THE UNIVERSITY of EDINBURGH E 8 Estates & Buildings ■ ISSUE/REVISION ■ LAST MODIFIED 21 February 2011 ESTATE DEVELOPMENT ■ DATE PRINTED RIBA stage E E 8 APPOINT THE CLERK OF WORKS 1. DEFINITION A Clerk of Works is appointed by the University to monitor the work of companies that carry out construction contracts for the University. Refer to Template 23n, Duties of a Clerk of Works, Appendix C 2. PURPOSE The purpose of appointing a Clerk of Works is to ensure that the construction work is carried out the client’s design specification, standards and schedule and that the University as client is given quality work and value for money. 3. PROCEDURE 3.1 GENERAL The appointment may be internal (i.e. using one of Estates & Building’s Clerk of Works) or external by approaching self-employed, freelance or private practice Clerks of Works. An external appointment may be appropriate if the internal Clerks of Works are already fully committed or the project requires particular expertise. This procedure note deals with the requirements for an external appointment and reference should be made to the appropriate appointment procedure for guidance. Refer to procedure AB6 Appoint the Design Team, QS and other consultants 3.2 CLERK OF WORKS RESPONSIBILITIES A Clerk of Work’s responsibilities include the following: • Being familiar with all contract drawings and written instructions, checking them and using them as a reference when inspecting the work • Undertaking and recording visual inspections of the work • Taking measurements and samples on site to make sure that the work and the materials meet the specification and quality standards • Being familiar with legal requirements and checking that the work complies with them • Having a working knowledge of health and safety legislation and bringing any shortfalls concerned to the attention of the appropriate person. Page 1 of 3 The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336 Clerks of Works are not only inspectors but also superintendents, which means that they can advise the contractor about certain aspects of the work, especially if something has gone wrong. They cannot, however, give advice that could be interpreted as an instruction as this might have cost implications. The advantage of an early appointment of a Clerk of Works (i.e. before the contract is let) is that this gives the Clerk of Works sufficient time to become familiar with all aspects of the project. 3.3 SKILLS AND SPECIALISATIONS A Clerk of Works should have the following skills: • A wide understanding of the building industry including knowledge of materials, trades, methods and legal requirements • Be physically fit and have a good head for heights • Be attentive to detail when checking work and materials and be technically competent • Good spoken and written communication skills • Be able to establish an appropriate working relationship with the contractor's staff, whilst remaining independent • Good judgement, being able to decide when to insist on corrections, when to persuade or negotiate, and when to compromise • Be able to set an example by acting in a professional manner at all times • Be up to date with changes in construction methods, statutory legislation, undertaking regular continued professional development (CPD). Some Clerks of Works may specialise in particular aspects of building, for example civil engineering or mechanical and electrical installations. If the project is particularly complex in such an area, the University may consider employing a Clerk of Works with a relevant specialisation. 3.4 RECORDS The Clerk of Works must keep detailed records of various aspects of the works. These will be regularly submitted as reports to the Contract Administrator (normally the Architect) and the Client. Such reports will normally contain details of the following: • Progress and any delays • Number and type of workers employed • Weather conditions • Visitors to the site • Drawings issued / received • Deliveries • Instructions • Details of any significant events, including any serious deficiencies in Health and Safety observed whilst on site. Page 2 of 3 The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336 3.5 SITE LIAISON Clerks of Works will liaise closely with the Contractor’s staff, but in so doing must ensure that they maintain their independence as they are responsible to and employed by the University as Client. 4. OUTPUT A Clerk of Works appointed, appropriate to the Project type and complexity. Reference should be made to the current version of The Institute of Clerks of Works and Construction Inspectorate ‘Role of Clerk of Works / Site Inspector’ which can be found on the following website. http://www.icwgb.org/_files/duties.pdf Page 3 of 3 The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336 .