Energy Safe Victoria

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How ESV will process the application

Initial review

When ESV receives an application it is entered or reviewed in GasTrac to ensure the required information has been provided and the required schedules are complete. Incomplete or incorrect applications may be returned and not processed or additional information may be sought.

Allocation and initial processing

The application is allocated to a Gas Safety Officer (GSO) and assessed to determine the acceptance conditions required for the gas installation.
The applicant may be requested to provide additional information to enable ESV to establish the appropriate acceptance conditions.
In most cases complex gas installations applications will be processed within five working days and Type B appliance applications in 10 working days.

Application rating

Gas Safety Officers determine, in conjunction with system-based risk assessments, whether the application requires an inspection. This determination is based on information supplied by the applicant or information available to the Gas Safety Officer via GasTrac (e.g. location of gas installation, applicant non-compliance history).

Acceptance conditions

ESV will set certain conditions based on the work being undertaken. For example, ESV may request a Consumer Piping Test Report and/or a letter confirming the method or material used to protect combustible surfaces for a complex gas installation. ESV will advise the applicant of the set conditions and provide access to any relevant forms, such as the Consumer Piping Test Report.

A site inspection may also be specified as an acceptance condition. Conditional acceptance correspondence advises the applicant that the gas installation will be inspected.

If the application is assessed as requiring an inspection, it will be conducted prior to the issue of gas supply approval and / or final acceptance of the gas installation.

ESV will expect the set conditions to be met within a few days of the installation being completed. When the set conditions have been met, the installation will be accepted and closed off in GasTrac.

Onsite inspection

Either the applicant contacts ESV to arrange an inspection, or ESV may contact the applicant when the Statement of Compliance (Schedule 11) has been received by ESV. The inspection appointment will be made for a mutually agreed time. The applicant must provide ESV as much prior notice as possible to ensure the customer’s requirements can be met.

The inspection process will involve an onsite examination of the gas installation by the Gas Safety Officer accompanied by the licensed person.

The inspection is usually carried out when gas work on the installation is complete.

An installation found to be compliant after the site inspection will be accepted by ESV.

Alternatively, identified non-compliances will be recorded and a Notice of Non-Compliance issued to the licensed person. The Gas Safety Officer will specify a reasonable time period for the outstanding items to be rectified.

The applicant must formally advise ESV when the non-compliances have been rectified. An inspection may be conducted to confirm the gas installation is now compliant.

Final Acceptance

An ESV number is issued to the licensed person for the complex gas installation or a Compliance Plate affixed to the Type B appliance as part of the final acceptance process.

Gas supply can only be arranged with the gas retailer after an ESV number has been issued and a Gas Supply Approval letter sent by ESV to the gas distribution company.

Final Acceptance is confirmed with the applicant by formal correspondence and the application for acceptance is now complete.

Random audits

Completed gas applications may be subject to audit. ESV will contact the applicant or the client to arrange an acceptable time to conduct a safety audit on a gas installation.
Any identified safety issues will be recorded and an Improvement Notice issued to the person who is able to resolve the issues. When the safety issues have been rectified, the signed Improvement Notice must be returned to ESV.

Unsafe installations

If, at any time during the acceptance process or an audit, a hazardous or unsafe installation is encountered, the Gas Safety Officer will instruct the appropriate person to take immediate appropriate action to render the gas installation safe. This may involve disconnecting and capping a section of the installation or disconnecting and capping the gas supply.

An Improvement Notice or Prohibition Notice may also be issued to the licensed person where non-compliances are identified. These Notices are supported by the Gas Safety Act 1997 and carry penalties for failing to comply with the Notice.
Refer to the Gas Safety Act 1997 for details.

Contact us

If you have any queries in relation to complex gas installation applications, please contact our Gas Technical Helpline directly on 1800 652 563 or at gastechnicalenquiry@energysafe.vic.gov.au.