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How we process your application

Important information about your application.

Initial review

When Energy Safe Victoria receives an application together with a Statement of Compliance (Schedule 10), 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 conditions required to be met for Energy Safe to accept the installation. This is commonly known as the Conditions of Acceptance (COA).

You may be requested to provide additional information to enable Energy Safe to establish COA.

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

GSO's 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 GSO via GasTrac (e.g. location of gas installation, applicant non-compliance history).

Acceptance conditions

Energy Safe will set COA based on the work being undertaken. For example, Energy Safe 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. Energy Safe will advise the applicant of the COA and provide access to any relevant forms, such as the Consumer Piping Test Report.

A site inspection may also be specified on the COA.

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.

The COA information, including a Statement of Compliance (Schedule 11) should be submitted within a few days of the installation being completed.

Onsite inspection

Either the applicant contacts Energy Safe to arrange an inspection, or Energy Safe may contact the applicant when the Schedule 11 is submitted. If an inspection has been set as a COA an 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 inspection of the gas installation. The licensed person or their registered or licensed representative must be on site.

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 Energy Safe.

Alternatively, identified non-compliance's will be recorded and a Notice of Non-Compliance issued to the licensed person. The GSO will specify a reasonable time period for the outstanding items to be rectified.

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

Final Acceptance

An Energy Safe 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 Energy Safe number has been issued and a Gas Supply Approval letter sent by Energy Safe 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. Energy Safe 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 Energy Safe.

Unsafe installations

If, at any time during the acceptance process or an audit, a hazardous or unsafe installation is encountered, the GSO will instruct the appropriate person to take immediate 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 or Disconnection Notice may also be issued to the licensed person where non-compliance's 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 1997External Link for details.

Date: 29/02/2024 4:23

Controlled document

The currency and accuracy of this document cannot be guaranteed once printed or saved to a storage device. If in doubt, please check the ESV website for the current version.

Reviewed 16 January 2024

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