Level 3 H&S
Policy
Structure
Permit to Work
BACKGROUND

A permit-to-work system is characterised by the use of forms or certificates to
create highly formal arrangements, with clearly defined roles. Such systems are
used as management tools to control activities that are potentially hazardous &
where clear communication & coordination is vital.

A permit-to-work system is typically found in maintenance operations, where
normal controls may have to be circumvented & replaced with other controls or
where equipment may need to be isolated from power sources before work
commences. The permit provides a formal means for communicating that the
required measures have been taken.

A permit-to-work will lose its impact if applied unnecessarily, rendering the permit
a matter of routine rather than exceptional & undermining its role. Therefore,
permits are reserved for the most hazardous tasks, where there is a substantial
risk of harm to individuals or the environment & where implementing suitable
control measures requires clear communication & coordination.

A permit-to-work system supplements other management tools, such as suitable
& sufficient risk assessments & method statements, but does not replace them.
LEGISLATION
Health & Safety at Work Act 1974

Employers must, so far as is reasonably practicable ensure the Health, Safety &
Welfare of employees & anyone else who may be affected by their work. This
general duty extends to providing safe systems of work.

A permit-to-work system is a widely used formal method for ensuring that a safe
system of work is identified & implemented & that the measures needed are
clearly communicated to those concerned.
UNIVERSITY POLICY
For the purpose of this policy, the following definitions & meanings shall apply.

The term ‘permit-to-work’ refers to a paper or electronic certificate or form which
is used as part of an overall system of work, & which has been devised by the
University to meet its specific needs. The permit is a detailed document which
authorises named people to carry out specific work at a specific site at a specific
time, & which sets out the main precautions needed to complete the job safely.

The term isolation means the disconnection & separation of the work from
potentially harmful sources of energy or other dangers in such a way that the
disconnection & separation is secure.
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For the purpose of this policy, the following harmonisation of roles1 will apply.

The originator is the person who requires the job to be done.

The permit authoriser is the person authorising the permit for issue. (A permit
authoriser will only have a role where the potential for harm is considered to
be particularly high, such that the permit should be seen by a second person).

The issuing authority is the person who issues the permit to work.

The area authority is the person in in control of the location where work is to
be carried out. A permit may involve multiple area authorities, with separate
controllers of premises, equipment & building services.

The performing authority is the person who accepts the permit on behalf of
the permit user(s). The performing authority may be an employee of the
University or a Contractor.

The permit users are the operatives who will perform the actual task requiring
the permit to work. The permit users may be employees’ of the University or
Contractors.

The site checker is the person responsible for completing any site checks as
specified in the permit to work.

The isolating authority is the person responsible for completing isolations as
specified in the permit to work.
Policy
The University will:

Provide a generic permit-to-work system for use by the University to help manage
the activities of staff, students, contractors & visitors.

Create & maintain a schedule of task types for which a permit-to-work is required.
The schedule will record:
o
The type of activity for which a permit-to-work is required;
o
The staff who have the authority to act as the permit authoriser (should
this be required) & any limitations to that authority;
o
The staff who have the authority to act as the permit issuing authority &
any limitations to that authority; &
o
The staff who have the authority to act as the site checkers or the isolating
authority & any limitations to that authority.
1
This terminology & harmonisation of roles is taken directly from Guidance on permit-to-work systems.
A guide for the petroleum, chemical & allied industries. HSG250 (First edition, published 2005). Health &
Safety Executive.
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
Ensure appropriate procedures are established & maintained for all work done
under the permit-to-work system.

Ensure that arrangements are made for the workforce to be made aware of the
permits & systems, & receive appropriate information, instruction & training in
their operation.

Ensure that the permit-to-work system is periodically monitored to ensure that it is
effective & correctly applied & ensure that the permit-to-work system is
periodically audited & reviewed.

Ensure that copies of permits, or records of their issue, are kept for a specified
period to enable auditing or incident investigation

Ensure that sufficient resources are provided to enable the permit-to-work system
to be properly implemented.
RESPONSIBILITIES
The University has overall responsibility for ensuring proper permit-to-work systems
are developed & followed. But everyone who carries out work of any kind on a site or
installation — employees, contractors, subcontractors, in fact all workers — has
responsibilities & duties under a permit-to-work system. It is important that each
person has adequate information, instruction & training & knows exactly what those
responsibilities & duties are.
Head of Health Safety & Environment

Will provide a generic permit-to-work system for the use of Departments & will
issue guidance on its application & use.

Will ensure that the permit-to-work system is subject to periodic monitoring &
auditing.
Senior Manager (including the Director of Estates, the Dean of Science & the
Dean of Engineering & Design)

Will, where necessary for safe operation, implement a permit-to-work system in
their area of control.

Will create & maintain for their area of control & in consultation with the Head of
Health Safety & Environment & Heads of Department, a schedule of task types
for which a permit-to-work is required as per the policy.

Will ensure that all personnel engaged in the preparation of permits, &
responsible for the supervision & performance of the work, are identified &
competent.

Will ensure that the permit-to-work system is subject to periodic monitoring.
Managers acting as originator, permit authoriser or area authority
As a general principle, the permit authoriser / issuing authority may not issue a
permit-to-work to themselves.
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
Will ensure that all work activities requiring a permit-to-work are identified.

Will ensure that the permit contains a clear description of the work to be done, its
location, start time & duration.

Will ensure that permits for work activities that may interact or affect other site
activity are adequately controlled.

Will ensure that all other work that would create a hazard if undertaken at the
same time is suspended & made safe.

Will ensure that limitations on the timing & scope of the work are defined as well
as actions to be taken in the event of site emergencies.

Will ensure that sufficient information is given to oncoming shifts about work for
which there is a permit & which has not been completed.

Will ensure that all personnel (including contractors) working within the permit
system have sufficient knowledge & are competent to carry out their duties
Performing authority or permit user (may be contractors, Estates operatives or
Departmental operatives)

Will ensure that they understand the principles of permit-to-work systems as
applied at the University.

Will ensure that they understand the permit-to-work systems & other
arrangements that apply to the particular locations at which they or their
employees are to work.

Will ensure that all performing authorities & permit users are properly trained, &
understand the permit-to-work systems & any other specific arrangements made
for a job, area or location in which they are to work.

Will ensure that up-to-date records of trained performing authorities are kept.
Responsible authority acting as permit authoriser, issuing authority or area
authority
As a general principle, the permit authoriser / issuing authority may not issue a
permit-to-work to themselves.

Will ensure that all hazards associated with the proposed job have been identified
& suitably assessed & that all steps necessary to ensure the safety of the site or
installation have been identified.

Will ensure that the work site has been examined, & all precautions specified to
be taken before work commences (including isolations) have in fact been taken &
will remain effective while the permit remains in force.

Will ensure that the performing authority is aware of the precautions taken, any
additional ones which are to be taken, particular equipment to be used or worn, &
any other procedures which are to be followed.
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
Will ensure that work activities that may interact or affect one another are clearly
identified & either conflict avoided or precautions included on the permit.

Will ensure that people are aware of the permit’s duration, & action to be taken if
the work is suspended.

Will ensure that copies of all issued permits are displayed at an appropriate
location & in a consistent arrangement so that site personnel can readily see &
check which equipment is under maintenance & not available for operation.

Will ensure that the work site is examined at any time when work is suspended &
before it is restarted, & finally when the work is completed to ensure that it is in a
safe condition.

Will ensure, if applicable, that the shift handover procedure is properly followed.

Will ensure that any precautions & isolations are withdrawn at the end of the job
unless they are cross-referenced to other permit activity.

Will ensure that the area authority has acknowledged the return of plant or
equipment to their full control.
Supervisory personnel acting as performing authority or permit user

Will ensure they & the people working with them understand the operation of (and
the consequences of non-compliance with) the permit-to-work systems applicable
to the areas in which they are responsible for work.

Will ensure any necessary information, instruction or training is given to users to
ensure that they understand the permit-to-work systems & the specific
precautions required for their work.

Will ensure that the performing authority & permit users fully understand their
responsibilities under the permit-to-work system.

Will ensure the conditions & precautions specified in the permits are fully
understood, implemented & effectively monitored.

Will ensure the issuing authority is informed when a job has been completed,
suspended, if conditions alter or if the task needs to be altered.
Individuals acting as permit user, site checker or isolating authority

Ensure they have a good understanding of the permit-to-work systems that they
are operating under.

Ensure that they do not start work on any job requiring a permit until one has
been authorised & issued, its content understood & necessary precautions taken.

Ensure the conditions & precautions specified in the permits issued to them, or
for work in which they will be involved, are fully implemented & will continue to be
effective throughout the duration of work.

Ensure all the precautions & safety measures that the permits & instructions state
they should take are strictly followed.
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
Ensure that they stop work, make the work area safe & get advice immediately, if
they are in any doubt or if the circumstances of the work change significantly.
FURTHER INFORMATION
Guidance on permit-to-work systems. A guide for the petroleum, chemical & allied
industries. HSG250 (First edition, published 2005). Health & Safety Executive. This
guidance offers guidance on harmonisation of permit-to-work formats & terminology.
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