Kingston University Service Company

If you need a permit, you should submit your application at least 48 hours (Monday to Friday) before your work starts. Here’s how the application process works:

1. If your company hasn’t worked with Kingston University before, email [email protected] and ask to be registered.
2. When registration is complete, we’ll email you your company login details and a weblink to the Permit to Work platform.
3. All staff involved in work on site should complete the KU Contractor Safety Induction on the KU Induction Training platform. You’ll need your user ID to access it.
4. When everyone has completed their inductions, log in to Submit.works and upload copies of the following mandatory documents for each worker:

• Indemnity insurance
• Health and safety policy 
• Pages 28–29 of the Contractor and Subcontractor Policy

5. Make sure the Project Manager has approved, signed and dated the relevant Risk Assessment and the Method Statement before you submit.
6. If there are any documents missing, we will ask you to update your submission.
7. We will authorise your permit and issue an electronic copy. You can start work.

Need to add a subcontractor to your permit? If they’re not registered to the permit system, email [email protected] with the following information:

• A copy of your public and employer liability insurance
• A signed copy of pages 28-29 of the Contractors and Subcontractors Policy
• The project they will work on
• A list of operatives that will be working on site

If the subcontractor is registered, all they have to do is complete their inductions and they’ll be added to the permit.

When the permit office has processed the subcontractor, they will appear on your online application form to be added to your permit submission.

You must have a hard or digital copy of your work permit to hand while you work on site. Your supervisor may need to show it for inspection.

You should return a signed copy of your permit at the end of your job. We’ll email you to remind you. If you don’t return it within 24 hours of expiry (48 hours for weekend permits) we will record it as unreturned.

If you need an emergency permit or have any permit-related questions or problems, you can reach the Kingston University Permit Office by:

• Direct line on 65148
• Telephone on 0208 417 5148
• Email at [email protected]

Please allow 48 hours for a response.