Responsibilities

The purpose of this section is to identify University Department responsibilities as well as the responsibilities of contractor and vendors. The University must only employ the services of contractors or vendors that adhere to the regulatory requirements of 40 CFR 82 and this program.

The responsibility of the RMP is wide-reaching.  Whether it is the disposal of a dorm refrigerator, purchasing refrigerant, repairing a vehicle air conditioner, or purging a water chiller there is some level of required action.  The RMP reaches nearly every Department and building owned by the University.   The diagram below provides a visual of all responsibilities required in the RMP. 
 

To determine specific requirements that relate to an appliance, refer to the Appliance Installation; Appliance Maintenance,Service, Repair; Appliance Disposal; Motor Vehicle Air Conditioners, or Halon Equipment topics.  To determine a individual responsibility, refer to Section 8 of the RMP.  More generally, the following responsibilities apply to managers and/or directors.

Air Quality Compliance Manager (AQCM):

• Develop and update refrigerant management program.
• Program oversite.
• Maintain refrigerant software.
• Recordkeeping of refrigerant appliances.
• Reporting requirements to EPA, State, or other regulating authorities.
• Perform leak rate calculations.
• Conduct program compliance audits and report findings to appropriate University staff.

Maintenance, Preventive Maintenance, Utilities Systems Managers
Athletic Skilled Trades Associate Director and Projects Operations Coordinator
Auxiliary Services Associate Director
Managers/Directors - All Other Departments or Buildings not Maintained Through Main Campus Facilities or Athletics*

• Maintain certified technician certifications and provide copy of technician’s certification to the AQCM.
• Ensure only certified technicians are used for work that is reasonably expected to violate the integrity of the refrigerant circuit.
• Ensure any refrigerant recovery and/or recycle equipment meets EPA requirements.
• Perform maintenance/servicing/repair on refrigerant circuits in accordance with prohibitions and requirements referenced in this RMP and 40 CFR 82.
• Maintain an equipment inventory of refrigerant appliances, other than small appliances, in SAP through collecting information on form AQ-FORM-101.
• Maintain records of maintenance/service/repair on appliances containing 50 pounds or more of class I, class II, or a blend of class I and class II refrigerant per circuit in SAP through collecting information on form AQ-FORM-201 or form AQ-FORM-301 for annual inspections.  Enter into SAP or provide to the AQCM.
• Ensure contractors/vendors provide records of maintenance/service/repair on appliances containing 50 pounds or more of class I, class II, or a blend of class I and class II refrigerant per circuit through collecting information on form AQ-FORM-201 or form AQ-FORM-301 for annual inspections.  Enter into SAP or provide to the AQCM.
• Maintain records of disposal of appliances with more than 5 pounds of refrigerant per circuit in SAP through collecting information on form AQ-FORM-401.
• Ensure contractors/vendors provide records of disposal of appliances with more than 5 pounds of refrigerant per circuit through collecting information on form AQ-FORM-401.  Enter into SAP or provide to the AQCM.
• Ensure that for disposal of small appliances, MVAC, and MVAC-like appliances that the disposal contract includes a requirement for the final processor to recover any remaining refrigerant from the appliance in accordance with 40 CFR 82.155.  If the refrigerant leaked out prior to disposal or if the certified technicians recovered refrigerants prior to disposal, provide a signed statement indicating that on the final processor’s form.

* Departments or buildings that own and operate refrigerant appliances not maintained through main Lexington campus facilities or athletics must contact AQCM whenever installing or servicing appliances with more than 5 pounds of refrigerant per circuit to provide the required.  This includes all property owned and operated by the University.

• Notify Preventative Maintenance Manager and Physical Plant Managers of disposal or addition of appliances containing more than 5 pounds of refrigerant.
• Notify Preventative Maintenance Manager and Physical Plant Managers of new equipment parameters required in the operating procedures for new equipment installation.
• Ensure contactors and vendors comply with the regulation and submit the forms contained in the RMP to the Preventative Maintenance Manager and Physical Plant Managers.

For proper disposal of appliances, maintain a record of signed statement or contract with the final processor of small appliances containing conditions that the final processor will evacuate refrigerant and use recovery equipment that meets 40 CFR 82.155.  

• Adhere to refrigerant sales restriction procedures of the RMP, Section 4.3.
• Adhere to disposal guidelines of the RMP, Section 7.1.3.

• For appliances, other than pass-through, maintain an equipment inventory of refrigerant appliances, other than small appliances, in SAP through collecting information on form AQ-FORM-101.
• Maintain certified technician certifications to purchase refrigerant and provide copy of technician’s certification to the AQCM. 

Contractors and vendors must adhere to all requirements of 40 CFR 82 and the UK HVAC Design Standard which requires:

• The use of certified technicians for work that is reasonably expected to violate the integrity of the refrigerant circuit.
• Provide University staff listed above or the AQCM with copies of technician’s certifications that conducted work.
• Complete and submit form AQ-FORM-101 when installing refrigerant appliances, other than small appliances.  Provide to University staff listed above or the AQCM.
• Complete and submit form AQ-FORM-201 or AQ-FORM-301 when conducting maintenance/service/repair on appliances containing 50 pounds or more of class I, class II, or a blend of class I and class II refrigerant per circuit.  Provide completed form to University staff listed above or the AQCM.
• Complete and submit form AQ-FORM-401 when disposing of appliances with more than 5 pounds of refrigerant per circuit.  Provide completed form to University staff listed above or the AQCM.