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Purpose and Scope
Hot work operations performed outside of an area designed for such use (Designated Area) pose a serious exposure to safety and University property. The proper use of the Hot Work Permit Program will protect employees and the university community from unexpected ignition of combustible material.
Policy
It is policy of Miami University’s Physical Facilities Department to require all employees, contractors or other vendors to be permitted for hot work conducted on campus prior to the start of any work within University owned, leased or controlled facilities. Physical Facilities employees and supervision are responsible for utilizing the Hot Work Permit Program before, during and after pertinent maintenance/project operations. University project managers are responsible for coordinating the use of the Hot Work Permit Program with contractors on their individual projects. Any exception to this policy requires the approval of either the University Fire Marshal or his/her designee.
Definitions
- Hot Work – Any operation involving open flames, localized heat and/or sparks. Examples of such operations include, but are not limited to: torches, welding, abrasive cut-off saws, and grinding.
- Designated Area – Indoor area designed for hot work operations. Outdoor areas at least 30 feet from combustible materials or structures. The University tunnel system is considered an outdoor area. Designated areas within PFD are the Welding Shop, Sheet Metal Shop, and Steam Plant. The University Fire Marshal shall be responsible for approving additional designated areas.
Procedure
1. Obtaining A Permit:
Contractors: Construction/renovation hot work may only begin after the issuance of a hot work permit. The Contracting organization must implement a hot work permit program that follows OSHA and NFPA-51B-2019 guidance. The program must include assigning a knowledgeable Permit Authorizing Individual (PAI) to inspect the work area and to complete a hot work permit with signature, prior to the beginning of any hot work task. Contractors may use their own permit or a University permit.
Physical Facilities Department: Physical Facilities Department operations hot work may begin only after the issuance of a hot work permit. This permit must be issued by a trained hot work (PAI) from within the Physical Facilities Department. Before approving any hot work permits, the (PAI) shall inspect the work area and complete the SOP #412 hot work permit attachment, prior to the start of any Physical Facilities Department operation that involves open flames, sparks or heat producing activity. A list of PAI’s shall be maintained by the Environmental Health & Safety Office.
2. Hot Work Permits: Permits are valid for one operational shift. The Director of Building Maintenance shall be notified if hot work is requested in buildings with impaired sprinkler systems or during third shift.
3. Hot Work Site Inspection: Prior to issuing a permit, an inspection of the area shall be accomplished by the site supervisor and the individual responsible for issuing the permit. The purpose of the inspection is to:
- Assess the risks associated with the work area, i.e. whether the work area is cluttered, houses combustible materials or flammable liquids.
- Determine whether additional safeguards may be needed.
- Determine whether a fire watch is necessary.
- Verify that a fire extinguisher with at least a 2-A:20B:C rating is available at the locations where hot work is to occur.
4. Submitting A Permit: Prior to the start of hot work, the PAI is required to submit a copy of the signed Hot Work Permit into the TMA work order system. For contract work, the Project Manager will submit the permit into the TMA work order system after the permit is signed by the contractors PAI.
- Request the work order for Environmental Health & Safety to be assigned Task Code SF001 at the beginning of the request.
- The initial status of this tracking WO should be “Planned and Scheduled”
5. Fire Watch: The fire watch, as the name implies, maintains work site vigilance, looking for the occurrence of fire or other hazardous situations that could develop. The watch should stay on site for at least 60 minutes after the hot work is complete. A fire watch is required when:
- The pre-inspection indicates a manned fire watch is a prudent and reasonable precaution;
- The hot work to be performed is outside of the normal weekday work hours of 8:30 am-4:00 pm.
- The fire watch should be trained in the use of ABC-type fire extinguisher usage, familiar with the equipment and facility, and familiar with emergency notification procedures on campus.
6. Hot Work Area Monitoring: Following completion of the established fire watch time period, fire monitoring shall be provided within the hot work area for up to an additional 3 hours as determined by the PAI. Monitoring can be provided by any of the following:
- Personnel working in the area
- Automatic smoke detection
- Security or maintenance rounds through the hot work area every 30 minutes
- Security cameras with smoke or fire detection capability
7. Displaying the Hot Work Permit: The Hot Work Permit must be displayed in a visible location any time hot work is in progress. Failure to display this permit will result in an immediate stoppage of work.
8. Completion of Work: Upon completion of hot work and final fire check, attach the used permit to the TMA work order so it is archived electronically. return the used permit to the Environmental Health & Safety Office. Any fire protection systems that may have been disabled during the hot work process must be restored to normal operating condition prior to leaving the hot work location in conjunction with SOP 415.
Note: Periodically contract work will require hot work to be performed in a building on a daily basis for an extended period of time (several weeks or months). Under these circumstances the contractor may contact the Environmental Health & Safety Office in advance and inform them of the hot work schedule in place of daily notifications. Used permits may be submitted to the Environmental Health & Safety Office at the conclusion of the project.
9. Training: All Physical Facilities hot work permit authorizing individuals (PAI) shall be trained in the hot work program requirements by the Environmental Health & Safety Offices (EHSO), prior to authorizing any hot work activities.
Revision History