Understanding Hot Works

Hot work continues to be one of the main causes of fires in industrial and commercial premises. A fire can have a significant impact on your business, workforce and customers.

Xenia requires all its members to utilise a hot works Permit every time heat-related activities take place. To avoid heat-related incidents, Xenia Mutual provides each of its members with a Hot Works Policy procedural guide to help eliminate fire-related incidents.

The hot works permit is required to be completed by anyone on site using heat, whether they are employees or contractors. In industries where using heat is a necessity, using a hot works permit should form part of the standard works process. The permit creates a safer working environment during any hot work and include a checklist of steps to help our members manage risk. It should also be a standard part of contractor management to ensure copies of the contractor’s insurance certificate of currency have been provided and checked.

Copies of the hot work permits should be displayed in the hot work area and in a central location (e.g. office of the Permit Issuer, control room or HSE office) until the job is complete and the permit has been closed. This allows the Permit Issuer (and all other interested parties) to have a central location to immediately identify the type and location of hot work being performed in the facility. A time recorded photo should be taken once the hot works are complete.

At each member location, trained personnel should be assigned the following responsibilities:

Permit Issuer - is a supervisory-level company employee (not a contractor)

• has overall responsibility for proper implementation and management of the hot work programme
• issues hot work permits after adequately assessing the risks in the proposed work area
• completes final inspection of the hot work area to ensure it is safe and provides final sign-off of the hot work permit

Hot Work Operator - is properly trained in the safe use of hot work equipment and the associated hazards

• verifies hot work equipment is in good operating condition
• works with the Permit Issuer to follow the established hot work procedures
• restricts use of hot work to the stated conditions and areas only
• leaves the hot work area in a safe condition after work is completed

Fire Watch - watches for any stray sparks, smouldering fires, or other fire hazards and is ready to provide the initial fire response

• has a portable fire extinguisher and/or fire hose readily available and is adequately trained in its use
• has the authority to stop work if unsafe conditions develop
• completely familiar with site-specific fire alarm locations and emergency notification procedures
• all employees and contractors involved with hot work activities should receive annual training and certification

A Fire Watch should remain on continuous active duty during the hot work and for 60 minutes following the completion of the hot work in order to detect and extinguish any smouldering fires. After this initial 60-minute period, a Fire Watch should also make periodic site inspections at least every 30 minutes for a total fire watch period of up to 3 hours (180 minutes).

Management procedures should be formally reviewed annually, at a minimum, to assess the effectiveness of the programme and any needed changes and/or improvements properly implemented.

For more information on hot works permits, please contact your broker or Xenia directly.

Important note:

This guide contains information of a general nature only. This guide has been prepared without taking into account your objectives, financial situations or needs. You should consider the appropriateness of the information, taking these matters into account, before you act on any information.  Information in this guide is subject to change.