PERMIT TO WORK PROCEDURE

Transcription

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 Scope Definitions Requirements Listing a Company KCL Contractor Inductions Contractor Asbestos Awareness Training Assessing the Task/s Permission to Access Permits Permits to Work Permit Requests Permission to Access Permits Permits to Work Permit Process Issuing Permit Acceptance Permit Handback - Contractor Permit Handback KCL (Final Sign Off) Re-issue Emergency Callouts... 9 Document No: EF-ASU-02-PR01 1

2 9. Record Keeping Permits Risk Assessments and Method Statements (RAMS) Organisation and Contractor Information Competency for Permit Issuers and Authorisers Key Performance Indicators (KPIs) & Inspections Key Performance Indicators Issued Permit Inspection Criteria Site Inspection Criteria... Error! Bookmark not defined. 12. Document Review Appendix A: Definition of Construction Work Appendix B: Competency Matrix Appendix C: Work Flow Appendix D: Permit Guidance Note Version Date Details Name V3 Nov 2016 Clarification on roles David Lissah Document No: EF-ASU-02-PR01 2

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 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, Document No: EF-ASU-02-PR01 3

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 assurance-estates@kcl.ac.uk This information will be reviewed and uploaded to the PTWM system within 48 hours if satisfactory 1. The company s Insurance documents must also be supplied, they will include: Employers Liability 5million Public Liability 5million 2 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 assurance-estates@kcl.ac.uk. 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 ( 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. Document No: EF-ASU-02-PR01 4

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 Permission to Access Permits General Work Permit Hot Works Permit Fire Alarm Isolation Permit LOTO/Isolation and Line Breaking Permit Working at Heights Permit Max Duration 5 working days 5 working days 1 working day 1 working day Comments Final Authorisation Notice Non-intrusive Works, Quotations or Visual Inspections, PAT testing, works involving no tools, plant, equipment or chemicals 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 Hot works may require additional control measures including fire alarm detector isolations. See below Special arrangements must be made with KCL Asset Management, H&SS and College Insurers if isolation is beyond 1 shift 31 days Must be formally reviewed and re-issued every 31 days if the isolation persists beyond this validity period 5 working days Daily pre-use checks to be recorded separated by the person in control of the works or their nominated deputy. Nominated Permit Issuers Nominated Permit Authorisers Asset Management Nominated Permit Authorisers Asset Management Nominated Permit Authorisers Asset Management Nominated Permit Authorisers Asset Management Nominated Permit Authorisers 5 working days 5 working days 5 working days 5 working days 5 working days 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. Document No: EF-ASU-02-PR01 5

6 A permit request will be refused if no asbestos information has been provided by the Permit Requestor to the contractor. 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 YES PERMISION TO ACCESS PERMIT PERMIT TO WORK 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. Document No: EF-ASU-02-PR01 6

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, Service visit, Water Asset Management (Maintenance & Improvement) Sustainability & Assurance sampling, Quotation/Scoping visit Operations/Facilities Pest control visit Campus Operations Capital Projects King s Venues/King s Food Faculty/Departmental Visual inspection, noise survey Filming, catering repair Equipment servicing, exhibitions Capital Projects Campus Operations Asset Management Campus Operations Asset Management (back-up) Campus Operations Asset Management Document No: EF-ASU-02-PR01 7

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 address for the three teams have been produced to simplify the submission process: - Denmark Hill (Including Champion Hill & Sports Grounds) - denmarkhillplanner@kcl.ac.uk - Guy s Campus (Including Great Dover Street Apartments, Wolfson House & St Thomas ) - guysplanner@kcl.ac.uk - Strand Campus (Including Waterloo & Stamford Street apartments) - strandplanner@kcl.ac.uk 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. Document No: EF-ASU-02-PR01 8

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. Document No: EF-ASU-02-PR01 9

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 reappointed 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. Document No: EF-ASU-02-PR01 10

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 submission 3 Live Companies with no public liability and/or employers liability insurance held 3 Live Companies with expired insurance documentation 3 Live Companies with insurance due to expire in 1 month 3 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) Document No: EF-ASU-02-PR01 11

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 Is the work location specified and correct? Please check the RAMS If applicable, has a room number been detailed? Provide details of the room number/s where the work is taking place Is the Description of Work sufficient for the tasks being undertaken? Have the type of work questions been completed correctly based on the activity being undertaken? Is there a record that asbestos information has been passed to the contractor? Has a risk assessment and method statement been uploaded to the permit? Has the potential hazards section been completed? Have the precautions to be taken been recorded N/a Has the who is at risk and severity and likelihood matrix been completed? N/a Has the permit been accepted electronically by the contractor? If No, is the paper copy readily available and accepted by the contractor? N/a Has the permit been handed back electronically by the contractor? If No, is the paper copy readily available and handed back by the contractor? N/a Has the permit been sign off on the system? 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? Further Actions Required Hot works Details: Details: Fire Alarm LOTO WAH 1. Sign Off Inspection Completed By (Name and Signature) Date Document No: EF-ASU-02-PR01 12

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? Permit Number: If Yes, what type? Circle all that apply Hot Fire PTA PTW works Alarm Is the contractor company name correct? Contractor Name: Is the building correct? Building: Is the work location specified and correct? If applicable, has a room number been detailed? Give details of the room number/s where the work is taking place Is the Description of Work sufficient for the tasks Details: being undertaken? Have the type of work questions been completed correctly based on the activity being undertaken? Is there a record that asbestos information has been passed to the contractor? Are all members of the work group (including subcontractors) listed? Provide details of any person present not listed on the permit. Is the permit within its validity period? Has a risk assessment and method statement been uploaded to the permit? Has the potential hazards section been completed? Have the precautions to be taken been recorded N/a Has the who is at risk and severity and likelihood matrix been completed? N/a Name of permit authoriser? Has the permit been accepted electronically by the contractor? 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. LOTO WAH Sign Off Inspection Completed By (Name and Signature) Contractor Representative (Name and Signature) Date and Time Document No: EF-ASU-02-PR01 13

14 12. Document Review PERMIT TO WORK PROCEDURE 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 Document No: EF-ASU-02-PR01 14

15 Appendix A: Definition of Construction Work Preparation for a structure: Work activities on a structure Prefabricated elements of a structure Removal of a structure Site clearance Exploration Construction Alteration Decommissioning Assembly Conversion Fitting out Commissioning Investigations Demolition Renovation Excavation including earthwork, trench, well, shaft, tunnel or underground working Repair Upkeep Redecoration Maintenance Disassembly Dismantling Clearance or preparation of the site or structure for use or occupation at its conclusion Cleaning with water or abrasive at high pressure or using corrosive or toxic substances Removal of any waste or product resulting from structure during the above Any waste or product resulting from structure during the above Document No: EF-ASU-02-PR01 15 Installation, commissioning, maintenance, repair and removal of: Mechanical Electrical Gas Compressed air Hydraulic Telecommunications Computer or similar services which are normally fixed within or to a structure.

16 Appendix B: Competency Matrix Working at Heights /Roof Work/Restricted Access Permit Isolation and Line Breaking Permit - Mechanical (Permit authoriser Isolation and Line Breaking Permit - Electrical (Permit authoriser) Fire Alarm Isolation Permit (Permit authoriser) Permit to Work (Permit authoriser) Permission to Access Permit (Permit issuer) Periodicity (months) MANDATORY REQUIREMENTS 36 ü ü ü ü ü ü College General Risk Assessment Training or equivalent (IOSH Managing Safely, NEBOSH) ü ü ü ü ü ü As required Safe System of Work Training ü ü ü ü ü ü As required PTWM Software Training (1-2-1) Asbestos Register Induction 36 ü ü ü ü ü ü Documented familiarity with the property and systems within N/a ü ü ü ü ü ü Fire Panel Training provided by term fire alarm contractor 24 ü JOB ROLES Subject to the above requirements, those appointed in the below positions can be considered to be a permit issuer or permit authoriser Head of Asset Maintenance & Head of Asset Improvement N/a ü Asset Maintenance Managers, Compliance Support Managers N/a ü ü ü ü ü ü Asset Improvement Managers & Campus Operations Project Managers N/a ü ü Asset Maintenance Team Leaders and (Senior) Maintenance Technicians Electrical Engineers N/a ü ü ü ü * 4 ü Asset Maintenance Team Leaders and (Senior) Maintenance Technicians Mechanical Engineers N/a ü ü ü * ü ü Other KCL Staff N/a ü 4 To be considered on a case by case basis based on qualifications, training and experience for the individuals concerned. Document No: EF-ASU-02-PR01 16

17 Appendix C: Work Flow WORKS WHICH REQUIRE A PERMIT UNDER THE SSOW PM to ensure completion of F003 and F064 by contractor and return to Permit Coordinator Not listed or out of date Project Manager (PM) to check that the company is listed and documentation is up to date on PTWM ask the Permit Coordinator Responsible Person for Work Project Manager (PM) Documentation unsatisfactory Permit co-ordinator reviews and adds documents to PTWM Documentation satisfactory Inductions completed by contractor PM to pass updated inductions to Permit Coordinator PM to ask Permit Co-ordinator to check that all of the declared work group on the system and pass updated inductions Academics King s Venues King s Food Professional Services Capital Projects (Exc CDM) Campus Operations (inc Campus Projects) Inductions required Individual Inductions for all members at least 48 hours before start date PM to consult with building users, Campus Operations and other key parties regarding work dates and request contractor to develop RAMS Contractor to revise RAMS until accepted by PM Submission refused RAMS refused RAMS re-submitted 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. Submission refused Submission refused Permission to Access for restricted areas Permission to Access for general areas Permit to Work (General, Isolation, Hot Works, LOTO, WAH or Fire Alarn Permit issuer to part raise Permission to access permit Nominated permit issuers review submission Asset Management inc Asset Maintenance & Asset Improvement review permit submission Permit to access (PTA) for authorised 3rd parties. Eg Lab Managers Submit for secondary approval by authorised third party Authorise Permission to Access permit Authorise Permit to Work Authorise Permission to access permit Permit accepted by contractor and works start Handed back permit reviewed by staff plus Authorised person on system Permit handed back by contractor / staff in paper / system Document No: EF-ASU-02-PR01 17

18 Appendix D: Permit Guidance Note Document No: EF-ASU-02-PR01 18 PERMIT TO WORK PROCEDURE Company Location Location Details Work Group Validity Documentation Authorisation Acceptance Company to which the permit has been issued will be entered here Campus and the building where the permit is valid. Permits are only valid for one property. All floors of the building where the contractor needs access must be listed here. A reference number for the works, this should be the risk assessment and method statement unique number, or the Planon works number. A brief description of the work, including rooms to be accessed where possible, should be entered. If the permit is valid over multiple days, the agreed shift start and finish times must be specified. The names of all persons with permission for work must be detailed. Any persons not listed must be covered by a separate valid permit, or, access will be refused. The date and time range where the permit is valid must be entered. If this is exceeded a new permit for the work must be issued to the work group. Risk Assessments and Method Statements must be uploaded to the permit. Details the name of the KCL person who is in control of the works. Provides a contact number for all queries or concerns. A permit is only valid if this section has been completed - this can be either hand signed or electronically signed. Access will be refused by Security if this is not completed.

19 Document No: EF-ASU-02-PR01 19 PERMIT TO WORK PROCEDURE Hand-back - Contractor To be completed at the end of the job or upon expiry of the permit (whichever is first). The questions about completion of the work, fire watch, clean and tidy and isolations must be answered. Completed by hand or electronically. Hand-back - KCL Completed by Permit Issuer upon receipt of handed back permit. Must be completed electronically Work area to be checked for all permits to work (except General Permit to Work)