Guidelines for inspection prior to occupation

Approved by the University Director 28.10.2008.

1. Objective

The objective of these guidelines is to ensure that premises are not moved into before the University of Bergen (UiB) as developer and user, together with the Health, Safety and Environment Section, find it advisable.

2. Basis

The guidelines form part of UiB’s Regulations (Part 3. Human Resources and Health, safety and environment).

3. Scope and area of use

The guidelines apply to all building projects (see section 5) at UiB.

4. Responsibility

The Estate and Facilities Division (EIA) is responsible for ensuring that the guidelines are complied with.

5. Definitions

  • Building project: Applies to all new building projects and major alteration or rehabilitation projects at UiB, in addition to moving of a unit to rented premises.
  • Certificate of completion: When a project for which an application is necessary is completed, the responsible applicant shall request a certificate of completion from the municipal authorities. A certificate of completion or permit for use must be obtained before moving into the premises.
  • Permit for use: When a project is completed, but work of minor importance remains, the responsible applicant can request a temporary permit for use from the municipal authorities.
  • Inspection: Systematic inspection of the building project (see section 6.1).
  • Project Manager: The manager of the building project from EIA.
  • Developer: Owner of the building.
  • User Coordinator: Manages and coordinates user participation during the project and also takes part in planning and preparations for occupying the building.
  • Maintenance Coordinator: Shall ensure that building projects are in accordance with the intended future use and maintenance of the building.

6. Inspection prior to occupation

For all building projects, an inspection must be carried out before moving in. To ensure that health problems and unnecessary discomfort are avoided as a result of moving into premises that are not adequately completed and cleaned.

6.1. Tasks:

The EIA Project Manager shall organise and lead the inspection. Other participants: User Coordinator, Operations Coordinator, user representatives, Safety Delegate(s) and a representative from The Health, Safety and Environment Section. A representative from the Learning Environment Committee and a consultant for disabled students should be invited to participate when relevant (cf. the Learning Environment Manual for students).

6.2. Execution

  • The User Coordinator will inform about the schedule for moving in and the Project Manager will inform about the cleaning of the building prior to occupation.
  • A physical inspection of all levels and rooms, for example using a checklist.
  • The User Coordinator will keep minutes.
  • Finally, based on a summary of the inspection, a conclusion will be drawn as to whether moving in is recommended. The conclusion from the inspection must always be available in the form of brief minutes or a completed checklist.
  • The minutes must be approved by the participants before they are sent to the Working Environment Committee for their information.

7. References

Regulations relating to systematic health, environmental and safety activities in enterprises (Internal Control Regulations)
Learning Environment Handbook for UiB students

Appendices:

For further information:The Estate and Facilities Division and The Health, Safety and Environment Section.

Compiled by: The Estate and Facilities Division

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Friday 20 June 2014 8:17:40 am Updating an url. Olaug Eiksund
Friday 20 June 2014 8:16:52 am Updating an url. Olaug Eiksund
Friday 26 April 2013 11:18:45 am Updating names of divisions and titles. Olaug Eiksund
Tuesday 05 July 2011 9:54:45 am Translated to English 05.07.2011. Olaug Eiksund
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Tuesday 05 July 2011 9:49:41 am Translated to English 05.07.2011. Olaug Eiksund
Tuesday 05 July 2011 9:24:27 am Retningslinjen legges over fra HMS-håndboken, Del 5. Helse, miljø og sikkerhet i forbindelse med ny Regelsamling. Olaug Eiksund
Tuesday 05 July 2011 9:19:37 am Retningslinjen legges over fra HMS-håndboken, Del 5. Helse, miljø og sikkerhet i forbindelse med ny Regelsamling. Olaug Eiksund
Wednesday 06 April 2011 3:40:21 pm Retningslinjen legges over fra HMS-håndboken, Del 5. Helse, miljø og sikkerhet i forbindelse med ny Regelsamling. Olaug Eiksund
Wednesday 06 April 2011 3:39:16 pm Retningslinjen legges over fra HMS-håndboken, Del 5. Helse, miljø og sikkerhet i forbindelse med ny Regelsamling. Olaug Eiksund
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