Permit to Work Policy

1. Policy Statement
The University recognises that activities undertaken in certain
environments can be inherently hazardous to the workers safety and
health. As such, the University is committed to ensuring that exposure
to hazardous work environments due to hot work and entry into
confined spaces is minimised. Consequently, a Permit to Work is
required for all work performed involving hot work and/or is in confined
spaces.

The requirement for a Permit to Work includes work to be performed by

departments and contractors. Permits to Work can only be obtained off
one of the designated Responsible Officers listed below.

The Permit to Work Policy is split into two components dependent on

the type of work to be performed, Hot Work and/or working in Confined
Spaces, and the safety requirements of each. The same form requires
completion for both Hot Work and/or Work in Confined Spaces,
however different work practices and safety criteria need to be adhered
to. Please see below for each Permit to Work system.

2. Definitions
Responsible Officer - An employee of the University who has been
trained and authorised and has satisfactory knowledge of the hazards
at a work site to be able to specify a system to eliminate, as far as
reasonably practicable, the risks in a particular job.

Hot work - All work with the potential to create a source of ignition.
This includes grinding, welding, thermal or oxygen cutting or heating,
and other related heat producing or spark producing operations.

Confined Space - A confined space is considered to be any area

which, because of its location, contents and the activities performed
within it, may be deficient in oxygen or contain flammable/toxic
vapours and gases. It may be of any size. Confined spaces usually
have limited openings for entry and exit, and unfavourable natural
ventilation. They are generally not designed for continuous worker
occupancy.

Confined spaces may include, but are not limited to:

1. Storage tanks, boilers, pressure vessels, silos

2. Open topped spaces of more than 1.5m depth, such as
 degreasers or pits that are not subject to good natural
ventilation
3. Pipes, sewers, shafts, ducts and similar structures.

3. Work not requiring a Permit

Activities involving routine production and process operations including

startup, changes in operational modes and shutdowns do not require a
Permit to Work. Routine work includes first line maintenance carried
out by operations personnel such as topping up oil/water, tuning
controllers, etc.

Normally, the activities of inspectors, surveyors, engineers,

draftspersons and visitors will not require a Permit to Work, provided
their presence in the operational area is approved in advance by the
Responsible Officer and their activity does not interfere with plant or
equipment, nor are they carrying potential ignition sources.

Work carried out in designated maintenance (e.g. University

workshops) and construction areas do not require a Permit to Work.

4. What is the Permit to Work System

A Permit to Work System provides a systematic disciplined approach to

assessing the risks of a job and specifying the precautions to be taken
when performing hot work and/or working in a confined space.

The permit to work system:

1. Specifies the work to be done and the equipment to be used

2. Specifies the precautions to be taken when performing the task
3. Gives permission for work to start
4. Advises occupants of University buildings that work is being
performed within their building
5. Provides a check to ensure that all safety considerations have
been taken into account, including the validity of permits and
certificates and compliance to the Universitys policies and
procedures and
6. On completion of work it provides a checking mechanism that all
work has been completed to the Universitys satisfaction.

5. Permit Procedure
Hot Work

Commencement of work must not begin until the appropriate level of

authority has endorsed the Permit for Work.

1. An employee/contractor wishes to perform hot work.

2. Approaches the appropriate Responsible Officer for permission to
work in an area requiring a Permit to Work (Hot Work).
3. Responsible Officer decides whether requested work requires a
Permit to Work. If a Permit to Work is not required no further
action is taken and the person can begin work.
4. If a Permit to Work is required the employee/contractor
completes the Permit to Work form and submits to the
Responsible Officer. Details provided on the Permit for Work
includes work required, work environment and safety
precautions (such as provision of fire equipment) that will be
taken when preparing, performing and completing the task. Click
here for a Permit to Work Form.
5. If a person is required to perform hot work alone they should
possess a mobile telephone to enable contact to be made with
them while performing the task. The telephone number is to be
given to the Responsible Officer prior to the commencement of
work.
6. When satisfied that the employee/contractor has provided
sufficient information, safety precautions and is suitably trained
to perform the task to specification the Responsible Officer
issues the Permit to Work.
7. If required, the Responsible Officer notifies Central Plant to
isolate fire detection systems by faxing the completed permit to
fax number 6488 1038.
8. On arrival at the hot work area the employee/contractor notifies
the appropriate person within the building/area that they have
arrived to perform specified work. The appropriate person in the
workplace is either the chief administration officer or
departmental manager.
9. Prior to beginning work the employee/contractor ensures that
there is no combustible material (e.g. paper, wood, gas bottles)
near to their work that could lead to a fire with the introduction
of the hot work.
10. Employee/contractor completes work as detailed in the
Permit to Work and their contract/job specifications. This person
is then required to remain at the work area for at least 30
minutes after work has been completed to ensure that there is
no possibility of fire. During this period the employee/contractor
is to clean up the workplace; contact Central Plant to reactivate
the fire alarm and perform a final inspection of the workplace to
ensure there is no possibility of fire or other hazards presenting
themselves due to their work.
11. When leaving the work area the employee/contractor is
required to advise the appropriate person within building/area
 that work has been completed and that they are leaving the
building/area.
12. Employee/contractor returns Permit to Work to
Responsible Officer once task has been completed.
13. When Responsible Officer is satisfied that work has been
completed to job specifications and safety requirements signs off
the Permit to Work and files for future record.

Confined Spaces

Commencement of work must not begin until the appropriate level of

authority has endorsed the Permit to Work.

14. An employee/contractor wishes to perform work in a

confined space.
15. Approaches the appropriate Responsible Officer for
permission to work in an area requiring a Permit to Work
(Confined Space).
16. Responsible Officer decides whether requested work
requires a Permit to Work. If a Permit to Work is not required no
further action is taken and the person can begin work.
17. If a Permit to Work is required the employee/contractor
completes the Permit to Work form and submits to the
Responsible Officer. Details provided on the Permit to Work
includes work required, work environment and safety
precautions (e.g. gas detection equipment) that will be taken
when preparing, performing and completing the task. Click here
for a Permit to Work Form.
18. At least two people must be present when performing
work in a confined space at all times. They should also possess a
mobile telephone to enable contact to be made with them in
case of an emergency. The telephone number is to be given to
the Responsible Officer prior to the commencement of work.
19. When satisfied that the employee/contractor has provided
sufficient information, safety precautions and is suitably trained
to perform the task to specification the Responsible Officer
issues the Permit to Work.
20. If required, the Responsible Officer notifies Central Plant
to isolate fire detection systems by faxing the completed permit
to 6488 1038.
21. On arrival at the permit work area the
employee/contractor notifies the appropriate person within the
building/area that they have arrived to perform specified work.
The appropriate person in the workplace is either the chief
administration officer or departmental manager.
22. If required, toxic, hazardous or oxygen gas detection is to
be performed prior to entry in the confined space and is to
continue until all works have been completed in the confined
 space. The requirement of gas detection equipment is dependent
on the type of hazards foreseeable in the confined space. Please
speak with your Responsible Officer for more information
regarding the requirements of gas detection equipment.
23. Employee/contractor completes work as detailed in the
Permit to Work.
24. Employee/contractor advises appropriate person within
building/area that work has been completed and that they are
leaving the building/area.
25. Employee/contractor returns Permit to Work to
Responsible Officer once task has been completed.

26. When Responsible Officer is satisfied that work has been

completed to job specifications and safety requirements signs off
the Permit to Work and files for future record.