Getting work done? Remember this notification form

DIY jobs, installation of new equipment and planned contracted work in buildings should all be reported in advance to avoid causing unforeseen problems.

The Estates team is issuing a friendly reminder to colleagues to fill in its Authorisation to Work Form (MS Word form) before beginning any jobs not due to be carried out by Estates – whether that be something small like putting up a shelf or more substantial work like knocking through a wall.

The Form is mandatory and ensures that the Building Maintenance team can provide useful information ahead of work that keeps colleagues safe and prevents other issues.

This includes advice on:

• The location of cables or pipes if drilling, or if there is a risk of disturbing asbestos or lead paint.
• Whether a building’s power or water supply can handle the load required by new equipment, for example in laboratories.
• Whether physical alternations to buildings, for example widening a door to get equipment inside, might have structural implications.
• If subdividing or opening up an office space might affect heating or ventilation systems. This can affect many more rooms than just the one where the work is taking place.
• Whether work to remove doors or run cables through walls might affect a building’s firebreak system.

While minor work often doesn’t affect buildings, many small jobs that affect the structure of the building can add up to create a bigger problem.

Providing notification of work also means the Estates team can keep its records up to date so building management systems and infrastructure remains effective.

The Authorisation to Work Form has recently been made more user-friendly, and support in filling it out is available from Estates colleagues, such as Building Support Officers and Building Maintenance.

For installations in laboratory spaces, the Technical Services team may also be able to help.