Frequently Asked Questions

The following FAQ was last updated September 2018. This material is guidance only to support the implementation and use of the checklists. In the unlikely event, any of the content contradicts with requirements within the specific oil company requirements, WPCG Minimum Control Checklists, or WPCG Work Clearance Form, or legislation then the work instruction, procedure, or legislative requirement shall override this document.

EVERYONE HAS THE OBLIGATION AND AUTHORITY TO STOP UNSAFE WORK

 

Minor Hot Work Checklist

Can I use diesel concrete cutter in a hazardous area using the Work Clearance Form and Minimum Controls Checklists?

Yes, you require the Work Clearance Form with both the Ground Disturbance and Minor Hot Work Checklists and associated controls from all the forms in place. You are still required to do your risk assessment and have any controls for potential sparking in place. however if you are satisfied there will not be continual sparking like there is with an angle grinder then the work is considered minor hot work inside a hazardous area.

If there was continual sparking, or the concrete cutter was petrol driven, or not all controls on the Min Controls Checklist can be completed, then this would require a Work Permit and Permit Officer.

Electrically powered mobile plant and equipment was previously not allowed in Hazardous Areas without a Work Permit on some WPCG Member Company sites. Has this changed? Can we use petrol powered?

Diesel and electrically powered mobile plant and equipment is within the scope of the WPCG Minor Hot Work Checklist provided the controls required are implemented. It is considered reasonably practicable to utilise diesel or electrically powered equipment rather than petrol or LPG powered/ driven for the overwhelming majority of tasks (e.g. compressors, generators, EWP) or manually operated equipment (e.g. cold work gardening hand tools instead of a hedge trimmer) within Hazardous Areas.

Petrol powered equipment, e.g., petrol powered concrete cutters, will require a Work Permit from the WPCG Member Company when used within a Hazardous Area.  Petrol introduces flammable goods storage (i.e. the petrol within the device) as well as a source of ignition to the Hazardous Area.

What deems a person competent to conduct the gas testing associated with the Minor Hot Work Checklist?

It is recommended by the WPCG that the person is trained to a national unit of competency by a registered training organisation in testing atmospheres.  Companies may utilise their own in-house training or that offered by equipment suppliers.  Companies must keep records of training. These records and the training may be subject of audits by WPCG member companies.

A list of registered training organisations (RTO) approved to deliver national units of competency.  These can be found at http://training.gov.au/

What national units of competency are available for the use of gas detectors should I choose to meet the WPCG recommendation for training in gas detection?

At the time of writing, there are two primary options available: MSMWHS217 or RIIWHS202D.  MSMWHS217 is preferred.

Elements and Performance Criteria for each unit as at time of release of this guidance:

  • RIIWHS202D – Enter and work in confined spaces only lists the following relevant element:

2.2       Ensure that the atmosphere is tested and monitored for harmful elements

  • MSMWHS217 – Gas test atmospheres requires:
1. Prepare for gas                   testing.

1.1 Determine type of gas/atmosphere to be tested.

1.2 Select and calibrate equipment in accordance with procedures.

1.3 Determine gas testing regime/sampling pattern required.

1.4 Identify hazards from possible atmosphere contaminants.

1.5 Implement hazard control measures, including use of appropriate personal protective equipment.

2. Test gas.

2.1 Use gas testing equipment to test gas as required.

2.2 Interpret and report readings.

2.3 Monitor gas on an ongoing basis as required.

2.4 Take required action(s) if readings are unacceptable.

3. Maintain equipment.

3.1 Clean and maintain gas testing equipment in accordance with procedures.

3.2 Inspect and fault find monitoring equipment in accordance with procedures.

3.3 Return gas testing equipment to required location and in required condition.

3.4 Maintain records of tests and results in accordance with procedures.

What training is needed for ongoing continuous monitoring of the gas detector in between the documented gas tests associated with the Minor Hot Work Checklist?

Any person deemed responsible for monitoring a gas detector during the work shall, as a minimum, have received instruction from a person trained and competent to inform them of the location of the gas detector for monitoring, the alarm settings of the unit, and what to do in the event of an alarm sounding.

Do contractors need to provide to WPCG their gas testing qualifications?

No. Just like other competencies for their work, companies must keep records of training. These records and the training may be subject of audits by WPCG member companies.

What gas detectors does WPCG require?

WPCG does not mandate a particular make or model of gas detector. To be used to conduct the gas testing associated with completion of the Minor Hot Work Checklist it does need to be rated for the hazardous area in which it will be used, within current calibration and “bump tested” prior to use.  AS/NZS 60079.29.2:2008 Explosive atmospheres Part 29.2: Gas detectors—Selection, installation, use and maintenance of detectors for flammable gases and oxygen is available to support your selection decision.

If you are considering purchasing (or hiring) your own gas detectors here are some points to consider, other than the obvious things to check like hazardous area rating, alarms (visible and audible), and gas sensors in the unit:

  1. What calibration gas do you require?  On most models you should choose a calibration gas bottle with a gas with similar LEL calibration curve to the materials you wish to detect.  This may be something like Pentane or Hexane which have similar curves to Octane but are less readily available and likely higher cost in comparison to methane.  Methane (typically used) may not be representative without using correction factors either electronically within the unit or manually. When calibrated on methane the unit may read low (by a factor typically between 1.5 and 3) if testing for presence of petrol vapour (e.g. octane). For more information, consult your equipment supplier.
  2. Does it have a pump or ability to affix one? This is not mandatory for the WPCG Minimum Control Checklists but may be needed if you are also looking to utilise the device as a Permit Writer / Officer for use with the initial issue of Work Permits at times to test in vessels, pits and drains prior to issuing associated Work Permits or Certificates. Or is it a “passive” unit that has no such pump capability?
  3. How rugged is the unit?  Some have proved to last over 10 years.  Many cheaper units may only last a couple of years.
  4. Weight.  They can vary.  Some are significantly heavier than typical devices, some are smaller and much lighter.
  5. Servicing.  Can you readily service yourself to change sensors when required by the manufacturer?  For some, the design enables you to change the sensor cartridge more readily if you wish to do it yourself.  Many units would need to be sent back causing some delays and additional costs (possibly even the purchase of spare units to cover whilst others are being serviced).
  6. How easy is it to calibrate?  (calibrate, not just bump test) What support do you get to be shown how to do this?  Or do you need to send it away to be calibrated every 6 months? At what cost? Again, does this mean you would need to buy an additional unit to use during the period you have sent it away?
  7. How long do sensors last?  Often it is a common duration across different models, but may vary. Parts can be expensive and supply can be slow.  Some cheaper units you may choose to buy a new one when sensors expire rather than incur a similar cost for sensor replacement and calibration.
  8. Can you bump test to confirm operation prior to use? This is required by the Gas Test Checklists associated with the Minor Hot Work Checklist, and also for WPCG Member Company Work Permits / Certificates for Hot Work and Confined Space Entry.  It is strongly recommended by AS/NZS 60079.29.2:2008 Explosive atmospheres Part 29.2: Gas detectors—Selection, installation, use and maintenance of detectors for flammable gases and oxygen.
  9. If it can be calibrated, but cannot be bump tested, this type of instrument may be what AS600079.29.2:2008 refers to as a “Small, hand-held apparatus” that “may be used for leak-detection or spot checks,” rather than for use in a “multi-role mode so as to include leak detection, spot checking and local area monitoring functions”. If they are unable to comply with the WPCG requirement to be bump tested each day prior to use they cannot be utilised to perform testing associated with WPCG Gas Test Checklists or WPCG Member oil company Work Permits / Certificates.
  10. If you can’t bump test or calibrate it then it may fundamentally be a “personal monitor” rather than gas detector.  Some of these you just turn on and it lasts for a year or two without verification of accuracy other than a self-diagnostics without gas injection. Examples include units such as those worn for H2S in some industries (like Bitumen plants). These are typically not used to gas test the area prior to work, but are supplementary confirmation of safe levels of exposure at the worker breathing zone.  Such instruments cannot be utilised to perform testing associated with the WPCG Gas Test Checklists or WPCG Member oil company Work Permits / Certificates.

What gases are the gas detectors testing for?

As the gas testing associated with the Minor Hot Work Checklist is with respect to the risk of a flammable atmospheres rather than for a particular atmospheric contaminant that may pose a health risk, the gas detectors will need to test for (as a minimum) LEL, and O2.  These fields are required on the Minor Hot Work Checklist.  If your company JSA/SWMS identifies other risks requiring testing, e.g. CO from exhaust emissions (if applicable) then this would be required by your own risk assessment associated with the work.  Such risks are considered Task Hazards and are outside the scope of the Minor Hot Work Checklist. As such they are not required on the Minor Hot Work Checklist to ensure safe use of the equipment in the hazardous area with respect to site and process hazards. Also note that the Minor Hot Work Checklist cannot be used in Confined Spaces which may require additional gas testing, in accordance with WPCG Member Company requirements.

Minor Ground Disturbance Checklist

Can I use diesel concrete cutter in a hazardous area using the Work Clearance Form and Minimum Controls Checklists?

Yes, you require the Work Clearance Form with both the Ground Disturbance and Minor Hot Work Checklists and associated controls from all the forms in place. You are still required to do your risk assessment and have any controls for potential sparking in place. however if you are satisfied there will not be continual sparking like there is with an angle grinder then the work is considered minor hot work inside a hazardous area.

If there was continual sparking, or the concrete cutter was petrol driven, or not all controls on the Min Controls Checklist can be completed, then this would require a Work Permit and Permit Officer.

WPCG Minor Ground Disturbance Checklist. Does this mean a service provider can dig to a depth of 1.2m with hand tools to locate a leak, etc. without obtaining a permit writer or service locator etc.? And if so is this depth relevant inside a hazardous area? Can the service provider break through concrete foot path without any gas testing or isolation of fuel as this is not mentioned this checklist? And then continue to excavate to a depth of 1.2m?

There are several key points in this question that need to be understood:

  1. The WPCG Minor Ground Disturbance Checklist controls hazards associated with Minor Ground Disturbance only. Likewise, the WPCG Minor Hot Work Checklist controls hazards associated with Minor Hot Work only.  If you are performing work involving Ground Disturbance in a Hazardous Area with electric or diesel-powered equipment then both Checklists will be required to ensure the safety of the work and compliance with WPCG Member Company requirements.
  2. At a depth of 1.2m or more a WPCG Member Company Permit is needed. The depth must be less than 1.2m to allow use of the WPCG Minimum Controls Checklist for Minor Ground Disturbance.  At 1.2m shoring requirements and the risk of collapse make the work potentially higher risk and of greater complexity.
  • If the Ground Disturbance / Excavation is to occur in a hazardous area, you also need to consider the WPCG Minor Hot Work Checklist in addition to the WPCG Minor Ground Disturbance Checklist. If you are using more than cold work hand tools you will need to use the WPCG Minor Hot Work Checklist or potentially a WPCG Member Company Permit.  Note that the use of a petrol powered concrete cutter requires a WPCG Member Company Permit.

The WPCG Minor Hot Work Checklist contains controls specific to managing the risk of ignition within Hazardous Area.  If ignition sources are introduced, these need to be actioned to ensure the safety of the work.  A WPCG Member Company Permit will be needed if the work is outside the scope of the WPCG Minor Hot Work Checklist or the controls within the WPCG Minor Hot Work Checklist cannot or will not be applied.

Is Dial Before You Dig (DBYD) required for all ground disturbance, or is there a minimum depth?

No, DBYD is only required when underground service detection scanning is also required as per the minor ground disturbance checklist.

Minor Work at Height Checklist

Am I required to use the Minor Work At Height Checklist is using a ladder inside the shop?

Yes, if the work inside the inside falls into the scope of a minimum controls checklist the relevant checklist must be used.

Control of Work

What is the WPCG Work Authorisation Program?

The WPCG work authorisation program is one integrated program including the Permit to Work and the Work Clearance Systems. Both of these system covers training for low to high risk activities, managed by one organisation. The single system reduces confusion, has one point of contact for clarification, standardises processes across the three oil companies, simplifies the understanding of contractors and Permit Officers and creates a more efficient process by reducing time understanding the three oil companies systems.

Who is JulSen Consulting Pty Ltd?

To test the market on delivery of the new program, the WPCG went to an expression of interest and then tender process to select an Administrator to deliver training and administration of the total program.  Julsen Pty Ltd, who was the current Administrator, has won the tender program based on overall capability to deliver the program and costs to contractors and Permit Officers to complete the training, assessment and administration of the program.    Many of the familiar faces from WPCG will remain and new resources have been added.

Is Work Clearance training offered in regional towns?

We do try to cover all of the major regional areas. If we don’t cover your area, just contact us via email at enquiries@wpcg.com.au with your request, and we will see what we can do for you. If you want to keep informed with where we are running classes, sign up in our system as a company admin. Instructions here.

What facilities does the WPCG accreditation apply to?

The system currently applies to work engaged by WPCG member companies (BP, Caltex and Viva Energy) or on WPCG member operated sites where the Work Clearance Form currently applies. i.e. service stations, commercial facilities, and depots.  The expansion to other WPCG member facilities is being reviewed by member companies.

What if my company has its own Permit system?

The WPCG system, both the Work Clearance Form and Work Permit must be used as a minimum on WPCG member facilities where WPCG applies.  If your company has other requirements, you must consult your organization on whether these must be applied in addition to the WPCG system but note that they cannot be used instead of the WPCG system at WPCG member facilities where WPCG applies.

Can I use the Work Clearance or Permit Officer training on other sites (i.e on sites that are not BP, Caltex or Viva Energy sites within scope of the WPCG process)?

Whoever engages you as a contractor or Permit Officer is responsible and liable for your activities on their sites and they need to ensure you have been adequately trained and safe systems of work (amongst other duties of care and regulatory requirements). You and whoever engages you need to be aware that the WPCG and JulSen Consulting are not an RTO and this is not a nationally recognised course. The WPCG JV partners have no liability for implementation on non-JV partner sites.

What about the other oil companies will they be using this?

The WPCG is focused on implementing the changes for sites controlled by the program owners; BP, Caltex and Viva Energy (Shell).  Once the program is embedded and operating as planned, the WPCG may look to expand the program to other organisations, if they would like to be part of it.

Are the Work Clearance and Permit Officer Training recognised courses?

The WPCG training courses are not National Units of Competency (NUC), the WPCG and JulSen Consulting are not Registered Training Organisation (RTO).  If you wish to acquire a nationally recognised qualification, you will need to undertake training in the relevant NUC by an RTO.

How do I know what process is used for a specific activity?

Refer to the Activity Matrix, which outlines the minimum level of work authorisation is required for some general activities.

There may be some differences between the WPCG member companies in how this Permit to Work program is applied, what are they?

The WPCG Member companies are accountable for communicating any additional requirements that may remain within their organisations and updating you on any changes to individual company requirements.  It should be noted WPCG is a common Authority to Work process and is not a common Health, Safety, Security, and Environmental Management System.

Some key requirements of direct relevance to Permit to Work that will remain include:

BP will continue to require its’ Task Risk Assessment Process, known as HITRA, for all Work Permits that require the minimum level of authority to be a Senior Permit Officer.  Senior Permit Officers must be BP HITRA trained, IN ADDITION to being a WPCG Senior Permit Officer.  Contact BP for more information.

Viva Energy considers high risk work at height to be 1.8m, whereas BP considers it to be 2m, and Caltex does not specify.  Notwithstanding this, the risk of falling from one level to another must be considered and as such the Minimum Controls Checklists must be used for heights lower than these.  These heights are merely the triggers related to potential to fall when working within 2m of an exposed edge that would trigger a Work Permit.

Viva Energy and BP require that all Confined Space Entry entrants, standby personnel, and Permit Officers are trained in Confined Space Entry to a National Unit of Competence by a Registered Training Organisation and current within the past 3 years.  Caltex requires such personnel to be trained and competent in accordance with contractual arrangements and Contractor Safety Management processes.

What if I have question outside the process that has to do with the work being done?

Contact your WPCG Member Company representative. If in doubt, don’t commence work until you understand the requirements to ensure safe and compliant execution of the work.

If I use the online Clearance form, where will I get the Service Station and Depot Hazard maps and instructions for completing the forms?

The Hazard Maps are available on wpcg.com.au to view, download and/or print.  The Work Clearance Form pads will still have the hazard maps and instructions for completing.

Minimum Control Checklists

When can I start using the Minimum Controls Checklist?

Current WPCG issuers can commence using the Minimum Controls Checklists once they successfully complete the bridging course, or if they have completed the refresher training that included the minimum controls training.

Do I still need a Work Permit?

If you are trained and competent in the WPCG Minimum Controls Checklist/s relevant to your work, and you comply with all the requirements including the scope, equipment, and controls (including gas detection where applicable) then you do not need a WPCG member company Work Permit for WPCG member company facilities within scope of the WPCG process. A WPCG Work Clearance is still utilised to authorise the work and communicate it to the site representative. NOTE: If you are not using the Minimum Control Checklist, or you are not trained in it, or you want to vary some of the scope or controls required, then you need the applicable oil company Work Permit, e.g. for all Hot Work in the Hazardous area.

Why don’t I need a Permit or Certificate for some work anymore?

WPCG member oil companies have now authorised the use of some WPCG Minimum Control Checklists for some work tasks based on industry good practice to manage specific risks for specific routine maintenance and construction tasks that have been assessed as low risk if the controls required within the Minimum Control Checklists are implemented, and the person is trained in the Checklist/s. The WPCG Work Clearance is still utilised to authorise the work and communicate to the operating Site Representative and have them authorise the work at the work site. A specific task may still be escalated to an oil company Work Permit and/or Certificate if it is deemed necessary to safely control the work. EVERYONE HAS THE OBLIGATION AND AUTHORITY TO STOP UNSAFE WORK

Do I still need a BP Work Instruction or a Caltex Minimum Control Checklist?

Once you are trained in these new WPCG Minimum Control Checklists you will not need to utilise the
previous BP and Caltex equivalents. BP and Caltex may withdraw the use of their previous forms after a
transition period.

WPCG Work Clearance Issuer

What is the WPCG accreditation?

The WPCG accreditation is not an induction, it is the accreditation required for contractors to be able to self issue a WPCG form when conducting low risk work on the oil company sites.

What is involved in getting the WPCG accreditation?

The individual attends a one day training course and then completes an online assessment. The accreditation is valid for two years after which you can maintain your accreditation by completing the online refresher prior to your expiry date.

How do I book into a training class?

You need to book online. Simply head to the Login or Register page and create an account. Fill in your details and select the “Issuer” box when choosing an accreditation option. After clicking on submit, you will receive an email with your Unique ID. It may take up to 2 hours to receive your email. Login with your Unique ID and password, and book your chosen class via the My Training menu option in the system.

Does everyone in the work crew need the accreditation?

As a minimum, at least one person on the work crew requires the accreditation. That individual must remain on site at all times. If for any reason they need to leave, they must hand over their responsibilities under the WPCG process to another WPCG accredited individual, or the work must stop.

If my WPCG accreditation has expired, can I just do the online refresher course?

No, you will need to complete the face-to-face training course again.

Is it a WorkCover requirement to have the training?

WPCG Clearance Training is not required by OHS/WHS law. Some clients require contractors to be accredited when working on their sites (BP, Caltex, Viva).

Do I need to complete training before working on live sites? Is training just to make people more aware and educated about working on lives sites, or is it essential to complete the course?

Only clients can decide whether contractors or subcontractors need to be accredited before taking on work.

Do I require the WPCG accreditation for decommissioning works?

You will need to approach your client company regarding their requirements. The WPCG members (BP, Caltex & Viva) do require use of the WPCG clearance form for all decommissioning works.

How do I change my company details?

You can transfer your WPCG accreditation to another company. Fill out the following form from our website.  Link to Change Company Details.

Our company has WPCG accreditation, can we use the WPCG logo on our website?

The WPCG accreditation is an individual accreditation, it is not a company accreditation. You may use the WPCG logo on your website so long as you do not imply or state that the business is WPCG accredited. It is acceptable for you to state that you have technicians that are WPCG accredited. Contact WPCG administration to obtain a copy of the logo for use.

I need a new card, what do I do?

You can print out a paper copy of your card via your profile. Log into your profile, go to My Training. From here you can print out a paper copy of your card and a certificate. If you need another plastic card, contact us to arrange that. A replacement fee of $AU5.00 applies.

How do I find out if an individual is accredited?

You can find current WPCG accredited contractors on our website. Please note, not all contractors have chosen to list their details.

Click here for Accredited Contractors

WPCG Permit Officers

There may be some differences between the WPCG member companies in how this Permit to Work program is applied, what are they?

The WPCG Member companies are accountable for communicating any additional requirements that may remain within their organisations and updating you on any changes to individual company requirements.  It should be noted WPCG is a common Authority to Work process and is not a common Health, Safety, Security, and Environmental Management System.

Some key requirements of direct relevance to Permit to Work that will remain include:

BP will continue to require its’ Task Risk Assessment Process, known as HITRA, for all Work Permits that require the minimum level of authority to be a Senior Permit Officer.  Senior Permit Officers must be BP HITRA trained, IN ADDITION to being a WPCG Senior Permit Officer.  Contact BP for more information.

Viva Energy considers high risk work at height to be 1.8m, whereas BP considers it to be 2m, and Caltex does not specify.  Notwithstanding this, the risk of falling from one level to another must be considered and as such the Minimum Controls Checklists must be used for heights lower than these.  These heights are merely the triggers related to potential to fall when working within 2m of an exposed edge that would trigger a Work Permit.

Viva Energy and BP require that all Confined Space Entry entrants, standby personnel, and Permit Officers are trained in Confined Space Entry to a National Unit of Competence by a Registered Training Organisation and current within the past 3 years.  Caltex requires such personnel to be trained and competent in accordance with contractual arrangements and Contractor Safety Management processes.

What are the industry experience requirements for a new Permit Officer?

Applicants require a minimum of two years oil industry experience or another industry with equivalent Work Permit requirements

How does the Work Authorisation process apply to Principal Contractor arrangements?

The WPCG Work Authorisation process apples to WPCG member facilities sites when there is fuel within bulk site fuel assets.  A WPCG member company may consider equivalent Principal Contractor Permit to Work systems as alternative.  A WPCG member company will approve use of such systems under the contract.  Otherwise it is up to the Principal Contractor to apply the appropriate control of work processes.

How is auditing of live Work Permits on site work?

Each WPCG Member Company has its own contractor monitoring processes to ensure compliance on their sites.  These will continue.  It will not be part of the role of JulSen Consulting to conduct this.

If I’m never going to issue a Work Permit with a Confined Space Entry or Working At Heights Certificate do I still need to complete the perquisite training requirements?

All Permit Officers migrating from BP, Caltex and Viva Energy will be given Recognised Prior Learning for Working at Height with respect to issuing Work Permits.  You should only issue a Work Permit for which you are competent to issue.  For Confined Space Entry, Viva Energy and BP require that all Confined Space Entry entrants, standby personnel, and Permit Officers are trained in Confined Space Entry to a National Unit of Competence by a Registered Training Organisation and current within the past 3 years.  Caltex requires such personnel to be trained and competent in accordance with contractual arrangements and Contractor Safety Management processes. All new Work Permit Officers will need the pre-requisite external certificates of competence, so that you understand the work and the hazards associated with the work as you will be authorised to issue a Work Permit with those Certificates as a Permit Officer.  You also need to have an understanding of Confined Spaces, in particularly, so that you do not issue a Work Permit for work in a Confined Space if you have not maintained currency of training.  The pre-requisites also serve to minimize the material that WPCG need to present during the Permit Officer training and avoids duplication for those that require the National Unit of Competence for other work purposes.

What if my revalidation is due shortly after the roll out, how do I get 6 Permits and 6 Certificates

We will allow you to submit Permits from member company systems.  The number is being determined and may be on a case by case process.

How do I know if someone has been signed off by WPCG for gas testing?

All new Work Permit Officers will need the pre-requisite external certificates of competence.  All Permit Officers migrating from BP, Caltex and Viva Energy will be given Recognised Prior Learning for gas detector competence with respect to issuing Work Permits.  Note that with Viva Energy and BP you will need to be trained in Confined Space Entry to a National Unit of Competence by a Registered Training Organisation and current within the past 3 years. Any other Authorised Gas Testers who are not Permit Officers must be able to demonstrate they have completed the required NUC by a RTO; or the Authorised Gas Testers organisation will be required to demonstrate equivalent competency and have this authorised in writing and accepted by WPCG. One way to achieve this might be to have your existing training mapped to the national unit of competence, as defined in WPCG-PRO-01.

How will the Authorised Gas Tester authorisation process work?

The Authorised Gas Tester will need to be competent in a national unit of competence in gas testing, conducted by a registered training organization; or the Authorised Gas Testers organisation will be required to demonstrate equivalent competency and have this authorised in writing and accepted by WPCG. One way to achieve this might be to have your existing training mapped to the national unit of competence and submit this to WPCG for authorisation.

If a Permit Officer & Permit Receiver do everything they could and something goes wrong do I have any protection?

WPCG does not provide professional indemnity or insurance.  Permit Officers and Permit Receivers should seek their own advice on financial protection or insurances and comply with any WPCG Member company minimum requirements for any such insurances carried by their organization in accordance with relevant contractual requirements, as applicable.   

What if there is a minor change like I need to add an electrical tool missed on the permit?

Only the Permit Officer who issued the permit can amend the Work Permit. Otherwise a new Work Permit must be issued.  Any changes must be initialized by the Permit Officer, and the Work Permit must be endorsed by a Permit Endorser at the work site prior to the change being implemented. The Permit Officer does not have to be on site to amend a Permit. However, it is important to note that the Permit Endorser must receive a verbal handover (as a minimum) from the Permit Officer of the change (if they are not the same person) and must endorse the revised Work Permit at the work site.

Does there have to be a hard copy of the Work Permit on site?

A hard copy does not have to be on site. However, there must be a copy available to everyone at the work site.  This may be an electronic version.

What if the Work Permit expires and we need more time?

All work authorised by the Work Permit must stop. A new Work Permit would need to be issued.

Where do we document the training of workers?

The WPCG Process will not cover off all aspects of Work Health and Safety.  It will not be providing a system to document all the training and competencies of your workforce.  It will only be providing information on the training, and currency thereof, in the WPCG Work Clearance, Minimum Controls, and Work Permit processes.

What if there is no site representative present, e.g. unstaffed site or after-hours?

The Permit Officer in such case may be deemed authorized to be the Site Representative and sign this section of the Work Permit if the WPCG member company has authorized them to Permit the work on an unstaffed site or site after-hours.  If in doubt, contact the relevant WPCG member company representative.

Can the endorser work under a Work Permit they are nominated as an endorser for?

Yes, so long as they are not the Permit Officer for the Work Permit.

Why wont the permit pads be in duplicate so there can be a copy with the permit officer and a copy with the permit receiver?

One copy must remain at the work site with the Permit Receiver.  A second copy may be obtained by the Permit Officer, e.g. by photocopying, scanning, printing and signing duplicate, or photographing with their phone (in compliance with requirements with regards to use of phones on site).  It is anticipated that most Work Permits will be issued electronically, once available.  As such there will be a copy available in the cloud for records, and review by the Permit Officer at a later date or off site, in addition to one available on the work site.

How will electronic and paper versions be kept on site if there is only 1 copy and the PO is not staying on site?

Electronic copies can always be retrieved from the WPCG system.  There are other technologies available to make copies as required including copiers/scanners at sites, devices/cameras etc.

What if the Work Permit controls over rule the Work Clearance e.g. Stopping Work when a tanker turns up? Hot work can only recommence 30mins after tanker delivery.

The Work Permit is authorized by a person with greater authority and will take precedence over the Work Clearance including any standard requirements that may be deemed by the Permit Officer as not required (or not sufficient) for a particular task due to the level of risk.  For example, the opposing example to that given may be that the Work Permit requires hot work not to commence for 30mins after tanker delivery and also a repeat of gas testing has been conducted prior to work recommencing.

Once I’m a WPCG Permit Officer can I issue WPCG Work Permits on any site?

This system applies to WPCG Member facilities, the WPCG Member Companies will recognise the WPCG Permit Officer accreditation on their sites within scope of WPCG provided the Permit Officer has been engaged by the WPCG Member Companies or an accredited contractor of the WPCG Member Companies.  However, please note that some types of facilities may require additional authorization from the member company to be engaged to issue a WPCG Work Permit on certain types of facilities due to the focus of the WPCG training on the Retail environment.  Examples include Air BP Facilities and BP Depots.  Consult the WPCG member company for information on any such requirements.

Is there a way to stop a tick and flick approach by Permit Officers when completing the forms?

WPCG and oil company representatives will be undertaking spot audits in accordance with audit and assurance processes.  A Permit Officer risks losing his or her accreditation if it is found they are not following the correct process.  There will be a fair and transparent process for any such action which, if it were to occur, is likely to be a loss of WPCG accreditation and therefore across all WPCG facilities and not just those at which a particular incident (or series of incidents) occurred.

Can I go straight from probationary to senior PO, if buddy certificates include confined space

Yes, if they can demonstrate the required level of competence, and amongst the Work Permits submitted from the buddy process have at least 2 high risk certificates that require authorization by a Senior Permit Officer for that task.

The Work Authorisation Procedure only mentions the training requirements for Confined Space Entry and Work At Heights for Permit Officers. What about Work Clearance Issuers, Permit Receivers and Permit Endorsers?

Everyone with a role in the WPCG Work Authorisation process must be trained and competent for that role to the requirements of the WPCG Work Authorisation procedure: i.e. Permit Officer, Permit Receiver, Permit Endorser, Work Clearance Issuer, Authorised Gas Tester.   The oil company engaging the work Contractor, or operating the facility, may also have additional training requirements for specific tasks such as Confined Space Entry, Work at Height and wearing of Respiratory Protective Equipment.  You should consult the relevant oil company to confirm requirements for your task.  It is important to note that for Confined Space Entry, Viva Energy and BP require that all Confined Space Entry entrants, standby personnel, and Permit Officers are trained in Confined Space Entry to a National Unit of Competence by a Registered Training Organisation and current within the past 3 years.  Caltex requires such personnel to be trained and competent in accordance with contractual arrangements and Contractor Safety Management processes.  

Additionally, all workers are expected to be trained and competent for the work they are performing or supervising in accordance with any contractual arrangements with the engaging company, legal requirements and the Contractors’ Safety Management processes.  Re-training or refresher training should be provided as appropriate for a particular workplace. The training frequency should take into account the worker’s competence and their ability to retain competence through regular exposure to the equipment and skills required to perform the task and respond to an emergency.