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Process: Permit to Work
PS-OP-RC-2011
Prepared by:
Property Services
Printed copies are considered uncontrolled
Rev: 9.0
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Contents
Objective .......................................................................................................... 2 1.0
Scope .............................................................................................................. 2 2.0
Implementation ................................................................................................ 3 3.0
3.1. Permit Application ........................................................................................ 4
Risk Assessment ................................................................................... 5 3.1.1.
3.2. Permit Administration ................................................................................... 6
RMIT Internal Consultation .................................................................... 7 3.2.1.
3.3. Permit Authorisation ..................................................................................... 8
3.4. Working under Permit Conditions ................................................................. 8
Permit Handover ................................................................................... 9 3.4.1.
3.5. Monitoring Permit to Work Activities ............................................................. 9
3.6. Permit Close Out ........................................................................................ 10
3.7. Emergency Works ...................................................................................... 10
3.8. Permits ....................................................................................................... 11
Hot Work Permit (PS-FORM-RC-2031) ............................................... 11 3.8.1.
Work at Height Permit (PS-FORM-RC-2010) ...................................... 11 3.8.2.
Hazardous Materials Permit (PS-FORM-RC-2037) ............................. 12 3.8.3.
Service & Fire Isolation Permit (PS-FORM-RC-2036) .......................... 13 3.8.4.
Excavation/Penetration Permit (PS-FORM-RC-2030) .......................... 15 3.8.5.
Responsibilities .............................................................................................. 16 4.0
Definitions ...................................................................................................... 19 5.0
Supporting Documents................................................................................... 20 6.0
Revision ......................................................................................................... 21 7.0
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Objective 1.0
The objective of this procedure is to explain the Property Services permit to work
(PTW) process for the management of nominated high risk work activities, completed
by Property Service engaged contractors.
Scope 2.0
The scope of the permit to work process applies to the following nominated high risk
work activities, completed by contractors engaged by Property Services:
Hot works
Service and fire isolations
Work at heights
Excavations/penetrations
Hazardous materials
This process is applicable to all works managed by Property Services. Works
engaged or conducted by RMIT staff or students currently falls outside of the scope of
this process, as such all works are to be safely managed by existing risk
management processes and in consultation with relevant Senior Advisor Health,
Safety & Wellbeing.
Contractors within this process are deemed as any external parties performing works
at RMIT.
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Implementation 3.0
Appendix B & C graphically outlines the process flow for permit to work process,
including application; review and approval; and close out. It includes roles for
Contractor, Permit Office, FM, PM, Technical review and Third Party Service Provider
e.g. Airmaster, Fire technician or Security services.
The Property Services representative engaging the works is responsible to
ensure that all relevant RMIT and Property Services requirements are met and
works are performed safely, including adherence with the permit to work
process. Property Services Safety Team and Permit Office will facilitate the
administration of the permit to work process. The Contractor will be
responsible for any additional costs associated with an OHS incident or
building outage/damage caused by not isolating services.
Additionally, It is encouraged that isolations which are being planned for
projects that Airmaster is engaged as soon as practicable, this will allow a
technical review and therefore ensure the review does not impact on the permit
timeframe. Airmaster have provided a schedule of rates Appendix D, to assist in
project budgeting.
Certain tasks undertaken by Property Services have been identified as having an
elevated risk to health, safety or property and require formal review and approval by
appropriate nominated RMIT personnel before being undertaken. To achieve this,
Property Services has developed a permit to work system that enables a controlled
approach to effectively manage risk.
It is the responsibility of the relevant Property Services representative (Facilities
Manager/Coordinator or Project Manager/Officer) to ensure that contractors are:
appropriately inducted into RMIT and Property Services;
aware of the Property Services permit to work system;
comply with the permit to work; and
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comply with all other safety and Property Services requirements.
All Contractors are directed to the Property Services Safety Management website at:
http://www1.rmit.edu.au/propertyservices for most recent copy of ‘Property Services
Contractor Induction Booklet’.
The permit to work process is a mandatory Property Services requirement. Steps to
be taken in the event of an emergency situation are referenced in Section 3.7 below.
3.1. Permit Application
Appendix B & C graphically outlines the process flow for permit to work process for
application, including roles for Contractor, Permit Office, PM, FM, Technical Review
and Third Party Service Providers.
All Contractors are directed to the Property Services Safety Management website at:
http://www1.rmit.edu.au/propertyservices for most recent copy of Property Services
permit to work forms. Questions should be directed to the Property Services
representative engaging the works, or Property Services Permit Office via email to
All permit applications are to be received by the Permit Office, at least five (5)
business days prior to commencement of works. Contractors are to complete all white
(no colour) sections of the permit form. Green/grey sections will be completed by
authorised RMIT officers through the review and approval process. The permit
applicant is the individual requesting the permit application and is to be listed on the
front page of each permit application.
The contractor is responsible for completing the relevant permit forms in consultation
with the Property Services representative engaging the works. The Property Services
representative is responsible for verifying the content, work description and timeline of
the works nominated in the permit application. All applications and associated
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documentation are to be submitted to the Permit Office for administration, via the
following email address [email protected].
With the exception of the Hot Work Permit, the contractor must nominate on the
permit, the individual (permit holder) who will be in direct control of the works for the
duration outlined on the permit form. Where the permit holder changes, a separate
permit applications is to be submitted, nominating relevant permit holder and duration.
The Permit Holder will be responsible for ensuring that the work is undertaken in
accordance with the permit conditions and must actively monitor the works performed
under the permit.
The contractor must include relevant supporting documentation in permit applications,
along with completed permit form(s). This documentation may include:
Safe Work Method Statement (SWMS) or risk assessment;
Licenses and/or competencies for personnel undertaking the work;
Emergency response procedures/plans;
Relevant regulatory authority approvals or notifications; and
Reports from other service providers, such as service location reports.
The contractor and Property Services representative must consider all implications of
the work/task to be performed e.g. hot works should consider fire isolations,
excavation should consider service isolations. All relevant permit forms required to
safely conduct the task, are to be registered in one application, if this does not occur
permit applications will likely be delayed.
Where third party service providers e.g. Airmaster, fire engineer or Security are
required to assist with permitted works, the Property Service representative engaging
the works is responsible to ensure the third party is scheduled and provided with
adequate notice of the works.
Risk Assessment 3.1.1.
Where applicable, SWMS or risk assessment will be completed by the Contractor and
provided to Permit Office for review prior to permit approval.
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The SWMS or risk assessment must be site/task specific and clearly identify the
hazards associated with all activities associated with the work: including site set up,
demobilisation and any potential impacts on the surrounding facilities or persons. The
SWMS or risk assessment will follow a logical sequence for the work and will include
provision of sign off by site personnel prior to commencement of approved works.
Control measures will be specified in accordance with the hierarchy of control
methodology.
Note: A SWMS is a mandatory requirement for high risk construction work, as
defined by health and safety regulations.
3.2. Permit Administration
On receipt of the permit and associated information, the Permit Office shall review the
documentation to ensure completeness. Where it is deemed that the information is
incomplete, the Permit Office will return the application to the relevant Contractor and
Property Services representative and indicate data gaps and request additional
information.
Where it is deemed that the permit application is complete, the Permit Office shall
process the application, assign a unique application number and log into the permit
register. The permit and associated documentation will be forwarded to the relevant
Permit Authoriser or for Technical Review (Refer to Section 3.3). Upon approval of
the permit, the Permit Office will consult with the relevant Property Services
representative engaging the works and the relevant Facilities Asset Management
representative and record on the permit application. The Permit Office is responsible
to ensure the permit register is updated at appropriate stages of the permit to work
process.
Upon approval the permit will then be issued to the relevant stakeholders, so that
works can commence. This may include Airmaster, Security or a third party service
provider for completion of fire or service isolations. Where third parties involvement is
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required (as indicated on fire/service isolation permit e.g. sprinkler, mechanical,
electrical etc.) the Property Services representative must raise a work order and liaise
with the relevant third party to schedule isolations with advance notice. This work
order number is to be provided on the isolations permit application. Once permit is
approved Permit Office will advise relevant third party that permit is approved and
isolations can be conducted. The Permit Office is responsible for ensuring that the
Permit, and associated documentation, is maintained in accordance with this
Procedure.
RMIT Internal Consultation 3.2.1.
Prior to issuing the permit to the contractor, the Permit Office will consult with:
FM to confirm that the works do not impact or conflict with other works
planned on the campus. This consultation will be indicated on the relevant
permit.
PS Representative to confirm that they are aware of planned works and have
discussed with Contractor. In addition, confirmation will be sought to confirm
that a Works Notification will be issued by the Property Services
representative where there may be disruption to occupants. This consultation
will be indicated on the relevant permit. Additionally, the PS Representative
must communicate with ITS any permits that may impact them, particularly
electrical isolations, the PS Representative will need to ensure there is an
applicable IT Servicenow number for these isolations.
Technical Review 3.2.2.
Isolation permits will be sent to [email protected] for technical
review. This will not include smoke and thermal isolations that are not all
level/all building impacting
Airmaster will confirm they have received the request for Technical Review
and keep the Permit Office updated on any delays
The Technical Review will be completed using the agreed template by
Airmaster and RMIT. This is retained by the Project Team and Permit Office.
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3.3. Permit Authorisation
Appendix B &C graphically outlines the process flow for permit to work process for
permit review and approval, including roles for Permit Office, FM, PM and Technical
review.
The Permit Authoriser is responsible for reviewing the permit and any attached
information, such as SWMS or risk assessments. Where the Permit Authoriser is
satisfied with the information presented, the permit may be authorised. This will
include recording:
Any additional permit conditions; and
Permit validity period (noting a maximum 30 days only).
Where the Permit Authoriser is not satisfied with the information presented, the
Permit Authoriser will liaise directly with the relevant contractor Property Services
representative to obtain the necessary additional information. The permit will not be
authorised until the appropriate information has been made available and reviewed by
the Permit Authoriser.
The validity period of all permits will not exceed 30 days. Following expiry, the permit
will be considered to be cancelled.
Property Services Safety Team are available to assist Authorisers in the review and
approval of any permit.
3.4. Working under Permit Conditions
The person (Contractor representative) in direct control of the work and present on
site (Permit Holder), will be indicated on the permit, there is to be only one Permit
Holder per shift and no more than two Permit Holders for any permit. This person is
responsible for ensuring that the work is being undertaken in accordance with the
permit conditions. Where it is deemed that the permit does not adequately address
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the task risks, the contractor must cease work and notify the relevant Property
Services representative.
The work will not resume until the task has been reviewed and the permit revised, as
necessary. Any amendments to an approved permit are to be recorded on the permit,
initialled by the contractor and Permit Authoriser; or a new permit is applied for and
issued.
It is the responsibility of the Permit Holder to communicate any changes to the permit
to all relevant team members, specifically all members of the permitted workforce.
A copy of the permit must be readily available at the location of the works for review
and sign on by those completing the works (Permit workforce) and Property Services
representatives, during monitoring activities. All workers performing works under the
permit (Permit workforce) must sign on to the permit prior to commencement of
works.
Permit Handover 3.4.1.
Where the person controlling the work (Permit Holder) changes, the work will cease
until such time as a permit handover is completed. A permit handover will require
attendance of the ‘new’ Permit Holder, Contractor representative (preferably Permit
Requestor) and Property Services representative and/or Permit Authoriser, as a
minimum. The handover process is to be completed and documented on the permit.
3.5. Monitoring Permit to Work Activities
Permit Holder and Contractor are responsible for monitoring and ensuring
compliance of the permit for duration of works.
The Property Services Safety Team will conduct ad-hoc or scheduled contractor
inspections. These inspections may include viewing of permits, where relevant. Any
incidents or hazards observed will be recorded in RMITs incident and hazard
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reporting tool (PRIME) in accordance with Global Safety Management (GSM)
requirements.
Permit to Work activities may be informally monitored on an ad-hoc basis by the
relevant Property Services representative or RMIT Security.
Permits may be cancelled at any time where the permit conditions are not being
adhered to or if it is deemed that the permit conditions do not adequately address the
task hazards.
3.6. Permit Close Out
Appendix B & C graphically outlines the process flow for permit to work process for
close out, including roles for Contractor and Permit Office.
At the completion of works or expiry of the permit duration, the contractor must review
the work site/location and confirm:
That all personnel, tools and equipment are accounted for; and
The site has been made good and/or returned to a safe condition.
Following satisfactory review of the work site/location the contractor must sign off on
the permit as being closed out and return the permit to the Permit Office via
It is expected that all permits will be closed out and returned to the Permit Office
within 24 hours of expiry.
3.7. Emergency Works
In the event that emergency works are required, these may be directed to proceed in
a safe manner consistent with the intent of this process and with approval of the
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Executive Director Property Services (EDPS) or nominated delegate. Emergency
service or fire isolations may be performed as required to make safe, and/or minimise
damage to assets/property, or as directed by Emergency Services e.g. MFB.
Note: Due to insurance notification requirements, a Fire Isolation Permit is a
mandatory requirement. However, in the event of an emergency, this permit may be
completed and issued to the Permit Office, immediately after the site has been made
safe.
3.8. Permits
Hot Work Permit (PS-FORM-RC-2031) 3.8.1.
Contractors are expected to have their own hot work permit process in place, as a
result, the RMIT Hot Work Permit is used to verify that the contractor’s hot work
permit process meets a number of minimum requirements.
The Permit Approver will review the relevant contractor’s hot work permit against the
requirements of Section 2 of the RMIT Hot Work Permit and record outcomes
accordingly.
The hot work permit review process may be undertaken during periodic contractor
management processes, such as quarterly contract meetings or capital works project
meetings.
Work at Height Permit (PS-FORM-RC-2010) 3.8.2.
The Work at Height permit is applied where the relevant contractor intends to utilise
RMIT maintained height access infrastructure, for example:
Anchor points;
Life lines; and
Davit arms.
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It is RMIT’s responsibility to ensure that RMIT height access infrastructure is
appropriately maintained, however maintenance details, e.g. inspection/test dates,
must be recorded by the contractor on the Work at Height Permit.
As part of the approval process, the Permit Authoriser must review the following
attached permit documentation:
Site and task specific SWMS or risk assessment;
Work at height competencies; and
Work at height rescue plan.
The minimum competency requirement for work at height is the National recognised
course – RIIWHS204D – Work safely at heights.
Documented rescue plans must be established to enable the safe rescue of a
suspended person within a reasonable timeframe, to reduce the risk of suspension
trauma and to enable the application of first aid, should it be required. Contractors
must have the capacity to safely rescue a worker from height without assistance from
public emergency services.
Hazardous Materials Permit (PS-FORM-RC-2037) 3.8.3.
The Hazardous Materials Permit is applied where contractor works are being
conducted in Building 108, Building 201, where works have the potential to disturb
Asbestos/Lead Containing Materials and works that will disturb SMF within the ceiling
void of Building 11 Level 3.
The Hazardous Materials Permit may be valid for the duration of the specific work
activity, however the validity period will not exceed 30 days.
As part of the approval process, the Permit Authoriser must review the following
attached permit documentation:
Asbestos Management Plan/ Scope of Works (where applicable);
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Site and task specific SWMS or risk assessment; and
Evidence of appropriate competency of workers.
Where a hygienist has been engaged to facilitate the work, specific documentation
must be obtained by the relevant Property Services representative on close out of the
permit, including:
Air monitoring certificates;
Clearance certificates;
Environmental waste transfer dockets; and
Updated asbestos register.
Note: The Hazardous Materials Permit is required to be completed for all works
undertaken in Buildings 108 and 201 and all works that will disturb SMF within the
ceiling void of Building 11 Level 3.
Service & Fire Isolation Permit (PS-FORM-RC-2036) 3.8.4.
The Service & Fire Isolation Permit is applied where a contractor is undertaking works
that may impact on services, such as:
Fire (includes work that may generate heat, smoke, dust or odours);
Mechanical;
Gas;
Electrical; and
Hydraulic/water.
The contractor will record the specific dates and times the isolation is required in
Section 3 of the Permit, however this will be reviewed and amended at the discretion
of the Permit Authoriser. Service & Fire Isolations (not localised / smaller scale smoke
and thermal isolations) will require a technical review, it is encouraged that Airmaster
is engaged prior to the Permit Process so that this review does not impact the
timeline of the Permit Application. The process for Service & Fire Isolations is shown
in Appendix C.
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The contractor and Property Services representative are to be copied into emails
where Service and Fire Isolation Permits are issued to a service provider for
completion of isolations.
It is the responsibility of the relevant Property Services representative to engage with
and schedule third party service providers for completion of isolations and raise a
purchase order. The service and fire isolation permits denotes services that may
require third party isolation. Who can be engaged for these services are outlined in
Figure 1 below -
Figure 1 Service Provider for Service and Fire Isolations
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Additionally, please refer to Appendix D for schedule of rates to allow project
budgeting.
Excavation/Penetration Permit (PS-FORM-RC-2030) 3.8.5.
The Excavation/Penetration Permit is applied where a contractor is required to break
or penetrate the ground.
The Excavation/Penetration Permit may be valid for the duration of the specific work
activity, however the validity period will not exceed 30 days.
Prior to authorisation of the permit, the Permit Authoriser must ensure that the
contractor has made every reasonable attempt to identify services. This will include
completion of service location activities, such as:
Review of existing service maps or plans;
Dial before you dig;
Underground service location detection; and
Slab/wall scanning.
As part of the approval process, the Permit Authoriser must review the following
attached permit documentation:
Site and task specific SWMS or risk assessment;
Evidence of appropriate competency of plant and equipment operators; and
Emergency response plan.
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Responsibilities 4.0
Position Responsibilities
Executive Director Property Services
Ensure Property Services stakeholders are provided
adequate support and resource to allow for compliance
with this procedure
Senior Manager, Hazardous Materials and Safety
Confirm and document that Permit Authorisers have
acquired through training, qualification or experience the
knowledge and skills to carry out the task
Ensure that the permit to work process is reviewed
auditing and updated driving continuous improvement
Provide information, instruction and/or training on the
permit to work process to relevant stakeholders
Provide resource, technical support and guidance to
Permit Office as required
Permit Office
Monitor the Permit Office email and process permits in
accordance with agreed timeframes
Review permits to ensure that information is complete
Liaise with contractors, Property Services representatives,
FM and Technical Services or other relevant stakeholder
to facilitate the Permit to Work Process
Maintain the Permit and Isolations Register
Maintain the permit and associated documentation in
accordance with this Procedure
Escalate any Permit to Work procedural issues to the
Senior Manager Hazardous Materials & Safety
Participate in information, instruction and/or training with
regard to the Permit to Work Process
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Position Responsibilities
Permit Authoriser
Authorise permits relevant to their area of competency
and where authorised to do so
Review the completed permit and associated
documentation prior to permit authorisation
Liaise with contractors or PS representatives or other
relevant stakeholder to facilitate the Permit to Work
Process
Authorise permits by signing the relevant section of the
permit
Escalate any Permit to Work procedural issues to the
Senior Manager Hazardous Materials & Safety
Participate in information, instruction and/or training with
regard to the Permit to Work Process
Property Services Representative
Communicate Permit to Work requirements to contractors
Liaise with the contractor, Permit Office, Technical Team
and Permit Authoriser for the facilitation of the Permit to
Work Process
Monitor the work site/location to verify that the permit
conditions are being complied with and that the permit is
relevant for the works
Report any Permit to Work related issues to the Manager
Hazardous Materials & Safety
Participate in information, instruction and/or training with
regard to the Permit to Work Process
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Position Responsibilities
Contractor (including Permit Requester, Holder and workforce)
Completing the permit application in consultation with the
relevant Property Services representative
Providing the appropriate risk management
documentation with the relevant Permit application
Working in accordance with permit conditions and
ensuring all associated employees, contractors and sub-
contractors comply with permit conditions
Scheduling and completing permit handovers as required
Closing out permits and returning the completed permit to
the Permit Office
Reporting permit to work issues to the relevant Property
Services representative
Participating in information, instruction and/or training on
the permit to work process
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Definitions 5.0
Defines any key terms and acronyms relating to the process where they apply.
Term Definition
Asbestos
Varieties of mineral silicates belonging to the serpentine or amphibole groups of rock-forming minerals, including actinolite asbestos, grunerite (or amosite) asbestos (brown), anthophyllite asbestos, chrysotile asbestos (white), crocidolite asbestos (blue) and tremolite asbestos.
Asbestos Containing Materials
Any material that, as part of its design, contains asbestos.
Emergency Works Work where if not completed immediately, may result in unacceptable harm to people, property or the environment.
Excavation Any work that involves the digging of holes, pits or trenches in the ground.
Contractor Contractor Controlling the works, if not Principal
Hot Work
Work that has the potential to create a source of ignition. This may include, but is not limited to, grinding, welding, thermal or oxygen cutting or heating and other related heat or spark producing operations.
Lead Lead is a naturally occurring metal. Pure lead can combine with other substances to form various lead compounds.
Penetration
The breaking or penetration of the ground where there is a risk of impacting services.
For the purpose of this procedure, penetration does not include routine screwing or driving of fixing items, such as nails or screws.
Permit Authoriser The RMIT nominated approver who has appropriate skills, training and competence to approve works.
Permit Handover Requires attendance of the ‘new’ Permit Holder, Contractor representative and Property Services representative and/or Permit Authoriser (as a minimum)
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Term Definition
Permit Holder
The person (Contractor representative) in direct control of the work, this may be Principal Contractor or subcontractor. There is to be only one Permit Holder per shift and no more than two Permit Holders for any permit.
Permit Applicant /Requester
The individual requesting the permit application, usually the Site Manager or Project Manager. The permit applicant will be the primary contact should RMIT have any questions with regard to the application.
Permit Workforce All workers performing works under the conditions of the permit.
Principal Contractor Individual person or Company in charge of the work area
Safe Work Method Statement (SWMS)
A document that sets out the work activities to be carried out, the hazards arising from these activities and the measures to be put in place to control the risks.
SMF Synthetic Mineral Fibres
Suspension Trauma
Can occur with a fall arrest system when a person has an arrested fall and is suspended in an upright, vertical position with the harness straps causing pressure on the leg veins.
Supporting Documents 6.0
Document Number Document Name
PS-FORM-RC-2031 Hot Work Permit
PS-FORM-RC-2010 Work at Height Permit
PS-FORM-RC-2037 Hazardous Materials Permit
PS-FORM-RC-2030 Excavations/Penetrations Permit
PS-FORM-RC-2036 Fire & Service Isolations Permit
PS/WI/RC/2044 SMF Contractor Minimum Requirements
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Revision 7.0
Rev No.
Issue Date
Nature of Amendment Page No(s)
Author Department
8.0 April 2018
Holistic review of process and permit forms
- TW Property Services / Safety
9.0 July 2018
Holistic review of process and permit forms
- BM Property Services / Safety
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Appendix A: Permit Authorisers
Permit Type
Permit Authoriser
Work at heights Authorised RMIT Representative engaging works (or Line Manager)
Service & Fire Isolation
Senior Facilities Co-ordinator
Hazmat Not disturbing hazmat Risk of disturbing hazmat
Senior Facilities Co-ordinator Safety Team
Hot works Safety Team
Excavation/Penetration
Authorised RMIT Representative engaging works (or Line Manager)
*FM includes: Senior Facilities Co-ordinators, Facilities Co-ordinators and Technical
Services
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Appendix B: Permit to Work Process Flow
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Appendix C: Isolation Permit Request Work Flow
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Appendix D – Schedule of Rates
Internal Link to Schedule of Rates
