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Memo

Memo

Memo

TO: Suzanne Mims

FROM: Lori Lawson
SUBJECT: Action Plan in Response to Disclosure of Friable Asbestos in Student Center Sublevel
DATE: Nov. 5, 2015
On Nov. 3, 2015, Director of Facility Construction and Project Management Frank Strike informed President
ngel Cabrera of the presence of asbestos in the sublevel of the Johnson Center as part of the ongoing
renovation project. Some of this asbestos was deemed friable, making it a known carcinogen. This friable
asbestos is contained to a small area and poses no current public safety threat or occupational hazard.
Proper procedures for friable asbestos removal are being followed. The public relations team urges the
immediate adoption of the following action plan to ensure the controlled release of complete and factual
information regarding the situation to minimize negative public backlash and support university values.
Risk Assessment
All communication regarding the presence of asbestos in the sublevel student center should reflect the fact that
there is no present public safety threat or occupational hazard posed by this discovery. Furthermore, the risk
assessment team recognizes that:

Asbestos is a common component in older building and household materials.

Asbestos is a commonplace problem in renovation projects involving older buildings.

The friable asbestos is contained to a small, isolated area.

With proper controls and cleanup procedures, health risks are minimal.

Proper procedures are being followed for the abatement of friable asbestos.

Upholding University Values

The following action plan reflects the following core values of George Mason University:

Our Students Come First: Keeping students safe and informed is of the utmost importance to
George Mason University. Transparency is vital in giving students the information they need to
avoid potential risks and feel secure in their learning environment.

We are Careful Stewards: George Mason University is committed to working with government
and community partners to ensure that all risks are addressed with full compliance to the highest
regulatory standards, ensuring the safety of the community.

We Act with Integrity: By presenting factual and complete information to all parties involved,
George Mason University is upholding its moral and ethical responsibilities to inform all parties of
potential risks.

By following this plan, George Mason University is prioritizing its commitment to its students, faculty and
staff, and surrounding community, fostering a culture of trust, integrity, and transparency.
Action Plan
The following steps are to be taken immediately:

Halt all aspects of the renovation project and close off the entirety of the sublevel until:
o All maintenance and custodial employees have received up-to-date asbestos training
o All areas involved in renovation activities have undergone thorough inspection by a asbestos
inspector licensed by the Virginia Department of Professional and Occupational Regulation
(DPOR) in accordance with the Virginia Uniform Statewide Building Code

Proof of inspection is to be submitted to the Fairfax County Government to obtain

appropriate building permits based on inspection results

o Conspicuous warning signs have been posted in areas with asbestos-containing materials
o Contact the Virginia Department of Labor and Industry (DOLI) to obtain written confirmation of
compliance to the following:
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Virginia Occupational Safety Health (VOSH) regulations

Environmental Protection Agencys National Emissions Standards for Hazardous Air

Pollutants (NESHAPS) regulations

Asbestos notification regulations found in the Labor Laws of Virginia (40.1-51.20)

Brief the following university officials in a meeting on potential risks, compliance to asbestos removal
regulations, current actions based on the potential impact on their positions or offices:
o ngel Cabrera, president
o Frank Neville, chief of staff
o Renell Wynn, vice president of communications and marketing
o Paul Liberty, vice president of government and community relations
o S. David Wu, provost and executive vice president of academic affairs
o Rose Parcarell, vice president of university life
o Thomas Calhoun, vice president for facilities
o Julie Zobel, assistant vice president of environmental health and safety

Notify all Mason students, faculty and staff of the findings of the risk assessment, actions being taken,
and regulation compliance information via email to ensure safety and reduce panic.

Send notification via the Mason Alert system to all individuals enrolled in the system, including family
members, students, faculty, and staff to ensure safety and reduce panic.

Prepare a fact sheet including the information about asbestos, the nature of the current situation, and
actions being taken to be distributed to all faculty and staff members to ensure factually based replies to
all official and unofficial inquiries.

Post links to a copy of the official notification and fact sheet to George Mason Universitys official
Facebook and Twitter pages to ensure adequate notification of all relevant parties

Prepare a succinct, factual, and transparent statement emphasizing the minimal risks of the situation and
the steps being taken to address the asbestos.
o Release this statement to student media and local media in response to inquiries.
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o Direct interview requests to Director of Facility Construction and Project Management Frank
Strike after he has met with the communications and marketing department for a messaging
strategy session.

Route all official university communication regarding the incident through the communications and
marketing team for fact checking and approval.

Additional Recommendations

Work with the information technology and programming staff to:

o Create a website to provide live updates about all ongoing safety concerns on campus, including
location, risks, documentation of compliance to relevant regulations, and actions being taken.
o Expand Mason Alert mobile application to include a section echoing the content of this website
in an interactive campus map.

Create or update George Mason Universitys guidance on asbestos containment or removal for
future reference.

Conduct a campus wide asbestos inspection to anticipate problems with future renovation projects
and preemptively address potentially risky situations.

Create safety question submission box on facilities website for quick submission of student, parent,
faculty, and staff concerns about potential on-campus hazards.

Additional Resources

Virginia Department of Labor and Industry (DOLI) Asbestos Fact Sheet:

http://www.doli.virginia.gov/leadasbestos/pdfs/DOLI%20Asbestos%20Fact%20Sheet.pdf

Information on Asbestos Removal in Educational Institutions:

http://www.asbestos.com/asbestos/schools.php

Fairfax County Asbestos Removal Permit Application:

http://www.fairfaxcounty.gov/dpwes/forms/asbestos_cert.pdf
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