Guidance Note:

Hot Work Procedures

1. INTRODUCTION
Hot Work refers to any activity carried out within University premises that involves open
flames or produces heat or sparks. This includes, but is not limited to, activities such as
welding and brazing, soldering, grinding and cutting, the general use of blowlamps, hot air
guns, bitumen boilers, portable gas heating appliances, space heaters and pyrotechnics.

2. PURPOSE
The purpose of this procedure is to provide guidance for University employees and external
contractors who manage, supervise, and perform hot work operations. A formal hot work
permit program serves to minimise the potential risk of fire and is intended to:
 Preserve the safety of the worker performing the hot work
 Ensure the safety of all building occupants during hot work operations
 Prevent accidental activation of the building fire detection system
 Limit losses from accidental fires

3. SCOPE AND APPLICATION

This guidance applies to all University staff conducting hot work on University owned/
leased properties; within areas that have not been designated and designed for this type of
work. Contractors working on behalf of the University are also expected to adhere to the
requirements of this hot work procedure.

This procedure may not apply to processes that are carried out in properly equipped
workshops or laboratories, which are designed for this purpose i.e. designated welding
bays, workshops, Bunsen burners, hotplates or ovens in laboratories etc.
This procedure does not apply to Principal Contractors on “handed over” sites. However,
the Principal Contractor will be expected to have a robust procedure in place for managing
hot work.
Hot work should also be avoided or restricted in University buildings where exams are
being undertaken, during VIP visits and Graduation ceremonies. Any issued hot work permit
may be cancelled should the fire detection system be shut down for any reason such as
maintenance or repairs.

4. HOT WORK PERMIT

The University Hot Work Permit is the only permit to be used to control any hot work
operations on University premises. Any management unit that oversees or initiates hot work
must appoint a Responsible Person. Enforcement of the permit will lie with the Responsible
Person therefore, they must have sufficient appreciation and understanding of the hazards
and risks and the necessary precautions required and an adequate level of authority over
the work.
Safety Environmental Protection Service (SEPS) is responsible for training of Responsible
Persons. SEPS will maintain a register of competent persons. In order for a person to
remain authorised to issue hot work permits within the University they will be required to
attend refresher training at 3 year intervals.

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Before issuing a Hot Work Permit, the Responsible Person should satisfy him/herself that
all practical alternatives to carrying out the hot work operation have been fully explored e.g.
avoiding hot work by using suitable alternatives that do not require heat such as cold
cutting.

All permits will only be valid for one shift only and cannot be extended. Contractors must
apply in advance for a Hot Work Permit, however, permits should not be issued more than
24 hours prior to the work being carried out.

Estates and Building (E&B) will be responsible for managing their own hot work permit
procedure. E&B staff who carry out hot work must be fully aware of this policy and carry out
the work in accordance with the policy. E&B should ensure that adequate resources are
readily available to their staff who carry out hot work to ensure they can work in a safe
manner and comply with the requirements of this policy

5. DEFINITIONS
Responsible Person (RP) – is a suitably trained and competent person who is authorised
by the appropriate Head of School/College/Research Institute/Service to issue and
authorise Hot Work Permits

Person in Charge – is a named person who will be in charge of the hot work operation on
site and will receive the permit. The Person in charge may be an employee of the University
or a contractor, however, they must have the necessary knowledge and competence to
ensure that appropriate arrangements are in place at all times during the work and carried
out in accordance with the requirements of the permit.

Designated Areas – areas specifically designed and constructed for normal hot work on a
permanent basis e.g. welding bays should meet the following standards at all times:
• Floors, walls and other surfaces to be constructed of non-combustible materials
• Area to be self-contained and fitted with fire rated doors
• 2 fire extinguishers to be readily available in the area and clearly marked
• No combustible materials to be stored within the area
• No flammable materials to be taken into the area

Permit Areas – areas that have been made safe for hot work through the use of a Hot
Work permit.

Fire Watch – is a competent person whose role is to ensure that safe conditions are
maintained during hot work operations and to take appropriate action in the event of a fire
or other adverse event. The fire watch is responsible for stopping hot work operations if
unsafe conditions develop, extinguish fires within their capacity and initiating emergency
procedures in the event of a fire.

6. THE HAZARDS AND RISKS

Hot work is a well-recognised hazardous operation and involves some significant risks.
This is particularly so if hot work is carried out by contractors who may be unfamiliar with
the premises, local hazards and the correct action to take in the event of a fire. In such
cases, the Responsible Person must fully brief the Person in Charge before issuing the
permit.

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The most obvious risk when carrying out hot work operations on University premises is that
of fire. This is particularly so in our historic buildings which may not conform to modern day
fire standards. In addition, some of our buildings contain irreplaceable historical artefacts or
valuable equipment or are used for hazardous operations or as sleeping accommodation.

Hazardous fumes released during welding operations are generally derived from the
material being welded, or coatings and paints on the metal, gases or even chemical
reactions. Welding work requires the use of respiratory protection and/or good ventilation,
as even simple operations may create fumes such as carbon monoxide, nitrogen oxide,
and ozone. Additional precautions are required during the welding of metal coated with or
containing zinc, cadmium, chromium, copper, fluoride, lead, manganese, or vanadium, as
the resulting fumes can lead to metal-fume fever.

7. HOT WORK PROCEDURE

7.1. Risk assessment

It is the responsibility of the Person in Charge to carry out a suitable and sufficient risk
assessment, develop a method statement of the planned operation, and apply the
necessary control measures appropriate to the identified risks, where necessary. The risk
assessment should include all the relevant risk and should not be limited to only hot work
risk.

If any doubt exists about the carrying out of any risk assessments as required above, or
following the precautions listed below, the Responsible Person should contact SEPS for
further advice before works starts.

7.2. Issuing a Hot Work Permit

7.2.1. Request of permit

The Person in Charge of the hot work operation (either contractor or University
employee) must apply in advance for the permit to the Responsible Person.

7.2.2. Issue and acceptance of permit:

The Person in Charge must complete the permit in duplicate. By signing the permit
they will be confirming that a risk assessment has been undertaken and all the
necessary precautions have been taken to control the risks.

This is also a declaration that the work to be carried out will be restricted to that on
the permit and that all the precautions specified on the form will be implemented.
In cases where the person receiving the permit will not be on site for the duration of
the works, they must ensure that appropriate arrangements are in place so that any
work carried out in their absence is in accordance with the requirements of the
permit.

7.2.3. Administration

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  After signing, one copy of the permit is to be handed to the Person in Charge of
the hot work operation as authorisation that work can commence.
 The second copy is to be retained by the Responsible Person who authorised
the work until the original copy is returned.
 One copy of the permit should be displayed in the work area and the other must
be kept in a central location such as the Responsible Person’s office.

7.2.4. Completion of work:

Upon completion of the work and the final fire watch, the Person In Charge signs
the bottom part of the permit to the effect that the operation has been completed
and area is safe and then returns it to the Responsible Person.

7.2.5. Cancellation of permit:

The Responsible Person countersigns the Permit to close it off once they have
satisfied themselves that all hot works have been completed (equipment and
materials used for this purpose withdrawn from the work location) and the fire watch
period has been completed. Once the Hot Work Permit has been cancelled, both
copies should be stapled together and the record retained on file no less than one
year.
Note:
Permits must be issued and cancelled on site of the hot work not in the office.

8. TRAINING REQUIREMENTS
It is essential that the all employees that oversee hot work receive the training and
instruction on the hazards and precautions associated with hot work.
SEPS will provide Hot Work Permit training and instruction in the standard operating
procedures and application of the hot work procedure. This training session is a
requirement for anyone who wishes to issue a Hot Work Permit on University property.

a) Hot Work Permit Training – Required upon initial assignment and refresher training
required every 3 years.
b) Fire Extinguisher Training – Required once a year. The hands-on classroom training
must be completed for the initial class. The online fire safety training course may be
completed for the yearly refresher requirement

Training Matrix
Hot Work Fire Fire
Permit Awareness Extinguisher
Responsible Person x x
Fire Watch x x x
Person in Charge (University employee) x x x

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9. ISOLATING THE FIRE ALARM SYSTEM
Where hot work operations are likely to create of fumes, dust that can affect the fixed
smoke or heat detectors, it may be necessary cover the detectors and where this is not
possible then the detectors should be isolated. A maintenance request must be submitted
to E&B for support if multiple detectors, rooms or zones need to be isolated. Security must
also be informed and an entry recorded in the fire alarm log book.

In situations where isolation (or partial isolation) of the fire alarm system has been carried
out, the naked smoke and heat sensors in the vicinity of the work where there is a risk of
contamination should be temporarily covered to protect them from possible contamination
through ingress of dust, fumes etc.
Extra vigilance must be exercised by all concerned when fire alarm systems are isolated (or
partially isolated) as this could result in a lack of “early warning” to building occupants.
Detectors which have been bagged or isolated at the panel should not be left covered
overnight. It is crucial that they are uncovered as soon as the work is complete.

9. FIRE WATCH
The person carrying out the hot work should focus on the task, they cannot be their own
fire watch. As a minimum on any job, one person should be posted to perform fire watch
duties.
The Fire Watch should:
a) Be equipped with a suitable fire extinguisher and be conversant with its use.
b) Wear the appropriate personal protective equipment.
c) Be alert to the location of any sparks, flames or slag from the Hot Work process and
immediately extinguish any fires that may start.

A fire watch should be maintained during breaks in the work including tea breaks. On
completion of the hot work, the fire watch should be continuous for 30 minutes followed by
a periodic inspection every 10-15 minutes for at least another 30 minutes. In areas with
greater fire hazards, due to significant presence of combustible materials or combustible
construction, the periodic inspections should be extended to 2 hours or more after the work
is finished.
The fire watch should include the place where the job is done, the surrounding areas, on
the other side of nearby walls, and floors above and below where the floor or ceiling is
penetrated.

Fire extinguishers should normally be supplied by the contractor under the terms of the
contract. However, if there is any difficulty, contact the Fire Safety Manager at SEPS for
guidance.

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APPENDIX 1: ROLES AND RESPONSIBILITY

1. Head of School/Service/ Research Institute

 Appoint a Responsible Person
 Allocate resources to enable work to be carried out

2. Responsible Person
 Attend training to gain knowledge on basics of combustible materials and
structures
 Assess the risks associated with the hot work activity and its potential effect
on the surrounding area and processes.
 Decide whether the work can be carried out or whether a permit to work is
required.
 Issue the Hot Work Permit to the Person in Charge after discussing the
practicalities of the safety precautions and control measures required.
 To monitor that during the hot work activity, the work is carried out in line with
the permit to work or standard operating procedure.
 On completion of the hot work ensure that the Person in Charge has left the
area in a safe condition and to cancel a permit.

3. Person in Charge
 Assess the risks associated with the hot work activity and its potential effect
on the surrounding area and processes.
 Develop a safe system of work and written method statement detailing how
the hot work will be carried out safely.
 Apply hot work in accordance with risk assessment and method statement

4. Safety Environmental Protection Service

 Provide training to appointed Responsible Persons and Fire watch
 Manage register of authorised Responsible Persons
 Monitor and sample effectiveness of this procedure

5. Estates and Buildings

 Request contractor to cover detector heads or isolate fire alarm

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