Permit To Work System

Contents
1.
2.
3.
4.
5.
6.
7.

Introduction
When are Permits to Work Systems Required?
Definitions
Responsibilities
Essentials of Permit to Work System
Work Planning and Risk Assessment for Permit to work system
Further information and advice

Appendix 1- Permit to Work Form

Appendix 2- Register of Permits to Work Systems
Appendix 3- Permit to Work Monitoring Checklist
Appendix 4- Flowchart for work planning and Risk Assessment Procedure
Appendix 5- Flowchart for Permit to Work Safe Systems of Work

1.0

Introduction

1.1

Permit to Work system is a formal safety control document designed to prevent injury
to employees, contractors and third parties as well as to property, particularly when
work with foreseeable high hazard content is undertaken. The Permit sets out the
work to be done, precautions to be taken and the responsibilities of individuals.
This guidance is intended to assist Line Managers, Headteachers, and people in
charge of divisional units to ensure that a safe system of work is in place for
maintenance work, small or short term projects where previously hazardous
conditions have been identified. A permit to work system will be required to ensure no
worker is subjected to any significant risk, and also in fulfilling legal obligations under
the Health and Safety At Work Act 1974, and The Management of Health and Safety
Regulations 1999.

1.2

A permit to work system forms an essential part of a safe system of work. It also
forms an integral part of a risk assessment process, where specific hazards are
identified, and suitable control measures are implemented prior to commencement of
the work task. However, it is important to ensure that people carrying out work task
where a permit to work system is required have the necessary competence to
undertake the job safely.

2.0

When Are Permit to work Systems Required?

2.1

A permit to work system is required or should be considered whenever works

intended to be carried out may adversely affect the safety of people, plant or the
environment. Permit to work systems are not required for routine maintenance
activities in a non-hazardous environment. Permit to work systems should be
considered where:

2.2

Non -production work (e.g. maintenance, repairs, inspections, testing, etc);

Works where two or more individuals need to co-ordinate activities to

complete the job safely;

Jobs where there is a transfer of work and responsibilities from one contractor
to the other;

Non -routine operations or activities.

As a general guide a permit to work system may be required for work activities that
involve:
Confined space working;

Hot works such as welding, flame cutting and grinding;

Working at height;

Certain excavation works;

Working on fragile roofs;

Maintenance work on lifts, conveyors, hoists etc;

Work on high voltage electrical equipment or other work on electrical

equipment which may give rise to potential dangers;

Any activity which require additional precautions or personal protective

equipment (PPE) to be in place;

Work involving the use of hazardous/dangerous substances.

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3.0

Definitions

3.1

Safe System of Work: It is a controlled and considered way of carrying out a work
task, which eliminates the risk to health and safety so far as it is reasonably
practicable. It sets out the work to be done and precautions to be taken. Hence, in its
simplest form;
Safe System of Work = Risk Assessment + Method Statement

3.2

Permit to Work System: This is a formal written system document used to closely
control certain types of activities, tasks, processes or work that have specific hazards
or are potentially hazardous. A permit to work system will include details of the work
to be done, what is involved including all the required precautions and emergency
procedures, people involved, limits on the work task or equipment to effectively carry
out the job safely. Examples include hot works, excavations, and entry into a confined
space.

3.3

Method Statement: This is a document detailing how a particular task will be carried
out. It should detail all the possible dangers/risk associated with the job, and the
methods of controls to be established to show how the job would be managed safely.

3.4

Line Manager: This means all staff who have authority and responsibility for directing
and supervising people working for them, be they permanent, temporary or
contractually employed. Within schools, the Headteacher is responsible for ensuring
that the policies are implemented, and that appropriate responsibilities are delegated
down to competent individuals.

3.5

Competent Person: Anyone but not necessarily the Line Manager would be deemed
competent by virtue of training, qualification, knowledge, experience and qualities
appropriate to their duties. Therefore, a competent person must have a practical
knowledge of the work activity/task to be undertaken, and also be familiar with the
requirements of any relevant regulations.

3.6

Person in Charge (Supervisor): This is a competent person who has accepted a

permit to work system from the authorised person, and is named on the permit to
work, and also has direct responsibilities for the specific work to be undertaken.

3.7

Authorised Person: This is the person responsible for authorising and issuing permit
to the people to do the work.

4.0

Responsibilities

4.1

The assessment of risks and the control of works requiring a permit to work system is
the responsibility of Headteacher/Line Manager. In many cases the Headteacher/Line
Manager may require the assistance of competent persons, which may include staff
working with the process, or a nominated person in charge, to supply details to
complete the activity safely. The use of such assistance does not absolve the
Headteacher/Line Manager from their responsibilities for health and safety at work. It
will however, enable the Line Manager to demonstrate that their duties have been
discharged adequately.

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4.1.1

The Management of health and Safety at Work Regulation 1999 specifies duties
under the Health and Safety at Work Act 1974, which relate to the control of work
activity and risk assessment establishes a clear hierarchy of measures for Managers.
Line Managers, Headteachers and people in charge of divisional units are therefore
responsible for ensuring that all work tasks under their control are carried out safely.
Where required, a permit to work system must be introduced, developed, followed
and continually monitored for its effectiveness. Managers responsibilities include:

Ensuring appropriate permit to work systems are

implemented where required;

introduced and

Ensuring a permit to work is completed correctly and passed to the relevant

authorised person;

Ensuring a competent person is appointed to be the person in charge of the

work task;

Making sure appropriate procedures are established and maintained for all
work tasks completed under the permit to work system;

co-ordinating with the authorised person to monitored the progress of the

activity for effective and correct use of the permit to work;

Ensuring the permit to work system is audited and reviewed;

Ensuring copies of the permits, or records of their issue are kept for a period
of 4years to enable auditing or incident investigation;

Making sure contractors working within the permit system have sufficient
knowledge and competence to carry out their duties;

Ensuring appropriate Personal Protective Equipment (PPE) are used and

stored correctly;

Making sure there is adequate heating and lighting etc.

Ensuring upon completion of works, the supervisor return the completed

permit, and signed off by the authorised person.

5.0

Essentials of Permit to Work Systems

5.1

Permit Display:
Copies of the permit to work should be clearly displayed at the work site or in a
location close to where the work activity is being undertaken. Line Managers are also
required to ensure that a copy of the permit to work is kept and made available where
the work site is located else where on the premises. Appendix 1 shows a permit to
work form.

5.2

Permit Suspension:
Some work activities where a permit to work system is required may be suspended if
there is a general alarm for operational reasons, and where the wrong permit to work
have been issued for a different type of work, a change in scope of work or waiting for

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spares (Example is using a hot work permit to undertake a work activity in a confined
space).
5.3

Permit Interaction:
Line Managers are also required to ensure that one activity under a permit to work
does not create possible danger for others even if the other work activity does not
require a permit to work system. Permit authorisers should be aware of potential
interaction, and ensure that completed permit takes into account other currently
planned activity.

5.4

Permit Authorisation:
A permit to work system is fully effective only if the permits are co-ordinated and
controlled, and with a signature confirming that isolations (electrical, mechanical,
substances etc.) have been made and precautions (protective equipment & clothing)
taken by an issuing authority to undertake an activity safely.

5.5

Permit Number:
This is a unique number that may be required to be cross-referenced to any other
permit or isolation certificate.

5.6

Activity/Task Location:
Exact location where the work activity is to be carried out.

5.7

Plant Identification:
Outlines a description of the type, identification number, etc. of plant to be used for
works.

5.8

Work Activity/Task:
This should outline details of the work activity to be carried out with the step by step
procedure and precautions

5.9

Hazard Identification:
Includes residual hazards as well as hazards introduced by the work activity.

5.10

Control Measures:
This details what control measures need to be implemented and followed by person
in charge to ensure a safe system of work is achieved. E.g. for electrical isolation
works person who carries out isolation should sign to acknowledge that all required
precautions have been taken.

5.11

Protective Equipment:
All required protective equipment necessary for undertaking work activity safely.

5.12

Authorisation
Signature confirming that isolations have been made and precautions taken, excepts
where these can only be taken during the work activity. It should specify the date,
time and duration of the permit to work system.

5.13

Acceptance:
Signature of person in charge acknowledging understanding of the work task to be
carried out, limitations on whom may do the work, hazards involved precautions to be
taken and explanation of works by the authorised person.

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5.14

Permit Hand back:

The hand-back procedure should confirm whether works for which the permit was
issued have been completed, stopped or suspended and needs confirmation from the
permit authoriser.
All plant or equipment used in undertaking the task must be returned safe, and any
isolation removed and verified by the person in charge.

6.0

Work Planning and Risk Assessment for Permit to Work

Systems

6.1

Line Managers planning for maintenance work involving a permit to work system
need to identify any significant hazard, competency and training where required to
carry out work activity, and also to ensure that risk assessments are completed and
control measures implemented. Appendix 2 & 3- A flowchart of work planning and risk
assessment procedure.

Monitoring
6.2

Permit to work methods should be monitored by supervisors to ensure compliance

with step by step work activity instructions and control measures. Monitoring records
should be kept on site, and reviewed during permit to work audits. Line Managers
should be alerted immediately if any non-conformance is identified during monitoring
or auditing of the permit system. A checklist for day to day monitoring of permit to
work is outlined in Appendix 4.

Reviews
6.3

Permit to work systems should be reviewed at least annually by Line

managers/headteachers to assess their effectiveness. The review should account for
both good and poor indicators together with any specific incidents that could relate to
any insufficient control of the work activity. Review should also take into account any
previous audit reports and recent safety alerts. Review of the permit to work system is
required when:

Shortly after implementing a permit to work system in order to assess

the effectiveness of control measures. The review would also look at
medium and long-term measures that may have resource implications,
which may have been raised upwards through the chain of command
(Time scales may vary).

An accident or incident occurs, and any subsequent investigation

identifies specific changes in relation to permit to work for the work
task.

There has been a significant change in the work task procedure,

equipment or competency,

There is reason to suspect that, there is inadequate control of the work

task.

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Retention of Permit Records

6.4

Permits to work certificates and risk assessments for work activities are subject to
audits, and should be retained by authorised person for a period of 4 years to enable
effective monitoring and audit process.

Permit to work certificate and risk assessment should be retained at the site
for at least 30 days after completion of works.

Permit to work and risk assessments should be retained by Line Managers for
a period of 4 years after they are issued, cancelled or superseded by the
permit authoriser.

Training Records should also be retained for a period of 4 years

Training and Competence:

6.5

Effective training and competence of workers involved in a permit to work

system are essential in achieving a safe system of work. This provides the
backbone for effective implementation of the permit to work system. The Line
Manager is responsible for ensuring that personnel to be actively involved in
the permit to work system have received training and understand the working
environment, associated hazards and the control measures required to
manage the risks presented by hazards from the work to be done.
Competence should also be determined by assessing the personnel involved
against the work activities being carried out for the purposes of health and
safety.

7.0

Further advice and assistance

7.1

If at any time during an investigation further advice, assistance or information is

needed, contact the Childrens Services Health and Safety Team at Tooley Street, 4th
Floor on extensions 55034, 55035, 55259 & 53808 who will be able to help.

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Appendix 1 Permit to Work Form

1. Project
3. Job

Work being done:

2. Permit

Reference Number:

Location:

4. Plant

Identification:

5. Description of work activity to be carried out and its limitations:

_____________________________________________________________________________________________________
_____________________________________________________________________________________________________

6. Cross-Referenced Documentation: (The following Risk assessments, Permits, Safe Systems of Work, Method
Statements, and Maintenance procedures are applicable to this task).
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________

7. Hazard identification and Control Measures: (The following residual hazards, and associated work hazards
exist with this work activity and the listed control measures are to be implemented including personal protective equipmentPPE).
Hazard
Control Measures
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________

8. Precautions necessary and actions in the event of an emergency:

_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________

9. Protective

equipment (including PPE):

10. Authorisation: (I have reviewed all aspects of the work activity and i certify that isolations and precautions have been
taken as detailed in the method statement/ safe system of work, except where these precautions can only be taken during the
work).
Name:______________________________________
Date:____/____/_____

Time:____:_____

Signature:_______________________________________
Permit duration: From:___:____ hrs
To:

hrs

Date:_____/____/_____
Date:

11. Acceptance by Person in Charge: (I Certify that i have read and fully understand the documentation associated
with this work activity, the hazards involved and precautions required, and that procedures to carry out works have been
explained. I am also satisfied that the workforce to undertake the work activity are properly equipped and understand the safety
and emergency procedures to be followed and are competent).
Name:_________________________________________
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Signature:_______________________________
GN027

Date:

Time:

12. Hand Back by Person in Charge:

(I certify that the work activity detailed above has been :- *delete as required)
*a. Completed
*b. Stopped/suspended. The work activity was stopped/suspended at ___:___hrs on the ____/____/____(date)
Details of the reasons for stoppage/suspension and arrangements to isolate and prevent all unauthorised access to
the work activity are:
a. The work activity detailed above has been stopped/suspended for the reason listed below:
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
b. The following arrangements have been put in place to prevent unauthorised access to the work site
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
Name (person in charge):_______________________________

Signature:_____________________________

Date: _____/_____/______

Time: ____:____ hrs

Name (permit authoriser):_______________________________

Signature:_____________________________

Date:

Time:

hrs

13. Cancellation:
(I certify that this permit to work is cancelled and that the work activity detailed above has been:- * delete as required)
*a. Completed at ____:_____ hrs on the ____/_____/______(date)
*b. Stopped/suspended. I confirm that the work activity was stopped/suspended for the reason detailed above, and i agree with
the arrangements that have been put in place to prevent unauthorised access. This permit to work is now cancelled and all
further work will be authorised on Permit to Work Serial No________________
Name (permit authoriser):_______________________________

Signature:_____________________________

Date:

Time:

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hrs

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Appendix 2 Register of Permits to Work Systems

Date:

Name of person in charge:

Time:

hrs

Project Work being done:

Work Location:

Permit Serial No.

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Start date of
Permit to Work

Permit Type

Date Permit to
work closed

Line Managers
Signature

GN027

Appendix 3 Permit to Work Monitoring Checklist

Date:

Permit Type:

Time:

Active:

Permit No:

Complete:

Person in charge (Name):

Appended certificates:
*If any unsafe conditions are found, the work activity must be stopped and the Line
Manager notified immediately.
Yes No
N/A
Is the scope of work activity clearly specified?
Are completed risk assessments for the work activity available for
review?
Are hazards associated with the work activity listed on the permit to
work?
Are all the required precautions listed on the permit to work system?
Is the time limit for the permit to work clear, and are any extensions
properly authorised?
Are certificates completed and appended to the permit to work?
Are copies of certificates, permits and attachments legible?
Are signatures and initials traceable and legible?
Are copies of permits and certificates posted at correct locations?
Are all attachments, drawings etc. held at correct locations?
Have permit to work users been briefed and acknowledged
understanding of all the necessary requirements to the permit?
Is the work group aware of what to do in the event of an emergency?
Are isolations appropriate for the task, correctly specified on the permit
and implemented?
Is the work activity being carried out in conformance with the permit to
work system?
Are control measures and protective equipment including PPE
appropriate for the work activity?
Are tools and work equipment suitable for the work activity?
Is general housekeeping maintained in good standard?
Comments:

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Appendix 4 - Flowchart for work planning and Risk

Assessment Procedure

Activity/Task Request

Activity/Task Parameters
(Identify what the work activity
will involve, competencies
required and assess the risk)

Categorise Specific Activity/Task

(Review task and identify what task
specific risk assessment is required)

Previously Assessed
Work activity/task

Existing assessment
Review

Work Activity/task
outside scope of
permit system
Newly Identified Activity/Task
(Activity/task not previously
assessed or performed)

Activity/Task Risk Assessment

(Identify all the hazards, control measures,
implementation, monitoring &review)

Agreement to proceed with Work Activity/Task?

Stop
Work

No

Stop
Work

Yes
Changes to Scope of
work Activity/Task

Implement Control Measures

Permit Issued and Accepted?

Yes
Carry out Work Activity

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Appendix 5 Flowchart for Permit to Work Safe Systems of Work

No
Has Activity/Task Risk Assessment been completed?
Yes

Undertake a Risk
Assessment for
Work Activity

Have hazards relating to work activity

been identified, and control measures
implemented?
Yes

Do significant risks still exist after

control measures have been
implemented?

No

Yes
No

Has a Method Statement been prepared

for work activity/task?
Yes

Prepare a written safe

system of work or
method statement for
work activity

Do significant risks still exist after

introducing a safe system of
work/method statement or the safe
system of work require further
control measures?

No

Yes
Permit to work System is Required

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Permit to Work System

Not Required

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