OHS UNIT

PERMIT TO WORK GUIDELINES

CONTENTS

1 Introduction...................................................................................................................................2
2 Purpose.........................................................................................................................................2
3 Scope............................................................................................................................................2
4 Definitions.....................................................................................................................................2
5 Roles and Responsibilities............................................................................................................3
5.1 Permit issuer..................................................................................................................3
5.2 Permit receiver...............................................................................................................3
5.3 UOW responsible officer.................................................................................................3
5.4 Managers and supervisors.............................................................................................4
5.5 OHS unit.........................................................................................................................4
6 General Requirements..................................................................................................................4
6.1 Identification of access controlled areas.........................................................................4
6.2 Permit issue....................................................................................................................5
6.3 Authorisation..................................................................................................................5
6.4 Associated documents...................................................................................................5
6.5 Preparation of work area................................................................................................5
6.6 Permit receipt.................................................................................................................6
6.7 Duration..........................................................................................................................6
6.8 Gas test..........................................................................................................................6
6.9 Cancellation....................................................................................................................7
6.10 Work completion and commissioning...........................................................................7
7 Fire Alarm Isolation.......................................................................................................................8
8 Hot Work.......................................................................................................................................8
8.1 Prevention and control....................................................................................................8
9 Energy Isolation.............................................................................................................................8
10 Roof Access................................................................................................................................9
10.1 Inspection.....................................................................................................................9
11 Confined Spaces.........................................................................................................................9
12 Asbestos.....................................................................................................................................9
13 Restricted Areas..........................................................................................................................9
14 Records.....................................................................................................................................10
15 Program Evaluation...................................................................................................................10
16 Related Documents...................................................................................................................11
17 Version Control Table................................................................................................................11
18 Appendix 1: Authorised Permit Issuers......................................................................................12

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 Permit To Work Guidelines

1 Introduction
The University of Wollongong (UOW) is committed to the health and safety of its employees, students,
contractors and visitors. The ‘Permit To Work’ (PTW) system provides a level of control to ensure risks
associated with certain work types and areas are eliminated or minimised to prevent incidents occurring in
the workplace.

The PTW system provides a consistent and systematic approach to the control of risk for specific activities
occurring in the workplace as well as controlling access to areas identified as restricted. These guidelines
are intended to provide procedures and general information to those persons involved directly with the
issuing or receiving of permits.

2 Purpose
The PTW system is a formalised process to control work and access to identified areas designed to prevent
incidents in the workplace. The written system is used to control certain types of work or work areas that are
potentially hazardous and contains a permit to work document which specifies the work to be done and the
precautions to be taken. This process authorises work only after safe procedures have been defined and
they provide a clear record that all foreseeable hazards have been considered.

3 Scope
These guidelines outline the universities’ PTW system, aimed at reducing the risk of incidents related to
potentially hazardous activities or work areas. These guidelines are applicable to all staff and contractors
working at all university locations.

4 Definitions

Confined space An enclosed or partially enclosed space that:

is not intended or designed primarily as a place of work, and is at atmospheric
pressure while persons are in it, and may have an atmosphere with potentially
harmful contaminants, an unsafe level of oxygen or stored substances that may
cause engulfment, and may (but need not) have restricted means of entry and exit.

Energy Electricity, gas, oil, water and other fluids, air, steam, oxygen, or other stored
energy source, flywheel, mechanical, gravitational, kinetic, chemical, the level or
intensity of which could pose a threat to a person(s) safety.

Energy isolation Dissipating or restraining (containing) any stored energy which may give rise to a
hazard.

Fire alarm isolation Isolation of fire detection or suppression system making it inoperative or inactive.

Hazardous area An area in which an explosive atmosphere is present, or may be expected to be

present, in quantities such as to require special precautions for the construction,
installation and use of potential ignition sources.

Hot work Work which generates a spark or flame that may increase the risk of fire or
explosion. Activities may include welding, thermal or oxygen cutting, heating and
grinding.

Isolation Isolation is a method that blocks liquid, gas, electric current or other stored energy
so as to ensure safe access for inspection or maintenance.

Lockout Use of a lock and system to prevent energy from being turned on during equipment
maintenance or repair.

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 Permit To Work Guidelines

Permit A document authorising a person to undertake specific work in a designated area.

Permit issuer A person who is authorised to complete and issue a permit.

Permit receiver A person who receives a permit from a permit issues.

Restricted area An area to which access is available only to persons authorized by the occupier.

Roof access Access to a building roof from the ground to the designated work area.

Tag-out Tag-out is the use of a special tag informing workers of the danger starting the
equipment when it can't be locked out.

5 Roles and Responsibilities

To ensure the permit to work system is effective all individuals involved must clearly understand and take an
active role in meeting their responsibilities. Due to the potential hazards associated with permit to work, the
specific responsibilities outlined below must be followed.

5.1 Permit issuer

 Ensure all hazards associated with the proposed job have been identified, assessed and controlled
 be familiar with the intended task(s)
 ensure that the area and equipment are made safe before hand over
 outline how the work is to be undertaken (e.g. procedures, precautions, equipment, location, start
time, duration) - verbally and where necessary in writing
 maintain records of work permits
 Authorised permit issuers are to be competent with the implementation of the requirements of these
guidelines. This may be attained by reading and familiarising themselves with the requirements of
these guidelines.

5.2 Permit receiver

 Satisfy themselves that they understand the requirements of the permit
 be skilled, qualified trained and competent to perform the work, including the use of any personal
protective equipment
 all aspects on the permit must be completed and documented
 adhere to the PTW requirements
 ensure the job is performed in a safe manner
 be aware of the hazards that could exist and have the necessary controls in place
 make equipment and area safe on completion of the task
 make the work area safe and seek immediate advice if a doubt or if circumstances or conditions
change
 ensure that all tags and signs are prominently displayed so that personnel are aware that the
equipment etc is isolated/not to be operated.

5.3 UOW responsible officer

The responsible UOW officer is the designated person who manages and supervises the contract.
Responsibilities include but are not limited to the following:

 ensure the contract is coordinated and managed in accordance with UOW guidelines
 ensure that contractors engaged by the University are aware of any OHS hazards that may exist in
the area in which they are working

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 Permit To Work Guidelines

 ensure that contractors work safely and complete the work as specified in the contract and SWMS
 monitoring the progress of the contracted work, and should the contractor not be carrying out the
work as per the contract, take steps to remedy the situation
 ensuring contractors have current workers compensation insurance
 ensuring contractors have public liability insurance of no less than $10 million and that certificates of
currency are provided by the contractor prior to commencing work
 ensuring the safe execution of any hot work, and shall have authority to enforce the UOW
requirements with respect to employees, contractors and other workers.

5.4 Managers and supervisors

Supervisors must understand the work for which a permit has been sought and understand isolation and
tagging procedures:

 ensure that a permit is granted before work commences

 ensure that the person(s) doing the work are appropriately qualified to do the work
 ensure that all checks are undertaken to ensure that the permit was used correctly
 ensure appropriate persons are informed when a job is completed or suspended and that the permit
is cancelled.

5.5 OHS unit

Members of the OHS unit shall:

 provide technical guidance on the application of the permit to work system

 evaluate and update the permit to work guidelines at the review period or as procedures change
 provide expertise and regulatory guidance to responsible persons
 develop and maintain a register of restricted access areas across the campus.

6 General Requirements
6.1 Identification of access controlled areas
A process is undertaken for the identification of workplaces or work locations requiring controlled access
arrangements for all potential high risk areas within the university.

Areas requiring access control will be identified through the following:

 risk assessment
 OHS legislative requirements
 university security arrangements.

6.1.1 Risk assessment

A risk assessment will identify the hazards in the university, this will be used to make a determination as to
the type of access control to be implemented. Consideration will be given to the following:

 the skill level or specific qualification requirements of those required to enter the location
 the effectiveness of current control measures if any exist
 the potential for injury to employees and others without access arrangements being implemented.

The Restricted Access Area Survey form shall be used to assist conduct the risk assessment. A review of
the risk assessment will occur when there are changes to processes, work practices or the university
environment.

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Supervisors are responsible for identifying university locations and tasks where access control criteria are
defined within legislative requirements.

6.1.2 Communication
Access control may be communicated through site maps or site plans which identify specific areas requiring
access control. Alternative arrangements for the identification of specific areas requiring access control will
be defined in local procedures. Adequate warning signs will also be displayed at or near any identified
accessing control areas.

6.2 Permit issue

The university has determined through legislation, standards, industry practice and via a risk assessment
that the following work activities require a permit in order to gain approval for the work to commence:

 energy isolation including working with electrical installations

 fire alarm isolation
 hot work
 roof access
 confined space access
 asbestos removal even if below 10 square metres
 excavation work
 demolition work according to Section 332 of the OHS Regulation 2001.

Permits are nominally issued by university officers to permit receivers which may include employees or
contractors. The exception is that principal contractors may issue permits to sub-contractors only after
approval from university. The permit issuer shall discuss the requirements and details of the work activity
with the permit receiver.

Work extending over multiple permits issued requires communication and a handover of the relevant
information pertaining to the job.

6.3 Authorisation
Work may only commence after the appropriate permit has been completed and issued by the permit issuer.
A list or permit issuers who may issue and cancel permits are listed in Appendix 1.

The permit shall have the appropriate level of authority endorsing the permit. Methods to be used and
precautions to be taken shall be agreed to, by parties beforehand and clearly stated on the work permit. All
parties must sign off before any work commences.

Authorisation is evident by the signature which confirms that the required isolations have been made and
precautions taken, except where these can only be taken during the work.

6.4 Associated documents

Any work requiring a permit is considered to have a different risk compared to routine work. Each work
activity requiring a permit also requires a risk assessment or safe work procedure attached to the permit.

6.5 Preparation of work area

The relevant work area and plant shall be prepared to eliminate or minimize the risk of incident such as
potential for fire, explosion, or exposure of persons to a hazardous substance.

Precautionary measures shall include the following, as appropriate:

 identification of equipment to be worked on and any other equipment that may be affected
 energy isolation of the equipment, such as depressurisation and disconnection
 removal of hazardous substances in the immediate work area that may be impacted by the work

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 preparation of piping such as sewers, drain that may have the presence of hazardous or flammable
substances
 provision of appropriate rescue or fire-protection equipment
 where required, atmospheric testing of the work environment for the flammable or hazardous
vapours and oxygen content.

6.6 Permit receipt

6.6.1 Acceptance
The permit receiver is required to sign the permit confirming their understanding of work to be done, hazards
involved and precautions required.

6.6.2 Communication
The permit receiver is required to communicate the requirements specified on the permit to any workers
involved in the work described in the permit.

If at any time conditions in the workplace change, the permit receiver must stop work and communicate this
to the permit issuer.

6.6.3 Arrival at site

On arrival at the work area the employee/contractor notifies the appropriate person within the building/area
that they have arrived to perform specified work.

6.6.4 Work commencement

Prior to beginning work the employee/contractor ensures that the site is controlled as per the requirements
identified on the permit. Employee/contractor completes work as detailed in the permit and their contract/job
specifications.

Access to restricted areas will be granted for the duration of the permit via key access procedures if
appropriate.

Where work is required to extend beyond the timeframe of the permit, the permit receiver must communicate
this to the permit issuer. The permit receiver must ensure that a new permit is received before for the
existing permit expires for continuation of the job.

6.7 Duration
As conditions in the work environment may change permits are valid only for a specific period of time. Work
permits shall be valid until the specified date on the work permit. Hot work permits are valid for eight hours.

6.8 Gas test

Gas test are required for hot work and confined space entry permits. Gas testing shall be conducted by a
person who is competent in the gas test operations and the use of the relevant equipment.

The test instrument shall have current calibration, which shall be displayed on the unit. The instrument type,
serial number and date of calibration due shall be recorded on the permit.

Testing for the presence of any flammable gas or vapours shall take place as late as practical before the
commencement of hot works but no longer than two hours before. This includes continuous testing at all
potential sources.

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6.8.1 Hot Work

The concentration of any flammable gas or vapours shall not be more than 5 percent of its lower explosion
limit (LEL).

6.8.2 Confined Space

Before a person enters a confined space, it shall be ensured:

 the confined space contains an oxygen level of 21%

 the concentration of flammable contaminant in the atmosphere is below 5% of its LEL
 the atmospheric contaminants in the confined space are reduced to below the relevant exposure
standards
 where the oxygen level is below 21% or atmospheric contaminants cannot be reduced below
relevant exposure levels, entry may only occur with suitable PPE including supplied air
 entry shall not occur to a confined space when flammable contaminants are greater than or equal to
5% LEL or where oxygen exceeds 23.5%
 where a concentration of flammable contaminant is found to be more than 5% and less than 10% of
its LEL, all persons leave the confined space unless a continuous monitoring, suitably calibrated
flammable contaminant detector is used in the confined space at all times while persons are present
in it
 where a concentration of flammable contaminant in the atmosphere of a confined space is found to
be 10% of its LEL or more, all persons leave the confined space.

If work stops for a period of more than one hour a new gas test will be required.

6.9 Cancellation
Where a permit has been written and is not required to be issued it is required to be marked as cancelled.
The marking should include two diagonal lines across the page with the word ‘cancelled’ written in between.

6.10 Work completion and commissioning

Prior to leaving the site the employee/contractor is to clean up the workplace to ensure it is tidy and left in a
safe condition and perform a final inspection of the workplace to ensure no hazards remain. When leaving
the work area the employee/contractor is required to advise the appropriate person within building/area that
work has been completed and that they are leaving the building/area.

Once the work activity is complete, the permit receiver is required to return the permit to the permit issuer.
When the permit issuer is satisfied that work has been completed to job specifications and safety
requirements they may sign off the permit.

On hand back of the work area the permit receiver should sign the permit stating that the work area is now
ready to be returned to the issuer.

On the completion of work and before the work area or plant is returned to service, a check shall be
conducted to ensure:

 the work has been completed

 any temporary arrangements/installation such as temporary barricades, excavation holes etc have
been removed
 all personnel and equipment are accounted for
 the work permit has been cancelled or signed-off as being completed, and
 all related equipment and facilities and fire systems are operational and have been inspected and
tested appropriately.

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7 Fire Alarm Isolation

Permits issued in relation to fire alarm isolation will be conducted in accordance with the Fire System
Impairment Procedure and the Fire Control Centre Procedure.

8 Hot Work
Hot work requires the issue of a hot work permit prior to the task commencing. Hot work may only occur in
the designated location as written on the permit.

Hot work permits are issued for work that is non routine and/or the type of work is not normally performed in
the specified location. University areas designated for hot work (such as a workshop e.g. engineering) do
not require the issue of a permit.

Except for routine, non-hazardous work, any work within the restricted area shall be authorized by means of
a work permit.

8.1 Prevention and control

Prior to the commencement of hot work, the following precautions shall be undertaken:

 identify and control any fire hazard (including the presence of flammable or combustible liquids,
gases, vapours, dusts, fibres or substances) within 15m from the hot work
 identify and control any hazards that may exist outside the area as described above
 identify the possibility of changing circumstances during the progress of the hot work and whether
they may render the area unsafe for the work to continue
 ventilate the hot-work area
 identify and locate the equipment, including emergency fire fighting equipment
 isolate the area where the hot work is to be performed
 ensure a safe entry and exit point from the hot-work area
 if specified by the hot-work permit, a firewatcher shall be stationed in the area near the hot work, for
the purpose of safeguarding personnel and equipment.

Hot work permits may be prepared and authorised by the principal contractor and is required to be sighted
and signed by the permit issuer.

Where hot work is to be conducted in laboratory areas, the laboratory manager or supervisor is to be
contacted.

9 Energy Isolation
Any energised equipment to be worked on must be isolated to ensure the energy is removed or controlled to
prevent incidents.

Where electrical isolation is effected at a removable or rack out circuit breaker or combined fuse switch, if
practicable it must be racked out or removed, then locked open and danger tagged.

Isolation of other services, i.e. gas, water or hydraulic systems are to be completed at the nearest point to
the place of work, these systems are to be danger tagged and locked.

After isolation check to ensure that the apparatus to be worked on is fully isolated and discharged of any
stored energy that may be present (danger tags are only to be removed by the person issuing the tag).

Energy isolation must be conducted in accordance with Buildings and Grounds (B&G) Isolation (Danger
Tagging & Lockout) Procedure.

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10 Roof Access
The university recognises that there are times people are required to access the roof of a building for a
variety of purposes.

As outlined in the Working at Heights Guidelines, roof access may require a permit to be issued depending
on:

 the nature of work

 working conditions
 workplace environment.

10.1 Inspection
To ensure the roof area is safe for persons to perform the activity, a general inspection should be performed
which recording details of the roof space. A completed roof access inspection checklist must be completed
prior to the activity commencing in the area.

A risk assessment is to be completed for any corrective actions identified through the inspection checklist or
other hazards identified.

11 Confined Spaces
Where a confined space permit is required the permit issuer will sight the permit receivers confined space
permit. This document must be sighted prior to a confined space permit being issued.

More information regarding the procedure for working with confined spaces is outlined in the Confined
Spaces Guidelines. This document must be sighted prior to a confined space permit being issued.

12 Asbestos
Where work involving the removal or disturbance of asbestos containing material is conducted a permit is
required from the permit issuer. Where the removal of asbestos is greater than 10m 2 a licensed operator
must be used. A risk assessment is to accompany the permit to work form prior to work commencing.

Where friable asbestos is being removed a WorkCover permit should accompany the UOW permit to work.

More information regarding the procedure for working with asbestos containing material is outlined in the
Asbestos Management Guidelines.

13 Restricted Areas
There are areas of the university which are restricted to prevent unauthorised access and control the level of
exposure to such things as mobile plant, electrical hazards, hazardous chemicals, hazardous machinery and
electromagnetic radiation.

A risk management approach should be used to determine those areas requiring restricted access. This
may be based on items such as:

 hazards and risk present

 nature of work or activities being performed
 working environment.

Generally restricted areas include, but not limited to:

 laboratories

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 workshops
 confined spaces
 roofs
 waste stores
 chemical stores
 plant and equipment yards.

These areas should be restricted to staff and students who have been trained and are proficient in the
operations of the machinery/equipment processes and who have a sound knowledge of the required safety
procedures for the work area.

Contractors/visitors and those entering the area but are not working must be escorted by authorised persons.

Controls for restricted areas should be routinely checked and tested to ensure the integrity of the installed
access controls.

A regular assessment should be performed to determine any additional areas that should be restricted using
the restricted areas assessment form. Further information regarding restricted access can be found in the
related documents.

Guideline Heading/Section
Biosafety Manual 5.2 Laboratory Access and Authorisation
Confined Space Guidelines 6.9 Signage and access
Electrical Safety Guidelines 6 Access to Electrical Switchboards
Dangerous Goods Storage and Handling
10 Security sensitive dangerous substances
Guidelines
Radioactive Waste Disposal Guidelines 4 Radioactive Waste Storage
Radiation Safety Guidelines 8.10 Security
Working Alone and After Hours 6.2 Access to buildings

14 Records

Permits and associated documents such as safe work procedures and risk assessments are required to be
stored and maintained as per the OHS document control guidelines and UOW records management
procedures.

15 Program Evaluation
In order to ensure that these guidelines continue to be effective and applicable to the University, the program
will be reviewed annually by the OHS unit and stakeholders. Conditions which might warrant a review of the
guidelines on a more frequent basis would include:

 incidents resulting from permit to work system

 identification of a hazard not covered in a permit
 detection of a condition prohibited by permit
 employee safety committee or contractor concern.

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Following completion of any review, the program will be revised/updated in order to correct any deficiencies
before further entries are authorised. Any changes to the program will be communicated to all affected
employees.

16 Related Documents

 OHS Act 2000

 OHS Regulation 2001
 AS/NZS 2865 - Safe working in a confined space
 AS1940 - The storage and handling of flammable and combustible liquids
 AS1674 - Safety in welding and allied processes
 Risk Management Guidelines
 Hazard and Incident Reporting Guidelines
 Permit To Work Form
 Fire System Impairment Procedure
 Fire Control Centre Procedure
 Authority Owned Utility Isolation Procedure
 Essential Services Maintenance Procedure
 Isolation (Danger Tagging & Lockout) Procedure
 Records Management Compliance Guidelines
 OHS Document Control Guidelines
 OHS Training Guidelines
 Restricted Areas Assessment Form

17 Version Control Table

Version
Date Released Approved By Amendment
Control
1 Aug 2008 Manager OHS Document created
Scheduled review minor changes. Addition of
2 April 2010 Manager OHS asbestos removal to permit requirements. Further
information added to authorised permit issuers
Document updated to incorporate the Personnel
3 August 2010 Manager OHS
name change to Human Resources Division

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18 Appendix 1: Authorised Permit Issuers

Position Unit Location

Manager Maintenance & Energy Buildings & Grounds Building 31

Maintenance Planner Buildings & Grounds Building 31

Electrical/Mechanical Supervisor Buildings & Grounds Building 31

Facilities Manager Satellite Sites Buildings & Grounds Shoalhaven Campus

Maintenance Supervisor Accommodation Services Campus East

Maintenance Officer Accommodation Services Halls of Residence

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