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Permit-to-WorkProcedure and RequirementsEHSP-005Page 1 of 18
Estates and Campus ServicesDocument DetailsTitleDocument NumberPerson(s) ResponsibleLast UpdatedStatusReview DateDocument HistoryRevisionDate0.1October 20160.2December 20161.010/12Nature of RevisionInitial Draft2nd DraftFinalPermit-to-WorkEHSP-005DraftPrepared byBarrie EllisBarrie EllisBarrie EllisApproved byThe official version of this document will be maintained by the Estates and Facilities Health, Safetyand Compliance Officer. Before referring to any printed copies please ensure that they are up-todate.Document DistributionThis document has been communicated to the following forcomments:PersonDateRichard ThomasSteve HolgateBrita SreadKirsty WoodwardMike Haynes-CootePage 2 of 18
Estates and Campus ions43.Types of Work64.Permit-to-Work65.Permit-to-Work Authorising Officers86.Issuing a Permit-to-Work97.Monitoring the Work98.Completed Work99.Out of Hours9Appendix A - How to use the Permit-to-Work Database10Appendix B – Permit-to-Work Designations14Page 3 of 18
Estates and Campus Services1. IntroductionThe Permit-to-Work procedure provides a formal control system aimed at the prevention of injuriesand 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 andSafety Legislation, rather it provides a consistent control system to be followed when dealing withthe activities of contractors and in-house staff working in properties and on land owned or operatedby 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 operationaldisruption 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 projectscontained within a secure boundary. However, these procedures will apply wherever such majorprojects interface with existing services and/or operations of the University. When this applies theProject Manager (person in control of works) shall ensure these procedures are complied with fully.2. DefinitionsWithin these procedures the following definitions will apply:2.1 Permit-to-WorkDocuments designed to control the undertaking of high risk works as defined by the University ofLeicester.This is a formal method of authorisation to carry out specific works for activities that the Universityhas identified as: Having a high riskHaving potential to cause business disruptionRequiring specific methods of works or processes to be usedThe Permit-to-Work procedure aims to provide the control required to facilitate such works in a safeand 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 ofcontact with a contractor.Page 4 of 18
Estates and Campus ServicesThe Project Manager (person in control of works) is responsible for ensuring that: Contractors are competent to carry out the type of works they have been engaged toundertake.Health and Safety management systems in force at the University are complied with and thework 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 tounderstand 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’scompetency, risk assessment, method statement and/or Construction Phase Plans suitabilityas well as other arrangements.Detailed working knowledge of the site (areas of work) to understand the impact the worksmay have on business operations, other users and the general public.Sufficient knowledge of University operations to be able to plan, agree, communicate andmanage any mitigation necessary for the operation.2.3 Permit-to-Work Authorising OfficersThe use of Competent Persons is an essential requirement of the Permit-to-Work system. The jobholders listed in Section 4 are deemed to be competent and have the skill, knowledge, experienceand authority to authorise ‘Permit-to-Work’ on behalf of the University of Leicester.2.4 ContractorAn individual, company or organisation engaged directly by the University of Leicester or by acompany operating from University premises to provide for business purposes, labour and/orservices.Contractors requiring a permit-to-work shall provide the relevant Project Manager (person in controlof works) with a suitable and sufficient assessment of the risks inherent with the work and a methodstatement for the works to be undertaken. This information should, whenever possible, besubmitted at least 48 hours prior to the start of the work and will allow Authorised Person sufficienttime to assess the work in detail.2.5 Sub-ContractorAn individual, company or organisation engaged by a contractor, in whatever form to provide forbusiness purposes, labour and/or services. For the purposes of compliance with this document thesub-contractor shall comply with all the requirements specified for the contractor.2.6 In-house Maintenance StaffIn-house maintenance staff will be considered as contractors and will be required to provide theProject Manager (person in control of works) with a suitable and sufficient assessment of risksinherent with the work and a method statement for the works to be undertaken.Page 5 of 18
Estates and Campus ServicesWhen Maintenance Staff undertakes work that requires a permit-to-work, it will be issued and signedby the relevant Trade Foreman, or Reactive Maintenance Manager.2.7 Risk Assessments, Method Statements and Construction Phase PlansProcesses 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 thework 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 Work3.1 Major WorksLarge, high value, civil engineering, building, mechanical or electrical projects which are coordinatedby 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 WorksSmall and medium scale civil engineering, building, mechanical or electrical works primarilyassociated with maintenance tasks and minor alteration/additions. The Project Manager (person incontrol of works) will be appointed from one of the following: Project ManagersClerk of WorksMinor Works ManagersMechanical/Electrical Asset ManagersBuildings Asset ManagerMechanical EngineerHead of Planned MaintenanceHead of Development3.3 DemolitionDemolition will be taken to mean the deliberate pulling down, destruction or taking apart of astructure, or substantial part of a structure.4. Permit-to-WorkPermits 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 WorkUnique Permit NumberLocation of WorkDetails of the work to be carried outIdentification of hazardsPage 6 of 18
Estates and Campus ServicesPrecautions requiredPersonal Protective Equipment requiredAuthorisation to commence workAny extension of permit timeHandbackCancellationThe Permit-to-Work consists of information which: Details the work to be doneDetails the precautions to be takenIdentifies all the hazards and foreseeable risksStates the control measures to be implementedDetails the start and end times of the permitSign off and cancellation of the permitList other permits in operation4.1 Condition for a PermitThe University will expect a Permit-to-Work to be issued in the following situations: Working in confined spacesHot worksHigh and Low voltage electrical workExcavationsWork on RoofsCategory 3 Laboratory AccessExcavationsFire Alarm ImpairmentsSpecialist areas in useNo works requiring a Permit-to-Work to work shall commence until the application has beenauthorised and a Permit-to-Work issued by the relevant Project Manager (person in control ofworks).Once the works are complete or on expiry of the Permit-to-Work, the permit must be returned to theProject Manager (person in control of works) for cancellation.A permit-to-work will not be issued to contractors for operations within a secure and clearlyidentified site compound from which staff, students and non-authorised visitors are excluded and forwhich the Contractor is deemed to be entirely responsible unless there is an interface with existingservices and/or operations of the University.4.2 High Voltage WorksThe high voltage network is subject to a separate Permit-to-Work system operated by the Universitydesignated specialist contractor. Any works planned on the system should be referred via the Headof Planned Maintenance or Electrical Asset Manager.Page 7 of 18
Estates and Campus Services5. Permit-to-Work Authorising OfficersThe use of Competent Persons is a prime requirement of the Permit-to-Work system. AlthoughCompetency has never been defined in either case or statute law. A person is defined as competentwhen that person:“Has sufficient training and experience or knowledge as to enable them to assist in securingcompliance, on the part of the employer, with the necessary safety legislation and maintenanceprocedures.”The following staff are authorised to issue a relevant ‘Permit-to-Work’ on behalf of the Estates andCampus Services of the University of Leicester for the situations shown above:Authorising OfficersPlanned MaintenanceDevelopmentAsbestos OfficerHead of DevelopmentProject ManagerMinor Works ManagerClerk of WorksReactive Maintenance ManagerMechanical Trades ForemanElectrical Trades ForemanBuilding Trades ForemanHealth, Safety and Compliance OfficerOthers in case of 13Clearance to WorkXXDepartment Laboratory ManagerLife Systems OfficerXPW01High Voltage WorkPW02Hot WorksPW03Roof AccessPW05Cat 3 LaboratoryPW06Confined SpacePW08Permit to DigPW10Sanction to TestPW11Limitation-of-AccessPW13Low Voltage WorkPW14Fire ImpairmentElectrical Asset ManagerXMechanical Asset ManagerXHead of Planned MaintenanceEnergy ManagerOthersBMS EngineerReactiveBuildings Asset XXXXXXXPage 8 of 18
Estates and Campus Services6. Issuing a Permit-to-WorkThe 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 havebeen issued that will have an impact on the one required.The permit must be completed correctly with all the relevant information regarding the workto 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 incontrol of works), and if necessary the Contractors representatives to confirm thatcontractors 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 alltimes.7. Monitoring the WorkAs far as is reasonably practicable, the Project Manager (person in control of works) shall beresponsible for monitoring the work at regular intervals, to ensure that the operatives are adheringto the conditions of the permit.8. Completed WorkWhen the work has been completed the Project Manager (person in control of works) will inspect thesite to ensure that: The works have ceasedAll tools and equipment have been removedThe work area has been left in a satisfactory and safe conditionWhen the Project Manager (person in control of works) is satisfied that the conditions have been metthe 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 keptfor 12 months.9. Out of Working HoursWhenever possible, work that requires a Permit-to-Work should be carried out during normalworking 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 monitorcontractors or staff compliance throughout the duration of the Permit-to-Work irrespective of whenit takes place.Page 9 of 18
Estates and Campus ServicesAppendix AInstructions on how to use the Permit-to-Work Database1. Opening the DatabaseUsing Windows Explorer find the Database file using:X:\Estates\Working in Estates\Policies and Procedures\Permits\Permit to Work final.accdbDouble Click on icon.2. On the Home Screen of the Data you can select which permit you’d like to use.Click button forrequired permitPage 10 of 18
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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 .
