PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 1
KING’S COLLEGE LONDON
Directorate of Estates & Facilities
PERMIT TO WORK PROCEDURE
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
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 2
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
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 3
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,
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 4
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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 5
· 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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 6
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
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 7
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
· Campus Operations
· Asset Management
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 8
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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 9
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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 10
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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 11
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)
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 12
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
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 13
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
Review permit criteria against observed site
practices and provide detail below on
inconsistencies?
Isolation and Line Breaking
Review permit criteria against observed site
practices and provide detail below on
inconsistencies?
Working at Heights/Roof works
Review permit criteria against observed site
practices and provide detail below on
inconsistencies?
Further Actions Required (itemise)
1.
Sign Off
Inspection Completed By (Name and Signature)
Contractor Representative (Name and Signature)
Date and Time
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 14
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
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
5
Ap
pe
nd
ix A
: D
efi
nit
ion
of
Co
nst
ruct
ion
Wo
rk
Pre
pa
rati
on
fo
r a
str
uct
ure
:
Sit
e c
lea
ran
ce
Exp
lora
tio
n
Inv
est
iga
tio
ns
Exc
av
ati
on
in
clu
din
g
ea
rth
wo
rk,
tre
nch
, w
ell
, sh
aft
, tu
nn
el
or
un
de
rgro
un
d w
ork
ing
Cle
ara
nce
or
pre
pa
rati
on
of
the
sit
e o
r st
ruct
ure
fo
r u
se
or
occ
up
ati
on
at
its
co
ncl
usi
on
Wo
rk a
ctiv
itie
s o
n a
str
uct
ure
Co
nst
ruct
ion
Alt
era
tio
n
Co
nv
ers
ion
Fit
tin
g o
ut
Co
mm
issi
on
ing
Re
no
va
tio
n
Re
pa
ir
Up
ke
ep
Re
de
cora
tio
n
Ma
inte
na
nce
Cle
an
ing
wit
h w
ate
r o
r a
bra
siv
e a
t h
igh
pre
ssu
re
or
usi
ng
co
rro
siv
e o
r to
xic
sub
sta
nce
s
Pre
fab
rica
ted
ele
me
nts
of
a
stru
ctu
re
Ass
em
bly
Dis
ass
em
bly
Re
mo
va
l of
an
y w
ast
e o
r p
rod
uct
re
sult
ing
fro
m
stru
ctu
re d
uri
ng
th
e a
bo
ve
Re
mo
va
l o
f a
str
uct
ure
De
com
mis
sio
nin
g
De
mo
liti
on
Dis
ma
ntl
ing
An
y w
ast
e o
r p
rod
uct
re
sult
ing
fro
m s
tru
ctu
re
du
rin
g t
he
ab
ov
e
Inst
all
ati
on
, co
mm
issi
on
ing
, m
ain
ten
an
ce,
rep
air
an
d
rem
ov
al
of:
Me
cha
nic
al
Ele
ctri
cal
Ga
s
Co
mp
ress
ed
air
Hy
dra
uli
c
Te
leco
mm
un
ica
tio
ns
Co
mp
ute
r o
r si
mil
ar
serv
ice
s w
hic
h a
re
no
rma
lly
fix
ed
wit
hin
or
to
a s
tru
ctu
re.
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
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.
PERMIT TO WORK PROCEDURE
Document No: EF-ASU-02-PR01 17
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)
· Campus Operations
(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)