Process to Follow for Contractors to Work on Campus

We have previously shared with you the information/reminders about the work permit process in place at Özyeğin University as per effective legislations and the management system (ISO 45001 Occupational Health and Safety Management System and ISO 14001 Environmental Management System). Your cooperation in taking the necessary precautions specified in the “Work Permit Form”, and the “Supplier Brief and Letter of Undertaking Form” to help us create a safe and healthy work environment and prevent environmental pollution on campus will be greatly appreciated. Please always keep in mind that failure to ensure a safe work environment on campus may result in non-compliances and accidents which may have direct or indirect adverse consequences in all levels, in particular for employees and blue/white-collar administrators at all levels at our university.

1) The owner / person in charge of the work at Özyeğin University must have the contractors to work on campus fill out the Work Permit Form (Revision No:5) and the Supplier Brief and Letter of Undertaking Form (Revision No:1).

2) The owner of the work or the relevant person/department at Özyeğin University must review this form, and after completing the necessary checks, must submit it via email to the HSE Department at least one day before the start of the work.

3) It is of paramount importance and necessary that all required information and documents are duly shared with the HSE Department before the start of work in order to avoid any delays or access problems at the campus entrances due to incomplete information or documents.

4) The Özyeğin University employee who requests the work or is in charge of the work is considered the work owner/relevant person. The work owner/relevant person is expected to follow up on the work process.

5) Received documents must be kept either by the work owner or by the relevant person/department at Özyeğin University.

6) You may submit the necessary information and documents for the work permit to the HSE Department at ozucalismaizni@ozyegin.edu.tr. This email address includes all members of the HSE Department, and you do not need to copy any other HSE employee in the email.

7) The email group also includes the members of the Technical Services Department, who are liable for intervening in all kinds of renovation/repair, infrastructure, electrical/mechanical installation work that they oversee or that other departments undertake, correcting any errors, or preventing the work, when necessary.

8) While the initial checks regarding the work permit forms and the field work are performed by the relevant department and/or technical services, the final checks are carried out by the HSE Department.

9) Each employee of the contractor who will work on the campus must have social security coverage. Therefore, their Social Security Institution (SGK) declarations must be submitted and shown to the university authorities.

10) If the employee is expected work at height/at night, health certificates must be provided for each employee to confirm that they are fit to work at height/night.

11) If the work entails bringing a crane or any other heavy machinery on campus, this should be specifically notified in advance. If a crane is to be brought to the campus, the crane’s inspection report and the operator's certification must be sent. We kindly request you to denote these types of exceptional or special circumstances in the relevant fields of the Work Permit Form.

12) For cutting, welding, or burning works and the like, the Hot Work Permit Form must be filled out and the work safety rules specified on this form must be followed.

13) The SMP-23-R5 Work Permit Form (Revision No:5) and the SMP-04-01-R01 Supplier Brief and Letter of Undertaking Form (Revision No:1) are available in the link.

Kind Regards,