HOT WORK PROCEDURE

Environmental Health and Safety

Revised May 2021

Revised August 2013
 HOT WORK PERMIT PROCEDURE
BALL STATE UNIVERISTY
PURPOSE
All hot work creates conditions, which increase the probability for fire-related injury or
property loss. Hot work includes but is not limited to brazing, cutting, grinding, soldering,
torch-applied roofing, pipe thawing and welding. Each type of hot work presents specific
hazards depending on the methods used, the materials used, and the environment involved.

The objective of this Hot Work Program is to reduce the potential for injury, fire and/or
explosion resulting from the performance of the work. The procedures contained in this
Program are applicable to all employees, property managers and outside contractors working
at Ball State University (BSU). Environmental Health and Safety (EHS) provides oversight for
this Program.

The Hot Work Program prohibits Hot Work activities in/on University facilities, until specific
safety precautions are taken, and the work has been properly authorized. Hot Work locations
are described as either a temporary Hot Work Site by the issuance of an approved Hot Work
Permit; or a designated Hot Work Site that is maintained in such a way that would allow Hot
Work to be performed without the issuance of a Hot Work Permit. The following operations
do not require a Hot Work Permit:

• Bunsen burners in laboratories,

• Small electric soldering irons used for repairing electronics and musical instruments,
• Authorized grills on campus,
• Sterno products for University events,
• University glass shop activities.
• University Welding Shops
• University Automotive Shops
• Designated Academic Areas

Sprinkler systems must not be disabled, and fire alarm systems must be operational during hot
work. Smoke detectors in the vicinity of hot work should be disabled to prevent inadvertent
activation, and the system must be immediately restored to full operation after work is
completed.

RESPONSIBILITY
Supervisors are responsible for ensuring that hot work is performed safely. The supervisor
shall ensure that the authorized permit writer is properly trained and understands the
hazards associated with hot work.

It is the responsibility of all involved to ensure that the permit conditions are adhered to and
the work is done safely.
DEFINITIONS
A. Fire Watch: A person trained in the use of fire extinguishers that is designated to observe the
area surrounding the hot work and is prepared to extinguish any fire that may be ignited. A
properly maintained fire extinguisher of the appropriate hazard class, preferably a 10-pound
dry chemical ABC, or ABC Halotron is required in any area where appreciable combustible
or flammable materials are within 35 feet of the hot work.

B. Hot Work: Any temporary or permanent operation involving open flames or producing heat
and/or sparks including but not limited to brazing, cutting, grinding, soldering, torch-applied
roofing, pipe thawing and welding.

C. Hot Work Permit: A written checklist of procedures to be implemented before performing

hot work in a hot work hazard area. Signing the completed permit is done to ensure that the
proposed work has been reviewed for all applicable safety considerations. Permitted hot
work shall be done in accordance with the details on the permit. If conditions change, the
permit must be modified or reissued by the hot work’s responsible person. Completed
permits shall be maintained in the EHS office for 1 year.

D. Restricted Area: Any space within thirty-five (35) feet of equipment where a flammable
or combustible substance is or may be stored, handled, used, processed or in
the atmosphere. Does not include designated safe welding areas (e.g. shops and fabrication a
reas)

E. Responsible Person: A person with training, experience and judgment to oversee hot work
operations and who has the authority to direct changes or stop the work if necessary.
Responsible Person reviews the site(s) prior to issuing permits as part of the hot work permit
program and following up as the job progresses. Responsible person shall determine the
hazards present or likely to be present at the work location and the precautions necessary to
prevent an incident.

TRAINING
All BSU employees who may be affected by hot work, who conduct hot work activities and
those authorized to issue hot work permits must receive hot work and fire prevention initial
and annual training. Fire watcher staff may be instructed of their responsibilities prior
to commencing the hot work activity.

PROCEDURE
A. The authorized permit writer shall initiate the permit along with the individual responsible
for doing the work and make a joint inspection of the work area. The inspection shall be
made as soon as practical, but no more than one (1) hour before starting the hot work.
B. The Hot Work Permit needs to have two (2) copies made. One copy should be kept by
the permit writer and retained on file for one (1) year. The original is given to the supervisor
and should be sent to the EHS. EHS will keep the permit on file for one (1) year. The form
is available as a PDF on the EHS webpage. It can be printed then duplicated by copy
machine.

C. A permit is valid only as long as work conditions and operations remain unchanged. If the
permit is suspended for any reason, it must be re-issued. No permit is valid for more than
one (1) shift. If work is interrupted for more than one (1) hour, it will be necessary for
the equipment and area to be re-checked. If the original permit writer goes off duty or
if the responsibility for the hot work activity is given to another person,
conditions must be re-checked, and a new permit issued, or the original permit re-
authorized.

D. The date and time the work is to begin, and expiration shall be clearly shown on the permit.

E. Site preparation, safety equipment, and work procedures shall be checked giving enough
detail to any precautions need to be listed on the permit and communicated to everyone
involved in the project.

F. After the inspection has been completed and a safe work environment exists, the authorizer
of permit will sign the permit for work to commence.

G. Prior to the work beginning the individual performing the Fire Watch will sign, date and
record the time when the Fire Watch began.

H. At the end of the Fire Watch the individual performing the Fire Watch will sign, date and
record the time of the conclusion of the Fire Watch.

I. The completed permit is returned to the area supervisor and the original is forwarded to
EHS.

WHEN PERMITS ARE REQUIRED

Hot Work Permit shall be prepared when hot work is done in a restricted area. A permit shall
be written for the following activities:

A. When using devices that may produce sparks, flame or heat in an area where flammable
vapors may be present. Examples include: portable grinders, portable compressors, abrasive
wheels, arc welders, gas welding equipment, cutting torches, soldering, electric drills, heat
guns and sand blasting.

B. When operating an ignition source inside a tank, silo or similar areas designated/posted
by supervision.
GENERAL HOT WORK PRECAUTIONS
A. Conditions of general housekeeping in the area must be checked. All movable fire hazards
shall be removed or controlled within a thirty-five (35) foot radius of the work to be done.

B. A minimum of one (1) ten (10) pound fire extinguisher available either dry chemical ABC
or Halotron for instant use shall be at each job site. Employees must be trained in the use of
fire extinguishers and firefighting control techniques. They shall have an adequate
knowledge of all safety and fire protection systems and equipment in the area where
work will be performed.
C. All work must be within sight of the assigned fire watch.

D. Required personal protective equipment (PPE) must be worn.

E. Welding should not be performed on compressed air lines or air receivers without cleaning
or inverting the piping or vessel. Such equipment may contain a residue of a lubricating oil
or carbon which may ignite.

FIRE WATCH

A. A Fire watch is required for any job requiring a permit and whenever welding or cutting is
performed in locations where any of the following conditions exist:
1. Appreciable combustible materials, ignitable by sparks or slag, are closer than thirty-five
(35) feet to the point of operation;

2. Wall or floor openings within a thirty-five (35) feet radius expose combustible materials
in adjacent areas including concealed spaces in walls or floors;

3. Combustible materials are adjacent to the opposite side of metal partitions, walls,
ceilings or roofs and are likely to be ignited by conduction or radiation.

B. Personnel performing a fire watch:

1. Must be trained in the use of fire extinguishing equipment.

2. Shall be familiar with facilities for sounding an alarm in the event of a fire. Shall watch
for fires in all exposed areas, sound the alarm if necessary, and try to extinguish them
only when obviously within the capability of the equipment available.

3. Shall have no other primary function.

4. Shall be maintained for thirty (30) minutes after completion of the hot work and during
breaks and lunches to detect smoldering fires. When combustible construction, fire loads
and occupancy factors exist review the attached chart to determine the length of the fire
watch and monitoring that is required.
5. Shall know the location of the nearest phone and the BSU Police Department (PD)
number (765-285-1111).
 Appendix A. Hot Work in Progress Permit

HOT WORK IN PROGRESS – WATCH FOR FIRE!

IN CASE OF AN EMERGENCY

CALL: UNIVERSITY POLICE DEPARTMENT

AT: 765-285-1111

BEFORE INITIATING HOT WORK, CAN THIS JOB BE AVOIDED?

IS THERE A SAFER WAY?

This Hot Work Permit is required for any temporary operation involving open flames or producing heat and/or
sparks. This includes, but is not limited to: Brazing, Cutting, Grinding, Soldering, Thawing Pipe, Torch Applied
Roofing and Welding.
Date: Work Order #: Location/Building & Floor:

Nature of Job: Name of Person Doing Hot Work:

I verify the above location has been examined, the precautions checked on the Required Precautions Checklist have been taken to prevent fire, and
permission is authorized for this work.

Signed (Authorizer): Print Name:

Permit Expiration Date & Time: Name of person performing Fire Watch:

The fire pump/sprinklers operationally where

Work on Enclosed Equipment
applicable
Available extinguishers are in service/operable. Isolate equipment from service

Hot Work equipment in good repair Enclosed equipment cleaned of all combustibles.

Requirements Within 35 ft(11m) of Work Containers purged of flammable liquids/vapors.

Flammable liquids, dust, lint and oily deposits
Fire Watch/Hot Work Area Monitoring
removed.
Explosive atmosphere in area eliminated. Fire watch is supplied with suitable extinguishers.
Fire watch is trained on this equipment and in
Floors swept clean.
sounding alarm
Remove other combustibles where possible.
Fire watch may be required for other areas, above and
Otherwise, protect with fire resistive tarpaulins or
below
metal shields.
All wall and floor openings covered. Other Precautions Taken

Work on Walls or Ceilings

Construction is noncombustible and without
combustible covering or insulation.
Combustibles on other side of walls moved away.
Note: Return original of this form to the Environmental Health and Safety. Retain copy for your records.
FIRE WATCH SIGNOFF
Work area and all adjacent areas to which sparks and heat might have spread were inspected after the hot
work period and were found fire safe.
Fire Watched Started:
SIGNED: __________________________________ Date / Time: ___________________________
Fire Watched Ended:
SIGNED: __________________________________ Date / Time: ___________________________