University compliance part 1: A First in water compliance
The university campus is both a place of learning and a home from home, in which facilities managers must safeguard the properties’ users in both their waking and sleeping hours. David Randlesome, National Sales manager for Water Services at Swiftclean, explains the basics of compliance for universities.
There is a duty of care to provide a safe working environment in universities, for teaching staff, administration and support teams, as well as safe learning spaces and living accommodation for students. This means ensuring your compliance in several key areas.
Naturally, a major priority will be the water system, which must be kept clean and free from water-borne pollutants such as Legionella and other similar bacteria. This is critical for students or staff members with an underlying health condition, as they are particularly susceptible to the effects of Legionnaire’s Disease, the ‘flu-like’ illness caused by Legionella bacteria.
Water systems must be, by law, carefully managed in compliance with the Approved Code of Practice for the control of Legionella (ACOP L8), issued by the UK’s Health & Safety Executive. This also requires the appointment of a Responsible Person, who carries considerable legal responsibility. If found to be negligent, the Responsible Person, as well as the organisation, can be prosecuted. If found guilty, individuals can face a custodial sentence, especially if there has been a fatality due to Legionella; while limitless fines can be imposed on the organisation.
Evidence of compliance is, therefore, almost as important as compliance itself, as it protects both the named individuals managing the property and the organisation itself. Robust documentation is essential at every stage.
Each property must have a current Legionella risk assessment, which must be updated after any significant change, including a change of Responsible Person, and the system itself should always be L8 compliant. If the system itself is altered, either to add or remove pipework or outlets, the risk assessment should always be updated.
You should always ensure that water can flow freely around every part of the system, and there should be no lengths of pipework in which water can remain static. These are known as ‘dead legs’ and should be removed as they are a legionella risk. Legionella prefers tepid, static water in which to multiply and proliferate.
Because static water is a huge Legionella risk, if the system is not used for a week or more, it must be carefully and regularly flushed. This is particularly important in the periods between terms if the accommodation is not fully occupied. This is especially critical during the summer months as the ambient temperature rises. Water tanks must be sufficiently screened and insulated to avoid the water in them being heated by the sun. The summer break is, however, the ideal time to have your water tanks cleaned and any maintenance work carried out.
Flushing must be carried out with care, avoiding splashing, as Legionella bacteria can be carried by minute water droplets; inhaling these can cause the individual to contract Legionnaire’s Disease. Toilets should be flushed with the lid down, and shower heads should be immersed in a bowl or jug of water to avoid generating spray. Basin, bath or kitchen taps should be flushed by draping them with a plastic bag, rubber glove, or similar, before turning on the water, to reduce splashing.
When outsourcing Legionella prevention work, such as remedial plumbing or tank cleaning, you should always use a member of the Legionella Control Association (LCA). LCA members are regularly vetted to ensure that they are competent and professional, and are awarded a certificate of membership on a yearly basis. You can ask to see their current membership documentation.
Some routine Legionella control measures can be carried out by your own team, but it is important that they receive some training in the correct methods to employ. As an LCA member, your provider will be able to deliver basic training for the simple Legionella flushing and testing routines.
As long-term members of the LCA, we provide clear, robust reports of all work carried out by our technicians. Should the worst happen and a Legionella outbreak occur, this evidence of compliance will help to protect both the Responsible Person and the organisation.
Carrying out any type of maintenance at university campuses can be tricky. Fortunately, Swiftclean has a wealth of experience in organising their work to minimise disruption, producing solutions and working with our clients by creating a flexible program of works, considering multiple contingency plans.
Naturally, in settings involving young people, extra care is needed and we insist on enhanced DBS checks for all our technicians. The DBS process is initiated as soon as a new employee is appointed, before they join us, so that the DBS check can often be completed before their first day in the role. We also recommend considering purchasing a package of services which can ensure that you maintain compliance with regular testing and water tank cleaning. You can also combine this with our range of ventilation hygiene services , which help to ensure good air quality and minimise fire risk. This not only helps to maintain your compliance in both air and water, but can also save costs over individually purchased services.
