Permit-to-Work. Procedure and Requirements EHSP-005. Page 1 of 18

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1 Permit-to-Work Procedure and Requirements EHSP-005 Page 1 of 18

2 Document Details Title Document Number Person(s) Responsible Last Updated Status Review Date Permit-to-Work EHSP-005 Draft Document History Revision Date Nature of Revision Prepared by Approved by 0.1 October 2016 Initial Draft Barrie Ellis 0.2 December nd Draft Barrie Ellis /12 Final Barrie Ellis The official version of this document will be maintained by the Estates and Facilities Health, Safety and Compliance Officer. Before referring to any printed copies please ensure that they are up-todate. Document Distribution This document has been communicated to the following for comments: Person Date Richard Thomas Steve Holgate Brita Sread Kirsty Woodward Mike Haynes-Coote Page 2 of 18

3 Contents Page Number 1. Introduction 4 2. Definitions 4 3. Types of Work 6 4. Permit-to-Work 6 5. Permit-to-Work Authorising Officers 8 6. Issuing a Permit-to-Work 9 7. Monitoring the Work 9 8. Completed Work 9 9. Out of Hours 9 Appendix A - How to use the Permit-to-Work Database 10 Appendix B Permit-to-Work Designations 14 Page 3 of 18

4 1. Introduction The Permit-to-Work procedure provides a formal control system aimed at the prevention of injuries and damage to property arising from accidents where foreseeable hazardous work is carried out. The Permit-to-Work procedure does not supersede or negate the requirements of any Health and Safety Legislation, rather it provides a consistent control system to be followed when dealing with the activities of contractors and in-house staff working in properties and on land owned or operated by the University of Leicester. The aims of these procedures are: To ensure a safe working environment is maintained at all times for contractors, staff, students, visitors, tenants and concessionaires. To ensure managers are aware of the works being undertaken and that operational disruption is minimised. That there is a full and accurate record of works undertaken on University of Leicester assets. In general terms these procedures will not apply to long term standalone major construction projects contained within a secure boundary. However, these procedures will apply wherever such major projects interface with existing services and/or operations of the University. When this applies the Project Manager (person in control of works) shall ensure these procedures are complied with fully. 2. Definitions Within these procedures the following definitions will apply: 2.1 Permit-to-Work Documents designed to control the undertaking of high risk works as defined by the University of Leicester. This is a formal method of authorisation to carry out specific works for activities that the University has identified as: Having a high risk Having potential to cause business disruption Requiring specific methods of works or processes to be used The Permit-to-Work procedure aims to provide the control required to facilitate such works in a safe and efficient manner. 2.2 Project Manager (person in control of works) The Project Manager (person in control of works) will be the University of Leicester principal point of contact with a contractor. Page 4 of 18

5 The Project Manager (person in control of works) is responsible for ensuring that: Estates and Campus Services Contractors are competent to carry out the type of works they have been engaged to undertake. Health and Safety management systems in force at the University are complied with and the work is carried out in a safe manner. All Procedures are complied with. The University of Leicester, Contractor Code of Safe Practice (EHSG-001) is complied with. Contractors work is planned. Contractors work is monitored. In order to adequately comply with these duties the Project Manager (person in control of works) will have as a minimum the following skills and experience: Sufficient technical knowledge of the site, and the work being proposed, to be able to understand the likely risks that may arise either during or as a result of the works. Sufficient knowledge and Health and Safety training to be able to establish the contractor s competency, risk assessment, method statement and/or Construction Phase Plans suitability as well as other arrangements. Detailed working knowledge of the site (areas of work) to understand the impact the works may have on business operations, other users and the general public. Sufficient knowledge of University operations to be able to plan, agree, communicate and manage any mitigation necessary for the operation. 2.3 Permit-to-Work Authorising Officers The use of Competent Persons is an essential requirement of the Permit-to-Work system. The job holders listed in Section 4 are deemed to be competent and have the skill, knowledge, experience and authority to authorise Permit-to-Work on behalf of the University of Leicester. 2.4 Contractor An individual, company or organisation engaged directly by the University of Leicester or by a company operating from University premises to provide for business purposes, labour and/or services. Contractors requiring a permit-to-work shall provide the relevant Project Manager (person in control of works) with a suitable and sufficient assessment of the risks inherent with the work and a method statement for the works to be undertaken. This information should, whenever possible, be submitted at least 48 hours prior to the start of the work and will allow Authorised Person sufficient time to assess the work in detail. 2.5 Sub-Contractor An individual, company or organisation engaged by a contractor, in whatever form to provide for business purposes, labour and/or services. For the purposes of compliance with this document the sub-contractor shall comply with all the requirements specified for the contractor. 2.6 In-house Maintenance Staff In-house maintenance staff will be considered as contractors and will be required to provide the Project Manager (person in control of works) with a suitable and sufficient assessment of risks inherent with the work and a method statement for the works to be undertaken. Page 5 of 18

6 When Maintenance Staff undertakes work that requires a permit-to-work, it will be issued and signed by the relevant Trade Foreman, or Reactive Maintenance Manager. 2.7 Risk Assessments, Method Statements and Construction Phase Plans Processes and documentation that is required under current Health and Safety Legislation. By law these must be written risk assessments which must identify all hazards associated with the work and identify measures to eliminate or control the risks arising from the work. A safe system of work contained in a method statement must take into account all identified hazards. 3. Types of Work 3.1 Major Works Large, high value, civil engineering, building, mechanical or electrical projects which are coordinated by a designated member of University of Leicester staff who will fulfil the role of Project Manager (person in control of works) for the development. 3.2 Minor Works Small and medium scale civil engineering, building, mechanical or electrical works primarily associated with maintenance tasks and minor alteration/additions. The Project Manager (person in control of works) will be appointed from one of the following: Project Managers Clerk of Works Minor Works Managers Mechanical/Electrical Asset Managers Buildings Asset Manager Mechanical Engineer Head of Planned Maintenance Head of Development 3.3 Demolition Demolition will be taken to mean the deliberate pulling down, destruction or taking apart of a structure, or substantial part of a structure. 4. Permit-to-Work Permits themselves do not make a job free from risks, they rely upon effective control and coordination in order that hazards are identified and risks are suitably assessed and controlled. The Health and Safety Executive identify the following required elements for a Permit-to-Work: Type of Permit i.e. Hot Work Unique Permit Number Location of Work Details of the work to be carried out Identification of hazards Page 6 of 18

7 Precautions required Personal Protective Equipment required Authorisation to commence work Any extension of permit time Handback Cancellation Estates and Campus Services The Permit-to-Work consists of information which: Details the work to be done Details the precautions to be taken Identifies all the hazards and foreseeable risks States the control measures to be implemented Details the start and end times of the permit Sign off and cancellation of the permit List other permits in operation 4.1 Condition for a Permit The University will expect a Permit-to-Work to be issued in the following situations: Working in confined spaces Hot works High and Low voltage electrical work Excavations Work on Roofs Category 3 Laboratory Access Excavations Fire Alarm Impairments Specialist areas in use No works requiring a Permit-to-Work to work shall commence until the application has been authorised and a Permit-to-Work issued by the relevant Project Manager (person in control of works). Once the works are complete or on expiry of the Permit-to-Work, the permit must be returned to the Project Manager (person in control of works) for cancellation. A permit-to-work will not be issued to contractors for operations within a secure and clearly identified site compound from which staff, students and non-authorised visitors are excluded and for which the Contractor is deemed to be entirely responsible unless there is an interface with existing services and/or operations of the University. 4.2 High Voltage Works The high voltage network is subject to a separate Permit-to-Work system operated by the University designated specialist contractor. Any works planned on the system should be referred via the Head of Planned Maintenance or Electrical Asset Manager. Page 7 of 18

8 5. Permit-to-Work Authorising Officers The use of Competent Persons is a prime requirement of the Permit-to-Work system. Although Competency has never been defined in either case or statute law. A person is defined as competent when that person: Has sufficient training and experience or knowledge as to enable them to assist in securing compliance, on the part of the employer, with the necessary safety legislation and maintenance procedures. The following staff are authorised to issue a relevant Permit-to-Work on behalf of the Estates and Campus Services of the University of Leicester for the situations shown above: Permitfffffffffffffffffff fffffffffffffffff Authorising Officers Planned Maintenance Development Reactive Others Head of Planned Maintenance Mechanical Asset Manager Electrical Asset Manager Buildings Asset Manager BMS Engineer Energy Manager Life Systems Officer Asbestos Officer Head of Development Project Manager Minor Works Manager Clerk of Works Reactive Maintenance Manager Mechanical Trades Foreman Electrical Trades Foreman Building Trades Foreman Department Laboratory Manager Health, Safety and Compliance Officer Others in case of emergency PW01 High Voltage Work X PW02 Hot Works X X X X X X X X X X X X X X X X X X PW03 Roof Access X X X X X X X X X X X X X X X X X X PW05 Cat 3 Laboratory X PW06 Confined Space X X X PW08 Permit to Dig X X X X X X X X X X X X X X X X X X PW10 Sanction to Test X PW11 Limitation-of-Access X PW13 Low Voltage Work X PW14 Fire Impairment X X X X X X X X X X X X X X X X X X EHSF-013 Clearance to Work X X X X X X X X X X X X X X X X X X Page 8 of 18

9 6. Issuing a Permit-to-Work The following procedures should be followed when issuing a Permit-to-Work: A permit should be issue by the Project Manager (person in control of works) via the Permitto-Work Database. Please see appendix A for detailed instructions. The Project Manager (person in control of works) should ensure that no other permits have been issued that will have an impact on the one required. The permit must be completed correctly with all the relevant information regarding the work to be carried out, including the exact location and the nature of the work. All the copies of the permit should be signed by the relevant Project Manager (person in control of works), and if necessary the Contractors representatives to confirm that contractors and staff understand the implications of the conditions listed on the permit. The permit is to be displayed prominently at the work location. The precise time limits for which the permit is valid are to be indicated and observed at all times. 7. Monitoring the Work As far as is reasonably practicable, the Project Manager (person in control of works) shall be responsible for monitoring the work at regular intervals, to ensure that the operatives are adhering to the conditions of the permit. 8. Completed Work When the work has been completed the Project Manager (person in control of works) will inspect the site to ensure that: The works have ceased All tools and equipment have been removed The work area has been left in a satisfactory and safe condition When the Project Manager (person in control of works) is satisfied that the conditions have been met the Permit-to-Work will be cancelled and copies filed with the contract documents (if appropriate) and a copy sent to the Estates Health, Safety and Compliance Officer. These permits should be kept for 12 months. 9. Out of Working Hours Whenever possible, work that requires a Permit-to-Work should be carried out during normal working hours. However, there will be occasions when this is not possible and the Project Manager (person in control of works) must ensure that they or a designated deputy is available to monitor contractors or staff compliance throughout the duration of the Permit-to-Work irrespective of when it takes place. Page 9 of 18

10 Appendix A Instructions on how to use the Permit-to-Work Database 1. Opening the Database Using Windows Explorer find the Database file using: X:\Estates\Working in Estates\Policies and Procedures\Permits\Permit to Work final.accdb Double Click on icon. 2. On the Home Screen of the Data you can select which permit you d like to use. Click button for required permit Page 10 of 18

11 3. The required permit will appear (make sure New appears in the reference number). Type of Permit Confirm New Click Add if New doesn t appear Once Permit is complete Click Save Please complete all fields fully. 4. To print the completed form, click on the print button. (Please note the form will not print properly if you use the usual File/Print buttons on the ribbon or if you are in an incomplete form you will get an error message ). Press Print Page 11 of 18

12 5. The following screen will appear, please review the permit then click on Print. Estates and Campus Services Click Print 6. Confirm the printer is the correct one you want to print on. Click Properties to enable double side printing. Click Properties Page 12 of 18

13 7. Click the Printing Shortcuts tab. 8. Then click the EcoSMART Settings or enable the Print on both sides option, then click OK Click OK 9. Click OK again, then your permit will be sent to the printer. 10. The Database can now be closed using the X in the top right of the window. Page 13 of 18

14 Appendix B Permit-to-Work Designations High Voltage The Permit-to-Work system for High Voltage (HV) applies to contractors and Estates staff who may have need to enter any High Voltage substations. It does not allow for switching of the HV circuits or for maintenance of the equipment, this can only be carried out by our authorised contractors appointed by the University. The duration of the Permit-to-Work will be no longer then a maximum of one day. For work that may take longer than the one day, a separate permit must be issued for each day. Requirements to be met to enable access to the sub-station: The Competent Person must ensure that access to substation will not in any way affect the HV switchgear or controls. The Competent Person must stay at the substation if access is required for 1 hour or less. For periods of more than 1 hour the Competent Person must be available and be within immediate communication with those in the substation. Only those staff named on the Permit-to-Work will be allowed in the substation. The substation must not be left unlocked and/or unattended. Low Voltage Low voltage (LV) is regarded as a voltage exceeding 50v AC or 120v DC between conductors or earth, but not exceeding 1000v AC or 1500v DC between conductors or 600v AC or 900v DC between any conductor and earth. Requirements to be met when working on low voltage electrical installations: The Competent Person must ensure that before disconnection or isolation of any distribution board or circuit that feeds a distribution board, the electrical equipment affected has been identified and if appropriate the users notified. The staff and contractors are aware of the need to lock-off all isolation switches in the OFF position. The duration of the Permit-to-Work will be issued for a maximum of 1 working day and should be location specific. Page 14 of 18

15 Hot Work Permit Hot Work is defined as work that involves temperatures that could give rise to risks of fire, ignition of flammable substances and/or combustible materials, and includes work where there is a naked flame or generation of sparks, smoke or fumes. The following types of works are but not limited to shall be subjected to a Permit-to-Work system on the University premises: Use of brazing and soldering equipment Bitumen boilers Electric arc welding Gas welding or cutting Hot air welding Disk cutting in confined spaces where there is a risk of fire or explosion The duration of the Permit-to-Work will be no longer than a maximum of one day and subject to the following: All work must cease at least 1 hour before the end of the working day and the permits are location specific Where work lasts for more than one day i.e. re-roofing with a bitumen boiler, the Competent Person signing on behalf of the Estates Department may issue a permit covering 5 consecutive working days. Before the permit is signed, the Competent Person shall inspect the working area for the following control measures: Area is adequately ventilated. Gas cylinders are secured in a vertical position on a trolley and equipment is in good condition. Floors are clean and free from combustible materials. All floor and wall opening are covered. When Hot Work occurs in a Confined Space A Permit-to-Work (Confined Space) has been issued. When Hot Work occurs on a Roof Gas cylinders are sited at least 3 metres from the burner. Heat insulated base is provided. A Permit-to-Work (Roofs) has been issued. Page 15 of 18

16 Fire Control The Competent Person shall ensure that the following general controls are in place: Suitable and sufficient fire extinguisher are in place. Staff carrying out the work are trained in their use. Adjacent smoke heads are isolated and covered to prevent false alarms, and re-instated and uncovered when work has finished. Confirm that a MF02 - Fire Alarm Isolation Request is made and in place. All fire doors are closed. Arrangements are in place to ensure that hot work is not left unattended during tea/lunch breaks. Staff carrying out the works are aware of the emergency telephone numbers and have the means to contact them. Arrangements are in place to carry out a check of the area at least 1 hour before cessation of work each day. That contractors staff are fully aware of the fire procedures for the area in which they are working. Page 16 of 18

17 Roof Access Permit This Permit-to-Work is intended for Maintenance Staff and Contractors who have a need to work on roofs at any University Academic or Residential Properties, where a perimeter handrail or edge protection is not provided or where the roof of the building is considered as dangerous/fragile. Requirements to be met for all roofs before work can start: General for all buildings Details of PPE Other permits as necessary i.e. hot works etc. Permit signed by Competent Person Undertake suitable and sufficient site specific risk assessment for the work activity Follow all requirements of HSG33 Health and Safety in Roof Work Page 17 of 18

18 Category 3 Laboratory All work within the category 3 laboratories shall be subject to a Permit-to-Work. Maintenance Staff Before any work is carried out in the Category 3 suite, a Permit-to-Work should be issued by the Containment Level 3 Suite Manager (C3SM) or appointed deputy. Contractors When contractors require a permit they shall provide the relevant Project Manager (Person in control of works) with a suitable and sufficient assessment of the risks inherent with the work and a method statement for the works to be undertaken. This information should be submitted at least 72 hours before works start to enable the Project Manager (Person in control of works) to approve the details before C3SM issues the permit. Other permits as necessary for the works to be undertaken shall be issued by the authorised person in the department, i.e hot works, roof permits etc. C3 lab permits shall be issued for a maximum of 1 working days. If the works extend beyond this number, additional permits will be required. Page 18 of 18