Permit to Work Procedure

1. The purpose of our procedure

Our Permit To Work Procedure (procedure) sets out the process by which Adelaide University authorises certain high-risk work to protect people and university property, while ensuring compliance with applicable work, health and safety (WHS) legislation. 

Please read this procedure in conjunction with the Wellbeing and Safety Policy and the associated procedures outlined in section 7 below.  

2. Who our procedure applies to

Our procedure applies to: 

• contractors we engage 
• licensed or otherwise competent staff members  
• authorised students completing coursework involving approved high-risk work. 

This procedure authorises the Executive Director, People Advisory and Wellbeing to maintain associated protocols. 

3. Our permit to work procedure

3.1 Mandatory requirements for high-risk work 

To ensure high-risk work is managed safely and effectively, the following mandatory requirements must be met: 

• Permit to work: A valid permit must be issued before work begins, specifying the approved dates and times. It must be available for inspection during the work. 
• Formal consent: Contractors and all persons performing the work must sign the approved Safe Work Method Statement (SWMS) or Job Safety Analysis (JSA) prior to the work commencing.  
• Competency Evidence: Relevant licences and qualifications must be submitted as part of the permit request process. 
• Completed induction: Contractors, staff and students must complete the required online Contractor Safety induction which includes identified hazards at the University.  This is provided via the contractor’s system administrator for the University’s current online induction system. 

3.2 Applying for a permit 

For details about the permit application process, see [input the appropriate resource title]. 

3.3 Types of permits required 

Different types of work require specific permits, of which common permits are listed below. To avoid delays in commencing work, check the relevant [protocol or resource] requirements in the resources below [add hyperlinks below once available]: 

• confined spaces 
• hot work 
• working at height, including roof access 
• isolations, such as gas, electricity, water, fire or data centres 
• asbestos, removal and testing 

3.4 Improving our processes 

The processes are reviewed annually – or sooner if prompted by feedback or regulatory changes. 

Contractors, staff, and students must report all incidents, hazards, and near misses in line with our Hazard Management Procedure and Incident Management Procedure to support timely response and ongoing safety improvements. 

See [input the final resource title] for further information. 

4. Who holds a responsibility within this procedure 

4.1 The Vice Chancellor and President is required to:

• Provide adequate human and financial resources to manage authorised high-risk work within Adelaide University. 
• Ensure effective systems are in place for work permits. 
• Exercise due diligence in relation to the permit to work system as an Officer under the Work Health and Safety Act 2012 (SA) to ensure its effectiveness. 

4.2 The Chief Property Officer, or delegate, is required to:   

• Ensure effective systems are in place to efficiently provide essential information, training and guidance to staff, students and stakeholders, while enabling their involvement in workplace safety.
• Confirm notifications for any significant outage or event. 
• Review permit submissions in a timely manner. 
• Approve critical work requests, including time-sensitive verbal requests outside of regular hours for emergencies.  

4.3 Persons engaging contractors are required to:   

• Ensure high-risk work is safely controlled and compliant with permit requirements. 
• Communicate with stakeholders involved in, or impacted by, the work. 
• Oversee the permit application process, including issuing permits for completed submissions and informing applicants when additional information is required. 
• Ensure contractors are inducted, qualified, licensed and hold the correct permit(s) for high-risk work. 

4.4 Contractors, staff and students applying for the permit are required to:   

• Submit the permit application promptly via the online University permit system to avoid delays in starting work. 
• Provide documentation on the work, hazards, controls, risks, credentials, equipment use and other required information as per the [input resource title]. 
• Comply with this procedure and take all reasonable care of their own health, safety and wellbeing, and that of others. 
• Follow the instructions and safe work practices covered in the online Contractor Induction and the submitted documentation to maintain their own and others’ safety. 
• Notify the person who engaged contractor and/or the appropriate person if site conditions change and the permit needs to be updated. 
• Staff and students are to report incidents and hazards in Unisafe. 

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Critical work refers to urgent repair work required to address unexpected events that may impact the safety of individuals or the functioning of university operations. 

Due diligence is being proactive in keeping up to date with knowledge of work, health and safety matters and ensuring we meet our work, health, and safety obligations. Due diligence obligations are designed to make sure our Officers take reasonable steps to ensure the use of appropriate resources, policies, procedures and safety and wellbeing practices when undertaking overall and daily business operations. 

High-risk work as defined by WHS legislation refers to tasks that pose significant danger to people or university property. 

Job Safety Analysis (JSA) is a structured procedure in which contractors identify specific work details, potential hazards, and risks to implement safe practices aimed at minimising or eliminating those risks.  

An Officer is defined in the Work Health and Safety Act 2012 (SA) as a person who makes or helps make a decision which affects either the whole or a major part of a business or undertaking. If a person has the capacity to significantly affect the financial standing of the organisation, they are recognised as an Officer. 

Permit refers to formal authorisation granted to undertake high-risk work.       

Safe Work Method Statement (SWMS) is a structured procedure whereby contractors identify specific high-risk construction work, outline detailed aspects of the task, assess potential hazards and risks, and prescribe controls to facilitate safe execution.  

Contractors undertake certain high-risk activities and are responsible for the day-to-day oversight of contractor work, ensuring it is performed safely and in accordance with the WHS legislation and University requirements. 

Unisafe is the online system used by our staff and students to manage information related to wellbeing and safety issues. This includes reporting incidents, injuries and hazards to ensure timely investigations, risk assessments and control measures are applied to keep our community safe. 

Work, health and safety (WHS) legislation refer to the Work Health and Safety Act 2012 (SA) / Return to Work Act 2014 (SA) and supporting Regulations and relevant licensing, industry standards and other relevant safety legislation in Australia.  

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.  

8. History of changes

Note on structures, positions and position titles:  

At the time of writing, the organisational structure, positions, committees, or any other unknown item etc. for Adelaide University have not been confirmed. Accordingly, square brackets [ ] temporarily enclose such information in this procedure until confirmed.