Only authorised persons should be allowed to issue work permits and it is up to responsible persons, e.g. Heads of Department, Section Managers, and Plant Superintendents etc. to check to which people in their departments they will give this authority. The responsible persons should not give issuing authority to an issuing person unless they are satisfied with that person’s competency in:
• Knowledge of work permit procedures (successful completion of Work Permit Course).
• Knowledge of the plant and its hazards (passed out and signed by Line Manager).
Issuers should only be allowed to issue work permits for their areas of responsibility, e.g. as stated on their letter of authority. Issuers of work permits will be usually senior experienced operators, supervisors and managers.
Under no circumstances should a person be authorised to issue and accept the same work permit.
All issuers should be authorised for a defined period e.g. 2 years, after which they should be retested prior to being re-authorised.
The issuer of the work permit should be properly trained in hazard identification, risk assessment and risk control techniques. Their responsibilities and authority should be clearly defined, training reviewed and documented periodically.
Before issuing a safe work permit, the issuer and recipient should consider all potential hazards such as material hazards, pressure, temperature, fumes, electrical power, mechanical energy, hazardous areas, height, radioactive sources, explosive materials, restricted space or field vision, and others.
The issuer of a safe work permit should ensure that the recipient(s) are competent to perform the required tasks.
The issuer should explain the hazards and the control measures to the recipients (Permit Receivers), prior to the commencement of the work and ensure that the potential risks, control measures to be used, and the safe work procedures are all thoroughly understood by the recipients. The recipients (Permit Receivers) should acknowledge their understanding of the details of the safe work permit in writing before work commences.
Generally speaking, an issuer is responsible:
• For specifying the job that has to be done.
• For ensuring that the plant or building is properly prepared for safe working before the job begins.
In certain areas it is permissible for an “issuer” to allow work permit preparation and inspection of that preparation to be done by a nominated competent person.
Even if someone other than the issuer prepares the plant however, the issuer still carries the responsibility for ensuring that this is done properly.
• For appointing a person to carry out any standby duties which may be necessary. The person who is appointed must be a competent, passed out and informed regarding the precautions to be taken.
• For discussing with the acceptor/Receiver the safe-making actions which have been taken, the hazards which remain and the precautions which have to be taken by the worker while they are doing the job. That is, simply stating those things on the work permit form are not sufficient. They have only fulfilled their responsibility when they have ensured the acceptor understands the hazards and precautions to be taken.
• To ensure that the acceptor/receiver understands that they are legally responsible to conform to their side of the agreement.
• Along with the acceptor/receiver, for ensuring that if the conditions under which the work permit was issued change during the course of the job, the work will cease, the work permit be withdrawn and a new work permit issued to cover the new conditions.
• To obtain “higher authority” approval for hot work and vessel entry (unless authorised in writing by Area/Business Manager according to a written procedure.
• For ensuring that the acceptor/receiver and their co-workers wear the correct PPE and that they all sign and understand the conditions of the work permit.
• In the event of a shift change, of handing over responsibility for the safe working conditions covered by the work permit to a relieving work permit issuer, who signs their acceptance of the responsibility by signing both copies of the work permit.
• To ensure that none of the work permits issued can pose a hazard to other trades.
• To ensure that completed work permits are retained for one year.
• For the safekeeping of the work permit book.
• After the work is complete, of ensuring that the plant is safe to operate before operations restart.
Once a work permit has been issued, the work should be carried out as specified in the safe work permit. At completion, the permit should be returned to the issuer and closed.