CONFINED SPACE PROCEDURE

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1 Document uncontrolled when printed Procedure ID no 0460/05 CONFINED SPACE PROCEDURE This procedure is applicable to: All Department of Education and Children's Services employees. DOCUMENT CONTROL Managed by: Phil O Loughlin Contact person: Voula Panayotopoulos Responsible position: Executive Director Human Resource & Workforce Development Approved by: Chief Executive Version: 1 File number: 0468/05 Contact position: Director, Health and Safety Services Date approved: 11 September 2011 Status: FINAL Contact number: Next review date: 10 September 2014 Security classification: Health and Safety Services Page 1-14

2 CONTENTS 1. TITLE PURPOSE SCOPE OBJECTIVES PROCEDURE DETAIL ROLES AND RESPONSIBILITIES MANAGERS EMPLOYEES TRAINING MONITORING, EVALUATION AND REVIEW DEFINITIONS AND ABBREVIATIONS ASSOCIATED DOCUMENTS REFERENCES...8 APPENDIX 1 EXAMPLES OF SIGNAGE FOR CONFINED SPACES...10 APPENDIX 2 CONFINED SPACES RISK ASSESSMENT...11 APPENDIX 3 CONFINED SPACE ACCESS RECORD...14 Page 2-14

3 1. TITLE Confined Space Procedure. 2. PURPOSE Assist site managers and employees develop and implement safe systems of work to: 2.1 Comply with relevant legislation and codes of practice on confined spaces and the South Australian Public Sector Code of Practice for Crown Self-Insured Employers. 2.2 Comply with DECS Occupational Health, Safety & Welfare and Injury Management Policy. 2.3 Maximise organisational health and wellbeing while delivering high quality service and learning outcomes for students and children. 2.4 Satisfy the requirements of the Safety and Wellbeing in the Public Sector Strategy (SWIPS). 2.5 Manage the risks associated with confined spaces procedures. 3. SCOPE This procedure applies to all DECS sites. It is intended for confined spaces that have been classified as low or moderate risk. DECS employees are NOT PERMITTED to enter spaces that have been assessed as HIGH OR EXTREME RISK by a competent person. These will be managed by their Facilities Management Contractor. 4. OBJECTIVES 4.1 To develop and facilitate best practice confined spaces procedures. 4.2 To reduce the incidence of workplace injury and illness. 4.3 To assist site managers to identify, implement and review confined spaces control measures. Page 3-14

4 5. PROCEDURE DETAIL CONFINED SPACES FLOWCHART Identify confined spaces and assess their potential hazards e.g. collapse, flooding, entrapment. See Definitions and OHS&W Regulations, Division 2.4. Assess the risks associated with the entry of a person to work in the confined space plus any rescue or first aid measures. Develop safe systems of work to ensure control measures are in place to minimise risk, including the use of entry permits. Ensure appropriate confined space training is undertaken in accordance with the Regulations. Maintain appropriate records. Page 4-14

5 6. ROLES AND RESPONSIBILITIES 6.1 SITE MANAGERS Site managers are responsible for integrating the DECS Occupational Health, Safety & Welfare and Injury Management Policy in their operations. Site managers include, but are not limited to Executive Directors, Regional Directors, Directors and Principals. Site managers must: Identify any confined space at the workplace and secure it to prevent unauthorised access by staff, students, contractors or volunteers Not allow DECS employees to enter confined spaces that have been assessed as High or Extreme risk by a competent person Not modify the space to the detriment of access or egress Have identified confined spaces reassessed for risk if they are modified Ensure that compressed or liquefied gas is not taken into a confined space except for self-contained breathing apparatus cylinders Ensure that training requirements for entry into the confined space are met (see 6.3 Training) Ensure that a risk assessment is undertaken by a competent person before any work involving entry into the confined space is performed. Consider the: (i) Nature of the confined space. (ii) Risks associated with the work of employees, contractors or volunteers and any hazards which may arise from the confined space (see Regulation 43, OHS&W Regulations 2010), including: electrical / power failure contaminated air from vapours or fumes flammable gases extreme temperatures activation of plant introduced materials other contaminants fire. (iii) Risks associated with the method of work selected, equipment and substances to be used. (iv) Level of oxygen and risk of asphyxiation. (v) Ways in which the work could be carried out, including not entering the confined space to carry out the work. (vi) Possibility of explosion. (vii) Permission to enter and necessary signage (see Part 2, Division 4, OHS&W Regulations 2010). (viii) Communication and supervision processes. Page 5-14

6 (ix) Emergency and rescue procedures (see Regulation 47, OHS&W Regulations 2010). (x) Training needs (see Regulation 48, OHS&W Regulations 2010). (xi) Need for personal protective equipment. (xii) Requirement to retain records of the process in a register or report. (xiii) Need to develop safe systems of work for the confined space in accordance with the identified hazards, tasks to be carried out, required air monitoring, supervision, communication systems, signage, and emergency and rescue procedures Ensure that a recording system is used to document the process Ensure that warning signs are in place that comply with Australian Standard AS 1319 and indicate only authorised access is permitted Ensure that employees, contractors and volunteers are made aware of the existence of any confined spaces identified at the site, the risks associated with entry and the need for an entry permit before entering Ensure that persons required to work in a confined space are aware of the systems of work developed for that confined space, the associated risks, necessary training and related emergency processes Adopt any elements of the Confined Space Procedure which may be relevant for Restricted Areas. e.g. signage, securing access and Safe Operating Procedures. 6.2 EMPLOYEES All employees are responsible for their own health and safety (see Section 21, OHS&W Act 1986) Follow all reasonable instructions in relation to this procedure Seek authority before entering a confined space Undertake mandatory training Participate in induction programs Apply the principles of training where appropriate Seek additional training if required to protect their health and safety. 6.3 TRAINING In relation to confined spaces, appropriate training is mandatory for all: (i) Employees including contractors required to work in a confined space. (ii) Site managers/delegates or facilities manager required to issue entry permits. (iii) Employees required to supervise work in a confined space. (iv) Persons required to undertake a risk assessment Site managers must ensure that training is provided by a recognised training provider in compliance with the National Standard for Working in a Confined Space. (Contact SafeWork SA for training provider details.) Training must be evaluated and reviewed in consultation with relevant persons or their representatives. Page 6-14

7 7. MONITORING, EVALUATION AND REVIEW The state-wide consultative system, including this procedure will be evaluated for effectiveness every 3 years by a sub-committee of the State OHS&W Consultative Committee. Individual sites shall review and evaluate the effectiveness of their processes annually. 8. DEFINITIONS AND ABBREVIATIONS TERM COMPETENT PERSON CONFINED SPACES EXAMPLES DECS ENTRY PERMIT MUST RESTRICTED AREAS SAFE SYSTEMS OF MEANING A person who is suitably qualified (whether by experience, training, or both) to carry out the work or function described in the relevant regulation. An enclosed or partially enclosed space that is at atmospheric pressure during occupancy and is not intended or designed primarily as a place of work, and may have restricted means for entry and exit, and may have atmospheric contaminants or an unsafe oxygen level, and may cause engulfment due to (e.g. collapse, fumes, immersion, fire) Storage tanks, tunnels, tank cars, process vessels, boilers, pressure vessels, silos and other tank like compartments, some pits or degreasers, pipes, sewers, shafts, ducts and similar structures, etc. Areas not usually considered confined spaces include offices, workshops, garage vehicle service pits, naturally ventilated roof spaces and sub floor areas (above ground level) where there is no source of atmospheric contamination. (Consult Health and Safety Services if in doubt.) Department of Education and Children's Services Written permission from an authorised person (e.g. site manager/delegate or facilities manager) to enter or work in a confined space. NOTE: The permit may also be known as a written authority. Indicates that a statement is a legislative requirement Areas that share some of the characteristics of a confined space and require authorisation to enter e.g. roof cavities, boiler rooms and areas under buildings. The total set of methods adopted for carrying out the operations required in a particular workplace. They Page 7-14

8 WORK SHALL SITE MANAGER cover all aspects of the employment situation, including: the organisation of work processes; the methods of using machinery, plant and equipment; the methods of hiring labour; and job training and instruction about hazards associated with the job and their management. Indicates that a statement is mandatory Any person who has responsibility and control of a DECS site or work unit. This includes, but is not limited to Executive Directors, Regional Directors, Directors and Principals. 9. ASSOCIATED DOCUMENTS As a guide, records must be retained, in accordance with the following table: Description of Record Records relating to hazard identification and risk assessment of foreseeable hazards in agency workplaces. Includes measures taken to eliminate or control risks. Written authorities, for entry into Confined Spaces or restricted spaces. Records relating to the maintenance of items of equipment unique to the agency. Records relating to the maintenance of other items of equipment. Records relating to the provision of training and induction programs to agency staff and volunteers on OH&S matters. Includes hazard awareness training relevant to specific workplace conditions. Also includes training for managers on their OH&S responsibilities. Disposal Schedule Reference Authority Number: 2006/GDS15(V7) : TEMPORARY: Retain until 2040, retention subject to a review at that date Occupational Health, Safety and Welfare Regulations 2010 Part 2, Division 4, Regulation 45(2) TEMPORARY: Retain for a period of at least 1 year Authority Number: 2006/GDS15(V7) PERMANENT Authority Number: 2006/GDS15(V7) TEMPORARY: Destroy 5 years after last action. Authority Number: 2006/GDS15(V7) : TEMPORARY: Destroy 30 years after action completed. Page 8-14

9 10. REFERENCES AS [NOHSC:1009 (1994)], Safe working in a confined space. AS/NZS 1715:2009, Selection use and maintenance of respiratory protective equipment. AS/NZS 1716:2003, Respiratory protective devices. General Disposal Schedule 15, 7th Edition, Effective 14 November 2006 to 30 June Occupational Health, Safety and Welfare (OHS&W) Act 1986, Section 19 - Duties of Employers. Occupational Health, Safety and Welfare (OHS&W) Regulations 2010, Part 2, Division 4 - Confined Spaces. Safety and Wellbeing in the Public Sector Strategy, Department of the Premier and Cabinet, Public Sector Workforce Relations. SafeWork SA, Workplace Services Safeguard GS38 - Working in Confined Spaces. Page 9-14

10 APPENDIX 1 EXAMPLES OF SIGNAGE FOR CONFINED SPACES Signs must be at least 300 x 450 mm. Page 10-14

11 APPENDIX 2 CONFINED SPACES RISK ASSESSMENT WRITTEN AUTHORITY FOR WORK CONDUCTED IN A CONFINED SPACE Note: Display the written authority in a prominent place, e.g. adjacent to the entry of confined space. This written authority must be completed by an appropriately qualified person and kept for 7 years from the date of issue. NAME / DESCRIPTION OF SPACE: DESCRIPTION OF WORK: ENTRY POINT: Risk Key: E = Extreme H= High M = Moderate L = Low POTENTIAL HAZARD RISK CONTROLS E H M L Nature of the confined space Access and Egress Electrical Lighting Power Failure Contaminated air Flammable gases Extreme temperatures Fire Introduced materials Other contaminants Page 11-14

12 Activation of plant Method of work selected Level of oxygen Possibility of explosion Unauthorised access Floor Access Drop (use ladder) Lack of PPE Other PERSONAL PROTECTIVE EQUIPMENT THE FOLLOWING SAFETY PLEASE TYPE EQUIPMENT SHALL BE WORN TICK YES NO Respiratory protection Harness / lifelines Eye protection Hand protection Footwear Protective clothing Hearing protection Safety Helmet Communication equipment Torch / Lighting Other OTHER PRECAUTIONS YES NO TYPE Permission to enter ALL Signage necessary Communication and supervision processes Warning notices / barricades Page 12-14

13 Ignition sources banned All persons have been trained Ventilation requirements Emergency Response/Rescue Procedures /Equipment Stand-by Personnel / Requirements Ratification Management has implemented appropriate control measures and precautions for the safe entry and execution of the work in the confined space. Persons required to work in the confined space have been adequately trained and advised of requirements of this written authority. ALL ALL Signed: Person in direct control of work The written authority is valid until: Date: Time: Date: Time: Page 13-14

14 APPENDIX 3 CONFINED SPACE ACCESS RECORD CONFINED SPACE ACCESS RECORD Note: Retain a copy of the Access Record for 7 years after the date of the last entry. NAME/DESCRIPTION OF SPACE: PERSONS REQUIRED TO ENTER CONFINED SPACE: I have been advised of, and understand the control measures and precautions to be observed with the entry to and work within the confined space. ENTRY EXIT Name Date Time Name Date Time Page 14-14

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