
Safety checks of relevant gas appliances / installations ........................................................................ 24
Tightness Testing of Installations / Appliance Connections ................................................................... 24
Safety Checks - Gas Fired Central Heating & Hot Water Boilers and Systems (including independent water heating appliances). ..................................................................................................................... 26
Safety Checks - Gas Fired Domestic Cooking Appliances / Installations. To be carried out in accordance with the following: ................................................................................................................................. 27
Safety Checks - Gas Fired, Direct and Indirect, Forced Convection Air Heaters and system to be carried out in accordance with the following: .................................................................................................... 28
Safety Checks - Gas Fired Overhead Radiant Heaters and multi-burner Systems. To be carried out in accordance with the following: .............................................................................................................. 29
Safety Checks - Gas Fired Catering Appliances / Installations. To be carried out in accordance with the following: ................................................................................................................................................ 30
Servicing of relevant gas appliances / installations ................................................................................ 31
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Servicing of Gas Fired Central Heating & Hot Water Boilers and Systems (including independent water heating appliances). ............................................................................................................................... 32
Servicing of Domestic Cooking Appliances. To be carried out in accordance with the following: ......... 33
Servicing of Indirect Gas Fired, Forced Convection Air Heaters and Systems. To be carried out in accordance with the following: .............................................................................................................. 34
Servicing of Direct Gas Fired, Forced Convection Air Heaters and Systems. To be carried out in accordance with the following: .............................................................................................................. 35
Servicing of Radiant Heaters and multi-burner systems. To be carried out in accordance with the following: ................................................................................................................................................ 37
Servicing of Commercial Catering Appliances & Kitchen Installations. To be carried out in accordance with the following: ................................................................................................................................. 38
Review .................................................................................................................................................... 39
Appendix 5 - Design Guidance .......................................................................................................... 40
Purpose .................................................................................................................................................. 40
Responsibilities ....................................................................................................................................... 40
Scope ...................................................................................................................................................... 40
Procedure ............................................................................................................................................... 41
Procedures ............................................................................................................................................. 41
Introduction............................................................................................................................................ 41
Risk Assessment Techniques .................................................................................................................. 42
Hazardous Areas ..................................................................................................................................... 43
Gas Pipework: ......................................................................................................................................... 44
Gas Pipework Design .............................................................................................................................. 44
Gas Pipework Installation ....................................................................................................................... 45
Gas Pipework Testing ............................................................................................................................. 46
New pipework ........................................................................................................................................ 46
Gas Pipework Purging............................................................................................................................. 47
Gas Meters: ............................................................................................................................................ 48
Gas Meter Design ................................................................................................................................... 48
Gas Meter Installation ............................................................................................................................ 48
Gas Meter Commissioning ..................................................................................................................... 49
Gas Meter Maintenance......................................................................................................................... 50
Design and Installation of Gas Fuelled Equipment ................................................................................. 50
Gas Equipment Fluing and Ventilation ................................................................................................... 51
Gas Fired Hot Water boilers ................................................................................................................... 51
Small commercial and domestic appliances........................................................................................... 52
Design and Installation of kitchens and catering equipment ................................................................. 53
Commissioning gas fired Plant and Equipment. ..................................................................................... 55
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Documentation ...................................................................................................................................... 56
Appendix 6 – Management Responsibilities Structure ..................................................................... 57
Appendix 7 – Management Meeting / Review Structure .................................................................. 58
Mandatory Attendance .......................................................................................................................... 58
Sporadic Attendance .............................................................................................................................. 58
Agenda ................................................................................................................................................... 58
Internal Audit Schedule .......................................................................................................................... 59
Appendix 8 - Maintaining and updating the gas asset register ......................................................... 60
Purpose .................................................................................................................................................. 60
Scope ...................................................................................................................................................... 60
Procedure ............................................................................................................................................... 60
The Asset register will contain details of:............................................................................................... 61
Retention of Records .............................................................................................................................. 62
Documentation ...................................................................................................................................... 62
Appendix 9 - Gas Maintenance Process ............................................................................................ 63
Purpose .................................................................................................................................................. 63
Scope ...................................................................................................................................................... 63
Procedure- Annual Safety Check / Service-Work Allocation .................................................................. 63
Procedure - Access (Residential and Non Residential) ........................................................................... 64
Procedure - Processing Gas Safety Records ........................................................................................... 65
Appendix 10 - Responsive Repairs - Work Allocation ....................................................................... 67
Responsive Repairs Processing Gas Inspection Tickets / Work Orders .................................................. 69
Void Properties ....................................................................................................................................... 69
Documentation ...................................................................................................................................... 70
Appendix 11 - Catering & Mobile LPG heating Equipment ................................................................ 71
Introduction............................................................................................................................................ 71
Scope ...................................................................................................................................................... 71
Responsibilities ....................................................................................................................................... 71
Procedure Fixed Catering Equipment Fuelled By Natural Gas ............................................................... 72
Preventative Maintenance on Ventilation & Extract Systems in Kitchens ............................................. 73
Daily ........................................................................................................................................................ 74
Weekly .................................................................................................................................................... 74
Monthly .................................................................................................................................................. 74
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Quarterly ................................................................................................................................................ 74
Annually .................................................................................................................................................. 74
Copies of the associated reports shall be retained for a five year period. ............................................. 74
New Equipment ...................................................................................................................................... 75
Temporary Catering Development, Mobile Catering Vehicles and gas bottled temporary heating under the responsibility of the Estates and Development Events Team .......................................................... 77
Procedure for use of temporary heating appliances fuelled by LPG ...................................................... 79
Use and Storage of LPG Cylinders .......................................................................................................... 80
Emergency Procedures ........................................................................................................................... 81
Leakage without fire ............................................................................................................................... 81
Leakage with fire .................................................................................................................................... 81
Documentation ...................................................................................................................................... 81
Appendix 12 – Dealing with Unsafe situations ................................................................................. 82
Purpose .................................................................................................................................................. 82
Scope ...................................................................................................................................................... 82
Procedure for Dealing with Unsafe Situations ....................................................................................... 82
For risk assessment process when deviating from this process ............................................................. 82
Risk Classification Process ...................................................................................................................... 83
Risk Assessments When Deviating From Unsafe Situations Procedures................................................ 84
Documentation ...................................................................................................................................... 84
Appendix 13 – Quality Control ......................................................................................................... 85
Purpose .................................................................................................................................................. 85
Scope ...................................................................................................................................................... 85
Procedure ............................................................................................................................................... 85
Procedure ............................................................................................................................................... 86
Implementation ...................................................................................................................................... 87
Auditor Qualifications ............................................................................................................................ 87
Responsibility ......................................................................................................................................... 87
Review .................................................................................................................................................... 87
Documentation ...................................................................................................................................... 88
Appendix 14 – Gas related emergencies ........................................................................................... 89
Purpose .................................................................................................................................................. 89
Scope ...................................................................................................................................................... 89
Procedure - Dealing with Reports of a Gas Related Emergency ............................................................ 89
Procedure - Processing Gas Works Procedure Form Reference GE 1 .................................................... 91
Reporting under RIDDOR ........................................................................................................................ 91
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Retention of Records .............................................................................................................................. 92
Documentation ...................................................................................................................................... 93
Appendix 15 – Form GE1 .................................................................................................................. 93
Appendix 16 Addressee list ............................................................................................................. 94
Appendix 17 Keele University Sub Contractors Gas Declaration Form .............................................. 97
Appendix 18 Keele University Supplementary Information required for any gas network introducing a Hydrogen blend ............................................................................................................................. 98
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1. Scope of Procedure
This Procedure is applicable to gas installations, generally located within buildings, downstream of
the building additional emergency control valve (AECV) .
The gas safety management system for the University gas network, generally located below ground
except for the gas governor installations, upstream of a building AECV and downstream of the
National Grid network supply point emergency control valve (ECV) is covered by the Keele
University Gas Safety Case.
The procedure has been compiled to inform and designed to achieve continuous improvements to
health and safety performance relating to Gas Safety with continuous monitoring of standards of
work, certification and plant performance.
The procedure is aligned with the Estates Strategy and the University’s strategic plan which
commits to the management and maintenance of its assets which includes gas installations and
appliances
https://www.keele.ac.uk/estates/estatespolicystrategy/estatesstrategy/Keele%20University%20Est
ates%20Strategy%202011-2015%20Website%20Final.pdf
https://www.keele.ac.uk/aboutus/strategicplan/
The procedure is also aligned to the University’s Health and Safety Policy and its desire to set safety
standards which include all aspects of gas safety
https://www.keele.ac.uk/media/keeleuniversity/healthandsafety/docs/Final%20H%20%20S%20Poli
cy%20Statement%202015-16-%20VC.pdf
Keele University is responsible for gas safety related activities in Domestic, Catering and
Commercial type Natural Gas Installations with a limited number of LPG Installations on the
University estate properties. The Estates and Development Directorate is responsible for ensuring
that all properties including some domestic dwellings with gas installations are safe and compliant
with respect to the Gas Safety (Installation and Use) Regulations. This document outlines the extent
to which Keele University has put in place arrangements that will ensure so far as is reasonably
practicable, the safety of staff when working on gas appliances and installations, downstream of the
Emergency Control Valve. Procedures are also in place to ensure that all contractors employed on
gas work comply with safe working practices.
Keele University property portfolio is extensive as it covers Medical, Pharmaceutical and Science
Schools, Halls of Residence, Faculty Offices, Catering, Sports Hall and Administrative Amenities. The
Gas Safety Management System will apply to all sites owned or wholly managed by Keele
University.
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The following installations are excluded from these procedures
Owner occupied staff housing on campus
The installation, servicing and maintenance of natural gas and LPG installations to such entities that, via lease or internal agreements, have control of their own operations, such as Science Park tenants
Bottled laboratory gasses (installations and storage requirements controlled and maintained by designated building technicians)
Medical gases and oxygen supplies
Maintenance of Mobile / temporary bottled gas installations, contracted for events or other situations (this should be included in any contract with approved suppliers see appendix 11)
Upstream natural gas installations , incoming supplies, equipment and networks owned by Cadent
Upstream gas networks, including governor stations, owned by Keele University shall be covered by the Keele University Gas Safety Case https://www.keele.ac.uk/dohs/a2z/gassafety/
Fixed or portable sources of LPG and any temporary heating / catering / process imported for use
on the site shall be covered.
2. Procedure Statement
The responsibility of Keele University, in relation to gas safety, is to ensure all gas equipment
installed and used within all University properties are installed and maintained by competent
persons and is safe to use and present no harm to any person.
Keele University will gain access to all properties it is responsible for at least once in every twelve
month period to:
Ensure the safety of persons through regular safety inspections and maintenance of all fixed gas fuel-burning equipment.
Inspect and test gas supplies and flue installations for integrity and safety.
Ensure that residences own gas appliances are correctly installed and safe to use.
Ensure the safety of persons through the regular maintenance of smoke alarms.
Ensure the safety of persons deemed to be at risk by regular maintenance of carbon monoxide alarms.
For all non-domestic gas pipework installations a programme of tightness testing will be undertaken
ensuring no installation is left untested for more than three years.
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Where a report is received that gas equipment is not operating satisfactorily a risk management
process will be adopted and a suitably qualified operative will attend site to initially make safe and
then carry out remedial actions as soon as practicable. The University will ensure that all users of
gas fuelled equipment either residential or educational are made aware of the safe operation of
such equipment.
3. Legislation and Guidance
Under the requirements set out in the Gas Safety (Installation and Use) Regulations 1998, Keele
University is required to ensure that all gas appliances, flues and gas pipework are checked
regularly. A Gas Safe registered gas engineer must carry out the safety checks and a record of each
safety check needs to be held by the University and the resident or responsible person for the
premises. The University has a responsibility for ensuring that access is gained to each property and
also that it can be demonstrated that the University has made reasonable efforts to verify that the
checks are being properly carried out. The University will also be responsible for overseeing the
activities of any contractor employed to install, service, or maintain any gas pipework or appliances
contained within or supplying University properties.
The Gas Safety Management System is designed to ensure that Keele University fully discharges the
responsibilities and duties imposed by the regulations:
Keele University is not defined as a Registered Social Landlord but has accepted a duty under the Gas Safety (Installation & Use) Regulations 1998 to maintain, in a safe condition, all gas fittings and flues, owned by the landlord, in all of its rented / managed properties. (Regulation 36).
The duty involves a check for safety of all owned appliances, flues and pipework every 12 months and, in addition, a responsibility for the maintenance of every owned fixed gas appliance in accordance with the appliance manufacturers servicing instructions.
Keele University in its statutory undertaking as a landlord and operator of public buildings additionally carries a duty of care under the Health & Safety at Work Act 1974 to discharge its responsibilities in a safe manner.
This duty extends to the maintenance of smoke alarms and where fitted and carbon monoxide alarms.
The failure of Keele University to gain access to carry out essential safety checks may result in staff,
residents and members of the public being placed in danger.
Failure to carry out essential safety checks, if it is proved that all reasonable and practicable steps
have not been taken to gain access may result in criminal proceedings being taken against Keele
University and its responsible officers.
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4. Rationale for Procedure
The Keele University Procedure in relation to all works dealing with gas supply, equipment, smoke
and carbon monoxide alarm installations identifying the University’s commitment to taking all
practicable steps to comply with the legal duties imposed onto them by the Gas Safety (Installation
& Use) Regulations 1998 and the Health and Safety at Work etc., Act 1974 in relation to gas fuelled
equipment, smoke and carbon monoxide alarm installations.
Note: With relation to smoke and CO alarms, the Procedure relates to access for the annual gas
safety check only.
5. Management
The University’s Estates and Development Gas Duty Holder will implement these procedures and ensure all sections within are adhered to as far as is reasonably practicable together with the Planning and auditing of these procedures.
The Estates and Development Department will maintain appropriate records of all works carried out by contractors and others.
The overall responsibility for effective implementation of the Procedure lies with the Gas Duty Holder
The University will consult with other bodies such as the Health and Safety Executive, The Gas Safe Register, The Institution of Gas Engineers and External Consultants in order to continually develop best practice in this Procedure area.
Please refer to Appendix 6 – Management Responsibilities structure
6. Organisational Responsibilities:
The roles and responsibility will apply to staff dealing with the installation, servicing and maintenance of natural gas and LPG installations, appliances and related works, it does not include duties relating to other areas of building services work within the Directorate of Estates and Development, Schools and faculties such as medical gases, bottled gases and oxygen supply lines or specialised department equipment other than their relationship to the installation of natural gas appliances or supply lines. The responsibility for the provision and use of such gases and associated pipework, regulators and connections are covered via local risk registers owned by the faculty and monitored via local Health and Safety committees.
Roles that interface with teaching staff, students, commercial activities or members of the public are included. This will specifically apply to Security Services and the Helpdesk personnel who will receive gas related calls in particular reports of gas escapes or fumes and are required to offer guidance and advice in such circumstances.
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Tenancy agreements are in place to prohibit staff introducing gas appliances and modifications to staff housing rented properties without authorisation from Estates, as such any gas appliance not registered with the University will be deemed to be the responsibility of the tenant. During the annual gas safety check within staff housing ALL appliances will be checked against the asset register and anomalies highlighted to the Gas Safe Authorised Engineer.
Users of gas equipment within The University such as teaching staff, students, catering staff etc. will not be included in this section. Job descriptions, authorisation of use and local training and risk assessments are in place to ensure safety
Gas Management Roles and Responsibilities:
Duty Holder / Responsible Person (Gas)
The Gas emergency controller is designated the Duty Holder by the Vice Chancellor and will act as the
‘Responsible Person’ for Keele University gas installations, as defined in the Gas Safety (Installation &
Use) Regulations. The duty holder shall have the authority to take action and will be responsible for the
overall gas safety within the University estates. Implementation of the Gas Safety Management
Procedure will be delegated to the Gas Emergency controller.
Gas Emergency Controller – Principal Mechanical Engineer
Responsible for standards setting, will control gas policies and procedures and will be responsible for the
implementation of the Gas Safety Management systems. The incumbent will:
Act as the Gas Emergency Controller for the University’s Private Gas Network as required by the Gas Safety (Management) regulations 1996.
Be responsible for liaison with Estates and Development project managers, other departments and contractors when other building work or activities are being carried out to ensure these do not have any adverse effect on the safe operation of any gas installation, controls or appliances.
The role shall be appointed in writing by the Duty Holder.
This document and any related gas procedures will be reviewed on an annual basis with the Head of Occupational Health & Safety and with external Gas Consultancy Services.
Evaluate and appoint competent Gas Emergency response contractors and act as responsible person for the gas network and act as signatory when handovers are requested from National Grid.
Be responsible for actions in Gas Safety Case Emergency procedures KU/Gas/6 section 3.
Lead on the agreement of the service level, scope of servicing & certification required for housing stock, required by the Gas Safety (Installation and Use) Regulations 1998 with the Head of Accommodation services.
Be responsible for ensuring with the Authorised Gas Safe Engineer- Estates Team Leader that all DLO operatives are updated on a regular basis to ensure they are up to date with current legislation, operating procedures.
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Lead on the management of the asset register of properties and inform the Planned Maintenance Coordinator of any changes that affect the planning schedule of appliances’ safety checks and servicing requirements.
Ensuring that sufficient resources are made available to enable the objectives of the procedure to be met.
Ensure adequate induction and training is provided to new members of staff on gas safety related matters as appropriate to their roles and responsibilities.
Liaise with the Planned Maintenance Coordinator to ensure asset registers are maintained where gas related equipment is recorded for ongoing maintenance requirements.
Control the access for the planned programme of works and deal with responsive repairs. Respond to any warning notices raised, confirm and close out any remedial actions, check corrective actions raised by contractors as a result of unsafe situations.
Deputy Gas Emergency Controller
The incumbent will:
Act as the Gas Emergency Controller for the University’s Private Gas Network as required by the Gas Safety (Management) regulations 1996.
Be responsible for liaison with Estates and Development project managers, other departments and contractors when other building work or activities are being carried out to ensure these do not have any adverse effect on the safe operation of any gas installation, controls or appliances.
The role shall be appointed in writing by the Duty Holder.
Evaluate and appoint competent Gas Emergency response contractors and act as responsible person for the gas network and act as signatory when handovers are requested from National Grid.
Be responsible for actions in Gas Safety Case Emergency procedures KU/Gas/6 section 3.
Authorised Gas Safe Engineer - Estates Team Leader
Responsible for:
The day to day operations of Direct Labour (DLO) Gas Safe Operatives and the general management of gas related problems within the University’s stock for which they have responsibility.
Where the situation is outside the competence of the Authorised Gas Safe Engineer, then he/she should inform the Gas emergency controller/ Operations Manager and procure the services of a competent contractor.
Manage investigations of gas escapes & coordinate the investigation of reported Carbon Monoxide spillage/alarms. For Gas Escapes, liaise with National Grid under such circumstances and inform the Gas Safety Controller if there is any escalation in the situation. Record details of
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the incident for future reporting, follow up on any remedial actions within the Authorised Gas Safe Engineer’s remit.
Responsible for ensuring the DLO Gas Safe Operatives have the appropriate training certification for the work allocated to them.
Responsible for dissemination of information and updates from Gas Safe to all DLO Gas Safe Operatives and to inform the Operations/ Gas emergency controller of any compliance related issues requiring action.
Responsible for checking certification, and providing certification to planned maintenance coordinators
Responsible for checking risk assessments and method statements of approved contractors who are directly employed by the Authorised Gas Safety Engineer.
Responsible for auditing performance of DLO Gas Safe engineers to ensure compliance with this Procedure and Gas Safety (Installations & Regulations) 1998.
Provide evidence of toolbox talks in relation to dissemination of information relating to gas legislation, technical bulletins and HSE guidance.
Responsible for ensuring with the Gas Emergency Controller that all DLO operatives are updated on a regular basis to ensure they are up to date with current legislation, operating procedures
Provide reports to the gas safety meetings in relation to gas escapes, contractor and DLO performance, dangerous situations and equipment upgrades.
DLO Gas Safe Engineers (competent persons)
Responsibilities include:
Adherence to this Procedure and requirements of Gas Safety (Installation and Use) Regulations 1998.
Ensure that they hold appropriate current gas qualifications for the areas of work they are employed to undertake.
Ensure they will comply with all safe working practices and install, service and maintain in a safe condition all gas equipment in accordance with the requirements of the Gas Safety (Installation and Use) Regulations 1998 and any relevant manufacturers’ instruction and current standards in force.
Ensure they complete gas safety reports or other documentation relevant to the work undertaken and issue any warning notices in accordance with the industry Unsafe Situations Procedure (Gas Safe Technical Bulletin 001).
Ensure they will respond to a report of fumes or CO detector sensor alarm activation, attend on site and, where safe to do so, make safe. If the incident is RIDDOR, reportable contact site security will inform the Emergency Service Provider and also to cooperate with any subsequent investigations.
Responsibility for compliance with Emergency Procedure KU/Gas/6 of the Gas Safety Case, Section Planned Maintenance Coordinator
Responsible for:
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Planning recurrent works, inspections and servicing of gas appliances, safety checks and monitoring in line with the requirements off the Gas Safety (Installation and Use) Regulations 1998 utilising the Estaes and Development Q5 planning database and assets registers at the request of Estates and Development staff responsible for Gas Safety and from information supplied via project managers and the handover documentation “Project Handover Checklist”.
Creating job tickets for required tasks relating to planned gas works and disseminating these job tickets to the Operations Manager and Authorised Gas Safe Engineer in a timely manner.
Updating the relevant asset management database when works are signed off and rescheduling tasks.
Providing reports detailing overdue works to be utilised in monthly reports to the Estates and Development Senior Management Team.
The retention and storage of certification relating to Gas Safety Inspections.
Assist in the formulation and upkeep of asset management systems.
Collate gas certification and send to external auditors.
Gas Emergency Service Provider (North Staffs Pipe Services Ltd)
Responsible for:
Duties under the Gas Emergency Procedure Gas Safety Case KU/Gas/6 section 4.
Providing and updating when necessary emergency contact details to both Keele University Site Security and Gas emergency controller and the Estates and Development Helpdesk.
Liaising with Gas emergency controllers during attendance of gas emergencies and provide advice relating to transfer of responsibilities from National Grid.
Contractors
Gas Contractors will:
Ensure all operatives hold appropriate current gas qualifications for the areas of work they are employed to undertake.
Comply with all safe working practices and install, service and maintain in a safe condition all gas equipment in accordance with the requirements of the Gas Safety (Installation & Use) Regulations and any relevant manufacturer’s instructions and current standards in force. Complete gas safety reports or other documentation relevant to the work undertaken and issue any warning notices in accordance with the Industry Unsafe Situations Procedures (Gas Safe Technical Bulletin 001).
Respond to a report of fumes or CO detector sensor alarm activation, attend on site and investigate, take appropriate actions and submit reports on findings and remedial actions. Ensure that all operatives are kept up to date with gas legislation, technical bulletins, or HSE guidance and provide evidence of relevant “tool box talks” and operative ACS competencies upon request.
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Contractor performance shall be subject to quarterly review at the Estates and Development Health &
Safety Review meetings.
Gas Consultants
A Gas Consultant will be retained by the University to act in an advisory and support capacity to the
Estates and Development Department. In this advisory capacity the consultant will:
Attend Management Review meetings upon request.
Provide quality assurance of completed documentation,
Provide staff development in gas safety awareness,
Provide staff training in dealing with industry unsafe situations, Carbon Monoxide releases, and develop risk assessments for the inspection and testing of pipework.
Carry out annual audits of the Gas Management System.
Act in any other gas related capacity as requested by The Estates and Development Directorate staff.Estates and Development Helpdesk Staff
Responsible for:
Following Emergency Procedure Instruction Sheet 1 of the Gas Safety Case Emergency Procedure KU/Gas/6 advising the person reporting any smell of gas or suspected CO incident.
Raising an appropriate job ticket on the asset management database for internal recording, & distributing a copy of the ticket to the Gas emergency controller.
Compiling information utilising the Gas Reporting Form (GE1) (Appendix 15) when suspected escapes are reported and to pass on a record of this document to the Gas Responsible Person.
Estates Project and Planning Officers Responsible for:
Ensuring gas designs are authorised by the Keele University Principal Mechanical Engineer
Ensure that all contracted staff conducting ‘work’ either on installation of a gas system or alteration to an existing gas installation have the necessary gas qualifications required for the work by utilising the sub-contractors declaration form – Appendix 17
When work is undertaken, provide information regarding the removal of , or addition of new gas assets to the Authorised Gas Safe Engineer – Plumbing Team Leader
Update the Gas emergency controller – Principal meMechanical Engineer Gas emergency controller so that Gas valve cards , risk assessments and load shedding documentation can be updated
Update Planned Maintenance Coordinator of works so that planned maintenance regimes can be updated
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Site Security
Site Security operate on a 24/7 basis and are responsible for implementing the emergency procedure KU/Gas/6 section 2 of the Gas safety case. They are to compile information utilising the Gas Reporting Form (GE1) when suspected escapes are reported and to pass on a record of this document to the Gas Responsible Person.
Head of Accommodation Services
Responsibilities are:
To work with the Gas Emergency controller in producing an asset list & in agreeing the service level and scope of servicing and certification for housing stock, required by the Gas Safety (Installation and Use) Regulations 1998.
Informing the Authorised Gas Safe Engineer of any changes to Gas equipment within the housing stock
To facilitate access arrangements to properties with the Accommodation Services area of control for servicing repairs and upgrades.
To develop Tenancy Agreements that clearly identifies the responsibilities of tenants with regard to gas safety.
To ensure procedures are in place to ensure any void properties are surveyed.
To ensure that agreements are in place for the provision of gas safety certification to contracted laundry services, and to monitor the performance of service providers for compliance.
Provide adequate safety information and authorisation to users of gas equipment utilising job descriptions, person specifications, training and risk assessment.
Head of Catering Services
Responsible for:
Ensuring that the Gas emergency controller has an up to date asset list, and that they are informed prior to the purchase and installation of any new gas appliances on the Keele campus to ensure they are installed correctly with the necessary certification.
Ensuring that any mobile catering equipment is fit for purpose and is correctly certified and procedures are in place to check installations prior to use and to follow the requirements in appendix 11.
Head of Events and Conferences
Responsible for:
Events shall only utilise Keele University mobile catering equipment, supplied via Catering services.
11
If mobile gas fired heating appliances are hired or supplied for any events they must be risk assessed, correctly certified and procedures should be in place to check installations prior to, and during use and to follow the requirements in appendix 11.
Chief Executive Officer for Students Union
Responsible for:
Ensuring that any fixed gas catering equipment, under their control, is maintained and serviced as per manufacturers recommendations and that a gas safety certificate is available and up to date for the installation.
Ensure maintenance arrangements are in place for ventilation and extract systems as detailed in appendix 11
Ensuring that the Gas emergency controller has an up to date asset list, and that they are informed prior to the purchase and installation of any new gas appliances on the Keele campus to ensure they are installed correctly with the necessary certification.
Provide to the Gas Safe Authorised Engineer all certification for installation and servicing of gas appliances and installations for audit purposes.
Ensuring that any mobile catering equipment or mobile gas fired heating appliances, hired or supplied for any events is risk assessed, correctly certified and procedures are in place to check installations prior to, and in, use and to follow the requirements in appendix 11.
Refer to Appendix 2 – Staff & Contractor inductions
Refer to Appendix 3 – Qualifications & Training of Employees & Contractors
12
Appendix 1 - Associated Documents / Technical Support Library
The Gas Safety (Installation & Use) Regulations 1998
The Health and Safety at Work etc., Act 1974
The Management of Health & Safety At Work Regulations 1999
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
Technical Support Library
This procedure describes the methods used and documentation utilised for providing technical support
relating to gas, smoke and Carbon Monoxide alarm installations for Keele University employees. The
Estates and Development Department will hold an electronic Central Technical Library, by subscription
to Gas Safe Register, for reference by all relevant staff including the Estates and Development
Maintenance Service Staff and the Capital Projects Team. The Central Technical Library will include (but
not necessarily be limited to) the following documents:
Statutory Instruments:
The Health and Safety at Work Act 1974
SI 1981 / 917: The Health and Safety (First Aid) Regulations 1981
SI 1989 / 635: The Electricity at Work Regulations 1989
SI 2013 / 3163: The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
SI 1998 / 2451: The Gas Safety (Installation & Use) Regulations 1998
SI 2000 / 2531: The Building Regulations 2000 (including all amendments)
SI 1999 / 1148 Water Supply (Water Fittings) Regulations
SI 1999 / 1506 Water Supply (Water Fittings) (Amendment) Regulations 1999
Health & Safety Executive / Commission Publications
Approved Code of Practice and Guidance: Safety in the installation and use of gas systems and appliances, Gas Safety (Installation & Use) Regulations 1998 series L56
13
Approved Code of Practice and Guidance: Memorandum of Guidance on the Electricity at Work Regulations 1989 (Installation & Use) Regulations 1998
A Guide to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
Reducing Noise at Work - Guidance on the Noise at Work Regulations 1989
British Standards Institution Publications:
BS 5440: Installation and maintenance of flues and ventilation for gas appliances of rated input not exceeding 70 kW net Part 1: 2008)
Specification for installations and maintenance of flues Part 2: 2009
Specification for installations and maintenance of ventilation for gas appliances
BS 5482: Code of practice for domestic butane and propane gas burning installations Part 1: 2005 Installations at permanent dwellings, residential park homes and commercial premises with installation pipework sizes not exceeding DN25 for steel and DN 28 for corrugated stainless steel or copper
BS 5546: 2010 Specification for installation of hot water supplies for domestic purposes, using gas fired appliances of rated input not exceeding 70 kW.
BS 5864 : 2010 Installation and maintenance of gas fired ducted air heaters of rated input not exceeding 70 kW (net) - Specification
BS 5839: Fire detection and alarm systems for buildings Part 1: 2013Code of practice for system design, installation and servicing (current sections) Part 1: 2002
Code of practice for system design, installation commissioning and maintenance Part 6: 1995
Code of practice for the design and installation of fire detection and alarm systems in dwellings
BS 5871: Specification for installation of gas fires, convector heaters, fire/ back boilers and decorative fuel effect gas appliances
Part 1: 2005 Gas fires, convector heaters, fire/ back boilers and heating stoves
Part 2: 2005 Inset live fuel effect gas fires of heat input not exceeding 15 kW and fire/ back boilers
Part 3: 2005 Decorative fuel effect gas appliances of heat input not exceeding 20 kW
Part 4: 2007 Independent gas fired flue less fires, convector heaters and heating stoves of nominal heat input not exceeding 6 kW
BS 6172: 2010 Installation of domestic gas cooking appliances - Specification
BS 6173: 2009 Specification for installation of gas-fired catering appliances for use in all types of catering establishments (2nd and 3rd family gases)
BS 6230: 2011 Specification for installation of gas-fired forced convection air heaters for commercial and industrial space heating (2nd family gases)
BS 6400: Specification for installation of domestic sized gas meters maximum rated capacity not exceeding 6m3/h.
Part 1: 2016 Low pressure 2nd family gases
14
Part 2: 2006 Medium pressure 2nd family gases
Part 3: 2007 Low & medium pressure 3rd family gases
BS 6461: Installation of chimneys and flues for domestic appliances burning solid fuel
Part 1: 1984 Code of practice for masonry chimneys and flue pipes
BS 6644: 2011 Specification for installation of gas-fired hot water boilers of rated inputs between 60 kW and 2 MW (2nd and 3rd family gases)
BS 6798: 2014) Specification for installation of gas fired boilers of rated input not exceeding 70 kW net
BS 6891: 2015 (Incorporating Amendment No. 1 & No. 2: 2008) Installation of low pressure gas pipework of up to 35 mm (R1¼) in domestic premises - Specification
BS 6896: 2011 Specification for installation of gas-fired overhead radiant heaters for industrial and commercial heating (2nd and 3rd family gases)
BS 7624: 2004 Installation and maintenance of domestic direct gas-fired tumble dryers of up to 6 kW heat input - Specification
BS 7671: 2008 (+ A3: 2015) Requirements for Electrical Installations - IEE wiring Regulations 17th Edition
BS 7967: 2015 Guide for the use of electronic portable combustion gas analysers for the measurement of Carbon monoxide in dwellings and the combustion performance of domestic gas fired appliances
BS 7967 Part 5: 2010 Guide for using electronic portable combustion gas analysers in non-domestic premises for the measurement of carbon monoxide and carbon dioxide levels and the determination of combustion performance
BS 8446: 2005 Specification for the installation and maintenance of open-flued, non-domestic gas fired laundry appliances)
BS EN 12828: 2003 Heating Systems in Buildings - Design for water based heating systems
BS EN 12831: 2003 Heating Systems in Buildings - Method for calculation of the design heat load
BS EN 14336: 2004 Heating Systems in Buildings - Installation and commissioning of water based heating systems
Institution of Gas Engineers and Managers Publications:
IGE/UP/1 : Edition 2 Strength testing, tightness testing and direct purging of industrial and commercial gas installations
IGE/UP/1A : Edition 2 Strength testing, tightness testing and direct purging of small, low pressure industrial and commercial Natural Gas installations
IGE/UP/1B : 2006 Edition 3 Tightness testing and purging of small gas installations
IGE/UP/1C Communication 1751 Strength testing, tightness testing and direct purging of Natural Gas and LPG meter installations.
IGE/UP/2: Edition 3 Installation of pipework on industrial and commercial premises
IGE/UP/4: Edition 4Commissioning of gas-fired plant on industrial and commercial premises
IGE/UP/10: Edition 4 Installation of gas appliances in industrial and commercial premises plus amendments March 2016
IGE/UP/11: Edition 2 Gas installations for educational establishments
15
IGE/UP/1101 Communication 1745 Guidance on gas installations for the management and staff within educational establishments
IGE/UP16 Design for Natural Gas Installations
IGE/TD/4 Edition 4 PE and steel gas services and service pipework
IGEM/TD/13 Edition 2 Pressure regulating installations for Natural Gas, LPG and Liquefied Petroleum Gas/Air
IGE/SR/25 Edition 2 Hazardous Area Classification
IGE/SR/29 Dealing with reported gas escapes. Gas Safe Register (GSR) Publications:
The Gas Industry Unsafe Situations Procedure Edition 7.1 (TB001)
Institution of Electrical Engineers (IEE) Publications
On-Site Guide BS 7671: (2015) – 17th Edition 6
Other Technical Reference Publications:
Basic Science and Practice of Gas Service (Gas Service Technology Volume 1)
Domestic Gas Installation Practice (Gas Service Technology Volume 2)
Energy Saving Trust Publications:
CE 30 : 2008 Domestic Heating by Gas : Boiler Systems CE 54 : December 2003 - Reprinted February 2005 Domestic heating sizing method
2011CE51 2008 Central Heating System Specifications (CHeSS)
The Association of Control Manufacturers Publications:
How to Comply with the Revised Building Regulations 2001 / 2002 (July 2003)
Building Regulations Approved Documents:
Approved Document A: 2013 Structure
Approved Document B: 2010 Fire Safety
Approved Document F: 2010 Ventilation
Approved Document G: 2016 Hygiene
Approved Document H: 2010 Drainage and Waste Disposal
Approved Document J: 2010 Combustion Appliances and Fuel Storage Systems
Approved Document L1A: 2013 Conservation of Fuel and Power
Approved Document P: 2006 Electrical Safety
16
United Kingdom Liquefied Petroleum Gas (UKLG) Publications - Codes of Practice:
COP 1: Bulk LPG Storage at Fixed Installations
Part 1. 2013 Design, Installation and Operations of Vessels Located Above Ground
Part 2. 2000 Small Bulk Installations for Domestic Purposes
Part 3. 2006 Examination and Inspection
Part 4. 2013 Buried / Mounded LPG Storage Vessels
COP 3: 2000 Prevention or Control of Fire Involving LPG
COP 7: 2004 Storage of Full and Empty LPG Cylinders and Cartridges
COP 17: 2001 Purging LPG Vessels and Systems
COP 22: 2012 LPG Pipework
COP 24: The Use of LPG Cylinders
Part 1. 2006 LPG at Residential Premises
Part 2. 1998 The Use of Butane in Cylinders at Residential Premises
COP 25: 2008 LPG Central Storage and Distribution Systems for Multiple Consumers
Guidance Notes:
GN 3: 1999 A Guide to the Preparation of Major Accident Prevention Policies
Manufacturers’ Instructions:
Copies of appropriate manufacturers’ instructions for all appliances/equipment owned by Keele University.
Contact Phone Numbers - A detailed list of up to date phone numbers for all relevant bodies and agencies that will include:
National Gas Emergency Service Call Centre
Gas Safe Register
Appropriate Manufacturers
Local / National HSE Office(s) and Advice Lines
Energy Suppliers
Nominated Gas Consultants
Amendments Procedure – Contractor/Operative Technical Library
17
Gas & DLO operatives must access Gas Safe Registered Technical Bulletin 999 which identifies all
normative documents for use by gas operatives. Technical Bulletin 999 identifies changes and expected
revision dates to normative documents.
Form Reference Title
TBA Gas Safe Technical Bulletin 999
This technical bulletin is updated where appropriate and republished on or about the following dates
each year;
January
April
July
October
The gas operative will review technical Bulletin 999 at the appropriate dates and inform the Authorised
Gas Safe Engineer or Keele University Operations Manager for DLO operatives of any changes to
normative documents, technical bulletins, HSE Safety Alerts or manufactures updates that will result in
operational change.
The contractor will ensure that each individual operative will hold an Operative Technical Library for
personal use during their daily activities.
The Operative Technical Library will include (but not necessarily be limited to) the following documents:
Domestic Essential Gas Safety Commercial Essential Gas Safety
Gas Industry Unsafe Situations Procedures
The Gas Consultants will inform the Gas emergency controller of legislative change to or withdrawal of
the publications for amendments to the Central Technical Library.
It is the responsibility of any gas contractor to ensure their individual gas operative technical library is
updated.
18
Procedure - Updating Staff, Staff Briefings, Etc.
This will be achieved by several means including:
Where necessary completion of relevant ACS Assessments
Appropriate Manufacturers Training
Regular ‘Tool Box’ Talks
Availability of the Registered Gas Engineer Magazine
Circulation of Trade Publications / Magazines
Electronic access to Gas Safe documentation British Standards and IGEM documents via subscription , housed on the Gas Safe Web Site
Documents will be kept in a central Library and updates logged during a quarterly review by the Authorised Gas Safe Engineer
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Appendix 2 - Staff & Contractor Inductions
Purpose
This procedure describes how newly recruited members of staff with responsibilities for the safe
operation of the Gas Safety Systems, or any contractor(s) with responsibility for performing gas related
work carried out on properties for which Keele University Estates and Development have responsibility,
are suitably inducted into and, conversant with these procedures and any other related Health and
Safety requirements pertaining to those areas of gas work they undertake. The purpose is to ensure
new employees and / or contractors become fully operational quickly and are integrated with the
recruitment process and start contributing effectively to the day to day delivery of the maintenance,
servicing, and installation of gas systems across all the campuses, academic, administrative, commercial
and residential buildings. The induction process will include a review and feedback process to identify
any training needs required to fully implement these procedures.
Scope
This induction procedure is limited to gas specific issues and will not take into account generic induction
processes undertaken by Human Resources or others which covers areas for example such as:
Terms and Conditions of the Employment Contract
Objectives of the Business or Organisation
The Business or Organisational Policies and Procedures
Mission Statement
Staff Handbook
Procedure
An induction training form will be held on file by Keele University Estates and Development.
The induction training form will identify the roles and responsibilities of the inductee and those areas of
responsibility applicable to the job role being undertaken within Keele University premises. The training
form will be subject to annual review, or as required, due to changes in legislation or operational
20
requirements (these criteria apply equally to permanent employees and agency staff used for installing,
servicing and maintaining gas systems).
The Operations Manager will ensure any new members of staff, in accordance with the roles and
responsibilities, or agency staff undertakes an induction training course. On completion the Induction
Training Form shall be completed and added to the staff records.
The induction course shall include as necessary, (but not be limited to):
Overview of the Organisational Structure
Key staff within the organisation
Outline of the individuals responsibilities for maintenance of the system and observance of procedures within their areas of operations
Appliance types and locations including campus geography
Gas Safety Procedures Manual
Keele University Permits to Work procedures
Emergency Procedures including reports of gas escapes and reports of fumes
Health & Safety and hazard/incident reporting procedures, including RIDDOR, in accordance with the gas safe register requirements
Communication channels within the University
Security arrangements including key access to secure areas
Risk Assessments and Method Statements
The associated line manager shall identify all training requirements that must be completed in order for
a member of staff to fully undertake their duties. All such training must be undertaken prior to an
individual taking up their duties. Evidence of all required qualifications and training shall be filed with
the Training Matrix. Each inductee shall be responsible for providing up to date copies of any
certificates demonstrating relevant training and approval to appropriate Regulations.
The Operations Manager will ensure that a review of the induction process is undertaken after the first
week and at agreed timescales thereafter and inductees given the opportunity to provide feedback.
Contractors attending site at the request of Estates and Development staff shall complete the Keele
University Induction DVD and questionnaire
http://www.keele.ac.uk/estateshelpdesk/contractorinduction/ and provide staff with evidence of all
required qualifications
Retention of Records
Evidence of the induction process shall be retained for 5 years on the Induction Training Form
Documentation
Form Reference Title
21
TBA Induction Training Form
OCMS – Card management
(Keele Card)
Contractor induction records
22
Appendix 3 - Qualifications & Training of Employees & Contractors
Purpose
This procedure describes the methods used and documentation utilised in ensuring that any person
with responsibility for gas safety issues or gas work carried out on properties for which Keele
University Directorate of Estates and Development has responsibility, is carried out by gas operatives
who are suitably qualified, conversant with current requirements and deemed competent in those
areas of gas work they undertake and registered “as a class of person” (currently Gas Safe). The
procedure will also ensure that Keele University staffs who are not gas qualified will undertake
suitable training events to show their understanding of current legislation and standards affecting gas
safety.
Scope
The Accredited Certification Scheme (ACS) system contains competence assessments for all
mainstream work involving Natural Gas or Liquefied Petroleum Gases. Some elements of more
specialised work are covered by The Approved Code of Practice (ACoP) but the only existing route for
Gas operatives to demonstrate continued competence for mainstream work is through ACS
qualifications. All Gas Safe registered gas operatives must be re-assessed on their professed
competencies at a maximum of 5 yearly intervals. For the purposes of this procedure the obligations
and standards to be applied in determining and maintaining competence will apply to all gas
operatives. All ACS qualifications will need to be current, valid, and supported by ongoing evidence of
maintaining knowledge with changes in law, technology and safe working practice during the 5 yearly
renewal periods of ACS qualifications. DLO technicians who are not gas qualified and outside the
scope of this procedure can undertake some normal day to day activities which are excluded from the
requirement for ACS competence.
This can include but is not limited too;
Connecting or disconnecting bayonet fittings or other self-clean connections for the purpose of cleaning the space a gas appliance normally occupies
Operation of laboratory equipment such as Bunsen burners
Changing of bottled gas cylinders
Relighting of pilot lights or operation of appliances
23
Procedure
An ACS competence matrix will be held on file by Keele University Estates and Development
Maintenance Department. The competence matrix will identify the necessary ACS competencies
required for contractors to work on the types of gas systems and appliances within Keele University
premises for which the Estates and Development Department has responsibility. The matrix will be
subject to annual review or as required by changes to ACS competency requirements.
All Contractors must provide a current and valid copy of their GAS SAFE registration certificate as part of the Keele University Sub Contrators Declaration Form - Appendix 17
Contractors will supply the identity of any operatives that will / may undertake work on Keele University gas systems and provide copies of individuals relevant and current ACS certificates and Gas Safe Registration Cards also as part of the submission of the Keele University Sub Contrators Declaration Form - Appendix 17
Any contractor will assume responsibility for vetting any sub-contractors and forwarding their details to the Authorised Gas Safe Engineer.
No such person will be allowed to start work without approval from the Authorised Gas Safe Engineer or in his absence, the Operations Manager.
The Estates Authorised Gas Safe Engineer will retain evidence of the identity of operatives that will / may undertake work on Keele University gas systems and retain copies of relevant and current certificates and Gas Safe Registration cards. Competencies will be checked against the competency matrix or Gas Safe Register.
A permit to work shall be used to authorise work undertaken by contractors, on any gas system.
Keele building managers with responsibility for maintenance and safety of gas systems and gas fired
equipment such as fixed catering equipment shall ensure competent persons are employed to
service, maintain or install gas fired equipment and provide evidence of operative competence. The
Gas emergency controller will advise such managers of any changes to legislation or working practice
which may affect the requirements’ for servicing or inspection of gas fired equipment for which they
have contractual responsibility.
The relevant Area Supervisor will be responsible for checking contractor qualifications and referring
to the Authorised Gas Safe Engineer or Gas emergency controller before temporary transportable gas
systems such as LPG fuelled temporary heat sources or outside temporary catering equipment are
imported into Keele University premises to ensure compliance is maintained.
Where a DLO gas operative training need is identified due to findings from quality control inspections,
changes in legislation or ACS competencies then the Authorised Gas Safe Engineer will advise the Gas
emergency controller in writing of the Gas operatives training need. Compliance dates will be
identified, and evidence of completion of relevant training, and achievement of ACS assessments
submitted and held on file. Any operative not achieving compliance by the required dateline will be
deemed no longer competent and not allowed to work on gas systems until such compliance is
achieved and evidence thereof submitted.
24
The Authorised Gas Safe Engineer will be responsible for ensuring that DLO operatives are informed
of changes to Gas Safe Technical Bulletins, HSE warning alerts or manufactures updates and recalls by
the use of “tool box talks” and memorandum. They shall submit evidence of operative’s updates to
the Gas Contractor of any tool box talks, or issue of memorandum carried out for inclusion onto the
training database. This item will be a standard agenda item for discussion at all monthly meetings.
The Authorised Gas Safe Engineer and Gas emergency controller will identify any gas safety training
needs of non-technical staff such as DLO technicians, premises managers, Accommodation Service
Managers, helpdesk personnel and security staff etc. who have responsibilities under these gas safety
procedures. A training needs analysis will be conducted and where training is required delivered at
the discretion of the Operations Manager, course content will be agreed with Gas Consultant and
where necessary delivered “in-house” or outsourced to suitably qualified staff who will deliver the
training. Evidence of training will be held on the training matrix as proof of compliance or evidence of
Continual Professional Development (CPD).
For statutory refresher training and updating of Gas Safe registration the Authorised Gas Safe
Engineer – plumbing team leader shall formulate a training matrix which enables refresher training
courses to organised in a timely manner to ensure that required Gas Safe qualifications are
maintained with the DLO staff.
This matrix shall form part of the gas management plan and shall be reported on within the
compliance reporting documentation, formulated for the scheduled gas safety meetings.
Retention of Records
Evidence of operative competencies shall be retained on the competence matrix and reviewed annually.
Copies of contractor annual GAS Safe registration certificates will be held on file at for a period of not less than TWO years.
Copies of operative certificates and Gas Safe Registration cards will be retained for a period of not less than FIVE years.
Documentation
Form Reference Title
TBA Competence Matrix
TBA Training matrix
TBA Company Gas Safe Registration Certificates
TBA Operative Certificates and Gas Safe Cards.
Reference Title
TBA Technical staff updates & tool box talks
TBA No-technical/supervisory/management gas awareness training
22
Appendix 4 – Standard Operating Procedures
Introduction
This procedure describes the standard methods and procedures used when carrying out service
and maintenance work on relevant appliances found within Keele University premises.
Scope
The standard methods and procedures described in this section shall apply to the following
equipment:
Gas Installation Pipework
Gas Fired Central Heating and Hot Water Boilers and System (including independent water
heating appliances). The list below in not exhaustive but may Include the following appliances:
Wall mounted boiler
Free standing boiler
Traditional hot water boilers
Condensing boilers
System boilers
Combination boilers
Thermal storage boilers
Any combination thereof fitted with any type of flue system
Domestic Gas Fired Cooking Appliances. Including the following appliances:
Free standing cookers
Built-in hotplates
Built-in Ovens
Independent grills
Any combination thereof
Gas Fired, Direct and Indirect, Forced Convection Air Heaters and System. Including the following
appliances:
Free standing floor mounted
Suspended high level
Ducted / Combined units
Any combination thereof fitted with any type of flue system
23
Gas Fired Overhead Radiant Heaters and Systems. Including the following appliances:
Suspended overhead radiant tube heaters
Radiant Plaque heaters
Ducted / Combined units
Any combination thereof fitted with any type of flue system
Gas Fired Catering Appliances and Allied Equipment. Including the following appliances:
Hotplates / Ovens / Ranges and Combination Appliances
Over / Underfired Grillers and Salamanders
Deep Fat Fryers
Steaming, Proving and Baking Ovens
Baine Marie and Warming Cupboards or any combination thereof
Procedures
The following procedures shall be followed when undertaking gas related work:
General miscellaneous works
General Work on Gas Appliances
Following any work which may potential compromise the gas services associated with the gas
appliance, the gas operative shall carry out a safety check of the appliance including the following
checks:
The effectiveness of its flue if applicable
The correct supply of combustion and ventilation air
The operating pressure or heat input or, where necessary, both
The appliance operation so as to ensure its safe functioning. More detailed requirements are to be found later in this section
Testing Central Heating Systems
Where work has been carried out to a central heating system or part of the system, the operative
shall fully test the installation and commission the complete works. Included in the testing and
commissioning shall be the following general items:
Thoroughly flush systems with clean cold water
Thoroughly flush the system, or appropriate part of the system, with clean cold water
When a gas supply has been interrupted it must be re-tested in accordance with the appropriate standards and the requirements of this specification
Re-commission and safety check the appliance in accordance with the appropriate standards and the requirements of this specification
24
Thoroughly flush the system, or appropriate part of the system, with hot water
Refill, completely vent all high level points and radiators and hydraulically test
Add the correct dosage of corrosion inhibitor where applicable
Instruct the site responsible person in the proper and safe working of the systems and hand over all manufacturers literature provided with each boiler, pump, thermostat and programmer intended for user’s instructions. The instruction shall be contained in a plastic sachet and shall include at least one radiator vent key.
More detailed requirements for safety checking installations and appliances are to be found later in this appendix.
Safety checks of relevant gas appliances / installations
All safety check work schedules documented in this appendix must be used in conjunction with
the appropriate manufacturer’s instructions, which must be fully complied with.
Where any appliance consists of two or more appliances, purposely designed to be used as a
combined unit, then the relevant schedule shall be followed for each individual appliance.
Whenever a ‘Safety Check’ of a property is required by Keele University this shall include a full
detailed safety check of any chimney system and any gas appliance for which the University is
responsible. Should an additional tightness test of the entire gas installation be required over and
above the three yearly specified tests this will be specified separately.
Tightness Testing of Installations / Appliance Connections
When tightness testing and purging non domestic natural gas installations, the Operative shall
carry out such work in accordance with the appropriate standards listed below.
Natural Gas Installations
IGE/UP/1: Strength testing, tightness testing and direct purging of industrial and commercial gas installations
IGE/UP/1A: Strength testing, tightness testing and direct purging of small low pressure industrial and commercial natural gas installations
IGE/UP/1B: Tightness testing and direct purging of small natural gas installations
The relevant test shall be determined in accordance with the guidance contained within these
standards. This tightness test shall be repeated at least every 3rd year thereafter, unless required
sooner by the manufacturer’s instructions or deemed necessary by the gas operative or requested
by the Contract Administrator. In all cases where gas escape has been identified or reported the
operative shall, once any repair has been completed, undertake a tightness test to confirm the
system is free from any leaks in accordance with the appropriate standards.
25
In the event of a tightness test being unsuccessful and the escape cannot be repaired, the
installation shall be made safe and refer back to the Contract Administrator as soon as reasonable
practicable or the ‘Helpdesk or Security Services’ so that the building users can be informed.
Record the tightness test results on the ‘Strength Testing, Tightness Testing and Purging Forms’ as
appropriate.
Safety Checks must be carried out in accordance with manufacturer’s instructions when carrying
out gas works, however the following should be further considered when inspecting and Testing
Chimneys Serving Gas Appliances:
Visually inspect the entire chimney where practicable, removing access panels as required, including any section in the roof space, disconnecting and removing any gas appliance, plates, etc. as required to allow access to flue to determine the chimney route is acceptable
The chimney is adequately supported
The chimney is constructed from suitable materials
The chimney is the correct size and suitable for the appliance
The chimney is complete and continuous throughout its length
The chimney is not corroded or cracked and is in good condition
The chimney is a sufficient distance from any combustible material
The use of bends meets the appliance / chimney requirements
Flexible chimney liners are suitably sealed at the top and bottom
No unacceptable intermediate openings exist in the chimney
Any draught diverters, draught stabilisers, flue breaks or air inlets are correctly installed
Any chimney previously used with other fuels has been swept prior to its initial use
All chimney and appliance joints / seals are correctly made and suitable adaptors are used as required. Where a ridge terminal is fitted the integrity of the adaptor and its fixing bolts must be checked where practicable
Only one appliance is connected to the chimney unless the chimney has been specifically designed for the connection of more than one appliance, e.g. a modular boiler installation
Any catchment area is accessible via a suitably sized opening and is suitably constructed, of the correct size, free of debris and any air gaps into the space are sealed
The chimney is clear of obstructions and any dampers have been suitably installed and / or interlocked
The termination is correct, suitably located and fitted with an appropriate guard as required
There are no signs of spillage of products of combustion
Check flue flow and continuity using a smoke pellet and re-inspect all accessible chimney pipe including any section in an enclosed space for leakage - removing access panels as required
Where necessary reconnect the gas appliance(s) then:
Tightness test and purge the appliance connection
26
Check there is an adequate supply of combustion air
Check the appliance operating pressure or heat input or, where necessary, both
Check the appliance operation to ensure safe functioning
Test all disturbed joints for gas tightness
Test appliance(s) for spillage in accordance with manufacturer’s instructions - carrying out individual and combined spillage tests
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Safety Checks - Gas Fired Central Heating & Hot Water Boilers and Systems (including independent water heating appliances).
Check the general condition of the appliance, and that the installation conforms with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check the suitability of any appliance base / plinth
Check that the method of appliance suspension is correct
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check the size location and suitability of any open vent and cold feeds
Check the condensate pipework is of suitable material and terminated in an acceptable position
Check all pressure relief and safety valves discharge to a safe position
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the area Authorised Gas Safe Engineer – Plumbing Team Leader of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted and check mechanical ventilation interlocks are operational
Isolate the gas, electric and water supplies, as required
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standard
Visually inspect the entire chimney, removing access panels as required, including where practicable, any section in the roof space.
Check the appliance chimney connection to any chimney or chimney liner and check annular spaces between chimney liner and chimney or around pipe ducts or any other voids entering the base of the chimney are sealed
Check flue flow and continuity using a smoke pellet and re-inspect the entire chimney including any section in the roof space for leakage, removing access panels as required
Check the feed and expansion cistern water level and or a sealed systems pressure, top up as required
Check the appliance for obvious signs of gas escapes
Check the appliance and system for obvious water leaks and other defects
Check all appliance seals
27
Check all plant / boiler room automatic isolation valves and their associated systems for correct operation
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Reconnect, if applicable, the water supply and checks for any leaks
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls, pressure and temperature safety valves, and all other safety devices
Test appliance(s) for spillage in accordance with manufacturer’s instructions - carrying out individual and combined spillage tests
Carry out an electronic analysis of the combustion products to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
Test and reset all controls to suit the manager / site responsible person requirements
Check hot water flow rate and temperature rise is in accordance with manufacturer’s instructions on instantaneous hot water appliances
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader manager of any remedial work required
Safety Checks - Gas Fired Domestic Cooking Appliances / Installations. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Confirm that the appliances restraining device where required are correctly fitted.
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of heat damage on the appliance and / or adjacent surfaces.
Inform the site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check openable window direct to outside air
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance for obvious signs of gas escapes
Check all appliance seals
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Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings including the bypass rate on thermostats
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls and all other safety devices
Test and reset all controls to suit the site responsible person’s requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Safety Checks - Gas Fired, Direct and Indirect, Forced Convection Air Heaters and system to be carried out in accordance with the following:
Check the general condition of the appliance, and that the installation conforms with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check the suitability of any appliance base / plinth
Check that the method of appliance suspension is correct
Check any connected ductwork for adequate size, of suitable material, adequately protected and for any signs of damage / leaks
Check registers and diffusers for damage and operation
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted and check any mechanical ventilation interlocks are operational
Isolate the gas and electric supplies, as required
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standard
Visually inspect the entire chimney, removing access panels as required, including any section in the roof spaces as described in clause 3.4.8
Check the appliance chimney connection to any chimney or chimney liner and check annular spaces between chimney liner and chimney or around pipe ducts or any other voids entering the base of the chimney are sealed
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Check flue flow and continuity using a smoke pellet and re-inspect the entire chimney including any section in the roof space for leakage, removing access panels as required
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Check all plant room automatic isolation valves and their associated systems for correct operation
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls, and all other safety devices
Check air flow rate and temperature rise is in accordance with manufacturer’s instructions where appropriate
Test appliance(s) for spillage in accordance with manufacturer’s instructions - carrying out individual and combined spillage tests
Where appropriate carry out an electronic analysis of the combustion products to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
For unflued heaters carry out an ambient atmosphere analysis of the occupied heated space to confirm satisfactory CO2 levels, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
Complete all necessary documentation and advice the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Safety Checks - Gas Fired Overhead Radiant Heaters and multi-burner Systems. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the installation conforms with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check that the method of appliance suspension is correct
Check any connected ductwork for adequate size and any signs of damage / leaks
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of spillage on the appliance and / or adjacent surfaces.
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Inform the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted and check any mechanical ventilation interlocks are operational
Isolate the gas and electric supplies, as required
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standard
Visually inspect the entire chimney, removing access panels as required, including any section in the roof spaces.
Check the appliance chimney connection and check around pipe ducts or any other voids entering the base of the chimney are sealed
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls, and all other safety devices
Test appliance(s) for spillage in accordance with manufacturer’s instructions - carrying out individual and combined spillage tests
Where appropriate carry out an electronic analysis of the combustion products to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
For unflued heaters carry out an ambient atmosphere analysis of the occupied heated space to confirm satisfactory CO2 levels, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Safety Checks - Gas Fired Catering Appliances / Installations. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Confirm that the appliances restraining device is correctly fitted
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Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check duct-work is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check mechanical ventilation interlocks, where fitted, are operational
Check the extract flow rate against the rate detailed on the canopy data plate; ensure that the canopy is capable of clearing products of combustion and cooking vapours without spillage
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings including the bypass rate on thermostats
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls and all other safety devices
Carry out an ambient air test to the requirements of BS7967-5 to confirm satisfactory CO2 levels, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Servicing of relevant gas appliances / installations
All servicing work schedules documented in this appendix must be used in conjunction with the
appropriate manufacturer’s instructions, which must be fully complied with. Where any appliance
consists of two or more appliances, purposely designed to be used as a combined unit, then the
relevant schedule shall be followed for each individual appliance. Whenever a ‘Service’ of an
appliance is required by the University this shall include a full detailed safety check of any flue
system and any gas appliance for which the University is responsible. For non-domestic premises,
should an additional tightness test of the entire gas installation be required over and above the
three yearly specified tests this will be specified separately.
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Servicing of Gas Fired Central Heating & Hot Water Boilers and Systems (including independent water heating appliances).
To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check the suitability of any boiler base / plinth
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check the size location and suitability of any open vent and cold feeds
Check all pressure relief and safety valves discharge to a safe position
Check the condensate pipework is of suitable material and terminated in an acceptable position
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted and check mechanical ventilation interlocks are operational
Isolate gas, electric and where applicable water supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standard
Visually inspect the entire chimney, removing access panels as required, including any section in the roof space as described in clause 3.4.8
Check the appliance chimney connection to any chimney or chimney liner and check annular spaces between chimney liner and chimney or around pipe ducts or any other voids entering the base of the chimney are sealed
Check flue flow and continuity using a smoke pellet and re-inspect the entire chimney including any section in the roof space for leakage, removing access panels as required
Check the feed and expansion cistern water level and or a sealed systems pressure, top up as required
Check the appliance for obvious signs of gas escapes
Check the appliance and system for obvious water leaks and other defects
Check all appliance seals
Clean dust and deposits from within the appliance casing and surrounding area
Check and clean burners, injectors, combustion chamber, heat exchanger and appliance air and flue-ways. Examine for any signs of cracking or damage to these components
Check and clean fans and any air pressure sensing tubes
Check and clean condensate traps, refill with clean water and refit to the appliance
Check clean and lubricate, as required, all plant / boiler room automatic isolation valves and their associated systems
Check, clean, lubricate and adjust other controls as required
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Clean the flame supervision device components and where fitted the atmospheric sensing device, if allowed by instructions, or similar control components
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Reconnect the water supply and checks for any leaks
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls, pressure and temperature safety valves, and all other safety devices
Check hot water flow rate and temperature rise is in accordance with manufacturer’s instructions on instantaneous hot water appliances
Check operation of radiators / heat emitters / calorifiers
Test appliance(s) for spillage in accordance with manufacturer’s instructions - carrying out individual and combined spillage tests
Carry out an electronic analysis of the combustion products to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Servicing of Domestic Cooking Appliances. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Confirm that the appliances restraining device is correctly fitted
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of heat damage on the appliance and / or adjacent surfaces
Inform the site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check for opening window direct to outside air
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance for obvious signs of gas escapes
Check all appliance seals
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Clean dust and deposits from within the appliance casing and surrounding area
Check and clean burners, injectors, combustion chamber, heat exchanger and appliance air and flue-ways. Examine for any signs of cracking or damage to these components
Check and clean combustion and recirculation fans and any air pressure sensing tubes.
Check, clean, lubricate and adjust other controls as required
Clean the flame supervision device components and where fitted the atmospheric sensing device, if allowed by instructions, or similar control components
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings including the bypass rate on thermostats
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls and all other safety devices
Test and reset all controls to suit the site responsible person’s requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Servicing of Indirect Gas Fired, Forced Convection Air Heaters and Systems. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check the suitability of any heater base / plinth
Check the suitability of the method of suspension of the appliance
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check duct-work is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check registers and diffusers for damage and operation
Check visually for signs of spillage on the appliance and / or adjacent surfaces.
Inform the manager / site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check mechanical ventilation interlocks are operational
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Visually inspect the entire chimney including any section in the roof space
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Check that the appliance chimney connection is satisfactory
Check flue flow and continuity using a smoke pellet and re-inspect all exposed chimney pipe including any section in the roof space for leakage
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Clean dust and deposits from within the appliance casing and surrounding area
Check and clean burners, injectors, combustion chamber, heat exchanger and appliance air and flue-ways. Examine for any signs of cracking or damage to these components
Check and clean combustion and recirculation fans and any air pressure sensing tubes
Check clean and lubricate, as required, all boiler room automatic isolation valves and their associated systems
Check, clean, lubricate and adjust other controls as required
Clean the flame supervision device components and where fitted the atmospheric sensing device, if allowed by instructions, or similar control components
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings including the bypass rate on thermostats
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls and all other safety devices
Check air flow rate and temperature rise is in accordance with manufacturer’s instructions where appropriate
Carry out an electronic analysis of the products of combustion to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
Test appliance for spillage in accordance with manufacturer’s instructions
Test and reset all controls to suit the site responsible person’s requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Servicing of Direct Gas Fired, Forced Convection Air Heaters and Systems. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Check the suitability of any heater base / plinth
Check the suitability of the method of suspension of the appliance
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
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Check duct-work is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check registers and diffusers for damage and operation
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the manager / site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check mechanical ventilation interlocks are operational
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Clean dust and deposits from within the appliance casing and surrounding area
Check and clean burners, injectors, combustion chamber and appliance airways. Examine for any signs of cracking or damage to these components
Check and clean combustion and circulation fans and any air pressure sensing tubes
Check clean and lubricate, as required, all boiler room automatic isolation valves and their associated systems
Check, clean, lubricate and adjust other controls as required
Clean the flame supervision device components
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, temperature controls and all other safety devices
Carry out an ambient atmosphere analysis of the occupied heated space to confirm satisfactory CO2 levels, recording all results
Test and reset all controls to suit the site responsible person’s requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
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Servicing of Radiant Heaters and multi-burner systems. To be carried out in accordance with the following:
Check the general condition of the appliance/s, and that the appliance/s is / are installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance / s in proximity to other fixtures, fittings and combustible materials
Check the suitability of the method of suspension of the appliance
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check than air / flue duct-work is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the manager / site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check mechanical ventilation interlocks are operational
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance / s for obvious signs of gas escapes
Check all appliance seals
Check radiant tubes or plaques for integrity
Check and clean burners and injectors. Examine for any signs of cracking or damage to these components
Check and clean combustion fans, exhaust fans and any air pressure sensing tubes.
Check, clean, lubricate and adjust other controls as required
Clean the flame supervision device components
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings
Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, temperature controls and all other safety devices
Unflued systems - carry out an ambient atmosphere analysis of the occupied heated space to confirm satisfactory CO2 levels, recording all results
Flued systems - carry out an electronic analysis of the products of combustion to confirm satisfactory combustion, flue gas temperature and combustion efficiency, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
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Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Servicing of Commercial Catering Appliances & Kitchen Installations. To be carried out in accordance with the following:
Check the general condition of the appliance, and that the appliance is installed in accordance with the appropriate standards and manufacturer’s instructions
Check the correct distances from and location of the appliance in proximity to other fixtures, fittings and combustible materials
Check the stability of the appliance
Confirm that the appliances restraining device is correctly fitted
Check pipework is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check duct-work is suitably sized, correctly installed, adequately protected and the correct materials have been used
Check visually for signs of spillage on the appliance and / or adjacent surfaces
Inform the manager / site responsible person of any damage that exists on the appliance and / or surroundings before commencing work
Check ventilation is adequate with appropriate warning labels fitted. Check mechanical ventilation interlocks, where fitted, are operational
Check the extract flow rate against the rate detailed on the canopy data plate, ensure that the canopy is capable of clearing products of combustion and cooking vapours without spillage
Isolate gas and electric supplies before dismantling
Check there are no signs of damage to the wiring, the fuse rating is correct and that the electrical installation complies with the appropriate standards
Check the appliance for obvious signs of gas escapes
Check all appliance seals
Clean dust and deposits from within the appliance casing and surrounding area
Check and clean burners, injectors, combustion chamber, heat exchanger and appliance air and flue-ways. Examine for any signs of cracking or damage to these components
Check and clean combustion and recirculation fans and any air pressure sensing tubes
Check, clean, lubricate and adjust other controls as required
Clean the flame supervision device components and where fitted the atmospheric sensing device, if allowed by instructions, or similar control components.
Reconnect the gas supply, tightness test and purge the appliance connection and check any disturbed gas connections not covered by the tightness test for gas tightness
Reconnect the electrical supply and carry out preliminary electrical checks on the electrical wiring to the appliance / heating system
Check the appliance operating pressure or heat input or, where necessary, both and adjust if necessary
Check, with any appropriate fans running, the flame picture and flame stability of all burners, on all settings including the bypass rate on thermostats
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Check the safe operation of all the appliance and system controls including gas taps, ignition devices, flame supervision devices, atmospheric sensing devices, temperature controls and all other safety devices
Carry out an ambient air test to the requirements of BS7967-5 to confirm satisfactory CO2 levels, recording all results
Test and reset all controls to suit the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader requirements
Complete all necessary documentation and advise the Keele University Authorised Gas Safe Engineer – Plumbing Team Leader of any remedial work required
Review
The University Gas Consultants will update these procedures as new equipment is installed within
the University estate. It shall be the responsibility of the Gas emergency controller, Operations
Manager, and Authorised Gas Safe Engineer via the relevant project manager, or other
representatives, to inform the Consultant of additions to the university gas equipment stock. The
operational procedures will be formally reviewed annually.
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Appendix 5 - Design Guidance
Purpose
This appendix describes Keele University Procedure in relation to the design, installation
commissioning and handover of new installations containing gas and gas fuelled equipment.
This appendix highlights the commitment of Keele University to ensure that all new works are fit
for purpose and in accordance with all relevant Legislation and standards in force at the time of
the installation.
Note that the gas safety management system for the University gas network, generally located
below ground except for gas governor installations, upstream of a building AECV and downstream
of the National Grid network supply point ECV is covered by the University Gas Safety Case. The
adopted standards for the University Gas Network are :
IGEM/TD/3 – Gas Mains
IGEM/TD/4 – Gas Services
IGEM/TD/13 – Gas Governor Installations
IGEM SR25 – Hazardous areas
Responsibilities
It is the responsibility of the Project Manager of a particular contract to ensure this and all other
appendices of the gas management system are adhered to. The Project Manager will convene
regular progress meetings to review the project status and identify any actions necessary to
deliver the design management plan. Gas systems must be designed, installed and inspected by
competent people. All gas supply systems must be based on nationally accepted standards and
competent persons used to implement good design practices with respect to mechanical and
process design.
Scope
This appendix applies to all Natural Gas installations not exceeding 25mb operating pressure and
LPG fixed tank installations not exceeding 37mb operating pressure from the Emergency Control
Valve (ECV) to the appliance installation, including chimney and ventilation requirements. It is
inclusive of all pipework, valves and controls. It covers the design, construction and installation of
gas systems but also applies during operation, decommissioning and demolition. For installations
which include pressures above 25mb, the following guidance should be consulted:
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For pipework IGEM/UP/2 (up to 60 bar)
For meters and regulators IGEM/GM/8
For tightness testing IGEM/UP/1
Procedure
The Procedure of Keele University is to ensure that all gas installations are designed in accordance
with the applicable standards in force at the time of installation, whether designed in house or by
an external consultant. Keele University will ensure that all materials and equipment shall be in
accordance with the relevant standards and are fit for purpose, no equipment shall be used that
does not bear reference that it conforms to an approved type; for example CE marked. Plant,
appliances and equipment must be delivered to site only when required for installation. Prior
delivery shall only be by arrangement.
Installations shall only be installed by approved operatives, employed by a Gas Safe Registered Company and who have satisfied the Project Manager of their competence
All new gas pipework or extensions shall be strength tested, tightness tested and purged by Gas Safe Registered persons and the documentation forwarded to the Project Manager
All new gas equipment shall be commissioned by a Gas Safe Registered persons and the commissioning documentation forwarded to the Project Manager
The University shall ensure that all new installations have been subject to ‘sign off’ by a competent auditor
Procedures
Introduction
During design the operation of each pipe installation needs to be clearly understood not only
under normal considerations but also those conditions arising during start up, shutdown and as a
result of process upsets. The designer should consider procedures to ensure that phenomena
known to cause problems in piping systems are allowed for in the mechanical design or designed
out where practicable.
Guidance follows industry documents published by the; Institution of Gas Engineers and
Managers
IGEM House 26-28 High Street Kegworth Derbyshire DE74 2DA Tel: 0844 375 4436 Fax: 01509 678198 Email: [email protected]
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Where appropriate reference is also made to guidance in British Standards or other supporting
documents. The following documents can provide guidance in gas installation design, risk
assessments and management procedures.
Installations within teaching areas shall be designed and installed in accordance with:
IGEM/UP/11 Edition 2 Communication 1744 Gas: Installations for educational establishments. The standard covers the design, installation, operation and maintenance of gas pipework, systems and appliances used for teaching purposes in educational establishments, including schools; colleges; universities and training Development. The standard applies to the installation, alteration, replacement, servicing and maintenance of new and existing pipework and appliances. It assumes general compliance with other relevant Standards such as IGEM/UP/2, IGE/UP/1 (or IGE/UP1A or IGE/UP/1B as appropriate) BS: 6891, BS: 6172, and BS: 6173 and provides additional requirements as considered necessary in educational establishments. The standard does not cover gas installations in an individual domestic dwelling integral with an educational establishment. However, the installation of domestic gas appliances in an educational establishment itself is covered. Guidance on operational issues for gas systems is provided by, Gas installations for the management and staff within educational establishments.
IGEM/UP/1101 Communication 1745. This guidance is aimed at governors, head teachers, bursars, teaching staff, technicians, premises officers and maintenance staff within educational establishments. It covers responsibilities for legal compliance and what systems and procedures they must have in place to ensure that the exercise of professional judgement by “responsible engineers/persons” is subject to appropriate monitoring and review.
Risk Assessment Techniques
Risk assessments are required under the provisions of;
The Health & Safety at Work Act which requires employers to ensure the health and safety and welfare of their employees
The Management of Health & Safety at Work Regulations which require that a suitable and sufficient assessment of risks be made, and that appropriate measures are taken to provide a safe method of work and
The Construction (Design and Management) Regulations 2015 that place specific duties on clients, designers and contractors regardless of the time taken or the number of people involved
Gas industry guidance on risk assessments can be found in; IGEM/G7Communication 1655 – Risk Assessment techniques. The recommendations describe risk assessment techniques used in the gas industry but which are applicable elsewhere.
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The recommendations embrace the following types of assessment:
hazard identification (HAZID)
hazard and operability study (HAZOP)
risk evaluation
simple risk assessment
quantified risk assessment
probability modelling
failure data collection and analysis
consequence analysis
The recommendations do not provide comprehensive guidance but, rather explain in general
terms what is involved, give an indication of who might be expected to carry out assessments and
provide information for engineers and managers on where more detailed guidance can be found.
Hazardous Areas
When giving consideration to hazardous areas for Natural Gas installations downstream of
primary meter installations guidance can be found in IGEM/UP/16 Edition 1 Communication 1756.
This standard covers gas appliances including appliance connections with an operating pressure
not exceeding 2 bar installed downstream of the Emergency Control. It may also apply to parts of
common pipework within multi-occupancy domestic premises; for example between pipe risers
downstream of the meter installation and also for central boiler plant.
The following is not covered by the standard:
Installation pipework downstream of the ECV within a domestic dwelling
Compressor installations (see IGEM/UP/6 and IGEM/SR/25)
Engines and gas turbines (see IGE/UP/3, IGE/UP/9 and IGEM/SR/25
Any part of a meter installation (see IGEM/GM/7B and IGEM/GM/G8)
All internal gas installations are subject to the Dangerous Substances and Explosive Regulations2002 (DSEAR 2002) As such any alteration to existing gas installations or any provision of new gas installations will require either a review of existing or a new DSEAR assessment completing and all installations shall be designed and constructed to an area classification of Zone 2 NE
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Gas Pipework:
Gas Pipework Design
Any new or replacement pipework intended to convey gas shall be designed in accordance with all
current standards in place at the time. For design guidance on gas installation pipework, boosters
and compressors on industrial and commercial premises reference can be made to: IGEM/UP/2
Edition 3 Communication 1771. This standard applies to the design of installation pipework
downstream of any plant isolation valve that is not “appliance pipework” on industrial and
commercial premises. The standard deals with the design, installation, operation and
maintenance of pipework including selection of materials and components and applies for
Maximum Operating Pressures (MOP) not exceeding 60bar on commercial premises. The standard
considers specifically pipework of steel, stainless steel including corrugated stainless steel tubing
(CSST), copper and polyethylene (PE).
The installation will be designed to cover the general principles of gas system design including,
pipe sizing, pressure losses, protection, pipe routing and supporting, operational demands,
isolation and industry applications. Calculations and a pipe line drawing will be produced showing
pipe routes and all emergency control valves; section isolation valves primary and secondary
meter positions. The designer will ensure that the primary meter has the capacity to supply the
maximum duty of the installation and any future extension. The required number of valves will be
provided at various locations in the gas supply, for emergency purposes, section isolation,
appliance isolation, flow trimming, burner isolation and meter control. Valves may be manually
operated or automatic. Additional Emergency Controls which are manually operated shall be
clearly marked with ON / OFF directions and must be readily accessible. The operating lever or
hand wheel must be securely fixed. In pipework less than 50mm bore a plug or ball valve is
advised, and for 50mm and above a double seal gate-valve is recommended.
In areas where there is a high risk of vandalism or risk of a valve being inadvertently left open (i.e.
kitchens, laboratories and workshops) Automatic Isolation Valves may be considered. (AIV’s).
When an AIV is selected it is vital to ensure that when re- instating a supply following valve
closure that gas cannot inadvertently escape from an open control or unsupervised burner. If the
risk exists then the AIV system must be either self-proving or require manual intervention
together with the provision of a clear warning/instruction notice detailing re-instatement
procedure. The requirement to colour code installation pipework in commercial properties can be
found in BS 1710 British standard specification for Identification of pipelines and services.
For gas installation in flats and other multi-dwelling buildings refer to IGE/G/5 Communication
1712 which covers the design, installation, operation and maintenance of gas supplies to and
45
installations within the dwellings themselves. This embraces buildings containing both commercial
properties such as shops and offices and individual dwellings.
Domestic buildings shall have their gas installation pipework designed with reference to
BS:6891:2005+A2 :2008 incorporating Corrigendum No1 which offers guidance on the installation
of low pressure gas pipework of up to 35mm in domestic premises for 2nd family gases. This
standard specifies design parameters, materials and methods of installing pipe, in sizes not
exceeding 32mm for steel and DN 32 for corrugated stainless steel or DN 35 for copper from the
meter to appliances in domestic dwellings at a nominal operating pressure of 21mb.
Gas Pipework Installation
Prior to commencement of the installation a full programme of work will be produced along with
any site specific risk assessments.
A permit for hot works shall be attained if soldering or welding of pipework is to be undertaken.
A point of work risk assessment shall be completed to assess any risk from asbestos containing materials and any asbestos registers must be consulted before work commences.
Materials shall be delivered to site at the time of installation, should delivery be required prior to installation provision for storage will be agreed with the University site staff.
All operatives undertaking installation of the gas pipework will ensure that the design is complied with, in all aspects.
All operatives will be named on the company Gas Safe Register and will be competent to undertake the work being performed.
Pipes shall be installed in accordance with the requirements of IGEM/UP/2 Edition 3 specifically with regard to jointing for example steel pipes above 50mm diameter shall be welded, press-fit joints may be used provided they are approved for gas. Press-fit jointing is suitable for stainless steel to 100mm and copper to 108mm with a MOP of
100 mbar.
Pipes shall not be installed within unventilated voids and any voids containing gas shall be preferably vented to outside air. Pipe supports shall be suitable for installation and suitably fixed to the building structure
Continual inspection and monitoring will be necessary during construction and pipework installation process to identify any sections that may be contained in ducts or voids are accessible for future inspection
Pipework may need to be purged of air or fuel during commissioning or decommissioning procedures. Purging must be controlled and procedures may vary with lighter than air gases (NG) or heavier than air gases (LPG). Guidance is given on the calculation of flow rates and purge volumes and planning and supervision of purge procedures
Strength test, tightness test certificates and written purge procedures need to be submitted at commissioning stage before any appliances are put into use and should be included in the Health and Safety file
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Gas Pipework Testing
Commissioning procedures should be in place to ensure that installed pipework is inspected
before use to identify any design faults that may have been introduced at the construction stage
and confirm suitability for use. Following installation, all new and extensions to the gas pipework
shall be strength tested, tightness tested and purged in accordance to the requirements of
IGEM/UP/1, IGEM/UP/1A or IGEM/UP/1B as appropriate. The calculations required for testing and
purging the installation shall be produced by the contractor and stored for future reference. A site
specific method statement shall be produced which will be adhered to by all operatives
undertaking the test. The required number of operatives shall be present during the test and
purge procedure, all operatives involved with the test shall hold relevant competencies and copies
of certificates produced prior to testing.
Prior to applying gas to new and extensions, a strength test shall be applied using air or inert gas
at a pressure in excess of Maximum Incidental Pressure (MIP) for the installations. Any exclusion
zone shall be identified and applied where necessary. The University shall, if deem necessary,
request to witness the tests where deemed appropriate. All new and extensions to the gas
installation pipework shall then be subject to a tightness test at Operating Pressure (OP) to ensure
no escape is present in excess of the maximum permitted leak rate. Pressure tests must be
carried out to written procedures to confirm adequate containment at process conditions. Test
duration, test pressures and test gauge selection will depend on the pipe size and volume of
pipework under test and may vary therefore with individual installations.
Following a successful tightness test the gas installation shall be purged to ensure no air or inert
gas is present. Fully documented test and purge certificates shall be produced and issued to the
University following a successful commissioning process. The volumes and diameters of the
pipework under test will determine the test period, type of gauge to be used and permitted
leakage rates. Gas Test Certificates will therefore vary and test results need to be compared to the
volume and diameter of pipework under test. Guidance can be found in IGEM documents
previously stated to determine test methods including test periods, gauge types and permitted
leakage rates.
Testing of pipework of any diameter will apply in the following circumstances:
New pipework
Alteration to, replacement of re-use of, or uprating (for example increasing Operating Pressure) existing pipework.
New extensions to existing pipework
Prior to any work on existing pipework
Where there is a known or suspected gas leak in pipework
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Where there has been a complete loss of pressure for any reason
Routine testing of existing pipework
Immediately before purging pipework (except when taking pipework permanently out of service)
Gas Pipework Purging
Purging of gas pipework must only be carried out by competent persons. Purging is a controlled
process and a risk assessment is required prior to carrying out the work. A written procedure must
be completed detailing the steps and sequence to follow in releasing gas to atmosphere or
introducing gas for the first time. Sufficient personnel must be on hand to enable the purge to
progress smoothly. Where the purge entry point is remote from or out of site of the purge vent
then the use of safe certified communication equipment is required.
Planning of the purge should include details of:
The number of operatives required to monitor the purge
Whether the pipework is part of a “ring system”, in which case the pipework system may need to be sectioned of at appropriate points to achieve a successful purge
If there is likely to be any cutting and welding required, it is preferable that a written procedure is prepared, with “permits to work” issued
Suitable plans of the installation made available and checked for accuracy
Pipework surveyed to ensure it is in a safe condition and where necessary defects remedied prior to purging.
No purge must take place without a tightness test and pipe survey being undertaken first to establish gas tightness and the availability of purge points and any valve or regulator on the system that may be affected by the purge and need by-passing or removal. Disconnection or spading may be needed to prevent the ingress of a purge gas into the gas suppliers main
Purge flow rates need to be calculated and the purge hoses must be of adequate size to handle the purge volume. Purge gas mediums may involve compressed air or bottled nitrogen. Equipment must be regulated. Purging pressures should not exceed the maximum operating pressure (MOP) of the installation
Note: If nitrogen is used as the purge gas used this is an asphyxiate gas and the survey must
identify occupied areas such as laboratories or storerooms etc which may be in use and can be
considered hazardous areas in the event of a leak occurring and must be closed and access
controlled during the purge process. Nitrogen purging is generally no longer required.
Vent stacks should be positioned away from buildings and electrical equipment the operation of
which could cause a spark and consequent explosion. Consideration needs to be given to wind
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direction when venting to atmosphere and the erection of barriers and warning signs (i.e. No
Smoking signs) around the vent stack area. The vent stack should be placed in an open area where
the released gas cannot return into the building. The flare/vent stack should be a minimum of
2.5m high, placed at a point 5m away and downwind from any ignition source and controlled by a
full bore control valve. Purge volumes, purge vent gas pipe sizes, vent stack sizes and purge flow
rates must be calculated and measured.
Purging principles and calculations can be found in: IGE/UP/1 or IGE/UP/1A
Gas Meters:
Gas Meter Design
Consultation will be carried out at the initial stages of building design and planning for the
designer / contractor to ensure that the proposed meter installation is capable of providing a gas
supply adequate for the immediate needs of the proposed gas system and appliances.
The design shall cover loading including flow rates and pressure losses, meter by - passes, design
algorithms for minimum number of safety devices, meter arrangements including multi-
streaming, slam shut (SSV) systems, ventilation and pipework including buried pipework, vent
pipework for breathers, vent lines and relief vent stacks etc. All primary gas meters are the
property of the gas Transporter / Supplier must have an emergency control valve of the
appropriate type and a regulator to control the pressure of gas supplying the system. Service
entry pipework must be sleeved through the building fabric.
Diagrams of typical installations can be found in appendix 5 of the Gas Safety (Installation and
Use) Regulations 1998 Approved Code of Practice and guidance.
Where necessary adequate lighting must be provided to ensure safe working conditions.
Gas Meter Installation
Any person undertaking the installation, exchange, relocation or removal of a gas meter must be Gas Safe Registered to do so and hold the relevant ACS qualifications. Meter types will vary with the design load, gas flow rate, and capacity of the gas system under consideration. Installers of Primary gas meters must be OFGEM Authorised and will generally be contracted by the supplier of gas
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The selection of the location and the design of the housing / compound will depend upon the individual circumstances of the site and the equipment used. It shall take into account such factors as security, adequate access for maintenance and meter reading, weather protection, noise and other local conditions
All gas meters must be installed in a secure approved housing or compound
Notification of any meter exchange should be provided to the site energy manager or gas emergency controller for the updating of records
The primary objectives when designing any housing or compound shall be to ensure, as far as
possible:
Safety of persons and plant
The optimisation of the asset life of the installation
Reliability of operation, including the required level of security of the gas supply
Security and protection against vandalism and mechanical damage
Sufficient space for general access and adequate provision for safe maintenance
Due allowance for the accommodation of equipment that may be installed in addition to the meter installation for example a volume converter, other instrumentation, etc.
A suitable location for the Gas Supplier emergency control valve (ECV)
Adequate signage shall be provided. Notices shall be constructed from a durable, weather-resistant material that will not deteriorate under the effects of sunlight, rain etc.
In addition to compliance with legal obligations, the primary objectives of notices shall be:
The safety of persons and plant
Reliability of operation
Continuous accurate measurement
Non-domestic meter installations will comply with the requirements of IGE/GM/8 which relates to
non-domestic meter installations with a flow rate exceeding 6m³h¯¹ and inlet pressure not
exceeding 38 bar Domestic gas meter installations will comply with the requirements of BS6400 -
1:2016 which specifies requirements for the installation, exchange, relocation and removal of
credit or pre-payment diaphragm and ultrasonic gas meters with a maximum capacity not
exceeding 6m³/h.
Gas Meter Commissioning
Pre-commissioning checks will be undertaken to ensure the gas meter installation is complete,
suitable and safe for the commissioning of the gas system to proceed. Checks will also include safe
operation and access of the ECV, On/Off labels, any labels for safe operation of any by-pass
arrangements, Line diagrams and identification of secondary meters or additional extra
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emergency control valves ( AECV’s) and the installation of suitable test and purge points for the
system under test.
Commissioning will cover the correct positioning of any:
Meter
Regulator, slam-shut valve and creep adjustment
Meter by-pass valve (MBV)
Isolation valves
Electrical equipment, including conversion and correction devices
Auxiliary equipment, including temperature and pressure sensing devices
Suitable notices and warning labels
Gas Meter Maintenance
All gas meters must be inspected to protect against vandalism or corrosion. A maintenance
regime will be implemented which should be reviewed periodically to ensure that maintenance is
being applied effectively. Plant history will form a major part of the data required to justify making
any changes to existing maintenance practices.
Design and Installation of Gas Fuelled Equipment
No person shall install a gas appliance unless it can be used without constituting a danger to any person. (Gas Safety (Installation and Use) Regulations 1998
All gas appliances shall be installed by persons employed by Gas Safe Registered company and are competent to do so and who hold the relevant qualifications
All appliances shall be installed in accordance with the manufacturer’s instructions provided to accompany the appliance or appropriate standards
No appliance shall be installed without there being at the inlet to it a suitable means of the shutting off of gas to the appliance unless this is not reasonably practicable. This not only allows for tightness testing of installation pipework but allows the appliance to be disconnected in case of emergency or service activities.
Gas Equipment Installation checks should ensure that:
A sufficient permanent supply of air (whether by natural or mechanical means) is available for the safe combustion of gas
Permanent ventilation openings are not blocked or obstructed
The room or space where the appliance is located is adequately ventilated
There are adequate and suitable means for the removal of products of combustion
The operating pressure and/or heat input of the appliance is correct
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Appropriate operational tests are carried out for the appliance
A visual check is made of the “flame picture” (i.e. appearance), or a measurement is made of combustion performance where necessary
The appliance and associated gas fittings function safely, e.g. safety devices including flame protection, vitiation devices, and fan proving systems operate satisfactorily
The gas tightness of the appliance is satisfactory
The appliance is physically stable, securely fitted and properly connected to other fittings
The appropriate CO/CO² checks are concluded where applicable including on condensing boiler plant
Gas Equipment Fluing and Ventilation
Larger commercial (and industrial) appliances often have purpose designed chimney systems. The
appliance manufacturer’s instructions need to be followed when installing, servicing and
maintaining such systems. The instructions may well stipulate a particular commissioning
procedure to be followed. Reference should also be made to appropriate standards. All
appliances must have adequate chimney and ventilation provision. For the installation of flued gas
appliances reference must be made to the manufacturer’s instructions and/or the Utilization
Procedures IGE/UP/10 Edition 4 Communication 1784
The scope of these procedures apply to the chimney and ventilation requirements for open flued
and room sealed appliances in excess of 70kW heat input but not exceeding 20 MW including:
hot water boilers of net heat input exceeding 70 kW
steam boilers
thermal fluid heaters
storage water heaters of net heat input exceeding 70 kW
warm air heaters of net heat input exceeding 54 kW
radiant heaters
The procedures do not apply to flueless heaters such as radiant heating and direct fired warm air
heaters (see BS 6896 or BS 6230) or applications within process plant such as ovens, kilns and
furnaces (See IGE/UP/12) although certain procedures may be of relevance.
Gas Fired Hot Water boilers
New gas fired hot water boilers shall be designed and installed in accordance with BS6644:2011
Specification for Installation of gas-fired hot water boilers of rated inputs between 70 kW (net)
and 1.8 MW (net) (2nd and 3rd family gases). This standard covers the installation and
maintenance requirements for hot water boilers designed for providing hot water and/or heating
for commercial and industrial applications.
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Prior to installation a risk assessment should be carried out in order to verify the suitability of the
location and the need for any additional safety features. Commissioning engineers shall examine
any relevant test certificates for the installation before the commencement of commissioning.
The installation should be thoroughly inspected prior to commissioning to ensure that all work has
been carried out in accordance with the manufacturer’s installation instructions and the
installation requirements of the standard. The commissioning engineer is required to liaise with
any specialist engineers to ensure that the boiler installation and all associated systems operate
correctly and safely. The commissioning engineer must be satisfied that any non-compliant
chimney termination location has received approval from the Local Authority.
In addition to the gas safety requirements of boiler installation BS 6644 covers essential hydraulic
system safety requirements and requirements for the construction layout and safety features
of boiler rooms.
Small commercial and domestic appliances
For appliances of less than 70kW heat input compliance fluing and ventilation will be to BS 5440
parts 1 and 2. (Normally considered domestic installations).
BS 5440 part 1 specifies the following:
Requirements for the selection of appropriate flue options for gas appliances in the UK
Requirements for the installation of gas appliances to new chimneys, or chimney configurations
Requirements for the installation of gas appliances which carry a CE mark and for which manufactures instructions are available to the installer
Requirements for the installation of appliances which do not carry a CE mark and used second-hand appliances for which the manufactures instructions are available to the installer
This part of BS 5440 is applicable to:
Complete chimney and all chimney components from the appliance connection to the discharge point into outside air
The installation of gas appliances to existing chimneys that were intended originally for appliances burning other fuels
Chimneys for residential park homes but not to chimneys for leisure accommodation vehicles
Note a chimney is described as a structure consisting of a wall or walls enclosing a flue or flues.
This includes chimneys of all materials (e.g. metal, masonry plastic, etc). It may be either an open
flue chimney for use with an open-flued appliance or a room- sealed chimney configuration for
use with a room-sealed appliance).
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BS 5440 Part 2 specifies the requirements for the installation and maintenance of ventilation
provision relating to gas appliances with a rated input not exceeding 70kW used for domestic or
non-domestic purposes.
The standard does not cover:
LPG installations covered by BS 5482-2 and installations with gases covered by PD 5482-3
Installations in caravans , holiday homes or residential park homes conforming to BS EN 721
or BS 3632 as appropriate
Decorative fuel effect gas appliances, covered by BS 5871-3
Multiple cooking appliance installations in catering establishments and schools
Equipment shall be designed and installed in accordance with the relevant standards specified in
appendix 9 of the Gas Safety Management System.
Design and Installation of kitchens and catering equipment
Kitchens containing gas fuelled equipment will be designed and installed in accordance with all
relevant, current standards as shown in appendix 9 of this system. The kitchen extract and
ventilation system shall be designed and installed to comply with the requirements shown in The
Heating and Ventilation Contractor’s Association (HVCA) guidance:
HVCA DW 172 Specification for Kitchen Ventilation Systems for canopy design, canopy dimensions, extract flow rates and make-up air provisions
Catering equipment and gas supplies into kitchens shall be designed and installed with reference to BS 6173: 2009 Specification for the Installation and Maintenance of Gas Fired Catering Appliances for use in all types of catering establishments (2nd and 3rd family gases) which covers a wide range of appliances, such as cookers, fish and chip frying ranges, fryers, ovens, café’, boilers and urns, bain-marie units, tandoori ovens, Kebab grills and barbeques
IGEM/UP/19 Design and application of interlock devices and associated systems used with gas appliance installations in commercial catering establishments.
The standard specifies the need to provide interlocking of the ventilation / extract system to the
gas supply ensuring that no gas is supplied unless extract and supply air provision is operational.
Where gas equipment is used that has no flame supervision the use of gas pressure proving shall
be utilised.
All kitchens must be subject to an ambient air test that ensures the levels of carbon dioxide
remain at safe levels with the gas fired appliances in operation. The test must be carried out to
the procedures in IGEM/UP/19sing an electronic ambient air analyser complying with BS 8494.
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BS 6173 is not applicable to LPG catering installations where appliances are sited temporarily in the open air, marquees or tents or to LPG installations in mobile catering vehicles. BS 6173 does not apply to groups of cooking appliances installed in a classroom.
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HSE Catering Information Sheet no 10 (rev) and HSE Catering Sheet no 23 (rev 1) this document is
intended for use by the caterer.
The ventilation design engineer will need to take into account:
Kitchen usage information from the caterer
Equipment information from the caterer or supplier, e.g. cleaning requirements, the amount of air required for combustion, and the performance of the existing installation
The requirements or specifications for air cleaning systems e.g., for grease removal at the canopy and also before final discharge to outside atmosphere
The limitations of the building, e.g. the available room may influence the sites and routes for air inlets or discharges
Food hygiene requirements, e.g. identify a suitable source for clean make-up air, prevent pest entry, avoid grease accumulations and ensure easy cleaning of the system
Heat control and waste energy recovery to maximise energy efficiency
Commissioning gas fired Plant and Equipment.
All appliances MUST be commissioned by persons holding relevant qualifications for the appliance being commissioned
All appliance installations must conform to manufacturer’s instructions and the relevant standard for that appliance type
No appliance must be left operational unless safe to do so in accordance with the requirements of Regulation 33 of the Gas Safety (Installation and Use) Regulations 1998 which state that: “Where a person installs a gas appliance at a time when gas is being supplied to the premises in
which the appliance is installed a gas tightness test must be carried out to verify gas tightness, and
examine the flue and the gas fittings and other works for the supply of gas and any flue or means of
ventilation to be used in connection with the appliance for the purpose of ascertaining whether:
The appliance has been installed in accordance with the manufacturer’s instructions
The operating pressure is as recommended by the manufacturer
The appliance has been installed with due regard to any manufactures’ instructions provided to accompany the appliance
All gas safety controls are in working order”
All testing must be in accordance with the appropriate standards and where such testing and
examination is carried out in relation to a gas appliance and adjustments are required then those
adjustments must be carried out or the appliance disconnected from the gas supply with the
appropriate fitting. Once the commissioning of an appliance is started, it should be either completed
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in full, leaving the appliance in a safe working condition, or the appliance should be disconnected and
the gas supply to the appliance sealed with an appropriate fitting, until tests and examinations can be
fully completed at a later date.
In addition to the disconnection a label must be attached to the appliance which has not been fully
commissioned indicating that this is the case and the appliance is not to be re-connected until the
procedure has been fully completed. Once a gas appliance has been commissioned a test certificate
must be submitted and a handover procedure completed.
Guidance on the planning and undertaking the commissioning of gas fired equipment can be found in
IGEM/UP/4 Edition 4 Communication 1801 This Standard covers the commissioning of new gas-fired
plant and ancillary equipment, designed for use on 1st, 2nd or 3rd family gases as defined by BS EN
437. This standard also applies to existing plant which has been refitted, refurbished, modified
repaired or serviced and in any circumstance where re-commissioning of plant is deemed necessary.
This standard will be used as guidance for the preparation of written commissioning instruction for a
specific item of plant.
Documentation
Associated Documents
The Gas Safety (Installation & Use) Regulations 1998
The Health and Safety at Work etc., Act 1974
The Management of Health & Safety At Work Regulations 1999
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
The Construction Design & Management Regulations 2007
The Dangerous Substances & Explosive Atmospheres Regulations 2002
Pressure Equipment Regulations 1999 & Pressure Systems Safety Regulations 2000
Confined Spaces Regulations
Food Hygiene (Amendment) Regulations 1990
Building Regulations England and Wales (As Amended) Approved Documents for gas work.
A (Structure)
B (Safety in Fire)
F (Ventilation)
G3 (Hot Water Storage)
J (Heat Producing Appliances)
L (Conservation of Fuel and Power)
M (Access for disabled people)
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Industry Guides, Approved Documents Codes of Practice & Standards Section 10
HSE Gas safety in catering & hospitality. (Catering Information Sheet no 23 (rev 2)
HSE Precautions at manually ignited gas-fired catering equipment (Catering Sheet No 3)
HVCA DW/143 A Practical Guide to Ductwork Leakage Testing
HVCA DW/144 Specification for Sheet Metal Ductwork
HVCA DW/TM2 Internal Cleanliness of new Ductwork Installations
HVCA TR/17 Guide to Good Practice-Cleanliness of Ventilation Systems
Compliance Guides
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Appendix 6 – Management Responsibilities Structure
GAS SAFETY
Simon Keeling
Mr P Butters
Director- Estates & Development
UEC Representative
Head of DOHS
Ian Williamson
Health & Safety Advice
Paul Richards
Duty Holder & Gas Emergency
Controller
Adam Worthington
Planned Maintenance Coordinator
Emma Shenton
Maintenance Coordinator
Gas Emergency Service Provider (North Staffs Pipe Services Ltd)
Gas Contractors
DLO Gas safe engineers
Vice-Chancellor
Prof Trevor McMillan
Simon Keeling
Health & Safety / Internal
Auditing
Greg Dargue Assistant Director
Estates & Development
Monitoring of Operational Plans &
Actions
Gas safety Consultant
Nick Salt
Deputy Gas emergency
Controller & Authorised
Gas Safe Engineer
Helpdesk – Reporting issues
Security – Reporting issues
Catering informing of new assets
Staff Housing- Informing of new
assets
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Appendix 7 – Management Meeting / Review Structure
The Gas Safety Management committee shall meet on a Monthly basis.
Mandatory Attendance
Duty Holder
Deputy Gas Emergency Controller
Principle Mechanical Engineer
PPM Co-ordinator
PPM Administrative Co-ordinator
Authorised Gas Safe Engineer
Health & Safety Coordinator
Sporadic Attendance
Health & Safety Advisor – attendance at specified Internal Audit meetings/ ad hoc at others
Assistant Director of Estates - attendance at least quarterly
M&E operations Manager – attend at least quarterly
Innovation Centre Facilities Manager – as required
Agenda
Introductions and Apologies
Minutes from previous meeting
Procedure / Procedures Management / Documentation
Management Plan review
Audit schedule and results
Warning Notices / follow on actions
Training / toolbox talks
Contractor Performance
Future works
New Regulations / Gas Safe / IGEM
Any Other Business
Date of Next Meeting
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Internal Audit Schedule
Activity Evidence of Compliance Evidence provided
External suppliers providing consultancy services on the Gas Systems
Sub-contractor competency records Policies & procedures Management Action Plan in place Scheduled maintenance achievement reports Instrument calibration records
Internal Training & Competence
Internal Employee Training Records Procedure has been communicated and evidenced
Risk assessments Generic risk assessments Completed specific risk assessments
Codes of practice and standards for work IN industrial and commercial sectors
Library of applicable standards in Procedure
Emergency work Emergency response procedure Emergency response procedure to Gas escape– evidence of the procedure working correctly
Maintenance of Gas Systems Staff Housing assessment Catering Assessment CO gas detection- Halls Sub-contractor contracts in place & suitable Policies & procedures adhered too 4. Scheduled maintenance reports evidenced 5. Operational Plan and areas of improvement are being actioned 6. Schematic Drawings and Isolation Points are identified and available
Records of Test Certification 1. Paper or data base Asset records available
Compliance of Procedure Relevant standards 2. Procurement Procedure
Essential equipment Equipment and evidence of in-date calibration for
portable equipment
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Appendix 8 - Maintaining and updating the gas asset register
Purpose
This procedure describes the methods used and documentation employed in ensuring that the gas
asset register is current and reflects the status of all gas systems, controls and appliances within sites
and premises that are the responsibility of Keele University. The gas asset register will identify the gas
systems, components and locations inclusive of all emergency controls, meters and equipment. This
will contribute towards a robust maintenance and service regime of all components of fixed gas
systems.
Scope
For the purposes of this procedure assets are classified as all fixed pipework including emergency
controls (ECV), additional emergency controls (AECV), section isolation valves (SIV) all primary and
secondary meters used for metering or accounting purposes, mechanical extract systems, warning
and detection systems, fixed gas fuelled appliances and equipment. This will also include any LPG
systems and equipment supplied from fixed storage vessels.
Portable gas fittings and appliances such as:
temporary heating supplied with gas from a cylinder,
leisure equipment,
temporary catering Development,
Contractor supplied site Development such as, wash rooms/showers, offices, security cabins and rest rooms etc, brought onto Keele University site and intended for temporary use will NOT be considered assets unless such portable appliance are owned by Keele University and used by them even if for temporary purposes.
Procedure
An asset register will be constructed (following the introduction of a new CAFM system) and
maintained which is password protected and under the control of Planned Maintenance Coordinator
The data base will provide a record of:
Past and present gas safety servicing activities
All actions taken in chronological order including dates visited, checked / serviced
Repairs history , remedial actions
Replacements or removals’ from the register
The data base will also profile by way of time banding the number of overdue checks and services.
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The Asset register will contain details of:
All Emergency Control Valves (ECV) which will be coded. Location details will be recorded for emergency services use.
All Additional Emergency Control Valves (AECV) will be coded. Location details will be recorded for emergency services or contractor localised isolation use.
All primary gas meters will be coded and site location recorded. Details will include meter designation (E.G diaphragm, rotary displacement or turbine) and badged capacities. Meter by-passes will be recorded. Enclosed meter locations will include access details and key holder names will be recorded for emergency services usage.
All secondary meters used for commissioning, accounting and check metering will be coded and location details recorded. Details will include meter designation (E.G diaphragm, rotary displacement or turbine) and badged capacities.
Pipe line drawings will be maintained which identify pipe routes and all gas system components including any regulators, isolation valves, safety shut valves, safety interlocks, gas boosters, test and purge points and low pressure cut-offs. Drawing reference numbers and location will be held on the asset register spread sheet for reference and retrieval purposes
All gas fired appliances will be recorded on the asset register. The register will also record the appliance make, model and flue type applicable to that appliance.
Specialised mechanical ventilation, extracts and flue systems will be recorded on the asset register mechanical extracts, mechanical ventilation and fan dilution systems.
The Planned Maintenance Coordinator will detail a maintenance and inspection regime which will be
conducted annually on all appliances, and controls including checks on:
All primary meter locations and enclosures to confirm status of asset including route to meter, ECV is free and accessible, no corrosive action or vandalism has occurred and all supporting information labels and line diagrams are in place.
All secondary meter locations to confirm status of asset including route to meter and AECV is free and accessible, no corrosive action or vandalism has occurred and all supporting information labels and line diagrams are in place.
A visual survey of the gas supply pipework will be conducted to establish if any work has been undertaken within the previous 12 months that requires alteration to site pipeline drawings and no damage has occurred which requires remedial actions. This is to include any alterations to gas supply pipework or additions to or removals from the asset register.
Visual and operational checks will be carried out on any safety shut off systems, mechanical extracts, mechanical ventilation, safety interlocks and low pressure cut offs.
All gas fired appliances will be visually inspected and certification checked to confirm that the appliance and the information on the asset register is correct.
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The Gas emergency controller will annually canvas persons who have responsibility and exercise
budgetary control over a premise and who can authorise alterations to gas systems or addition and
removal of components and appliances from premises under their control. Such persons will be
required to complete a survey form to identify any work undertaken on the gas system including
additions, removals or omissions from the asset register that they have authorised for the premises
for which they have responsibility.
Retention of Records
The gas asset register shall be retained in the Estates & Development electronic folders and subject to
continual review for any additions to or removals from the register. Pipe line drawings will be
reviewed periodically and held on file within the Estates & Development Electronic folder system any
alterations to pipework, control valves or warning and detection systems must be reflected in the
drawings by continual updates.
Documentation
Form Reference Title
Appendix 1 Keele Gas Safety Case Site Pipe Line Drawings
Letter Reference Title
TBA Gas Safety Group Meetings Minutes
IS Sheet Reference Title
TBA Asset Register
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Appendix 9 - Gas Maintenance Process
Purpose
This procedure describes the methods used and documentation employed in managing, monitoring
and recording of the gas maintenance processes. The procedure provides guidance on the actions to
be taken when maintaining records to ensure that detailed information held about the sites and
properties is regularly updated on property condition, maintenance history and cycles, component
remaining life details, works requested, ordered and completed, service dates, and gas safety
certificates.
Scope
This procedure applies to all gas appliances and gas systems managed by the Estates and
Development Department which are located on Keele University sites and premises for which the
university has responsibility.
The procedure will apply to:
allocation of gas servicing work,
access arrangements to gas systems and appliances for servicing or responsive repairs,
installation or removal of pipework including tightness testing and purging,
responding to reports of fumes or gas escapes,
parts replacements,
processing of repairs or notification of defects
permits to work
complaints and,
dealing with unsafe situations.
Procedure- Annual Safety Check / Service-Work Allocation
All appliance and gas system service history details, target and compliance dates including annual
inspection or “anniversary” dates will be held on the electronic Planned Preventive Maintenance
database system for which the Planned Maintenance Coordinator has responsibility. The Operations
Manager will ensure an equitable balance is maintained between resource capacity and gas
maintenance demand that will include allowances for shutdown periods and staff holidays. The
Operations Manager will ensure that additional resources can be allocated to demands generated by
responsive repairs such as out of hours calls received to the Helpdesk system and Security Service’s
call outs. Remedial actions and work allocation will be decided on priority levels. Anniversary dates
will be allocated to assets in an equitable and cyclical fashion that enables a managed monthly
programme of works to be implemented. The electronic or the existing Planned Preventive
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Maintenance database system will automatically generate work requests or reminders for the
scheduling of gas servicing work to be allocated to the relevant person. All concluded documentation
shall be made available to the Operations Manager and retained in the central filing system.
The Authorised Gas Safe Engineer will plan attendance times and addresses/locations for the work
generated and issue job numbers to the Keele University gas operatives with the requisite ACS
qualifications for the types of equipment to be inspected or serviced.
The Contract Administrator (CA) for the gas servicing by contractors (normally the Gas Safe
Authorised Engineer) will allocate gas servicing and inspection work to suitably qualified engineers
under their control and record access and completion rates. The Gas Contractor will, after receipt of
a reminder issued by the relevant Contract Administrator, ensure that a service sheet is issued to a
suitably qualified engineer to carry out the requisite service and submit a service sheet recording any
service history findings or remedial actions to the Contract Administrator for entry onto the Q5
Planned Preventive Maintenance database system. Any repairs, re-lighting and testing of appliances
outside the maintenance regime, including checking low pressure cut offs on gas boosters will be
allocated and recorded on the Q5 database system without alterations to the appliance maintenance
anniversary dates.
Procedure - Access (Residential and Non Residential)
The Estates & Development maintenance coordinator shall print job tickets for the Landlords Gas
Safety Inspections, ppm21 for the month ahead and record them in a file for processing. The premises
occupier is advised of the required safety inspection via a standard memo in the first instance,
delivered by post. The memo will request that the occupier makes a response via telephone or e mail
by a particular date.
The maintenance coordinator monitors each job for a response via the occupier, if no response is
received by the required date a second memo is hand delivered to the occupier reiterating the legal
requirements of the safety inspection and that access is required.
If after a period of two weeks a response to the memo is not forthcoming then a third memo is hand
delivered to the property stating that an urgent response is required to gain entry to the property so
that legal obligations can be completed.
If after three memos have been served there is still no response to the occupier then an e mail will be
sent , vis Gas Safe Authorised engineer , to [email protected] notifying that
a court order is required to access the particular property to complete a gas safety inspection
Once a suitable time and date has been agreed to carry out the safety inspection, the maintenance
coordinator shall update the job tickets and inform the Gas Safe Authorised Engineer of the
appointment.
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Access to the premises will be in accordance with the existing University permit system to establish if
further hazards are present therefore the appropriate risk assessment and method statement shall be
provided including means of lock off and isolation used. Such risks are not limited to but may include
lone working, CO detection, exposure to asbestos, and working at heights. A Permit to Work may be
required where maintenance work can only be carried out if normal safeguards are disabled or when
new hazards are introduced by the work. Whenever possible, work that requires a Permit-to-Work
should be carried out only during normal working hours. However, there will be occasions when this
is not possible and the H&S person responsible must ensure that he is available to monitor contractor
or staff compliance throughout the duration of the permit irrespective of when it takes place.
Procedure - Processing Gas Safety Records
On completion of the allocated work, the gas service contractors and responsible managers will
return all relevant completed gas safety records to the Authorised Gas Safe Engineer who will ensure
the issue of completed reports to the gas consultant who will scrutinise such records for accuracy and
completeness then process and prioritise according to the contents, comments, recommendations
and remedial actions contained within returned gas safety records.
Completed report forms must be appropriate for the range of work allocated and authorised by the
gas competent operative. This can include but is not limited to:
Tightness test and purge certificates for commercial pipework installation or alteration
appliance installation and commissioning records
report of fumes investigation
gas servicing and safety report forms
permits to work
The Planned Maintenance Coordinator will retain records of all Annual Gas Safety checks, on behalf of
Keele University, for two years. The records will contain all of the information specified in the
Regulations as follows:
The date on which the appliance or flue was checked
The address of the premises at which the appliance or flue was installed
The name and address of the landlord of the premises
A description of and the location of each appliance or flue checked
Any defect identified
Any remedial action taken
Confirmation that the check undertaken complies with clause 26(9) of the Gas Regulations
The name and signature of the person carrying out the check
The registration number with which that individual, or his employer, is registered with a body approved by the Health and Safety Executive for the purposes of regulation 3(3) of the Regulations.
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Contractors may submit their own versions of a gas safety record subject to approval for compliance
by the Authorised Gas Safe Engineer or Operations Manager acting on behalf of Keele University.
Report forms that are not fully completed or compliant will be returned to the person responsible for
completion to alter, modify or complete in a satisfactory manner. Payment may be withheld from
contractors where the compliance or standard of completed report forms are judged not to be in
accordance with these procedures. Such action may be deemed necessary for example; where non-
approved contractors are used, relevant competencies are not held, failure to comply with Industry
Unsafe Situations Procedures or any other circumstances that may leave Keele University open to
legal action.
The Planned Maintenance Coordinator or Assistant will provide evidence of a service and
maintenance history for assets and gas systems by entering Job details onto the Q5 Planned
Preventive Maintenance database system against the relevant asset or gas system identification code.
Hard copies of reports or warning notices will be held on file and scanned electronically. Scanned
copies will be filed within the Estates & Development Electronic folder system. The Authorised Gas
Safe Engineer will ensure that hard copies of completed domestic Gas Safety Report Forms are
displayed inmulti-occupancy dwellings and for single occupancy dwellings, issued to the occupier,
within 28 days of the gas safety inspection taking place. These copies to be held on file and open to
inspection by any occupier requesting a copy
Any manager responsible for contracted out appliances and gas systems must retain on file a copy of
any gas safety report for any appliance or gas system safety inspection they have arranged or
authorised. A second copy must be submitted to the Authorised Gas Safe Engineer for scrutiny and
entry onto the Planned Preventive Maintenance database by the Planned Maintenance Coordinator
for updating of the service history and asset list data base. Reports of fumes investigation or CO alarm
activation findings will be submitted to the Authorised Gas Safe Engineer for filing and recording and
communicating at monthly meetings. Consideration will be given to recording the presence of any
persons or symptoms suffered and any further monitoring or data logging required which will be
conducted by the Estates Health & Safety Coordinator.
Subsequent to any incidents, tightness test and purge certificates including method statements and
risk assessments will be submitted to the Authorised Gas Safe Engineer who will ensure all signatures
and operatives ID is recorded. All documentation will be held on file within the Estates &
Development Electronic folder system.
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Appendix 10 - Responsive Repairs - Work Allocation
The Estates and Development Operational Team deals with the majority of “day to day” repairs of gas
systems owned by Keele University. Details of a responsive repair may be notified or requested
through different routes in person, by letter, e mail or telephone call.
These routes may be:
Remedial works or parts replacements identified by operatives as part of the normal system of planned service inspections and maintenance repairs
Telephone calls and e mail requests are made to the helpdesk which are attended in the first instance by DLO technicians
Requests from Accommodation Service Managers
Normal or out of hours emergency calls made through Security Services routed to the nominated stand-by duty response person
Some repairs may be identified while the appliance or fixture is still under a manufacturer’s warranty
period or the appliance is subject to a contracted out maintenance regime. Such works will be
referred to the manufactures’ for action.
When a request is made all information will be logged onto the Computer Aided Facility Management
system to enable the job to be enlisted within a programme of works. When a request is logged onto
the system it will be given a priority to determine when the request will be undertaken. Inputting will
provide the information to monitor the progress of a request until its completion. When undertaking
responsive repairs consideration will be given to any programmed or pending planned maintenance
on the property.
One, of two approaches will be adopted, either a temporary repair will be made until the programme
is due, or, the programme will be brought forward if it is expedient to do so. There are four levels of
importance - Emergency, Urgent, Routine and Cyclical.
Emergency requests including out of hours calls will be scrutinised to determine a priority response
and actioned by responding personnel as soon as possible after receipt of the call. Refer to Appendix
14 which details emergency procedures to be followed in the event of gas escapes or reports of
fumes.
Urgent repairs will be offered within a 24 hour period from the request unless the request is on a
Friday in which case it will be attended to the following Monday
Non-emergency (Cyclical) requests will be input into the computer and an appointment offered to
the occupier or personnel involved.
Routine repair appointments will be identified within 14 days with details being confirmed to
responsible persons prior to the visit.
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Repair targets where practicable are listed on the Keele University Web Site
www.Keele.ac.uk/estateshelpdesk/respondingtoyourrequest/
In some instances there may be a need for a pre-inspection of repairs. Where necessary this will
occur within 5 working days and will be undertaken by suitably gas qualified competent person. The
Operations Manager may vary the priority code and /or reduce the target completion period for a
repair.
The circumstances that they may take into account when varying the Priority Code and/or reducing
the completion period include but are not limited to the following:
When a repair is ordered towards the end of the week and the delay added by the weekend and any bank holiday would be unreasonable
Where the delay would make the problem progressively worse
The vulnerability of the occupants (e.g. children under 5 years, adults over 60 years, persons who are unwell or have a disability or other special needs)
The nature of the defect and its impact or potential impact (e.g. risk to life or safety, damage to the dwelling, serious inconvenience to the occupants)
Where there are serious or repeated persistent problems the repair history will be consulted to assist with diagnosis and to avoid wasted effort through unnecessary repeated inspections. Specialist advice will be called in where needed
Where repair requests are received via the Help Desk through telephone calls, a priority code will be
allocated to determine when the request will be undertaken. Details of the defects will be recorded
including time of call and noted onto the Q5 Management System and job numbers allocated by
Helpdesk Personnel. The Authorised Gas Safe Engineer will be informed by helpdesk personnel of
repair request details. The Authorised Gas Safe Engineer will determine appropriate actions and
allocate work order to appropriate personnel.
Maintenance Staff will operate a stand by duty roster. Out of hours emergency calls will be routed
through to Security Service who will contact stand by maintenance staff by mobile phone. A log will
be maintained by Security Services to record all out of hour’s calls including caller details, reason for
call and time of call. Security Services staff will follow procedures laid down in Appendix 14 here a gas
related emergency should be reported to the National Gas Emergency Call Centre. Examples of
reportable emergencies are included at Appendix 14. In all circumstances security staff will contact
stand by gas contractor personnel to respond to the call which may include aiding and assisting
National Gas Emergency staff.
Normal breakdowns’ and loss of heat situations will be dealt with by responding gas contractors and
maintenance personnel. Appropriate safety measures and actions taken will be the responsibility of
responding personnel in accordance with the Industry Unsafe Situation Procedures.
Job reports, relating to gas emergencies will be submitted to the Authorised Gas Safe Engineer for
processing, identifying nature of call out, actions taken and further remedial actions as required.
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Further remedial works and work orders will be generated and monitored as indicated in these
procedures.
Responsive Repairs Processing Gas Inspection Tickets / Work Orders
All Gas Related Reactive Job Tickets will be returned to the Authorised Gas Safe engineer for scrutiny
and processing. Any further follow up remedial actions, monitoring, advice or other appropriate
preventative measures will be decided by the Authorised Gas Safe Engineer or the Operations
Manager dependent upon the facts which contributed to the failure or reason for call out. Where
repeated mechanical or common component failure is identified a case will be made for an appliance
or control replacement programme.
Void Properties
The University has responsibility for properties on leasehold agreements which may be re-let and
have periods when they are void prior to being re-let. Technical checks are to be undertaken at the
end of the lease agreement or when a property is sold to the University, also at the start of a void
period and also undertaken prior to recommencement of the new lease by the new leaseholder. The
Head of Accommodation Services must ensure that notification is made to the Estates and
Development Operations Manager of any termination of a lease agreement, or purchase of a
property, resulting in a period of void occupancy prior to re-letting.
The Operations Manager, upon notification of a change in tenancy shall appoint a ‘Repairs Team
Leader’ who will coordinate works, including gas safety checks and inspections via a Gas Safe
Registered Engineer as per the internal procedure “Staff Housing – Processing staff housing void
handover & refurbishments”
x:\estates&buildings\operations,engineering&building\staffhousing\staffhousing-
operationalprocedures.docx
If any faults are identified requiring remedial actions the operative will comply with section 12 Unsafe
Situations and advise the Authorised Gas Safe Engineer accordingly.
No gas appliance can be connected by the Tennant without consent from the Landlord. Where new
gas appliances are to be installed by the leaseholder, the tenant must inform the Head of
Accommodation Services, who in turn, must inform the Authorised Gas Safe Engineer of any
alterations to the gas installation and the type of appliances to be installed. Prior to any gas
installation the relevant Project Manager will request details of any contractor installing any
appliances in the leaseholder’s property and confirm that the contractor is gas qualified to the
Authorised Gas Safe Engineer. Once confirmed permission will be granted to proceed with the
installation.
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Once installation is complete the Project Manager will obtain from the contractor evidence that
commissioning procedures have been recorded and manufacture’s operating instructions have been
left with the leaseholder.
Documentation
Form Reference Title
TBA Landlords Gas Safety Report Form
TBA Fumes Investigation Reports
TBA Tightness Test and Purge Forms
TBA Permits to Work
TBA Processing staff housing void handover & refurbishments
Letter Reference Title
TBA 1st Access letter
TBA 2nd Access Letter
TBA 3rd Access Letter
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Appendix 11 - Catering & Mobile LPG heating Equipment
Introduction
This procedure describes the methods used and documentation employed in the management,
servicing and maintenance of fixed catering equipment utilising natural gas and the provision of LPG
fuelled appliances imported for temporary catering equipment employed in the operation of
conferences and events at the university or, LPG fuelled gas appliances used for the provision of heat
in the event of a breakdown of fixed heating systems or temporary marquees.
Where they have to be used there is a need to consider the fire, explosion and toxic risks associated
with the use of temporary fuel sources.
Scope
This Procedure covers the use, maintenance and servicing of all fixed catering equipment, and the
importation, safe installation, use and retrieval from site of LPG fuelled appliances which may be
imported onto any Keele University premises as a temporary heat source or temporary and
transportable LPG catering equipment used for outdoor events including conferences and social
functions.
The scope will be dealt with in 4 parts as follows:
The maintenance and servicing of gas fuelled fixed catering equipment
The preventative maintenance measures to be employed on kitchen equipment
The procedures to be followed when planning outdoor events involving the provision of temporary catering equipment and mobile catering vehicles.
The procedures to be followed when using mobile LPG fuelled equipment for temporary heating purposes.
Responsibilities
The Directorate of Estates and Development is responsible for the provision of student catering, the
marketing, sale and operation of conferences and events at the university. The Head of Catering &
Retail Development delegates responsibility to the Estates and Development Maintenance
Department for gas safety issues relating to the contract management and employment of suitably
qualified gas contractors to install, service or maintain in a safe condition all fixed natural gas fuelled
catering equipment contained in kitchens or premises for which they have responsibility and any
temporary LPG catering equipment. The Directorate of Estates and Development will ensure that
suitable and sufficient risk assessments’ are carried out when importing transportable gas for
supplying temporary heating or catering Development supporting events and conferences or works
processes whether for domestic or commercial usage. The Planned Maintenance Coordinator will
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ensure that fixed catering equipment are inspected / tested annually and relevant documentation is
submitted for external audit by the Gas Consultant and inspection results communicated at the
monthly management meetings. Users of fixed catering equipment will be responsible for lighting and
undertaking safety checks at the beginning and end of each day and the maintenance and cleaning of
grease traps in ventilation and extract systems.
Premises Managers or Event Managers will, where the use of temporary LPG appliances and LPG
cylinders are involved, be responsible for preparing clear guidance on emergency procedures to cover
the possibility of leakage or fire, and damaged appliances or cylinders. They will issue a safe system of
work and ensure all staff are trained in its use and the procedure is implemented.
Contractors will be responsible for ensuring that operatives are Gas Safe Registered in servicing and
maintaining catering equipment fuelled by either Natural Gas or Liquefied Petroleum Gas (LPG). They
must comply with the requirements of BS 6173; such work will include equipment using natural gas or
LPG in hotels, restaurants, fish and chip shops and mobile catering units. For kitchen ventilation
systems they must refer to the Heating and Ventilating Contractors Association document DW/172.
Reference must also be made to IGEM/UP/19All work carried out must take into account the
guidelines of the Food Hygiene Regulations to prevent contamination and any gas operative must
wear any clothing or comply with any preventative measures as required by the Catering Managers.
Procedure Fixed Catering Equipment Fuelled By Natural Gas
The Planned Maintenance Coordinator will plan the annual service and safety inspections of the gas
instillation and appliances and contact the Catering Managers to advise of planned times for annual
inspections and inform the Gas Contractors of requirements. The Gas Contractors shall contact the
Catering Managers to arrange access times around the working hours of the kitchen. The Gas
Contractor shall ensure that operatives have the correct equipment to carry out all tests as required.
All gas safety inspection documentation must be specific to commercial catering appliances and
provide evidence of checks on the ventilation / exhaust system and risk analysis as required by
current standards.
Gas Contractor’s Operatives will carry out gas safety inspections on all gas fired catering equipment
and must ensure the inspection is in full accordance with all relevant legislation, guides and
documentation. Natural make up air provision, if there is no practicable alternative, shall incorporate
a filter or at least a vermin screen to comply with Food Hygiene Regulations.
All gas fired equipment must be within the plan area of the canopy and the canopy overhang is
acceptable. The area of preparation benches below the canopy should also be considered (these may
contain hot food or equipment). Canopy tests must be carried out in accordance with the guidelines
of IGEM/UP/19nd measurement of the concentrations of CO2 which should not exceed the ppm
detailed within the guidance. Where an unsafe situation exists the operative must isolate the
appliance and follow the procedures laid down in section 15 (Dealing with Unsafe Situations).
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Upon notification the Authorised Gas Safe Engineer or Operations Manager must ensure that any
investigative work on CO emissions will follow the requirements of BS:7967 using appropriate test
equipment. All documentation must be appropriate for CO investigation and the investigating
operative must hold the relevant qualifications to conduct the investigation for example CMDDA 1.
All documentation will be returned to the Authorised Gas Safe Engineer or representative who will
implement quality control checks on the documentation and works carried out as detailed at
Appendix 16 (Quality Control Audit Programme). The Authorised Gas Safe Engineer will discuss
findings at the monthly meetings and report findings/results to the quarterly Management Review
Meeting.
Preventative Maintenance on Ventilation & Extract Systems in Kitchens
The Catering Manager will ensure preventative maintenance measures are carried out to prevent the
clogging up of grease filters which may result in the failure of the ventilation system allowing the
escape or dispersal of combustion products to atmosphere which may cause harm to kitchen staff.
The preventative measures will also take into account the possible failure of gas safety controls and
interlocks or fire hazards due to grease or cooking oil build up.
A suitable record of the examination and test should be kept for a minimum of 5 years from the date
on which it was made and will be presented to the Head of Catering & Retail Development. Catering
Managers must ensure the following guidance is complied with and the responsibilities imposed
under the Food Hygiene (England) Regulations 2006 to clean and maintain in a safe condition the
ventilation canopy, filters and ducting. There is also an obligation to assess the risk of fire due to the
excessive build-up of cooking oil deposits and grease residue.
The Catering Manger must ensure:
The canopy, filters and internal ducting is checked for maintenance issues weekly and the entire ventilation must be checked annually by a competent person.
The complete installation must be thoroughly cleaned dependent on the cooking oil, fuel and level of use as indicated below.
Level of use No of Hours per day Frequency
Heavy 12-16 3 Monthly Moderate 6-12 6 Monthly
Light <2-6 11Monthly
To ensure that filters do not block and cause combustion products to enter the working environment
and to prevent the build-up of fat around the fan motors etc. the Catering Manager will ensure a
cleaning schedule is maintained as illustrated in the example below.
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Daily
Clean the parts of the hood visible within the kitchen
Check the grease drip trays, drain and clean as required
Weekly
Remove and clean grease filters (more frequently for heavy operations or “Mesh Style filters)
Soak filters in detergent solution and rinse with pressure washer or clean in dishwasher (Note that Baffle filters must be replaced with the Baffles running vertically)
Cartridge filters (with an Air Plenum as part of the design) and the grease collected in this area should be removed at least twice a week for cleaning
Check grease traps for build-up and clean out
Check for other debris
Remove the access doors to the hood and inspect the interior with a torch. Visible deposits should be removed as far as possible (this is not a replacement for regular cleaning of the entire system)
All metal surfaces should be checked for accumulated grease or dirt
Replace the filters before reuse. DO NOT operate the ventilation system without the filters in place
Monthly
Where fitted, inspect fire suppression links and water nozzles for grease build up and blockages
Quarterly
Clean the extraction fan blades
Annually
To cooperate and liaise with the Planned Maintenance Coordinator to ensure a competent person inspects the hood and fan for proper air flow
Ensure a competent person checks the internal condition of the ductwork and provides a report
Copies of the associated reports shall be retained for a five year period.
It is the responsibility of the Head of Catering & Retail Development to ensure users of catering
equipment are trained in the safe operation of gas appliances and correct method of cleaning the
ventilation system. Records of this training should be retained and made available to demonstrate
compliance with this requirement.
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New Equipment
The catering manager will inform the Authorised Gas Safe Engineer and PPM coordinator if any new
gas equipment is purchased for the catering outlets and also if any are removed so that asset
registers maybe maintained. The annual service and safety checks, procured from a contractor will
require the provision of an asset register check to ensure all assets are captured.
Equipment should carry the appropriate CE marking and gas requirements of the appliance.
Certification is required to demonstrate any new equipment has been installed safely.
BS6173: New appliances shall carry the CE mark and be supplied with installation, maintenance and user instructions. The appliance shall be suitable for gas being supplied and shall only be installed if it has a readable data plate marked with at least the following:-
The letters GB
For an appliance adjusted for natural gas, "G20 and/or natural gas 20mbar” plus the designation I2Hi
For an appliance adjusted for butane, "G30 and/or butane 29mbar” plus the designation I3Bi
For an appliance adjusted for propane, "G31 and/or propane 37mbar" plus the designation I3Pi
For an appliance that will burn either butane or propane at the correct pressure, "G30/31 and/or butane or propane 29/37 mbar” plus the designation I3+
Where an appliance's data plate carries the letters CAT I or CAT II, followed by the gas type designations (i.e.
2Hi, 2pi, 2Bi) then the appliance can be used for different types of gases when adjusted to do so. In such a case, the operative should ensure that the appliance is correctly adjusted.
The appliance selected should, where appropriate, conform to BS EN 203-1 and the applicable part of BS EN 203-2
Previously used appliances shall only be installed if it is:
In a serviceable and safe condition
Suitable for the gas being supplied
Fitted with a readable data plate and supplied with the manufacturers installation instructions
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Ovens and similar enclosed burner equipment, such as steamers shall be provided with flame supervision devices and appropriately upgraded gas controls. Upgrading of safety controls shall only be carried out using the manufacturer's instructions and parts. Where reasonably practicable, all burners shall be fitted with flame supervision devices. An appliance which is not CE marked shall be secured, as necessary, to keep it stable. A narrow appliance shall not be located at the free end of a row of appliances. Where the appliance is not fitted with a flame supervision device, the gas supply shall be fitted with a proving system to prove the closure of all valves prior to the establishment or restoration of the gas supply
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Temporary Catering Development, Mobile Catering Vehicles and gas bottled temporary heating under the responsibility of the Estates and Development Events Team
General guidance when planning an outdoor event can be found at the Chartered Institute of
Environmental Health publication “National Guidance for Outdoor and Mobile Catering” which
identifies it as a high risk activity due to the large numbers of people that may frequent such an
event.
Reference can also be made to:
SI “Guide to industry best practice for organising outdoor events (2004) Pas 51:512004”. ISBN: 05804333196 and,
The Liquefied Petroleum Gas Associations Codes of Practice, “The use of LPG in Mobile Catering Vehicles and Similar Commercial Vehicles” (200 COP 24 Pt3) and “The use of LPG for Catering and Outdoor Functions” (1999 COP 24 Pt4).
The Estates and Development Events Team must ensure a risk assessment is carried out which
considers the use of heavier than air gases and the danger of fire or gas escapes. It is a legal
requirement to have all mobile catering vehicles gas equipment inspected by a Gas Safe registered
operative at least every 12 months a copy of this record must be retained by the head of Events and
Conferences and further copies made available to the Estates Safety Coordinator. Unless made before
1996 all equipment must be CE marked. All operators of mobile catering vehicles must submit a
current gas safety certificate prior to permission to attend any event and advised that failure to
comply will bar them from attending and advised that any certificate that is issued for any equipment
that is not CE marked could render their insurance Procedure void.
When setting up field kitchens for marquees, tents etc. it may constitute a new installation. If the
installation is anything more than a single appliance connected to a cylinder via the hose and cylinder
it requires the services of a Gas Safe operative to:
Certify that the appliances are up to standard
To install the appliances and supply pipework
Test the installation, make sure it is safe to use and issue certificate.
Issue relevant certification
Any distribution point must be set up more than 1 metre from the marquee wall. These should have
an automatic change over valve to allow isolation of all bottles with one emergency control valve if an
emergency situation arises and the hoses and regulators must be in date. Consideration may be
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given to the use of pre-formed rigs delivered to site and which are connected by snap connectors
which will obviate the need for the inspection by a Gas Safe operative. These rigs can also be sled
mounted to facilitate removal by a fork lift truck should an emergency situation arise necessitating
their removal from site. Gas bottles may also be mounted on wooden pallets for the same reason.
Site conditions must be taken into account including flat and stable ground for the gas bottles and
their relationship to drains and sewers in the event of a gas escape and any associated fire risks.
A site inspection must take place by a suitably qualified person to identify any gas safety issues and
which takes into account the following:
Gas fixtures and systems have appropriate certification from a competent person who is Gas Safety registered for LPG appliances
Fixed piping such as copper or steel should be used where practicable
Flexible hoses should be kept to a minimum where it is unavoidable to use flexible piping it must be appropriate to British Standards and where appropriate provided with mechanical protection against damage
Screw driven fastenings must be avoided as they can be over tightened causing damage. Crimp fastenings should be used instead
Cylinders must be fitted with pressure relief valves and an emergency control valve
Cylinders must be stored upright so they cannot fall over and be stored away from any ignition source or flame
Cylinders should be stored away from risks of tampering by unauthorised personnel
If the cylinder is stored inside a trailer it must be secured in an upright position with half an hour fire protection from the inside of the unit. Access must be from the outside of the unit and there should be adequate ventilation. The cylinder must be securely fasted during transit
Cylinders must be stored away from risks of tampering by unauthorised personnel
Cylinders should be located away from entrances/exits and circulation areas
Cylinder valves and gas appliance must be turned off when not in use
Appliances must be fixed securely on a firm non-combustible heat insulating base and surrounded by shields of similar material on three sides (e.g. barbeques). Combustible materials should be kept away from the appliance
Permanent ventilation must be provided to areas using these gas appliances i.e. tents and marquees
The food operator must be conversant with the appliance operating procedures and have plans to deal with problems such as leaks or a fire break out
A plan must be made of the number and siting of gas bottles in case of a call out by the fire brigade
A safety notice on how to connect and disconnect the LPG bottles should be displayed with the gas compartment
The food operator must conduct and show evidence of a fire risk assessment
Suitable signs indicating “Caution-LPG and highly flammable “should be displayed
All gas appliances must be fitted with a flame failure device (FFD) and adequately ventilated
All fryers should be fitted with an automatic high temperature-limiting device operating at a fat temperature of 250 degrees or lower
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The head of Events and Conferences shall ensure that any outdoor events are safety inspected which
identifies any gas safety issues arising from the site inspection and the installation and use of LPG
appliances and shall be maintained as a record of the event. The head of Events and Conferencing
shall ensure that an Action Report Sheet is completed which identifies any remedial actions to be
carried out or procedural issues arising from the installation or operation of gas appliances that need
addressing and implementing for further planned events. All reports will be submitted to the
designated Events Team organiser for perusal and action.
Procedure for use of temporary heating appliances fuelled by LPG
Where the need arises for importation of portable heaters, the responsible person for the, premise or
building will contact the Operations Manager to advise on the, location, usage and type of heat
source required or being considered. The Operations Manager will ensure persons hiring equipment
will only hire from an approved company. The supplier must have adequate Development to ensure
proper maintenance. Equipment should conform to BS528 Part 10 or Part 11 (now BS EN 449). The
manufactures or suppliers instructions will be requested and made available to the users of the
equipment.
Due to its different properties to Natural Gas only persons deemed competent in the area of
Liquefied Petroleum Gases (LPG) will be allowed to work on these types of appliances. The Operations
Manager can delegate inspection services to such persons who will be responsible for carrying out a
risk assessment ensuring the safe siting and operation of temporary LPG heat sources. For example,
large industrial mobile heaters fuelled by 47kg propane cylinders may be suitable for large open areas
such as sports halls but not when premises are being occupied for educational purposes or
laboratories using flammable or explosive substances. Account must also be taken of any work
activity that may occur which involves use of materials that give off flammable vapours. Where a safe
location cannot be identified an LPG heater should not be used.
An LPG qualified competent person will examine the temporary LPG equipment prior to use to ensure
that specific items such as flame failure devices (FFD), atmosphere sensing devices (ASD) regulators
and hoses are safe to use. The competent person will also check ventilation requirements and advise
premises managers and users on the dangers associated with a heavier than air gas in the event of a
gas escape without fire. They will also offer guidance to users on safe operation and lighting
procedures appropriate to their responsibility.
Each heater brought in for use in an emergency, but not limited to should:
Be located so as not to affect the means of escape and not in corridors or circulation spaces forming part of the means of escape and not exposed to draughts
Have at least one metre of clear space around it and no curtains or other combustible space within the one metre space
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Fire guards fitted to prevent contact with hot surfaces
Not be located in basements or cellars
Users of LPG appliances will be trained on lighting and control measures. Each heater will be checked
for leaks and damage before lighting each morning.
Checks must include:
Visual examination of hoses
No evidence of damage or tampering and no evidence of leakage.
At the end of each working day the nominated user will ensure the main cylinder valve is turned off to prevent the escape of gas.
No appliance will be moved from its approved position without permission and a competent person will be assigned to approve the new position.
All users will be issued with written procedures in the event of fire or gas escape from the area
manager and fire officer. Only a suitably trained person will change LPG cylinders. .An LPG competent
person will carry out a weekly inspection of the appliances.
Use and Storage of LPG Cylinders
Guidance on safe practice in storing and handling LPG cylinders is given in HSE Guidance Note CS4
(reference 3). The following must be complied with in the transportation, use and storage of LPG
cylinders on Keele University campus. Further guidance can be found by reference to the Liquefied
Petroleum Gas Association Code of Practice 24 Part 6: 2000 “Use of Propane in Cylinders at
Commercial and Industrial Premises”.
LPG gas cylinders are to be properly restrained where in use, being stored or being transported.
No LPG gas cylinders’ are to be used or stored in basements, cellars or rooms below ground level.
Only minimum practical quantities of LPG are to be kept and used in buildings. All cylinders used by
contractors for any work or industrial process to be removed from premises to an externally located
safe and secured storage stage area at the end of the working day. Empty and filled cylinders must
be stored in separate areas. Safe manual handling procedures are to be followed in the unloading,
loading, transport and storage of full or empty cylinders at all times.
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Emergency Procedures
All relevant staff will receive training and instruction and training appropriate to their responsibility in
the event of an emergency which will be coordinated by the Estates and Development events team.
Leakage without fire
If an appliance or cylinder is found to be leaking without the gas igniting the action taken should
include the following where it is safe to do so:
Close off the main valve on the cylinder to cut off the gas supply
Extinguish all sources of ignition
Evacuate the premises or room other than persons involved in the emergency procedures
Ventilate the area
Contact Helpdesk or Security Services to inform of LPG gas leak
Prevent unauthorised approach to the appliance or cylinder
Wait for LPG gas competent person to arrive and deal with the leakage
Leakage with fire
The action taken should include the following:
Anyone discovering a fire should sound the fire alarm.
Contact Security Services and Emergency Services to inform that a LPG cylinder is involved.
Extinguish flame by turning of the cylinder main valve IF IT IS SAFE TO DO SO.
If the flame cannot be extinguished the building should be evacuated immediately
Persons not connected with the emergency procedures should be evacuated from the building.
Documentation
Form Reference Title
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Appendix 12 – Dealing with Unsafe situations
Purpose
This procedure describes the process for identifying risk and carrying out appropriate procedures
when dealing with any unsafe situations related to gas appliances or gas installations which are
identified by gas contractors when carrying out gas installation, service maintenance or
commissioning work on premises for which Keele University assumes responsibility.
Scope
The procedure is based on the requirements of The Gas Industry Unsafe Situations Procedures which
is published by Gas Safe as Technical Bulletin 001 and is relevant to all existing or new installations
and appliances for 1st 2nd and 3rd family gases installed in both domestic and non-domestic
premises. It will apply to all gas contractors and staff of Keele University Directorate of Estates and
Development.
Procedure for Dealing with Unsafe Situations
Any operative carrying out work who becomes aware of an unsafe or potentially unsafe installation /
appliance during the course of that work must inform the Keele University Authorised Gas Safe
Engineer, whether or not work is being carried out on that appliance.
Responsible Persons may, due to the nature of the types of installation (Non- Domestic) contained
within Keele University, deviate from the Industry Unsafe Situations procedures and allow gas
appliances or installations to remain on when advised of an unsafe situation by a gas operative
provided a documented risk assessment is carried out. The Responsible Person must have the skills,
training and personal qualities for the proper exercise of professional judgment when deviating from
the requirements of these procedures. Relevant staff training on gas safety issues to enable risk
assessments will be provided by the nominated gas consultants
For risk assessment process when deviating from this process
On report of an unsafe situation the Authorised Gas Safe Engineer and Operations Manager shall
request details of the unsafe situation, sign copies of the warning notice and consider whether to
immediately advise the gas operative to DISCONNECT & SEAL the gas supply to the appliance(s) /
installation.
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Or
Where circumstances dictate that the loss of heating and / or hot water Development could instigate
evacuation of large numbers of people and shut down is not considered the most viable option the
Gas Emergency Controller or Deputy Gas Emergency Controller will conduct a risk assessment to
determine the safest course of action.
They will:
request from the operative accurate documented records of any tests and or checks completed
Obtain details of any actions taken as a result of the risk assessment, authorised by the Gas Emergency Controller or Deputy, including times, dates and descriptions. These should be signed by the gas operative and the responsible person concerned.
Copies of all records shall be scanned, saved and sent to external consultants for verification purposes
Where remedial works are authorised the gas safe operative will also submit further supporting
evidence of any commissioning or tightness testing tests carried out and new certification issued.
Where Gas Operatives identify an unsafe situation which is also reportable under the Reporting of
Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) reports of dangerous gas
fittings should be completed. These reports should be communicated direct to the nearest HSE office.
(for further guidance see comments in Appendix 14. The Safety Services Department must receive a
copy of the RIDDOR report form and any subsequent investigation reports.
The Gas Contractor / Gas Operatives will keep copies of any completed forms safely filed and copies
of the reports will also be submitted to the Authorised Gas Safe Engineer as they could act as
evidence that the gas operatives have discharged their duties under the RIDDOR. The Gas emergency
controller will attend monthly meeting with the Authorised Gas Safe Engineer to discuss the Warning
Notices raised, evidence submitted, remedial actions undertaken and close out actions implemented.
The meeting and agenda items are to be minuted and stored on the X drive
All records are to be kept for at least 5 years to cater for possible future civil litigation on the
University.
Risk Classification Process
Gas competent operatives are required by law to categorise unsafe conditions i.e. Immediately
Dangerous (ID) and At Risk (AR) situations. Where such situations are identified the gas operative will
complete a warning notice, attach it to the appliance and with the Authorised Gas Safe Engineer
provide permission to isolate the appliance or gas installation until remedial actions are undertaken.
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The operative must notify the Authorised Gas Safe Engineer and issue a copy of the warning notice to
the relevant person in control of the premises. Once notified of or issued with a Warning Notice the
“responsible person” for the premises must not use the gas appliance or permit it to be used until
remedial works are carried out. Where the “responsible person” refuses permission to isolate for
operational reasons then they must complete a documented risk assessment.
Risk Assessments When Deviating From Unsafe Situations Procedures
The guidance contained in the Gas Industry Unsafe Situations Procedures is not exhaustive and gas
operatives must exercise sound engineering judgment to their actions within their area of
competence and where there is doubt seek further guidance from the ”Responsible Person”.
Where dealing with deviations from the actions advised in the Gas Industry Unsafe Situations
Procedures (Gas Safe Technical Bulletin 001) the “Responsible Person” should complete a
documented risk assessment to determine a safe course of action following the identification of an
unsafe situation. The Responsible Person will draw upon expert knowledge of nominated gas
competent persons of any specific process, safety controls, industry standards, manufactures
guidance or company procedures that are available, taking into account the process and business risk
from the actions proposed.
The risk assessment may consider that immediate shut down of large gas installations can produce its
own risk from gas pressure loss in the system that may require complex testing and purging
procedures to re-instate. Any risk assessment may conclude that a gas fired appliance and/or
installation may remain in use provided that additional safety measures have been put in place.
Where necessary the gas operatives will assess the risk and implement the University Escalation
Process to report up the line for further action and approval by the “Responsible Person” especially
where situations may be RIDDOR reportable or premises evacuation procedures may be required.
Copies of all warning notices must be forwarded electronically or in hard copy to the Approved Gas
Safe Engineer and included by the approved contractor’s as a standard agenda item at all monthly
meetings with the Gas emergency controller and Operations Manager for discussion, closeout and
inclusion into the Quarterly Management Review Meetings.
In all cases the operatives must keep accurate documented records of tests and /or checks
completed. Any actions taken as a result of the risk assessment will be authorised by the Gas
emergency controller or Authorised Gas Safe Engineer, including times dates and descriptions. These
should be signed by the gas operative and the responsible person concerned.
Documentation
Form Reference Title
TBA Risk Assessment & Warning Notices
HSE 2508/G2 Report of a Dangerous Gas Fitting
TBA Commissioning /Tightness Testing Certificate’s
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Appendix 13 – Quality Control
Purpose
This section describes Keele University Procedure in relation to the monitoring of gas processes,
procedures and related gas work undertaken within all University Properties. Keele University will
ensure with a risk based approach that all gas related works undertaken within all sites are as safe as
practicable. The audit programme will ensure a consistent approach to safety and monitor
performance using both document monitoring, post work inspections and in progress checks.
Scope
Audits will be undertaken on all areas of work undertaken by contractors and DLO operatives
responsible for the installation, servicing or maintenance of gas installations and associated controls
within properties for which Keele University has responsibility. The inspection process will include
works in progress, post work and any associated document checks deemed necessary. Keele
University Estates and Development Department shall be subject to office audits during which the
processes contained within this document shall be audited annually to ensure continued accuracy
and compliance The audits will take the form continual system monitoring and a six monthly Internal
audit followed by an independent external audit every 12 months to ensure compliance.
Procedure
Keele University will by using competent staff or employing specialist third party auditors, undertake
quality control audits on of all gas contractors utilising a number of formats which will include:
Post Inspection Audits - Inspection of works where practicable following completion, audits will be undertaken of a sample of the works being completed, the quality of workmanship and safety of the installation / equipment will be checked where practicable
In Progress Audits – Sample assessment of the gas operative whilst the works are in progress, the operative will be checked for safe working practices, workmanship and good customer interaction
Document Checks – sample documents such as Landlords Gas Safety Records, Tightness Test Certificates and Commissioning Sheets will be checked to ensure legibility and accuracy by the gas specialist consultant. All certificates shall be provided to the Authorised Gas Safe Engineer who will arrange for these to be audited externally by a gas specialist consultant.
Quality control audits will be undertaken on a number of gas work including maintenance of gas appliances both domestic and commercial, repair work following breakdowns or remedial operations. All new installations will be audited to ensure the quality of workmanship and adherence to current standards, as a form of 'sign off' before the installation is accepted by the University.
6 monthly audits of DLO staff will be programmed via Keele Estates & Development Q5 planning system and shall be conducted by the Authorised Gas Safe Engineer. Audits of contractors shall be arranged via the gas specialist consultant. All audits will be recorded on an audit form and reviewed at monthly gas compliance meetings. An annual audit schedule shall be compiled and included in the Gas Safety Management Plan.
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Quality control is a measure of an individual’s competence and therefore a qualifications matrix shall
be held within the Estates & Development X drive all gas operatives undertaking gas work, will be
subject to the range of audits identified
Post inspection audits shall be full / intrusive whereby the auditor will remove outer casings and
ensure all tests required by the operative have been undertaken. Staff undertaking document checks
shall have a checklist to ensure a uniform approach to the checking is maintained.
Procedure
Project Managers will make available if required contract and sub-contract staff to undergo an in
progress audit carried out by University or specialist gas consultants, where deemed appropriate.
Identifying the employer, the gas operative, type of audit, date undertaken and type of work. A
range of work activities shall be covered where possible.
The results of audits will be monitored and reviewed monthly, should the results of audits be
consistently satisfactory then a risk based approach may be adopted to enable the frequency of
audits to be reduced. Under no circumstances shall an operative carry out gas works for twelve
months without being audited. All contract / sub- contract labour staff undertaking new installation
work of gas pipework / appliances may be subject to quality control audits.
Quality control audits of contractors shall be recorded and any non-conformity documented and
passed to the Authorised Gas Safety Engineer. Corrective actions will be undertaken within as soon
as reasonable practicable of them being raised and any corrective actions shall be confirmed by
the auditor and recorded as completed. Audits of office procedures shall be recorded and any non-
conformity documented and passed to the Gas emergency controller. Corrective actions will be
undertaken within two months of them being raised and any corrective actions shall be confirmed
by the auditor and recorded as completed.
The results of audits will be monitored and reviewed annually, should the results of audits be
consistently satisfactory then a risk based approach may be adopted to enable the frequency of
audits to be reduced. Under no circumstances shall audits be undertaken over periods greater than
1 year.
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Implementation
The Estates and Development Gas emergency controller will implement these procedures and
ensure all sections contained within are adhered to as far as is reasonably practicable.
Planning and auditing of this process will be carried out by the Estates and Development Operational
Team and approved Gas Consultants. The Maintenance Department will maintain appropriate
records of all works carried out by contractors and employees.
It shall be the responsibility of the Gas emergency controller, Operations Manager and Authorised
Gas Safe Engineer to ensure that any non-conformances and corrective actions are closed out within
agreed time scale as previously identified. The gas auditor will, where it is deemed necessary
recommend further training and professional development for gas operatives who are continually
subject to non-conformance or poor performance. The auditor will require confirmation that such
re-training has been completed.
The Approved Gas Safe Engineer will prevent operatives from undertaking any gas work on
University sites, should they be deemed as non-competent or continually performing below the
standards expected by Keele University Estates and Development Department.
An annual review of the audit process shall be carried out by the Head of Occupational Health &
Safety and where necessary the audit check sheets and procedures adapted to ensure a consistent
quality approach.
Auditor Qualifications
Due to Post inspection audits being full / intrusive and because of the level of work required during
the audit the auditor must be Gas Safe Registered and competent in the areas of work undertaken.
Auditors undertaking in progress audits need not be Gas Safe Registered but they will be competent
in the areas of work being undertaken by the gas operative. Staff undertaking document checking
need not be Gas Safe Registered or competent but shall have undergone training and have a pre-
designed checklist for reference.
Responsibility
The overall responsibility for effective implementation of the audit Procedure lies with the Gas
emergency controller.
Review
On behalf of The University Estates and Development Department, the Gas emergency
controller and approved gas consultant will formally review this Procedure on an annual basis.
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Documentation
Form Reference Title
TBA Post inspection Audit (Domestic)
TBA Post inspection Audit (Non-Domestic)
TBA Post inspection Audit (Catering)
TBA Works in Progress (Domestic)
TBA Works in Progress (Non-Domestic)
TBA Document Check List
Sheet Reference Title
Audit Matrix
Competency Matrix
Office Procedures Sampling Regime Results and Tracking
Associated Documents
Auditor Qualifications
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Appendix 14 – Gas related emergencies
Purpose
This procedure describes the methods used and documentation utilised when dealing with gas
related emergencies, including gas escapes, actual or suspected, emissions of fumes from gas
appliances, activation of CO alarms, fires or explosions (where gas is suspected to be involved) or
other similar gas related emergencies, and are reported to Keele University Estates Helpdesk or
Keele Site Security
Scope
This procedure is to be applied in the event of any gas related emergency within University property
or on University grounds. The procedure should be followed by Residents, Students, University
Employees, Staff, Leaseholders and Contractors. Reports will be made through the Estates Helpdesk
which is operational from 8.30am to 5:00pm Monday to Friday, except Bank Holidays. Outside these
hours emergencies will be reported to Security Services who will activate the out of hours call
service.
Procedure - Dealing with Reports of a Gas Related Emergency
Whenever a gas related emergency is identified by any employee of Keele University, information
shall be provided to assist in FULLY completing the Gas Works Procedures Form - Gas Escape /
Fumes / Fire /Explosion / Etc. (Report Form Ref: GE 1). This form serves as an ‘aid-memoir’ to ensure
all the necessary information required is obtained by the University Security Services or Helpdesk
personnel who will, in accordance with GE 1, confirm that adequate safety information, where
practical, has been passed onto the person reporting the gas related emergency. This form is
available within the Estates & Development Electronic folder system
Examples of gas related emergencies that should be reported to the National Gas Emergency Call
Centre include:
any gas escapes / reports of gas escapes (suspected or actual)
suspected emissions of fumes from gas appliances
activation of carbon monoxide alarms
fires or explosions (where gas is suspected to be involved)
damaged gas pipes
residents reporting headaches, nausea, sickness, etc.
fluctuating gas supplies
any smells of gas in relation to a gas appliance / installation
any smells of gas outside / inside the building (whether they have a gas supply or not)
The Helpdesk or University’s Security Services receiving a report of a gas related emergency shall
record the date and time the report was received. The method the report was received, for example:
telephone call, visit to University Offices, letter, etc. shall also be documented.
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When the Helpdesk or University’s Security Services receives a report they shall obtain as much of
the following information as is practicable, from the person making the report, the letter provided,
etc.:
Name and contact telephone number of the person making the report
Address at which the gas related emergency is / has occurring including POSTCODE and the telephone number for the address (if different)
Type of property (for example: residential, teaching areas, non-domestic, public buildings etc.)
Name of the resident / occupier at the address (if different)
What type of gas related emergency is being reported (for example: Gas Escape, Fumes, CO Alarm Activation, Fire / Explosion, etc.)
Ascertain the precise location of the gas related emergency, identifying, where possible, the location of any smell, any room(s) involved and appliance(s) involved
The location of the gas meter
Ascertain whether the gas has been turned off
Is there still a smell of gas, fumes, etc. even after the gas has been turned off?
Is there any smell of gas, etc. outside the building?
The employee receiving a report DIRECTLY shall in ALL cases give the person making the report the
following safety advice:
DO NOT turn electrical switches / appliances on or off
OPEN doors and windows to ventilate the property and help disperse any gas / fumes
TURN OFF the gas supply at the emergency control valve normally adjacent to the gas meter, except where the valve is in a cellar or confined space where there is also a smell of gas. In this instance DO NOT enter this area and evacuate the property .TURN OFF all appliances suspected of having a gas escape
For suspected Carbon Monoxide incidents, appliances should not be turned off or tampered with to preserve evidence should an investigation be required.
DO NOT smoke; use naked flames, mobile phones or any other potential means of ignition
DO NOT use any door entry systems to allow person’s access to the property, open them manually
DO NOT turn the gas supply / appliances on until checked by a University Gas Safe Registered gas operative
Confirmation that this advice has been given shall be made by inserting a tick in the box alongside
each point on Form GE 1. Where the Helpdesk or University’s Security Services receives a report
INDIRECTLY, for example, via a letter, and is therefore unable to provide the necessary safety advice,
they should document their reasons for not providing the safety information in the appropriate box
on Form GE 1. All available details collated by employees must be passed to the University Security
Services on 01782 733004.
Under all circumstances the information must be passed to the Gas Emergency Service Provider
0800 111 999 immediately the report has been logged. The Helpdesk or Security Services will liaise
fully with the Gas Emergency Service Provider the Gas Contractor, and relevant Keele University Gas
Emergency Controller, or Gas Emergency Representatives as they arrive on site and guide them to
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the site of the emergency. The date and time the gas related emergency was reported to the Gas
Emergency Service Provider shall be recorded and their Job Reference number noted on Form GE 1.
In association with the gas related emergency being reported to the Gas Emergency Service Provider
the Helpdesk or University’s Security Services receiving the report shall contact the Keele University
Gas Emergency Controller, the on call gas engineer and the Gas Competent Contractor to arrange
their attendance on site and to liaise with Gas Emergency Service Provider The Gas Emergency
Controller will liaise with the Gas Competent Contractor and the National Gas Emergency Call Centre
Gas Engineer to decide if the Unsafe Situation is such that isolation is required. Where this is
deemed unacceptable due to the nature of the building or occupancy then all parties MUST follow
the risk assessment procedure identified at section 15 “Dealing with Unsafe Situations”. A suitably
prioritised Job Ticket shall be raised on the Q5 System and forwarded to the Gas emergency
controller as soon as practical, but in all cases no later than the next normal working day.
Procedure - Processing Gas Works Procedure Form Reference GE 1
The original copy of the Gas Escape / Fumes / Fire / Explosion / Etc Report (Form Ref: GE 1) shall be
forwarded to Gas emergency controller WITHIN ONE WORKING DAY of the form being completed.
On receipt by the Gas emergency controller, the Form GE 1 shall be checked for correct completion.
In particular the following shall be verified:
appropriate dates and times are completed and reporting timescales were adhered to
confirmation that safety advice was given is confirmed for DIRECTLY received reports or an explanation why the safety advice was not given is provided for INDIRECTLY received reports
the Job Reference number for the National Gas Emergency Call Centre is included
the Job Reference number for the Job Ticket to the Gas Maintenance Contractor is included and this is confirmed on the Q5 system (where applicable)
In the case where a problem on completion of the form is highlighted, the Gas emergency controller
reviewing the form should contact the appropriate member of staff to inform them of the problem
to help avoid possible re- occurrences. Form GE 1 shall be signed by the Gas emergency controller
to verify that it has been checked and its receipt logged on the ‘Records of Form GE 1 Received’
spread sheet. The original form shall then be filed in the ‘GE 1 Reports Received’ file held by The
Authorised Gas Safe Engineer.
Reporting under RIDDOR
Gas Incidents (attributed to Carbon Monoxide poisoning, fires / explosions from the ignition of gas,
or other exposure e.g. to unburned gas), reported under RIDDOR regulation 11(1) by either the gas
conveyor (or their Emergency Service Provider (ESP), or very occasionally by liquefied petroleum gas
(LPG) suppliers Note: Conveyors, fillers, importers and suppliers of gas through fixed pipe systems
have a legal duty to report incidents which have resulted in:
a death
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person(s) found unconscious or been taken to hospital, where flammable gas is considered likely to be a potential cause, but incidents where people have taken themselves to hospital or been taken to another medical facility (eg ‘walk-in-centre’ ) are not reportable.
Gas incidents shall be notified via HSE’s RIDDOR reporting website, within 2 hours of attending an
incident https://extranet.hse.gov.uk/Ifserver/F2508G2E A telephone service is also provided for the
reporting of Gas Incidents only on 03453009923 (open Mon – Fri 0830 – 17.00)
Dangerous Gas Fittings reported under RIDDOR regulation 11(2) by Gas Safe registered engineers,
or by the ESP following emergency call-out visits.
Dangerous Gas Fittings shall be notified via HSE’s RIDDOR reporting website, within 14 days.
The HSE must be immediately notified of such incidents and a report of the gas related incident
should be completed on a ‘Report of Flammable Gas Incidents’ form (ref. 2508/G1) available from
the HSE Books. These reports should be sent direct to the HSE unit safety advisor nearest to where
the incident occurred, or, if in doubt to the Estates Health & Safety Coordinator. Further guidance on
RIDDOR can be found in Gas Safe Technical Bulletin 002.
Also communication of the incident MUST be made to members of the Operational team including
the Duty Holder and the Head of the Department of Occupational Health and Safety at the earliest
opportunity During the completion of the 2508G forms they must use black ink and legible writing.
All boxes should be completed using suitable words and / or abbreviations that are industry
recognised.
The responsible person MUST ensure that any gas operatives who are called to, or encounter a gas
related incident, secure the incident scene and preserve any forensic evidence. If the Gas Emergency
Service is not on site they should immediately contact the Gas Emergency Service Call Centre and
inform them of the incident. The responsible person MUST not allow any remedial works to be
undertaken in a property where there has been a recent gas incident, until the responsible person
has obtained permission from the HSE. No remedial work should be carried out until the HSE have
confirmed that their investigation is complete.
Retention of Records
Copies of the Gas Escape / Fumes / Fire / Explosion / Etc Report (Form Ref: GE 1) shall be retained for a period of not less than TWO years
Electronic ‘Records of Form GE 1’ files shall be retained for a period of not less than FIVE years
Copies of HSE form 2508G shall be retained for a period of not less than 5 years
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Documentation
Form Reference Title
GE 1 Gas Escape / Fumes / Fire / Explosion / Etc Report ( Appendix 15)
HSE 2508/G1 Report of Flammable Gas Incidents
Appendix 15 – Form GE1
Please click here for form.
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Appendix 16 Addressee list
Williamson Mr I. (Ian)
Phone: +44 1782 7 34257 Email: [email protected] Occupational Health and Safety Position: Head Occupational Health & Safety Room: DH0.12
Butters Mr P. (Philip) Phone: +44 1782 7 34147 Email: [email protected] Estates and Development Directorate - E&D Position: Director of Estates & Development Room: EMM1.04
Salt Mr N.G. (Nick) Phone: +44 1782 7 34953 Email: [email protected] Estates and Development Directorate - E&D: Maintenance and Operations Position: Plumbing Foreperson Room: EMM0.02
Holland Mr C.E. (Chris) Phone: +44 1782 7 33841 Email: [email protected] Estates and Development Directorate - E&D: Maintenance and Operations Position: Science & Innovation Park Facilities Manager Room: EMM0.06
Worthington Mr A. (Adam) Phone: +44 1782 7 33341 Email: [email protected] Estates and Development Directorate - E&D: Maintenance and Operations
Position: Planned Maintenance Co-ordinator Room: EMM0.06
Shenton Miss E.L. (Emma)
Phone: +44 1782 7 34205 Email: [email protected] Estates and Development Directorate - E&D: Maintenance and Operations Position: Maintenance Co-ordinator Room: EMM0.05
Estates Helpdesk (Estates) Phone: +44 1782 7 33137 Email: [email protected] Estates and Development Directorate - E&D: Estates Management Systems Position: Room: EMM0.01
Security (service) Phone: Email: [email protected] Position: Room:
Manning Mr N. (Nigel) Phone: +44 1782 7 34440 Email: [email protected] Security & Post Room - E&D: Security Position: Head of Security and Travel Co-ordinator Room: EMM0.06
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Underwood Mrs S.J. (Sue) Phone: +44 1782 7 34605 Email: [email protected] Residential & Commercial Services - E&D: Accommodation Services Position: Head of Accommodation Services Room: EMM1.14B
Warrender Mrs S.J. (Susan) Phone: +44 1782 7 33696 Email: [email protected] Residential & Commercial Services - E&D: Catering & Retail Position: Head of Catering and Retail Room: EMM1.14A
Cannell Mrs K.J. (Kathryn) Phone: +44 1782 7 33697 Email: [email protected] Residential & Commercial Services - E&D: Keele Conferences & Events Position: Yield & Revenue Manager Room: KH80/KH81
Dargue Mr G. (Greg) Phone: +44 1782 7 34224 Email: [email protected] Estates and Development Directorate - E&D
Position: Deputy Director of Estates & Development (Operations) Room: EMM0.04
Harewood Mr M.J.C. (Marlon)
Phone: +44 1782 7 33458 Email: [email protected] Estates and Development Directorate - E&D: Maintenance and Operations Position: Operations Manager Room: EMM0.02
Clarke Mr M. (Matthew)
Phone: +44 1782 7 34040 Email: [email protected] Estates and Development Directorate - E&D: Project Management Position: Head of Projects Room: EMM1.05
Brown Mr D. (David) Phone: +44 1782 7 33709 Email: [email protected] Students Union: Senior Leadership Team (SU) Position: Head of Finance and Resources Room:
Clutton Mr M. (Matthew)
Phone: +44 1782 7 33717 Email: [email protected] Students Union: IT Support (SU)
Position: IT Support Co-ordinator Room:
Phil Winnard BSc C Eng FIGEM,FIMechE |
Account and Project Manager| Tel: 01229 824034 | Mob: 07966 124 777 | Fax: 01229 824 035 | Email: [email protected] Wilcock Consultants Ltd Trinity Enterprise Centre, Furness Business Park, Barrow-in-Furness, Cumbria, LA14 2PN
Woodcock Mrs E.L. (Emma) Phone: +44 1782 7 34602 Email: [email protected] Residential & Commercial Services - E&D: Events and Conferencing Position: Senior Business Development Manager Room: KH80/KH81
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Cannell Mrs K.J. (Kathryn)
Phone: +44 1782 7 33697 Email: [email protected] Residential & Commercial Services - E&D: Events and Conferencing Position: Senior Events & Conferencing Manager Room: KH80/KH81
Stuart Parrish- Managing Director
Audrey Hughes- Company Secretary North Staffs Pipe Services Limited Tel: 01538757177 Email:[email protected]
John Perry - Blue Flame Associates Chatterley Whitfield Enterprise Centre, Biddulph Road, Chatterley Whitfield, Stoke-on-Trent, Staffordshire, ST6 8UW Tel: 0845 194 9035 Mob: 07702384930 www.blueflameassociates.com [email protected]
Keele University Gas Safe Operatives Baldwin A.P. (Andrew)
Phone: Email: [email protected] Daniels G. (Gareth)
Phone: Email: [email protected]
Johnson M.J. (Michael) Phone: Email: [email protected]
Bingham D.H. (Damian) Phone: Email: [email protected]
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Appendix 17 Keele University Sub Contractors Gas Declaration Form
Please click here for form.
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Appendix 18 Keele University Supplementary Information required for any planned work on gas network introducing a Hydrogen blend
1. Scope
This supplementary information is only to be used by personnel carrying out gas servicing , repair
and installation work on the downstream assets on the Keele University gas network (ie from the
Additional emergency control valve) for the duration of the trial period as stipulated by the
HyDeploy exemption on all properties with gas installations on the Meter Zone 3 network.
Estates Workshops
Covert Housing
Church Plantation Flats & Housing
Larchwood Housing
Drive Lodge
Holly Lodge
Oaks A & B
Holly Cross
Central Facility
Sneyd House (Lindsay S block)
Harrowby House (Lindsay T block)
Taylor House
William Emmes building
Chancellors A block
Chancellors B block
The Chancellors Refectory
Jack Ashley building
Lindsay Laundrette
Holly Cross Laundrette
Sports Centre
Mackay building
Colin Reeves building
Lennard Jones
Lennard Jones Wet labs
Science Learning Centre
Hornbeam building
Tawney building
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Walter Moberley building
Huxley building
William Smith building
Woodland Geoscience building
Biology Greenhouses
Bungalow 78
Bungalow 77
Moser Centre
The Oaks Social space (The Cross)
House 82 (Crime scene house)
CADENT will continue to be the primary contact attending to internal and external gas escapes,
Carbon Monoxide (CO) reports, poor pressure, no-gas and meter works.
2. Background
The Hydeploy project is an Ofgem funded research project to reduce the amount of CO2 released
during the burning of natural gas supplies.
To achieve this reduction in CO2 emissions, a consortium formed of Northern Gas, Cadent, the
Health and Safety Laboratory (HSL), ITM power, Progressive Energy and Keele University have
worked together to study the feasibility of long term injection of up to 20 %vol/vol Hydrogen (20%
H2) into the natural gas supply. The trial will run from April 2019 for a period of 10 months
3. Purpose
The addition of Hydrogen into the network affects the properties of the gas and the way in which
gas detection equipment works.
This document has been produced to provide additional guidance for personnel to ensure that
safety is not compromised during the trial. For example, where research has revealed changes to the
way that gas detectors work it shows how to interpret and action readings.
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Changes to procedures are shown in BLUE text.
Note: Gas emergencies reported to the National Gas Emergency number 0800111999 will continue
to be managed and dispatched in accordance with normal operating procedures.
3.1 Domestic installations The integrity of Internal gas fittings and pipework within University owned domestic premises are checked on an annual basis as part of the requirements of the Gas Safety (Installation and Use) regulations 1998. There are no changes to the process of conducting a Gas Safety Inspection on domestic blended gas installations. For purging operations in domestic properties there are no change to the procedures – follow IGEM/UP/1B For tightness testing follow IGE/UP/1A Only Gas safe engineers, authorised by Keele University Authorised Gas Safe Engineer (Nick Salt) following training and competency assessment, will be allowed to work on a blended network Landlord safety checks on non-University owned domestic buildings will be made available free of charge by the Hydeploy project team during the trial period. Due to the cross sensitivity of hydrogen and carbon monoxide (CO) any gas detection equipment and / or CO detection equipment shall be specified and training provided to ensure safety. As part of appliance commissioning the installation manual will indicate that flue gas analysis be undertaken the installation manual will specify acceptable limits of CO/CO₂ ratio and a range for the CO₂ measurement. CO₂ levels may be expected to be 0.5% lower with a blend gas than natural gas, therefore CO₂ reading taken with blended gas may lie outside the range specified in the manufacturers installation manual. The manufacturers technical support team should be contacted for advice. Report any anomalies to the Gas Safe Authorised engineer for Keele site (Nick Salt) Carbon Monoxide detectors have shown a cross sensitivity to a Hydrogen blended gas mix.
Therefore if there is an escape of blended gas on an installation during any service or work activity
then any CO detector in the property, exposed to the blended gas could alarm. Where a CO detector
has alarmed in this manner it will need to be replaced.
Note: An actual CO investigation by qualified gas safe engineers should only be required if CO
readings have been verified by utilising the following xxxx detector supplied by Keele. (TBA)
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3.2 Non Domestic Installations
Only Gas safe engineers, authorised by Keele University Authorised Gas Safe Engineer (Nick Salt) following training and competency assessment, will be allowed to work on a blended network
The integrity of Internal gas fittings and pipework within University owned non-domestic premises are checked via a planned maintenance regime on a 36 month frequency
For non-domestic installations additional integrity checks will be carried out before the trial, within one month of reaching the 20% blend through the trial period and within 3 months of ending the trial period on pre-selected installation(s), coordinated via the Hydeploy project team For non-domestic Installations Integrity checks on gas installations that utilise a drop test shall remain the same although for the trial instead of recording a simple pass / fail it will be a requirement to record the actual reduction in pressure over time. Purging internal pipework from air to gas – When purging from air to gas IGEM/UP/1 and IGEM/UP/1a require a minimum gas detection reading of 90% gas in air (GIA) – For the current suite of gas detectors a conservative reading of the GIA when purging a blended gas is not achievable. To ensure that a safe purge has been completed bottled natural gas shall be used to purge from air to gas. Gas readings to confirm 90% GIA shall be taken on conventionally calibrated equipment such as a Bascom Turner Purging internal pipework from gas to air – When purging from gas to air IGEM/UP/1 and IGEM/UP/1a require 1.8% GIA (40% LEL) reading for natural gas. To confirm a level of 40% LEL with a mixed blend gas installation, a GMI GS700 detector supplied via Keele University Security shall be used (Due to the cross sensitivity of hydrogen and carbon monoxide (CO) any gas detection equipment and / or CO detection equipment shall be specified and training provided to ensure safety.) Where a 'blended' gas escape has occurred, the CO detector in the property could alarm as a result
of the cross sensitivity to Hydrogen. Where a CO detector has alarmed in this manner it will need to
be replaced.
Note: An actual CO investigation by qualified gas safe engineers should only be required if CO
readings have been verified by utilising the following xxxx detector supplied by Keele.
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3.3 Issuing a Safety Warning Notice
When completing a Safety Warning Notice e.g. for an Immediately Dangerous appliance it is
important to indicate Hydeploy Project on the notice. This will allow the Keele site manager to
arrange the appropriate follow up work.