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CodeofpracticeforpermitstoworkHealthandSafetyDirectorateofHumanResources

Codeofpracticeforpermitsto
work
Purposeofpermitstowork
Permitstoworkareaformalmanagementsystemusedtocontrolhighrisk
activities.Theseenableanassessmentofriskstobemadeandtospecifycontrol
measureswhichwillbeputinplaceinordertominimisetherisk.
Permitstoworkwillusuallybenecessaryforsuchactivitiesasmaintenanceor
constructionworkbyexternalcontractorsorUniversitystaff,unlessarisk
assessmentindicatesotherwise.
Examplesofthetypesofworkforwhichpermitswillberequiredinclude:
Workingatheight,includingonroofs
Workinginconfinedspaces,forexample,ducts
Hotwork.Thatiswelding,solderingorcuttingusinghotflame
techniquesoutsideofdesignatedworkshoparea.
Isolationoformodificationtofiresafetysystems,alarms,etc
Liveworkingonelectricitysupplysystems
Workinvolvinginteractionwithasbestos
Workinareaswherethereisariskofexposuretohazardouschemicalsor
microorganisms.
Excavationandthediggingoftrenches
Theintentionofthepermittoworkisto:
Ensurethattheworkwhichisintendedtotakeplaceisproperly
authorised
Clarifythenatureandextentofthework
Specifywhichprecautionsmustbetakenandwhichactivitiesare
prohibited.Considerationshouldalsobetakenoftheactivitiesofother
partieswhichmayimpactonorbeaffectedbytheproposedwork.These
activitiesmayneedtobetemporarilysuspendedormodified.
Indicatethedate,timeandlocationthatthespecifiedactivitiesmayoccur
Ensurethatallthosepersonswhohavecontroloforareaffectedbythe
activityareaware
Providearecordofthework,thatthespecifiedprecautionshavebeen
understoodandenacted,andthattheworkplaceandorequipmentis
returnedtoasafecondition.

Preparationforpermittowork
Theprocessfordrawingupapermittowork,asoutlinedintheflowchart,is
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describedhere.
ThepermitshouldusuallybedrawnupbytheUniversitymemberofstaffwhohas
arrangedfortheworktotakeplace,thepersonwhoissupervisingthework.
Obtainandreadthecontractorsmethodstatementandriskassessmentfor
theworktobeundertaken.Challengethecontractoriftheseare
consideredtobeinsufficient.
Determineiftheworktobecarriedoutrequiresapermittowork.Thiswill
bethecaseifitisofthetypedescribedasabove,unlessariskassessment
indicatesthatitisalreadyalowriskactivity.Otherhighriskactivities,
whicharenotlistedabovemayalsorequireapermittowork.
Determinethetypeofpermit(s)thatis/arerequired.Blankpermitsexistfor
thefollowingtypesofwork,workatheight,hotwork,confinedspaces,
diggingoftrenchesandforunspecifiedactivities.
Gathertherelevantinformationinrelationtothework,includingthe
intendedstartingtimeanddate,theanticipatedduration,adescriptionof
thetaskduration,andthenamesofthosecarryingoutthework.
Inspecttheintendedlocationofthework.Consideringthemethod
statement,determineanyadditionalmeasuresoractionsthatarerequired
inordertominimiserisksassociatedwithcarryingouttheintendedtask(s)
atthislocation.Thismayincludeisolationofservicessuchaselectricity,
orgas.Inordertodeterminethenecessaryactions,itmaybenecessaryto
callupontheexpertiseofotherswhoarefamiliarwiththelocationorthe
activitiestobecarriedout.Otheradjustmentsmayneedtobemadebefore
theworkcommences.
Determineadate,timeanddurationfortheworktotakeplace.The
allocateddurationshouldbesufficientlylongenoughtoenablethejobto
becarriedoutinasatisfactoryfashion.

Fillingoutandissuingapermitto
work
Writethereferencenumberonthepermittowork,inthespaceatthetop
righthandsideofthepermit.Thenumbershouldbeinaformatsuchas
yyyy/mm/ss/xx/zz,whereyyyyisyear,mmismonth,ssissitereference,
(e.g.GLforGipsyLane,MRforMarstonRoad)xxisauniquerunning
number,andzzaretheinitialsofthepersonraisingthepermit).For
examplee.g.2008/03/GL/05/JS,wouldbethefifthpermitdrawnupfor
worktobecarriedoutatGipsyLanebyJohnSmithduringMarch2008
Writetherelevantinformation(locationofwork,Section1,typeofwork,
Section2,toolstobeusedsection3,safetymeasuresandprecautionsto
betaken,section4)onthetothePermittoWork.
Writethedesignatedstartingandfinishingtimeofthejobinsection5
Inordertograntpermissionfortheworktobecarriedout,Section5will
besignedbytheUniversitymemberofstaffwhohasarrangedforthework
totakeplace,thepersonwhoissupervisingthework.
Whensatisfiedthatsections15havebeencompleted,aUniversity
memberofstaffwithdesignatedsafetyresponsibility(UniversitySafety
Officer,AssistantSafetyOfficer,orPropertyServicesHealthandSafety
Officer),willsignsection6ofthepermit.
TheUniversitymemberofstaffsupervisingtheworkwillclarifywiththe
contractortheprecautionsthatarerequiredtobecarriedout,asdetailedin
thepermit
Thepermitwillbeissuedtothecontractorcarryingoutthework,whowill
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signsection7.Bysigningthepermit,thecontractorconfirmsthatthey,
andthoseundertheircontrol,willadheretotheconditionsdescribedin
thepermit.
Acopywillberetainedbythepersonwithresponsibilityformanaging
theproject,thepersonwhosignedsection5
Thepermitwillbedisplayedattheplaceofwork,duringthetimeat
whichtheworkistakingplace.
Whentheworkiscompletethecontractorwillreturnthesitetoasafeand
tidyconditionandwillsignsection8toindicatethattheworkhavebeen
completed.
Thesignedoffformwillbereturnedtothepersonwhosignedsection5
andwillberetailedforaperiodofatleast12months.
Ifthejobforwhichapermitwasissuedisnotcompletedwithinthetime
designatedbythepermit,itwillbenecessarytoeitherextendtheduration
ofthepermit,ifitissafetodoso,orissueanewpermitforanotherperiod
oftime.TheUniversitymemberofstaffauthorisingtheworkandthe
Universitymemberofstaffsupervisingtheworkwillagreeandimplement
theappropriateaction.

Guidanceforpermitissuingfor
specifictypesoftask
Workingatheights,includingroofaccess
Apermittoworkwillberequiredifariskassessmentcarriedoutfollowing
examinationofthecontractorsmethodstatementindicatesthatthereisariskofa
hazardsuchasafallfromheight,afallofanobjectfromheight,exposureto
radiationorhazardousfumesoranyothersignificanthazard.Inwhichcasethe
measurestakentominimisetheriskwillbeindicatedinsection4ofthepermit.

Confinedspaces,includingducts
Wheneverpossible,theneedtoenterconfinedspacesshouldbeavoided,
alternativemethodsshouldbeconsideredtoundertakethetask.Entrybyaperson
shouldonlybeundertakenifthereisnoreasonablealternative.
Aconfinedspaceisdefinedasanyplace,includinganychamber,tank,vat,silo,
pit,trench,pipe,sewer,flue,wellorsimilarspaceinwhich,byvirtueofits
enclosednature,therearisesareasonablyforeseeablespecifiedrisk
Foreseeablerisksinclude:
Alackofoxygen.Thiscanoccur:
wherethereisareactionbetweensomesoilsandtheoxygenintheatmosphere
followingtheactionofgroundwateronchalkandlimestonewhichcan
producecarbondioxideanddisplacenormalair
insidesteeltanksandvesselswhenrustforms.
Ifariskassessmentindicatesthattheoxygenlevelmaybelow,arrangements
shouldbemadetomeasuretheoxygenlevelattheplaceofworkwithinthe
confinedspace,beforeentering.Theconfinedspacemustnotbeenteredunless
theoxygenlevelisintherange1822%.Detailsoftheappropriatemeasurements,
andresults,ifnecessary,willbegiveninsection3ofthepermit.
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Iftheoxygenlevelsarebelow18%itmaybeappropriatetopermitsuitably
trainedpersonneltoentertheconfinespaceusinganappropriateformof
breathingapparatus.Detailsofthemethodstobeusedwillbegiveninsection4
ofthepermit.
Poisonousgas,fumeorvapour.Thesecan:
buildupinsewersandmanholesandinpitsconnectedtothesystem
entertanksorvesselsfromconnectingpipes
leakintotrenchesandpitsincontaminatedland,suchasoldrefusetipsand
oldgasworks.
Ifariskassessmentindicatesthatthereisareasonablepossibilitythatpoisonous
orasphyxiatinggasesmaybepresent,appropriatestepsmustbemadetomeasure
theirconcentration,beforeenteringtheconfinedspace.Detailsoftheappropriate
measurements,andresults,ifnecessary,willbegiveninsection4ofthepermit.
Ifdangerouslyhighlevelsofapoisonousorasphyxiatinggasarefoundtobe
present,itmaybeappropriatetopermitsuitablytrainedpersonneltoenterthe
confinedspaceusinganappropriateformofbreathingapparatus.Detailsofthe
methodstobeusedwillbegiveninsection3ofthepermit.

Flammablematerials
Entrytotheconfinedspaceshouldbeprohibitedifariskassessmentindicates
thatthereisareasonablepossibilitythattheremaybeflammableliquidsor
vapourspresentwhichmaygiverisetoafireorexplosion.

Entryofmaterials
Entrytotheconfinedspaceshouldbeprohibitedunlessthepossibilityofthe
entryofliquidsandsolidswhichcansuddenlyfillthespace,whichmayresultin
apersonbeingdrowned,asphyxiatedorotherwiseinjured,hasbeeneliminated.If
itisnecessarytoputsuchisolationsinplace,thesewillbeindicatedinsection4
ofthepermit.

Heat
Ifariskassessmentindicatesthathotconditionsmayexistwhichcouldleadtoa
dangerousincreaseinbodytemperature,appropriatestepswillbetaken,for
example,limitingtheexposuretime,inordertominimisetheriskofinjury.The
appropriatestepswillbeindicatedinsection4ofthepermit.

Meansofescapeorrescue
Themeansbywhichapersoninaconfinedspacecanescapeorberescuedinthe
eventofanemergencyshouldbeindicatedinsection4ofthepermit.

Hotwork
Hotworkincludesworkingwithflamecuttingapparatus,oxyacetylenewelding
apparatus,electricweldingapparatus,blowlamps,grindingequipment,working
withbitumenboilersoranyotherequipmentproducingflame,intenseheator
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sparks.
Thefollowingprecautionsmustbeinplace:
Personneltrainedinuseoffireextinguishersmustbeintheworkingteam.
Atleastoneappropriatefireextinguishermustbeattheplaceofwork.
Theworkareaistotakeplacemustbeclearedofflammablematerials.
Heatorsmokedetectorsshouldbeisolatedbeforehotworkbegins.
Remainattheworkplaceforatleast30minutesafterhotworkends.
Removeisolationfromheatorsmokedetectorsafterhotworkends.
Ifariskassessmentindicatesthatadditionalprecautionsarerequired,thesewill
beindicatedinsection4ofthepermit.

Excavations
Apermittoworkisrequiredforallexcavationwork,diggingoftrenchesandthe
likewhichiscarriedoutwithinUniversitypremises.
Priortoissuingthepermit,thepersonarrangingtheworktotakeplacewillensure
thatthereissufficientinformationregardingundergroundservicessuchas
electricityanddatacableruns,waterorgaspipeworkandwillhavesufficient
informationregardinggroundconditionsandsurroundingbuildings.The
DirectorateofEstatesandFacilitiesManagementsTreeandConstructionPolicy
andProcedurewillbefollowedwherediggingoperationsaretooccurinthe
vicinityoftrees.ThispolicyisavailablefromtheDirectoratesPropertySafety
HealthandSafetyOfficer
Wherecontractorsaretocarryoutexcavationstheymustprovideamethod
statementwhichistogivedetailsofthemethodofexcavation,precautionsto
preventtrenchcollapse,fencingaroundthetrench,PPEtobeutilisedandthe
processforreinstatementoftheexcavation.

Otherworkactivities
Similarprocedureswillbefollowedforpermitsforotherhazardousprocedures,
includingliveworkingonelectricitysupplysystems,workinvolvinginteraction
withasbestosandworkinareaswherethereisariskofexposuretohazardous
chemicalsormicroorganisms.

Permits
Confinedspacespermit
Excavationspermit
Hotworkpermit
Miscellaneoushazardousactivitiespermit
Workatheightspermit

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