University of Iowa
Hot Work Loss Prevention Program

Written:  3/25/15 Revised:  10/1/17   Next Review:  10/1/18

I. Purpose and Scope

II. Definitions

III.  Standard Hot Work Procedures & Responsibilities

IV.  Process to Obtain and Use a Hot Work Permit 

V. Training

VI.  Compliance 

VII. Appendices

Appendix A. Designated Hot Work Sites & Sample Certificate

Appendix B.  University of Iowa Hot Work Permit 

 

I. Purpose and Scope

The purpose of this program is to establish a basic policy regarding Hot Work and to reduce the risk of injury and loss by fire caused by Hot Work activities. The program requires those who engage in Hot Work operations to comply with University policy, which incorporates the National Fire Protection Association (NFPA), International Fire Code (IFC) recommendations and OSHA standards.

This program applies to all University faculty, staff, students, vendors, or contractors performing Hot Work on behalf of the University of Iowa and all University of Iowa facilities, including University of Iowa Hospitals and Clinics (UIHC).

II. Definitions

A. Authorized University Representatives – examples including but not limited to Operations Supervisor, Area Manager, Construction Manager, Utilities Manager, Project Manager, Contractor’s Supervisor, or representatives from the Hot Work Committee.

B. Combustible Material – a material that, in the form in which it is used and under the conditions anticipated, will ignite and burn; a material that does not meet the definition of non-combustible or limited combustible.

C. Design and Construction- a University department that leads a comprehensive and cooperative approach to design and construction excellence.

D. Final Check- a final check or evaluation of the Hot Work area after the completion of any fire watch or fire monitoring (must be signed).

E. Fire Safety Supervisor – an individual who authorizes Hot Work activities and supervises the individual performing Hot Work.  A supervisor who successfully completes the Hot Work training can authorize Hot Work. Some examples: Supervisor, Area Manager, Construction Manager, Utilities Manager, Project Manager, or Contractor’s Supervisor or Foreman.

F. Fire Watch – any individual who is designated and trained to observe the Hot Work activity being performed for the purpose of preventing, detecting, and suppressing fires. The Fire Watch must be a continuous monitoring by a trained individual to use manual firefighting equipment and have the ability to summon emergency assistance if needed. The Fire Watch can also be the Fire Safety Supervisor, but not the person performing Hot Work (mandatory).

G. FM Global – the University’s current property insurance carrier, Factory Mutual Global.

H. Hot Work – any operation that produces a flame, heat or sparks such as, but not limited to: electric or gas welding, abrasive cutting, soldering, grinding, torch work, and brazing activities.  This includes, but is not limited to acetylene torches, arc welding equipment, portable grinders, and propane torches. This also includes non-rated electrical tools and equipment when used in a hazardous environment. 

I. Hot Worker – any individual who is designated and trained to perform Hot Work.

J. Hot Work Area -

1. Designated (Fixed per IFC) Hot Work Site– a designated location where flammable or combustibles are not present and Hot Work can proceed without the need for an authorized Hot Work Permit. Welding shops and other permanent area maintenance shops can fall into this category.  All Designated Hot Work Sites are subject to a specific fire prevention inspection conducted annually by UI Public Safety or UIHC Fire Safety. (Appendix A)
2. Temporary Hot Work Site – any location other than a Designated Hot Work Site. A Hot Work Permit is required. 

K. Hot Work Committee - comprised of representatives from Risk Management, Environmental Health and Safety, Facilities Management, UIHC and Public Safety.

L. Hot Work Permit – a system used to authorize Hot Work, listing required fire precautions checklist, nature of risk, and location of work to be performed, date and time work will commence, and space for authorized signatures. (Appendix B)

M. Interim Life Safety Measures – corrective actions taken when fire safety features are impaired.

N. Post Hot Work Fire Watch – a 60-minute continuous fire watch immediately following the completion of the Hot Work (mandatory). The individual must be designated and trained to observe the Hot Work area for the purpose of preventing, detecting, and suppressing fires.

O. Remote Areas – isolated area not normally occupied by people (ex. roof, tunnels, all areas exterior to the building.

P. UIHC – University of Iowa Hospitals and Clinics which includes facilities at 220 Hawkins Drive, Iowa River Landing, Sports Medicine, the AirCare hanger at the Iowa City Airport and all other university-owned property.

III. Standard Hot Work Procedures & Responsibilities

A. The UI 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:

1. Temporary Hot Work Site by the issuance of an approved UI Hot Work Permit.

2. Designated Hot Work Sites are approved locations that are designated and maintained in such a way that would allow Hot Work to be performed without the issuance of a Hot Work Permit. These locations must have a “Designated Hot Work Site” permit/certificate visibly posted. All Designated Hot Work Sites are subject to a specific fire prevention inspection conducted annually by UI Public Safety or UIHC Fire Safety.

a) These Designated sites are only those locations that have been formally evaluated and meet the requirements of the International Fire Code. 

b) Departments that wish to have a location evaluated and certified as a “Designated Hot Work Site” must contact Risk Management or UIHC Fire Safety. Inspection and verification of proposed location will be completed by UI Public Safety or UIHC Fire Safety.

c) These Designated sites may only be used by trained and authorized University faculty, staff, and students, or contractors and vendors who have received prior authorization to use the site.

3. The following operations do not require a Hot Work Permit:

a) Bunsen burners in laboratories,

b) Small electric soldering irons used for repairing electronics only,

c) Authorized grilling on campus (must be in compliance with:  https://uiowa.edu/riskmanagement/outdoor-gascharcoal-grilling-campus), and

d) Sterno products for official university catered events.

B. Fire Safety Supervisor is anyone other than the person performing the Hot Work, as long as they have completed the required Hot Work Training.  The Fire Safety Supervisor must:

1. Question whether the Hot Work is necessary – is there a safer way?

2. Verify the location has been examined, the precautions checked on the “Required Precautions Checklist” have been taken to prevent fire.

3. Verify there is a qualified Fire Watch for the immediate area until Hot Work is completed.

4. If the Hot Work is to be conducted in a sprinklered facility, ensure that the sprinkler protection in the Hot Work area is in service.  Any work involving sprinkler systems, including removal during renovation, requires pre-approval and planning with Facilities Fire Safety or UIHC Fire Safety.

5. Authorize permission for this Hot Work by signing the Hot Work Permit Part 1.  The Fire Safety Supervisor cannot be the same person performing the Hot Work.

6. Issue Hot Work Part 2 to the person performing the Hot Work, to be posted in a conspicuous location at the Hot Work site.

7. The Fire Safety Supervisor will collect Part 2 of the Hot Work Permit with all signatures completed. Fire Safety Supervisor will then verify accuracy and completion of the permit, and submit to Risk Management or UIHC Safety & Security.

C. Employee performing Hot Work must:

1. Use the University of Iowa Hot Work Permit obtained/issued by the department/utilities manager, UIHC Fire Safety or designee. Prior to the issuance of a Hot Work Permit, the department/utilities manager or UIHC Fire Safety must review the requirements of Hot Work.

2. Inform the shift supervisor or designee of planned work activities within designated areas requiring a Hot Work Permit.

3. Sign Part 1 of the Hot Work Permit as the person performing the Hot Work.

4. Request signature from Fire Safety Supervisor.  Must be someone different than the person performing the Hot Work.

5. Affix the authorized Hot Work Permit to a visible place in the work area.

6. Conduct the Hot Work operation within the parameters and time limit set by the permit.

7. Stop Hot Work operations if any new hazards are introduced to the area.

8. Ensure that their tools and equipment are in satisfactory condition and good repair, and the proper use of all personal protective equipment.

9. Protect nearby personnel and passersby against heat, sparks, etc. when working in occupied areas.

10. Ensure Fire Watch is present at all times before beginning the Hot Work.

11. Upon final sign off of the Hot Work Permit Part 2, verify accuracy and return to the Fire Safety Supervisor.

D. Contractors

1. Contractors who have been awarded a project through the bidding process shall follow specifications documents for contractors.
http://www.facilities.uiowa.edu/pdc/fmspecdocs.html

2. Contractors who have entered the project under a non-bidding process (i.e. purchase orders, standing purchase orders, blanket orders) shall use Hot Work Permits obtained/issued by University staff trained and designated as a Fire Safety Supervisor. Prior to the issuance of a Hot Work Permit, the department/utilities manager or UIHC Fire Safety must review the requirements of Hot Work, including the requirement and duration of a Fire Watch.

3. The Contractor is responsible for ensuring their employees and subcontractors are adequately trained in all aspects of conducting Hot Work safely, including individual completion of the University-approved Hot Work Training.

4. Contractors shall provide trained personnel knowledgeable of the University’s Hot Work Program and procedures for Hot Work activities.

5. Contractors shall not initiate any Hot Work activities until a permit is received from a trained and designated Fire Safety Supervisor.

6. Contractors are responsible for ensuring that their tools and equipment are in satisfactory condition and good repair, and the proper use of all personal protective equipment.

7. Contractors are responsible for protecting nearby personnel and passersby against heat, sparks, etc. when working in occupied areas.

8. Contractors must ensure a Fire Watch is present at all times before beginning the Hot Work.

9. Retention of Hot Work Permits

a) University Contractors or Design & Construction should retain the completed Hot Work Permit Part 2 until the project is 100% complete and received final acceptance by the University.

b) UIHC Contractors should turn Hot Work Permits in daily to UIHC Safety & Security.

E. Fire Watch

1. Ensures that safe conditions are maintained during Hot Work operations.

2. The Fire Watch has the authority and will stop Hot Work operations if unsafe conditions develop.

3. The Fire Watch will have fire extinguishing equipment:

a) Readily available and will be trained in its use;

b) Adequately rated for the Hot Work being performed;

c) With updated testing tags and inspection records as required; and

d) Mounted or a stand as necessary.

e) For university employee “hands-on” fire extinguisher training see: 
https://police.uiowa.edu/fire-safety/fire-extinguishers-and-aeds

4. Shall remain in the Hot Work area during the entire period of Hot Work activities and for 60 minutes thereafter, including any break in activity. Prior to leaving area, perform final inspection, sign Hot Work Permit Part 2 “Post-Work Fire Watch Signoff”, leave permit posted and notify supervisor.

a) In the event that the current Fire Watch has to leave the area, Hot Work activities must cease or replace Fire Watch.

b) Person performing Hot Work cannot also be the Fire Watch for the same Hot Work Permit.

IV. Process to Obtain and Use a Hot Work Permit

A. Always ask yourself – “Is there a safer alternative to Hot Work?”

a. If yes, use the safer alternative.

b. If not, continue to next step.

B. Hot Work request is directed to the designated Fire Safety Supervisor.

C. Fire Safety Supervisor, or designee, goes to the proposed Hot Work site with the requestor to review the planned Hot Work and site.  Fire Safety Supervisor, or designee, verifies the Hot Work Permit’s “Required Precautions Checklist”, Part 1 of the permit.

D. Fire Safety Supervisor, or designee, fully completes the balance of the Hot Work Permit’s Part 1 (signature required). 

a. University - Part 1 is kept by the Fire Safety Supervisor, or designee, for reminder/notification.

b. UIHC – Part 1 is kept in the UIHC Fire Safety Office for tracking.

E. Hot Work Permit Part 2 is given to the Hot Worker to visibly post at the Temporary Hot Work Site.

F. The Hot Worker, with Fire Watch present, performs the necessary Hot Work (the Fire Watch does not leave the site during break periods without a replacement Fire Watch present).

G. After Hot Work is completed, the Fire Watch stays at the work site for 60 continuous minutes monitoring for smoldering and fire safety.  At the end of the 60 minutes, the Fire Watch signs the “Post Hot Work Fire Watch” on Permit Part 2.

a. REMEMBER – During the Hot Work the Fire Watch cannot be the same as the person performing the Hot Work.

H. At the end of the “Post-Work Fire Watch” that person signs the “Final Check” on Permit Part 2.

I. Once Hot Work Permit Part 2 is completed and verified, return Permit Part 2 to the Fire Safety Supervisor, or Permit Authorizer. Then they will forward completed Permit Part 2 to:

a. University:

i. Risk Management Office, 430 Plaza Centre One, or

ii. If it is a Design & Construction project, the construction manager or Fire Safety Supervisor for that project.

b. UIHC:  UIHC Fire Safety Office, 0085 Roy Carver Pavilion

V. Training

A. Anyone conducting Hot Work operations on University of Iowa property (including designated Hot Work locations) must complete the University-approved Hot Work training requirements annually.

B. University-approved training options are:

a. Complete the University of Iowa Hot Work Training course:

For non-uiowa staff: https://learn.uiowa.edu/

For students: https://compliance.hr.uiowa.edu/

For UI Staff: https://login.uiowa.edu/uip/auth.page?type=web_server&client_id=hris&redirect_uri=https%3A%2F%2Fhris.uiowa.edu%2Fportal%2Findex.php&response_type=code&scope=workflow.api.hris

b. Contact UIHC Fire Safety for UIHC training registration information.

C. Additional resource/reference material

a. FM Global’s “Understanding Hot Work:
https://fmglobaltraining.skillport.com/skillportfe/custom/login/fmglobal/fmgloballogin.action?path=fmglobal/login/FmglobalLoginAction&lang=en

VI. Compliance

A. The Fire Safety Supervisor is responsible for monitoring and inspecting areas where they have issued Hot Work Permits to enforce compliance with this policy.

B. Authorized University Representatives are responsible for taking appropriate corrective action to enforce compliance with this policy.

C. Enforcement and Penalty for Violations

1. First Offense – It is the duty of Authorized University Representatives to stop the Hot Work immediately, initiate emergency notifications (where appropriate), and contact the Fire Safety Supervisor for corrective action, including review or retraining of the Hot Work Program. The Fire Safety Supervisor must take steps to ensure that non-compliant activity is corrected before the work may resume.

2. Subsequent Offense – If an individual continues to conduct Hot Work that is not in compliance with this University policy after the University has once stopped the work for non-compliance, the individual may be removed from the project, restricted from conducting Hot Work or restricted from any University facility for Hot Work purposes.

D. Auditing

1. Completed Hot Work Permits must be retained for auditing purposes.

2. University Fire Safety Supervisors will submit completed Hot Work Permits to Risk Management or UIHC Fire Safety for UIHC projects, for review, which will be reviewed to ensure full compliance with the requirements of this procedure.  FM Global may review any completed Hot Work Permits maintained by Risk Management or UIHC Fire Safety.

3. University contractors will maintain completed Hot Work Permits for the duration of a project.  UIHC contractors will submit Hot Work Permits daily to UIHC Fire Safety where they will be maintained for the duration of a project

4. The Hot Work Committee will review and address deficiencies as needed to ensure proper use of the Hot Work Permit.

VII. Appendices

Appendix A. Designated Hot Work Sites & Sample Certificate

 Designated Hot Work Sites

Butler Building (Landscape Services Maintenance Shop)

 SE portion of the shop

Cambus Maintenance Shop

Cambus maintenance and motor pool service areas

Carver Hawkeye Arena

Room S113

Chemistry Building

Room W16

Room W39

Room W152

Currier Residence Hall

Room SB41

Dental Science Building

S393

S493

S495

Finkbine Golf Course

Finkbine shop facility

Hancher Auditorium

Scene Shop, Room 1336

Hillcrest Residence Hall

Room N3

Hydraulic Annex 2 – Oakdale

Welding shop area

Hydraulics East Annex

Welding shop area

Hydraulics Model Annex

Welding shop area

Laundry Services

Room 124

Madison Street Services Building

Mechanical Distribution

Sheet metal shop

National Advanced Driving Simulator – Oakdale

Room 101

Oakdale Shops Building “D”

 North room of building

Power Plant

Area to the East of Boiler #10

SE corner of the 2nd Floor, North of rigging room

SW corner of the 2nd Floor outside of the tool room

Seamans Center for Engineering

Room G440-A

Room G445

Theater Building

Scene shop; NE corner

Van Allen Hall

Room 116, machine shop

Visual Arts Building

Ceramics – Rooms W201, W221, and W231

Jewelry – W350 suite of room

Sculpture – W251

Room E350

Room W150-C

Room W150-D

Room W160

Sample: Designated Hot Work Site Certification
 

Appendix B. University of Iowa Hot Work Permit