It is the policy of the University that departments, institutions or faculties vacating spaces have the sole responsibility for leaving the building or area in a clean and safe condition.
When an individual, group or team work has ceased or is re-located, it requires those responsible for that work to ensure that substances, materials and equipment are disposed of or removed from the work and storage areas when staff and students leave or relocate. The workspace must be left in a condition that is free from hazards, unwanted materials and equipment for occupation by new groups and individuals.
The asbestos management unit at Estates Division must be consulted if asbestos is suspected. The local asbestos register records cases of suspect material located.
The principles to follow to safely vacate an area are:
- Inform all persons who may be affected.
- Dispose of what is no longer needed through the correct channels.
- Keep what may be of use, but check with incoming group.
- Make the area and equipment safe.
- Keep the area secure.
Further guidance:
HSD022M Vacating Premises Guidance
(Link: https://www.safety.admin.cam.ac.uk/policy-guidance/miscellaneous/hsd022m-vacating-premises )
HSD022M Annex D (Summary of practical arrangements for removal of materials and cleaning of laboratories)
(Link: https://www.safety.admin.cam.ac.uk/system/files/hsd022m_apxd.pdf )
Laboratory Clearance Certificate
A clearance certificate must be completed for every laboratory vacated. The declaration must be signed by the manager responsible for the area. A copy of the clearance certificate must be kept by the department for records, posted on the door and a copy given to the project officer if requested.
HSD022M Annex B Laboratory Clearance / Decommissioning Certificate
(Link: https://www.safety.admin.cam.ac.uk/system/files/hsd022m_apxb.pdf )
Equipment Decontamination Certificate
An equipment decontamination certificate must be completed when preparing equipment for disposal, routine service/maintenance/repair, after a spill or for relocation. A copy of this certificate must remain with the equipment and a copy retained for departmental records.
HSD022M Annex A - Equipment decontamination certificate (For equipment to remain in a vacated area)
(Link: https://www.safety.admin.cam.ac.uk/system/files/hsd022m_apxa.pdf )
HSD022M Annex C - Equipment decontamination certificate (For equipment to be removed from an area)
(Link: https://www.safety.admin.cam.ac.uk/system/files/hsd022m_apxc.pdf )