PERMIT FOR CONTRACTORS AND MAINTENANCE STAFF TO ACCESS LABORATORIES,
WORKSHOPS AND OTHER HAZARDOUS AREAS
This safe system of work is intended to minimise the risk to engineers, cleaners, electricians, plumbers and any other visitors entering
any area containing process hazards for the purpose of maintenance & repairs (hereafter referred to as Competent Persons). Process
hazards to which this relates include:
Sources of radiation
Infectious organisms
Hazardous chemical substances
Strong magnetic fields
High-powered lasers
Any other hazards that could cause harm to someone not familiar with the process.
(NB: NO access will be granted to Containment Level 3 laboratories other than during shutdown periods)
All laboratories, workshops, etc. will have appropriate signage on the door which will indicate the hazards that are present. This signage
also identifies the responsible person for the area, together with their contact details. Maintenance work in such areas is subject to
the prior completion of an access permit (overleaf).
The permit will be completed as follows:
 The Permit Requestor completes an online Permit Request form using the Estates Department system
 The Permit Resource Account sends a meeting request to the departmental Resource Account
 The Building Manager, or their appointed deputy, copies the job information into Section A, then passes to the person
responsible for the area (the “Authorised Person”)
 The Authorised Person completes Section B of the permit, and signs the area off as safe to access
 The completed permit is returned to the Requestor
 The Competent Person takes the permit to the hazardous area on the day of the job
 The Authorised Person completes Section C, which is then signed by both parties
 When the work is complete, Section D is signed, the Permit cancelled, and the area handed back to the Authorised Person.
Planned maintenance requires a minimum of 72 hours’ notice. Emergency permits may be issued at the discretion of the Building
Manager.
The Estates Department will assume responsibility for the maintenance task, and will ensure that all relevant risk assessments and
method statements are in place before submitting the permit request to the Building Manager.
Prior to permitting access, the Authorised Person must understand the nature of the maintenance or repair work to be carried out and
check that the areas to be worked in are in a safe condition for that work to be carried out. In particular: anything that could be knocked over, broken or spilled must be moved to a safe place away from the working area;
 the areas, equipment or fittings to be worked on are free from contamination; and
 hazardous processes to which the maintenance operative could be exposed have been
 suspended or securely contained where possible, or
 effective controls over the processes put in place to prevent any exposure, including appropriate supervision of the
area or Competent Person. Examples of such circumstances include experiments that cannot be suspended,
hazardous materials that cannot be locked away, or radiation areas where the dose rate exceeds 7.5 Sv per hour.
If the Authorised Person believes that residual risks remain, the work must only go ahead while the Competent Person is supervised.
Any processes to be carried out by the Competent Person which may put any other worker in the area at risk must be identified in
Section A. The Competent Person must ask occupants to leave, and notify the Authorised Person, prior to any hazardous processes
commencing.
Competent Persons must ensure that the area is safe on completion of their work, and inform the Authorised Person, who must check
that everything is in order before cancelling the Permit (by signing Section D) and putting the area back into use.
Permit to Access a Hazardous Area for the purposes of carrying out Maintenance Work
Section A (to be completed by Permit Requestor or Building Manager)
Work Reference Number
Permit validity
Location (Department)
Room number
Description of work required
(Indicate if this is in a plant
room affecting lab operations)
Building Manager
Authorised Person
Name(s) of Competent Person(s)
1.
2.
3.
Company Name &
contact no (or Estates)
Permit requested by
Date:………../………../…………
Start time:
Finish time:
Tel:
Date of request
Section B (to be completed by the Authorised Person)
Nature of hazard(s) present
Tick
Action Required
Biological agents
Hazardous Chemicals
Radioactive Materials
Strong Magnetic Fields (e.g NMR)
Compressed Gases or Liquid Nitrogen
Lasers or other non-ionising radiation
Other (specify)
Name:
Position:
Signature:
Date:
Time:
Section C: Permit issued by Authorised Person or Deputy (to be completed on the day of the work)
Measures taken to enable safe entry and work in the area(s)
LEV switched off
No work in LEV
Work surfaces decontaminated
Equipment decontaminated (Certificate attached)
Reactions stopped
Chemicals/Solvents stored safely or removed
Area made safe
Signage in place
Specific instructions to be followed to ensure the safety of the Competent Person(s)
Contractor not to move any laboratory items
Wearing and use of PPE incl gloves and labcoat
End Users notified
Report Incidents e.g. spills, unsafe work
Area Restrictions/signage in place
Correct disposal of waste
No food and drink to be consumed in the area
Remove PPE and wash hands thoroughly on exit
The area and/or item(s) to be worked on has had the actions in Section B completed, and is safe for work to commence.
Name:
Position:
Signature:
Date:
Time:
Permit received by Competent Person. I confirm my full understanding of the work to be carried out, hazards involved and precautions
required. I also confirm that the permit information has been explained to all permit holders .
Name:
Department/company:
Signature:
Date:
Time:
Section D (to be completed when the work is finished)
The work identified in this document has been completed, all tools and materials have been removed, and
the area is left in a safe condition.
Permit Cancellation (Competent Person)
Name:
Signature:
Date:
Permit Cancellation (Authorised Person)
Name:
Signature:
Date:
Time:
Time: