Risk Management Procedure / RMP/25
Control and Monitoring of Water Quality
/ Issue: 1Policy / · The College recognises that it operates hot and cold water systems and there is a foreseeable risk of Legionellosis and other water borne bacteria which therefore requires control.
· The College will do all that is necessary to fulfil the requirements of the Approved Code of Practice by identifying and assessing sources of risk, preparing a procedure for preventing or controlling the risk, implementing and managing precautions and keeping appropriate records of all actions implemented.
Objectives / · The College’s main objectives are to operate water services which minimise the growth of Legionella and avoid stagnation.
· The College will also ensure that the system is clean in order to minimise the opportunity for bacterial contamination.
Key Personnel / · Selwyn College have nominated key personnel who are aware of their responsibilities and are kept up to date of any key changes to legislation and to working practices.
· Statutory Duty Holder – Bursar.
· Managerial Responsibility Person – Maintenance Manager.
· Deputy Managerial Responsible Person – Maintenance Office Manager.
· The College will also appoint a Water Quality Specialist Contractor to provide services under contract.
· Details of their responsible staff are held within the Water Systems Logbook.
Note: It is the responsibility of Robinson College Staff and a specialist contractor to undertake all testing and water treatment monitoring for the Romsey Terrace properties.
Training / · Legionella Awareness training will be provided to the following staff:
· Maintenance Manager
· Maintenance Office Manager
· Health and Safety Officer
· Head Housekeeper, Deputy Housekeeper, Housekeeping Supervisors and College Caretakers
· Plumber
· Compliance Technician.
· Handyman.
· This training will be provided by a specialist external trainer.
· Legionella Toolbox talk will be provided to all Housekeeping Staff. This will be provided by a Head of Department who has undertaken legionella awareness training.
· Details of training records will be held by HR Officer.
Allocation of Responsibilities / · During the annual review meeting the allocation of responsibility for monitoring will be agreed between the College and Specialist Water Quality Company.
· This discussion will be documented and held in the Water Systems Logbook.
· The monitoring regime is based on the recommendations in ACoP L8.
· Deviations from this will be explained in the monitoring schedule.
· See Appendix 1 for current monitoring regime and allocated responsibility.
Risk Assessments / · The current risk assessment will be reviewed every 2 years or after significant changes to a system by the specialist contractor.
· This will form the basis of the schedule of works for College and Contractors’ staff.
· A copy of this risk assessment will be held in the Maintenance Office.
· Minor changes that are made to a system such as the addition of a shower outlet will be notified to the specialist contractor for inclusion into documentation.
Method Statements / · Method Statements will be provided by the specialist contractor to detail planned and reactive maintenance works.
System Management / · Where possible, water services will operate at temperatures that prevent the proliferation of Legionella:
· hot water storage (calorifiers at 60oC) hot water distribution at least 50oC attainable at the taps within one minute of running
· cold water storage and distribution at 20oC or below within two minutes of running.
It is recognised that water temperatures in excess of 50oC may give rise to a danger of scalding, where appropriate, water signs will be posted.
Note: If a calorifier or substantial part of the system is on standby operation, or if it is out of use for a week or longer for maintenance or other purposes, water will be raised to the operating temperature throughout for at least one hour before being brought back into use, in line with the ‘Thermal Disinfection’ procedure recommended within the ACoP(L8).
Running Little Used Outlets / · The Head Housekeeper will be responsible for ensuring that all outlets are run on a regular basis.
· Details of how staff carry out this running process is contained within the toolbox talk.
· When a building has full occupancy, only cleaners’ sinks need to be run once a week.
· When the building does not have full occupancy then all outlets need to be run at least once per week.
· The Head Housekeeper will instruct her staff as to the rotation of this work and ensure that a record sheet is completed.
· At the end of the vacation period, the record sheet will be returned to the Maintenance Office Manager who will file it in the Water Systems Logbook.
Chemical Dosing of Systems / · Due to the nature of the buildings, certain water tanks cannot be inspected or cleaned safely.
· This being the case an automatic dosing system will be considered and installed to treat the cold water tank with a biocide.
· The system will be designed and installed to meet the needs of the building. Chemical levels will be agreed and maintained following discussion with the nominated water hygiene specialist
· COSHH data sheets, PPE and training will be made available to staff when they need to handle chemicals, containers or ‘top’ up systems.
· Staff that are required to handle chemical will receive a toolbox talk prior to works.
· Chemical dosing can be used as part of an action plan to deal with a positive test result. If this is identified as part of the action plan then the specialist contractor will detail dose quantities and ppm levels.
· Chemical dosing may be carried out during periods of low occupation.
· Levels will be agreed by specialist contractors.
· The Maintenance Manager will investigate the course of action to be taken.
Non-Routine Cleansing of System / · To comply with water regulations for houses of multiple occupation, if a system in a hostel or staircase is majorly altered or upgraded it will be chlorinated by a specialist engineer prior to re-occupation.
· Chlorination certificates will be held by the Maintenance Department.
Procedure to be followed in the event of a Test Failure / Note: It is important that confidentiality is maintained at all times and the results and any additional information will only be discussed with nominated Heads of Departments or their Deputies.
· Upon receipt of a test failure, the Specialist Contractor will contact the Maintenance Department by telephone to inform them of the results.
· They will then supply advice as to the course of action which should be taken; this may vary as per the level of the result and the type of system that has been contaminated.
· This conversation will then be confirmed in writing (e-mail) to the Maintenance Department.
· The following staff will be informed of a test failure and the actions to be carried out:
· The Bursar (in his absence The Master)
· Health and Safety Officer
· If the College is required to take any actions, or restrict usage the following members of staff will be informed:
· Head Porter
· Head Housekeeper
· Catering and Conference Manager
· Accommodation Officer
· An agreed action will take place and follow up sampling will be carried out as per the advice from the specialist contractor.
· Once test results have been received the action plan will be reviewed.
· All actions will then be documented and stored in the Water Systems Logbook.
Records / · Records of all training (including toolbox talks) will be kept by the appropriate Head of Department and the HR & H&S Officer.
Responsibility / · The Maintenance Manager is responsible for ensuring this policy and procedure is implemented.
Review / · An annual review will be held with the Maintenance Manager, the Maintenance Office Manager and a suitably qualified member of staff from the specialist contractor.
· During this meeting the log book will be reviewed and actions will be agreed and documented.
· The Maintenance Manager will review this document annually.
Reference Documentation / ACoP L8
College Water Systems Logbook
College Legionella Control Manual
College Water Risk Assessment
The Water Systems logbook containing details of water temperature monitoring, Sanosil monitoring, shower head cleaning and outlet running will be held in the Maintenance Department.
The water systems survey, risk assessment and the Legionella Control Manual will all be held in the Maintenance Department.
All records will be held for 7 years.
Appendices / The monitoring regime and allocated responsibilities are given in RMP/25a.