Hot Work Procedure

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Procedure Number: OHS 020 Procedure Title: Hot Work 
Supersedes Existing Policy? N Policy Owner: Executive Director, Human Resources Services and Organizational Development 
Associated Policy: Y Date Last Approved by CET: Date March 6, 2019 
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1. Purpose 

The purpose of the procedure is to provide the knowledge required to minimize the identified workplace hazards associated with hot work. 

2. Application  

This procedure will apply to all College employees as well as others authorized by appropriate authority to perform hot work on behalf of the College.  This may involve regular repairs, maintenance, research, as well as work performed by outside contractors. 

3. Roles and Responsibilities 
  • Deans and Directors will:  
    • Ensure that adequate resources are available to implement appropriate measures.  
    • Require that the procedures are communicated to employees within their area of authority who participate in Hot Work activities.  
    • Require compliance with the procedures.  
    • Ensure that all persons authorized to issue Hot Work Permits are competent to do so.  
    • Require that contractors performing Hot Work operations at the College are provided with a copy of the Hot Work Policy and Procedure.  
    • Ensure that the Hot Work Policy and Procedure are implemented, maintained, and reviewed at intervals not greater than three years, and whenever there is a change of circumstances that may affect the health and safety of employees.  
  •  Facilities Management will: 
    • Ensure that employees who are required to participate in Hot Work activities are trained in Hot Work procedures, and such other matters necessary to ensure their health and safety (e.g., the use of a respirator, safe work procedures).  
    • Require the completion of the Hot Work Permit Hazard Assessment Checklist prior to the issuance of a Hot Work Permit. 
    • Ensure that a copy of all issued Hot Work permits are filed in the central registry upon completion of the work.  
    • Ensure that contractors are provided and comply with the College’s Hot Work procedures. 
    • Maintain a record of all Hot Work permits issued.  
  • Supervisors/Coordinators of a Hot Work process will:  
    • Conduct a pre-job meeting with all Hot Work participants prior to commencing.  
    • Require that the permit is readily available and posted in a visible location during the operation.  
    • Conduct periodic inspections of the Hot Work locations.  
    • Ensure that personal protective equipment appropriate to the hazard is available at the site, that employees are trained in its use, and wear it as required.  
    • Require compliance with the conditions set out in the Hot Work permit.  
    • Ensure completion of the Hot Work permit and its return to the person who issued it.  
    • Ensure that College employees who may perform Hot Work receive training on all aspects of this procedure and are competent to do so.  
    • Ensure those performing the Hot Work project are made aware of the location of nearest fire pull station and First Aid cabinet. 
    • Ensure that a fire extinguisher (ABC type) is easily accessible to the area of hot work. 
    • Provide Incident Reports to Facilities Manager and Occupational Health & Safety Co-ordinator within 24 hours of an injury, suspected occupational exposure, property damage or near-miss.  
  •  Employees will: 
    • Work in accordance with the College’s Hot Work procedures.  
    • Not perform Hot Work until a Hot Work Permit is obtained.  
    • Wear personal protective equipment appropriate to the hazard.   
    • Complete an Incident Report and notify their supervisor if during Hot Work an injury, suspected occupational exposure, property damage or near-miss occurs.  
  • Contractors and their employees will:  
    • Review and work in accordance with the College’s Hot Work procedures.  
    • Submit written confirmation that their employees are trained and competent in hot work procedures. 
    • Notify the Project Manager, Manager or other person designated by the College, prior to commencing Hot Work.  
    • Obtain and complete a Hot Work permit prior to performing any Hot Work.  
    • Report any Incidents to the Project Manager.  
    • Conduct post-job inspection to ensure work site is left in safe and clean condition. 
  • Occupational Health & Safety Co-ordinator will: 
    • Provide expertise and advice to all levels of management, employees and students on matters pertaining to Hot Work requirements.  
    • Receive, review and investigate all incidents related to Hot Work and provide recommendations for corrective action.  
    • Audit the Hot Work procedure.  
4. Procedure 
  • 4.1 Prior to the Work: 
    • Prior to performing any hot work, alternative methods of conducting the work should be considered with a view to decreasing the risk of loss due to fire at the College. 
    • A pre-job meeting must be held with those involved prior to commencing to review the scope of work and assess potential risks. 
    • A Hot Work permit must be obtained from the Facilities Services department for any hot work that could create an ignition source and possibly lead to a fire from such activities as welding, grinding, soldering, and brazing or use of torch. 
    • A Hot Work permit is valid only for the date/time of issue and only for the person(s) signing the permit. 
    • Prior to commencement of work, the person performing the work shall inspect the work area with a representative from the Facilities Services department to ensure the precautions outlined on the Hot Work Permit have been adhered to. 
    • Combustible materials, spilled grease or oil must be cleaned or removed from the area.  If combustibles cannot be moved, they must be covered with fire resistant blankets or shields.  (See Exemptions below).   
    • Gas lines and equipment must be protected from falling sparks, hot materials and objects. 
    • Where the building fire alarm system has to be disabled to complete the work, Facilities Services Coordinator and/or Supervisor must be informed 24 hours prior to commencement of work in the event of extra manpower is required to conduct a fire watch. 
    • At least two employees/contractors will be present during hot work activity. 
  • 4.2 Fire Watch: 
    • Fire watch must be conducted for the duration of the work and for 30 minutes after.  Monitoring will continue afterwards every 30 minutes for 3 hours after the job is completed, including any coffee or lunch breaks.  Fire watch can be conducted by Facilities Services, an employee of the College, a contractor or Security. 
    • Fire watch may be required for adjoining areas, above and below, depending on risk assessment. 
    • Fire watch awareness must be communicated to Security for the remainder of the day/evening. 
    • If fire is discovered, call 911 and follow emergency procedures. 
  • 4.3 Standing Permits: 
    • All teaching spaces designed for hot work such as the Welding, Automotive and Machine shops. 
    • Maintenance Shops. 
    • The Facilities Services Supervisor or designate may exempt contractor’s obligation for a Hot Work Permit if the following requirements are met: 
      • All combustible material within an 11 meter area surrounding the Hot Work are removed or covered with welding blankets with a surface melt temperature of at least 1000 F on a 15-20 degree incline. 
      • The work site has non-combustible floors and walls 
5. Obtaining a Hot Work Permit  
  • The individual requesting permission to perform Hot Work will obtain hard copy of the Hot Work Checklist and Permit from Facilities Manager/Supervisor, and complete the Checklist portion. 
  • They will submit this to Facilities Manager/Supervisor for review.  Upon successful review, permit portion is completed by the requester and signed by Facilities Manager/delegate. 
  • Permit is copied to and reviewed with designated Fire Watch. 
  • Copy of Permit is posted at location of Hot Work 
  • The designated Fire Watch who performs the final check at 3 hours will remove the posted copy, sign off on the Permit, and return to Facilities Manager/Supervisor. 
  • Permit is retained in the central registry by Facilities Manager. 
7. References