KEELE UNIVERSITY MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS 1992 MODIFICATIONS / ADAPTION OF EXISTING BUILDING OR ITS SERVICES
PERMIT TO WORK Background 1. This guidance underpins the University’s commitment to ensure that a robust and clear procedure is in place to risk manage every modification or adaptation to its buildings. By this means any latent hazard, which might not be recognised before work starts, can be assessed in terms of risk, so enabling safe procedures to be put in place in a proactive way. It is stressed that any modification or adaptation work is to be included in this procedure whatever its scale and whoever carries out. Established routine maintenance work, e.g. fume cupboard thorough examination etc. is not included in this procedure. If in doubt consult CFM Estates or the Health and Safety Unit. 2. The attached flow diagram outlines this procedure and the Form attached must be sent by the originating Department to CFM Estates to begin the process. To enable low risk work to commence with minimum delay a ‘Fast Track Start’ procedure has been inbuilt. In these circumstances a formal Permit to Work will not be necessary. Procedure 3. Each Head of Department will be issued with a Form. This can be copied by departments as required. Departments must complete as many questions as possible in Part 1. The whole document must then be sent to CFM Estates. CFM Estates will then check that the information is correct and will add to the document any hazards not foreseen by the originating Department. 4. In cases where no additional hazards are apparent, it will be within the discretion of CFM Estates to return the Form to the originating Department for ‘Fast Track Start’. This will mean that CFM Estates will need no further
MGL/Permit to work – intro
7th June 2007
input in the work so long as there is no change from the original protocol. In these cases a formal Permit to Work will not be required. 5. In cases where a higher hazard is indicated, the Form will be returned by CFM Estates to the originating Department together with any additional information sufficient to enable that Department to carry out its risk assessment work in consultation with all parties, for example works representatives, contractors etc. On occasions the work may be such that the CFM Estates will wish to be involved in the risk assessment process and they will indicate this at the time of retuning the Form to the originating Department When a safe system of work has been agreed the originating Department must return the Form together with risk assessments, specification documents etc to CFM estates for validation. 6. CFM estates will then either authorise the originating Department to enable them to issue a Permit to Work or refuse authorisation. In cases of refusal the documents will be returned with an explanation of the reasons behind refusal. Permit to Work 7. It will remain the responsibility of the originating Department to prepare the Permit to Work. Before work can proceed the Head of Department or their representative will need to complete Sections a, b, e and f. These sections name the persons undertaking the work on behalf of the Department confirms precautions to be taken and requests an acknowledgment that they fully understand and accept the standards required of them. Any contractors must be issued with the ‘Contractors Codes of Practice’, current copies of which are held in CFM Estates. 8. The Head of Department or their representative will then be in a position to sign Section c of the Permit to Work so ‘signing on’ for the work to commence. 9. At the conclusion of the works the person undertaking the work on behalf of the Department will ‘sign off’ the Permit to Work. That person will also undertake to ensure that all work has been completed and all persons, materials and equipment under his control have been removed from the work location. Copies of drawings, operational and maintenance manuals and (where Construction (Design and Management) Regulations 2007 (CDM) apply) the safety file must be sent to CFM Estates for their records.
MGL/Permit to work – intro
7th June 2007
A copy of the signed completion of work part of the Permit to Work must also accompany these drawings sent to CFM Estates.
MGL/Permit to work – intro
7th June 2007
KEELE UNIVERSITY: MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1999 MODIFICATION/ADAPTION OF INFRASTRUCTURE, EXISTING BUILDING OR ITS SERVICES, EXCAVATIONS OR ERECTION OF TEMPORARY STRUCURES
** PERMIT TO WORK FORM ** PARTI: Must be completed by the department before sending to the Estates & Buildings Department LOCATION
APPROXIMATE VALUE
PROJECT DESCRIPTION
ANTICIPATED START DATE
WHEN DO YOU HOPE TO COMPLETE THE WORK?
PROJECT SUPERVISOR:
HEAD OF DEPARTMENT:
COMPLETED BY (PRINT NAME)
SIGNED
QUESTION / INFORMATION
POSITION tick as applicable Don't Yes No know N/A
COMMENTS
1a. FIXED INSTALLATION 1a.1 Do the works entail alteration or modification of the internal or external structure?
1a.2 Will the completed works comply with Fire and Building regulations?
1a.3 Will the works entail the modification to the plumbing installation?
1a.4 Will chemical cleaning of the plumbing installation be needed? If so, who will be responsible for this work?
1a.5 Will all work comply with the Water Regulations?
1a.6 Will the works entail modification to the gas installation?
1a.7 Will the works entail modification to the fixed electrical installation?
1a.8 Will the works entail modification to any other service?
1a.9 Will access to the underground service duct network be required?
1a.10 Will any service be affected by the works? 1b. OTHER INFRASTRUCTURE 1b.1 Will there be any ground penetration, e.g. erection of marquee, similar structure, notices, signposts etc?
1b.2 Will excavation work be involved? MGL/LM/XL/Permit2/29.6.00
KEELE UNIVERSITY: MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1999 MODIFICATION/ADAPTION OF INFRASTRUCTURE, EXISTING BUILDING OR ITS SERVICES, EXCAVATIONS OR ERECTION OF TEMPORARY STRUCURES
** PERMIT TO WORK FORM ** PARTI: Must be completed by the department before sending to the Estates & Buildings Department PART I CONTINUED QUESTION / INFORMATION
Yes
tick as applicable Don't No know N/A
COMMENTS
2.0 GENERAL 2.1 Will the works be carried out by contractors? 2.2 Do the full Construction Design and Management (CDM) Regulations apply to the works? 2.3 Has a specification or drawing been produced? (Please attach if yes) 2.4 Is the work being procured other than in accordance with the University's purchasing policy? 2.5 Have the proposed contractors received a copy of the Contractors Safety Handbook? (Available at Estates) 2.6 Do all the proposed contractors carry less than £2 million public liability insurance? 2.7 Is the insurance of the works the responsibility of the University? 2.8 Has Finance Dept been advised if answer to above is yes? 2.9 Is a method statement required for the works? 2.10 Do the works require access to the roof? (state buildings in comment box) 2.11 Is the risk to staff and visitors increased as a result of these works after control measures are in place? Complete Works 2.12 Is work on gas installation being carried out by a Corgi registered company? Record Reg. No. in Comments box 2.13 Is the authenticity of this number being checked with Corgi? 2.14 Is work on the electrical installation being carried out by a member of the NIC, ERC or ECA? 2.15 Is work on the CCTV and intruder installation being carried out by a member of NAR, OSS or NACBa1? 2.16 Has the person undertaking the work been made aware of all services in the vicinity of the works and the potential hazards associated with them? 2.17 If excacations or penetration of the ground or building structure are required, will the person doing the work carry out an electronic survey to determine the existence and location of services? MGL/LM/XL/Permit2/28.6.00
KEELE UNIVERSITY: MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1999 MODIFICATION/ADAPTION OF INFRASTRUCTURE, EXISTING BUILDING OR ITS SERVICES, EXCAVATIONS OR ERECTION OF TEMPORARY STRUCURES
** PERMIT TO WORK FORM ** PARTI: Must be completed by the department before sending to the Estates & Buildings Department PART I CONTINUED QUESTION / INFORMATION
tick as applicable Don't Yes No know N/A
COMMENTS AND ACTION REQUIRED
3.0 ASBESTOS 3.1 Will the works disturb materials containing asbestos? State in "comments" the person who has verified this
3.2 Is the location of the above known?
3.3 Will work entail the drilling sanding cutting of the asbestos material?
3.4 Has the material been analysed?
3.5 Does the specification for the works fully detail the methods and precautions that are require
3.6 Is formal notification to the HSE undeer the Asbestos Regulation 1969 required?
3.7 What is the name of the registered asbestos removal contractor, if applicable?
3.8 Has a method statement been produced?
3.9 Who will carry out the independent monitoring?
3.10 Will the asbestos work be sealed from any other occupied area?
3.11 Is the work being carried out by other than a registered asbestos removal company
3.12 Is the asbestos material being removed from site with duty of care documentation MGL/LM/XL/Permit2/28.6.00
KEELE UNIVERSITY: MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1999 MODIFICATION/ADAPTION OF INFRASTRUCTURE, EXISTING BUILDING OR ITS SERVICES, EXCAVATIONS OR ERECTION OF TEMPORARY STRUCURES
** PERMIT TO WORK FORM ** PARTI: Must be completed by the department before sending to the Estates & Buildings Department PART I: Must be completed by the department before sending to the Estates & Buiildings Department QUESTION / INFORMATION
tick as applicable Don't
4.0 LEGISLATION Yes
4.1
No
know
N/A
COMMENTS AND ACTION REQUIRED
Has a suitable and sufficient risk assessment been carried out? (H&S Manual Section C)
4.1.1 As a result of this assessment, will the work entail any of the following: 4.2
Will the works entail the use of hazardous substances that require controls to be put into place as laid down in the C.O.S.H.H. Regulations 1994?
4.3
Will any part of the works or equipment supplied be covered by the "Pressure Systems and Transportable Gas Container Regulations 1989"?
4.4
Will the "Construction (Design & Management) Regulations 1994" apply to the works?
4.5
Will the works require Planning Permission, Building Regulation Approval, or Fire Officer's Approval?
4.6
Does the building where the work is to be carried out have a Fire Certificate issued by the Fire Authority?
4.7
Is the location where the works are to be carried out a listed building?
4.8
Will the works attract any other legislation i.e. Noise at Work 1989, Electricity at Work Regulations 1989, The Confined Space Regulation 1997, PUWER Regulations 1998, LOLER Regulations 1998 (identify in comments box)
4.9
Do the works affect any water cooling process, e.g. water tanks, where Legionella is an issue?
4.10 Has the Project Supervisor had sufficient training and experience to assist him /her to undertake this work competently? MGL/LM/XL/Permit3/4.12.00
4.11 PERMIT TO WORK
YES
NO
(Return with explanation)
No adverse comment when form has been signed below at (d). Please complete the "Permit to Work" as outlined below The Head of Department, or other responsible person, will need to complete, date and sign the department declaration at (a)-(c). The persons undertaking the work must sign at (e) and (f). (a) Name(s) of persons(s) carrying out work (e.g. the contractor).
(b) Special Precautions to be taken
(c) Department Declaration The works identified in this form are deemed safe (so far as is reasonably practicable) for the workers name (a) above to carry out the work described HEAD OF DEPARTMENT/RESPONSIBLE PERSON
DATE
(d) Estates Department
Date
Note: the originating Department is now advised to complete this Permit to work at (a), (b), (e) and (f), which must be "signed on" by the Head of Department or a representative at ©
MA/EXCEL/CRMODS/25/7/00
4.11 PERMIT TO WORK CONTINUED (e) Acceptance of Conditions of Permit (see (a)) I have read and understood this permit to work. I undertake that the work will be carried out in accordance with the conditions of this Permit to Work.
(f) Hazards generated during work I undertake to inform the individual indicated in Section (c) of any hazards which may be generated during the course of the work and to co-operate with the University to ensure the health and safety of workers under my control and Keele University staff, students and visitors.
Signature
Date
(g) Completion of Work The work has been completed and all persons, materials and equipment under my control have been removed from the work location. Drawings of the completed works, operational and maintenance manuals, and safety file (C.D.M. Regulations) have been sent to the Estates & Buildings Department.
Signature (Person in Charge of Job)
Date [Please send a copy of this "Completion of Work" note to accompany any documents in (g) above.] CEL/CRMODS/25/7/00
