ENV 019 Pollution Prevention - Environmental Management Procedure

Safety Health & Environment Section

Environmental Management System (EMS)

ENV/019

Pollution Prevention Environmental Management Procedure

July 2017 Version 5.0

Document review due: August 2018

Please Note – Prior to migration to SharePoint this document was on version 4.0. This is a controlled document, please ensure you are using the most recent version available on the UCLan intranet.

of 30 Document History

References

# Title Version File Name [1] Environmental Aspects Register 4.0 ENV 004 [2] Environmental Sustainability Policy 10.0 ENV 002 [3] Newground Legislation Register N/A http://product.legislationupdatese rvice.co.uk [4] ISO14001 2015

of 30 Document Control Authorised: Michael Ahern Date Chief Operating Officer & Sign

Approved: Jon Fahie Date Director of Estates Services & Sign

Approved: John Richards Date & Head of Capital Projects Sign

Reviewed: David Price Date Principal Building Surveyor (Maintenance) & Sign

Reviewed: Steve Tyrer Date Building Services Manager & Sign

Reviewed: Steve Whittle Date Safety Health & Environment Adviser & Sign

Author: Clair Engl Date Environment & Sustainability Manager & Sign

of 30 Contents

of 30 1 Introduction 1.1 Purpose This procedure describes the approach UCLan will take to manage and mitigate its potential to pollute the environment as a category of significant environmental aspects (ENV004), within the University’s Environmental Management System (EMS), to ensure the University’s operations remain compliant with relevant parts of its:

 Environmental Sustainability Policy;  Environmental Management Plan ENV020;  Compliance Obligations including legal and other requirements- Legislation Register ENV006 (Newground Legislation Update Service – contact [email protected] for access, including;

o The Control of Pollution (Oil Storage) (England) Regulations 2001 o Water Industry Act 1991 as amended by Water Industry Act 1999 o The Environmental Damage (Prevention and Remediation) Regulations 2015 o The Ozone-Depleting Substances Regulations 2015 o The Fluorinated Greenhouse Gases Regulations 2015 o Clean Air Act 1993 as amended o The Smoke Control Areas (Authorised Fuels) (England) Regulations 2014 o Anti-Pollution Works Regulations 1999 o The Plant Protection Products (Sustainable Use) Regulations 2012 o The Control of Substances Hazardous to Health (COSHH) Regulations 2002 o Control of Asbestos Regulations 2012 o Radioactive Substances Act 1993 as amended o The Environmental Permitting (England & Wales) Regulations 2016 o Gas Safety (Installation and Use) Regulations 1998 o Noise and Statutory Nuisance Act 1993 o Clean Neighbourhoods and Environment Act 2005 o Contaminated Land (England) Regulations 2006 o The Environmental Protection (Disposal of Polychlorinated Biphenyls and other Dangerous Substances) (England and Wales) Regulations 2000

UCLan’s Environmental Aspects Register (ENV004) identifies the University’s use of gases (including refrigerant) and the delivery and storage of hazardous materials as having the most significant impact on the environment. This aspect will therefore be the focus of our mitigation and management within the EMS. However, as a matter of good practice we will also outline operational controls required to ensure pollution prevention in line with related legal requirements.

of 30 1.2 Scope This document applies to operations conducted from the University’s Preston campuses.

Normal Condition  Management of Asbestos Register  Management of F-Gas Register  Storage and use of compressed and liquid gases  Operation of air conditioning systems  Small volumes of environmentally hazardous substances are used and disposed of  Normal deliveries of diesel and oil (for generators)  Fat and silt traps in operation  Noise as a result of construction  Production of dust and ceramic fumes, lab fume cupboards.

Abnormal Condition  Identification of a leak of refrigerant gas  Leak of compressed gas or liquid  Larger volumes of environmentally hazardous substances are used and disposed of  Oil spill during operation, delivery or disposal  Noise created at unsociable hours

Emergency Condition  Large fuel leak during delivery or collection  Major chemical spill, e.g. during transport to hazardous waste stores  Fire in hazardous waste stores

1.3 Responsibilities

This document applies to staff within the University who are involved in; ordering, delivery, storage, use and/or disposal of environmentally hazardous materials. These general responsibilities are summarized in the table below.

Legal or other requirement Responsibility Operational control

The Control of Pollution (Oil Building Services Manager ENV 019 Storage) (England) Regulations Head Groundsman UCLan Emergency Plan 2001 Catering Manager Maintenance Manager Water Industry Act 1999 LIS Technicians ENV 019 Academic staff labs ENVREC049 Spill Kit locations and Post graduate researchers (labs) competent staff Grounds staff UCLan Emergency Plan Maintenance Manager (Section 2.2.3) The Plant Protection Products Head Groundsman ENV 019 (Sustainable Use) Regulations 2012 (SI 2012/1657) Ozone Depleting Substances: Building Services Manager ENV 012 (Regarding inspections of efficiency Fluorinated Greenhouse Gases Principal Technician of systems)

of 30 Regulations (F-Gas Regulations) ENV019 2015 (Regarding leaks and competency) Ozone depleting substances Regulations 2015 (See Section 6.4.3 of ENV012 Use UCLan F-Gas Register of Natural Resources) Waste Numerous, see ENV016 for details. ENV 016 (See section 1.3 if ENV016 Waste Management) Contaminated Land (England) Head of Capital Projects ENV 015 Regulations 2006 ENV 019

Noise and Statutory Nuisance Act SHE Section – monitoring ENV 019 1993 Building Services Manager- Biomass deliveries SHE 021 Guidance on Compliance Business Services manager- fleet with the Noise Activity at Work Master Plan Capital Projects - Regulations 2005 projects University Sports Arena Management Conferencing & events -University Events Gas Safety (Installation and Use) Building Services Manager ENV 012 (Section 6.4.8 – details of Regulations 1998 and legal requirements) subsequent amendments. ENV 019 - Description & responsibilities. Clean Air Act 1993 as amended Building Services Manager ENVREC 113 The Smoke Control Areas (Authorised Fuels) (England) Regulations 2014 Control of Asbestos Regulations Statutory Compliance Manager UCLan Asbestos Register 2006 Asbestos Guidance HSG246 COSHH, Control of Substances SHE Section - Procedure Users SHE 005 Hazardous to Health Regulations 2002 Radioactive Substances Act 1993 Safety, Health & Environment SHE 022 Local Rules for unsealed radioactive sources. The Environmental permitting Advisor (Radiation Protection (England & Wales) Regulations Officer) SHE 023 Local Rules for sealed 2010 Radiation Protection Supervisors radioactive sources Authorisation to accumulate & dispose of radioactive waste no. AV0266 Environmental Protection (Disposal Building Services Manager ENV REC 008 Record of PCB of Polychlorinated Biphenyls Levels in UCLan Transformers (PCBs) and other Dangerous Substances) (England and Wales) Regulations The Environmental Damage Maintenance Manager ENV 0015 Regulations 2015 Anti-Pollution Works Regs 1999 MOT Vehicle Emissions Test Business Services Manager Fleet Vehicle Servicing Schedule ENV017 Travel / Transport – Environmental Management Procedure Clean Neighborhood and USA Manager- lighting ENV016 Waste

of 30 Environment Act 2005 Recycling Officer- litter ENV019 1.4 Continual Improvement The University will monitor the implementation of the operational controls identified within this procedure using a combination of internal audits and targets. These targets will be part of a programme of improvement under an overall continual improvement objective for land development and buildings within ENV 020 Environmental Management Plan.

of 30 2 Emergency Response This section describes the steps to be taken to prevent pollution occurring in the event of an incident. Figure 2, summarises emergency response order of action to be taken.

of 30 2.1 Emergency Response

Releases and spillages of environmentally hazardous substances (e.g. any substance that if released into the environment would cause damage, including; oils, chemicals, inks, dairy products) need to be dealt with safely and effectively in order to reduce the risk of injury to people, damage to University premises and the environment. Note: The procedures for dealing with spills associated with radioactive substances (section 3.10), asbestos (section 3.8) and F-gases (section 3.4) are of a specialist nature as detailed in Local Rules, the following response is not relevant for these hazardous substance.

Category of Incident

Leve Category Example description of incident l Local incident A leakage or spillage of an environmentally hazardous substance that is contained within the local area, has not caused contamination and 4 requires a relatively minor clean up by staff involved (ENVREC049 Spill Containment- Locations and Competent Persons) Local but significant incident A leakage or spillage of an environmentally contained on site hazardous substance that is contained on site 3 but may require significant clean up by other UCLan staff or a contractor. Minor Incident - Breach of exemption An exemption limit, consent or permit has been or consent/permit where the breach does breached. 2 not require United Utilities or Environment A list of exemptions that the University has for Agency to be notified. our operations (water and waste) can be found on the staff intranet Major Incident - Breach of exemption Leakage or spillage of oil, other hazardous 1 or legislation (notifiable to Environment substances or waste that escapes from the site Agency or United Utilities) (e.g. into a brook, canal, river, air or uncovered ground).

Dealing with Spills

In the event of a release or spillage of a hazardous substance take the following action:

Step 1: Initial Action

Raise the alarm  Seal off the area and alert others in the vicinity;  Find a colleague - do not attempt to clean up a spill while you are alone.

Assess the risk

of 30  If there are local spill containment trained staff call them to the scene; or  Call Security by dialling 2068 who will then contact the most relevant person from the list of competent persons ENVREC049;  If you feel any spillage is too large or dangerous for you to control, obtain help, call SHE section or Security on 2068 out of hours;  For large spillages/releases of flammable liquids/gases (>5litres) sound the fire alarm.

First steps

 Attend to people who may be contaminated with the spilled material or contact a First Aid Officer;  Select appropriate personal protective equipment;  Ventilate the area by opening windows.

Note: Check hazard labels and locate the relevant COSHH Assessment or Material Safety Data Sheet (MSDS) to help assess the risk and select appropriate PPE (see section 3.9).

If following the assessment the spillage is within the capabilities of the locally trained spill containment trained staff steps 2-4 should be followed.

Step 2: Containment

Location of spill kits and locally trained spill containment staff are recorded in ENVREC049. There are two types of mobile kits; oil selective spill kits and chemicals The Hazardous Waste Store (Stewart Building) contains additional equipment for use in larger incidents, the SHE section, LIS Technician and Security all have access to this kit. Due to space restrictions the sweeper vehicle has on board oil selective pads rather than a full kit. Appendix A lists the contents of spill kits on campus.

Stopping it getting worse  Stop the flow at source using appropriate kit e.g. absorbent cushions for wedging into difficult spaces, clay for plugging holes;  Upright or roll damaged containers;  Do not walk/drive through any spilt material to reduce contamination of a wider area.

Protect drains  Protect drains to stop pollution entering drainage systems using appropriate kit e.g. absorbent socks acting as a dam, clay mat to cover drains.

Step 3: Clean Up & Decontaminate

Soak up the spill  Use the absorbent material in the spill kits to soak up any liquid spills e.g. absorbent pads;  Work from the outside, circling to the inside for final pick up of the spilled material;

of 30 Decontaminate  Ensure the area affected, adjacent areas and equipment are fully decontaminated (check floors directly above/below as appropriate);  Do not allow staff and student to re-enter an area until it has been fully decontaminated;  Pack the contaminated absorbent material and any contaminated equipment, other substances (e.g. contaminated soil) in a suitable container of a compatible material;  Fully label all containers of contaminated material with the name of the spilled substance, associated hazards and type of contents contaminated (e.g. absorbent pads) or use clear bags to identify contents if appropriate;  Complete ENVREC028a Hazardous waste transfer note and arrange disposal with the SHE section - the waste material and absorbents must be treated as hazardous waste and must be disposed of as such.

Step 4: Reporting and Re-stocking

Reporting  Report all spillages/releases to the SHE Section on an Environmental Incident/ Near Miss/ Nonconformity Reporting Form (ENVREC040);  An investigation will follow (see section 2.1.5).

Re-stocking  Ensure the spill kit is replenished, by contacting the relevant responsible person as detailed in the spill kit;  The SHE section conducts checks on the oil selective ‘grab and go’ spill kits and the hazardous waste store kit as part of the internal audits on pollution prevention.  The Principal Technician (Labs) is responsible for checking the chemical ‘grab and go’ spill kits are fully stocked.

Health and Safety Precautions During an incident the safeguarding of life and health is paramount and should not be compromised in order to protect equipment, buildings or the environment. The main risks to the health and safety of personnel involved in the spillage/pollution operation are:  Fire/explosion & Inhalation of toxic fumes

 Contamination of skin/body surface

 Asphyxiation due to oxygen starvation

All members of University staff who are trained to deal with spillages, should be aware of the risks, and should consider the following guidelines when dealing with a spillage:

 Approach the spillage from an upwind direction  Wear the appropriate protective clothing  Remove the contaminated clothing as soon as possible  Seek medical advice if ill effects are experienced

of 30  Do not smoke  Do not operate electrical or battery powered equipment, unless told it is safe to do so.  Do not eat or drink with contaminated hands or whilst wearing contaminated clothing Emergency Plan

The Emergency Management Plan sets assigns the responsibilities to a dedicated Emergency Management team.

If the incident involves incident level 1 or 2 (Minor or Major incident) (section 2.1.1) a member of either the Executive Team or Emergency Management Team must decide if the University Emergency Management Plan should be initiated.

The Emergency Management Plan should be initiated in the event of an emergency arising from the following environmental hazards:

 Flood;  Fire;  Release of chemical substance, genetically modified or biological;  Release of loss of radioactive material

Level of investigation and responsibility

The table below will assist in determining the level of investigation which is appropriate for the incident. Remember to consider the worst potential consequences of the incident (e.g. an oil spill at USA may have been adequately contained but could have reached a surface water drain leading direct to surface water (ponds) and poisoning protected wildlife.

Likelihood of Potential worst consequence recurrence Local Local (but Minor Major significant) Certain Likely Possible Unlikely Rare

Investigation Minimal Low Medium High Level

A minimal level investigation Investigated by: Relevant supervisor or line manager or the Environment & Sustainability Manager Will involve looking into the circumstances of the event and trying to learn any lessons which will prevent future occurrences.

A low level investigation

of 30 Investigated by: Relevant supervisor or line manager and the Environment & Sustainability Manager Will involve a short investigation looking into the circumstances and immediate, underlying and root causes of the adverse event, to try to prevent a recurrence and to learn any general lessons.

A medium level investigation Investigated by: Relevant supervisor or line manager and the Environment & Sustainability Manager and relevant staff Will involve a more detailed investigation under the supervision of the Environment & Sustainability Manager and involve relevant staff to look for the immediate, underlying and root causes.

A high level investigation Investigated by: A team based investigation, involving supervisors or line managers, the Safety, Health and Environment Manager, the Environment & Sustainability Manager and relevant staff It will be carried out under the supervision of the Safety, Health and Environment Manager and will look for the immediate, underlying, and root causes.

of 30 3 Preventative Operational Controls In many cases, pollution incidents can be prevented if appropriate pollution prevention measures are in place or immediately available. It is the duty of all members of the University to ensure that where possible, they do not knowingly contribute to such an incident. Environmental permitting legislation exists to ensure only acceptable quantities of substances are released into the environment.

This procedure documents the preventative operational controls taken by the University to ensure legal compliance and prevent pollution.

Common Causes of Pollution Pollution incidents tend to result from a combination of causes, which include:

 Inadequate storage tanks, bunds, valves and pipework.  Lack of means of containment and appropriately intercepted drainage systems where products and vehicles are stored and handled, and where vehicles are washed down.  Unforeseen equipment or installation failures.  Inadequate procedures and non-compliance with procedures, including overfilling of tanks and other containers and accidental spillage during delivery/transfer and transport of products.  Leaks due to vandalism, sabotage and fire.  Lack of awareness or deliberate illegal disposal e.g. fly-tipping  Lack of briefing and supervision of contractors working on site. 3.1 Water Pollution Almost any solid, liquid or gaseous substance entering surface waters or groundwater could cause pollution. Substances that are not usually considered harmful can cause serious damage if they are released into the water environment. These substances include: chemicals, salt, metals, wash waters, waste products, sewage effluent, trade effluents, sediments, oils, greases and fuel products, paint and ink, detergents, milk and milk products, fruit juice, hot water or contaminated rainwater. The University uses and disposes of substances which are unsuitable for discharge to surface waters or groundwater without being treated first. There are different pieces of legislation that affect water, by being aware of the following terms, their meaning and complying with the preventative controls detailed, legislative compliance will be maintained and pollution incidents avoided: Controlled Waters Surface waters include; rivers, lakes, reservoirs, ponds, streams, canals, ditches, coastal waters and estuaries. Surface water drains at the University Sports Arena (USA) discharge directly to surface waters i.e. ponds, canal, brook. Groundwater is all water below the surface of the ground in the saturation zone, i.e. below the water table. Controlled waters are all surface waters, coastal waters and ground waters (this is groundwater and all water in the ground above the saturated zone i.e. above the water table).

of 30 Staff must not allow poisonous, noxious or polluting matter to enter a surface water drain at USA as they lead directly to surface waters or groundwater. Surface water drains at USA are marked in Blue to identify them. The University does not have a permit or authorisation from the Environment Agency to discharge any substance other than clean, uncontaminated run-off to surface water or groundwater. On the Preston City Campus, United Utilities have confirmed (see ENVREC 044 for details) that surface water drains are part of a combined foul/ surface system. All substances entering the surface water drains on this site will therefore pass through a water treatment plant. Foul Water

Foul waters are effluents that require treatment to improve their quality prior to discharge into the environment. Trade Effluent is any liquid waste (effluent) that is discharged from premises being used for a business, trade or industry and is controlled under discharge consents. Trade effluent may consist of waste water contaminated with materials such as: fats, oils, greases, chemicals, detergents, heavy metal rinses, solids, food wastes and vehicle washings. The only liquid wastes which are not classed as trade effluent are:  domestic sewage;  clean, uncontaminated surface water, i.e. clean rainwater which has not been contaminated when running over the site. Trade Effluent

The University does not have a trade effluent a consent or agreement from United Utilities to discharge any substance other than domestic sewage and clean, uncontaminated water run-off into the combined foul water system. Therefore, all the materials listed below are controlled to prevent them entering the drain:

Material Type University disposal route/ procedure Operational controls Cooking fats Cooking residues (oils and fats) are recycled using an external contractor along with waste food. Internal fat traps are installed in Foster kitchen to intercept fats and oils from dishwashing and prevent Planned them reaching the foul sewer. Preventative Responsibility: Estates Services Maintenance are Maintenance responsible for quarterly inspections and emptying at (PPM) KPi least annually schedule Dosing systems containing micro-organisms (Grease paks) are installed in Harrington kitchen to break down ENVREC120 any fats and oils from dishwashing. The record Grease Pak ENVREC120 is used to record dates of pak replacement Inventory & and ensure stock availability. Purchase Log Responsibility: Catering Manager is responsible for ensuring these records are kept and grease paks replaced. Note: Waste cooking oil is collected by an external

of 30 contractor for recycling (see 3.2.2) Chemicals LIS Technicians take waste chemicals from across the ENV016 University classed as any of the following: Explosive, Oxidizing, Flammable, Toxic, Harmful, Irritant, Corrosive, Dangerous to the Environment, or classified as Carcinogenic, Mutagenic, Teratogenic or Ecotoxic to the Hazardous Waste store in the Stewart Building for Hazardous Waste Disposal.

LIS Technicians also collect waste oils & lubricants from Engineering to the Hazardous Waste store in the Stewart Building for Hazardous Waste Disposal. (see 3.2.2)

Detergents Only domestic quantities used i.e. Halls of residence Not applicable launderette. Solids Silt traps have been installed in the following areas of ENV019 the University: (1) Ceramics workshop, Victoria building ENV015 Responsibility: Maintenance Manager (Buildings) Sinks are fitted with silt traps, these are checked Planned regularly and the contents emptied into a general waste Preventative bin. Maintenance (2) Concrete Laboratory, Harris Building (KPI schedule , The disposal grid is fitted with a sump and settlement disposal records tank to allow slurry to settle out. It requires a technician stored in to empty it. Schedule. Responsibility: Maintenance Manager (Buildings) (3) Vehicle wash down area (USA). Responsibility: Grounds Maintenance Manager There is a vehicle wash off area at the University Sports Arena (USA) for grounds vehicle use. Up to 2 vehicles may be washed down with water (no detergent) from a hose each day. A silt trap is fitted within the wash down area. The collection chamber is connected to the site foul sewer network. United Utilities have confirmed in ENVREC088 writing that this facility is exempt from requiring a trade effluent discharge consent (ENVREC088). Before each use grounds staff will check whether the silt trap needs emptying. If it does they will arrange for it to be emptied.

The management of silt in site runoff water during a construction project will be managed by Master Plan Capital Projects team in line with ENV015. Vehicle Fleet vehicles that are road based are taken to a vehicle ENV019 washings washing facility off campus. Campus sweeper wash down at Sizer house empties ENVREC112 into the foul sewer. United Utilities request that drain

of 30 grates to be cleaned regularly to remove solids. Responsibility: Recycling Officer Compost At USA the compost facility has a leachate drain, leachate connected to the United Utility Foul Sewer. ENVREC111 details confirmation from United Utilities ENVREC111 that no additional trade effluent consent is required for our composting leachate. To reduce the spread of evasive species, leachate and potential odour the compost heaps must be:  Covered during winter months;  Turned every month to aerate

The Environment Agency Guidance Note ‘T23 Aerobic Composting and associated prior treatment’ details the limits on the volumes of waste that can be stored at any one time: You can store or treat up to 80 tonnes of waste at a time if you are:  composting waste generated [on your farm] and you are using the compost on your farmland. You can store or treat up to 60 tonnes of waste at a time if you are:  bringing waste from other places onto your farm and composting it; or  composting your farm waste and it is going to be used elsewhere.

To minimise odour and leachate generation within these limits, you can compost up to:  10 tonnes of paper or cardboard

 20 tonnes of manure

 10 tonnes in total of the wastes listed in Table 2 of T23.

3.2 Oil Pollution Oil accounts for over one quarter of all pollution incidents in the UK. Many drains lead directly to rivers, streams or lakes. If you allow oil to enter these drains, it has the same effect as pouring it directly into the watercourse. Oil is poisonous to fish and other wildlife and it smothers plants. Just two litres of oil could seriously pollute the volume of fresh water needed to fill an Olympic-size swimming pool and make it undrinkable. The University may be prosecuted and fined if oil from its site enters the ground or surface waters and may have to pay substantial clean-up costs. For the purpose of this procedure the term ‘oil’ includes: petrol, diesel, central-heating oil, lubricating oil, mineral oil, vegetable and plant oil.

of 30 Oil Spill Prevention

To prevent oil spills and ensure legal compliance; University staff purchasing oil, altering exiting oil storage facilities or creating new ones must ensure the following conditions are met: Deliveries and Collections Deliveries of oil and the collection of waste oil are supervised by a member of UCLan staff trained in spillage containment. A spill containment kit must be located to hand during the delivery or collection to ensure in the event of a spillage it can be contained before oil escapes to the drainage network, open soil or controlled water. This may involve moving the kit to an easily accessible position (potentially outside) prior to commencement of delivery. Before a delivery of oil is made to a bulk tank, a member of UCLan staff must verify to the delivery driver the empty capacity of the oil storage tank. Individuals involved in deliveries must maintain records that demonstrate deliveries have been supervised and capacity checks completed where relevant using form ENVREC050. Storage Wherever possible oil should be stored using a suitable container situated inside a building. The oil storage equipment must be strong enough to ensure that it is unlikely to burst or leak during ordinary use. Containers must be stored within a drip tray, bund or other suitable secondary containment system (SCS) to ensure any oil that escapes from its container is captured. It is the responsibility of staff purchasing oil or altering/ creating oil storage for use by the University to ensure the oil tanks, intermediate bulk containers and mobile bowsers (including diesel generators) being used, have a secondary containment system that must be able to hold:  at least 110% of the volume of any single container in the storage area, or  if there is more than one container, at least 110% of the largest container’s storage volume, or at least 25% of their total volume (whichever is greater).  For drum storage the drip tray must be able to hold at least 25% of the total storage capacity of the drums.  The SCS should be positioned to minimise the risk of damage, e.g. from vehicles. Pipework Estates Services and Capital Projects staff must ensure the following pipework requirements are met when altering or creating new oil storage facilities:  All valves, filters, sight gauges, vent pipes and other equipment, other than fill pipes or draw-off pipes or pumps must be located within the SCS.  The base and walls of the bund must not be penetrated by any valve, pipe or opening that is used for draining the system.  If any fill pipe or draw-off pipe goes through the base or walls, the junction of the pipe with the base or walls must be sealed to prevent oil escaping from the system.  Where a fill pipe is not within the SCS, a drip tray to catch any oil spilled when the container is being filled must be purchased and agreement/ procedure obtained from operational staff responsible for use of the facilities that ensures the drip tray is clean and empty before each delivery.

of 30 Operational Controls for Oil

Diesel Generators The University has the following diesel generators on site: Location Size Plant serial number Tank Capacity Adelphi 500 Kva FGWRPES4EPWC0040 1000 Litres C&T 350 Kva FGWRPES200S04948 820 Litres Mobile Unit 60 Kva Musgrave 50 Litres Darwin 250 Kva FGWNAV01EFOA08598 550 Litres Darwin 330 Kva D9A2A*7009154353 820 Litres The Oil Storage Regulations rules apply to all of the stand by generators listed above, with the exception of the mobile unit, because it is has a tank capacity of less than 200 litres. The Building Services Manager is responsible for ensuring the maintenance and refuelling of generators is compliant with the Oil Storage Regulations. A specialist maintenance contractor is employed to service (up to four times a year) and refuels the generators as required. Refuelling is undertaken by the specialist contractor using a mobile bowser which they bring with them and connect to the oil storage tanks. A member of UCLan Staff supervises all deliveries and is responsible for ensuring that the contractors have a spill containment kit at hand for use in case of a spillage. Estates Services staff involved in deliveries must maintain records that demonstrate deliveries have been supervised and capacity checks completed where relevant using form ENVREC050 All of the generators have integral, double skinned diesel storage tanks. The refuelling points are capped off and locked within the generator. Visual checks of each of the diesel generators are undertaken within the servicing contract. Petrol Generators The University also has two mobile unleaded petrol generators which are stored in the Harrington Building Mains Room and the storage container on Vernon Car Park. Estates Services Maintenance Section staff are responsible for the safe use of these generators including refuelling. Fuel is purchased by members of the section from a petrol station as required and transferred from portable containers into the generator. Diesel tank Within the compound at the University Sports Arena; oil and petrol used to operate Grounds equipment is stored within bunded containers within the compound. The red diesel storage tank has an integral, double skinned SCS with alarm fitted and is sited with the compound which is secured at night and during holiday periods. The Head Groundsman must maintain records that demonstrate deliveries have been supervised and capacity checks completed using form ENVREC050 Transformers Periodically oil transformers on site have their oil changed by Electricity North West Limited (ENWL). The Building Services Manager checks that the relevant waste management licences are held by the contractor appointed. Waste Cooking Oil

Waste cooking oil is recycled using an external contractor. Oil collection drums have a capacity of less than 200litres. Drums are stored in a secured cage and should be away from

of 30 open drains. Spill kits available in Foster and Harrington kitchen. Associated disposal records (waste transfer notes) to be kept in Catering for 2 years. Responsibility: Catering Manager

Motorsport/ Engineering Oils and Lubricants

Waste oils and lubricants are collected in 205litre drums, stored inside on a bund. These are disposed of as hazardous waste by LIS Technicians and collected by the external hazardous waste contractor in line with the waste management procedure ENV016.

3.3 Fertilizer, Plant Protection Products

Estates Services Operations Section use fertilizers and weedkiller on the pitches at the University Sports Arena and on campus. The University is committed to using as little of these products as possible. Where their use is necessary, products with the most negligible environmental impact should be purchased. The Head Groundsman is responsible for:  Conducting an annual soil analysis to inform the mix of fertilisers required over the following year and ordering products accordingly;  Ensuring only approved substances are purchased (further details of the main approval agencies are listed in the Legislation Register);  Ensuring the secure storage of the products away from surface water drainage;  Ensuring the application by square metre of the products is efficient in relation to need, to prevent the excessive consumption of resources and prevent pollution;  Ensuring that team members are trained in the sustainable use of products;  Ensuring grounds equipment is brushed down before being hosed off in the vehicle wash down area to minimise the amount of product washed into the foul sewer.

The products used by the University; their format, storage location and average volumes are listed in the following table:

Name of Product Quantity of Responsibility and Storage location Product description of of product product distribution on site. N:P:K (nitrogen, 12 tonnes per year cyclone spreader to Storage shed at phosphorus, all turf areas as USA potassium) fertiliser required Granules trace nutrient 1 tonne per year Cyclone spreader as Storage shed at supplements required Sand based USA pitches

of 30 Micro granules fish blood and bone 0.5 tonne per year hand applied to Storage shed at flower/shrub beds as USA required Micro granules roundup pro-biactive 50-55 litres per year pedestrian sprayers Storage shed at all hard surface USA areas as required Liquid Liquid selective herbicide 20 litres in one Bulk spraying of Bunded container at application selective herbicide to USA labelled biannually all pitches and ‘Pesticides’ surrounds. Liquid granulated calcium 2 tonnes per year pH correction on Storage shed at sand pitches USA Granules

The quantity of products stored on site depends upon conditions, needs and may fluctuate annually.

3.4 Ozone Depleting Substances/F- Gases

There are two types of refrigeration and air-conditioning units (RAC) at UCLan that use refrigerant gas; Split air conditioners and chillers. Refrigerants in RAC systems may contain:  Ozone Depleting Substances (ODS) –e.g. hydrochlorofluorocarbons (HCFCs)  Fluorinated Greenhouse Gases (F Gases) –e.g. hydrofluorocarbons (HFCs) Ozone Depleting Substances (ODS) are substances that if allowed to escape would damage the ozone layer in the upper atmosphere. Many ODS are banned (e.g. Chlorofluorocarbons (CFCs)) or are being phased out and must not be released into the atmosphere;  the use of HCFCs in new equipment was banned in 2001 and on 1st January 2015 the use of ‘recycled’ and ‘reclaimed’ HCFCs to top up or service existing equipment was also banned.

of 30 F gases are powerful greenhouse gases which are often used as a replacement for ODS and are themselves carefully controlled because of their high global warming potential and are also subject to a phase down. The University employs specialist maintenance contractors to service, maintain and repair these refrigeration and air-conditioning equipment. It is the responsibility of the Building Services Manager to keep Records (the F-gas Register) and manage these contracts to ensure that contractors have the correct licensing certificates in place and ensure the following:  Equipment is tested for leaks  All gases are recovered during servicing, maintenance and at the end of the equipment's life;  Qualified personnel are employed to service and decommission the equipment (see below);  Gas is transported in refillable containers;  Containers are labelled as reclaimed with the batch number and the source;  Records are kept about the University’s equipment, including service history;  Leaks if found are repaired within 14 days;  Systems are re-checked for leaks within one month of repair. Service and maintenance personnel working on HFC and HCFC RAC systems at UCLan must hold, or be supervised by someone, who has one of the following minimum qualifications:

Cit y & G u i lds Level 2 Award F-Gas and ODS Regulations 2079-13 Construction Industry Training Board Safe Handling of Refrigerants Reference J11-14 The level of qualification required depends on the specific task involved. Sulphur hexafluoride is a powerful F-gas used in small quantities in the transmission electron microscope. Under the F-gas Regulations the supplier is required to confirm its legitimate use before future supplies are made. Responsibility: Principal Technician. 3.5 Waste Management

A detailed Waste Management Procedure (ENV016) has been developed as part of the EMS. ENV016 describes the management steps and responsibilities for ensuring waste is collected, stored and disposed of to ensure legal compliance and the prevention of pollution.

NOTE: All refrigeration appliances must be disposed as hazardous waste to a licensed waste contractor or returned to supplier of replacement appliances as WEEE to ensure refrigerants are disposed of correctly.

3.6 Contaminated Land The UCLan campus is the site of previous industrial activities so the potential for uncovering contamination is high. There is also the potential for University activities to cause land contamination following a spillage or leak of a chemical or fuel. Contaminated land may be hazardous to the environment and human health. Site purchase

of 30 Before purchasing a new site it is important to conduct due diligence investigations to identify any historical land contamination. These preventative requirements and related responsibilities are detailed in the Land Development and Buildings Environmental Management Procedure (ENV015). Prevention of land contamination Staff involved in the purchase, storage, use, disposal of chemicals, fuels and solvents as well as the design of the facilities for storage, use and disposal of them should wherever possible adhere to the following best practice to prevent land contamination:

Description of Best Practice Responsible Operational Control Person

Source the least harmful Staff Recommendation Only - Local controls chemicals and solvents for each purchasing the application. material

If no alternatives exist, try to Staff using the Recommendation Only - Local controls reduce the amount that is used, material and only store the amount that you actually need at any time.

Regularly inspect and maintain all Staff using the Report any concerns to the ES plant, pipework and other plant, pipework Helpdesk to be progressed using: infrastructure, checking for and University Reactive Maintenance damage, leaks and overflows. infrastructure Response Times for Repairs.

Keep materials that could harm Staff Relevant sections within this procedure the environment separate from purchasing ENV019. other materials at all times. This and using the includes: oils, solvents, materials pesticides, chemicals, radioactive substances.

Store materials that could Staff Ensure that materials that could contaminate land in strong, responsible for contaminate are kept in strong, sealed sealed and clearly labelled storing the and clearly labelled containers. containers. materials

Store all oil and chemicals in an Staff Store all oil and chemicals in an area area where spills can be responsible for where spills can be contained. This contained. storing the should be within an impermeable bund materials or secondary containment system (SCS). For further information see section 3.2 on oil storage

Supervise deliveries of materials Staff Visual checks of bunds and and fuels to site. Clearly label responsible for supervision of deliveries and tanks with their contents and supervising collections required. See 3.2 on oil storage capacity and provide a deliveries and storage method for measuring the collections amount in the tank. This will reduce the risk of spills from overfilling.

of 30 3.7 Environmental Nuisance

The University is committed to ensuring that disturbance and nuisance especially noise arising from our operations is kept to an acceptable level through the following operational controls. Potential sources of nuisance on campus are as follows:

Potential source of Sensitive Management Controls Responsibility nuisance Receptors Construction/ Building Residential Contractors required to register with Main contractor Work neighbours considerate construction scheme, Capital Projects the scheme audits its members: www.ccscheme.org.uk Working hours limited to 07.00 – 21.00. Occasionally work has to be undertaken outside these hours, notification given in advance. Fire Alarms Residential Maintenance of alarm systems Security neighbours Activation procedures Estates Services - KPI on false activations Operations Commuting Staff/ student Implementation of the University Sustainable Travel parking in Travel Plan Coordinator residential streets Car Parking Grounds Maintenance Residential Working hours are limited between Head Groundsman Equipment neighbours 07.30 – 18.00 Biomass Boiler- Halls of Pellet delivery & restocking limited Building Services restocking pellets Residences between 10:00 - 15:00 Manager Entertainment Venue Residential The venue has been sound proofed Conferencing and neighbours to limit nuisance. Events

Motor Sports Engine Residential Tests are conducted during the day Motor Sports Testing neighbours and indoors to limit nuisance. teaching staff and LIS technicians Sports Arena – during Residential Operating hours are restricted to USA Duty matches, including the neighbours 09.00 – 10.00 (Mon – Thurs), 09.00 Manager(s) use of floodlighting – 19.30 (Fri), 09.00 – 18.00 (Sat- Sun). Litter Neighbours Provision of litter bins on campus Estates services and regular emptying, street _Operations cleaning and litter picking services.

The City Council have a licensing scheme in place to control the free distribution of literature.

of 30 Procedure ENV016 on Waste Management details the procedure in the case of illegally dumped waste on campus. Any stakeholder complaints relating to nuisance should be directed to the School or Service responsible for the operations cited in the complaint, see table above. Due to the structure of the University, the majority of activities listed above, identified as potential sources of complaint, are managed by Capital Projects and Estates services. Complaints relating to nuisance should be logged on an Environmental Incident/ Near Miss/ Nonconformity Reporting Form (ENVREC040), the completed form should be sent to the Environment and Sustainability Manager for entering on the EMS Action Tracking System (ENV REC 027).

The SHE Section are responsible for conducting noise assessments as required to identify if noise complaints are justified, details of the assessment should be forwarded to the Environment and Sustainability Manager who will update the EMS Action Tracking System accordingly.

3.8 Asbestos Asbestos fibres can be very damaging to human health and the environment. Asbestos is toxic and does not break down easily. As a result it remains in the environment for a long time. Asbestos was used extensively in construction and building maintenance during the 1940s- 1990s for its insulation and fire-proofing properties. The use of asbestos has been banned since 1999. It may be found in any building built or refurbished before 2000, in the floor, wall, ceiling or roofing materials, or in contaminated soils. The University’s Statutory Compliance Manager is responsible for the management of the University’s Asbestos Register, in line with the Control of Asbestos Regulations 2006, SI 2739 and the more recent Asbestos Guidance HSG246. A Refurbishment and Demolition (R&D) survey is required prior to ordering intrusive work.

3.9 COSHH Delivery and handling of chemicals on our sites can cause pollution if containers leak for example. Any chemicals received by the University must be supplied with a materials safety data sheet (MSDS). The MSDS contains information about the chemical, including how to store, use and dispose of it safely. The MSDS may also recommend the best methods and materials to use for cleaning up a spill. If a chemical is received without an MSDS, contact the supplier to find out whether or not they have to provide one. Staff who receive deliveries or organise the storage of chemicals on site are responsible for ensuring the following pollution prevention measures are undertaken:  Deliveries of chemicals and fuels must be supervised by a member of UCLan staff;  Label all tanks and containers clearly with their contents and storage capacity. Check levels before deliveries to prevent overfilling and spills;  Locate delivery areas to minimise the vehicle movements on site;  Drains from delivery areas should connect to the foul sewer;  The delivery area should have an impermeable surface;  If filling tanks, intermediate bulk containers (IBCs) or mobile bowsers, check that delivery pipes have automatic cut-off valves to prevent overfilling.

of 30 3.10 Radioactive Materials

Low level radioactive materials (unsealed and sealed) are used within research and teaching. Under the Radioactive Substances Act 1993 and Environmental Permitting (England & Wales) Regulations 2010 the University has an ‘Authorisation to accumulate & dispose of unsealed radioactive waste no. AV0266’. Local Rules are in place within each area that uses radioactive substances; SHE 022 Local Rules for unsealed radioactive sources and SHE 023 Local Rules for sealed radioactive sources. The University’s Radiation Protection Officer (SHE Adviser) is responsible for compliance with all legislation regarding radioactive substances.

3.11 Polychlorinated Biphenyls (PCBs) PCBs are a class of organic compounds which were widely used for many applications, especially as dielectric fluids in transformers, capacitors, and coolants. Due to PCB's toxicity and classification as a persistent organic pollutant, PCB production has now been banned. The University has a ‘Control Operation and Maintenance Agreement (Ref Number: 94060)’ with United Utilities Utility Solutions (Industrial) Limited for transformers used by the University. ENVREC008 documents the transformers maintained by United Utilities and their confirmation that the PCB levels detected in these transformers is well below 50ppm, the recognised limit within the related regulations.

3.12 Smoke Control

The University has installed a biomass boiler under the Renewable Heat Incentive (RHI). The campus is within a designated Smoke Control Area as designated by Preston City Council and therefore the boiler make and model must be listed as an exempt appliance by Defra. The biomass installed at Greenbank building is a Herz Firematic 199 which is an exempt appliance when burning wood or wood pellets and therefore permissible under the Smoke Control Areas (Authorised Fuels) (England) Regulations 2014.

An RHI emissions certificate ENVREC113 is confirmation that the boiler meets the RHI air quality requirements of the non-domestic RHI. Compliance under the Clean Air Act 1993 to ensure no dark smoke is emitted is via a service agreement with Rural Energy to service the boiler and to clean the flue and silo twice a year. Rural Energy also check the accuracy of the heat meter for compliance under the RHI. UCLan purchase wood pellets through a Biomass Suppliers List (BSL) authorised supplier to ensure they meet the eligibility requirements for the Renewable Heat Incentive (RHI) scheme. ENPlus A1 are used to ensure the highest quality pellet is used. These are sustainably sourced from 100% virgin timber and the low ash, low dust and high ash melting temperatures reduce boiler downtime and maintenance costs.

Responsibility: Building Services Manager, Energy and Carbon Management Officer

3.13 Gas Safety / Boiler Emissions

The University must test the emissions of boilers annually to ensure they are; safe to use, efficiency is maximised and unnecessary emissions to air minimised. The Building Services Manager is responsible for ensuring the necessary checks of boilers in estate buildings including halls of residence are conducted annually and in accordance with the requirements

of 30 of the relevant legislation. The Building Services Manager contracts out the work to a registered Gas Safe Engineering firm for 3 year contracts, two tenders are sent out one for academic buildings and the other for halls of residence. The Building Services Manager is responsible for ensuring the following steps are taken:  installation pipe work, appliances and flues are maintained in a safe condition;  an annual safety check is carried out on each appliance and/or flue used;  maintenance and annual safety checks are carried out by a Gas Safe registered installer;  a record of each safety check is kept by the University for 2 years;  in the case of halls of residence, the University must make available a copy of the safety check to each existing tenant within 28 days of a check being completed, and to any new tenant before they move in. This opportunity is communicated to residents as part of the Student Accommodation Code of Practice;  all gas equipment (including any appliance left by a previous tenant) is safe or otherwise removed before re-letting;  that only Gas Safe registered installers are used to carry out work on gas appliances, fittings and flues provided for tenants use.

3.14 Vehicle Emissions

Section 6.1 of the University’s Travel and Transport Environmental Management Procedure (ENV017) details how the University’s Fleet Vehicle Replacement Strategy gives consideration to the efficiency of replacement vehicles. The same section also describes how the University actively manages the servicing and MOTs of its fleet vehicles to ensure vehicle emissions are minimised. Responsibility: Business Services Manager The remainder of the Travel and Transport Environmental Management Procedure details the steps staff should take to ensure their necessary business travel is as sustainable as possible. In addition, the University’s Travel Plan is the primary tool for reducing solo car commuting by staff and students to the University. Responsibility: Sustainable Travel Coordinator

of 30 4 Appendix A : Spill Kit Contents

of 30 5 Appendix B: Document History

Date Author Version Description of modifications 27.07.10 S. Buckland 0.1 Initial draft of document issued for review. 26.08.10 S. Buckland 1.0 Comments included, final draft for authorisation. 23.08.11 S. Buckland 2.0 All sections updated following audit actions and receipt of trade effluent exemptions. 03.08.12 C.Challen 3.0 Section 2.2, Figure 2 – minor amendments regarding link to spill kit locations & competent persons FMENVREC049, Section 2.1 descriptions of incidents changed to better reflect University operations. Minor amendments to 1.1, 1.3, 3.3 04.09.13 S. Buckland 4.0 Updated version following internal audit ENV0313. 26.09.13 S. Buckland 1.0 Migration to SharePoint April 14 S. Buckland 2.0 Minor alterations to incorporate internal audit findings to: 3.1 Adelphi Diesel generators removed, 3.2.3 foul water, trade effluent and compost leachate descriptors adjusted. March 15 C.Challen 3.0 Addition of new sections 3.10 Radioactive Materials and 3.12 Smoke Control Removal of section on Legionella – covered by the Statutory Compliance Manager Minor alterations to incorporate internal audit findings and changes in responsibilities to various sections. August 16 C.Challen 4.0 Slight amendments only. Addition of the DME Manager as a reviewer. July 17 C.Engl 4.1 Removal of FM from document reference. Document undergone full review. Changes to section 2.1 Emergency Response including new section 2.15 on Incident investigation level and responsibility August C.Engl 5.0 Minor amendments following review by Steve Tyrer, David price and Steve Whittle