king’s college london directorate of estates & facilities ... · permit to work procedure...

PERMIT TO WORK PROCEDURE

Document No: EF-ASU-02-PR01 1

KING’S COLLEGE LONDON

Directorate of Estates & Facilities


Document No: EF-ASU-02-PR01

Version No: E-Controlled Prepared By: Nicola Barrett

Issue Date: Nov 2016 Review Date: Nov 2017 Approved By: David Lissah

Table of Contents

1. Introduction ................................................................................................................................................................ 3

2. Scope .......................................................................................................................................................................... 3

3. Definitions ................................................................................................................................................................... 3

4. Requirements .............................................................................................................................................................. 3

4.1 Listing a Company ................................................................................................................................................. 3

4.2 KCL Contractor Inductions ...................................................................................................................................... 4

4.3 Contractor Asbestos Awareness Training ................................................................................................................. 4

5. Assessing the Task/s .................................................................................................................................................... 5

5.1 Permission to Access Permits .................................................................................................................................. 6

5.2 Permits to Work .................................................................................................................................................... 7

6. Permit Requests........................................................................................................................................................... 7

6.1 Permission to Access Permits .................................................................................................................................. 7

6.2 Permits to Work .................................................................................................................................................... 8

7. Permit Process ............................................................................................................................................................. 8

7.1 Issuing .................................................................................................................................................................. 8

7.2 Permit Acceptance................................................................................................................................................. 8

7.3 Permit Handback - Contractor ................................................................................................................................ 9

7.4 Permit Handback – KCL (Final Sign Off) ................................................................................................................... 9

7.5 Re-issue ................................................................................................................................................................ 9

8. Emergency Callouts ...................................................................................................................................................... 9



9. Record Keeping ............................................................................................................................................................ 9

9.1 Permits ................................................................................................................................................................. 9

9.2 Risk Assessments and Method Statements (RAMS)................................................................................................. 10

9.3 Organisation and Contractor Information .............................................................................................................. 10

10. Competency for Permit Issuers and Authorisers ....................................................................................................... 10

11. Key Performance Indicators (KPIs) & Inspections ..................................................................................................... 11

11.1 Key Performance Indicators .................................................................................................................................. 11

11.2 Issued Permit Inspection Criteria ........................................................................................................................... 12

11.3 Site Inspection Criteria ........................................................................................... Error! Bookmark not defined.

12. Document Review .................................................................................................................................................. 14

Appendix A: Definition of Construction Work ..................................................................................................................... 15

Appendix B: Competency Matrix ........................................................................................................................................ 16

Appendix C: Work Flow ..................................................................................................................................................... 17

Appendix D: Permit Guidance Note .................................................................................................................................... 18

Version Date Details Name

V3 Nov 2016 Clarification on roles David Lissah



1. Introduction

This procedure reflects the requirements contained within HSG159 (HSE Management of Contractors Guidance), the

Health and Safety at Work etc Act 1974 and the Management of Health and Safety at Work Regulations 1999.

The purpose of this procedure is to provide guidance in the use of the Permit to Work Manager (PTWM) system

within King’s College London (KCL) and covers both the activities of contractors and directly employed labour

This document covers in detail the use of the PTWM system which supports the fundamental safety requirements

needed to control the vast majority of tasks undertaken by KCL and appointed contractors.

2. Scope

This procedure is for all works and activities that are undertaken within KCL owned and occupied areas where KCL are

the Landlord/Duty holders. This procedure does not cover spaces that are managed or are under the responsibility of

others including, Segregated Project Sites under CDM, Bouygues, Guy’s & St Thomas’ NHS Trust, King’s College

Hospital NHS Trust and South London & Maudsley NHS Trust.

3. Definitions

“Contractor” means anyone the university employs to do work of any kind who is not an employee and in the course

of his or her business may carry out work for the university or a university employee (e.g. maintenance, construction

work, cleaning, security etc.).

“Contract (or) Manager or university representative” means anyone managing the contracted works and/or the

Contractor. Some examples are Project Managers, Local Estates Managers, Facilities Managers, Site Supervisors and

Permit Authorisers etc.

“Construction Work” any works as defined in Appendix A. As defined by the CDM regulations, it does not include:

· Putting up and taking down marquees and similar tents designed to be re-erected at various locations.

· General maintenance of fixed plant, except when it is part of other construction work or involves substantial

dismantling or alteration of fixed plant large enough to be a structure in its own right, e.g. large boiler.

· Tree planting and general horticultural work.

· Positioning and removal of lightweight movable partitions, such as those used to divide open-plan offices or to

create exhibition stands and displays.

“Permit Requestor” are persons working on behalf of KCL who are instructing works or contractor activity. Permits

cannot be requested by Contractors.

“Permit Issuer” are those persons that are authorised to issue Permission to Access for low risk activities and those

which do not require the level of controls necessary for permits to work.

“Permit Authoriser” are those that are deemed competent to issue permits for high risk activities that require

additional control measures as provided by Risk Assessments, Method Statements and task specific permits. They will

typically be employed by Estates & Facilities Asset Management.

4. Requirements

4.1 Listing a Company

University staff or representatives responsible for appointing contractors (including principal contractors) must ensure

that those appointed have the skills, knowledge training and experience to carry out the work in a way that secures

the health and safety of others including University staff, students and visitors. If those appointed are an organisation,



they must also have the appropriate organisational capability. Those making the appointments must establish that

those they appoint have these qualities before appointing them.

Before a contractor can be issued a Permit to Work (PTW) or Permission to Access Permit (PTA) their company details

must be entered onto the PTWM.

To add a company, the KCL Responsible Person (person employing/instructing the company) must ask the company to

complete forms F003 & FO64 (often combined as one document), the responsible person must then send the

complete forms to [email protected] This information will be reviewed and uploaded to the PTWM

system within 48 hours if satisfactory1.

The company’s Insurance documents must also be supplied, they will include:

· Employers Liability £5million

· Public Liability £5million2

Professional Indemnity insurance of £5million may also be required (e.g. for those undertaking work which includes

advising, designing or specifying products/equipment).

4.2 KCL Contractor Inductions

Each attending contractor must complete the KCL Directorate’s Site Induction Presentation, sign & date the induction

acknowledgement form. Click Here for Link. There is a separate induction for each geographical campus/outlier, all

inductions relevant to the activity must be completed.

Each contractor must complete an induction every 12 months.

At least 48 hours must be allowed for the upload of contactors information onto the permit to work system prior to

requesting a permit. Contractors must send their completed inductions to [email protected]. No works can

be conducted by an individual who does not have a valid induction recorded on PTWM.

4.3 Contractor Asbestos Awareness Training Evidence to confirm the provision of asbestos awareness training of contractors whose work could foreseeably disturb

the fabric of a building and expose them to asbestos or to those who supervise or influence the work may be

requested following submission of inductions. This includes, but is not limited to:

· demolition workers;

· construction workers;

· general maintenance staff;

· electricians;

· plumbers;

· gas fitters;

· painters and decorators;

· joiners;

· shop fitters;

· plasterers;

· roofers;

· heating and ventilation engineers;

1 Please note that this review does not trigger the addition of the company on other College systems including as KCeP 2 A basic review of insurance coverage is completed for compliance to the College’s minimum standards

(http://www.kcl.ac.uk/aboutkings/orgstructure/ps/procurement/suppliers/efp/work.aspx). It is the responsibility of

the KCL Responsible Person to ensure that coverage and exclusions of policies are appropriate for the work which is

being instructed.



· telecommunication engineers;

· computer and data installers;

· fire and burglar alarm installers;

· Architects, building surveyors and other such professionals.

All contractors working at KCL are mandated to receive and acknowledge the F064 form notifying of the presence of

asbestos across the Estate and the requirement for asbestos awareness training to be provided to employees on an

annual basis.

5. Assessing the Task/s

The Permit to Work system has been designed to assist in the management of contractors and contractor activities by

issuing and recording Permission to Access Permits or Permits to Work.

The permits available are:

Type Max

Duration

Comments Final Authorisation Notice

Permission to

Access Permits

5 working

days

Non-intrusive Works, Quotations or

Visual Inspections, PAT testing, works

involving no tools, plant, equipment or

chemicals

Nominated Permit

Issuers

5 working

days

General Work

Permit

5 working

days

Works involving accessing the fabric of

the building including ceiling voids, all

intrusive works (external and internal).

General building/maintenance works,

asbestos or structural surveys or works

Nominated Permit

Authorisers

5 working

days

Hot Works Permit 1 working

day

Hot works may require additional

control measures including fire alarm

detector isolations. See below

Asset Management

Nominated Permit

Authorisers

5 working

days

Fire Alarm

Isolation Permit

1 working

day

Special arrangements must be made

with KCL Asset Management, H&SS and

College Insurers if isolation is beyond 1

shift

Asset Management

Nominated Permit

Authorisers

5 working

days

LOTO/Isolation

and Line Breaking

Permit

31 days Must be formally reviewed and re-issued

every 31 days if the isolation persists

beyond this validity period

Asset Management

Nominated Permit

Authorisers

5 working

days

Working at

Heights Permit

5 working

days

Daily pre-use checks to be recorded

separated by the person in control of

the works or their nominated deputy.

Asset Management

Nominated Permit

Authorisers

5 working

days

Before Permission to Access or Permits to Work can be raised, the task must be assessed by the Permit Requestor to

ensure that the appropriate permit is applied for. The Permit Issuer or Permit Authoriser/s is to verify that the

appropriate permit is being requested.

With the exception Permission to Access Permits and General Work Permits, all permits must be issued by the Estates

& Facilities Asset Management Team

The asbestos register must be checked by the Permit Requestor before a permit is requested. If there is insufficient

evidence on the asbestos register then an appropriate asbestos survey must be performed and the report received

prior to the permit request being submitted. Please see E&F Procedure for Asbestos Management. Asbestos

information must be issued to the relevant contractor by the Permit Requestor.

The Permit Issuer or Permit Authoriser/s (as applicable) will perform a final check of the asbestos register as part of

the permit issuing process and confirm that the contractor has been issued with the relevant asbestos information.



A permit request will be refused if no asbestos information has been provided by the Permit Requestor to the

contractor.

5.1 Permission to Access Permits

Permission to Access Permits are used for allowing contractors access to college premises and carry out low risk

activities which do not include works such as those listed above.

Permission to Access Permits must not be used where a Permit to Work is required. Permission to Access Permits

does not require the level of controls for works involving the above but still gives College Campus and Security Teams

visibility as to which contractors are on site, when and where.

At least 5 days’ notice must be given for all Permission to Access requests.

There must be a clear understanding of where contractors are allowed to access and must identify restricted areas.

Permission to Access Permits are managed locally and can be provided by Permit Issuers.

DOES THE TASK INVOLVE:

Access to ceiling voids

High level access equipment (scaffold, MEWPs, mobile towers)

Dusts & vapours

Hot works and flammables

Fire alarm isolation

Isolation of electrical or mechanical systems

Drilling or breaking out

Other complex tasks e.g. roof work, confined spaces etc

NO

PERMISION TO ACCESS PERMIT

YES

PERMIT TO WORK



5.2 Permits to Work

A Permit to Work is issued when contractor or directly employed labour (including the Asset Management (including

Asset Maintenance and Asset Improvement Teams and other departments) tasks involve higher risk activities such as

those detailed in Section 5 above.

Additional controls will be required and these may include permits for isolations, inspections, hot works or specialist

training and equipment.

Works must be properly planned and sufficient time must be allocated to prepare for the task.

Before issuing a Work Permit, the Permit Requestor must ensure that the contractor has completed a Risk Assessment

and Method Statement (RAMS) suitable and sufficient for the task at hand. RAMS must be checked and accepted by

the permit requestor and passed to and relevant Asset Management Team at least 5 working days prior to the

activity starting. RAMS MUST be agreed prior to the works taking place and must be provided in electronic format.

Permits to work can only be issued by Permit Authorisers. Permit Authorisers are those that are deemed competent

to issue permits for high risk activities that require additional control measures as provided by Risk Assessments,

Method Statements and task specific permits.

Permission to Access must not be issued for intrusive or complex works such as those listed in section 5 above.

6. Permit Requests

Requests for all permit types must be made by the Permit Requestor at least 5 working days prior to the activity

starting. The permit requestor is accountable for ensuring that the correct permit has been applied for and for

ensuring that the RAMS supplied are fully developed for the task to be undertaken.

The asbestos register must be checked by the Permit Requestor prior to the submission of RAMS, and if required a

management, refurbishment or demolition asbestos survey must be performed and actioned as necessary.

Relevant asbestos information must be included as part of the permit request application.

The permit requestor is responsible for ensuring that the relevant building users, Security and Operations Teams have

been suitably notified of the planned activity and the necessary approvals have been sought before a permit is applied

for.

6.1 Permission to Access Permits Any permission to access permit request submitted which is found to require a permit to work will be refused and will

require re-submitting by the permit requestor via the appropriate channel and with the appropriate timescale.

Permit Requestor Example Permit Issuer

Asset Management,

Sustainability &

Assurance

Service visit, Water

sampling,

Quotation/Scoping

visit

· Asset Management (Maintenance & Improvement)

Operations/Facilities Pest control visit · Campus Operations

Capital Projects Visual inspection,

noise survey

· Capital Projects

· Campus Operations

· Asset Management

King’s Venues/King’s

Food

Filming, catering repair · Campus Operations

· Asset Management (back-up)

Faculty/Departmental Equipment servicing,

exhibitions


· Asset Management



Permit Requestor Example Permit Issuer

Restricted/Controlled

Spaces

Any access within a lab

(may be used in

conjunction with PTW

depending on activity)

· PTWM Authorised Lab Manager

· Asset Management with written authority from

responsible Lab Manager.

6.2 Permits to Work RAMS must be prepared by contractors for all Permit to Work Requests and must be checked and accepted by the

Permit Requestor to ensure that they are suitable and sufficient for the task by the KCL employee instructing the

works prior to submission to the Permit Authoriser.

RAMS submitted by sub-contractors cannot be accepted.

Principal contractors must prepare RAMS which cover off sub-contractor activity and include sub-contractor RAMS as

an addendum in order to confirm their acceptance.

These must be issued to the relevant Asset Management Team at least 5 working days before the activity is due to

start. Group email address for the three teams have been produced to simplify the submission process:

- Denmark Hill (Including Champion Hill & Sports Grounds) - [email protected]

- Guy’s Campus (Including Great Dover Street Apartments, Wolfson House & St Thomas’) - [email protected]

- Strand Campus (Including Waterloo & Stamford Street apartments) - [email protected]

All risk assessments, method statements/plan of works must be submitted electronically and agreed prior to any

activity starting.

All permits to work must include pre-work asbestos register checks (made by the Permit Requestor, confirmed by

Permit Issuer), arrangements for suitable and sufficient supervision of work & post work review commensurate

with the activity covered by the permit.

7. Permit Process

7.1 Issuing

Once the permit details and RAMS, asbestos register and conditions have been agreed, the permit shall be authorised

and issued. Contractors will be issued with a system notification to confirm permit approval by the relevant Permit

Requestor 24hrs prior to the works.

RAMS must be uploaded to each permit to work issued.

Contractors must adhere to the conditions within the permit and must not deviate from the method statement, any

deviation must be recorded and agreed prior to the deviation occurring.

7.2 Permit Acceptance

Before a contractor may commence any activity, the permit must be accepted by the contractor in charge of the

work. This is completed using the "Contractors Zone" tab. For out of hours’ works, this can be completed by the

relevant Security Teams.

This is a legal declaration stating that the contractor responsible for the permit accepts the conditions within the

permit itself and any associated documentation/arrangements. The contractor is then able to commence with the

work covered by the permit using the named persons on the permit. A permit is not valid until the contractor

acceptance has been completed.



7.3 Permit Handback - Contractor

Once the work/activity is complete or when the permit expires (whichever is first), the permit must be handed back

(either electronically (preferred) or manually). Handing back provides an opportunity for the work/activity to be

reviewed by the contractor as well as confirmation that the work/activity has been completed and confirmation that

site has been handed back in a safe condition. Any issues with the work area that need to be addressed should be

recorded by this process.

Failure of a contractor to return permits to the applicable issuing Permit Office will be reviewed and may result in

corrective action being taken including suspension from works for individuals or companies with multiple non-returns.

7.4 Permit Handback – KCL (Final Sign Off)

Upon completion of the permit acceptance and handback, the permit must be formally closed off electronically by the

permit issuer.

For all permits to work (except General Permit to Work) this must include a visual check of the work area.

7.5 Re-issue A permit must be reviewed and re-issued by a Permit Issuer or Permit Approver in the following situations:

· Any change to or re-issue of the RAMS

· Change to the work start and finish time.

· Change to the work group

· Prior to the extension of any permit due to expire in line with the maximum validity periods e.g. line

breaking/isolation.

If a permit is re-issued, the original permit must be handed back and signed off as per sections 7.3 and 7.4 above.

8. Emergency Callouts

Dispensation for the timescales detailed above can be gained in the event of an unplanned emergency such as

Laboratory or Catering freezer repairs, Gas emergencies etc, lift breakdowns.

It is advised that contractors utilised for emergency attendances prepare a series of generic risk assessments and

method statements for the scope of their contract appointment for rapid submission in the event of a call-out. These

would then require on-site review by the nominated contractor engineer at the time of the attendance.

A stock of engineers should be maintained with valid inductions on the PTWM system to ensure site familiarity in the

event of an emergency call-out. Suitable and sufficient arrangements must be put in place to ensure the monitoring and

supervision of all contractors attending on an emergency basis.

Where emergency call-outs occur during the College’s normal working hours, the PTWM system must be used.

9. Record Keeping

9.1 Permits Once the contractors’ task has been completed and the permit is formerly closed, it will be archived and stored

electronically for a period of 5 years.

Permits raised for activities which involve working with asbestos shall be kept indefinitely.

During this time, permits can be recalled for the purposes of auditing, the system will not allow authorised or closed

permits to be altered or amended.



9.2 Risk Assessments and Method Statements (RAMS) All risk assessments and method statements electronically attached to a permit will be available for viewing and

auditing until such time the permit archive period expires. All RAMS must be checked to ensure that they are suitable

and sufficient for the task by those instructing the works prior to submission to the Permit Authoriser.

RAMS submitted by sub-contractors cannot be accepted. Principal contractors must prepare RAMS which cover off

sub-contractor activity and include sub-contractor RAMS as an addendum in order to confirm their acceptance.

Whilst the permit remains on the system so will all associated control and management documents.

Risk Assessments & Method statements for permit to work requests must be submitted by the Permit Requestor at

least 5 working days prior to works starting.

9.3 Organisation and Contractor Information Organisation and contractors details shall remain on the Permit to Work system for the duration of their employment

by KCL.

Organisations or contractors which have not been employed by KCL for a period of more than 18 months may be

archived on the system.

Archived organisations will be required to complete the initial registration process as outlined in section 4.1 if re-

appointed by KCL. This promotes good housekeeping and will ensure that KCL have the latest company and contractor

information when employing their services.

10. Competency for Permit Issuers and Authorisers

The matrix within Appendix B details the documented training and experience required in order to be considered as a

permit issuer or permit authoriser.



11. Key Performance Indicators (KPIs) & Inspections

11.1 Key Performance Indicators Permit to work system KPIs will be reported on a monthly basis by the Permit Co-ordinator.

PTWM KEY PERFORMANCE INDICATORS

FROM: DD/MM/YYYY TO: DD/MM/YYYY

Total Number of LIVE Companies listed

Live Companies with no Contractor Rules and

Regulations submission3

Live Companies with no public liability and/or

employers liability insurance held3

Live Companies with expired insurance

documentation3

Live Companies with insurance due to expire in

1 month3

Total Number of permits raised Total

PTA

PTW

Hot Works

Fire Alarm

LOTO

WAH

Number of expired permits at month close Denmark Hill

Guy’s & St Thomas’

Strand & Waterloo

Residences

Sports Grounds

Number of expired high risk permits at month

close

Hot Works

Fire Alarm

LOTO

WAH

3 This number excludes PFI (Bouygues) and NHS Partners as well as enforcing authorities such as Thames Water and

internal departments (such as KCL IT)



11.2 Issued Permit Inspection Criteria Each month a number of permits issued for the previous month will be reviewed against the below criteria by the

Operational Assurance and Planning & Compliance Teams. Permits raised by each permit authoriser will be audited at

least every three months.

PTWM DESKTOP PERMIT INSPECTION CRITERIA

Building

Person Completing Inspection

Permit Number

Permit Issuer/Authoriser

What type of permit does this inspection relate to:

Circle all that apply PTA PTW

Hot

works

Fire

Alarm LOTO WAH

Is the work location specified and correct? Please

check the RAMS Yes No

If applicable, has a room number been detailed? Yes No

Provide details of the room number/s where the

work is taking place

Is the Description of Work sufficient for the tasks

being undertaken? Yes No

Details:

Have the type of work questions been completed

correctly based on the activity being undertaken? Yes No

Is there a record that asbestos information has

been passed to the contractor? Yes No

Has a risk assessment and method statement been

uploaded to the permit? Yes No

Has the potential hazards section been

completed? Yes No

Have the ‘precautions to be taken’ been recorded Yes No N/a

Has the ‘who is at risk’ and severity and likelihood

matrix been completed? Yes No N/a

Has the permit been accepted electronically by the

contractor? Yes No

If ‘No’, is the paper copy readily available and

accepted by the contractor? Yes No N/a

Has the permit been handed back electronically by

the contractor? Yes No

If ‘No’, is the paper copy readily available and

handed back by the contractor? Yes No N/a

Has the permit been sign off on the system? Yes No

Post inspection checks

Check the Asbestos Register for the room

number/s where the work is taking place and

provide detail of findings.

Is the asbestos register information sufficient for

the works?

Yes No Details:

Further Actions Required

1.

Sign Off

Inspection Completed By (Name and Signature)

Date



11.3 Site Inspection Criteria Random site safety inspections on contractor activities will be conducted throughout the academic year. The permit

site inspection criteria look at the completion and application of the permit only.

PTWM ON-SITE PERMIT INSPECTION CRITERIA

Is the contractor in possession of a KCL permit? Yes No Permit Number:

If Yes, what type? Circle all that apply PTA PTW

Hot

works

Fire

Alarm LOTO WAH

Is the contractor company name correct? Yes No Contractor Name:

Is the building correct? Yes No Building:

Is the work location specified and correct? Yes No

If applicable, has a room number been detailed? Yes No

Give details of the room number/s where the work

is taking place

Is the Description of Work sufficient for the tasks

being undertaken? Yes No

Details:

Have the type of work questions been completed

correctly based on the activity being undertaken? Yes No

Is there a record that asbestos information has

been passed to the contractor? Yes No

Are all members of the work group (including sub-

contractors) listed? Yes No

Provide details of any person present not listed on

the permit.

Is the permit within its validity period? Yes No

Has a risk assessment and method statement been

uploaded to the permit? Yes No

Has the potential hazards section been

completed? Yes No

Have the ‘precautions to be taken’ been recorded Yes No N/a

Has the ‘who is at risk’ and severity and likelihood

matrix been completed? Yes No N/a

Name of permit authoriser?

Has the permit been accepted electronically by the

contractor?

Yes No

Hot Works

Review permit criteria against observed site

practices and provide detail on inconsistencies?

Fire Alarm Isolation


practices and provide detail below on

inconsistencies?

Isolation and Line Breaking



inconsistencies?

Working at Heights/Roof works



inconsistencies?

Further Actions Required (itemise)

1.

Sign Off

Inspection Completed By (Name and Signature)

Contractor Representative (Name and Signature)

Date and Time



12. Document Review

This procedure shall be reviewed at least on an annual basis or more frequently as required. This included, but is not

limited to:

· Audit results

· New information or associated processes

· System changes

· Changes to key personnel

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t N

o:

EF

-AS

U-0

2-P

R0

1

1

6

Ap

pe

nd

ix B

: C

om

pe

ten

cy M

atr

ix

MA

ND

AT

OR

Y R

EQ

UIR

EM

EN

TS

Periodicity

(months)

Permission to

Access Permit

(Permit issuer)

Permit to Work

(Permit authoriser)

Fire Alarm Isolation

Permit

(Permit authoriser)

Isolation and Line

Breaking Permit -

Electrical

(Permit authoriser)

Isolation and Line

Breaking Permit -

Mechanical

(Permit authoriser

Working at Heights

/Roof

Work/Restricted

Access Permit

(Permit authoriser)

Co

lle

ge

Ge

ne

ral

Ris

k A

sse

ssm

en

t T

rain

ing

or

eq

uiv

ale

nt

(IO

SH

Ma

na

gin

g S

afe

ly,

NE

BO

SH

) 3

6

ü

ü

ü

ü

ü

ü

Sa

fe S

yst

em

of

Wo

rk T

rain

ing

A

s

req

uir

ed

ü

ü

ü

ü

ü

ü

PT

WM

So

ftw

are

Tra

inin

g (

1-2

-1)

As

req

uir

ed

ü

ü

ü

ü

ü

ü

Asb

est

os

Re

gis

ter

Ind

uct

ion

3

6

ü

ü

ü

ü

ü

ü

Do

cum

en

ted

fa

mil

iari

ty w

ith

th

e p

rop

ert

y a

nd

syst

em

s w

ith

in

N/a

ü

ü

ü

ü

ü

ü

Fir

e P

an

el

Tra

inin

g p

rov

ide

d b

y t

erm

fir

e a

larm

con

tra

cto

r 2

4

ü

JOB

RO

LES

Su

bje

ct t

o t

he

ab

ov

e r

eq

uir

em

en

ts,

tho

se a

pp

oin

ted

in

th

e b

elo

w p

osi

tio

ns

can

be

co

nsi

de

red

to

be

a p

erm

it iss

ue

r o

r p

erm

it a

uth

ori

ser

He

ad

of

Ass

et

Ma

inte

na

nce

& H

ea

d o

f A

sse

t

Imp

rov

em

en

t N

/a

ü

Ass

et

Ma

inte

na

nce

Ma

na

ge

rs,

Co

mp

lia

nce

Su

pp

ort

Ma

na

ge

rs

N/a

ü

ü

ü

ü

ü

ü

Ass

et

Imp

rov

em

en

t M

an

ag

ers

& C

am

pu

s

Op

era

tio

ns

Pro

ject

Ma

na

ge

rs

N/a

ü

ü

Ass

et

Ma

inte

na

nce

Te

am

Le

ad

ers

an

d (

Se

nio

r)

Ma

inte

na

nce

Te

chn

icia

ns

– E

lect

rica

l E

ng

ine

ers

N

/a

ü

ü

ü

ü

*4

ü

Ass

et

Ma

inte

na

nce

Te

am

Le

ad

ers

an

d (

Se

nio

r)

Ma

inte

na

nce

Te

chn

icia

ns

– M

ech

an

ica

l E

ng

ine

ers

N

/a

ü

ü

ü

*

ü

ü

Oth

er

KC

L S

taff

N

/a

ü

4 T

o b

e c

on

sid

ere

d o

n a

ca

se b

y c

ase

ba

sis

ba

sed

on

qu

ali

fica

tio

ns,

tra

inin

g a

nd

exp

eri

en

ce f

or

the

in

div

idu

als

co

nce

rne

d.



Appendix C: Work Flow

Asset Management inc Asset

Maintenance & Asset Improvement

review permit submission

Individual Inductions for

all members at least 48

hours before start date

Permit to access (PTA) for

authorised 3rd parties. Eg Lab

Managers

Permit to Work (General, Isolation,

Hot Works, LOTO, WAH or Fire Alarn

· Academics

· King’s Venues

· King’s Food

· Professional Services

· Capital Projects (Exc

CDM)


(inc Campus Projects)

Responsible Person

for Work

“Project Manager”

(PM)

PM to review RAMS and when satisfactory

request PTW or PTA at least 5 working days prior

to work start date using on-line form.

Authorise Permit to Work

Authorise

Permission to

Access permit

WORKS WHICH

REQUIRE A PERMIT

UNDER THE SSOW

Project Manager (PM) to check that

the company is listed and

documentation is up to date on

PTWM – ask the Permit Co-

ordinator

PM to ask Permit Co-ordinator to

check that all of the declared

work group on the system and

pass updated inductions

Permission to

Access for general

areas

Permit accepted by

contractor and

works start

Permit handed back by

contractor / staff in

paper / system

PM to ensure

completion of F003

and F064 by

contractor and

return to Permit

Coordinator

Authorise Permission to

access permit

Not listed

or out of date

Documentation

unsatisfactory

PM to consult with building users, Campus

Operations and other key parties regarding work

dates and request contractor to develop RAMS

Permission to Access for

restricted areas

Contractor to revise RAMS

until accepted by PM

Nominated permit

issuers review

submission

Permit issuer to part raise

Permission to access permit

Submit for secondary

approval by authorised third

party

Submission

refused

Handed back permit

reviewed by staff plus

Authorised person on

system

RAMS

re-submitted

Submission

refused

RAMS refused

Submission

refused

Documentation

satisfactory

Inductions completed

by contractor

Inductions required

PM to pass updated

inductions to Permit Co-

ordinator

Permit co-ordinator

reviews and adds

documents to

PTWM

PE

RM

IT T

O W

OR

K P

RO

CE

DU

RE

Do

cum

en

t N

o:

EF

-AS

U-0

2-P

R0

1

1

8

Ap

pe

nd

ix D

: P

erm

it G

uid

an

ce N

ote

Co

mp

an

y

•C

om

pa

ny

to

wh

ich

th

e p

erm

it h

as

be

en

iss

ue

d w

ill

be

en

tere

d h

ere

Loca

tio

n

•C

am

pu

s a

nd

th

e b

uil

din

g w

he

re t

he

pe

rmit

is

va

lid

.

•P

erm

its

are

on

ly v

ali

d f

or

on

e p

rop

ert

y.

Loca

tio

n

•A

ll f

loo

rs o

f th

e b

uil

din

g w

he

re t

he

co

ntr

act

or

ne

ed

s a

cce

ss m

ust

be

lis

ted

he

re.

De

tails

•A

re

fere

nce

nu

mb

er

for

the

wo

rks,

th

is s

ho

uld

be

th

e r

isk

ass

ess

me

nt

an

d m

eth

od

sta

tem

en

t u

niq

ue

n

um

be

r, o

r th

e P

lan

on

wo

rks

nu

mb

er.

•A

bri

ef

de

scri

pti

on

of

the

wo

rk,

incl

ud

ing

ro

om

s to

be

acc

ess

ed

wh

ere

po

ssib

le,

sho

uld

be

en

tere

d.

•If

th

e p

erm

it i

s v

ali

d o

ve

r m

ult

iple

da

ys,

th

e a

gre

ed

sh

ift

sta

rt a

nd

fin

ish

tim

es

mu

st b

e s

pe

cifi

ed

.

Wo

rk G

rou

p

•T

he

na

me

s o

f a

ll p

ers

on

s w

ith

pe

rmis

sio

n f

or

wo

rk m

ust

be

de

taile

d.

An

y p

ers

on

s n

ot

list

ed

mu

st b

e

cov

ere

d b

y a

se

pa

rate

va

lid

pe

rmit

, o

r, a

cce

ss w

ill

be

re

fuse

d.

Va

lidit

y

•T

he

da

te a

nd

tim

e r

an

ge

wh

ere

th

e p

erm

it i

s v

ali

d m

ust

be

en

tere

d.

If t

his

is

exc

ee

de

d a

ne

w p

erm

it

for

the

wo

rk m

ust

be

iss

ue

d t

o t

he

wo

rk g

rou

p.

Do

cum

en

tati

on

•R

isk

Ass

ess

me

nts

an

d M

eth

od

Sta

tem

en

ts m

ust

be

up

loa

de

d t

o t

he

pe

rmit

.

Au

tho

risa

tio

n

•D

eta

ils

the

na

me

of

the

KC

L p

ers

on

wh

o i

s in

co

ntr

ol

of

the

wo

rks.

•P

rov

ide

s a

co

nta

ct n

um

be

r fo

r a

ll q

ue

rie

s o

r co

nce

rns.

Acc

ep

tan

ce

•A

pe

rmit

is

on

ly v

ali

d i

f th

is s

ect

ion

ha

s b

ee

n c

om

ple

ted

-th

is c

an

be

eit

he

r h

an

d s

ign

ed

or

ele

ctro

nic

all

y s

ign

ed

.

•A

cce

ss w

ill

be

re

fuse

d b

y S

ecu

rity

if

this

is

no

t co

mp

lete

d.

PE

RM

IT T

O W

OR

K P

RO

CE

DU

RE

Do

cum

en

t N

o:

EF

-AS

U-0

2-P

R0

1

1

9

Ha

nd

-ba

ck -

Co

ntr

act

or

•T

o b

e c

om

ple

ted

at

the

en

d o

f th

e j

ob

or

up

on

exp

iry

of

the

pe

rmit

(w

hic

he

ver

is f

irst

).

•T

he

qu

est

ion

s a

bo

ut

com

ple

tio

n o

f th

e w

ork

, fi

re w

atc

h,

cle

an

an

d t

idy

an

d

iso

lati

on

s m

ust

be

an

swe

red

.

•C

om

ple

ted

by

ha

nd

or

ele

ctro

nic

all

y.

Ha

nd

-ba

ck -

KC

L

•C

om

ple

ted

by

Pe

rmit

Iss

ue

r u

po

n r

ece

ipt

of

ha

nd

ed

ba

ck p

erm

it.

•M

ust

be

co

mp

lete

d e

lect

ron

ica

lly

•W

ork

are

a t

o b

e c

he

cke

d f

or

all

pe

rmit

s to

wo

rk (

exc

ep

t G

en

era

l P

erm

it t

o

Wo

rk)

king’s college london directorate of estates & facilities ... · permit to work procedure...

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