Excavation and Utility Protection Program

Index:

1. Purpose | 2. Scope | 3. Definitions | 4. Regulatory Requirements | 5. Roles and Responsibilities | 6. Operational Program | 7. Training and Documentation Requirements | 8. Trench Safety Quick Reference | 9. Exemption Activities

Appendix A: YSU Excavation Daily Permit & Checklist (Print to Fill Out)

1. Purpose

This program establishes requirements for safe excavation and ground disturbance at Youngstown State University and ensures compliance with Ohio excavation laws, including House Bill 227 effective June 9, 2026, to prevent damage to underground utilities and protect personnel. This program helps ensure safe excavation practices in compliance with Ohio HB 227, PERRP, and OSHA 29 CFR 1926 Subpart P. 

2. Scope

This program applies to:

• YSU staff and departments
• Contractors and subcontractors
• Any party performing excavation or ground disturbance on YSU property 

3. Definitions

OHIO811 Notification: Required process to notify the Ohio Utilities Protection Service prior to excavation.

Cable sheath damage: Constitutes any physical compromise to the protective outer layers of an underground utility line, even if the internal wires, fibers, or conductors remain completely functional. This includes dents and gouges, grooves and scrapes, cracks and tears and cathodic protection breach.

Emergency Excavation: Immediate, unplanned earth-moving work performed to stop a crisis, restore essential utility services, or prevent imminent threats to life, health, and property.

Excavation: Any activity that disturbs soil, including digging, trenching, boring, drilling, grading, or installation of posts or utilities.

Facility owner/Responsible party: The entity that owns, operates, or maintains a private underground utility system, including property owners, tenants, facility operators, or contracted service providers.

Keyhole Potholing: A method of potholing using a small, targeted excavation (typically via vacuum excavation) to expose utilities with minimal surface disruption.

Localized pavement repair means repair of areas of pavement requiring deeper removal in order to correct a pavement deficiency that is not common or cannot be sufficiently repaired in the overall pavement milling area of work.

Potholing: The process of exposing underground utilities using non-destructive excavation methods such as hand digging or vacuum excavation.

Tolerance Zone: In Ohio, this is the width of the utility plus 18 inches on each side.  

Working Day: A 24-hour period from 12:00 a.m. to 11:59 p.m., excluding weekends and legal holidays.

4. Regulatory Requirement Changes

• Notify OHIO811 at least 2 working days before digging (excluding the day of notification)
• Begin excavation within 16 calendar days of the 811 Notification
• Report utility damage
• Ensure mandatory excavation/811 training is completed and documented

5. Roles and Responsibilities

5.1 Environment Health & Safety (EHS)

• Develop and maintain this program
• Provide excavation safety guidance and training to YSU employees
• Audit safety compliance including OHIO811 requirements
• Investigate excavation-related incidents

5.2 Facilities Management

• Review and approve excavation requests
• Provide available campus utility maps
• Oversee and coordinate contractors and involved departments
• Ensure compliance and assist with locating private campus utilities

5.3 Project Managers (YSU or Contractor)

• Ensure compliance with YSU, OSHA/PERRP and OHIO811 requirements
• Ensure OHIO811 notification is completed and check for positive response
• Verify OHIO811 Notification validity and timing
• Ensure pre-marking and site preparation
• Confirm all workers are trained
• Assure private utility locating company is contacted if privately installed lines or service lines are suspected at or near the excavation area on YSU property as they may not be shown in YSU blueprints or infrastructure records.
• Ensure mandatory excavation/811 training is completed and documented
• Ensure all workers are properly trained in excavation safety and damage prevention

5.4 Excavators

• Perform all excavation activities in compliance with YSU, OSHA/PERRP, and OHIO811 requirements
• Notify OHIO811 at least 2 working days before excavation (excluding the day of notification)
• Verify that the OHIO811 ticket is valid and all timing requirements are met
• Shall not begin excavation until all utilities listed on the OHIO811 ticket have provided a positive response and all known or reasonably suspected private utilities have been addressed
• Shall begin excavation within 16 calendar days of the OHIO811 notification
  • If excavation continues beyond the 16-calendar-day validity period, the excavator shall obtain a new OHIO811 notification (refresh ticket) prior to continuing work
• Shall be responsible for identifying and locating all private utilities not covered by OHIO811
• University drawings, blueprints, and infrastructure records shall not be relied upon as the sole source of information, as they may be incomplete or outdated.  
• Because Youngstown State University is a legacy campus with complex subsurface conditions, reliance solely on historical records can introduce risk
• Excavators shall retain a qualified third-party private utility locating service when privately owned lines, service lines, or unknown utilities are suspected within or near the excavation area.  
• Acceptable locating contractors include firms specializing in Ohio Private Utility Locating Services. Third-party locating contractors shall identify and mark subsurface features, including: 
  • Privately owned utilities 
  • University-owned secondary electrical systems 
  • Communication and data cabling
  • Irrigation systems and other non-member infrastructure
• Shall verify markings are applied using spray paint, flags, or other industry-standard methods consistent with accepted utility marking practices
• Shall assure excavations are protected with barricades, covers, or guardrails to prevent unauthorized access
• Shall maintain safe working conditions and comply with all applicable trenching and excavation safety requirements
• Shall protect all utility markings at all times
  • If markings are disturbed, destroyed, or become unclear, all excavation shall stop and a re-mark request shall be submitted to OHIO811 before work resumes
• Shall assume all utility locations and depths are approximate
• Shall maintain required clearances and use a spotter when working near utilities or during trenchless operations
• Spotters shall also be used as needed when large equipment travels through campus properties and if other potential hazards exist, such as overhead electrical lines
• Excavators shall use hand digging, vacuum excavation, or other non-destructive methods to expose utilities within the tolerance zone prior to the use of mechanical equipment
• The Excavation Competent Person shall complete the Excavation Permit Checklist daily, and after any occurrence that could increase hazards (e.g., rainstorms, vibrations, adjacent construction activity)
• Shall report all utility damage immediately:
  • To OHIO811 (for member utilities) and the YSU Project Manager
  • To the facility owner/responsible party (for private utilities) and the YSU Project Manager 

5.5 Department Requesting Work

• Submit excavation request to Facilities
• Ensure coordination with EHS and Facilities 

6. Operational Program

6.1 Pre-Excavation Planning

• Submit excavation request/permit to Facilities Management prior to excavation
• Define excavation limits and scope
• Review available underground utility information and obtain utility contact numbers
• For trenches 20 feet or deeper, protection shall be designed or approved by a registered professional engineer 

6.2 811 Notification (Mandatory)

• Call OHIO811, or submit an online 811 notification or use the OHIO811 mobile app  
• Provide accurate site and scope details
• Requirements:
• Shall notify OHIO811at least 2 working days before excavation  
  • The day of the request does not count
• Work shall begin within 16 calendar days  
• If excavation extends beyond the 16-calendar-day validity period, a new 811 notification (refresh ticket) shall be obtained before continuing work 

6.3 Pre-Marking

• Outline excavation area in white paint, flags, or stakes 

6.4 Utility Locating

• Excavation shall not begin until all known or reasonably suspected private utilities have been addressed and all utilities listed on the 811 ticket have provided a positive response (marked, cleared, or no conflict). Wait for all utility locators to:
  • Mark lines or
  • Provide positive response (clear/no conflict)
• Utilities will use standard color codes:
  • White – Proposed Excavation
  • Pink – Temporary Survey Markings
  • Red – Electric Power Lines, Cables, Conduit and Lighting Cables
  • Yellow – Gas, Oil, Steam, Petroleum, or Gaseous Materials
  • Orange – Communication, Alarm or Signal Lines, Cables, or Conduit
  • Blue – Potable Water
  • Purple – Reclaimed Water, Irrigation or Slurry Lines
  • Green – Sewers and Drain Lines
• If a facility locator becomes aware of an error or omission, then the facility locator provides information to Facilities and YSU Project Manager for updating records that are in error or for adding new facilities. 

6.5 Excavation Activities

• Assume utility depths and locations are approximate
• Protect markings at all times. If markings are disturbed, destroyed, or obscured, excavation shall stop and a re-mark request shall be made to OHIO811
• Each excavation site shall always have a designated Competent Person present during excavation activities. The Competent Person is responsible for:  
  • Daily inspection of excavation, adjacent areas, and protective systems  
  • Monitoring changing conditions (weather, soil stability)  
  • Stopping work if hazards are identified  
• If workers will be entering the excavation, the soil must be classified (Type A, B, or C) by a competent person  
  • If a competent person does not classify the soil, the excavation must automatically be treated as Type C soil. The soil must be sloped or a pre-fabricated protective system must be used. Benching is strictly prohibited in Type C soil.
• All excavations 5 feet or greater require protective systems such as sloping, benching, shoring, or shielding, unless in stable rock
• All sloping angles, trench boxes, bench systems shall follow OSHA and PERRP standards.
• Conduct atmospheric testing before entering trenches deeper than 4 feet if oxygen deficiency or hazardous gases may be present. Use of ventilation or respiratory protection if levels are unsafe. Have immediate availability of emergency rescue equipment, such as breathing apparatus, safety harnesses, lifelines, or basket stretchers.  
• Follow safe entry/exit set up- (ladder, ramp, etc.) within 25’ of workers in trench if trench ≥ 4 feet deep
• Spoil piles shall be kept at least 2 feet from the edge of excavation
• Utilize dewatering measures if needed
• Properly barricade excavations
• Mechanical excavation is prohibited within the tolerance zone until the utility has been exposed and its location verified by potholing using non-destructive methods (e.g., hand digging or vacuum excavation)
• When utilities are located beneath pavement or hard surfaces, the pavement shall be saw-cut and removed, and the utility shall be exposed by potholing before mechanical excavation begins
• Use a spotter and maintain required clearance when working near exposed utilities or during trenchless operations
• The Competent Person has full authority to stop work immediately if unsafe conditions or compliance issues are identified.
• Follow all other related YSU, OSHA/PERRP and OHIO811 requirements 

6.6 Damaged Utility Response

Damage to underground utility facilities—including coating, tracer wire, or sheath damage—shall be reported.

If damage occurs:

• Stop work immediately
• Secure the area and prevent unauthorized access

Notifications:

• Notify YSU Facilities
• Notify the utility owner:
  • Public utilities: Notify the utility owner/operator identified on the OHIO811 ticket
  • Private utilities: Notify YSU Facilities and the private utility owner responsible for the system (the entity that owns, controls, or is accountable for the utility)
  • Unknown Utility Ownership: If ownership is unknown, notify YSU Facilities for coordination and identification
• Notify OHIO811 (when applicable):
  • Report damage to underground utility facilities that are part of the OHIO811 protection service system
  • OHIO811 supports both pre-excavation notification and post-damage communication for participating members
  • Privately owned underground utilities are not part of the OHIO811 system and are not reported to OHIO811; they must be addressed directly with the facility owner or responsible party

Work Restrictions:

• Do not resume work in the affected area until the utility owner has assessed the damage and completed repairs

Emergency Conditions:

• Gas or hazardous liquid pipeline strike:
  • Call YSU Police immediately due to fire, explosion, or release hazards
  • (330) 941-3527 from mobile phone
  • 911 from campus phone  
• Electrical utility strikes:
• Standard electrical strike (no immediate threat to life):
  • Notify the utility owner
  • Report to OHIO811 if part of the OHIO811 system
  • Stop work until inspected and repaired
• Severe electrical strike (arcing, fire, or explosion):
  • Call YSU Police immediately:
    • (330) 941-3527 from mobile phone
    • 911 from campus phone  
  • Evacuate the area and protect personnel
  • After stabilization, notify the utility owner and report to OHIO811 if part of the OHIO811 system 

6.7 Emergency Excavation

• Contact OHIO811 and declare emergency
• Proceed with extreme caution until utilities are identified
• If applicable, apply at the earliest opportunity with the government agency that controls the specific stretch of road where excavation is going to occur for Right-of-Way Excavation Permit
• A YSU representative shall coordinate the excavation closely with the contractor

7. Training and Documentation Requirements

• All personnel responsible for excavation or the OHIO811 notification process shall complete:
  • Damage prevention training every 5 years
  • Confined Space and other OSHA/PERRP requirements that pertain to the job
• Documentation including OHIO811 tickets, positive responses, training records, excavation permits, incident/damage reports, and inspection logs shall be retained for a minimum of 5 years 

8. Trench Safety Quick Reference

9. Exemption Activities

Exempt Activities, when performed in public or utility right-of-way, include: 

1. Milling and grinding of road surfaces, without penetrating the earth or sub-base:
   1. Interstate routes | up to 12"
   2. Multi-lane routes outside of municipal corporations | up to 6"
   3. Multi-lane divided routes inside municipal corporations | up to 6"
   4. All other roadways | up to 6"
2. Utility wood pole inspections, working on clear side of poles, using hand tools | up to 12"
3. Shallow tilling for erosion control or beautification | up to 4"
4. Temporary signage placement | up to 4"
5. Localized pavement repairs outside municipal corporations, without penetrating the earth or subbase | up to 12"
6. Activities conducted solely in response to a valid notification
   1. Provided the activity solely uses hand tools
   2. Such as: When the intent is to direct connect to a tracer wire to perform a locate
7. Activities within twelve inches of an existing, exposed, or visible utility appurtenance
   1. Provided the activity solely uses hand tools

*(6) and (7): “...shall apply irrespective of whether the activity occurs within or outside the boundaries of the road right-of-way 

[ Jump to Top ]