DIRECTORATE OF ESTATES & FACILITIES PROCEDURE AND INFORMATION MANUAL. EPM HS12 - Permit to Access & Permit to Work

Transcription

1 DIRECTORATE OF ESTATES & FACILITIES PROCEDURE AND INFORMATION MANUAL EPM HS12 - Permit to Access & Permit to Work Document Originated: July 2012 By: Brent W ills Issue Number: 2 Number of pages: 29 Approved by EMG: B/A Status: Working document Last revised: March 2016 By: B Wills & M Blake Next revision: March 2017 By: TBC 1

2 CONTENTS Page No s 1.0 Purpose of Document Procedure Access to Controlled Areas in an Emergency Supporting documentation and guidance Statutory Provisions Management Responsibilities Unit Managers Permit Authorisers Permit Requestors Review 8 Appendices Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 Appendix 10 ` Permit to Access Process Flow Chart Permit to Work Process Flow Chart Guidance for applying permits to work during construction work Guidance for the evaluation of method statements for entry into confined spaces Guidance for the evaluation of method statements for cold works Guidance for the evaluation of method statements for hot work. Guidance for the evaluation of method statements for roof work. Guidance for the evaluation of method statements for excavations. Guidance for the evaluation of method statements for electrical isolations (low voltage systems). Guidance for accessing locked off areas in an emergency Cont... 2

3 Appendix 11 Appendix 12 Appendix 13 Appendix 14 Appendix 15 Guidance for the evaluation of method statements for entry into contaminated areas Guidance for the evaluation of method statements for fire alarm work Guidance for the evaluation of method statements for working on pressure systems. Guidance for the evaluation of method statements for entry into vacant premises and unallocated space Guidance for the evaluation of method statements for entry into plant rooms Appendix 16 Permit to Access Exemptions 3

4 1.0 Purpose of Document 1.1 The aim of this policy is to introduce a safe working procedure to control significant risks by the implementation of a permit to work system. The University of Manchester operates a permit to work and/or access system for work which is undertaken under the following categories ; Access into and work within confined spaces Access onto and work on roofs Access into vacant premises and unallocated space Access into and work within plant rooms, switch rooms, boiler rooms, lift motor rooms Excavations Work on fire alarm systems and detection Electrical isolations (low voltage distribution systems) Asbestos works and Asbestos contaminated areas Hot work (use of naked flames, abrasive cutting, electric arc welding, hot soldering) Cold work (cryogenics and working with refrigerants) Radioactive contamination Work on High Pressure Systems (steam and compressed air) 1.2 This policy applies to all work undertaken in such spaces as described above by University staff, contractors, and all other persons who are required to access such areas or undertake work in these spaces. 1.3 There are separate arrangements for emergency situations where access is required. The University will grant access to restricted spaces to a defined group of competent staff and managers for the purposes of undertaking their job role by the issue of an annual permit. This permit can only be issued by the Professional Services Unit in the Directorate of Estates and Facilities. 1.4 This policy does not apply to construction projects where a Principal Contractor has exclusive possession of an internal or external space. This policy will apply where the Principal Contractor takes over an internal or external space but interfaces with building users in an adjacent building or area. Further guidance on the application of permits for construction work can be found on the Professional Services Intranet and Appendix 3 of this policy. 1.5 For the purposes of this policy two types of permit will be administered, permit to work 1 and permit to access. 2 1 A permit to work will apply when work needs to be undertaken which exposes personnel to foreseeable significant risks during prescribed activity. 2 A permit to access will apply when no work activity is required but access is needed to the space for purposes of inspections, surveys and estimating. 4

5 1.6 This policy is intended to ensure the University meets the requirements of the Health and Safety at Work etc. Act 1974 and associated subordinate legislation. 1.7 It is the policy of the University of Manchester that all areas and activities under the control of the Directorate of Estates and Facilities that are deemed to be of significant risk will be controlled by a permit to work under the requirements of this policy. 2.0 Procedure 2.1 When access is required to an area that is considered to be a significant risk an approval procedure will be required before access can be granted to such an area. All such areas, deem as a significant risk, will be locked off to prevent unauthorised access, assess to these areas will only be granted to authorised persons once the Professional Services Unit are satisfied that minimum workplace precautions have been agreed to deal with the health and safety risks associated with each activity undertaken in such spaces. 2.2 Approval to access such areas will be the responsibility of the Professional Services Unit. Only nominated authorisers from the Professional Services Unit will issue permits and validate access cards. 2.3 University staff and contractors can apply to access controlled areas by the application for a permit to work; the application for permits is undertake using an online approval process administered by the Professional Services Unit within the Directorate of Estates and Facilities. 2.4 Access to spaces that are controlled by this Policy should not be gained without prior authorisation. Unauthorised access is not permitted under any circumstances. 2.5 Before a permit can be issued the staff or contractor should discuss the scope of the work and the arrangements needed to control any inherent risk associated with each activity with one of the authorised Permit to Work Requestors. Further advice can also be obtained from the Estates and Facilities Health and Safety Officer or the Estates and Facilities Fire Officer. 2.6 Once the scope of work has been agreed a permit to access or a permit to work can be applied for. The Requestor should add as much detail into the permit request application as possible so that the person authorising the permit understands the work which is proposed. 2.7 The permit requestor should attach a specific risk assessment to the permit request for the work being proposed which identifies all of the residual risks associated with the activity being undertaken. The risk assessment should identify what the risks associated with the activity are, how they are likely to affect those working in the area and the control measures which need to be implemented to control each risk. The risk assessment should have an evaluation of the level of residual risk and should be signed by a competent person 3 employed by those who intend to undertake the work. 3 A competent person is someone who has sufficient training and experience to be able to identify and evaluate health and safety risks which are inherent with the type of work being undertaken. 5

6 Generic risk assessments will not be accepted for permit applications. 2.8 The permit requestor should attach a method statement or safe system of work to the permit request which details how each of the residual risks associated with the activity will be controlled during the time the proposed work is being undertaken. The method statement should identify what the residual risk is, how the risk could affect those working in the area and a detailed explanation of the safe methods of undertaking the work. Generic method statements will not be accepted for permit applications. 2.9 Once the permit request and the risk assessments and method statement have been submitted they will be reviewed and a decision will be made by a permit authoriser within 24 hours of the application being registered The permit authoriser will either authorise the permit in which case the work can be undertaken or the permit will be declined and the work cannot take place until such times the permit is authorised No work should be undertaken in areas designated as under the control of a permit unless a permit to work has been duly authorised. There must be no exceptions to this without the express permission from the Professional Services Unit Manager Once a permit is authorised those staff undertaking the work should agree a suitable date to undertake the work and should present the authorised permit, the risk assessment and method statement to the relevant PSU key holder or approved local designated representative. Access to these areas will not be granted if the required documentation is not available Once the work has been completed the Permit Office should be notified so that arrangements can be made to inspect the work area if necessary and for the permit to be cancelled Upon the completion of the work those authorised to undertake the work should return all keys, passes and other items issued as part of the permit to work Once the permit has been cancelled no further work can be undertaken in such areas until a new permit has been raised A permit to work must not be in operation for any period longer than seven days, work activity that is programmed for periods longer than seven days must be subject to a series of permit applications. 3.0 Access to Controlled Areas in an Emergency 3.1 The University recognises that during an emergency, access to controlled area will be required and the issue of a permit may delay or prevent expedient access. To support staff that are required to access controlled areas a guidance note has been developed identifying which situations are classed as an emergency. 6

7 4.0 Supporting Documentation and Guidance 4.1 This policy document should be read in conjunction with a number of guidance documents appended to the policy. These are there to support evaluation of risk assessments and method statements for specific risk activities that fall under the permit to work system. 5.0 Statutory Provisions 5.1 Section 2(i) of the Health and Safety at Work etc. Act 1974 requires that employers ensure, so far as is reasonably practicable, the health, safety and welfare of their employees. 5.2 Section 3 of the Health and Safety at Work etc. Act 1974 requires that employers prevent, so far as is reasonably practicable, non-employees from being exposed to risk. 5.3 The Management of Health and Safety Regulations 1999 identifies an absolute duty to undertake a suitable and sufficient assessment of the risks for all work activities for the purpose of deciding what measures are necessary for safety. 5.4 For work in high risk areas such as those covered by the University s permit to work procedure, this means identification of the hazards present, assessment of the risks and determining what precautions to take. 6.0 Management Responsibilities 6.1 It is the overall responsibility of the Director of Estates and Facilities to ensure that this policy is implemented and maintained. The Head of Professional Services will have the responsibility for the day to day implementation and monitoring of this policy. 7.0 Unit Managers 7.1 Management shall have the responsibility for the day-to-day operational management ensuring safe working within areas under the control a permit. 7.2 Managers must ensure that persons at all levels charged with a responsibility under this policy shall be competent to undertake the task. 7.3 All personnel must be made fully aware of their safety responsibilities, as required by statute, and they must be given the necessary information and training to properly understand and carry them out. This also extends to contractors. 8.0 Permit Authorisers 8.1 Those staff who are appointed and trained as permit authorisers must ensure that the requirements of this policy are adhered to at all times and that permits are only issued when all the requirements of the permit policy have been met. 7

8 8.2 Permit authorisers have the responsibility to ensure that permit operators and permit requestors monitor the administration of the permit during the course of the work being undertaken. 9.0 Permit Requestors 9.1 Permit requestors are required to liaise with maintenance staff, contractors, consultants and other personnel accessing controlled areas to ensure that they have a clear understanding of the requirements of each permit before requesting its issue. Requestors should seek advice on the requirements of permits if there is any uncertainty regarding the standards expected. 9.2 Permit requestors have the responsibility to ensure that once the method statement and risk assessment are approved that the personnel undertaking the work comply with the agreed safe working arrangements. 9.3 Permit requestors must ensure that the work has been undertaken to an acceptable standard and the work area has been left in a suitable condition before cancelling the permit to work Review 10.1 This Policy and it associated procedures will be subject to a review period of not less than two years from its publication date. The policy may be reviewed before this date if necessary by the introduction of new or revised legislation or if a significant failure in the implementation of this policy results in injury or loss. 8

9 Appendix 1 Permit to Access Process Flow Chart Activity falls under the requirements of Permit to Access Yes No The scope of work, and the requirements of the permit should be reviewed and agreed. Confirmation must be made that the activity does not involve any work in a controlled area The area can be accesses without a permit providing no work is being undertaken Application for permit to be made with at least 24 hours notice No Permit Approved Yes Scope of work agreed and work scheduled to be undertaken On arrival contractor attends Permit Office with Permit No Paperwork in order and checked No Task completed to the required standard and within the agreed timescales Contractor given keys / access card to area Yes Permit suspended Yes Keys /; access card returned and access documentation returned Permit cancelled 9

10 Appendix 2 10

11 Appendix 3 Guidance for applying permits to work during construction work The University operates a policy of restricted access to sections of its estate that are considered to be a significant risk to staff that enter these areas. Such areas could include; service risers, plant rooms, roofs, vacant buildings and unoccupied space, and electrical switch rooms. Access to these areas usually requires a permit to be issued by the Professional Services Unit in the Directorate of Estates & Facilities. The University recognises that during construction work the University may hand over parts of estate to the control of a contractor during major construction work. Due to the complicated nature of the University s buildings it is imperative that there is clarity regarding who has responsibility for isolations and access into restricted areas. Project Managers from the Design Services Unit and the Capital Projects teams will be responsible for ensuring the application of permits with contractors are applied within the scope of the Universities permit to work arrangements. Project Managers will be considered to be permit requestors in this context. Where an area of the University s estate is handed over to a contractor and the contractor secures and takes responsibility for the area the contractor will be responsible for the application of permits to work in their demise. Where contractors work requires isolation of services outside of their demise, or isolation within their demise impacts on building users the University will be responsible for the issue of permits to work. Contractors should request permits in this instance to their project manager. Contractors and project managers should consider the notice periods for undertaking work that requires the issue of a permit to ensure that the policy and procedures for permit to work are followed at all times. It is the responsibility of the project manager to ensure that permits are applied to appropriate areas and to ensure that services are reinstated and energised following the completion of the work. 11

12 Appendix 4 Guidance for the Evaluation of Method Statements for Entry into Confined Spaces What is a Confined Space? Confined Spaces can be any space of an enclosed nature where there is a risk of death or serious injury from hazardous substances or dangerous conditions (e.g. lack of oxygen). It is important to recognise however that just because a space has a limited access or egress it may not be a Confined Space if there is no significant risk of death or major injury from hazardous substances or dangerous conditions. These areas are referred to as Restricted Spaces. Some confined spaces are fairly easy to identify, e.g. enclosures with limited openings: Storage tanks; Silos; Reaction vessels; Enclosed drains; Sewers. Others may be less obvious, but can be equally dangerous, for example: Open topped chambers; Combustion chambers in boilers; Ductwork; Unventilated or poorly ventilated rooms. Some places may become confined spaces when work is carried out, or during their construction, fabrication or subsequent modification. Confined and Restricted Spaces Register The University of Manchester maintains a register all areas within its estate which are either Confined Spaces or Restricted Spaces. This register should be referred to when evaluating method statements for entry into these areas, as the register will identify what hazards are present that have defined the area as confined or restricted. Hazards in Confined Spaces In order for an area to be considered as a confined space, a specified list of dangerous occurrences must be reasonably foreseeable; Asphyxiation of personnel due to lack of oxygen this could be caused by working in a small space for a period of time without sufficient air changes using up oxygen or by the oxygen in the space being depleted by chemical processes such as corrosion. Asphyxiation of personnel due to the presence of poisonous gas, fume or vapour this could be caused by residues of hazardous substances in storage tanks or vats, leaks from pipe work in tunnels and ducts, or valves being accidently opened whilst personnel are working in spaces where gas, fume or vapour is stored. Asphyxiation of personnel due to free flowing solids this could be caused by slippage of soil into an excavation or duct, the flow of stored substances such as powder into work areas or the flow of sewage into drains and intercepting chambers. 12

13 Drowning of Personnel this could be caused by the unexpected ingress of water into any space that is being worked in such as; drains, service ducts with water distribution pipes in, cellars and tunnels below the water table. Water from natural sources and from distribution pipe work should be considered. Loss of consciousness of personnel due to excessive heat this could be caused by naturally occurring geothermal conditions whilst working underground or the rise of temperature in confined spaces due to the presence of heating pipes, steam pipes and boilers. Heat rise in roof spaces due to solar gain should also be considered. Fire or explosions caused by the presence of flammable gas or fume in sufficient quantities to be within the substances lower and upper explosion limit. Fire caused by the ignition of flammable material from cutting, welding and other hot work may cause smoke generation which could put personnel at risk. Oxygen enriched atmospheres due to chemical reactions or use of oxy-gas equipment can create additional hazards. Precautions for Confined Spaces As a minimum the following precaution should be applied to all confined space work; 1. The entry into the confined space must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. There permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. 2. The entry into the confined space should involve a minimum of two people, at least one of which should remain outside of the space for the entire duration of the task. 3. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in working in confined spaces. 4. All staff undertaking the work in the confined space must have been trained in the requirements of the Confined Spaces Regulations 1997 and the hazards and controls required when working in confined spaces 5. There should be a suitable rescue plan developed in writing and in place to recover workers who become injured or unconscious during the work; this must not rely on the fire service, University security or any other emergency services. 6. Before entry into the space measurements should be taken to confirm that the oxygen in the area is sufficient to support personnel working in the space, this should be undertaken using calibrated oxygen monitoring equipment and the results should be recorded. Certificates confirming their calibration should be sought. 7. There must be a suitable method of communication between those working in the space and those who may need to instigate a rescue from outside of the space. This could be through unaided voice communication if the distance is small enough or by radio and or mobile telephone where distances are greater. Where communication is needed where a risk of fire or explosion exists communication devices must be suitably constructed to prevent the generation of ignition sources; i.e. intrinsically safe. 8. Safe access and egress to the confined space should be identified in the safe system of work; this may need to provision of ladders and rope access systems. Clear and 13

14 conspicuous safety signage must identify that entry into areas left open for access is prohibited. 9. Suitable lighting should be available during the task either from existing lighting in the area or supplementary lighting installed during the task. In either case emergency lighting should be available to aid escape in the event of a power failure. Other Precautions Depending on the nature of the risk the following precautions will need to be included in the method statement produced by those entering the confined space; 1. The testing of the atmosphere for the presence of known toxic substances in the form of fumes, gas or vapour this should be undertaken using calibrated monitoring equipment and the results should be recorded. Certificates confirming their calibration should be sought. 2. The wearing of personal gas detectors by personnel if the presence of known toxic substances in the form of fumes, gas or vapour could become present in the space during the works. These should be calibrated and certificates confirming their calibration should be sought. 3. Purging areas where a known toxic substance in the form of fumes, gas or vapour will be present in the area. Purging can be undertaken using the forced flow of air or other where flammable gasses and vapours are present by using inert gasses such as nitrogen. 4. Forced ventilation to increase airflow and maintain oxygen levels for those working in a confined space, or exhaust ventilation to remove the presence of known toxic substances in the form of fumes, gas or vapour. 5. The cleaning and removal of residues of hazardous substances which may give of toxic vapours or fume during the work in the confined space. 6. The isolation of gasses and liquids that could flow into the space. Isolation requires the physical disconnection of services in such a way that they cannot be accidentally reconnected. This will usually require using blanking plates, closing and locking off valves or disconnecting and removing pipe work leading to the space. Any devices used to lock off valves should only be removable by those working in and controlling the space. 7. Isolation of mechanical and electrical equipment. Isolation requires the physical disconnection of the flow of power to the equipment in such a way that they cannot be accidentally reenergised. This will usually require isolation and locking off of the plant at the distribution board or at the local isolation switch. Any devices used to lock off equipment should only be removable by those working in and controlling the space. 8. The use of intrinsically safe and spark proof electrical equipment in areas where known flammable substance in the form of dust, fumes, gas or vapour could be present. The use of spark proof tools such as copper and aluminium tools. Tools powered by internal combustion engines should not ne permitted in any confined space. 14

15 9. The wearing of Personal Protective Equipment (PPE) such as overalls, safety footwear, gloves, and dust masks. Consideration should be given the specification of PPE where a flammable atmosphere may exist as clothing could generate static electricity which could ignite flammable dust, gasses, fumes or vapours. 10. The wearing of Respiratory Protective Equipment (RPE) such as dust masks, respirators, air fed respirators and self contained breathing apparatus. All RPE should be face fit tested to the worker and be subject to pre-use inspections. Self contained breathing apparatus should only be used by trained and competent workers and be subject to a formal inspection. Certificates confirming their inspection should be sought. 11. Where flammable atmospheres exist or where known flammable substance in the form of dust, fumes, gas or vapour could be present the earthing and cross bonding of metal items to prevent static discharges. Consideration should also be given to materials that can generate static such as plastics and other man made materials. 12. The prevention of smoking within a reasonable proximity of the entrance to confined spaces where flammable atmospheres exist or where known flammable substance in the form of dust, fumes, gas or vapour could be present. 13. Limiting the time each person works in the confined space particularly where heat accumulations has been assessed as an issue or where comfort issues caused by wearing PPE and RPE are likely to cause individual health issues. Further Guidance Further Guidance on safe working in confined spaces is available from the HSE s guidance note L101 Safe work in confined spaces. Confined Spaces Regulations 1997 which can be downloaded from the HSE web site 15

16 Appendix 5 Guidance for the Evaluation of Method Statements for Cold Work What is a Cold work? Cold work is any work that involving the maintenance, installation or inspection of plant which contains liquefied gasses at sub-zero temperatures, in this guidance cryogenic temperatures are defined as those below 120 K (-153 C). Hazards in Cold Work Cold contact burns - Liquid or low-temperature gas from any of the specified cryogenic substances will produce effects on the skin similar to a burn. Asphyxiation - Degrees of asphyxia will occur when the oxygen content of the working environment is less than 20.9% by volume. Effects from oxygen deficiency become noticeable at levels below ~18% and sudden death may occur at ~6% oxygen content by volume. This decrease in oxygen content can be caused by a failure/leak of the cryogenic vessel or transfer line and subsequent vaporization of the cryogen. Explosion Pressure - Heat flux into the cryogen from the environment will vaporize the liquid and potentially cause pressure build-up in cryogenic containment vessels and transfer lines. Adequate pressure relief must be provided to all parts of a system to permit this routine outgassing and prevent explosion. Explosion Chemical - Cryogenic fluids with a boiling point below that of liquid oxygen are able to condense oxygen from the atmosphere. Repeated replenishment of the system can thereby cause oxygen to accumulate as an unwanted contaminant. Similar oxygen enrichment may occur where condensed air accumulates on the exterior of cryogenic piping. Violent reactions, e.g. rapid combustion or explosion, may occur if the materials which make contact with the oxygen are combustible. Precautions for Cold Work As a minimum the following precaution should be applied to all cold work; 10. All Cold work must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. There permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. This should be reviewed by the Estates and Facilities Health and Safety Officer 11. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in cold work precautions. 12. During the work personal oxygen monitors should be used to ensure that the oxygen in the area is sufficient to support personnel working in the space, this should be undertaken using calibrated oxygen monitoring equipment and the results should be recorded. Certificates confirming their calibration should be sought. 13. The isolation of cryogenic gasses and liquids that could flow into the space. Isolation requires the physical disconnection of services in such a way that they cannot be accidentally reconnected. This will usually require using blanking plates, closing and locking off valves or disconnecting and removing pipe work leading to the space. 16

17 Any devices used to lock off valves should only be removable by those working in and controlling the space. 14. Isolation of mechanical and electrical equipment. Isolation requires the physical disconnection of the flow of power to the equipment in such a way that they cannot be accidentally reenergised. This will usually require isolation and locking off of the plant at the distribution board or at the local isolation switch. Any devices used to lock off equipment should only be removable by those working in and controlling the space. 15. All smoke and heat detectors within the vicinity of the work should be protected with proprietary covers to prevent accidental fire alarm activation. Before covering detectors the Estates and Facilities Fire Officer must be notified and covers for fire detectors must be removed at the end of each day. 16. Suitable lighting should be available during the task where work is undertaken during night times. This can be either from existing lighting in the area or supplementary lighting installed during the task. In either case emergency lighting should be available to aid escape in the event of a power failure. 17. The wearing of Personal Protective Equipment (PPE) such as overalls, safety footwear, gloves, safety helmets and dust masks. Consideration should be given the specification of PPE to be temperature resistant during cold work activity. PPE - Whenever handling or transfer of cryogenic fluids which could result in exposure to the cold liquid, boil-off gas, or surface, protective clothing shall be worn. This will include: face shield or safety goggles, safety gloves long-sleeved shirts, work coats, aprons. Eye protection is required at all times when working with cryogenic fluids. When pouring a cryogen, working with a wide mouth dewar or around the exhaust of cold boil-off gas, use of a full face shield is recommended. Hand protection is required to guard against the hazard of touching cold surfaces. Loose insulating gloves can be used. Further Guidance Further Guidance on safe working with Cryogenic material can be sought from The Estates and Facilities Health and Safety Advisor. 17

18 Appendix 6 Guidance for the Evaluation of Method Statements for Hot Work What is a hot work? Hot work is any work that could generate sufficient heat to ignite building materials and cause a fire to establish within the infrastructure of the building. Examples of hot work include; roof work with LPG torches, bitumen or tar burners fused for roof work, soldering pipe work to plant and other items, brazing, welding, cutting with power tools, grinding of metal products and some chemical treatments which result in an exothermic reaction. Hazards in Hot Work Ignition of Building Materials if sufficient heat in generated during hot work building materials such as wood, materials treated with weather proofing products, paint and insulating materials could easily ignite. Often these materials will burn slowly and fire may spread within the building structure and remain undetected until it grows significantly and takes hold. Work on roofs, ceiling voids, service risers etc are of a particular risk. Burns to personnel from contact with hot surfaces following hot work activity, heat transferred through conductive materials may pass to other parts of the building adjacent to the area of works. Smoke and fumes during some hot work fumes and toxic smoke can be generated as by products to the hot work. If these are inhaled in sufficient quantities by personnel undertaking the work or adjacent to the work area these products may cause ill health effects. Sparks and hot partials ejected during hot work during cutting, grinding and welding activity sparks and other partials of hot debris can be ejected to other areas of the work place which may ignite flammable materials or gasses and vapours. Precautions for Hot Work As a minimum the following precaution should be applied to all hot work; 1. All hot work must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. There permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. This should be reviewed by the University s Fire Officer 2. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in hot work precautions. 3. All work undertaken where a risk of ignition exists should be the subject of fire inspections during the work and after the work has been completed. Fire watch should be undertaken between half an hour and up to one hour after the work has been completed to ensure that materials have not been ignited by the work undertaken. 18

19 4. Where possible and practicable materials adjacent to the area to be heated will be dampened to prevent ignition, where this is not possible areas should be protected with flame resistant materials to prevent ignition. 5. Suitable fire extinguishers should be available during hot work to be used in the event of ignition of materials. Care should be taken when selecting appropriate extinguishers, that their deployment does not create damage to the building infrastructure or increase the risk of harm to those personnel undertaking the work. 6. All smoke and heat detectors within the vicinity of the hot work should be protected with proprietary covers to prevent accidental fire alarm activation. Before covering detectors the Estates Fire Officer must be notified and covers for fire detectors must be removed at the end of each day. 7. All areas that have been heated should be provided clear and conspicuous safety signage to identify that the area could be hot. This should include areas adjacent to or above or below the area of work where heat transfer could occur through conduction. 8. Any process that creates toxic or hazardous fume should be undertaken in well ventilated areas, where this is not possible forced ventilation or local extraction should be used to remove toxic fumes from the atmosphere. 9. All flammable substances and flammable atmospheres should be removed before any hot work commences. This includes the isolation of extracts onto roofs, removal of flammable liquids and gasses and removal of combustible materials stored in the work area. 10. Suitable lighting should be available during the task where work is undertaken during nighttimes. This can be either from existing lighting in the area or supplementary lighting installed during the task. In either case emergency lighting should be available to aid escape in the event of a power failure. 11. The wearing of Personal Protective Equipment (PPE) such as overalls, safety footwear, gloves, safety helmets and dust masks. Consideration should be given the specification of PPE to be flame resistant during hot work activity. Further Guidance Further Guidance on safe working in confined spaces is available from the HSE s guidance note HSG139 The safe use of compressed gases in welding, flame cutting and allied processes which can be downloaded from the HSE web site 19

20 Appendix 7 Guidance for the Evaluation of Method Statements for Roof Work What is roof work? Roofs can be hazardous work areas particularly when working on pitched roofs or when working on roofs with no edge protection. Some roofs also carry plant and have flues and outlets from chemical processes terminating on them. All roof access is controlled by key access and permit to access and permit to work systems. Permit to access roofs are issues to staff and contractors who need at access roofs for the purpose of inspections and surveys. This type of permit does not allow physical work to be undertaken. Register of Roof Access Statements The University of Manchester maintains a register of all roofs and a detailed access statement relating the roof of each building. This register should be referred to when evaluating method statements for entry onto these areas, as the register will identify what hazards are present and the precautions to be taken. Hazards in roof work Persons Falling this could include persons tripping over plant and other services on the roof surface causing a fall on the level or a fall from height, in the most serious case this could result in a fall from the roof to the ground below. Loss of consciousness of personnel due to the presence of poisonous gas, fume or vapour this could be from pipe work and ducts in buildings that are used to extract toxic and other hazardous substances. Fire or explosions caused by the presence of flammable gas or fume in sufficient quantities to be within the substances lower and upper explosion limit. Fire caused by the ignition of flammable material from cutting, welding and other hot work may cause smoke generation which could put personnel at risk. Falling Tools, Equipment and Debris building materials, loose masonry, tools and equipment could fall from roofs creating a hazard for any pedestrians and vehicles below. Exceeding the roofs safe working load The design of the roof may include materials that are either fragile surfaces or are of a construction that is not intended to have any significant load placed upon it. Extreme Weather Conditions high winds, heavy rain and ice and snow can increase the likelihood of a fall on or from a roof. 20

21 Precautions for Roof Work As a minimum the following precaution should be applied to all roof work; 18. The entry onto the roof must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. There permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. 19. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in working on roofs. 20. Where no edge protection is available on a roof temporary edge protection should be considered before resorting to fall prevention and fall arrest equipment. 21. If fall protection equipment is used a full body harness should be worn by all staff working on the roof with a fixed length lanyard attached to a tested and certified anchor point. The fixed length lanyard should be sufficiently short that the worker cannot reach within one metre of any point of fall i.e. the roof edge. 22. If fall arrest equipment is used a full body harness should be worn by all staff working on the roof with a deceleration / shock absorbing lanyard attached to a tested and certified anchor point. Fall arrest equipment should only be used as a last resort when all other methods of fall prevention have been exhausted. The use of fall arrest equipment will require a minimum of two people to be working on the roof at all times so that a rescue can be initiated should a fall and unintended suspension occur. 23. Where fall arrest equipment is used there should be a suitable rescue plan developed in writing and in place to recover workers who fall and become suspended during the work; this must not rely on the fire service, University security or any other emergency services. The rescue plan must be able to be initiated and the suspended worker rescued within 30 minutes of the fall occurring. 24. There must be a suitable method of communication between those working on the roof and the project manager overseeing the work. This could be by radio and or mobile telephone where network coverage permit. 25. Suitable lighting should be available during the task where work is undertaken during nighttimes. This can be either from existing lighting in the area or supplementary lighting installed during the task. In either case emergency lighting should be available to aid escape in the event of a power failure. 26. All tools used with one meter of the point of fall should be tethered on tool lanyards to help prevent falling objects. 27. All method statements relating to roof work should include a statement relating to the controls for working on fragile surfaces and any weight restrictions on the roof. This information should be taken from the roof access statement. 28. A statement regarding the adverse weather conditions and above set wind speeds or in the presence of ice and snow that the work would be suspended until the weather conditions improve. 21

22 Other Precautions Depending on the nature of the risk the following precautions will need to be included in the method statement produced by those working on the roof; 14. The wearing of personal gas detectors by personnel if the presence of known toxic substances in the form of fumes, gas or vapour could become present on the roof during the works. These should be calibrated and certificates confirming their calibration should be sought. 15. The isolation of gasses, fumes or vapours that could flow onto the roof. Isolation requires the physical disconnection of services in such a way that they cannot be accidentally reconnected. This will usually require using blanking plates, closing and locking off valves or disconnecting and removing pipe work leading to the roof. Any devices used to lock off valves should only be removable by those working in and controlling the work area. 16. Isolation of mechanical and electrical equipment. Isolation requires the physical disconnection of the flow of power to the equipment in such a way that they cannot be accidentally reenergised. This will usually require isolation and locking off of the plant at the distribution board or at the local isolation switch. Any devices used to lock off equipment should only be removable by those working in and controlling the work area. 17. The wearing of Personal Protective Equipment (PPE) such as overalls, safety footwear, gloves, safety helmets and dust masks. Consideration should be given the specification of PPE where a flammable atmosphere may exist as clothing could generate static electricity which could ignite flammable dust, gasses, fumes or vapours. 18. The wearing of Respiratory Protective Equipment (RPE) such as dust masks, respirators, air fed respirators and self contained breathing apparatus. All RPE should be face fit tested to the worker and be subject to pre-use inspections. Self contained breathing apparatus should only be used by trained and competent workers and be subject to a formal inspection. Certificates confirming their inspection should be sought. 19. Detailed controls for undertaking hot works on roofs will be required if any cutting, welding, brazing, soldering, grinding or work with open flame torches or bitumen / tar burners. These are detailed in the guidance for hot work. Further Guidance Further guidance on the safety in roof work can be gained from the Estates and Facilities Health and Safety Officer, Roof permit authorisers in the Professional Services Unit in the Directorate of Estates and Facilities. Additional guidance is available in HSE publication HSG33 Safety in Roof Work which can be accessed at 22

23 Appendix 8 Guidance for the Evaluation of Method Statements for Excavations What is an excavation? Excavation is the breaking, digging or removal of ground with the purpose to expose underground services or plant, install or maintain underground services or plant or to install foundations and other building structures. Hazards in Excavations Unstable Ground Conditions depending on the topography and geology of the ground to be excavated, soil and rock, once disturbed can become unstable and slip. This can lead to the collapse of trenched and excavations, the subsidence of building structures and the breach of services. Underground structures or water courses natural water courses such as underground rivers and streams exist under much of the UK. Once disturbed they can alter their flow and cause flooding and land slippage. Many other structures can be found underground ranging from oil and gas distribution pipes, disused service tunnels, residual voids from previous mining activity and natural caves and caverns. Interference with plant and underground services most of our highways and footpaths cover a wide range of underground plant and utilities; these include gas pipes and distribution valves, high and low voltage electric cables, water distribution pipes and valve boxes, telecommunications cables, fibre optic cables and both foul and storm drain networks. Each of these carries their own hazards and risks when damaged or broken. Asphyxiation of personnel due to the presence on toxic gasses, fumes and vapours in the excavation - this could be caused by residues of hazardous substances in subsoil, leaks from pipe work, or valves being accidently opened whilst personnel are working in excavations. Drowning of Personnel this could be caused by the unexpected ingress of water into the excavation, water from natural sources and from distribution pipe work should be considered. Collapse of excavations caused by a range of factors such as unstable bedrock or subsoil, unsupported sides of an excavation, water ingress, explosion and vehicle movement close to the edges of excavations. Falling or dislodging material the surface edges of an excavation are usually unstable and the topsoil and subsoil are usually easily dislodged by pedestrian or vehicle movement around the edge of the exaction. Falling or dislodged material can fall into the excavation causing a risk for those working in the excavation. Spoil piles placed too close to the edge can also be easily dislodged and fall into the excavation. Falling into excavations personnel and vehicles may fall into an excavation if they work in proximity of the edge and no edge protection in provided around the perimeter of the excavation. Fire or explosion - caused by the presence of flammable gas or fume in sufficient quantities to be within the substances lower and upper explosion limit. Fire caused by the ignition of flammable material from cutting, welding and other hot work may cause smoke generation which could put personnel at risk. Oxygen enriched atmospheres due to chemical reactions or use of oxy-gas equipment can create additional hazards. 23

24 Biological hazards a range of bacteria, fungi, viruses, hazardous substances and animal bi-products could be present in soil and water within an excavation. The most prevalent risks are; leptospirosis (Weils disease), anthrax, radon gas, asbestos and bacterial infections such e-coli from sewerage pipes. Precautions for excavations As a minimum the following precaution should be applied to all Excavation work; 1. All excavation work must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. There permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. 2. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in safe working precautions during excavations. 3. All excavation work should be supported by up to date utility plans, relevant ground surveys (mining, previous land use etc.) and the results of local cable locations surveys. The method statement provided by the company undertaking the work should reflect the likely services to be found in the area to be excavated. It would not be acceptable to state that they will dig with caution or undertake CAT scanning on the day of the work. 4. Where underground services exist it would be expected that the excavation would use hand digging methods using non conductive tools as well as using mechanical digging methods when at a sufficient distance from plant and services. 5. Sides of excavations should be supported where there is a risk of collapse of the trench. There is not set depth at which trenches and excavations should be supported, but a risk assessment of the topsoil, subsoil and bedrock should identify if this is necessary. Support using close boarding, sheet piling, trench boxes, battering or boarding should be identified in the method statement. 6. Once the excavation has been dug, and before personnel enter the excavation the air should be tested to ensure that a suitable atmosphere exits to support life. All excavations where personnel are expected to enter should be regarded as confined spaces. 7. The barriering off of the perimeter of the excavation, pedestrian barriers should be placed one meter from the edge of the excavation. Where vehicles are expected to reverse to excavations for backfilling, stop blocks should be used to prevent vehicles falling into the excavation. 8. Safe access and egress must be maintained from any excavation, which is usually implemented by the use of ladders and hoists. 9. If the excavation is likely to be open during the night times then the perimeter should lit and warning lamps fitted to warn pedestrians of the risks. 10. The excavation must be inspected before each shift, by a competent person. This inspection must be recorded and made available for inspection by a University officer. 11. Staff should receive training in hygiene practices and wear protective clothing where known contaminants and infectious material may be present in the excavation. The 24

25 organisation undertaking the work may also need to provide welfare facilities such as showers and decontamination units. 12. The wearing of Personal Protective Equipment (PPE) such as overalls, safety footwear, gloves, safety helmets and dust masks. Consideration should be given the specification of PPE to be flame resistant during hot work activity. Further Guidance Further Guidance on safe working in excavations is available from the HSE s guidance note HSG 47 Avoiding danger from underground services. Which can be downloaded from the HSE web site 25

26 Appendix 9 Guidance for the Evaluation of Method Statements for Electrical Isolations (Low Voltage Systems) What is an electrical isolation? Regulation 14 of The Electricity at Work Regulations 1989 requires that no work is undertaken on or near to a live conductor unless it is unreasonable in all the circumstances for it to be dead. The University of Manchester is committed to this duty and it is a requirement that all electrical conductors on systems before and beyond local distribution boards are made and proven dead before being worked on. This duty is dispensed by isolation procedures and a permit to work system. The Health and Safety Executive define the term isolated as: Equipment (or part of an electrical system) which is disconnected and separated by a safe distance (the isolating gap) from all sources of electrical energy in such a way that the disconnection is secure, i.e. it cannot be re-energised accidentally or inadvertently. Hazards in Electrical Work Contact with Live Conductors contact with live conductors can result in electric shock which can be fatal. Electric shock can cause muscle convulsions, Ventricular Fibrillation (no heart beat) and Tachycardic Fibrillation (irregular heart beat). Those personnel who receive an electric shock should seek medical attention to confirm that such effects do not pose a risk to their health. Fire - Sparks from electrical arcing can be of sufficient temperature to ignite materials and flammable substances. If this is not detected it could propagate into a significant fire. Burns to those working in proximity to live conductors - As electrical energy passes through conductors, the conductor will experience a heating effect due to the natural resistance of the conductor. If the conductor is human tissue this too will experience a heating effect and this will result in internal and external burns. Severe internal burns can lead to fatalities some days after the event. Secondary injuries from contact with live electrical conductors those personnel who are working at height or who are working near to a point of fall, may be caused to lose the footing as a result of an electric shock. 26

27 Precautions for Electrical Isolation Work As a minimum the following precaution should be applied to all electrical work; 1. All work on electrical systems, prior to local electrical distribution boards, must be subject to the University s Permit to Work System; no other local arrangements or contractors systems should be accepted. The permit must not be issued until a suitable and sufficient risk assessment and safe system of work has been supplied by the company or individuals undertaking the work. This should be reviewed by the University s Electrical Engineer. 2. The University does not permit contractors to undertake their own isolations of electrical systems, other than local circuits fed from local distribution boards. 3. All electrical work undertaken on the University s electrical system must be undertaken and proven to be dead. Exceptions to this requirement can only be authorised by the University s electrical engineer. 4. Isolations of electrical systems supplying local distribution boards can only be made by the Universities Electrical Engineering Team, in the Directorate of Estates and Facilities. 5. Isolations to circuits fed by local electrical distribution boards can be made by contractors without the need for permits to work providing they are undertaken following safe systems of work that meets the requirements of HSE Guidance HSG 85 and the 17 th Edition of IEE Wiring Regulations. 6. Before an isolation is made the appropriate voltage indicator should be proven and tested on a known source to confirm correct operation. 7. An isolation of the circuit should be made that prevents accidental re-energisation of the circuit. The isolation should be locked off and be suitably labelled to identify the isolation. 8. Once an isolation has been made it is essential that the circuit is tested and proved dead using an appropriate voltage indicator, which conforms with HSE guidance GS38. It is also required that the appropriate voltage indicator is then proven using the known source (in 5. above) to confirm operation. 9. Once the work has been complete the electrical system should be made safe and commissioned prior to the reconnection of the supply. 10. The whole activity should be supervised by an individual who has the responsibility to ensure that all of the necessary precautions are implemented and must have received training in relevant work precautions. Further Guidance 11. Further guidance on the safety in Electrical Isolations can be gained from the Estates and Facilities Electrical Engineering Team. 12. Additional guidance is available in HSE publication HSG85 Electrical Work, Safe Working Practices which can be accessed at 27

28 Appendix 10 Guidance for accessing locked off areas in an emergency The University operates a policy of restricted access to sections of its estate that are considered to be a significant risk to staff that enter these areas. Such areas could include; service risers, plant rooms, roofs, vacant buildings and unoccupied space, and electrical switch rooms. Access to these areas usually requires a permit to be issued by the Professional Services Unit in the Directorate of Estates The university also recognises that under certain circumstances entry may need to be made into these areas to deal with emergency situations in order to isolate and terminate utilities. This work can be undertaken without a permit at the discretion of the Duty Manager in Maintenance Services. The following situations are considered to be an emergency. The uncontrolled leak or escape of water, oil or other liquid which is sufficient to cause damage to the building infrastructure, The accidental release of a gas or vapour which poses a risk to the health and or safety of building users, The collapse of any significant part of a building infrastructure such as ceilings and internal walls, The critical failure of IT infrastructure, Loss of electrical supply to an essential part of a building, A fire in any part of a building that requires isolations of services to be made, A significant leak of rainwater into any building as a result of a breach in the buildings waterproofing, The following examples would not be considered to be an emergency. An insignificant leak of water, oil or other liquid which is insufficient to cause damage to the building infrastructure and can be contained by collection, Loss of power or services that are not considered to be critical to the operation of the University, Minor vandalism or damage to a building that can be secured and isolated at source. In order to access any locked off area in the University in an emergency situation the University Security Office should be notified in the first instance who will contact the Duty Manager in Maintenance Services to authorise access. Information regarding the hazards in each area will be available at the point of entry so that a dynamic risk assessment can be made prior to entry into the space. 28

29 Appendix 11 Guidance for the Evaluation of Method Statements for Entry into Contaminated Areas What is a Contaminated Area? Contaminated Areas can be any space of inside a room, a whole room or plant area that have Hazardous substances that can cause harm to human health, present in the air or the fabric of the building. Hazardous substances present will be categorised into one of the following groups; Chemical Substances; Biological Agents; Ionising Radiation Sources; Non Ionising Radiation Sources; Silicate Minerals (asbestos). Hazards in Contaminated Areas A wide range of hazards that may be present in areas such as workshops, laboratories, plant rooms and extract systems can cause harm to human health by entering the body through four routes; Inhalation; Ingestion; Absorption through skin and membranes; Injection by skin punctures. These hazardous substances once entered into the body can cause a range of serious and fatal health conditions if the correct procedures are not followed. Hazard Identification - if hazards exist in the area signage will indicate the nature of the hazard and the source, guidance should be sought before entering or working in an areas displaying these symbols. Danger Flammable Oxidiser Explosive Corrosive Compresse d or liquefied Gas Aquatic Toxicity Warning Sensitiser, carcinogen, mutagen or teratogen 29