Permits to Work

The work permit system covers the issue of any and all work permits and is used by organisations to control worksite situations and tasks involving identified hazards.

Permit Control Systems

Each site will have a permit control system that is based on the tasks and activities being carried out. You need to understand all aspects of the system that applies to your site. This could include:

• Types of permits
• Frameworks relating to legislation, regulations and/or standards
• Roles and responsibilities of concerned parties under the permit system
• Equipment which can and cannot be used for different types of permits
• Alternative ways of conducting a job

To effectively work under your site permit system you must have a solid understanding of the relevant legislative and regulatory requirements under which permit systems operate.

This will help you to identify when permits are required.

As someone who issues permits, you also need to understand your organisation’s standard procedures and work instructions, and be able to implement them correctly, safely and within appropriate timeframes.

A working knowledge of the procedures used during all hazardous tasks and activities will ensure that you place the correct conditions and requirements on the permit.

Permit Requirements

Requirements identified on the permit may include:
• Testing of atmospheric conditions
• Ventilation
• Control measures such as isolation, barriers, tag out/lockout signs
• Communications
• Incident response

In issuing permits it is important to make sure that the work will be carried out by a competent person. A ‘competent person’ is someone who has, through a combination of training, education, or experience, acquired knowledge and skills so they can correctly perform a specified task.

Monitor Variables

During the permit issuing process you will also need to monitor key variables such as:

• Types of permits issued
• Permit issuing procedures to be used if there are different procedures for different permit types
• Protocols for extending the work activities beyond the end of shift
• Permit handover procedures

Other appropriate protocols and processes as deemed correct by site conditions.

The first step in issuing work permits is to identify and confirm with appropriate workers the need for a permit

Confirm the Need for a Work Permit

Before you can issue a permit, you must identify the type of work being done and confirm with the appropriate workers that a permit is in fact needed.

Types of Work Permit

The types of permits and the work they cover include:
• General Permit to Work
• Electrical – for activities involving work with electricity or electrical appliances
• Services Isolation
• Working Alone
• Hot Work
• Working at Heights

Identify the Correct Permit

When deciding on the type of permit/s required you will need to take into account the materials, equipment, processes, and organisational procedures involved in the activity or situation.

You can then be sure that the correct permit is issued with the most appropriate conditions and requirements for the work being completed.

You will also be able to monitor the work to check it is being completed in accordance with the permit.

Always refer to your site procedures and safety officers if you need assistance in identifying the correct permit for each situation.

Hot work is work that WILL generate any source of ignition, such as flame, spark, or temperature sufficient to ignite flammable material.

Check Permit Documentation

As the permit issuer, you need to make sure that all conditions are documented on Operational Procedures, Processes and Production Sequences.

Operational procedures and processes, and production sequences you need to check may include:

• Sites under which permit activities must be applied
• Type of permit to be executed
• The focus of the operations of work systems and equipment, i.e. objectives, procedures, and equipment to complete the whole job effectively and safely
• Production workflow sequences, including processes and timelines to ensure all work meets safety and quality standards
• Types of tools and equipment to be used (e.g. atmospheric testing and monitoring devices) –includes links or lists of the procedures and processes for selecting and operating each tool or piece of equipment
• Start time and duration of work to be done
• The permit in accordance with regulatory and organisational requirements

Risk Management Requirements

Requirements relating to risk management could include:

• Hazards that may be encountered
• Atmospheric test and monitoring requirements and results
• Isolation, lock out, tag out processes
• Hazard control measures (e.g. signs and barriers)
• The involvement of hot work
• PPE and clothing to be used

Issue, Monitor & Close Work Permits

Permit Details
Communication requirements and personnel/worker details to be checked may include:

• Size of work team
• Persons in the work area/rotation of people in the location
• Standby workers and emergency/incident response procedures
• Communication procedures, protocols, and equipment
• Authorisation from a competent person

All of this information needs to be adequately gathered and documented to ensure that all work is conducted in a safe and efficient manner.

It also helps to identify situations of non-compliance and provides guidance on how to act in changing situations.

Validity Period

When issuing a work permit, you need to determine an appropriate validity period. This is the length of time for which the permit will be current.

When determining the validity period you need to consider the tasks and activities to be undertaken.

This includes looking at:

• The complexity of the work – more difficult or involved tasks might need a longer validity period
• Normal or standard times taken to complete the tasks – check the permit register or other permits for timeframes for similar work
• Any component tasks involved in the job that may lead to more time being needed

The validation period should also give you enough time to check that all permit conditions have been met.

Validate the Permit
Before the permit can be authorised it must be validated.

Validating the permit means checking that all conditions have been met. These conditions will vary depending upon the nature and scope of the permit but could include:
• Hazard controls
• Atmospheric testing requirements
• Environmental requirements
• Any other listed requirement or condition

You should also resolve any problems with the validation of a permit such as:
• Provision of the wrong permit
• Need for additional permits
• Incorrect information being supplied with the permit
• Errors being made in the understanding of permit data

Once you are satisfied all conditions and requirements have been met, the permit can be signed off as valid.

Authorising the Permit

With the work permit now completed you can authorise and issue it.

Follow your site procedures for permit authorisation. This could include listing the permit in the issue register.

In completing and issuing work permits it is important that you have adequate writing skills to complete workplace forms and produce reports. This means being able to write neatly and legibly. You also need to make sure that what you are writing down is clear and easy to follow.

If you have any difficulties filling out forms or completing reports, speak to your supervisor or manager who may be able to arrange some assistance or training for you.

Consultation with Permit Workers

While the permit is now authorised, you still need to discuss all conditions and requirements with the permit recipient and make sure they understand and agree to abide by them.

Be prepared to explain any details if necessary, so that you are satisfied the recipient is well aware of what needs to be done to meet the terms of the permit. The recipient should also understand the consequences of non-compliance.

After you are satisfied that the recipient is fully aware of and in agreement with the permit requirements, you will need to get them to sign for the permit.

The permit must be signed in accordance with site procedures.

Signing for the permit means the recipient is now responsible for ensuring that conditions and requirements are initiated.

Be aware however that you, as the permit issuer, will still need to keep monitoring the situation and conditions.

Complete the form:

Form – F37. Permit to Work

Carry Out Regular Inspections

Part of your role as a permit issuer is to carry out inspections of the work area, or to ensure that they are carried out by another designated person.

It is important that regular inspections of the progress of work are undertaken to make sure that it complies with the permit conditions and that any changes in work conditions do not affect the validity of the permit.

Display Permit

Work permits must be available at all times and displayed in a prominent position. Depending on the needs of the task, the permit conditions, and the organisational requirements this may be at or near the worksite.

Requirements for displaying permits will generally be clearly outlined on the work permit itself. This could mean:

• Displaying the permit in a mounting on a gate, fence, sign-in point, or other designated locations
• Having the permit stored on site in a readily accessible folder. The permit is carried in a worker’s pocket or toolbox and is available for viewing immediately on request
• If the work is being carried out in multiple locations, the permit documentation should be kept by an authorised person
• All workers should be aware of the permit’s location so that they can refer to it when necessary. The permit should be kept in a clean condition so that the information can be clearly read without causing confusion

Always check before, during and at the completion of the tasks and activities to ensure the permit is being displayed in accordance with the requirements.

Review the Permit

The work permit will need to be reviewed if circumstances have changed.

As the permit issuer you will be required to ensure that the permit is reviewed. You could do this yourself or you may have to arrange for it to be done by another designated staff member, depending on site procedures.

To review and revalidate the permit, you will normally need to ensure the current conditions are reflected in any conditions and requirements on the new permit. If necessary, you may need to undertake a new hazard analysis.

Check Job Status and Closing the Permit

Once all tasks have been completed, the work permit can be closed. Before this is done, however, you need to check the status of the job and that all work activities have been carried out in according to the permit conditions.

It is therefore necessary to conduct a close out inspection.

It is crucial to make sure that all conditions on the permit have been met.

Always double-check that the work undertaken satisfies all permit conditions
When you are satisfied that all permit requirements are met and the worksite has been left in a safe condition, you can sign off the required documentation and close the work permit.

Make sure you follow standard operating procedures for signing off and closing out permits.

You may need to get the permit holder to sign and date the permit, confirming that all conditions have been met.

Alternatively a supervisor may be required to sign the permit after inspecting the area and agreeing the tasks are complete.

It is then up to the manager to sign off and enter the details in a register of permits that have been closed out.