Procedure overview
1 Purpose
To outline the requirements for working in Confined Spaces at the University of Southern Queensland.
2 Scope
This procedure applies to all Workers - Employees, Students, Contractors and Visitors - undertaking work in or around Confined Spaces at the University. It excludes spaces that do not meet the legislative definition under the Work Health and Safety Regulation 2011 (Qld).
3 Procedure Overview
This Procedure sets out the mandatory steps for Confined Space entry, including Risk assessment, permit requirements, atmospheric testing, isolation, and emergency planning. It ensures compliance with the Work Health and Safety Act 2011 (Qld), Work Health and Safety Regulation 2011 (Qld), Part 4.3, and the Confined Spaces Code of Practice 2021.
4 Procedures
4.1 Roles and Responsibilities
The roles and responsibilities for the implementation of this procedure are outlined below and align with the Work Health and Safety Governance Procedure.
Vice Chancellor and Executive Members
- Understand University operations that may involve Confined Spaces (e.g., plant rooms, tanks, pits), and their hazards/Risks.
- Ensure appropriate resources and processes exist and are used to eliminate/minimise Risks.
- Ensure processes to receive, consider, and respond to incident/hazard/Risk Information (e.g., audits, incident reports, assurance) are adhered to.
- Ensure compliance with all relevant Confined Space legislation, regulations, and Codes of Practice.
Heads of Business Units
- Ensure the Confined Space Procedure is implemented effectively, and compliance is maintained within their area of responsibility.
- Allocate adequate resources to support Confined Space Risk assessments, implementation of control measures, and staff training.
- Nominate an authorised Delegate to approve and manage Confined Space entry permits.
Managers and Supervisors
- Ensure Workers under their supervision conducting work in and around Confined Spaces are suitably qualified, competent and have been informed of Confined Spaces Procedure and associated documents.
- Ensure all equipment is in good physical condition and keep current and accurate records of inspections and maintenance.
- Manage locks and keys for restricted access Confined Spaces.
- Approve and manage Confined Space permits.
Workers
- Adhere to Confined Spaces Procedure and use Personal Protective Equipment (PPE) and Respiratory Protective Equipment (RPE) as instructed.
- Notify supervisors of any concerns or issues related to Confined Spaces.
- University Members who are identified as working in Confined Spaces must have their responsibilities clearly defined in their position descriptions, in alignment with the scope of their employment.
For further details on roles and responsibilities held by University Members, refer to the Workplace Health and Safety Governance Procedure.
4.2 Risk Management
Under the WHS Regulations, a Risk assessment is mandatory before any work in or near a Confined Space. This assessment must be completed in accordance with the Work Health and Safety Risk Management Procedure and the Confined Spaces Code of Practice 2021 (Qld).
Confined Spaces present significant hazards that can lead to loss of consciousness, impairment, serious injury, or death. Risks may arise from:
- The immediate effects of airborne contaminants
- Fire or explosion from the ignition of flammable substances
- Difficulty rescuing and treating an injured or unconscious person
- Oxygen deficiency or immersion in a free-flowing material, such as grain, sand, fertiliser, water, or other liquids (engulfment)
- Falls from a height
- Environmental extremes (e.g., temperature)
- Poor lighting
- Manual handling.
Before entry, all hazards must be identified, recorded in the Risk assessment (via SafeTrak), and controls implemented. Types of hazards may include:
Atmospheric
- Known waste contaminants (e.g., sewerage)
- Suspected or unidentified gases (e.g., hydrogen sulphide (H2S), methane)
- Unsafe oxygen levels due to poor or no ventilation (oxygen deficiency or enrichment)
- Carbon monoxide (CO) and carbon dioxide (CO2)
- Flammable or explosive atmosphere.
Physical
- Dangerous or difficult access and restricted egress
- Poor or inadequate lighting
- Sudden or uncontrolled flow variations (e.g., liquids, bulk solids)
- Electrical
- Plant and machinery
- Noise
- Manual tasks
- Falls from height and slips, trips, or manual handling Risks.
Biological
- Microbial contamination, vermin, or decaying organic matter.
Psychological
- Stress, claustrophobia, fatigue, or remote or isolated work.
4.3 Process and Key Controls
The authorised Delegate for Confined Space entry is responsible for ensuring that any person entering a Confined Space is competent. Contractors must provide documented evidence of compliance with AS 2865:2009 (Confined Spaces) and the Confined Spaces Code of Practice 2021 (Qld), including certified operators, calibrated air monitoring equipment, suitable safety equipment, and required documentation. The Competent Person must ensure that the following controls are in place and effective before entry:
Isolation of Services
- Isolate, lock out, and tag out all potentially hazardous services (electrical, gas, fluids).
- Verify isolation prior to entry.
Cleaning and Purging
- Clean or purge contaminated Confined Spaces with suitable agent or ventilation system.
Entry Permit
- No person enters a Confined Space without a Confined Space Entry Permit authorised by the authorised Delegate responsible for Confined Space entry.
- The permit specifies the task, hazards, controls, personnel, monitoring requirements, rescue arrangements, and validity period.
Atmospheric Testing and Continuous Monitoring
- A competent gas tester must verify that oxygen levels are within a safe range (typically 19.5%-23.5% by volume), contaminants are below relevant exposure standards, and flammable gases are <5% Lower Explosive Limit (LEL) before entry.
- Monitoring continues while the space is occupied.
Environmental Controls
- Confirm the Confined Space is free from extremes of temperature.
- Provide mechanical ventilation or local exhaust as needed, i.e. if an entry team is required to carry out activities that produce dangerous fumes or gases (such as the use of solvents or welding) while in a potentially hazardous Confined Space.
Personal Protective Equipment (PPE) and Respiratory Protective Equipment (RPE)
- Provide and use suitable PPE (e.g., harnesses, helmets, eye protection) and RPE (e.g., air-supplied, and self-contained breathing apparatus) as per the Risk assessment.
- Ensure fit testing is conducted and records maintained.
Communication and Stand-by Persons
- A trained stand-by person must be present while the Confined Space is occupied.
- Test and maintain a reliable communication system between the entrant and the stand-by person.
The stand-by person:
- Remains outside the Confined Space.
- Does not do other work which may interfere with their primary role of monitoring the Workers inside the space; and
- Never enters the space to attempt rescue but must be able to initiate rescue via external means (e.g., retrieval system).
Signage and Barricades
- Erect signs and barriers for the duration of the work.
- Control access to authorised personnel only.
First Aid and Fire Suppression
- Ensure immediate access first aid is available.
- Provide suitable fire suppression equipment compatible with the hazards.
Emergency Response and Rescue
- An emergency response and rescue plan must be documented and tested before entry.
- Ensure rescue equipment is on-site, compatible with the task, and personnel are trained and available.
Training and Competency
- Confirm all persons required to work within or engaged in activities related to the entry to a Confined Space have been trained and are competent in the tasks to be undertaken.
- Facilities Management authorises contractor access; contractors work under their own permit systems verified by Facilities Management.
Hot Work Controls
- Hot work must not be undertaken in a hazardous atmosphere unless an authorised Hot Work Permit is issued and additional controls (e.g., local exhaust extraction) are verified and monitored.
Access to Confined Spaces
Access to Confined Spaces must be:
- Restricted by means of locked entry points. Keys must remain with the authorised person controlling access.
- Signed at the entry to notify all persons of the Confined Space.
- Signage must include a warning and indicate that entry is only permitted under an authorised permit.
4.4 Training
Persons permitted to work in or around Confined Spaces must be appropriately trained and competent. The authorised Delegate for Confined Space entry must ensure that training has been undertaken by:
- Anyone entering a potentially hazardous Confined Space on a University site; and
- Anyone engaged in activities related to the entry (standby, testing, rescue).
Training must be conducted by a Competent Person and includes the following:
- Confined Space Entry Permit process and responsibility
- Emergency Response Plan and rescue methods
- Relevant standards and regulations
- Risk Assessments (RAs) and relevant Standard Operating Procedures (SOPs)
- Relevant Safe Work Method Statement (SWMS) for high-risk construction work in Confined Spaces
- Selection, use, fit, and maintenance of safety/respiratory equipment and instruments
- Communication systems for emergencies and critical alerts.
Records of all training provided to Workers in relation to Confined Space work must be kept for two years.
4.5 Confined Spaces Register
- Facilities Management maintains a register of Confined Spaces under its management or control across all University campuses and sites.
- Work areas must maintain a local register for the Confined Spaces under their management or control.
4.6 Records and Retention
The authorised Delegate for Confined Space must ensure records are maintained and available for inspection by Workplace Health and Safety Queensland (WHSQ) as follows:
- Written Authorities/Entry Permit: retain for at least 2 years.
- Risk Assessments: retain for at least 5 years.
- Incident notifications: follow legislative requirements and retain records per regulatory guidance.
5 References
Nil.
6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the table below.
7 Procedure Information
| Accountable Officer | Chief People Officer |
| Responsible Officer | Director (Health, Safety and Wellbeing) |
| Policy Type | University Procedure |
| Policy Suite | |
| Subordinate Schedules | |
| Approved Date | 26/6/2026 |
| Effective Date | 26/6/2026 |
| Review Date | 26/6/2031 |
| Relevant Legislation | Work Health and Safety Act 2011 (Qld) Work Health and Safety Regulation 2011 (Qld) Standard AS 2865 - 2009 Confined Spaces, Workplace Health, and Safety Queensland: A guide to working safely in a Confined Space. |
| Policy Exceptions | |
| Related Policies | |
| Related Procedures | Work Health and Safety Governance Procedure |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
| Delegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy....moreDelegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy. A person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University. Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. The effect of uncertainty on objectives....moreThe effect of uncertainty on objectives. A person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled. The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. Persons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiti...morePersons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiting, honorary and adjunct appointees; volunteers who contribute to University activities or who act on behalf of the University; and individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors or consultants, where applicable. | |
| Definitions that relate to this procedure only | |
| Competent Person A competent person is one who has acquired through training, qualification or experience the knowledge and skills to conduct the task. Confined Space Defined in 'A guide to working safely in a Confined Space,' means an enclosed or partially enclosed space that:
Under this definition Confined Spaces at the University include but are not limited to:
Worker Refers to employees, students, contractors, and visitors. | |
| Keywords | Confined Spaces, Hazard |
| Record No | 13/285PL |