Part F — Hazardous Substances
Hazardous substances / COSHH programme
Workbook section 52
Owner
HSE Manager / Document Controller
Review / trigger
Annual review; update immediately if legal, authority, project, client, or scope requirements change.
Primary references
Plans TOC - Part F; Plan F52 Hazardous Substances a
Checkpoints
88
| # | Area | Checkpoint / Requirement | Evidence / Acceptance Criteria | Responsible | Frequency |
|---|---|---|---|---|---|
| 1 | Policy & Legal Compliance | Documented Hazardous Substances / COSHH management policy approved by senior management | Signed policy statement dated and displayed on notice boards | HSE Manager | Annual |
| 2 | Policy & Legal Compliance | Compliance with Federal Law No. 24 of 1999 (as amended) and Cabinet Decision No. 37 of 2001 on hazardous materials handling | Legal register with applicable clauses cross-referenced | HSE Manager | Annual |
| 3 | Policy & Legal Compliance | Compliance with municipality hazardous materials permit requirements (Dubai Municipality / Abu Dhabi EAD / local authority) | Valid hazardous materials handling permit on file | HSE Manager | Annual |
| 4 | Policy & Legal Compliance | Register of all hazardous substances used on site maintained and updated | Current hazardous substances register with revision date | Site HSE Officer | Monthly |
| 5 | Policy & Legal Compliance | Nomination of a competent COSHH/Hazardous Substances Coordinator | Appointment letter and competency records | Project Manager | Once (reviewed annually) |
| 6 | Policy & Legal Compliance | Civil Defence approval obtained for storage of flammable/hazardous chemicals where required | Civil Defence NOC / approval certificate | HSE Manager | Annual |
| 7 | Policy & Legal Compliance | Insurance coverage reviewed for hazardous materials handling liability | Insurance policy document referencing hazardous substances | Project Manager | Annual |
| 8 | Risk Assessment | COSHH risk assessment completed for every hazardous substance prior to first use | Signed COSHH assessment forms per substance | Site HSE Officer | Before first use |
| 9 | Risk Assessment | Risk assessments reviewed after incident, process change or new substance introduction | Updated risk assessment with revision log | Site HSE Officer | As required |
| 10 | Risk Assessment | Risk assessments cover routes of exposure (inhalation, skin contact, ingestion, injection) | Risk assessment exposure route section completed | Site HSE Officer | Before first use |
| 11 | Risk Assessment | Quantities of hazardous substances minimised per hierarchy of control principle | Substitution/elimination justification recorded | HSE Manager | Ongoing |
| 12 | Risk Assessment | Task-specific method statements reference relevant COSHH assessments | Method statement cross-reference to COSHH ID number | Site Engineer | Before task start |
| 13 | Risk Assessment | Risk assessment register indexed and accessible to all supervisors | Central COSHH register with index numbers | Site HSE Officer | Monthly |
| 14 | Risk Assessment | Assessment of combined/simultaneous use of incompatible substances on site | Incompatibility matrix reviewed and signed | Site HSE Officer | Quarterly |
| 15 | Safety Data Sheets (SDS) | Current SDS obtained for every hazardous substance prior to procurement | SDS file cross-checked against purchase order list | Procurement Officer | Before procurement |
| 16 | Safety Data Sheets (SDS) | SDS available in Arabic and English at point of use | Bilingual SDS copies at storage/use locations | Site HSE Officer | Before first use |
| 17 | Safety Data Sheets (SDS) | SDS validity checked (not older than 5 years / manufacturer revision date) | SDS issue date verification log | Site HSE Officer | Annual |
| 18 | Safety Data Sheets (SDS) | Master SDS file maintained in site HSE office and site clinic/first aid room | Indexed SDS binder with sign-off sheet | Site HSE Officer | Monthly |
| 19 | Safety Data Sheets (SDS) | SDS reviewed for GHS classification, hazard pictograms and precautionary statements | SDS Section 2/3 verification checklist | Site HSE Officer | Before first use |
| 20 | Safety Data Sheets (SDS) | Emergency contact numbers from SDS communicated to site clinic and emergency response team | Emergency contact list posted at clinic and site office | Site HSE Officer | Monthly |
| 21 | Labelling & Identification | All containers labelled per GHS (pictogram, signal word, hazard/precautionary statements) | Visual inspection of container labels | Site HSE Officer | Weekly |
| 22 | Labelling & Identification | Decanted/secondary containers labelled with product identity and hazard information | Spot check of decanted containers | Site HSE Officer | Weekly |
| 23 | Labelling & Identification | Unlabelled or illegible containers removed/relabelled immediately | Non-conformance log with closure evidence | Site HSE Officer | Immediate |
| 24 | Labelling & Identification | Bilingual (Arabic/English) hazard signage displayed at storage and use areas | Photographic evidence of signage | Site HSE Officer | Monthly |
| 25 | Labelling & Identification | Colour-coded labelling system implemented consistent with site hazard communication plan | Labelling standard document verified on-site | Site HSE Officer | Quarterly |
| 26 | Storage | Hazardous substances stored in designated, ventilated, bunded storage area | Storage area inspection checklist | Site HSE Officer | Weekly |
| 27 | Storage | Segregation of incompatible substances per compatibility chart (acids/alkalis/oxidisers/flammables) | Segregation layout diagram and physical verification | Site HSE Officer | Weekly |
| 28 | Storage | Flammable liquids stored within Civil Defence approved flammable store with fire rating | Civil Defence approval certificate and store inspection | HSE Manager | Quarterly |
| 29 | Storage | Secondary containment/bunding capacity of at least 110% of largest container provided | Bund capacity calculation and inspection record | Site HSE Officer | Monthly |
| 30 | Storage | Storage area access restricted to authorised trained personnel only | Access control log / lock and key register | Site HSE Officer | Weekly |
| 31 | Storage | Fire extinguishers and spill kits positioned at hazardous storage areas | Equipment location checklist with inspection tags | Site HSE Officer | Monthly |
| 32 | Storage | Storage inventory reconciled against register with maximum permissible quantities not exceeded | Stock reconciliation sheet | Store Keeper | Monthly |
| 33 | Storage | Storage area free from ignition sources and electrical equipment is intrinsically safe/explosion-proof where required | Electrical certification and ignition source inspection | Site HSE Officer | Quarterly |
| 34 | Storage | Temperature-sensitive substances stored within manufacturer-specified temperature range | Temperature log/monitoring device readings | Store Keeper | Daily |
| 35 | Handling & Use Controls | Engineering controls (local exhaust ventilation, fume extraction) provided where exposure risk identified | LEV commissioning and performance test certificate | HSE Manager | Annual |
| 36 | Handling & Use Controls | Safe systems of work / permit-to-work implemented for high-risk hazardous substance tasks | Approved permit-to-work records | Site Engineer | Before task start |
| 37 | Handling & Use Controls | Decanting and mixing of chemicals performed only in designated ventilated areas | Site walk-through observation record | Site HSE Officer | Weekly |
| 38 | Handling & Use Controls | Eyewash stations and emergency showers installed near chemical handling points and functional | Eyewash/shower functional test record | Site HSE Officer | Weekly |
| 39 | Handling & Use Controls | Spill response equipment available and workers trained in spill containment procedure | Spill kit inventory checklist and training record | Site HSE Officer | Monthly |
| 40 | Handling & Use Controls | Waste hazardous substances segregated and disposed of via licensed hazardous waste contractor | Hazardous waste manifest / disposal certificate | Site HSE Officer | Per disposal event |
| 41 | Handling & Use Controls | Empty hazardous substance containers decontaminated/disposed of per approved procedure | Container disposal log | Store Keeper | Monthly |
| 42 | Handling & Use Controls | Housekeeping standards maintained to prevent accumulation of hazardous residues | Housekeeping inspection checklist | Site HSE Officer | Weekly |
| 43 | PPE & Exposure Control | Task-specific PPE (chemical gloves, goggles, respirators) provided per COSHH assessment | PPE issue register matched to risk assessment | Site HSE Officer | Before task start |
| 44 | PPE & Exposure Control | Respiratory protective equipment (RPE) face-fit tested for exposed workers | Face-fit test certificates | Site HSE Officer | Annual / on RPE change |
| 45 | PPE & Exposure Control | PPE inspected for damage/degradation from chemical exposure before each use | Pre-use PPE inspection log | Worker/Supervisor | Daily |
| 46 | PPE & Exposure Control | Occupational exposure monitoring conducted for substances with assigned exposure limits | Exposure monitoring report from accredited laboratory | HSE Manager | Per exposure monitoring plan |
| 47 | PPE & Exposure Control | Health surveillance/medical monitoring provided for workers with significant hazardous substance exposure | Medical surveillance records maintained confidentially | Occupational Health Physician | Annual |
| 48 | PPE & Exposure Control | Decontamination facilities (washing points, changing areas) provided for exposed workers | Facility inspection checklist | Site HSE Officer | Weekly |
| 49 | Training & Competency | COSHH/hazardous substances awareness training provided to all workers handling chemicals | Training attendance records and certificates | Training Coordinator | Induction + Annual refresher |
| 50 | Training & Competency | Specialised training provided for high-risk substances (e.g., isocyanates, acids, fumigants) | Specialised training certificates | Training Coordinator | Before task assignment |
| 51 | Training & Competency | Toolbox talks on hazardous substances conducted at relevant work locations | Toolbox talk attendance sheets | Site Supervisor | Weekly |
| 52 | Training & Competency | Emergency spill and exposure response drills conducted for hazardous substance handlers | Drill records and evaluation reports | HSE Manager | Semi-annual |
| 53 | Training & Competency | Competency verification records maintained for COSHH coordinators and store keepers | Competency assessment forms | HSE Manager | Annual |
| 54 | Emergency Preparedness | Emergency response plan includes chemical spill, exposure and fire scenarios | Emergency response plan document | HSE Manager | Annual review |
| 55 | Emergency Preparedness | Emergency contact list (Civil Defence, poison control, medical facility) posted at storage and use areas | Posted emergency contact list photograph | Site HSE Officer | Monthly |
| 56 | Emergency Preparedness | Spill kits stocked, inspected and replenished per checklist | Spill kit inspection log | Site HSE Officer | Monthly |
| 57 | Emergency Preparedness | Mutual aid arrangement with local Civil Defence/hazmat response team documented | Mutual aid agreement or notification letter | HSE Manager | Annual |
| 58 | Audit, Inspection & Records | Internal COSHH compliance audit conducted covering storage, labelling, PPE and documentation | Audit report with corrective action tracker | HSE Manager | Quarterly |
| 59 | Audit, Inspection & Records | Non-conformances from audits tracked to closure with assigned owners and deadlines | Corrective action tracking register | HSE Manager | Monthly |
| 60 | Audit, Inspection & Records | All hazardous substance records (SDS, assessments, training, monitoring) retained per statutory retention period | Document control record retention schedule | Document Controller | Ongoing |
| 61 | Audit, Inspection & Records | Management review of hazardous substances performance data conducted | Management review meeting minutes | HSE Manager | Quarterly |
| 62 | Audit, Inspection & Records | Third-party or authority inspection findings tracked and closed out | Authority inspection report and closure evidence | HSE Manager | Per inspection |
| 63 | Policy & Legal Compliance | Chemical procurement approval process requires HSE sign-off before purchase of new hazardous substances | Procurement approval form with HSE signature | HSE Manager | Per new substance |
| 64 | Risk Assessment | Risk assessments signed off by competent assessor and communicated to affected workers | Signed risk assessment with worker acknowledgement | Site HSE Officer | Before first use |
| 65 | Risk Assessment | Environmental impact of hazardous substance use/spillage assessed and controls identified | Environmental risk assessment record | Environmental Officer | Before first use |
| 66 | Safety Data Sheets (SDS) | SDS reviewed to confirm first aid measures are consistent with site clinic protocols | First aid protocol cross-check with SDS Section 4 | Site Nurse/HSE Officer | Quarterly |
| 67 | Safety Data Sheets (SDS) | Suppliers required to provide updated SDS with each new batch/formulation change | Supplier SDS update confirmation on file | Procurement Officer | Per delivery |
| 68 | Labelling & Identification | Pipework and temporary transfer lines carrying hazardous substances labelled with content and flow direction | Pipework labelling inspection record | Site HSE Officer | Monthly |
| 69 | Labelling & Identification | Hazard communication boards displayed at site entrance listing substances in active use | Photograph of hazard communication board | Site HSE Officer | Monthly |
| 70 | Storage | Ventilation system in enclosed hazardous storage rooms tested for adequate air changes | Ventilation performance test certificate | HSE Manager | Annual |
| 71 | Storage | Shelving and racking in chemical store rated for load and resistant to corrosion | Racking inspection and load rating certificate | Site HSE Officer | Annual |
| 72 | Storage | Chemical store fitted with gas/vapour detection alarm where flammable or toxic vapours may accumulate | Detector calibration and test record | HSE Manager | Quarterly |
| 73 | Handling & Use Controls | Static electricity control (bonding/earthing) provided during transfer of flammable liquids | Bonding/earthing continuity test record | Site HSE Officer | Before transfer operation |
| 74 | Handling & Use Controls | Drum pumps and dispensing equipment inspected for leaks and correct chemical compatibility | Dispensing equipment inspection checklist | Store Keeper | Weekly |
| 75 | Handling & Use Controls | Vehicle/plant refuelling and lubricant handling areas equipped with spill containment | Spill containment inspection record | Site HSE Officer | Weekly |
| 76 | PPE & Exposure Control | Chemical-resistant footwear provided and worn in designated mixing/handling areas | PPE compliance spot-check record | Site Supervisor | Weekly |
| 77 | PPE & Exposure Control | PPE storage separated from hazardous substance storage to avoid cross-contamination | Visual inspection of PPE storage location | Site HSE Officer | Monthly |
| 78 | PPE & Exposure Control | Biological monitoring conducted where indicated by risk assessment for specific substances (e.g., lead, isocyanates) | Biological monitoring laboratory report | Occupational Health Physician | Per exposure monitoring plan |
| 79 | Training & Competency | Refresher training records verified against expiry dates and renewed before lapse | Training matrix with expiry tracking | Training Coordinator | Ongoing |
| 80 | Training & Competency | New joiners briefed on site-specific hazardous substances during induction before task assignment | Induction attendance and briefing record | Site HSE Officer | Before task start |
| 81 | Emergency Preparedness | First aid kits at chemical handling areas stocked with substance-specific antidotes/treatments per SDS | First aid kit inspection checklist | Site HSE Officer | Weekly |
| 82 | Emergency Preparedness | Fire and gas detection systems in hazardous substance areas linked to site alarm/monitoring system | Detection system integration test record | HSE Manager | Quarterly |
| 83 | Emergency Preparedness | Nearest hospital/poison control unit route and contact verified and communicated to site clinic | Route map and contact verification record | Site HSE Officer | Quarterly |
| 84 | Audit, Inspection & Records | Supplier/subcontractor hazardous substance compliance verified before mobilisation to site | Subcontractor HSE prequalification record | HSE Manager | Before mobilisation |
| 85 | Audit, Inspection & Records | Incident/near-miss reports involving hazardous substances investigated with root cause analysis | Incident investigation report | HSE Manager | Per incident |
| 86 | Audit, Inspection & Records | Statistics on hazardous substance incidents/exposures trended and reported to management | HSE statistics report/dashboard | HSE Manager | Monthly |
| 87 | Audit, Inspection & Records | Disposal contractor licenses and waste transfer notes verified as current and compliant | Licensed contractor certificate and waste transfer note | Site HSE Officer | Per disposal event |
| 88 | Audit, Inspection & Records | Lessons learned from hazardous substances audits shared across other project sites | Lessons learned bulletin/circular | HSE Manager | Quarterly |
Each checkpoint records Status (Yes / No / N/A), Comments, Corrective Action and Sign-off. Switch to Complete in-app to fill it here, or download the blank version to complete on site.
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