Contractors Safety Information

COVID-19 Contractor checklist

All contractors working on University estate must complete and return the COVID-19 Contractor Checklist to their University contact before commencing work for safe working during COVID-19.

Face coverings on campus

The University of Bristol has revised its requirements for protective equipment in line with national guidance. It is no longer mandatory to wear face coverings outdoors on the University campus.

It remains mandatory to wear face coverings indoors unless a risk assessment has been developed that requires specific PPE instead.

Thank you for your continued compliance and understanding.

Permit to Work Information for Contractors

Permits are managed through our Computer Aided Facilities Management (CAFM) system, Planon. This allows users to submit your own permit requests and to manage the permits. To request or view issued permits, contractors must have a UoB Planon Guest account.

To apply for a Planon Guest account, complete the questionnaire via the SurveyMonkey link below

Survey Monkey Permit Questionnaire.

On submission of the completed questionnaire, please allow up to five working days for the account to be set up. The log in details will be sent to the email address provided.

Once you have received your Planon Guest account details you will be able to log in via one of these two buttons:

‌‌Request a permit View Permit Status 

Please note that contractors will not be able to view the full permit prior to it being issued, but you can view the status of the permit application using the 'View Permit Status' button above. Only permits with a status of ‘Issued’ can be viewed and printed, and can be amended/updated via the ‘Change Request’

A Question and Answer sheet and a set of instructions showing how contractors can log onto the system once they receive their login details, have been produced and are available below:

All permit to work requests must include job specific risk assessments and method statements (RAMS) along with any other relevant information, giving ten working days notice for the permit(s). If inadequate RAMS are submitted, this will delay the approval process, hence the need for ten working days in order to assess requests.

Existing Permit Documentation:

The Campus Division issues Permits to Work for all activities carried out to the buildings and infrastructure of the University estate where works fall into the following categories:

Isolation PermitsHazardous Activity Permits
Electrical Services. * Hot Work (max. duration 1 day only).
Mechanical Services. Confined Space.
Local Exhaust Ventilation and fume cupboards. Excavations.
Water. Asbestos.
Gas. Working at Height including:
  • roof access.
  • scaffold erection/dismantling.
  • Tower scaffold.
  • MEWP.
Fire Alarm Systems including 'bagging off' smoke detector heads. Work within or impact upon critical area/systems.
Building Management System (BMS).  

*The process for electrical permits has been amended slightly so now the Campus Division Safety Team will only issue a permit to the Authorised Person once it has been approved. The Authorised Person will then attend site with the contractor and confirm that the power supply has been locked-off prior to giving the permit to the contractor. This step is essential to ensure that works do not take place on live electrical circuits.

Once this step has been confirmed as completed and works have been approved to start, all other named personnel on the permit will be given access to view the permit online as normal. Upload of site documents and permit extension requests can then be applied as normal to the online permit via the change control process.

Please note that works carried out without a permit when one is required will be stopped until a permit application is approved.

A series of short training videos have been developed to demonstrate the various steps in the new permit process (note these videos link through to YouTube):

Video 1 Request a PermitVideo 2 Resubmit a Permit Request‌‌Video 4 Extend or Change a Permit

General Conditions for Work

Other Relevant Information

The below links will direct you to the appropriate Campus Division procedures, documentation and subject information that may be relevant:

*Please note that these documents are currently under review and may change in the near future. To ensure that you are working with the latest version please check back on a regular basis.

Other specific UoB safety information can be found via the following links:

If you require further information, please contact the Campus Division Safety Team at