The Asbestos Management Assurance Process (AMAP) is an online portal that collects information about how asbestos is managed in state-funded schools and academies, and if it is managed in compliance with legislation and guidance.
The AMAP requires responsible bodies of all state-funded schools and academies to complete the process and submit an assurance declaration to the ESFA, confirming how their school manages asbestos.
In relation to the AMAP, responsible bodies are the main employer of staff at state-funded schools and academies, including maintained nursery schools, maintained schools (including primary, secondary and middle schools), maintained and academy special schools, PRUs, academies, free schools and non-maintained special schools.
The AMAP portal will be open for three months (from March 2018) and the process must be completed, and an assurance declaration sent to the ESFA, by 12:00pm on 31 May 2018.
This guidance outlines what the AMAP is and the duties of responsible bodies and schools.
What is the AMAP
Primarily, the AMAP aims to provide the government with assurance that responsible bodies and schools are meeting their duties in relation to managing asbestos.
Information about how schools manage asbestos will be collected through a number of compliance questions – these questions can be completed either by the responsible body or individual schools. Compliance with legislation and guidance will then be assessed and schools will be given a ‘rating’. At the end of the AMAP, responsible bodies must submit an assurance declaration through the portal.
Guidance will be offered to schools and responsible bodies throughout the process, based on the answers that are given to the compliance questions.
Duties of responsible bodies
Responsible bodies have a duty to manage asbestos in schools and provide assurance that their schools are compliant with the Control of Asbestos Regulations 2012.
An AMAP form must be completed for each individual school under the responsible body’s remit – this can be done by the responsible body themselves or delegated to individual schools. If the responsibility is delegated, the responsible body should send the relevant instructions and details schools should use to access the AMAP portal where they can complete the compliance questions.
Responsible bodies will be able to view their schools through the dashboard on the AMAP portal – this will show if schools have completed the questions and how compliant they are. Any issues relating to compliance should be resolved between the responsible body and the school; the AMAP form can then be updated to reflect any changes.
After the AMAP is complete, the responsible body should provide an assurance declaration for each of its schools.
The role of schools
If a school’s responsible body has delegated the task of completing the compliance questions, schools should use the portal to provide this information. For schools to access the portal, they must provide a valid URN and AMAP code, which will be provided to them by their responsible body.
All of the compliance questions must be answered and responses should indicate the school’s current position in relation to how they manage asbestos and not their future intention.
The answers given may generate further guidance for schools to consider. If guidance is offered that the school wants to act upon, they can save their form then complete the action and return to the form once this has been done. It may be useful to go through the form fully first and note down any actions the schools needs to take.
Once all of the questions have been completed, the person that completed them will be asked for their details so the responsible body will know who to contact should they have any questions.
Finally, schools will be asked to make a school-level declaration. Depending on this declaration, the responsible body may contact the school to discuss the implication or to ask for evidence to support the response.
All responsible bodies will have access to their own dashboard which gives an overview of their schools’ asbestos management compliance. The dashboard shows which schools have provided information about their asbestos management and gives a rating for each school based on the responses provided to the compliance questions.
There are five different ratings:
- Red – the school information has not been provided; therefore, there is no assurance that asbestos is being managed in line with legislation.
- Amber – the school is partially compliant; further actions needs to be undertaken before full assurance can be provided.
- Green – the school is fully compliant; the responsible body may be seeking further information prior to submitting the assurance declaration.
- Grey – the school is not fully compliant; the form has been assured (as a ‘snap shot’ to meet the deadline) by the responsible body and submitted to the ESFA providing the assurance.
- Black – the school is fully compliant; the form has been assured by the responsible body and submitted to the ESFA with the assurance declaration.
Submitting the assurance declaration
Once the school-level information has been completed, responsible bodies may want to discuss the information provided with schools. In these instances, the responsible body can ‘save’ but not ‘submit’ their declaration and then speak to the school. Schools can update their information following the discussion with their responsible body – the dashboard will then be updated.
Information provided to the portal can be amended up until the deadline; however, after the deadline, no updates can be submitted until the AMAP portal reopens.
When the responsible body is happy with the information provided by their schools, they can submit the assurance declaration to the ESFA.
If a change occurs to the information in June 2018, contact the ESFA on email@example.com.
Schools should ensure they complete their compliance questions in good time before the deadline, if they are asked to do so by their responsible body – the responsible body may give schools a deadline in which to complete the questions. Before completing the questions, read the full AMAP user guide, the DfE’s asbestos management guidance and advice from the HSE.
Any queries regarding the AMAP should be sent to firstname.lastname@example.org.
Additionally, our Asbestos Management Resource Pack contains guidance, policies, templates and tools that can assist schools in safely managing asbestos.
ESFA (2018) ‘Asbestos Management Assurance Process’