Full name of policy Permit to Work Procedure

Name of person responsible College Health and Safety Manager

Highest body approving the policy City College Health Safety and Welfare Committee
Date of approval September 2008
November 2010 May 2012 July 2014
Date of review
Next review July 2016
Next Review July 2016
Note: This is an amended procedure issued under the terms of the College Health, Safety
& Welfare Policy.

Permit to Work Procedure

Introduction and scope

As part of our duties under the Health and Safety at Work, etc Act 1974 to provide
safe systems of work, City College Brighton and Hove has produced a Permit to Work
for certain activities which are recognised as potentially hazardous including those
listed below

Work at Height (eg Pelham 12th floor/roof)

Working on or around asbestos
Hot work. (Other than in workshops)
Entry into a confined space
Work on certain electrical systems
Work on pipelines and pressure apparatus
Work near or involving explosives or highly flammable substance

A Permit to Work procedure aims to ensure that proper consideration is given to the
risks of a particular job and that these are dealt with before work starts. Essential
features of permit-to-work procedures are:

Clear definitions as to who may authorise particular jobs, who is responsible

for specifying the necessary precautions and who is responsible for actioning
the work
Training and instruction in the issue of permits
Monitoring to ensure that the system works as intended

The Permit to Work is a form of declaration authorised by the person in charge of the
work, for the purpose of making known to other persons exactly what work is being
carried out, where and when, and what safety precautions have been taken.

This can only be achieved by those preparing for and those carrying out the work.
The permit is a written document which authorises certain people to carry out
specific work, at a certain time, and which sets out the main precautions needed to
complete the job safely. It is the intention of the College to introduce new permits or
modify existing permits as necessary and to review their use annually.

A Permit to Work is not simply permission to carry out a potentially hazardous job
but is an essential part of a procedure which provides instructions on how a
potentially hazardous job can be carried out safely. The issue of a permit does not,
by itself, make a job safe.

Responsibilities

The Chief Finance and Chief Operating Officer is responsible for ensuring adherence
to this policy.

The Head of Estates is responsible for implementing and executing the policy.

The College Safety Manager is responsible for auditing and administrating this policy
and to monitor and advice upon any changes in legislation.

All employees are responsible for adhering to this policy.

Permits to Work may only be issued by:

Head of Estates
Technical Services Manager
Premises Support Staff (work at height/lifts)
College Safety Manager (emergency only)

Procedure

Permits to Work cover tasks carried out under certain circumstances and over limited
time period. The permit to work will therefore be displayed while the work specified
is underway but will cease to operate when the tasks are completed.

The permit to work system is used to:

Correctly plan the work activities

Prevent any unauthorised work being carried out
Clearly identify the area being worked on
Ensure the correct selection, provision and use of suitable equipment
Ensure that the asbestos register has been checked;
Ensure that the area being worked on has been checked for service
installations
Ensure the safety of persons who are involved in, or affected by the work
operations
Ensure that instructions have been written clearly and checked
Ensure properly trained, competent authorised personnel are carrying out the
work

This system is designed to ensure that measures identified with work procedures are
actually carried out. In addition to the Estates works request system this involves the
use of a specially designed form.

Documentation

The Permit to Work form consists of 5 parts

Part 1: The commissioner of the work and description of the activities

Part 2: Precautions to be taken before work is carried out
Part 3: Precautions to be taken during working
Part 4: Authorising signatures before work is started
Part 5: Authorising signatures after work is completed

Permits to Work cover tasks carried out under certain circumstances and over limited
time period. They will therefore be displayed while the work specified is underway
but will cease to operate when the tasks are completed. It should confirm in writing
what precautions have been taken

A Permit to Work involves will require issuing of three copies;

Copy 1 is issued to the person carrying out the work to be displayed at the
place of work
Copy 2 is retained by the originator of the permit
Copy 3 is forwarded to the College Safety Manager

After completion of the work all copy 2 is returned to the originator. And retained for
a period of one year in order for the College Safety Manager to monitor the permit to
work system

The Permit to Work must not be cancelled until the originator is satisfied that the
work area has been left in a safe and satisfactory condition.

Should any member of staff experience any problems with the operation of the
permit to work system they should immediately inform the Head of Estates who will
investigate the matter and rectify the situation.

Summary:

The operation of a Permit to Work system involves:

Risk assessment
Withdrawal from service
Isolation
Work involved
Cancellation of permit to work
Return to service

Further Guidance

Non-routine work such as maintenance work on plant and equipment, fumigation,

excavation, use of inflammable/dangerous substances, working on pressurised
systems, radioactive or biologically hazardous areas may all require the issuing of
permits. For further guidance contact the Head of Estates or Safety Manager.

Permits to Work are designed to check that all eventualities have been considered
when planning and organising such activities and are an important means of
minimising any risks involved.

The Permit to Work will involve the following steps:

Plan the work to be carried out and consider potential risk areas.
List items that need to be checked before work can proceed.
Assess whether present permit systems apply or if a new permit needs to be
developed.
Determine equipment needs and make available the equipment necessary for
test work and permit implication.
Prevent work if conditions fail to meet the accepted standard.
 Limit times of work before repeat tests are undertaken.
Prohibit other types of work in adjacent areas when a permit is in operation,
(e.g. solvent cleaning and welding must not be permitted in close proximity at
the same time).
Specify precautions to be taken, e.g. use of respiratory protection, erection of
barriers or availability of rescue equipment etc.
Display the Permit to Work at the work site and work control area to ensure
that all employees are made aware of the permit operational requirements.
Ensure that the Permit to Work applies to all staff on the site, i.e. employees,
students, contractors and visitors.
Audit the permit use on site (and off-site when necessary).
Review the permit operation periodically, modify permits as necessary and
implement follow-up action if failure incident occur.

A Permit to Work procedure will vary in their scope depending on the job, and the
risks. A permit to work system is unlikely to be needed where, for example:

The assessed risks are low and can be controlled easily;

The system of work is very simple;
That other work activities being carried out cannot affect safe working in
confined space.

Permits to Work cannot be self issued

Contractors' Responsibilities

The Head of Estates or any College Manager commissioning contracting companies

working on the College should:

Ensure that they understand the general principles of permit-to-work

procedures as applied on this site;

Ensure that they are told of, and understand, the specific arrangements that
apply at particular locations at which they or their employees are to work;

Arrange for their supervisors and employees generally to be made aware of

these arrangements, why they exist and the need for them to be followed;

Ensure that, in practice, employees within their control follow procedures laid
down for the locations at which they are working.

Employees Responsibilities

All individuals working within the site should:

Have an understanding of permit-to-work procedures operated at any part of

the College at which they have to work;

Have a detailed working knowledge of any permit-to-work procedure if it

applies to their own jobs;

Ensure that they do not start any work requiring a permit until one has been
authorised and accepted;

Ensure that the conditions and precautions specified in permits issued to them
for work in which they are involved, are understood and are strictly followed;

If in doubt, seek further advice.

Permits to Work will not prevent incidents unless:

Their need and use has been established

Their requirements are adhered to
Staff are fully aware and competent
Appropriate equipment is available for testing and implementation