Apply for a work permit
Who needs a work permit?
Read the scope of contractor's work guide to check whether the work you are undertaking requires a work permit.
How to obtain a work permit
- Step 1: The Permit Office records your company details into the Permit to Work Manager System. On completion you will receive two emails with your company login details. Email the permits office at permitstowork@kingston.ac.uk, requesting to register your company for the permit to work system.
- Step 2: You will receive an e-mail with your login details and the weblink to the permit to work platform where you can submit your permit to work request online.
- Step 3: You will need to upload a copy of your public and employer liability insurance and a signed copy of pages 28-30 of the employment of contractors and sub-contractors policy to your profile and these will need to be verified by the permit to work officer before you can submit an application.
- Step 4: In order to add staff to your permit to work they will need to complete and pass the Kingston University contractor safety induction. All operatives that will be working on site must complete the induction. You can share the Site Induction login with staff and your sub-contractors. By using the unique identifier their names will be recorded with your company records.
- Step 5: Once this is done you will need to submit a permit application 48 hours (Monday to Friday) prior to starting work.
Do not start work until you have had your permit to work authorised and issued.
Your permit to work will be issued as an electronic copy.
What will happen next?
The permit request will be reviewed within 48 hours (Monday to Friday excluding bank holidays). If no further information is required you will receive an email confirming the permit number. If further details are required you will receive an email requesting these.
Please ensure that the risk assessment and method statement provided are relevant to the scope of works.
The 'Responsible Person' (Kingston University Contact / Project Manager) will be sent an email to authorise the RAMS provided, once confirmed the final authorisation is with the permit office.
If you are unable to submit your permit requirements online, please contact the permit office permitstowork@kingston.ac.uk. Please allow 48 hours for email responses (Monday to Friday).
Sub-Contractors
If you require contractors from another company to be added to your permits, you will need to notify the permit office before submitting an online permit application.
Please email permitstowork@kingston.ac.uk requesting to add a sub-contractor. Within the email please include:
- Name of sub company
- A copy of your public and employer liability insurance
- A signed copy of pages 29-31 of the employment of contractors and sub-contractors policy
- The project they will be working on
- A list of operatives that will be working on site
All sub-contractors will also need to do the online induction via contractor safety induction.
The permit office will inform you once the sub-contractor has been processed, the sub company will then appear on your online application form and you can then add it to your permit application.
Example reasons why a contractor may be asked to leave site or have a permit cancelled
- Incorrect details on the permit i.e. location/date.
- Incorrect names of workers, ID may be asked for.
- Unsafe working environment.
- Unsafe work equipment.
- Not working to safe system of work agreed on permit.
- Not having a permit.
- Any breach of health and safety legislation or University policy Inappropriate or unsafe behaviour.
- The Responsible Person does not approve the work.
When and how can permits be collected/returned?
A copy of the Permit to Work will be e-mailed to the person who submitted the application.
YOU MUST either print a hard copy of the permit or have a digital copy on your phone/tablet/laptop, the supervisor of the works must keep this on their person whist on site for inspection.
Returning Permits
All permits must be returned on expiry with the hand back section completed and signed.
Please send the completed permits to permitstowork@kingston.ac.uk
Unreturned and emergency permits
Unreturned permits
All permits must be returned to close the job. If the permit is not returned an email will be sent to the contractor requesting its return. If the permit is not returned within 24 hours of the permit expiry (48 hours for weekend permits) it will be recorded as unreturned.
Emergency permits
Please contact the permit office for emergency permits or collecting permits out of hours after 5:30 (weekends, Bank Holidays).
Contacting the Permit Office
Permits to Work Officer
Kingston University Service Company Ltd. (KUSCO)
Extension: 64870
Direct Line: 0208 417 4870
E-mail: permitstowork@kingston.ac.uk
Please allow 48hrs for response.