Required Documentation
We request the following documentation to support your Permit to Enter application, and to assist us in arranging and planning safe access for your works.
You may wish to refer to our guidelines to help prepare your plan:
Guidelines for Health, Safety and Environmental Management Plan
Required documentation may include but is not limited to the following:
- Site Specific Safety Plan (SSSP)
- Environmental Management Plan
- Safe Work Method Statement (SWMS)
- Site Layout Plan
- Public Liability Insurance
- Plant, machinery and tools used
- Rail Competencies
Health and Safety Compliance Requirements
1. Health and Safety Plan: A tailored health and safety plan must be submitted, approved, and endorsed by the commissioning entity, which may include the primary contractor. This plan should encompass:
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A Risk Register identifying potential hazards within the rail corridor.
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A comprehensive list of locations pertinent to the permit.
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An Emergency Response Plan, including the procedure for contacting the KiwiRail emergency line at 0800 808 400.
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A designated Incident Reporting Protocol for any occurrences within the rail corridor.
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Evidence of WorkSafe Notification for works classified as “Notifiable”.
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A detailed Communication Strategy for the worksite, covering radio frequencies and essential contact details.
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Environmental Management Plan: Outline your strategy for managing environmental impacts.
2. Work Methodology: Provide a statement detailing your approach to safe work practices, such as a Safe Work Method Statement.
3. Site Documentation: Submit a site or layout plan along with photographs detailing the proposed work area.
4. Insurance Certification: A Public Liability Insurance Certificate for $10 million is required. Certificates must be provided by the permit applicant, the main contractor, and any subcontractors involved.
5. Equipment Details: List all machinery and tools that will be utilized.
6. Traffic Management Plan: Necessary if work activities are within 100 meters of a level crossing.
7. Crew Competency Verification: Provide the names and KiwiRail Learning Exchange (KLE) customer numbers for all crew members to confirm their rail-specific qualifications.
Application Documentation Process
All pertinent documents will be incorporated into your application via the Permits & TARS Portal.
Your Permit to Enter will detail the terms and conditions of your access, including any tailored health and safety plans.
Submissions are processed through the Permits and TARs Portal during the online application stage. To facilitate a smooth application process, please prepare all necessary documents in advance. The system allows you to save a draft of your application, enabling you to return and upload additional documentation as needed.
Sponsorship and Sign-off for KiwiRail-Managed Projects
For projects under KiwiRail management, the designated KiwiRail Project Manager acts as the project sponsor. They are responsible for reviewing the work methodology and signing off of the Site Specific Safety Plan (SSSP).This is to be completed prior to a permit being issued.
Please note that the sign-off procedure for these projects may require up to 10 working days to finalise.
When submitting documentation for KiwiRail-managed projects, please contact your KiwiRail Project Manager for the correct guide for official sign-off.
