Safety Policy Confined Spaces - Code of Practice · PDF fileConfined Spaces Page . 3. of . 52. October 2011 Code of Practice . Application . During the application of this code of

Confined Spaces Page 1 of 52 October 2011 Code of Practice

Safety Policy Confined Spaces - Code of Practice Date: October 2011

Introduction This Code of Practice, (CoP), has been written for the purposes of providing practical notes for guidance with respect to Plymouth University, (University), obligation to comply with the requirements of the Confined Space Regulations 1997. It is the duty of every employer to ensure that employees and the self employed comply with the regulations. The regulations are clear and state that where reasonably practicable; entry into a confined space should be avoided if another method of achieving the purpose of the work is possible. This has been interpreted in a number of cases to include consideration for and exploitation of technological advance. Therefore all employees and contractors working on behalf of Plymouth University will in the first instance explore and consider the possibility of completing their work without the need to enter any University confined space.

CONTROLLED DOCUMENT MASTER COPY


List of Contents

Application

Pages 3 - 4

Definitions and Abbreviations

Pages 5 - 7

Confined Spaces Procedure and Risk Assessments

Pages 8 - 14

Emergency Procedures

Page 14

Training and Competency Pages 15 – 16

Record of Revisions

Page 17

Authorisation

Page 17

Register of Confined Spaces and Controlled Areas

Appendix A

Associated Departments.

Appendix B

Potentially Hazardous Areas - Checklist.

Appendix C

Authorised Persons & Permit Distribution

Appendix D

Contractor Documentation Check Sheet

Appendix E

Confined Space Permit to Work

Appendix F

Contractors Audit Sheet

Appendix G

Confined Space Emergency Procedure Form

Appendix H

Warning Sign

Appendix I

Risk Assessment Form

Appendix J

Confined Space Work in Progress Warning Sign Medical for Confined Space Workers

Appendix K Appendix L


Application During the application of this code of practice, regard should be given to the following legislation: The Health & Safety at Work Act 1974 The Management of Health & Safety at Work Regulations 1999 The Control of Substances Hazardous to Health Regulations 2002, (as amended). The Provision and Use of Work Equipment Regulations 1992 The Personal Protective Equipment at Work Regulations 2002 The Electricity at Work Regulations 1989 The Control of Asbestos at Work Regulations 2006 The Noise at Work Regulations 2005 The Construction (Design & Management) Regulations 1994 The Construction (Health, Safety and Welfare) Regulations 1996 The Workplace (Health, Safety and Welfare) Regulations 1992 The Control of Lead at Work Regulations 1980 Any subsequent revisions, extensions or amendments to the aforementioned legislation would also apply to the guidelines offered in this CoP. Similar Codes of Practice and University safety documents are available for use as guidance on other regulatory requirements and collectively form part of the University's Safety Management System. The Confined Spaces Regulations came into force on the 28th January 1998 and apply to premises and places of work In Great Britain. The regulatory definition given for a Confined Space is "any place, including chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well or other similar space in which, by virtue of its enclosed nature, there arises a reasonable foreseeable specified risk". The "specified risk" means a risk of – serious injury to any person at work arising from a fire or explosion the loss of consciousness of any person at work arising from an increase in body

temperature. the loss of consciousness or asphyxiation of any person at work arising from gas, fume,

vapour or the lack of oxygen. the drowning of any person at work arising from an increase in the level of a liquid the asphyxiation of any person at work arising from a free flowing solid or the inability to

reach a respirable environment due to entrapment by a free flowing solid. Application of the regulations to various types of confined space will be according to the risks involved with the particular type of work to be carried out within the space. If entry to a particular confined space is unavoidable then entry must be in accordance with a Safe System of Work, (SSOW), which, in relation to relevant specified risks, renders that work safe and without risks to health. Additionally entry into a confined space requires the preparation of suitable and sufficient rescue arrangements which should include provision of resuscitation equipment where a specified risk has been identified. These arrangements should also ensure the risks to those carrying out a rescue, as far as reasonably practicable, are minimised.


In all cases the identification and subsequent designation of an area as a confined space requires a suitable and sufficient risk assessment to be undertaken by a competent person this will ensure that a SSOW will be in place, before any entry or work is allowed to commence. In the case of the University the regulations and the accompanying responsibility will apply to all buildings and areas owned, leased and maintained by the University across all campuses. All confined spaces and controlled areas on the Plymouth campus have been identified, risk assessed and included on a register of confined spaces. University confined spaces will have a category number and an identification number, the category number will reflect the category of the space with regard to the degree of risk represented by that space, the identification number will be used to reference the applicable risk assessment for that unique space. The risk assessment for the space will be complimented by a further risk assessment which will highlight the hazards and risks associated with the work within the environment of the confined space In these guidance notes, advice and examples will be given on possible risks, carrying out an initial risk assessment, the institution of safe systems of work, rescue equipment/procedures and the level of training expected. Recommended safety measures may be partly or wholly instituted depending on the identified risks involved; as a consequence some areas may be designated as low-risk category 3 confined spaces with respect to purely inspection activities or other tasks that require only minimal disturbance to the contents of the space. These areas are listed on a register of „Confined Spaces and Controlled Area Risk Assessments‟, attached in appendix A of this document. This register is to remain live and be updated periodically by the responsible person at least annually or when additional areas are established. However it should be remembered, that there may be occasions when a low risk category 3 confined space will become high risk by the introduction of certain types of work, materials or substances. In response to the requirements of the regulations it is therefore not permitted that any person whether staff, contractor or member of the public should enter any area with any anticipated level of risk that would be considered to be a confined space under the definition. If access is required then these guidelines should be followed in conjunction with the full knowledge of the Directorate of Estates and Facilities Management and accompanied by any necessary permits to work. As a consequence of this, there will be the prohibition of access to certain areas of the University which hitherto may have been accessible by various personnel.


Definitions and Abbreviations

Definitions Confined Space - any place, including chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well or other similar space in which, by virtue of its enclosed nature, there arises a reasonable foreseeable specified risk. The University confined spaces have been categorised 1, 2 and 3, being dependent upon a number of risk factors, category 1 is considered to be high risk, category 2 is considered to be medium risk, Category 3 is considered to be low risk. A „warning‟ sign is located adjacent to the entrance of the confined spaces providing specific space information, access instructions and contact details. A sample of the warning sign can be seen in appendix I. Readers are reminded that by definition confined spaces are dangerous places. Category 1 - Confined Space status is afforded to those confined spaces where a significant risk of serious injury is likely to occur as a consequence of a recognised represented hazard within or brought into the confined space, however the rescue or recovery of injured or distressed workers will be difficult and time consuming. The space classification and category status will be located after to the unique identification number e.g. 01/CS/01 Category 2 - Confined Space status is afforded to those confined spaces where a significant risk of serious injury is likely to occur as a consequence of a recognised represented hazard within or brought into the confined space, and the rescue or recovery of injured or distressed workers can be executed quickly and easily by the trained team. The space classification and category status will be located after to the unique identification number e.g. 01/CS/02 Category 3 - Confined Space status is afforded to those confined spaces where the space is largely enclosed, there is a minimal risk of injury as a consequence of the presence of recognised represented hazards within the confined space, access to the space is on the same level and is walk in, walk out, the rescue and recovery of injured or distressed workers is easy, convenient and requires few skills other than appropriate levels of first aid. The space classification and category status will be located after to the unique identification number e.g. 01/CS/03 A Permit to Work (PTW) will be required for entry into confined spaces categories 1, 2 and 3. Category 4 - Controlled Area Status is afforded to those areas which are substantially enclosed but fall outside the scope of the confined space definition, but common sense dictates should be controlled. This category “Controlled Area” will be designated by the letters (CA) on the risk assessment and the entry point. The space classification and category status will be located after to the unique identification number e.g. 01/CA/04 For practical purposes these areas will be controlled areas, where possible these areas will be signed “Authorised Persons only” and be secured, access to these areas is through key control by the Appointed Person. Departments, contractors or others who wish to enter these areas are reminded that any activity other than simple inspection / access, will attract the requirement of a specific activity risk assessment.


Any work activity that produces or is likely to produce any confined space prescribed hazard, ie hazardous gas, fume, vapour, dust or which compromises the atmosphere within will immediately attract the Confined Spaces Regulations and would therefore be subject to the application of the University confined spaces code of practice. It is not un-common for these controlled areas to be used as store facilities within the University and will be available to the appointed person (see definition below) only, these area will be subject to formal key control. The recovery of materials and equipment from these controlled areas will be subject to a formal risk assessment, these activities / areas will be supervised by an appointed person. During the recovery of materials and equipment from these controlled areas a permit to work, (PTW), will not be necessary. All staff are reminded that the controlled area category 4 designation, does not mean no risk, the category designation should not be used as an alternative to the generation of a task specific risk assessment and a PTW as the nature of, and the conditions in, any area or space can change. These areas are identified on the Register in appendix A to this document. Associated Departments – are departments either within the university or associated with the university that may be affected by; have direct association with; or have an interest in the works themselves or the confined space where the works are being undertaken. The associated departments are also departments who may also be planning works within the confined space. The associated departments shall be deemed as the following:

Estates and Facilities, Management, (E&FM). Information and Learning Services, (ILS). University Secretariat (Governance, Planning and Registry), Safety Office.

A list of the contacts for these departments is attached in appendix B. NB: This document is to remain live for updating by the responsible person. Authorised Person, (authorised permit signatory) - should be a E&FM or ILS representative with sufficient training, experience and familiarity of the works / task being undertaken together with relevant processes, plant and equipment to understand the risks involved with the works and working in confined spaces and can evaluate precautions that meet the requirements of the regulations. The authorised person would be deemed eligible to sign the PTW for contractors undertaking works under their instruction; the authorised person will carry out the relevant checks associated with the permit and periodically audit proceedings to an appropriate level. Please refer to appendix C of this document for a list of the authorised persons. NB: This document is to remain live for updating by the responsible person. Competent Person – is someone with the sufficient level of training together with experience of, and familiarity with, the relevant processes, plant and equipment so that they understand the risks involved and can devise precautions that meet the requirements of the regulations. The competent person will develop and provide the relevant safe system of work, risk assessment, method statement to the Authorised Person in order to obtain a confined space Permit to Work.


Where there is likelihood of multiple risks being present requiring specific expertise to analyse, more than one person may be required to contribute to the risk assessment. The required task will determine who the competent person should be. Operative – is someone suitably trained to undertake the works within the confined space and will meet the specified criteria below.

1. The operator will be familiar with the regulations;

2. She / he will have a technical understanding of the work and the safe system to be employed;

3. They will be familiar with all plant and equipment particular to the works; hazards /

precautions and risks associated with carrying out works within a confined space;

4. They will have an understanding of typical emergency situations and the need to follow prepared emergency arrangements;

5. They will have knowledge of the practical use of safety equipment and safety features

for this type of work. Permit-to-Work (PTW) - a safety document issued by the Authorised Person when it is necessary to work in an area designated as a “Confined Space” or a similar area that by its potentially hazardous nature should be categorised as requiring the same level of precautions, e.g. area of restricted access. Reasonably Practicable - requires that a judgement is made by the authorised / competent person as to what is reasonable, taking into account the degree of risk as against cost, time or effort in averting the risk. Responsible Person - the person appointed by the University responsible for the operational and safety policy with respect to Confined Space Regulations including the certification of personnel. Appointed Person - is someone appointed by a particular department to take control of, and be responsible for, access to a controlled area that is used as a store facility or similar. The appointed person will supervise the safe storage and recovery of equipment and materials and ensure the space remains clean and tidy.

Safe System of Work, (SSOW) - is defined as the necessary arrangements which, in relation to relevant specified risks, renders work safe and without risks to health. Safety Documents - the documents issued by the University as part of their safety policy and the CoP for Confined Spaces. Supervisor - is someone suitably trained to supervise access to the confined space and works being carried out within. The Supervisor is also referred to as the Top Man. The supervisor would control access, the method of work, the SSOW and be responsible for the execution of emergency procedures, if required. Familiarity with the University confined spaces safety policy / CoP; relevant processes, plant and equipment particular to the works; knowledge of risks associated with the works / space and their continual presence at the access point during all instances of entry are all prerequisites.


Abbreviations CoP = Code of Practice F&RS = Devon & Somerset Fire & Rescue Service E&FM = Estates & Facilities Management PTW = Permit to Work SSOW = Safe System of Work University = Plymouth University ILS = Information and Learning Services

Confined Space Procedures and Risk Assessments

General Requirements

No person shall enter or undertake any repair, maintenance, cleaning, alteration or any such work on any part of the University campus in confined spaces as previously defined without carrying out the tasks listed below: Evaluate whether the works can be undertaken by other means where access to the

confined space is not required.

Risk assess the space with respect to the inherent risks of the space / working environment, the work to be carried out, additional risks presented in the space due to the work and in compliance with all existing relevant legislation.

Institute, monitor and maintain a SSOW appropriate to reduce or eradicate all foreseeable

risks associated with access to and work within the space. Provide a suitable emergency procedure and rescue plan for removal of persons within the

space without significant risk to the rescuers.

Please note that the use of Devon & Somerset Fire & Rescue Service, (F&RS), is not sufficient as the primary resource for the rescue plan.

Ensure there is the required amount of resources in terms of personnel and equipment to carry out the work, implement the SSOW and institute the rescue plan if required. This includes ensuring safety equipment is both available and in operable condition.

Ensure that any relevant permits to work are used, accompanied by a copy of the risk

assessment and SSOW for the work / task, any necessary method statement and training certificates of the personnel.

Risk Assessment Guidance notes on how to perform a risk assessment are available from the University Safety Office Advisor. The key stages to risk assessment are;

The analysis of tasks to be performed,

The identification of hazards associated with those tasks,

A determination of who is at risk and how,

A judgement will subsequently be made regarding the severity and probability of the harm being realised. ( Risk)


What practical precautions are necessary to reduce the risk to an acceptable level. In short a risk assessment should identify all foreseeable risks associated with a particular task in the space and determine the control measures required to reduce or eradicate the risk to health. In the first instance those planning and carrying out the work should systematically define the tasks required to complete the work and estimate the time this will take. From this analysis it should then be possible to determine the type of risks that will be encountered, who will be at risk and for how long this particular level of risk will be present. All those who intend to enter a confined space should be fit enough to carry out the task they have been asked to perform with no foreseeable risk of injury or sudden onset illness. In the case of a confined space the types of risk might include any combination of the following:

A risk of asphyxiation or injury from fire through work activity and subsequent entrapment.

A risk of asphyxiation or injury through explosion from toxic, flammable and explosive gases including oxygen, carbon monoxide, hydrogen sulphide and methane.

A risk of loss of consciousness from high concentration of non-breathable gases, lack of oxygen or increased body temperature.

A risk of drowning arising from inadequate drainage or sudden rise in level of liquid within the space

A risk of asphyxiation or entrapment by a free flowing solid.

A risk of electric shock from exposed mains cables or equipment.

A risk of poisoning from substances within the space such as fluoroacetamide used to kill rats.

A risk of disease from dust, water, animals and animal matter e.g. weils disease and legionella.

A risk of exposure to un-encapsulated material with asbestos content

A risk of injury from contact with hot pipes or dispersal systems for waste chemical removal

A risk of psychological trauma e.g. feeling of claustrophobia from prolonged entrapment or darkness within the space

A potential hazardous area – checklist of hazards, attached in appendix C of this document, may also prove useful when undertaking the initial assessment. The above referred lists are not exhaustive and other risks should be identified when investigating the tasks necessary in a particular space. Risks may also arise directly from the work to be undertaken in the confined space, which similarly need to be assessed.


Those most likely to be at risk will be University staff, or contractors, who are working in the space, but this may well extend to other staff within a building or to members of the student population and public. All necessary steps should be taken to minimise risk to all persons either through access prohibition or taking extreme care when carrying out works in confined spaces. It is also important that all associated departments should be kept informed of all such works prior to their commencement. Finally, as part of a risk assessment the severity of the risk should be assessed so that adequate control measures can be determined in response to the level of severity, (SSOW). For this reason it is essential that those carrying out risk assessments are both competent in the context of the work to be carried out, the types of risks present in the confined space and have the necessary and up to date safety training to carry out an effective assessment. In some cases access to a particular confined space for inspection only may be possible through the use of a generic risk assessment which may cover a range of similar spaces with identical types and levels of risk. These assessments will be produced by the competent person and agreed / authorised by the University authorised person. All University confined spaces will have a category and unique identification number, all generic risk assessments will reflect this system. (The confined space category and identification numbers will be displayed near the entryway to the confined space, these numbers will be used to access the appropriate University confined space risk assessment documentation and determine the type and nature of any subsequent controls) Because of the diversity of work activity which may occur within a space, the generic risk assessment for the individual space should be reviewed on the day of access to take into consideration the proposed work activity and any new conditions which may affect the risks, e.g. weather conditions and also periodically in response to changes in the environment of the space concerned or changes in the statutory regulations. A template risk assessment sheet can be seen in appendix J.


Safe System of Work / Emergency Procedures Where the contractor is to undertake works / tasks within the confined space they are required to produce a job specific risk assessment which will provide the necessary information for them to form a SSOW detailing the use of the control measures required to significantly reduce the risk. The SSOW may include the following: The isolation of services, e.g. gas, electric, water. The shutdown of machinery The closure of mechanical valves or drains controlling gases or fluids Removal, encapsulation or identification of substances hazardous to health. The provision of PPE such as dust masks, respirators, gloves, torches, gas testers, safety

harnesses, communications equipment and hard hats/bump caps. The ventilation or purging of the space prior to entry for minimum of 15 minutes. Atmospheric / gas monitoring of the space for a minimum of 5 minutes prior to entry. Continuous atmospheric/gas monitoring with readings taken at 15 minute intervals. Restricting the duration of access Provision of lighting Barriers and warning signage Use of control board Plan of space clearly indicating access routes, working area and escape routes Minimum number of persons in entry teams, (Supervisor and 2 Operatives). Trained confined spaces and first aid trained supervisors / operatives The use of self rescue packs Emergency procedure and rescue plan which as a minimum must include for the following

events:

- In the event of an external emergency to the service duct, e.g. fire in the adjacent building.

- If the gas detector alarms within the service duct. - In the event of an injured operative in the service duct. - In the event that the gas detector alarms within the service duct and an operative is

injured or becomes injured. Other foreseeable risks or specialist works will require additional measures and equipment to reduce risk and as a consequence may well add to the list of control measures. This could adversely affect either directly what work can be carried out or the duration of access to the confined space.


There may be a specific risk, e.g. excessive heat or a risk that calls for the use of RPE; in these circumstances the SSOW may necessitate time limits on the work in the confined space or periodic timed breaks for refreshments. At all times effective communications should be maintained between the operatives within the space and the supervisor outside by means of a radio link or similar. Should this communications link break down operatives should leave the space as soon as it is practical to do so. Similarly means of communication is required by the supervisor in the event of an emergency to raise the alarm to the University and also the emergency services. The emergency procedure and rescue plan should allow for the safe attendance to and removal of a casualty from within the space. Where this includes the provision of a rescue team, all members of the team are required to be competent, i.e. possess suitable training, experience and knowledge of the rescue procedure. Where the specified risk is of asphyxiation or loss of consciousness through the sudden filling of the space with a non-breathable gas, the use of self-rescue breathing apparatus may be possible in some cases. Please note that the use of F&RS is not sufficient as the primary resource for the rescue plan. The competent person must state in writing in their Safe System of Work how they will carry out Emergency Rescue and how they will raise the alarm to the University and Rescue / Emergency Services. Where safety harnesses cannot be used due to, for example, the increased likelihood of entanglement on pipework then a suitable alternative method of rescue must be available or this factor taken into account when deciding on the number of rescue personnel available and the duration of access to the space. All personnel connected with the works to be carried out should be thoroughly familiar with the SSOW, accompanying rescue plan and trained for the use of the designated safety equipment. Safety equipment must be inspected by the user for visible defects on each occasion prior to use. This inspection should be formally recorded by the supervisor. Calibration and test certificates should be made available for inspection by the University authorised person upon request. Permits To Work / Other Relevant Documentation Prior to accessing a confined space all personnel are required to have obtained a PTW from the University authorised person. The authorised person should be from the department for which the competent person is undertaking the works. Please refer to appendix D of this document for a list of the authorised persons. Prior to issuing the PTW the authorised person is to satisfy themselves that the competent person has provided suitable documentation to demonstrate that they have made a reasonable assessment of the works and the working environment.


This “documentation” will normally include a risk assessment, SSOW, method statement and training certification, (certificates required for confined spaces training and first aid training where applicable). The authorised person may use the check sheet attached in appendix E of this document for assessing the documentation provided by the competent person. The documentation is required to have been obtained four working days prior to the date access is required by the competent person, in order to allow time for the necessary procedures to have been put in place by the authorised person. Where four days notice is not possible, the authorised person will do their utmost to assist the competent person to obtain access on the required date however this will not be guaranteed. Notwithstanding the above, it remains the competent persons responsibility to ensure that their assessment and the subsequent SSOW put in place by them is sufficient for the needs of the confined space / working environment, whilst taking in to consideration the works being undertaken. In addition the authorised person should give two working days notice to all “associated departments” throughout the University of the competent person‟s intention to access the confined space together with the works being undertaken. Similarly, where the competent person‟s access may be affected by the academic staff the authorised person should give two days notice to all relevant academic departments throughout the University of the competent person‟s intention to access the confined space together with the works being undertaken. Despite notice, where a conflict continues to exist between the demands of academia and safe completion of the work, it will be the responsibility of the authorised person to consult with the relevant academic department to negotiate a successful resolution. For example the academic staff may be required to refrain from depositing hazardous waste down the drains during the periods of the competent person‟s access to the confined spaces. Once the authorised person is satisfied that all of the above issues have been dealt with, they may issue to the competent person the University Confined Spaces Permit To Work as given in Appendix F of this document. Prior to issue the authorised person must check that there are no current permits outstanding for the confined space in question and that the confined space key is available, (only one key available for confined spaces). Under no circumstances should two separate permits be issued for the confined space and/or a duplicate key be sought. A copy of the competent person‟s documentation should be attached to the permit. Once the works are complete, the confined space has been secured and the confined space key returned the permit should be signed off and a copy of the permit sent to the University responsible person. At the time of writing, the responsible person for all confined spaces matters at the University is Darren Davis, Estate Services (01752) 588470.


Emergency Procedures In the event of an emergency all operatives should leave the space as quickly as possible; members of the work party should proceed to the nearest exit. The supervisor of the works should then proceed to the relevant assembly point together with their team and call 999 plus the emergency number of the campus, 3333 internally or +44 (0)1752 583333 externally, to inform the University of the emergency plus that escape has been affected. It is the responsibility of the supervisor to ensure that all members of the confined spaces team are present at the assembly point. The following numbers are to be used in the event of an emergency, order of priority as indicated: Emergency Services: 999 Plymouth University Emergency Number: (Internal) 3333 (External) +44 (0)1752 583333 The following are the general numbers for the main campuses: Plymouth: Estate Services on +44 (0)1752 588588 or Security on +44 (0)1752 588400. The Confined Space Emergency Procedures Form as attached in appendix H, must be considered and completed by the competent person prior to a PTW being issued. The form is then to remain live throughout the confined spaces access and updated as necessary by the supervisor.


Training and Competency

Contractor’s Competent Persons The Contractor is responsible for ensuring that supervisors and operatives employed on the University work are competent to fulfil their role / tasks and have undertaken suitable training. Certificates of training will be current, i.e. issued within the last three years by an approved reputable training provider. Training Level – (Operative) – F&RS confined spaces course, or similar confined spaces course provided by an H&S consultancy, (the latter to be approved by the Authorised person), is deemed suitable training for the operative, e.g. City and Guilds: Working in Confined Spaces (6150-01, 02 and 03). Training Level – (Supervisor and Competent Person) – F&RS confined spaces supervisors course, (including Confined Spaces, Breathing Apparatus and Supervisors Modules), or similar confined spaces advanced course provided by an H&S consultancy, (the latter to be approved by the Authorised person), is deemed suitable training for the supervisor, e.g. City and Guilds: Working in Confined Spaces (6150-01, 02, 03 and 04). Training Level – (Authorised) – DF&R, Confined Spaces Supervisors Course, or similar confined spaces awareness course provided by an H&S consultancy, (the latter to be approved by the responsible person), is deemed suitable training for the Authorised Persons, e.g. City and Guilds: Working in Confined Spaces (6150-01, 02, 03 and 04). All persons should have training refreshed periodically as recommended by the training provider and / or relevant legislation. In respect of confined spaces training this should be the shorter period of every 3 years or when there are significant changes to the legislation. Any University confined spaces authorised person, responsible person or safety co-ordinator may stop the work on a particular job if they feel that a contractor‟s competent person is not working in accordance with this CoP. Plant, equipment, machinery or tools being the property of the University must not be used by contractors. Any locks, keys, documents, special tools etc. issued to the person shall be handed over to the University on completion of the work. University’s Confined Spaces Persons Where necessary the responsible person will arrange for suitable training for the University confined spaces personnel, (authorised, competent, supervisor or operative). Medical for Confined Space Workers All University personnel intending to access a confined space, (operatives), will need to undergo a medical through the University‟s Occupational Health department. Formal confirmation that the medical has been undertaken and passed will need to be presented to the responsible person prior to confined spaces training taking place. A medical template questionnaire can be found attached as appendix L.


Other Persons Under normal circumstances only approved contractors with suitable competent and trained persons may access the University confined spaces. In special circumstances the University Authorised person may consider applications for access to University confined spaces by people other than approved contractors. It will remain the Authorised person‟s discretion as to whether these people will be allowed access. PTW procedure will still apply in these circumstances. First Aid All confined spaces access teams should have a designated first aid trained person in attendance and be able to demonstrate this with current certification. First aid arrangements will vary with the degree of risk on the site, but should usually include as a minimum:-

(a) adequately stocked first aid box(es)

(b) trained first aiders.

(c) information for workers/visitors on site about first aid arrangements, including the location of the nearest telephone.

HSE First Aid at Work course is deemed suitable for the first aid training in the above regards.

Auditing The University confined spaces authorised person and/or responsible person must undertake audits of the contractors to ensure that they are working in strict accordance with this CoP and their approved risk assessment, method statement and SSOW. Each contractor must be audited periodically, at least every six months. Where it is evidenced that a contractor is failing to conform with this or other CoP‟s, or failing to comply with their own documentation they will be considered to be in breach of contract and required to stop work until a formal written explanation has been obtained. If a satisfactory response cannot be offered, the University reserves the right to terminate the contract and appoint another contractor to complete the work. The additional costs associated with the appointment of another contractor in these circumstances will be recovered from the original contractor Details of the audits should be collated in the document attached in appendix G of this document.


Record of Revisions

Date

Revision Reference

Pages

Revision

Authorised by

04th October

2011 All First draft Darren Davis

07th October

2011 A All E&FM chairs alterations Darren Davis

20th January

2012 B 7

15 Appendix A Appendix L

Definition of Supervisor updated. Training for Supervisor and Authorised Person updated. Medical Requirements added. Confined Space Register updated. Template medical questionnaire added.

Darren Davis

Authorisation Latest Code of Practice Review Date: October 2015


Appendix A

REGISTER OF CONFINED SPACES AND CONTROLLED AREAS


Register of Confined Spaces & Controlled Areas Confined Spaces - CoP The numbered risks are as follows: ( 1) Injury arising from fire or explosion. ( 2) Loss of consciousness arising from an increase in body temperature. ( 3) Loss of consciousness or asphyxiation arising from gasses, fumes, vapour of lack of oxygen. ( 4) Drowning arising from an increase in liquid. ( 5) Asphyxiation arising from a free flowing solid or the inability to reach a respiratory environment due to entrapment

The following risk assessments should be consulted prior to entry or work within any University confined space or controlled area.

Confined Spaces Confined Space R/A

Identification number / Classification / Category Status

Date Completed

Schedules of Work

Review Date

01/CS/01 Davy North to Main Hall Service Duct.

02/CS/01 Davy South to Link and Smeaton Service Duct.

03/CS/01 Davy Cold Water Storage Tank.

04/CA/04 Davy, Basement, Plant and Services Rooms.

05/CS/01 Mary Newman to Isaac Foot Service Duct.

06/CA/04 Mary Newman, Plant and Services Rooms.

07/CS/01 Mary Newman South to Fitzroy & Immersive Vision Theatre Service Duct.

08/CS/02 RLB Basement Cold Water Storage Tank.

09/CS/01 RLB Roof, Silver Water Recovery Tank.

10/CA/04 RLB Building, Basement, Lecture Theatre Tiered Seating Void.

11/CA/04 RLB Plant and Services Rooms.

12/CS/01 Coxside Sewage Pit. 13/CS/01 Portland Square Plant and

Services Rooms.

14/CA/04 Portland Square, Lecture Theatre Tiered Seating Void.


15/CS/01 Drakes Park, Deep Manholes. No entry made

16/CA/04 Sherwell Centre, Roof space / Plant & Services Room.

17/CA/04 Scott Building, Roof space / Plant & Services Room.

18/CA/04 Scott Building, Lecture Theatre Tiered Seating Void.

19/CA/04 Fitzroy Plant and Services Rooms.

20/CA/04 Fitzroy Basement Storage Area.

21/CA/04 Main Hall, Plant and Services Rooms.

22/CA/04 Main Hall, Under Stairs Cupboard.

23/CA/04 Library, Basement Plant and Services Rooms.

24/CA/04 Library, Roof Plant and Services Rooms.

25/CA/04 Student Union, Plant and Services Rooms.

26/CA/04 Student Union, Beer Store. 27/CA/04 Student Union, Inspection

Chamber.

28/CS/01 Nancy Astor Building, Basement Cold Water Tank.

29/CS/01 Nancy Astor Building, Plant and Services Rooms.

30/CA/04 Reynolds Building, Plant and Services Rooms.

31/CA/04 Pitts, Space Beneath Performance Floor.

32/CA/04 Pitts, Roof Space. 33/CA/04 Pitts, Plant and Services

Rooms.

34/CA/04 Smeaton, Roof Plant and Services Rooms.

35/CA/04 Smeaton, Radio Arial Exclusion Zone.

36/CA/04 Babbage Building, Roof Plant and Services Rooms.

37/CS/01 Babbage Building, Northeast corner Service Duc11.

38/CA/04 Brunel, North End Basement Store.

39/CA/04 Brunel, Off Machine Shop. 40/CA/04 Brunel, Plant Room 41/CA/04 Hepworth House, Roof and

Eaves Space.

42/CA/04 8 – 11 Kirkby Terrace, Roof Space.

43/CA/04 7 Kirkby Terrace, Roof Space. 44/CA/04 6 Kirkby Terrace, Roof Space. 45/CA/04 5 Kirkby Terrace, Roof Space. 46/CA/04 4 Kirkby Terrace, Roof Space. 47/CA/04 3 Kirkby Terrace, Roof Space. 48/CA/04 2 Kirkby Terrace, Roof Space. 49/CA/04 1 Kirkby Terrace, Roof Space. 50/CA/04 Kirkby Lodge, Roof Space.


51/CS/01 Robbins, Sewage Catch Pit. 52/CA/04 Robbins, Floor Entryways. 53/CA/04 Robbins, Basement Plant

Room.

54/CA/04 Robbins, Tiered Seating Void. 55/CA/04 Nursery, Boiler Room. 56/CA/04 4 Portland Mews. 57/CA/04 1 Portland Mews. 58/CA/04 Immersive Vision Theatre,

Tiered Seating and Entryway Void.

59/CA/04 Immersive Vision Theatre, Plant and Services Rooms.

60/CA/04 3 Portland Villas, Boiler Room. 61/CA/04 3 Portland Villas, Roof Space. 62/CA/04 4 Portland Villas, Boiler Room. 63/CA/04 4 Portland Villas, Roof Space. 64/CA/04 5 Portland Villas, Roof Space. 65/CA/04 6 Portland Villas, Boiler Room. 66/CA/04 6 Portland Villas, Roof Space. 67/CA/04 7 Portland Villas, Roof Space. 68/CA/04 8 Portland Villas, Boiler Room. 69/CA/04 8 Portland Villas, Roof Space. 70/CA/04 8 Portland Villas, Roof Space. 71/CA/04 9 Portland Villas, Roof Space. 72/CA/04 10 Portland Villas, Roof

Space.

73/CA/04 15 Portland Villas, Roof Space.







80/CA/04 16 Endsleigh Place, Roof Space.





85/CS/02 Scott Car Park Air Raid Shelter.

86/CA/04 The Document Production Centre, Plant Room

87/CA/04 Exeter, Veysey Building 88/CA/04 Library, Service risers. 89/CA/04 Smeaton, Service Risers.


Appendix B

ASSOCIATED DEPARTMENTS


Associated Departments Confined Spaces – CoP

Department Contact Name Tel No Fax No e-mail address

E&FM – Estates – Help Desk

None 01752 588588 01752 588451 [email protected]

E&FM – Estates – Chargehand

None 01752 588457 01752 588451 [email protected]

E&FM – Estates – Project

Darren Davis 01752 588470 01752 588451 [email protected]

Neil Higson 01752 588469 01752 588451 [email protected]

Sarah Best 01752 588471 01752 588451 [email protected]

E&FM – Estates – Maintenance

Paul Hoppins 01752 588461 01752 588451 [email protected]

Paul Nile 01752 588460 01752 588451 [email protected]

Mark Stevens 01752 568462 01752 588451 [email protected]

E&FM – Estates – Clerk of Works

Julian Gilbert 01752 588474 01752 588451 [email protected]

Ron Bennett 01752 588473 01752 588451 [email protected]

E&FM – Estates – M&E David Kingwell 01752 588468 01752 588451 [email protected]

Phil Greenwood 01752 588467 01752 588451 [email protected]

E&FM – Estates – Small Works

Clifton Andrew 01752 588464 01752 588451 [email protected]

E&FM – Security Anthony Patten 01752 588410 [email protected]

Lawrence Church 01752 588418 [email protected]

ILS John Stiles 01752 588702 [email protected]

Daniel Garland 01752 588716 [email protected]

Safety Officers Department

David Morton 01752 582065 01752 582065 [email protected]

NB: All of the above departments need to be notified of any works being undertaken within a confined space at

least two days prior to the start of the works.


Appendix C

POTENTIALLY HAZARDOUS AREA – CHECKLIST


Potential Hazardous Area - Checklist Confined Spaces – CoP Hazard / Risks Arising Controls Tick

Access Ladders / Emergency Exits Risk of Injury from falling

1. Access controlled by Estates. 2. PTW and PTE are required 3. Access ladders secured and fit for purpose 4. Maintain 3-points of contact when using fixed-ladders 5. Inspect and maintain fixed-ladders on a regular basis

Poor Lighting / Lights Risk of Injury from tripping and falling Risk of Injury from contact with broken glass

1. Functioning lighting for stairwells / entry rooms 2. Lights are switched on in entry rooms / stairwells before climbing

ladders 3. Due care and attention with strip lights present 4. Workers entering ducting possess suitable handheld lighting,

preferably safe lighting.

Trip Hazards Piping, cables etc. Risk of Injury due to tripping and falling

1. Personnel awareness of trip hazards – due to nature of the ducting (loose cables, wires and debris)

2. Identify trip hazards present and minimise the risk of these hazards in an appropriate manner

3. Running is prohibited 4. All cables and pipes are laid to minimise the risk of tripping 5. Remove all rubbish from ducting as work proceeds

Slippery Surfaces and Walkways Risk of injury due to Slips and Falls

1. All leaks onto walkways are identified and reported immediately. See biological hazards below.

2. Personnel awareness of the need to report leaks immediately 3. Due care and attention paid to slippery surfaces

Biological Hazards Foul water, pests etc. Risk of ill-health and disease

1. Awareness of poison left for rodents 2. Personnel awareness of the possible presence of biological

hazards and their effects 3. Personnel to report any possible biological hazards immediately 4. Personnel are aware of the need for cleanliness when eating,

smoking etc. 5. All dead rodents are reported and removed immediately 6. All leakages are identified, reported and dealt with accordingly.

Restrictions and Contact Hazards Risk of Injury due to cuts / lacerations Risk of injury due to entanglement

1. Personnel awareness of possible restrictions and contact hazards at entrances, exits and within the confined spaces

2. Loose clothing that could snag easily is prohibited while working in ducts

3. Long sleeved overalls must be worn 4. Lone working is prohibited in all ducts 5. Head protection is worn by all workers

Dust / Asbestos Risk of Injury or Ill Health due to exposure to dust

1. Personnel awareness of the possible presence of dust 2. Dust masks are worn when dust is identified as a hazard 3. Dust masks utilised are fit for the purpose for which they are being

used 4. Areas are wet down when necessary


Hazard / Risks Arising Controls Tick

Gases and fumes Risk of Injury due to inhalation of fumes and gases, Methane (CH4 ), Carbon Monoxide ( CO ) Carbon Dioxide (CO2,) Hydrogen Sulphide (H2S) + others

1. Gas testing and monitoring is carried out before entry and during operations

2. Top man is present to raise any alarm necessary 3. Personnel awareness of the dangers of exposure to gas in

confined spaces 4. Personnel carry escape sets while working in confined spaces 5. Personnel are adequately trained in the use of gas detectors and

escape sets 6. Escape sets are a adequately maintained 7. Personnel are aware of the need to exit immediately if they feel

uncomfortable, nauseous or dizzy

Services Water, gas, electricity etc. Risk of Injury due to contact with services

1. Employees and contractors are made aware of the services present

2. Services are isolated when necessary

Heat stress Risk of Injury due to overheating

1. Workers are physically and mentally fit for the work being carried out

2. Awareness of the dangers of heat stress 3. Readily available supply of drinking water 4. Well planned break periods outside the ducting

General Work Activities Risks to health and safety from work activities performed in confined spaces

1. All managers and supervisors (University and Contractor) are trained to CP3 level

2. All operatives and persons entering the confined space are CP2 trained

3. All risks associated with the work activities are assessed and documented as part of the PTW system

4. All documentation required by the Confined Space Code of Practice is in place

5. Contractor risk assessments and method statements are reviewed and fit for purpose

6. All contractors and employees are fully aware of the risks inherent to the confined space

7. The correct entry and exit points have been identified to ensure they are as close as possible to the workplace

Emergency Response and Rescue Risk of Injury due to inadequate emergency response

1. All relevant personnel are trained in emergency response procedures

2. The method of evacuating casualties has been identified and associated equipment is present and personnel trained

3. Work in ducting utilises two way communication units such as the Motorola series

4. The relevant emergency services are notified in the event of an emergency

Fire

Risk of injury due to personnel trapped in duct

1. In the event of a fire within the confined space, the confined space is evacuated immediately and the building / emergency services notified immediately

2. In the event of a fire in the building the confined space is evacuated immediately

NB: This checklist is for guidance only, being those items which the University consider should be considered as a minimum. The contractor may need to consider further items which have not been included on this list.


Appendix D

AUTHORISED PERSONS & PERMIT DISTRIBUTION


Authorised Persons Confined Spaces - CoP

Department Contact Name Tel No Fax No e-mail address

E&FM – Estates – Project Darren Davis 01752 588470 01752 588451 [email protected]

E&FM – Estates – M&E David Kingwell 01752 588468 01752 588451 [email protected]

ILS John Stiles 01752 588702 [email protected]

ILS Daniel Garland 01752 588716 [email protected]

Authorised Persons Procedural Arrangements The use of permits to work is an essential pre-requisite for work in areas which may represent a significant risk of serious injury to the persons who may be involved with the work. The Confined Space Permit to work requires the fullest co-operation and acceptance of responsibility by those persons using it. The permit must be used when staff or Contractors are required to work within a confined space which poses a potentially hazardous environment. It provides for a description of the work and identifies the safety precautions. The risk assessments, safe system of work or emergency plan will determine the extent of the hazard. This instruction describes in detail the actions and responsibilities required to control the “Confined Spaces Permit to Work”. Authorised persons are reminded that there is no conflict between getting the work completed and the health, safety and well being of individuals involved with entry and work in confined spaces. The University would expect all authorised persons to think clearly and act positively to safeguard the health, safety and well being of all persons involved with entry and work within University confined spaces. Specific Duties and Responsibilities Work covered by the permit must not commence until all safety measures are in place and the permit has been issued by an authorised person and accepted by a competent person. Those persons carrying out the work shall at all times adhere to the measures described in the permit and be supervised on site by a competent person. Only when the competent person is satisfied that the work in the confined space has been completed will they then declare on the controlled copy of the permit that the work is complete.


The authorised person will satisfy themselves that the work has been completed satisfactorily and all work equipment and materials have been removed and the space is ready to be reinstated. The permit may then be cancelled by the authorised person. Contractors Confined Space Safety Documentation and Precautions In order to establish whether the Contractors planned methods of working in confined spaces are reasonable and adequate, the authorised person must firstly consider the risk assessments, safe systems of work and where appropriate emergency plans Confined Spaces Permit to Work, - Form Distribution The forms are in triplicate, in pre-numbered pads. The pads are kept at (The Permit to Work Issuing Station) known to all staff who are authorised persons or who are likely to be appointed as an authorised person involved with work in a confined space. Authorised persons should habitually check whether any previous permits have been issued for work within the immediate vicinity of their proposed work, or may impact on their proposed work. It is anticipated that an authorised person will formally audit at least 10% of the permits they issue and their contractors at six monthly intervals whichever occurs first. Working Forms will be distributed as follows: Step One - Top or First Copy - On completion of the form, after both the signatories (authorised person + competent person) have signed the form, the form will be removed from the pad and given to the competent person who will display the permit at the point of entry alongside the „Confined Space Work in Progress sign,‟ as seen in appendix K. This display is to inform others within the immediate vicinity of the space that confined space working is in progress Step Two - Middle or Second Copy - Is removed from the pad by the authorised person and displayed at the point of issue (The Issuing Station) It must be made available for distribution to other interested parties. It is proposed that this permit be pinned to a large diagrammatic layout of the campus. This display will offer the other authorised persons or departments an opportunity to review the existence of permits currently in operation within a particular area. Step Three - Third or Control Copy - Will remain in the pad managed by the authorised person and archived after closure This third or control copy is the only copy with a closure facility on it. When the closure of the permit is complete, copies one and two can be destroyed. When the pad is complete it will be archived for a period of not less than 10 years.


Appendix E

CONTRACTOR DOCUMENTATION CHECK SHEET


Contractor Document Check Sheet Confined Spaces – CoP 1 RISK ASSESSMENT YES NO N/A DETAILS

Received

Job specific

2 SAFE SYSTEM OF WORK

Received

Job specific

Control Measures – Items to Consider:-

Services isolation:

Gas supplies?

Water supplies?

Electrical supplies?

Steam valves shut?

Mechanical machinery shutdown?

Drainage/ventilation:

Space drained?

Ventilated/purged 10mins before entry?

Precautions:

Continuous atmospheric/gas test?

Lighting on?

Signage/barriers in place?

Warnings given:

Low ceilings?

No smoking or naked flames?

Encapsulated asbestos material?

High voltage present?

Low voltage present?

Substances hazardous to health present?

Personal Protective Equipment(PPE):

Hard/bump hats required?

Disposable gloves/overalls?

Dust mask/respirator?

Torches for each operative?

Safety harness required?

General Safety/ Rescue plan:

2 person teams only?

First aider present with certificate copy?

Trained supervisor present?

Self -rescue BA equipment available?

Rescue team present?

Resuscitation equipment available?

Fire extinguishers available?

Retrieval equipment available?

CS operative training certificates?

Communications link with operatives?

Estate Services informed?

Risk assessments, method statements?

Control board/plan of space available?

3 METHOD STATEMENT

Received

Job specific


Appendix F

CONFINED SPACE PERMIT TO WORK


(PAGES 1 AND 2)

Permit to Work Permit No:

Warning: This Permit to work is issued for the following work. No work other than that detailed must be carried out.

The Permit must be displayed at the work site to ensure that all persons involved in the work are aware of the permits operational requirements.

1. DETAILS, TYPE AND LOCATION OF WORK TO BE CARRIED OUT

Location of Confined Space:

Confined Space Number and Category:

Reason for Entry/Works undertaken:

2. DETAILS OF PERMIT

Duration of Permit:

(Maximum 8 hrs*)

Commencement at: Time:

Date:

3. INFORMATION PROVIDED BY CONTRACTOR:

Approved (Sign below)

Rejected (Sign below)

Notes

Risk Assessment

Method Statement

Safe System of Work

Training Certification

4. CO-ORDINATION OF WORKS: Sign below:

There are no current Permits to Work‟s, (PTW‟s), outstanding.

Confined Space Key Issued.

All associated departments have been given at least two day‟s notice of the works.

All relevant academic departments have been given at least two day‟s notice of the works.

5. AUTHORISATION

I have personally checked the documentation provided by the contractor, (as listed in section 3 above), and I am satisfied that the contractor has made a reasonable assessment of the works and working environment**. I have also addressed all of the issues under section 4. This permit gives the contractor permission to proceed with the works in STRICT accordance with the documents listed in section 3 above**. Plymouth University authorised person (print name):

Signature of authorised person:

6. ACKNOWLEDGEMENT

I confirm that the works will be undertaken in STRICT accordance with this Permit to Work and the documents listed in section 3 above.*** I will return the copy of the permit to the University authorised person, together with the confined spaces key, when the work has been safely completed. Name of competent person /supervisor (print name):

Company/Title:

Signature:

Date/Time


IMPORTANT NOTES: 1. THIS PERMIT IS AUTOMATICALLY SUSPENDED ON EMERGENCY ALARMS BEING

SOUNDED 2.

All operatives should leave the space as quickly as possible; members of the work party should proceed to the nearest exit. The supervisor of the works should then proceed to the relevant assembly point together with their team and call the emergency number below to inform the University that escape has been affected. It is the responsibility of the Supervisor to ensure all of their working team are present at the assembly point.

3. A copy of this permit is to be fixed at the issue station and adjacent to the entry point of the confined space.

4. Should any unforeseen hazards be discovered by the contractor whilst working in the confined space, the contractor should leave the confined space immediately and inform the University authorised person of such hazards. No access will be allowed back in to the confined space until such hazard has been addressed either by the University or the contractor‟s safe system of work.

5. *The maximum validity of this permit is 8 hours. Works taking longer than this time to complete will require a new permit.

6. **It remains the Contractors liability to ensure that the documentation listed in section 3 and in particular the safe system of work put in place by them is sufficient for the needs of the working environment, taking into consideration the works being undertaken.

7. ***The contractor is still required to comply with all other health and safety legislation and University procedures, not covered by this work permit.

8. General numbers:

Plymouth: Estate Services on +44 (0)1752 588588 or Security on +44 (0)1752 588400 Emergency Numbers: Emergency Services 999 Plymouth University (Internal) 3333 (External) +44 (0)1752 583333


(PAGE 3)

Permit to Work Permit No: Warning: This Permit to work is issued for the following work. No work other than that detailed must be carried out.

The Permit must be displayed at the work site to ensure that all persons involved in the work are aware of the permits operational requirements.

1. DETAILS, TYPE AND LOCATION OF WORK TO BE CARRIED OUT

Location of Confined Space:

Confined Space Number and Category:

Reason for Entry/Works undertaken:

2. DETAILS OF PERMIT

Duration of Permit:

(Maximum 8 hrs*)

Commencement at: Time:

Date:

3. INFORMATION PROVIDED BY CONTRACTOR:

Approved (Sign below)

Rejected (Sign below)

Notes

Risk Assessment

Method Statement

Safe System of Work

Training Certification

4. CO-ORDINATION OF WORKS: Sign below:

There are no current Permits to Work‟s, (PTW‟s), outstanding.

Confined Space Key Issued.

All associated departments have been given at least two day‟s notice of the works.

All relevant academic departments have been given at least two day‟s notice of the works.

5. AUTHORISATION

I have personally checked the documentation provided by the contractor, (as listed in section 3 above), and I am satisfied that the contractor has made a reasonable assessment of the works and working environment**. I have also addressed all of the issues under section 4. This permit gives the contractor permission to proceed with the works in STRICT accordance with the documents listed in section 3 above**. Plymouth University authorised person (print name):

Signature of authorised person:

6. ACKNOWLEDGEMENT

I confirm that the works will be undertaken in STRICT accordance with this Permit to Work and the documents listed in section 3 above.*** I will return the copy of the permit to the University authorised person, together with the confined spaces key, when the work has been safely completed. Name of competent person /supervisor (print name):

Company/Title:

Signature:

Date/Time


7. TIME EXTENSION*

Date Time re-issued Expiry time Authorised Person, (sign) Competent person, (sign)

8. CLEARANCE

The work for which this permit was issues has/has not# been completed and all persons under my supervision have

been withdrawn and that it is no longer safe to work in the space and / or the plant, equipment within the area for which the permit was issued. All materials and equipment have/have not

# been

withdrawn. Give details over if not.

All isolation lock offs and caution notes have/have not

# been removed and the area has/has not

# been

made secure. Give details over if not.

Name of competent person /supervisor (print name):

Company/Title:

Signature:

Date/Time

9. CANCELLATION Sign below: Name of authorised person (print name):

All personnel have/have not

# been withdrawn

All materials and equipment have/have not

# been withdrawn

A new permit will/will not

# be required to complete the work

The work has/has not

# been completed

The permit is now cancelled

Name of authorised person (print name):

Date/Time:

10. COMPLETION OF FORMS

Working Forms will be distributed as follows:

Step One - Top or First Copy - On completion of the form, after both the signatories (authorised person &

competent person) have signed the form, the form will be removed from the pad and given to the competent person who will display the permit at the point of entry alongside the „Confined Space Work in Progress sign,‟ refer to appendix K of the Confines Spaces COP. This display is to inform others within the immediate vicinity of the space that confined space working is in progress. Step Two - Middle or Second Copy - Is removed from the pad by the authorised person and displayed at the point

of issue (The Issuing Station) It must be made available for distribution to other interested parties. It is proposed that this permit be pinned to a large diagrammatic layout of the campus. This display will offer the other authorised persons or departments an opportunity to review the existence of permits currently in operation within a particular area. Step Three - Third or Control Copy - Will remain in the pad managed by the authorised person and archived after

closure This third or control copy is the only copy with a closure facility on it. When the closure of the permit is complete, copies one and two can be destroyed. When the pad is complete it will be archived for a period of not less than 10 years.


Appendix G

CONTRACTORS AUDIT SHEET


Contractors Audit Sheet Confined Spaces - CoP Contractor Date Pass Fail Details

NB: Calibration / test certificates to be obtained for equipment as necessary in conjunction with the audit. Pass = Contractor is undertaking their confined spaces work in strict accordance with their work permit and associated documentation, in particular their safe system of work. Fail = Contractor is not undertaking works in accordance, as above. Works must stop until a written explanation has been received from the contractor.


Appendix H

CONFINED SPACE EMERGENCY PROCEDURE FORM


Confined Space Emergency Procedure Form Confined Spaces - CoP Anticipated Reasons and procedure for Emergency Rescue

NB: The following reasons are a minimum assessment requirement:

1. In the event of an external emergency to the service duct, e.g. fire in the adjacent building.

2. If the gas detector alarms within the service duct.

3. In the event of an injured operative in the service duct.

4. In the event that the gas detector alarms within the service duct and an operative is injured or becomes injured.

Rescue Equipment - Checked for Condition & Operation

Condition(s) satisfactory Date Name of checker

Harness, Lifeline & Winch Breathing Apparatus Ancillary Equipment ( special tubes

or mouthpiece for resuscitation etc)

Artificial respiration equipment First Aid Others Raising the Alarm ( √ Applicable ) Action required

Direct in Sight and Sound Radio Tugging of Rope Lone Worker Alarm Others Details of Plant Shutdown ( necessary for Rescue Only )

Training Required Y/N Name of Person to carry out controlled shutdown

Fire Safety Yes No Responsible Person

Fire extinguisher at confined space entry /point Ventilation system to be shutdown Local fire service to be called Other Emergency services ( Local Fire or Ambulance Service Information to be available for the Emergency Services - Assured instructions to the nearest parking area, keep this area clear during space occupation, conditions, risks associated with the space etc.

Person to Contact Emergency Services

Emergency Team Details Name Duties Training

Req’d Y / N Rec’d Y / N


Appendix I

WARNING SIGN


DANGER

THIS AREA IS CLASSIFIED AS A CONTROLLED AREA

NO UNAUTHORISED ACCESS OR ENTRY

A PERMIT TO WORK MAY BE REQUIRED

Controlled area risk assessment number 01/CA/04 applies.

For further advice or access please contact Plymouth University Estates Department on 01752 588588



Appendix J

RISK ASSESSMENT FORM


Assessment No. CS /

Confined Spaces Risk Assessment

Location of the Space Assessment Completed by.

Description of Space

Accepted by

Date:

Associated Hazards X = the hazard is present and requires control Physical Physical Agent Hazardous Substances

Falls from height Biological hazards Hot objects Hazardous Substances Access equipment / Excess Temperature Cold objects Chemical Poor lighting / Lights Noise / Vibration Manual handling Micro-organisms Trip Hazards Drowning. Lasers Slippery Surfaces Radiation hazards Miscellaneous Restricted access / Contact Work Hazards Excavation work Weather Dust / Asbestos Falling objects from height Electrical tools Lone working Gases / Fumes Hot work / fire Compressed Gases Moving materials Contact with Services Hand tools Supervising/Directing Vehicle movement Fire / Explosion Pressurised Systems Training / Instructions Moving machinery Evacuation hazards Mechanical lifting Information / procedure Mobile Plant

NB: The following table identifies the hazards which have been foreseen by the University whilst undertaking this assessment. Other hazards may exist which the competent person needs to take in to consideration. The competent person is required to develop this assessment as he/ she sees necessary to take into consideration any further hazards which may have developed since this assessment has been undertaken, or will arise from the works being undertaken in the potential hazardous area. (The table immediately below will expand to accommodate input) Hazards / Risks Arising

Affected Groups

Existing Controls L S R/R Additional controls required to achieve ALARP

Final R/R

Persons @ Risk - Affected Groups

A: Employees of the University B: Contractors C: Visitors

D: Members of the Public E: Young Persons / Students F: Women of Childbearing Age

Risk Rating(R/R) =

Likelihood(L) X 1= Very low or very unlikely 2= Unlikely 3= Likely 4= Very likely 5= Almost certain

Severity(S) 1= No injury or illness 2= Minor / first aid injury or illness 3= >3 day injury or illness 4= Major injury or illness 5= Fatality, disabling injury etc

Risk Rating Action Scales 1-5 Low Risk, No further action required 6-10 Medium risk, consider PTW Safe systems or methods needed. 11-20 High Risk Consider PTE, Use PTW, safe systems and methods as above 20-25 Withdrawal from process, do not proceed

The Risk Level has been reduced as far as is reasonably practicable (ALARP) Signed (Assessor) Name Date

Signed ( Manager /Supervisor) Name Date


Appendix K

CONFINED SPACE WORK IN PROGRESS WARNING SIGN



Appendix L

MEDICAL FOR CONFINED SPACE WORKERS


MEDICAL FOR CONFINED SPACE WORKERS

ON THIS FORM YOU WILL BE ASKED A NUMBER OF QUESTIONS ABOUT YOUR HEALTH, WHICH WILL BE RELATIVE TO YOUR WORKING IN A CONFINED SPACE.

THE INFORMATION OBTAINED WILL BE HELD IN CONFIDENCE AND WILL NOT BE GIVEN TO

ANYONE OUTSIDE THE OCCUPATIONAL HEALTH DEPARTMENT WITHOUT YOUR EXPLICIT

CONSENT.

SECTION 1 - PERSONAL DETAILS

Surname Forename(s)

Mr/Mrs/Ms/Miss/Title Date of Birth

Home Address Family Doctor

(GP)

Address

Post Code Post Code

Telephone Telephone

SECTION 2 - MEDICAL HISTORY

YES NO DETAILS (PLEASE GIVE FULL INFORMATION FOR ANY “YES”

RESPONSE)

1. Have you ever had any heart trouble e.g. heart attack, angina, coronary artery bypass graft?

2. Have you ever been diagnosed as having high blood pressure?

3. Have you suffered from any other circulatory disorder e.g. Raynauds disease?

4. Have you ever had migraine attacks?

5. Have you ever had a chest disease e.g. asthma, bronchitis, pleurisy, tuberculosis?

6. Do you have any allergies or allergic conditions e.g. hayfever/urticaria?

7. Do you have recurrent diarrhoea or any chronic bowel disease?

8. Have you ever had jaundice?

9. Have you ever suffered from sinus problems (which may effect your sense of smell)?

10.Do you have any learning disability e.g. dyslexia?


YES NO DETAILS (PLEASE GIVE FULL INFORMATION FOR ANY “YES”

RESPONSE)

11.Have you or have you ever had a hernia (rupture)?

12.Have you ever had any persistent or recurrent pain in your neck, back, arms / hands?

13.Have you ever been diagnosed as having epilepsy / faints / fits / or blackouts?

14. Do you suffer from diabetes?

15.Do you wear spectacles or contact lenses?

16.Have you ever had any skin trouble e.g. eczema, dermatitis, psoriasis?

17.Have you any phobias e.g. spiders, rats?

18.Do you suffer with claustrophobia?

19.Have you ever had any prolonged unexplained feverish illness?

20.Do you have to stop to catch your breath when walking up hills quicker than you should for your age?

21.Have you ever suffered from substance abuse?

22.Are you on any current medication?

23.Do you smoke? Yes No

If yes, approximately how many a day?

If an ex-smoker, how many years since you stopped? 1-5 5-10 10+ If yes approximately how many a day? If ex-smoker, how many years since you stopped?

How many units of alcohol do you drink per week? per week?

number of units

1 unit = glass of wine

½ pint of beer

1 short spirit measure

SECTION 4 - DECLARATION

I hereby declare that all medical information given by me to the Occupational Health Department

is true and accurate to the best of my belief and knowledge. I further declare that I have not omitted

or falsified any material facts or details which could have a bearing on my state of health. Signature of Applicant

Date

Signature of Nurse Date

NURSE (BLOCK

LETTERS)

POSITION


FOR OCCUPATIONAL HEALTH DEPARTMENT USE ONLY

1. Musculoskeletal system:

Full range of Movement of: Neck upper limbs lower limbs back

2. Central Nervous System:

Power / Tone / Co-ordination / Tremors / Pupils 3. Urinalysis:

NAD Protein: Glucose: Blood: BP: / Pulse:

Occupational Health Nurse / Physician Use Only

Ht: ……...… Wt<17.5 St: ..………… BMI: ………………B/P: …………… Chest<116cm………

Fit (date cert. sent: ………………) Fit but with the following restrictions: ………………………………

……………………………(date cert. sent:……………)

Unfit pending report: refer to Dr Yarnley / refer to GP (date referred: ………………) Unfit (date cert. sent: ……………….)

Follow up required:………………………… Health Surveillance Required: ………………………… Signature: …………………………………. Date: ………………….

Occupational Health Nurse / Physician

PLEASE NOTE: BE ADVISED OF THE FOLLOWING POINTS:

PERSONAL HYGIENE: Never eat, drink or smoke whilst working. Remember to wash your hands both before and after going to the toilet and try to reduce your hand mouth contact whilst working.

Always wear your personal protective equipment and report any defects to your

manager

If you develop an unexplained rash, you should inform your manager who in turn will contact the Occupational Health Department.

Cuts should always be covered with a waterproof dressing to reduce the risk of

infection.

It is important that you report any incidents to your manager and always complete an accident form/book if an accident occurs.

If a needle or syringe is found use approved equipment to pick it up and put it straight

into a sharps box that you must carry with you. NEVER pick up by an unprotected hand.
