Annex Z to Facilities Management (FM) H&S Policy Safe Systems of Work and Permits

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1 Annex Z to Facilities Management (FM) H&S Policy Safe Systems of Work and Permits Compliance with this policy and guidance is mandatory for all work that is undertaken by FM Staff and Contractors engaged by FM working in areas being managed by or under FM Control. Where work is undertaken in areas not under FM direct control, those managing or undertaking the work shall adopt equivalent and approved safe systems of work. Such alternative arrangements should be agreed in writing by the FM Manager/Supervising Officer responsible for the work. This policy and guidance should be read in conjunction with the specific policy document for the work it applies to as contained within University and FM Health and Safety Policies, Codes of Practice and guidance. This guidance should also be read in conjunction with Appendix 5 to Annex G Working with Contractors Guide. Guidelines adopted. All Duty Authorised Persons (DAP) who issue permits or who appoint Nominated Deputies or authorities covered by this guidance shall be appointed in writing by the Director of FM. Nominated Deputies shall be appointed in writing by the DAP in consultation with the relevant stakeholders for the respective Service or work facet. (E.g. Health and Safety Manager, prospective Nominated Deputies (NP), appropriate line managers etc.). The following guidelines form the basis of this policy covering safe systems of work and access. Following a consultation exercise with various stakeholders, the significant change in this procedure from the previous are; - the requirement for DAP and NP to possess relevant experience, competency and training and - that those appointments are in writing. - that the content of the pre-printed written permit be reviewed at east every 3 years and adapted to account for health and safety management improvements adopted. Guidance on the appropriate training, experience and skills required when appointing NPs are included in Appendix 1. 1 P age

2 The permits and permissions are aimed at achieving a common approach to all hazardous FM work across campus and form part of safe systems of work. Permits must not to be considered as an alternative to adequate supervision and management but an integral part of the management process. Permits should reflect the level of risk and should not be utilised for low risk work lest their effectiveness be devalued. The safe systems of work and permits contained within this policy should be utilised with immediate effect, with any modifications required by the Departmental Health and Safety Committee or following audit/revue incorporated as necessary on an ongoing basis. NPs for particular safe systems will authorise and issue access authorities and permits as appropriate. All permits shall be returned to the issuing DAP or NP on completion of the works or when work is suspended for a significant period. (more than one working day). The content, suitability and sufficiency of the individual permit, its distribution and content shall be reviewed annually by the respective DAP with their NPs and no amendments shall be allowed without their permission. All changes to the arrangements, including the permit blank shall be brought to the attention of the Facilities Management Leadership Team and all stakeholders. Permits should be arranged at least two working days before their required date except in emergencies or where business has been interrupted. All DAPs and NPs shall attend specific DAP and/or Authorised Person training as appropriate on their appointment. Training requirements are defined in Appendix 1 and the training gap analysis is undertaken using the form in Appendix 2. Training requirements will be agreed by the DAP and the NPs line manager. Appointment as an NP and the individual training courses will be subject to a refresher period. Communication to other stakeholders. All permits shall be recorded using serial numbered duplicate, triplicate or quadruplicate copies as appropriate with one copy retained in the permit record book by the DAP or NP. Further copies may be made and distributed by Project Managers/Supervising Officers/Supervisors/NP as deemed necessary with a note made on the retained copy. Copies of specific permits should be forwarded to the FM Projects by FM Services and 2 P age

3 vice-versa with a central copy being held by the Helpdesk. (See individual permits). Copies of all permits shall be forwarded to the FM Helpdesk when initially issued and the returned issue copies should be returned similarly to enable the helpdesk to maintain a current list of open permits. Where permits are not issued by NP who Supervise workshops, copies of permits should be sent to the relevant Supervisors. Such permits shall be routed via the FM Helpdesk for incorporation onto a permits database prior to forwarding. Permits should be cross-referenced to numbered Caution Notices where long term isolation is required. Permit and Permissions Documents. The relevant DAP is responsible for the content and maintenance of the Permit records. Examples of Permit and permissions books have not been included in this procedure. Current examples can be viewed in the FM Helpdesk or with the relevant DAP or NP. No permits shall be amended nor replaced without having consulted with the appropriate stakeholders and the approval of the FM Leadership Team and/or the FM Health and Safety Committee as appropriate. Copy distribution and colour coding The following colour coding shall be adopted for multi copy permits: Top Copy Issued to Operative W hite Second Copy Issued to relevant FM Services Supervisor/Helpdesk yellow. Third Copy Issued to FM Services/FM Projects Pink Original retained in permit book light blue. NB The original copy will be the only one to incorporate the permit cancellation section as appropriate. Each permit will be serial numbered and the book will become an accountable document once completed. Spoiled permits should be destroyed and a note made on the retained copy. Used permit books should be returned to the Helpdesk for retention. The Helpdesk should be notified when specified permits are cancelled so that they are able to undertake checks and audits in an effort to assist Authorised Persons manage their permits. Vis-IT Ed. Contractors Swiping in maintained by FM H&S Service. Contractors swipe in and out using the either of the two machines located at the FM 3 P age

4 Building or the main security gatehouse. Contractors shall swipe in and out on a daily basis upon works completion. The Project Manager for the work shall be responsible for those who they engage or sponsor and for their safe access to and egress from the University campus or work site when off campus. Other than these two locations, only ring fenced contracts under contractors control will utilise further signing in/out arrangements. Contractors shall be instructed to sign in before works commencement and out at the end of each job or the working day (whichever is soonest) unless recorded alternative arrangements have been made to cover early starts, weekend working etc. Contractors and Staff Handbooks Maintained by the Health and Safety team. This policy should be read in conjunction with the existing notes that are issued to Contractors and Direct Labour staff as part of their induction training. Copies are accessible from the front page of the Health and Safety website. Key Authority FM Controlled Areas Triplicate Book DAP: Maintenance Manager NPs to be appointed by DAP This form of authority is to be used as a key authorisation note for accessing common areas for contractor access, technical areas, plant rooms, boiler rooms, technical spaces etc. for which a specific permit is not utilised (E.g. High Voltage, Roof etc.) and for which FM are responsible. The DAP shall ensure that any NPs who they appoint to issue access authorities on their behalf have sufficient knowledge of the hazards associated with the area before nominating them. All DAP and NPs shall be appointed in writing. The Key Authority form may also be utilised as a form of authority to work as required by managers and supervisors who wish to reinforce any verbal agreements covering specific risks that may arise from time to time that are not covered by other permits. Where a higher order permit or written form of authority is issued, the authority to draw keys may be indicated on that permit. (E.g. void or roof access). Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person Bottom Copy (Light Blue) To be retained in permit book 4 P age

5 Fire Alarm Isolation Record Triplicate Book DAP: Maintenance Manager NPs To be confirmed in writing by the DAP. No person shall isolate nor inhibit fire alarm detection and alarm equipment unless they have been authorised in writing by the DAP. A Fire Alarm Isolation request can be made by anyone managing works, where fumes or dust might be produced and where the work might interfere with the normal operation of the fire alarm and detection system. All fire alarm isolations shall be initiated by FM members of staff who should have undertaken suitable fire awareness training. The standard of suitable fire training required is currently exemplified by attendance on the Fire Marshall training or completion of the DVD based University Fire awareness training. The use of this document is mandatory for all fire alarm isolations where University staff still occupy buildings in which work is taking place or where the fire alarm system for the building announces in Security. (I.e. it remains connected to the BOLD system.) The isolation record will serve as a reminder where sensors and detectors have been temporarily bagged to be re-enabled following works completion or as arranged. Only the FM Services Electrical Supervisor and their team have authority to isolate fire alarm and detection equipment covered by this procedure, including the use of temporary bagging. It should be noted that the person authorising a significant isolation of an automatic Fire alarm/detection system, especially outside of normal working hours, should inform the University s Insurers via the Health, Safety and Environment Office on the appropriate form via the FM Services Electrical Supervisor or Project Manager. An alarm system or significant part thereof should not be isolated for more than an 8 hour period during the normal working day i.e. 8.45am to 4.45pm. without a valid reason. (E.g. a cable has been damaged or the work has to take place outside normal working hours). If the system does need to be off for a period or more than 8 hours then the person in charge of the project should agree alternative arrangements with the University Fire Officer, obtain a UMAL insurance form from the University s Insurance Officer, complete it and return it to the Insurance Officer and copy to the University s Fire Officer. 5 Page

6 Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person. 1st Copy (Yellow) Helpdesk. Bottom Copy (Light Blue) To be retained in permit book. Electrical Low Voltage Permit to Work/Test Quadruplicate Book DAP: Senior Authorised Person Electrical No work shall be carried out on any of the University s Low Voltage Electrical systems unless authorised through the issue of a Low Voltage Permit to Work or is exempted as detailed in Annex J to FM H&S Policy Low Voltage Electricity System Safety Rules and Associated Safety Guidance This permit is to be utilised for all work on the Low Voltage systems other than work agreed by NPs, who may allow suitable, competent electrical contracts managers to discharge this duty on their behalf and simple local maintenance works like single sockets and light switches undertaken by competent electricians. In such circumstances, the competent person carrying out the work shall fully accord to the requirements contained in the FM Procedures for Low Voltage Electricity System Safety Rules and Associated Safety Guidance. Part 1 Should be completed by the FM DAP or the NP responsible for the work. Where the person authorising the work is also responsible for the switching etc, they may issue this permit to themselves as a check on procedures. The apparatus is to be disconnected from all live conductors before work commences. Part 2 Should be complete by the FM NP who is responsible for switching, isolating, testing and earthing operations prior to issuing the permit and work commencement. Part 3 Should be signed by the Competent Person actually in charge of the work on the apparatus. The original should be retained by the Competent Person actually in charge of the work until the work is stopped or completed. One copy should be retained in the book by the person authorising the work. Part 4 Should be signed by the Competent Person actually in charge of the work when the work has been stopped or completed and the handed back to the person who authorised the work. Part 5 Should be signed by the FM NP responsible for signing Part 2, or in his/her 6 P age

7 unavoidable absence, by a person of equivalent status and who has knowledge of the work. A Switching Schedule (Appendix 7) may be completed and incorporated in the Low Voltage Electrical permits as appropriate as an accountable document for all complicated Switching and permitted work and used as an aid memoir during the switching process. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person undertaking/in charge of the work. 2 nd Copy (Yellow) To FM Electrician via FM Helpdesk. 3 rd Copy (Pink) FM Projects or FM Services as appropriate. 4 th Copy (Bottom copy) Retained in permit book as an accountable document. Electrical High Voltage Permit to Work/Test Quadruplicate Book. DAP: Senior Authorised Person NDs: Authorised Persons Electrical only who have been appointed in writing by the Senior Authorised Person. No work whatsoever shall be carried out on or adjacent to any High Voltage electrical system without permission from the DAP (The Senior Authorised Person Electrical) or in their prolonged absence their NP. The High Voltage Electrical permit shall be utilised for access to all substations and all work on the High Voltage electrical systems. Part 1 Should be completed by the Authorised Person responsible for the switching, isolation, testing and earthing operations and issued to the person responsible for carrying out the work. Where the person authorising the work is also responsible for the switching etc, they should issue this permit to themselves as a check on procedures. Part 2 Should be completed and signed by the Authorised Person responsible for switching, isolating, testing and earthing operations after their completion. Part 3 Should be signed by the Competent Person actually in charge of the work on 7 P age

8 the apparatus. The original (top copy) should be retained by the Competent Person actually in charge of the work until the work is stopped or completed. The bottom copy should be retained in the permit book by the person authorising the work. See also below. Part 4 Should be signed by the Competent Person actually in charge of the work when the work has been stopped or completed and the handed back to the person who authorised the work. Part 5 Should be signed by the Authorised Person responsible for signing Part 2, or in his/her unavoidable absences, by a person of equivalent electrical authority who has thorough knowledge of the work. A Switching Schedule must be completed and incorporated in Electrical permits as appropriate as an accountable document for all High Voltage Switching and permitted work and used as an aid memoir during the switching process. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person undertaking/in charge of the work. 2nd Copy (Yellow) To FM Electrician via FM Helpdesk. 3rd Copy (Pink) FM Projects or FM Services as appropriate. 4 th Copy (Bottom copy) Retained in permit book as an accountable document. Permit to Work Pressure Systems Quadruplicate Book DAP: FM Projects Asset Development Manager The DAP shall appoint NPs to assist the with the day to day management arrangements in writing. No work on the compressed air and pressure systems that fall under the Pressure Systems Regulations and for which FM are the duty holder shall be undertaken except as prescribed in Annex B to FM H&S Policy Pressure Systems Safety Procedures and as covered by an appropriate permit to Work Pressure Systems which has been issued by the DAP or their NP. The Person Issuing this permit is to: 8 P age

9 (1) Complete and sign Part 1 of the Permit and the copy contained in the Book and hand the Permit to the person permitted-to-work. (2) Return white Permit when the section contained in the Book covering Return of Permit has been complete and signed. File with yellow copy. (3) Sign the section contained in the Book covering Cancellation of Permit to confirm that action as at A (2) has been taken. The Person permitted-to-work is to: (1) Acknowledge holding the Permit by signing Part 2 of the Permit and of the copy contained in the Book. (2) Retain the Permit while the work is proceeding. (3) Retain the Permit when the work is completed/suspended, and (4) Complete and sign the section contained in the Book covering Return of Permit. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person undertaking/in charge of the work. 2 nd Copy (Yellow) To FM Mechanical Section via FM Helpdesk. 3 rd Copy (Pink) FM Projects or FM Services as appropriate. 4 th Copy (Bottom copy) Retained in permit book as an accountable document. Confined Spaces and Controlled Areas access request forms. Triplicate Book DAP FM Services Assistant Director The DAP shall appoint NPs to assist the with the day to day management arrangements in writing. The permit to enter a Confined Space must be issued for all work undertaken in such spaces. The NP issuing the permit should be fully competent to manage such work and conversant with their legislative responsibilities. Attendance on a one day Confined Spaces training with Escape Apparatus course (or approved equivalent) allied to a thorough knowledge of the space, site conditions and hazards contained therein would exemplify such competence. The person responsible for the work and who signs to accept the permit to work shall ensure that all persons involved in the work are suitably competent, fully aware of the hazards associated with the work and the access and egress procedures, including emergency release or extraction arrangements. On completion of the works, the person who has signed in receipt of the permit shall ensure that all persons involved in the work have withdrawn and that the space is left in a safe condition and that 9 P age

10 unauthorised entry is prevented whenever the space is left unattended. The space shall be left clean with all waste, tools and equipment removed before the permit is returned for cancellation. All those who propose to work in a confined space shall have received training as exemplified for the person issuing the permit. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person directly managing work in the confined space. 1st Copy (Yellow) Helpdesk. Bottom Copy (Light Blue) To be retained in permit book. Access Request Form - Controlled Areas Triplicate Book DAP Assistant Director FM Services The DAP shall appoint NPs to assist the with the day to day management arrangements for working in Controlled Areas in writing. This authority to enter a Controlled Area ( Not a Confined Space, for which a more detailed risk assessment and a higher order permit is required) shall be utilised for access control of all technical areas where specific hazards exist over and above routine access into areas designed for such. Such areas will be incorporated into the Safe System of Work to which these permissions relate and include W est Park Voids, Edward Herbert Building plantroom void, Holywell Park underground walkways and the like. The person responsible for the work and who signs to accept the permit to work shall ensure that all persons involved in the work are suitably competent, fully aware of the hazards associated with the work and the access and egress procedures, including emergency release or extraction arrangements. On completion of the works, the person who has signed in receipt of the permit shall ensure that all persons involved in the work have withdrawn and that the space is left in a safe condition and that unauthorised entry is prevented whenever the space is left unattended. The space shall be left clean with all waste, tools and equipment removed before the permit is returned for cancellation. All those who propose to work in a confined space shall have received training as exemplified for the person issuing the permit. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person. 1st Copy (Yellow) Helpdesk. Bottom Copy (Light Blue) To be retained in permit book. 10 P age

11 Access Request Forms - Roofs Triplicate Book. DAP: Assistant Director FM Services The DAP shall appoint NPs to assist the with the day to day management arrangements for working in Controlled Areas in writing. The Roof Access request Form is an integral part of The University Code of Practice for Access to Roofs. Where access is required through voids and loft areas onto roofs, the appropriate risk assessments and method statements shall be checked for suitability and sufficiency by the sponsor of the person requiring access, or a University Officer on their behalf in the case of contractors working for departments. Once this has been completed, the form may be completed and signed by the FM DAP or their NP. The Key Clerk will issue keys only when this form has been completed and has no authority to waiver or adapt this requirement. The FM NP retains the responsibility to ensure that those being allowed access have conformed to the policy and for forwarding a copy of the completed Roof Access request Form to the FM Helpdesk. The person responsible for the work and who signs to accept the permit to work shall ensure that all persons involved in the work are suitably competent, fully aware of the hazards associated with the work and the access and egress procedures, including emergency release or extraction arrangements. On completion of the works, the person who has signed in receipt of the permit shall ensure that all persons involved in the work have withdrawn and that the space is left in a safe condition and that unauthorised entry is prevented whenever the space is left unattended. The space shall be left clean with all waste, tools and equipment removed before the permit is returned for cancellation. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person. 1st Copy (Yellow) Helpdesk. Bottom Copy (Light Blue) To be retained in permit book. Please route a copy via Helpdesk and inform them when the permit is cancelled. Excavations - Permit to Dig 4 part copy book. DAP: Facilities Services Health and Safety Co-ordinator NDs: The DAP shall appoint NPs to assist the with the day to day management 11 P age

12 arrangements for work involving excavations in writing. All NPs shall accord to the requirements indicated in Appendix 1 and have appropriate training and competency. The Permit to Dig shall be utilised to cover work at all University locations both internally and externally. Work shall include all excavating, the driving of pickets and pegs and similar work which extends to a depth of 150mm or more, regardless of the extent of the work. Digging with mechanical equipment is not permitted within 500mm of underground services as advised by the latest guidance (HSG 47). A current record drawing of the area, which should indicated the area of work geographically, must accompany the completed permit. Contractors undertaking excavations shall ensure their operatives have the necessary competence to carry out CAT scans for services as required by HSG47. Proof of the contractor s employee s competence together with the calibration records of the scanning equipment shall be obtained by the Project Manager. The Project Manager requiring/requesting the permit or designated authority and the person producing the permit are required to attend the proposed work site and risk assess the area prior to the permit to be prepared. On large ring fenced sites the Project Manager should ensure that alternative arrangements to identify hazards associated with buried services (e.g. ground radar surveys) are carried out and the alternative arrangements, together with any drawings and sketches produced should be recorded on the permit. The visit might be combined where detailed permits are required covering extensive areas. Other than in emergency situations, the permit request must be made at least two working days in advance. The permit shall be issued directly to the person in charge of the work following consideration of the associated hazards and risks and shall not be delivered via third parties. The Project Manager/ S.O. or designated authority shall ensure that a specific risk assessment and/or method statement covering the work for which the permit is required has been prepared by the contractor, together with details of the contractors operatives competence to carry out CAT scans for services as required by HSG 47, before the permit is issued. The permit makes reference to a requirement to accord with the requirements of HSG 47 or an approval equivalent standard. 12 Page

13 As a client, LUFM have a responsibility to provide up to date information to relevant parties before excavation work can commence. This will include the provision of up to date drawings of service records. If this information is not available, a marked up drawing following a scan of the area shall be issued. When a Contractor is engaged to undertake scanning of underground services on behalf of LUFM, they must submit to LUFM the findings of the scan for agreement before the permit is signed and issued. Only then can the excavation work commence. The Contractor has the responsibility to continually scan as their work proceeds as per HSG 47. The findings and or modifications made during construction shall be submitted by the contractor to the Project Manager / Engineer upon completion of the project so the service record drawings can be updated. The Project Manager / S.O. must check the competence of the contractor who undertakes scanning. Only competent contractors are permitted to carry out their own scanning. If any LUFM employee has the necessary competence and wishes to continue scanning, that is permitted. Where a contractor is recognised as not having the necessary competence to fulfill the requirements of HSG 47, the person issuing the permit (Project Manager/Engineer) will use LUFM staff, who have undertaken CAT scanning training for the role. NB. This would not be the case for contractors carrying out excavations but is included to cover contractors such as those erecting marquees, driving pickets and the like. Contractors as built drawings shall be forwarded to the Project Manager/S.O. The Project Manager/S.O. shall then arrange for the site record drawings to be updated accordingly. Copies to be distributed as follows: Top Copy (White) Contractor or Trades Person. 1st Copy (Yellow) Helpdesk. 2nd Copy (Pink) Grounds and Gardens Section. Bottom Copy (Light Blue) To be retained in permit book. Hot Work Duplicate Book. DAP: Maintenance Manager FM Services NDs: The DAP shall appoint NPs to assist with the day to day management arrangements for Hot Work in writing. 13 P age

14 The Hot W ork Permit shall be utilised for all hot work carried out by both contractors and the direct labour force. The use of all flame and spark producing apparatus and tools (welding, soldering, flame cutting, tar boilers etc.) plus hot air burning and welding equipment shall require a hot work permit. Hot Work permits shall be issued for periods of not more than seven days. Where a hot work permit is issued for more than a day, the recipient shall be responsible for in filling the requisite information on a daily basis. Hot Work permits shall be returned to the DAP or the issuing NP at the completion of the work or the end of the week, whichever is the sooner. Top Copy (White) Contractor or Trades Person. 1st Copy (Yellow) Helpdesk. Bottom Copy (Light Blue) To be retained in permit book. Nominated Persons competence and authority Appendix 1 Nominated Persons Competence and authority NPs must be competent and have the necessary theoretical and practical knowledge as well as sufficient experience to enable them to identify defects and weaknesses in work practices or equipment without direct supervision, for the safety of employees and contractors staff as appropriate. Competence Competence is difficult to define but will include a member of staff having the following attributes, relevant to the work being undertaken or managed. Such training as would ensure the necessary knowledge of the field for the task which they are about to perform Adequate knowledge of the hazards and failures of the equipment for which they are responsible Knowledge and understanding of the working practices used in the organisation Ability to communicate effectively with their peers, with any staff working under their supervision and with their supervisors An appreciation of their own limitations and constraints, whether of knowledge, experience, authority, facilities, resources etc. and a willingness to point these out. 14 P age

15 Table 1 below indicates typical competencies, limitations and authority for those NPs associated with issuing permits or authorising formal requests. 15 P age

16 Table 1 Authorised Persons competencies and limitations Area of authority (See also column e) Issuing key access authorities technical areas for general work. Plant rooms, tank rooms, general LV switch rooms. NB Does not include valving or switchgear operations and associated locking arrangements. The individuals authority must be recorded on the appropriate departmental database. Fire alarm isolation request Isolations carried out by FM Electrical staff only, who are individually authorised by the Maintenance Manager in writing. Training/Skills Hazard knowledge Work practices knowledge Limitations IOSH Managing Safely. Engineering Minimum 1 months experience at LU Must have relevant engineering knowledge. General engineering appreciation of Thorough knowledge of the University and No authority to authorise work on the plant within principles hazards and potential departmental health and safety the area unless in own area of expertise and risk associated with arrangements. managing the specific work. out of normal status Specific permit or authority required as appropriate within the technical and key authority may be a higher authority permit. areas for which (E.g. void or roof access). access is required IOSH Managing Safely. Knowledge of Thorough knowledge of Safe Systems of No authority to be issued without sight of task General fire awareness. hazards and Fire Work and Permits arrangements Annex Z. specific RA and associated MS, including University Fire warden Prevention and alarm Individuals authority to issue permits must consideration of the effects of, and alternative training. Attendance at system installed in be recorded on the appropriate arrangements for fire detection and alarm following FM Permit to Work or building(s) affected. departmental database. isolation. Access training. Electrical low voltage permit to work/test Must be authorised in writing by the FM DAP, the Senior Authorised Person Electrical. Issuer should be a member of FM Services. IOSH Managing Safely. Appropriate electrical training as exemplified by an electrical apprenticeship and appropriate electrical engineering qualification. Thorough knowledge of installation and testing regimes to current approved standards. Attendance at FM Permit to Work or Access training. Knowledge of fault and electric shock potential of all systems being worked on. A person who has proved to satisfaction of the DAP Electrical, that they have the experience and knowledge to carry out safely all operations associated with LV electrical systems Thorough knowledge of Safe Systems of Work and Permits arrangements, University policy and departmental Annexes J and Z Detailed knowledge of building services and hazards of affected circuits/buildings. 3 years Min managerial experience. Individuals authority to issue permits must be recorded on the appropriate departmental database. No authority for high voltage work unless additionally nominated and authorised in writing by the Senior Authorised Person Electrical. No permit to be issued without sight of task specific RA and associated MS. Facilities Management Page 17 15/11/2011

17 Electrical High Voltage permit to work/test Must be authorised in writing by the FM As Electrical Low Voltage plus: Appropriate training and experience in High Detailed knowledge of layout and current status of all LU High Thorough knowledge of Safe Systems of Work and Permits arrangements, University policy and departmental No permit to be issued without sight of task specific switching schedule and where appropriate a task specific RA and associated MS. DAP, The Senior Authorised Person Voltage Electrical Voltage system Annexes I, J and Z Electrical Engineering delivered by including safe Detailed knowledge of building services and a suitably approved operation of hazards of affected circuits/buildings Issuer should be a member of FM authority. switchgear. 5 years min. managerial experience. Services. Attendance at FM Permit Individual s authority to issue permits must to W ork or Access be recorded on the appropriate training. departmental database. Permit to work Pressure Systems To be authorised in writing by the FM DAP IOSH Managing Safely. Appropriate mechanical Detailed knowledge of layout and current Thorough knowledge of Competent Person (Pressure Systems) duties and testing No permit to be issued without sight of task specific RA and associated MS. (Currently the FM Asset Development engineering grounding status of all LU procedures. Manager - Engineering), or a nominated as exemplified by Pressure Systems Thorough knowledge of Safe Systems of Senior Chartered/Incorporated apprenticeship in including safe Work and Permits arrangements, the Mechanical/Building Services/Plant relevant mechanical isolation and safety content of and restrictions of the Pressure Engineer. Issuer should be a member of services discipline plus arrangements. Systems Log books, University policy and FM Services. appropriate training in Working knowledge departmental Annexes B and Z 5 years Building Services, of welding and min. managerial experience. Individual s Mechanical or Plant fabrication authority to issue permits must be Engineering as competency recorded on the appropriate departmental exemplified by a NVQ requirements for database. level 3 qualification or those working on higher. pressure systems Attendance at FM Permit to Work or Access training and Pressure Systems specific management training. Facilities Management Page 19 15/11/2011

18 Confined Space permit to enter IOSH Managing Safely. Detailed knowledge Thorough knowledge of working in confined No permit to be issued without sight of task specific To be authorised in writing by the FM DAP Attendance at one day of layout and potential spaces, controlled areas and departmental RA and associated MS. confined spaces specific hazards within area procedures. Annex F and Z. Issuer should be a member of FM training including practical for which permit is to 5 years min. managerial experience. Services. use of escape apparatus be issued. Individual s authority must be recorded on or an equivalent approved the appropriate departmental database. by the University Health Individual s authority to issue permits must and Safety manager. be recorded on the appropriate Attendance at FM Permit departmental database. to Work or Access training. Access Request Form Controlled Area To be authorised in writing by the FM DAP IOSH Managing Safely. General engineering principles. Attendance at FM Permit Detailed knowledge of layout and potential hazards within area Thorough knowledge of working in confined spaces and controlled areas and departmental procedures. Annex F and Z. No permit to be issued without sight of task specific RA and associated MS. to W ork or Access for which permit is to 3 years min. managerial experience. training. be issued. Individual s authority must be recorded on the appropriate departmental database. Access Request Form Roofs To be authorised in writing by the FM DAP NEBOSH Construction Certificate. General Risks associated with Work at height in Thorough knowledge of work at height departmental procedures. Annex M and Z. No permit to be issued without sight of task specific RA and associated MS. engineering principles. combination with Specifically Appendix 2 Work on roofs. 3 Competence and knowledge of operatives Attendance at FM Permit to industry standard risk Years min. managerial experience. awareness of potential hazards on roof being Work or Access training. reduction and Individuals authority to issue permits must be accessed should be tested prior to issuing permit to mitigation recorded on the appropriate departmental access roofs. arrangements. database. Facilities Management Page 19 15/11/2011

19 Excavations Permit to Dig IOSH Managing Thorough knowledge General awareness of fault or hazard potential No permit to be issued without sight of task specific When using competent contractors to scan, the Issuer shall be a member of FM staff. When no competent contractors available, scanning to be undertaken by DAP or NP who has been trained to use the CAT scanner. Safely. General engineering principles. Specialist delivered training in the use of tracing equipment as used by FM including contents of HSG 47 Avoiding Danger from Underground Services. Attendance of FM of potential hazards and location of U/G services at Loughborough University. Access to record drawings and a colour printer. of energy release from damaged services. 3 years min. construction related managerial experience. Individual s authority to issue permits must be recorded on the appropriate departmental database. Individual s authority to issue permits must be recorded on the appropriate departmental database. FM Staff undertaking CAT scanning before issuing permits shall have undertaken appropriate training. Only competent staff or contractors carry out RA and associated MS. FM Staff undertaking CAT scanning shall be authorised in writing by the relevant FM DAP. Permit should only be issued to staff or contractors who can accord to the ongoing requirements of HSG 47 when digging or driving pickets, pegs and support stays. Otherwise the issuer should oversee that aspect of the works. FM Staff shall issue the permit on site at all times. Permit to W ork CAT scanning. training, when using competent contractors to undertake scanning. Hot Work permit NEBOSH Construction Certificate. General engineering principles General fire awareness. Attendance at relevant FM Permit to Work or Local flammable materials or sources. Details of work to be undertaken by those requesting permit. Thorough knowledge of requirements of Annex Z and specifically the Hot work permit requirements. 3 years min. managerial experience. Individuals authority to issue permits or allocate work to staff must be recorded on the appropriate departmental database. No permit to be issued without sight of task specific RA and associated MS. Not to be issued without obtaining fire related information when working in hazardous areas utilising flammable substances without the permission of local responsible person. (E.g. technician or researcher in charge of work local to proposed hot work.) Access training. Facilities Management Page 20 15/11/2011

20 Annex Z Appendix 2 Safe Syste ms of Work and Permits - Training Re quire me nts (to be read in conjunction with Annex Z Appendix 1) To issue forms or permits i n relation to Safe Systems of Work individuals are required to have completed identified training as indictated by the Safe Systems Of Work and Permits Checklist. The Training Gap Analysis needs to be signed by each Duty Holder for the area where permit issuing authority is required. upon completion of the gap analysis the DAP can then issue a certificate of appointment to the Candidate as a Authorised Persons. Candidate Name: Role Title: Select authority required, as appropirate. Gap Analysis Complete (yes/no/probation) Key Authority FM Controlled Areas Signed: (Duty Holder) Fire Alarm Isolation Request Signed: (Duty Holder) Electrical LV Permit to W ork/test Signed: (Duty Holder) Electrical HV Permit to Work/Test Signed: (Duty Holder) Confined Spaces Signed: (Duty Holder) Controlled Areas access request forms Signed: (Duty Holder) Permit to W ork Pressure Systems Signed: (Duty Holder) Roof Access Request Form Signed: (Duty Holder) Permit to Dig Signed: (Duty Holder) Hot W ork Signed: (Duty Holder) Training Requirement required complete Training Requirement required complete Training Requirement required complete NEBOSH Construction Certificate General fire awareness appropriate Electrical training, qualification: knowledge of installation & testing regimes Knowledge of LU FM H&S arrangements (Induction) Specific Hot Work Permit training knowledge of fault and electrical shock potential of systems: attendance at ptw or access training Knowledge of fire hazard training & experience in HV Electrical Engineering min. 1 month experience at LU Knowledge of Annex B: Pressure Systems Detailed knowledge of LU HV system, including safe operation of switchgear: General engineering principles Knowledge of Annex F: Confined Spaces detailed knowledge of LU PS including safe isolation and safety arrangements: appreciation of hazard and risk associated within technical areas Knowldege of Annex I: HV Electrical working knowledge of welding & fabrication appropriate Mechanical training, qualification Any Technical member of staff after 3 months in the post Knowledge of Annex J: LV Electrical Knowledge of Annex M: W orking at Height Knowledge of Annex Z: Safe Systems of W ork NEBOSH Construction Certificate knowledge of working at height attendance at one day confined spaces training including practical use of escape apparatus: knowledge of underground services at LU: specialist training in the use of tracing equipment as used by FM including contents of HSG 47 'avoiding danger from underground servcies' : Training Actions Required: Signed: (Authorised Persons) Review period Facilities Management Page 21 15/11/2011

21 Revision Revisions made Date 2 Inclusion of Appendix 2, detailing training requirements June 2011 and competencies as identified in Table 1 Annex Z. Minor changes to fire alarm isolation requests. 3 Revise Permit to dig and Appendix 1, to allow competent Contractors to scan. LUFM to still issue permits. 4 Revised Table 1, Appendix 1 Hot Work Permit to reflect new training requirement, replacing previous requirement of attending the fire wardens training. NEBOSH Construction Certificate requirement also added, replacing the previous IOSH Managing Safely requirement. Appendix 2 similarly changed for issuing Hot Work Permits. Revised Table1, Appendix 1 Roof Access Permit, NEBOSH Construction Certificate requirement added, replacing the previous IOSH Managing Safely requirement. July 2012 Appendix 2 similarly changed for issuing Roof Access Permits. 5 Revise Policy following a recent audit (April 2016) MJC. June Replace Authorised Person with Nominated Deputy Nov 2017 Facilities Management Page 22 15/11/2011