Directorate of Estates and Facilities Management Health and Safety Policy for Permit to Work Code of Practice Inc. Plymouth University Off-Site Facilities CONTROLLED DOCUMENT MASTER COPY Created November 2011 Revision Date 13.04.15 Revision number 4.7 Owner Paul Nile 1
CONTENTS 1 Introduction 2 Conditions for a permit 3 Responsible 4 Authorised 5 Competent 6 Maintenance Staff 7 Contractors 8 Issuing a Permit to Work 9 Monitoring the Work 10 Time Expired Permits 11 Completed Work 12 Out of Hours Work 13 Permit to Work Designations 13.1 Working at Height (Including roof access) 13.2 Limitation of Access 13.3 Confined Space 13.4 High Voltage 13.5 Low Voltage 13.6 Work Involving Excavations 13.7 Hot Works 13.8 Asbestos 13.9 Fire Alarm Isolation Request Form 14 Appendix A Responsible 15 Appendix B Authorised register 16 Appendix C Permit Book Locations 17 Example Permits 18 Emergency numbers & Actions 2
1. INTRODUCTION 1.1 In most work situations a risk assessment will identify all significant risks and how they are to be satisfactorily controlled without the need for specific written authorisation to commence work. However, in some situations the risk has been shown through experience to be particularly high if strict controls are not in place, and in such situations a permit to work may be introduced as an additional control measure. 1.2 A Permit to Work is a formal system of controls, using documentation and supervision, that is intended to safeguard the health and safety of workers (and others) involved in particularly hazardous activities. Permits are introduced to bring formal and specific control to high risk operations and governed by legislation, by ensuring that the work site, equipment and procedures have been confirmed as being satisfactory before work commences and when the work is complete. 1.3 All permits must be time-bound to allow for appropriate review of the work and to ensure that the required level of control is maintained 1.4 The permit to work system does not replace the need for suitable and sufficient risk assessments or for method statements from contractors, consultants and directly employed labour, but is intended to work in conjunction with these documents. 1.5 Failure to adhere to the permit to work system is a serious breach of health and safety policy and may be subject to disciplinary procedures. 1.6 The Health and Safety Executive identify the following required for a permit to work Type of permit i.e. Hot Work, Asbestos etc Unique Permit Number Location of Work Details of work to be carried out Identification of hazards Precautions required al Protection Equipment required Authorisation to commence work Any extension of permit time Permit return Permit Cancellation 2.0 Conditions for a permit The types of work that will be subject to a Permit to Work System include: Work at Height: High level (especially in common areas) Roof Work Work involving access to plant rooms. (Limitation of Assess) Confined space entry High and Low voltage electrical work Work involving excavations Hot Work Working with Asbestos 3
A permit to work will not be issued to contractors for works on the campus that are within a clearly identified site from which staff, students and non-authorised visitors are excluded and for which the contractor is deemed to be entirely responsible. 3.0 Responsible The responsible person is responsible for co-ordinating and administrating the area for which they have been appointed, they will act as the focal point for the authorised persons within their area 4.0 Authorised Within their area of appointment, the authorised person is responsible for implementing, administering, monitoring and auditing the application of this policy and its procedures. The number of authorised persons available to issue and sign a Permit to Work will vary depending on the type of permit required and whether it is for Contractors or Maintenance Staff. Shift Supervisors, and Estate Managers will be defined as Authorised s 5.0 Competent s The use of competent s is a prime requirement of the Permit to Work system. Although competency has never been defined in either the case or statute law, the Health & Safety at work regulations define a person as being Competent when that person: Has sufficient training and experience or knowledge as to enable them to assist in securing compliance, on the part of the employer, within the necessary safety legislation and maintenance procedures Plymouth University expects that persons designated as Competent to have had: Valid and certificated training, where this is deemed necessary, including an element of health and safety appreciation, relevant to the permit issued Experience of the work to be carried out Knowledge of Permit to Work procedures 6.0 Maintenance Staff When maintenance staff need to carry out work that requires a permit, it will be issued and signed by the relevant authorised person 7.0 Contractors (inc Consultants) When a contractor requires a permit they shall provide the relevant Estate Manager with a suitable and sufficient risk assessment and a method statement for the works to be undertaken. This information should, whenever possible be submitted at least 2 working days before the start of the work and will allow the authorised person sufficient time to assess the work in detail. The exception to this will be 4 working days for confined space access requests. For work involving service maintenance contractors, method statements shall be provided for specific tasks at the beginning of the contract and reviewed and re-issued annually. 4
8.0 Issuing a Permit to Work The following procedures should be followed when issuing a permit to work: A permit should be issued by the authorised person and its number logged. Every permit will have a unique number The Authorised person should ensure that no other permits have been issued that will have an impact on the one required The permit to be completed correctly with all the relevant information regarding the work to be carried out, including the exact location and the nature of the work All copies to be signed by the relevant authorised person and the person carrying out the work. The authorised person must satisfy themselves that the people carrying out the works understand the implications and conditions listed on the permit The correct copy of the permit is to be displayed prominently at the work place The precise time limits for which the permit is valid are to be indicated and observed at all times If issued to a contractor or consultant the company name is to be included If issued to a contractor, the contractors supervisor is to be identified With the exception of limitation of access and Roof works, all permits must be signed at work location No one can issue a permit to themselves 9.0 Monitoring the Work As far as is reasonably practicable the authorised person shall be responsible for monitoring the work at intervals, to ensure that the competent person is adhering to the conditions of the permit 10.0 Permit Time Expired Permits are only valid for the dates and times as indicated on the permit. The authorised person shall ensure the person in charge of the works is aware of the limitations of the permit. On permit expiry, the works supervisor shall be responsible for: Instructing the operatives to stop working and withdraw from the works area Returning the display permit to the originating authorised person Signing the relevant section of the display permit indicating whether the works are complete or not and confirming that all the works have ceased and all operatives have withdrawn from the area Where the contractor s supervisor indicates that the works are incomplete, the authorised person shall accompany the supervisor to the works area to ensure that: Works have ceased The area has been left in a satisfactory and safe condition When the authorised person has confirmed that the above have been satisfied, they shall: Sign the permit to acknowledge cancellation Inform necessary parties that the permit has been withdrawn Forward completed permit (display copy) to the responsible person for filing. File their copy of the permit ( Permits should be kept for at least twelve months) The authorised person shall then be required to issue another permit for the works if required 5
11.0 Completed Work When the work has been completed the authorised person will inspect the site to ensure that: The works have ceased All tools and equipment have been removed All rubbish/arising s have been removed The works area has been left in a satisfactory and safe condition The permit is signed and closed Forward completed permit (display copy) to the responsible person for filing. File their copy of the permit ( Permits should be kept for at least twelve months) 12.0 Out of Hours Works Whenever possible, work that requires a permit to work should be carried out only during normal working hours. However, there may be occasions when this is not possible and the authorised person must ensure that they are available to monitor the contractor or staff throughout the duration of the permit irrespective of when it takes place. Under no circumstances will a permit be issued ahead of time. Prior arrangements to be made with Site Manager & Plymouth University Estates Office. 13.0 Permit to work Designations. 13.1 Working at Height including roof access A permit to work will be required for specific tasks conducted at height, and cases where the risk assessment process identifies that the work is high risk and additional level of control is required. The Directorate of Estates and Facilities Management Health and Safety Policy for Working at Height Code of Practice must be adhered to at all times. A permit to work is required for the following specific tasks conducted at height: Roof Access Work on fragile surfaces Work conducted at high levels in communal areas A comprehensive list of Risk Assessments for all roofs requiring a permit to work is available from the Maintenance Office. Please refer to the Working at Height Code of Practise for the circumstances where a comprehensive Work at Height Rescue Plan will apply. Note: A working at heights permit to work confer a right to work at height, they do not give permission or rights to carry out works that are subject to other permits to work, e.g. hot works. 6
13.2 limitation of Access All works within plant rooms, service ducts and risers shall be subject to a limitation of access permit. Plant rooms etc. are under the control of the maintenance section and any works carried out by contractors either directly for maintenance services or via projects will require a limitation of access permit. This limitation of access permit will allow job specific entry to plant room s, services ducts and other service areas to undertake the works detailed on the permit. The Contractor taking control or working in the plant rooms agrees to take responsibility for returning it to the maintenance staff in a clean and tidy condition which includes removal of all rubbish and waste, this will include the issue of waste transfer certificate as required. The following procedure should be used when issuing limitation of access permits. Inspect plant room jointly with contractor and Estates works manager and agree conditions of plant room. Take photographs if necessary. Issue Permit. On completion the works inspect plant room with the contractor. Sign permit off as works complete. 13.3 Confined Spaces All access to and works within a confined space are subject to a permit to work procedure. Where works are to be undertaken within the confined space a job specific risk assessment is required to be developed that will provide the necessary information for a SSOW to be put in place to significantly reduce and manage any residual risk. It is to be noted that entry into a confined space requires the preparation of suitable and sufficient rescue arrangements. The use of emergency services is not suitable as the primary arrangement in this respect. The regulatory definition given for a Confined Space is "any place, including chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well or other similar space in which, by virtue of its enclosed nature, there arises a reasonable foreseeable specified risk". The "specified risk" means a risk of Serious injury to any person at work arising from a fire or explosion The loss of consciousness of any person at work arising from an increase in body temperature. The loss of consciousness or asphyxiation of any person at work arising from gas, fume, vapour or the lack of oxygen. The drowning of any person at work arising from an increase in the level of a liquid The asphyxiation of any person at work arising from a free flowing solid or the inability to reach a respirable environment due to entrapment by a free flowing solid. All known confined spaces and controlled areas on all Plymouth University properties have been identified, risk assessed and included on a register of confined spaces. 7
These have individual category and identification numbers; the category number will reflect the category of the space with regard to the degree of risk represented by that space, the identification number will be used to reference the applicable risk assessment for that unique space. The Confined Spaces categorisation of 1, 2 and 3, is dependent upon a number of risk factors, category 1 is considered to be high risk, category 2 is considered to be medium risk, Category 3 is considered to be low risk. In addition a category 4, Controlled Areas, has been included within the confined spaces Code of Practice to cover those areas which are substantially enclosed but fall outside the scope of the confined space definition, but common sense dictates should be controlled. The regulations are clear and state that where reasonably practicable; entry into a confined space should be avoided if another method of achieving the purpose of the work is possible. Therefore all employees and contractors working on behalf of Plymouth University will in the first instance explore and consider the possibility of completing their work without the need to enter any University confined space. 13.4 High Voltage A Permit is not to be issued for an item of equipment which is already the subject of another Permit to Work or a Sanction for Test on live equipment. Authorised s undertaking tasks requiring Permits to Work are to issue them to themselves or preferably to each other. The issue and cancellation (or loss) of every permit is to be recorded in the central high voltage files in the dedicated Authorised (s) Office. A Permit to Work is to state precisely and legibly: The location and identity of the equipment that has been made safe and upon which the work is to be performed. Details of the work which is to be carried out. The specific point(s) of isolation and earthing and. That Caution and Danger Signs are displayed where required. That safety locks are fitted at points of isolation. Any special instructions or safety measures. Prior to issuing a Permit, the Authorised person is to: Physically identify to the prospective Competent the equipment on which the work is to be undertaken. Show the prospective Competent the safety arrangements at the points of isolation and at the places of work. Draw the attention of the prospective competent persons to any special instructions of safety measures noted in the Permit. Demonstrate to the satisfaction of the prospective competent person that the equipment is dead and safe to work on. Prior to accepting the Permit to Work, the prospective competent person, having understood the work to be undertaken, is to initial the schematic diagram and sign the switching schedule, thus rendering the documentation valid for the defined work. The acceptance of a Permit to Work makes the competent person personally responsible for directly supervising or undertaking the defined work. The Competent person is therefore not to leave the working place or to undertake other work while the defined work is in progress. During 8
any temporary absence of the Competent person from the working place, the work is to be temporarily suspended and adequate safety precautions taken until the work is resumed. Having completed the work and having withdrawn all persons, instruments and tools from the working place, the Competent is to sign, and return the original Permit to Work to the Authorised. The Authorised is then to cancel the Permit to Work by destroying the original and signing the duplicate retained in the pad. 13.5 Low Voltage For Complex Circuits fed by more than one source A LV Permit to Work is not to be issued for an item of equipment which is already the subject of another Permit to Work or a Sanction for Test on live equipment. Any LV Authorised undertaking a task that requires a Permit to Work must have the PTW issued to them by another Authorised. The issue and cancellation (or loss) of every permit is to be recorded in the central low voltage file in the LV Authorised (s) Office. A LV Permit to Work is to state precisely and legibly: The location and identity of the equipment that has been made safe and upon which the work is to be performed Details of the work which is to be carried out The specific point(s) of isolation and earthing That Caution and Danger Notices are displayed where required That safety locks are fitted at points of isolation Any special instructions or safety measures Prior to issuing a LV Permit to Work, the Authorised person is to: Physically identify to the prospective Competent (s) the equipment on which the work is to be undertaken. Show the prospective Competent (s) the safety arrangements at the points of isolation and at the places of work. Draw the attention of the prospective Competent (s) to any special instructions of safety measures noted in the Permit. Demonstrate to the satisfaction of the prospective Competent (s) that the equipment is dead and safe to work on. Prior to accepting the Permit to Work, the prospective Competent, must demonstrate to the Authorised that they have understood the work to be undertaken and initial the safety documentation, thus rendering the documentation valid for the defined work. The acceptance of a Permit to Work makes the Competent personally responsible for directly supervising or undertaking the defined work. The Competent is therefore not to leave the working place or to undertake other work while the defined work is in progress. During any temporary absence of the Competent from the working place, the work is to be temporarily suspended and adequate safety precautions taken until the work is resumed. 9
Having completed the work and having withdrawn all persons, instruments and tools from the working place, the Competent is to sign, and return the original Permit to Work to the Authorised. The Authorised is then to cancel the Permit to Work by destroying the original and signing the duplicate retained in the pad. 13.6 Work Involving Excavations All grounds works on all University sites shall be subject to a permit to dig, which shall only be issued by the authorised person. A Permit to Dig is required for any excavation deeper than 150mm and can only be issued from the Estates Office. The Risk Assessment & Method Statement should be sufficiently developed for the contractor to proceed. Excavations will be carried out in accordance with all relevant legislation, but in particular The Construction (Health, Safety & Welfare) Regulations 1996 HSG 150 Health and Safety in construction HSG 185 Health and Safety in Excavations: Be safe and shore HSG 41 Avoiding Danger from Underground Services Plymouth Universities Dig Safely Policy Re-instatement to be completed to Highway specification. Any existing Services discovered during the services to be marked and filled to service providers specification. 13.7 Hot Work Hot work is defined as work that involves temperature that could give rise to risks of fire and ignition of flammable substances and combustible materials, and includes work where there is a naked flame or generation of sparks, smoke or fumes The following works shall be a permit to work on all University sites: Use of brazing and soldering equipment Bitumen Boilers Electric Arc Welding Gas welding or cutting Hot Air Welding Disk cutting in confined spaces where there is a risk of explosion The duration of the permit to work will be no longer than a maximum of one working day, subject to the exceptions below All work must cease at least 1 hour before the end of the working day and the permits are location specific Where work lasts for more than one day i.e. Re-roofing with a bitumen boiler, the authorised person signing on behalf of the Estates Services may issue a permit covering up to 5 consecutive week days The permit to work shall not apply to hot works in Brunel W6 workshop Before the permit is signed, the authorised person shall inspect the working area for the following control measures 10
Area is adequately ventilated Gas cylinders are secured in a vertical position and equipment is in a good condition Floors are clean and free from combustible materials All floor and wall opening are covered Suitable fire fighting equipment is available When hot work occurs in a confined space, a confined space permit will also be required to be issued When hot work occurs on a roof Gas cylinders are sited at least 2 metres from the burner Heat insulated base is provided A permit to work roofs has been issued Fire Control The authorised person shall ensure the following general controls are in place Suitable and sufficient fire extinguishers are in place Staff carrying out the work are trained in there use Adjacent smoke heads are isolated and covered to prevent false alarms and uncovered and reinstated when the works are finished All fire doors are closed Arrangements are in place that hot work is not left unattended during tea/lunch breaks Staff carrying the works are aware of the emergency telephone numbers and have means to contact them. Arrangements are in place to carry out a check of the area at least 1 hour before the cessation of the work each day That the contractors staff are fully aware of the fire procedures for the area in which they are working 13.8 Asbestos A permit to work is required for any work on Asbestos Containing Materials (ACM) or where there is a risk that ACM s may be disturbed during the course of any works. (Note: The Asbestos survey and asbestos database must be consulted prior to starting any work). Any contractor or subcontractor working with ACM s must have the appropriate industry recognised insurance and training. Copies of these documents must be issued to the University prior to any work starting. University employed personal are not authorised to work on ACM,s. Consultants acting on behalf of the University to project manage the removal or work on ACM s must also have the appropriate industry recognised insurance, training and provide evidence of this prior to starting work. The Project Manager instructing the work will be responsible for issuing the Permit to Work in conjunction with the Asbestos Manager. Before a permit is issued the following must be in place (see Permit to Work with Asbestos for detailed requirements): An appropriate risk assessment has been carried out 11
The asbestos survey and database information must be consulted to identify any further locations of ACM s in the area that may pose a hazard to the contractor whilst carrying out the work There is an acceptable written plan of work in place A Licenced contractor must be used for licensable work All affected parties have been informed 13.9 Fire Alarm Isolation Request Form Fire Alarm isolation protocol There has to be a written request, from the contractor, requesting the isolation of the Fire Alarm system to the affected area Action = Contractor All occupants to be advised Action = Contractor / Project Manager The responsible person, for the Project, will need to have a strategy in place, to affected area building, whilst the existing Fire alarm system is isolated Action = Contractor / Project Manager Notices will need to be placed on the existing Fire panels, notifying the Isolation proposed Action = Contractor Building Fire Marshalls to be informed Action = Contractor / Project Manager Occupants / Fire Marshalls, to be informed of the length of time these temporary measures will be in place Action = Contractor / Project Manager All relevant persons to be notified, of the proposed alterations, that are in place during the proposed isolation. Action = Contractor / Project Manager All requests for isolation of Fire Alarms to go through EFM including Date & Time of commencement and completion. Any change or isolation of system to be noted on the Fire Risk Assessment and recorded in the Fire Log Activity Record Book. Advise all occupants of intended change via the Safety Office/Officer Responsible person/security to monitor Fire Alarm System during event and area of isolation. Notice at Detector/Fire Panel noting Isolation In the event of an incident, Security to meet Fire Chief on arrival as normal. Inform occupants that Systems have returned to normal. All work to be carried out by BAFE registered companies the commissioning shall be carried out by a third party company, independent to the installing contractor The design, installation and commissioning shall be carried out by FIA trained individuals or a Plymouth University approved equivalent training scheme All works shall follow the recommendations of BS5839 and all parts of this British Standard 12
Record of Revisions Date Revision Reference Pages Revision Authorised by 11 th April 2014 4.4 14,15,16 Updated names, locations and PN authority 2 nd October 4.5 12,13,16,20 Updated names & Inserted Fire NAB 2014 Isolation Policy & request form 11 th March 4.6 9,13,14,15, Work Involving Excavations - NAB 2015 16,21,22 Permit to Dig added 11th March 4.6 23 Permit to Work Asbestos - NAB 2015 added 13th April 4.7 1,6,7,9,10,14,15,16 Updated to include Off-Site NAB 2015 17,25,26,27,28 properties 23 rd April 2015 4.8 14 Update tele No. NAB 16 Updated Authorised s NAB Code of Practice Review date: April 2016 13
Appendix A Responsible Roof Access/Working at Height Paul Hoppins 01752 (5)88461-07768 654067 paul.hoppins@plymouth.ac.uk Limitation of Access Paul Nile 01752 (5)88460 07768 654057 paul.nile@plymouth.ac.uk Confined Space Darren Davis 01752 (5)88470 07767 844185 darren.davis@plymouth.ac.uk High Voltage Don Stevens 01752 (5)88468 07796 674345 don.stevens@plymouth.ac.uk Low Voltage Don Stevens 01752 (5)88468 07796 674345 don.stevens@plymouth.ac.uk Excavations Julian Gilbert 01752 (5)88474 07776 386973 julian.gilbert@plymouht.ac.uk Hot Works Paul Nile 01752 (5)88460 07768 654057 Paul.nile@plymouth.ac.uk Asbestos Kim Knapman 82085 07516 428056 kim.knapman@plymouth.ac.uk Permit to Dig Julian Gilbert 01752 (5)88474 07776386973 Julian.gilbert@plymouth.ac.uk 14
Appendix B Authorised s Register Plymouth University Main Campus Don Stevens Paul Nile Graham Andrew Paul Hoppins Kim Knapman Darren Davis Sarah Best Dan Jenkins Nigel Benwell David Fowler Peter Bellan Julian Gilbert Ron Bennett Dave Matthams Roof Access David Morton Limitation of Access Confined Space High Voltage Low Voltage Excavations Hot Works Asbestos Fire Alarm Isolation Permit to Dig 15
Pool Innovation Centre John Eddy Richard Scutt Leisha Stallard Richard Snell Karen Murray Paul Nile Paul Hoppins Roof Access Limitation of Access Hot Works Fire Alarm Isolation Request Tremough Innovation Centre John Eddy Richard Scutt Leisha Stallard Richard Snell Karen Murray Paul Nile Paul Hoppins Roof Access Limitation of Access Hot Works Fire Alarm Isolation Request Health & Wellbeing Innovation Centre John Eddy Richard Scutt Leisha Stallard Richard Snell Karen Murray Paul Nile Paul Hoppins Roof Access Limitation of Access Hot Works Fire Alarm Isolation Request 16
Appendix C Permit Book Locations Plymouth University Main Campus Roof Permits, (Working at Height). Limitation of Access Confined Space High Voltage Low Voltage Excavations Hot Works Asbestos Team Leader Office, Contractors Yard, 16 Endsleigh Place Team Leader Office, Contractors Yard, 16 Endsleigh Place Team Leader Office, Contractors Yard, 16 Endsleigh Place Scott Building HV, AP Office Team Leader Office, Contractors Yard, 16 Endsleigh Place Team Leader Office, Contractors Yard, 16 Endsleigh Place Team Leader Office, Contractors Yard, 16 Endsleigh Place Team Leader Office, Contractors Yard, 16 Endsleigh Place Permit to Dig 12 Kirkby Place, Estates Office room 001-003 Pool Innovation Centre Roof Permits, (Working at Height). Limitation of Access Hot Works Fire Alarm Isolation request Admin Office Admin Office Admin Office Mail request sent to david.morton@plymouth.ac.uk Tremough Innovation Centre Roof Permits, (Working at Height). Limitation of Access Hot Works Fire Alarm Isolation request Admin Office Admin Office Admin Office Mail request sent to david.morton@plymouth.ac.uk Health & Wellbeing Centre Roof Permits, (Working at Height). Limitation of Access Hot Works Fire Alarm Isolation request Admin Office Admin Office Admin Office Mail request sent to david.morton@plymouth.ac.uk 17
Limitation of access Limitation of Access Name of Applicant/Contractor: Part 1 Location of Work Area: Asset Register Ref. Details of work to be carried out: Start time & date of permit: End time & date of permit: The above area contains these hazards: Heating mains Gas Main Boiler Fire Alarms Electrical Calorifier Other Asbestos Containing Materials (ACM s) Details of known hazards: Required control measures: Fire Alarm Isolation Required YES NO Protective clothing / apparatus required: Key issued by: Attach Method Statement & Risk Assessment Part 2 The above work is approved to be carried out Authorised Name Signature Dept Date & time I accept responsibility for carrying out the work as indicated above. No attempt will be made by me nor any person under my control to work on any other part of the installation. I am fully conversant with the Fire & Safety precautions and means of escape. Competent Name Signature Company Date & Time Part 3 The above works have /have not* been completed and the area has been vacated and checked/unchecked* and locked * delete as applicable Authorised Competent Name Signature Dept Date & Time Name Signature Company Date & Time 18
Hot Work Permit Hot Work Permit Name of Applicant/Contractor: Part 1 Location of Work Area: Asset Register Ref. Details of work to be carried out: Start time & date of permit: End time & date of permit: Details of known hazards: Required control measures: Fire Alarm Isolation Required YES NO Fire Precautions The Contractor will be responsible for ensuring that all fire precautions and any other safety rules or regulations which are in force at the time shall be fully complied with. All employees of the Contractor or Sub-Contractor must have the fire procedures for the premises drawn to their attention by the person issuing this permit. All exit routes must be kept clear and unobstructed at all times. Welding, cutting, brazing, blow lamps or other flame producing apparatus shall be operated only by suitably qualified personnel and never left unattended. All litter, rubbish and combustible material must be removed from the vicinity of the work. Any combustible material that cannot be removed must be protected. Adequate fire fighting equipment must be placed readily at hand until all possibility of an outbreak of fire has passed. Flame producing apparatus shall not be used on or near flammable liquid containers or compressed gasses (whether full or empty). Gas cylinders must be fitted with a regulator, flashback arrestor and hoses secure and in good order. When working on walls, ceilings or partitions, the other side must be checked and any combustibles moved or damped down. The work area must now be left for a period of 1 hour following completion of work. An inspection will be made at the end of this period. Attach Method Statement & Risk Assessment Part 2 Where practical, the location where is work is to be carried out has been examined, necessary precautions taken (see above) and permission has been granted for this work. Authorised Competent Name Signature Dept Date & time Name Signature Company Date & Time Part 3 The above works have /have not* been completed and the area has been vacated and checked/unchecked* and locked * delete as applicable Authorised Competent Name Signature Dept Date & Time Name Signature Company Date & Time 19
OFFICE LOCATION: Room 201 12 Kirkby Place Plymouth University Plymouth PL4 8AA POSTAL ADDRESS: Plymouth University Drake Circus Plymouth Devon PL4 8AA FIRE ALARM ISOLATION REQUEST FORM SECTION A Please ISOLATE the whole or part of the fire alarm system in the building named below for the reason given: Building: Room: Reason for isolation: Fire Panel: Zone: Head: requesting isolation of alarm system: Contractor: NOTES Dates: Time duration: Out of Hours Working: Title/Position: Contact No. 1. This form must be completed for all requests to isolate the fire alarm system. 2. For events and large projects, 5 days notice should be given. Emergency problems will be addressed as they occur. 3. Fire alarm systems cannot be isolated until a risk assessment has been forwarded to Estates & Facilities Management/Safety Office and the fire risk assessment for the building has been updated. 4. Approval for isolation of the fire alarm system can only be given on the authorisation of Estates & Facilities Management, in conjunction with the Safety Office. During the period of the fire system being isolated, the event organiser will assume responsibility for the system. 5. On completion of the activity, event or works, Estates & Facilities Management is to be notified that the system is fully operational, copy to Safety Office. SECTION B The event, works, activity as requested, has been completed and the fire alarm system returned to normal operation. Name: Position: Signed: Date: PERMIT No... 20
Permit to Work at Heights PERMIT TO ACCESS ROOF AREAS & WORK AT HEIGHTS Exact location. Purpose for which access is required.. This permit is only valid when all sections have been completed Precautions to be taken (please tick ) Yes No N/A Are you qualified / trained to undertake this work? Is there a safe means of access and egress? Suitable edge protection / guard rails/ man safe in place? Weather conditions acceptable? Scaffolding and/or safety harness inspected and certified? Are there fragile surfaces? Has a secure anchorage been established? Suitable warning signs in place? Any hazard from fumes, steam etc. from ducts or outlets on roof? Is appropriate personal protective equipment provided and used? Has the risk register been consulted Is there a danger of suspension trauma/venous pooling resulting from a fall Names of Work Team: MUST BE A MINIMUM OF 2 PERSONS 1. 2. 3. 4. 5. 6. The following additional equipment / precautions are to be taken and used /observed: Attach Method Statement & Risk Assessment Part 2 Where practical, the location where is work is to be carried out has been examined, necessary precautions taken (see above) and permission has been granted for this work. Authorised Competent Name Signature Dept Date & time Name Signature Company Date & Time Part 3 The above works have /have not* been completed and the area has been vacated and checked/unchecked* and locked * delete as applicable Authorised Name Signature Dept Date & Time Competent Name Signature Company Date & Time 21
Permit to Dig 1. PERMIT ISSUE (For completion by authorised permit issuer) Permit Number: Building/Site Name: Location of Work: Drawing Number: The drawing shows the designated work area and any known or suspected positions of services. No work outside of the defined work area shown on the drawing is permitted. Warning: Actual location of services may deviate from markings and drawings. Brief description of work: Full details in RAMS Permit Start Date: Permit Start Time: Permit Expires Date: Permit Expires Time: Services have been identified through: Local Knowledge Site Inspection Contacting Utilities Use of existing plans (Tick all that apply) the following services are believed to be present in the designated work area: Underground Services: Mains Gas Water Electric Voltage (if known) Telephone Data Drainage Other Other Details of location devices used: detail type, model and serial number Services identified with location devices etc have been found by digging Yes N/A trial pits by hand and marked on site with yellow lines? Risk assessment and method statement/safe system of work Yes documented and workers aware of/trained in findings? Work method includes safe digging methods including scanning with Yes cable avoidance tools, marking suspected services, hand digging trial holes and avoiding use of mechanical tools within 1 metre of suspect services? Work method takes into account overhead lines; risks of persons, Yes N/A vehicles or materials falling into excavations, water, contamination, access, street-works requirements, undermining of structures, trench support and inspection etc. as applicable? Calibrated location device available for use on site? Yes Method of work includes the marking of services discovered after work Yes has started and the protection of services from damage? PPE available as listed in the method statement? Yes Where appropriate, services have been isolated and locked off, with Yes N/A warning signs displayed? Where a confined space may be created, workers are aware that a Yes N/A confined spaces permit will be required before entry to an excavation? Competent supervision available? Yes N/A N.B. If services are encountered encased in concrete the operation must be suspended and the utility provider informed. Avoid laying new services in close proximity to gas pipes follow TRANSCO rules. 22
Permit to Dig Other Specific Safety Requirements: Issuer Name: (Block Capitals) Signature: Date: 2. RECEIPT (To be completed by person responsible for the work, prior to working) I understand the scope of work and precautions to be taken Name (Block Capitals) Signature: Date: 3. EXTENSION OF PERMIT (If required). Time extension: Start: Authorised person signature End: Signed for those undertaking the work 4. CLEARANCE (To be signed by both parties when work has stopped) The area has been left in a safe condition, equipment and work materials have been removed. We have informed the permit issuer of services which were found and any new services installed. Signed for those undertaking the work Date Time The Permit is now cancelled; all additional works will require a new permit to be issued. Authorised person signature Date Time 23
Permit to Work with Asbestos Permit to Work with Asbestos Name of Applicant/Contractor: Part 1 Location of Work Area: Details of work to be carried out: Asset Register Ref: Type of Asbestos Containing Material: Required control measures: Fire Alarm Isolation Required YES NO Start time & date of permit: End time & date of permit: Non- Licensable Works as defined by Regulation 3 of Control of Asbestos Regulations 2012 YES Is the asbestos exposure sporadic and low intensity? Is it clear from the risk assessment that the exposure will not exceed the control limit; and the work involves i) Short non-continuous maintenance activities in which only non-friable materials are handled or ii) Removal without deterioration of non-degraded materials in which the asbestos fibres are firmly linked in and firmly linked in a matrix (See Regulation 3 clause 34), or iii) Encapsulation or sealing of asbestos-containing materials which are in a good condition NO If you answered NO to any of the above questions work cannot proceed without a licence. Please refer to Asbestos Manager. Licensable Work as defined by Regulation 8 of Control of Asbestos Regulations 2012 Do you hold a licence granted under paragraph (2) Regulation 8 Control of Asbestos Regulations 2012? Have you completed form ASB5 and submitted your plans in writing to the HSE 14 days in advance of starting work? Has an appropriate risk assessment and Plan of Work (POW) been approved by the Project Manager or Consultant Acting on behalf of the University? Have all affected parties been informed? YES NO If you have answered NO to any of the above questions work cannot proceed. Please refer to Asbestos Manager. Attach Method Statement & Risk Assessment Part 2 The location where the work is to be carried out has been examined and permission has been granted for this work to take place. Authorised Competent Name Signature Dept/Company Date & time Name Signature Company Date & Time Part 3 The above works have /have not* been completed and the Permit has been closed. *delete as applicable Authorised Name Signature Dept/Company Date & Time Competent Name Signature Company Date & Time 24
LOCATION PLANT ROOM LOCATION.. Plymouth University Main Campus Subject Major Incidents - including falls, crushing or badly injured personnel Basic First Aid Spillage Fire Release of Hazardous Materials Loss of Electricity Supply Smell of Gas Loss of Water Supply Traffic accidents Failure or Concern over Equipment What to do? Emergency Telephone Necessary and Non Emergency Response Numbers Emergency Contact Equipment Competent s Contact security operations room 01752 583333 or Ext. report location and describe emergency and services required 3333 Contact the Security Operations Room. They will advise you where the nearest first aider is located. You will have to also sign the first 01752 588400 01752 588400 Contact nearest first aider Contact nearest first aider aid accidents register located in the Estates and Facilities Management Department. Major spill contact security operations room report location and describe emergency and Duty Manager between 8:00 01752 583333 or Ext. Contract to provide Spill Kit as services required. For a minor 01752 588588 and 17:00. Otherwise incident proceed as Permit to Work 3333 Permit to Work. Security Operations Room. / Risk assessment as agreed with Estates Operate nearest fire alarm call point - located by the 01752 583333 or Ext. Evacuate site as FIRE ACTION entrance/exit. Evacuate the 3333 NOTICE. Located by call point. Building If a Major release contact security operations room report location 01752 583333 or Ext. Evacuate site as FIRE ACTION 01752 588588 and describe emergency and 3333 NOTICE. Duty Manager services required. Contact Estates Helpdesk 01752 588588 01752 588588 Duty Manager SHUT OFF NEARST GAS VALVE and Gas Valve. If unsure contact contact Estates Helpdesk then 01752 588588 01752 588588 Estates Helpdesk evacuate the building Duty Manager Contact Estates Helpdesk 01752 588588 01752 588588 Duty Manager Contact security operations room 01752 583333 or Ext. report location and describe emergency and services required 3333 Contact Estates Helpdesk 01752 588588 01752 588588 25 Evacuation point
LOCATION PLANT ROOM LOCATION.. Pool Innovation Centre Subject Major Incidents - including falls, crushing or badly injured personnel Basic First Aid Spillage Fire Release of Hazardous Materials Loss of Electricity Supply Smell of Gas Loss of Water Supply Traffic accidents Failure or Concern over Equipment What to do? Contact security operations room report location and describe emergency and services required Contact the Security Operations Room. They will advise you where the nearest first aider is located. You will have to also sign the first aid accidents register located in the Estates and Facilities Management Department. Major spill contact security operations room report location and describe emergency and services required. For a minor incident proceed as Permit to Work / Risk assessment as agreed with Estates Operate nearest fire alarm call point - located by the entrance/exit. Evacuate the Building If a Major release contact security operations room report location and describe emergency and services required. Contact Estates Helpdesk SHUT OFF NEARST GAS VALVE and contact Estates Helpdesk then evacuate the building Contact Estates Helpdesk Contact security operations room report location and describe emergency and services required Contact Estates Helpdesk Emergency Telephone Numbers Necessary and Non Emergency Contact Emergency Response Equipment Contact nearest first aider Contract to provide Spill Kit as Permit to Work. Evacuate site as FIRE ACTION NOTICE. Located by call point. Evacuate site as FIRE ACTION NOTICE. Gas Valve. If unsure contact Estates Helpdesk Competent s Contact nearest first aider Duty Manager between 8:00 and 17:00. Otherwise Security Operations Room. Duty Manager Duty Manager Duty Manager Duty Manager Evacuation point 26
LOCATION PLANT ROOM LOCATION.. Tremough Innovation Centre Subject Major Incidents - including falls, crushing or badly injured personnel Basic First Aid Spillage Fire Release of Hazardous Materials Loss of Electricity Supply Smell of Gas Loss of Water Supply Traffic accidents Failure or Concern over Equipment What to do? Contact security operations room report location and describe emergency and services required Contact the Security Operations Room. They will advise you where the nearest first aider is located. You will have to also sign the first aid accidents register located in the Estates and Facilities Management Department. Major spill contact security operations room report location and describe emergency and services required. For a minor incident proceed as Permit to Work / Risk assessment as agreed with Estates Operate nearest fire alarm call point - located by the entrance/exit. Evacuate the Building If a Major release contact security operations room report location and describe emergency and services required. Contact Estates Helpdesk SHUT OFF NEARST GAS VALVE and contact Estates Helpdesk then evacuate the building Contact Estates Helpdesk Contact security operations room report location and describe emergency and services required Contact Estates Helpdesk Emergency Telephone Numbers Necessary and Non Emergency Contact Emergency Response Equipment Contact nearest first aider Contract to provide Spill Kit as Permit to Work. Evacuate site as FIRE ACTION NOTICE. Located by call point. Evacuate site as FIRE ACTION NOTICE. Gas Valve. If unsure contact Estates Helpdesk Competent s Contact nearest first aider Duty Manager between 8:00 and 17:00. Otherwise Security Operations Room. Duty Manager Duty Manager Duty Manager Duty Manager Evacuation point 27
LOCATION PLANT ROOM LOCATION.. Health & Wellbeing Centre Subject Major Incidents - including falls, crushing or badly injured personnel Basic First Aid Spillage Fire Release of Hazardous Materials Loss of Electricity Supply Smell of Gas Loss of Water Supply Traffic accidents Failure or Concern over Equipment What to do? Contact security operations room report location and describe emergency and services required Contact the Security Operations Room. They will advise you where the nearest first aider is located. You will have to also sign the first aid accidents register located in the Estates and Facilities Management Department. Major spill contact security operations room report location and describe emergency and services required. For a minor incident proceed as Permit to Work / Risk assessment as agreed with Estates Operate nearest fire alarm call point - located by the entrance/exit. Evacuate the Building If a Major release contact security operations room report location and describe emergency and services required. Contact Estates Helpdesk SHUT OFF NEARST GAS VALVE and contact Estates Helpdesk then evacuate the building Contact Estates Helpdesk Contact security operations room report location and describe emergency and services required Contact Estates Helpdesk Emergency Telephone Numbers Necessary and Non Emergency Contact Emergency Response Equipment Contact nearest first aider Contract to provide Spill Kit as Permit to Work. Evacuate site as FIRE ACTION NOTICE. Located by call point. Evacuate site as FIRE ACTION NOTICE. Gas Valve. If unsure contact Estates Helpdesk Competent s Contact nearest first aider Duty Manager between 8:00 and 17:00. Otherwise Security Operations Room. Duty Manager Duty Manager Duty Manager Duty Manager Evacuation point 28
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