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Hot Work Program

Summary: The purpose of this program is to establish “hot work” guidelines for work involving potential sources of ignition. These guidelines are meant to offer information regarding proper practice when working in “hot work” areas. The goal of this program is to provide employees, students, and contractors with the knowledge and information needed to establish and maintain a safe environment while performing permit-required hot work.

1. Program Description

The State University of New York at New Paltz has numerous instances in which students, staff, or contractors engage in work on campus under situations that would be placed within the title of “hot work.” Prior to permit issuance, all personnel involved in hot work will receive training to “ensure that required hot work safety measures are taken to prevent fires and fire spread”, (as per NYSFC Section 2602.1). Coordination of hot work is the responsibility of the department performing the work and the Environmental Health and Safety department, and is governed by this program. Permit issuance shall fall under the control of Environmental Health and Safety.

This program involves training, in conjunction with proper planning, application for permits, supervision, clean-up, and signage. Hot work has a high potential for injury and property loss if not performed safely, and SUNY New Paltz has great interest in protecting students, staff, and contractors from injury, as well as SUNY property from damage.

Students, staff, and contractors who require hot work permits will receive training according to the following schedule:

  • Prior to a person being designated as a qualified operator, as recognized by Environmental Health and Safety for the purpose of this program. Prior to confirmation as a fire watch designee(s) for any single hot work site.
  • At any point when a student, staff member, or contractor is deemed to have insufficient knowledge or skills to perform hot work duties.

2. Scope

The purpose of this program is to establish “hot work” guidelines for work involving potential sources of ignition. These guidelines are meant to offer information regarding proper practice when working in “hot work” areas. The goal of this program is to provide employees, students, and contractors with the knowledge and information needed to establish and maintain a safe environment while performing permit-required hot work.

This program applies to all SUNY New Paltz facilities and properties, indoor and outdoor; owned, rented and leased, and is designed for all students, staff, contractors, and visitors who will be working in a hot work area.

3. Responsibilities

The following individuals have responsibilities as part of the SUNY New Paltz hot work program.

3.1 SUNY Employees, Staff, Students, and Visitors

  • Employees, staff, students, and visitors must obey all signs and postings regarding hot work zones.
  • Employees, staff, students, and visitors must contact the Environmental Health and Safety department with any questions or concerns regarding safety at hot work sites.

3.2 Qualified Operator(s)

  • Coordinate with fire watch designee(s) to obtain the appropriate hot work permit through Environmental Health and Safety.
  • Ensure that any and all permit required hot work is properly coordinated with Environmental Health and Safety, and proper authorization has been obtained.
  • Coordinate with fire watch designee(s) to ensure proper precautions are taken regarding fire alarm system.
  • Complete all training as required by the New York State Fire Code (NYSFC), and Environmental Health and Safety.
  • Participate fully in any pre-work meetings.
  • Coordinate with fire watch designee(s) to perform pre-hot-work check of site, as required by NYSFC 2604.3.1
  • Know potential hazards and hazard control measures of the hot work site.
  • Coordinate with fire watch designee(s) to ensure proper maintenance and housekeeping of the site prior to and during the work.
  • Coordinate with fire watch designee(s), and follow any direction given by such person, as well as Environmental Health and Safety, UPD, or New Paltz Fire Department regarding safety or hazards.
  • Maintain pre-hot-work check reports on site for a minimum of 48 hours after work is complete.
  • Maintain proficiency in use of fire extinguishers and the on-site fire alarm system and fire reporting methods.
  • Maintain proficiency in evacuation procedures for the site.
  • Ensure that appropriate clothing is being worn for the work being done to minimize the potential for bodily injury.
  • Coordinate with fire watch designee(s) to properly post hot work permit and warning signage for site.
  • Support and follow the hot work program under the direction of Environmental Health and Safety.

3.3 Fire Watch Designee(s)

  • Coordinate with qualified operator(s) to obtain appropriate hot work permit through Environmental Health and Safety.
  • Ensure that any and all permit required hot work is properly coordinated with Environmental Health and Safety, and proper authorization has been obtained.
  • Coordinate with qualified operator(s) to ensure proper precautions are taken regarding fire alarm system.
  • Complete all training as required by the New York State Fire Code (NYSFC), and Environmental Health and Safety.
  • Participate fully in any pre-hot-work meetings.
  • Coordinate with qualified operator(s) to perform pre-hot-work check of site, as required by NYSFC 2604.3.1
  • Know potential hazards and hazard control measures of the hot work site.
  • Coordinate with qualified operator(s) to ensure proper maintenance and housekeeping of the site prior to and during the work.
  • Ensure the presence of a minimum of one properly working ABC fire extinguisher within 30 feet of the location of the hot work, (as per NYSFC Section 2604.2.6.)
  • Coordinate with the qualified operator(s), and follow any direction given by NYSOFPC, Environmental Health and Safety, State University Police or New Paltz Fire Department personnel regarding safety or hazards.
  • Must adhere to NYSFC 2604.2.1, by continuing to check area for a minimum of 30 minutes after work has stopped.
  • Must adhere to NYSFC 2604.2.2-2604.2.6.
  • Maintain proficiency in use of fire extinguishers and the on-site fire alarm system and fire reporting methods.
  • Maintain proficiency in evacuation procedures for the site.
  • Coordinate with qualified operator(s) to ensure the proper posting of the hot work permit and warning signage for site.
  • Support and follow the hot work program under the direction of Environmental Health and Safety.

3.4 Environmental Health and Safety

  • Oversee and manage the implementation of this program and resolve any issues not covered in this program.
  • Ensure proper precautions are taken regarding fire alarm system.
  • Ensure that the hot work program is audited yearly, and updated if and when needed.
  • Oversee all training for hot work participants, as well as re-training those needing assistance.
  • Issue permits to applicants who conform to the hot work program in it’s entirety.
  • Coordinate pre-hot-work meetings.
  • Participate in pre-hot-work check of site.
  • Provide appropriate extinguishers if needed for fire watch designee.
  • Perform site checks during work to ensure compliance with hot work program.
  • Order work stopped if program violation found that endangers safety.
  • Ensure proper compliance with Section 2601.3 of the NYSFC as it applies to restricted areas.
  • Ensure that pre-hot-work check reports are maintained on-site for a minimum of 48 hours after work is complete.
  • Maintain pre-hot-work check reports, permit copies, and training records for 2 years after work is complete.

4. Program Components

4.1 Identifying Hot Work Sites

  • It is the responsibility of the department doing the work to identify if it is hot work; (see definitions.)
  • All hot work requires a permit, regardless if it is to be performed inside or outside.
  • Permits may be granted for a prescribed time period, in the case of temporary hot work sites, or for up to 30 days for fixed hot work sites. Extensions in time periods must be applied for once the initial permit is given.

4.2 Restrictions for Hot Work

  • As per NYSFC 2601.3, Hot work permits may not be issued for sites that have:
    • Areas where the sprinkler system is impaired.
    • Areas where combustible material is located within 35 feet.
    • Areas where there exists the potential of an explosive atmosphere, such as locations where flammable gases, liquids, or vapors are present.
    • Areas with readily ignitable materials, such as storage of large quantities of bulk sulfur, baled paper, cotton, lint, dust, saw dust, cardboard, or loose combustible materials.
    • Any confined space without special written authorization from Environmental Health and Safety.
    • Any area with floor openings or grates that are not properly sealed prior to application.
    • At other locations as specified by Environmental Health and Safety.

4.3 Labeling Hot Work Sites

  • Labeling must adhere to NYSFC section 2603.6. “Where the hot work area is accessible to persons other than the operator of the hot work equipment, conspicuous signs shall be posted to warn others before they enter the hot work area. Such signs shall display the following warning: “CAUTION-HOT WORK IN PROGRESS- STAY CLEAR.”
  • Signage must be placed conspicuously on all doors leading to hot work area.

4.4 Presence of Sprinklers in Hot Work Area, NYSFC Section 2604.1.8

  • “Automatic sprinkler protection shall not be shut off while hot work is performed. Where hot work is performed close to automatic sprinklers, non- combustible barriers or damp cloth guards shall shield the individual sprinkler heads and shall be removed when the work is completed. If the work extends over several days, the shields shall be removed at the end of each day.” Environmental Health and Safety must first approve any sprinkler head shields.

4.5 Presence of Fire Detection Equipment, NYSFC Section 2604.1.9

  • Special precautions, (As approved by Environmental Health and Safety or NYSOFPC) shall be taken to avoid accidental operation of automatic fire detection systems.

4.6 Emergency Procedures for Reporting Fire or Smoke

  • Upon recognizing fire or smoke, it is required that immediate notification is made to emergency responders by dialing 911, and pulling the nearest fire pull box. If it appears possible to extinguish the fire safely, the fire watch designee should attempt to do so. At no point should one place their life or safety in jeopardy for a fire.

5. Reporting Requirements

5.1 As per NYSFC 2603.5, pre-work check reports, and permits shall be maintained on site for a minimum of 48 hours after work is complete.

6. Training Requirements and Competency Assessment

6.1 All students, staff, contractors and visitors who will be involved in hot work, or in a hot work area; are required to complete training in the use of portable fire extinguishers, as given by Environmental Health and Safety, as well as training in recognition of fire hazards, SUNY New Paltz fire alarm system and reporting; as well as fire hoses, if applicable.

7. Definitions

7.1 Hot Work

  • For the purpose of this guideline, “hot work” shall be defined as any work involving welding, cutting, torching, brazing, soldering, grinding, and all other similar applications producing or capable of producing a spark, flame, or heat, or explosion.

7.2 Hot Work Area/Site

  • The area exposed to sparks, hot slag, radiant heat, or convective heat as a result of the hot work.

7.3 Housekeeping

  • Floors and areas in the vicinity of hot work shall be kept clean at all times.

7.4 Fire Watch Designee

  • A person authorized by Environmental Health and Safety to provide fire watch protection will be authorized to serve as a fire watch designee. Individuals designated to fire watch duty shall have fire-extinguishing equipment readily available and shall be trained in the use of such equipment. Individuals assigned to fire watch duty shall be responsible for extinguishing spot fires and communicating an alarm.

8. Addendum A, Fixed Hot Work areas

8.1 §2603.2 Temporary and fixed hot work areas. Temporary and fixed hot work areas shall comply with this section.

  • This program shall apply to all locations which conduct Hot Work on a routine basis, (ie. The Auto Shop and the Scene Shop)

8.2 §2603.3 Hot work program permit. Hot work permits, issued by an approved responsible person under a hot work program, shall be available for review by the code enforcement official at the time the work is conducted and for 48 hours after work is complete.

  • EH&S shall issue a Hot Work Permit weekly for each fixed site. Permits will only continue to be issued if all sections of the Code are followed properly.
  • Permits must be posted conspicuously outside of the Hot Work area.

8.3 §2603.4 Qualifications of operators. A permit for hot work operations shall not be issued unless the individuals in charge of performing such operations are capable of performing such operations safely. Demonstration of a working knowledge of the provisions of this chapter shall constitute acceptable evidence of compliance with this requirement.

  • Each facility shall have the area supervisor designated as the “individual in charge”. That person, Jim Miller in the Auto Shop and Chris Noble in the Scene Shop, are responsible to see that this program is followed.

8.4 §2603.5 Records. The individual responsible for the hot work area shall maintain "prework check" reports in accordance with Section 2604.3.1. These reports shall be maintained on the premises for a minimum of 48 hours after work is complete.

  • These “prework check” reports must be available for review upon request

8.5 §2603.6 Signage. Visible hazard identification signs shall be provided. Such signs shall display the following warning: “Caution Hot Work in Progress Stay Clear”

  • In both the Auto Shop and the Scene Shop, the hot work area is accessible to persons other than the operator of the hot work equipment; therefore conspicuous signs shall be posted to warn others before they enter the hot work area.

8.7 §2604.1 Protection of combustibles. Protection of combustibles shall be in accordance with Sections 2604.1.1 through 2604.1.9.

  • 2604.1.1 Combustibles. Hot work areas shall not contain combustibles and shall be provided with appropriate shielding to prevent sparks, slag or heat from igniting exposed materials.
  • 2604.1.2 Openings. Openings or cracks in walls, floors, ducts or shafts within the hot work area shall be tightly covered to prevent the passage of sparks to adjacent combustible areas, or shielded by metal fire- resistant guards, or curtains shall be provided to prevent passage of sparks or slag.
  • 2604.1.3 Housekeeping. Floors shall be kept clean within the hot work area.
  • 2604.1.4 Conveyor systems. Conveyor systems that are capable of carrying sparks to distant combustibles shall be shielded or shut down.
  • 2604.1.5 Partitions. Partitions segregating hot work areas from other areas of the building shall be noncombustible. In fixed hot work areas, the partitions shall be securely connected to the floor and ceiling, such that no gap exists between the floor and the partition or the ceiling and the partition. Partitions shall prevent the passage of sparks, slag, and heat from the hot work area.
  • 2604.1.6 Floors. Fixed hot work areas shall have floors with noncombustible surfaces or a noncombustible floor covering.
  • 2604.1.7 Precautions in hot work. Hot work shall not be performed on containers or equipment that contains or has contained flammable liquids, gases or solids.
  • 2604.1.8 Sprinkler protection. Automatic sprinkler protection shall not be shut off while hot work is performed. Where hot work is performed close to automatic sprinklers, noncombustible barriers or damp cloth guards shall shield the individual sprinkler heads and shall be removed when the work is completed. If the work extends over several days, the shields shall be removed at the end of each workday.
  • 2604.1.9 Fire detection systems. Approved special precautions shall be taken to avoid accidental operation of automatic fire detection systems.
    • In each fixed Hot Work area, smoke detectors shall not be permitted to exist. Heat detectors shall be present to detect incidents of fire, however they must be located so as to avoid accidental activation.

8.8 §2604.2 Fire watch. Fire watches shall be established and conducted in accordance with Sections 2604.2.1 through 2604.2.6.

  • 2604.2.1 A fire watch shall be provided during hot work activities and shall continue for a minimum of 30 minutes after the conclusion of the work. The code enforcement official, or the responsible manager under a hot work program, is authorized to extend the fire watch based on the hazards or work being performed.
  • 2604.2.2 Location. The fire watch shall include the entire hot work area. Hot work conducted in areas with vertical or horizontal fire exposures that are not observable by a single individual shall have additional personnel assigned to fire watches to ensure that exposed areas are monitored
  • 2604.2.3 Duties. Individuals designated to fire watch duty shall have fire-extinguishing equipment readily available and shall be trained in the use of such equipment. Individuals assigned to fire watch duty shall be responsible for extinguishing spot fires and communicating an alarm. All Hot Work requires a Fire Watch person and that person shall have an appropriate fire extinguisher within arms reach at all times. Fire Watch is the only task that the Fire Watch designee may participate in during the times that Hot Work is taking place.
  • 2604.2.4 Fire training. The individuals responsible for performing the hot work and individuals responsible for providing the fire watch shall be trained in the use of portable fire extinguishers.
  • 2604.2.6 Fire extinguisher. A minimum of one portable fire extinguisher complying with Section 906 and with a minimum 2-A:20- B:C rating shall be readily accessible within the location where hot work is performed.

8.9 §2604.3 Area reviews. Before hot work is permitted and at least once per day while the permit is in effect, the area shall be inspected by the individual responsible for authorizing hot work operations to ensure that it is a fire safe area. In the case of the Auto Shop, this shall be Jim Miller or his designee, and in the case of the Scene Shop this shall be Chris Noble or his designee. Information shown on the permit shall be verified prior to signing the permit in accordance with Section 105.6.

  • 2604.3.1 Pre-hot-work check. A pre-hot-work check shall be conducted prior to work to ensure that all equipment is safe and hazards are recognized and protected. A report of the check shall be kept at the work site during the work and available upon request. The pre-hot-work check shall determine all of the following:
    • Hot work equipment to be used shall be in satisfactory operating condition and in good repair.
    • Hot work site is clear of combustibles or combustibles are protected.
    • Exposed construction is of noncombustible materials or, if combustible, then protected.
    • Openings are protected.
    • Floors are kept clean.
    • No exposed combustibles are located on the opposite side of partitions, walls, ceilings or floors.
    • Fire watches are assigned.
    • Approved actions have been taken to prevent accidental activation of suppression and detection equipment.
    • Fire extinguishers are operable and available.
  • All incidents of fire, including small spot fires, must be reported to Scott Schulte. Should it be determined that housekeeping is not being properly maintained, the Hot Work permit will be revoked. Failure to follow this program every time will result in the revocation of the Hot Work permit.

Appendices

  1. NYSFC Section 2602.1; Hot Work Program Definition: (See Definitions)
  2. NYSFC Section 2604.3.1; Pre-hot-work Check: A pre-hot-work check shall be conducted prior to work to ensure that all equipment is safe and hazards are recognized and protected. A report of the check shall be kept at the work site during the work and available upon request. The pre-hot-work check shall determine all of the following:
  •  
    •  
      •  
        • Hot work equipment to be used shall be in satisfactory operating condition and in good repair.
        • Hot work site is clear of combustibles or combustibles are protected.
        • Exposed construction is of noncombustible materials or, if combustible, then protected.
        • Openings are protected.
        • Floors are kept clean.
        • No exposed combustibles are located on the opposite side of partitions, walls, ceilings, or floors.
        • Fire watches, where required, are assigned.
        • Approved actions have been taken to prevent accidental activation of suppression and detection equipment in accordance with Sections 2604.1.8 and 2604.1.9
        • Fire extinguishers and fire hoses (where provided) are operable and available.
  1. NYSFC Section 2604.2.1; Fire Watch When Required: A fire watch shall be provided during hot work activities and shall continue for a minimum of 30 minutes after the conclusion of the work. The code enforcement official, or the responsible manager under a Hot Work Program, is authorized to extend the fire watch based on the hazards or work being performed.
  2. NYSFC Section 2604.2.2; Fire Watch Location: The fire watch shall include the entire hot work area. Hot work conducted in areas with vertical or horizontal fire exposures that are not observable by a single individual shall have additional personnel assigned to fire watches to ensure that exposed areas are monitored.
  3. NYSFC Section 2604.2.3; Fire Watch Duties; Individuals designated to fire watch duty shall have fire extinguishing equipment readily available and shall be trained in the use of such equipment. Individuals assigned to fire watch duty shall be responsible for extinguishing spot fires and communicating an alarm.
  4. NYSFC Section 2604.2.4; Fire Watch Fire Training: The individuals responsible for performing the hot work and individuals responsible for providing the fire watch shall be trained in the proper use of portable fire extinguishers.
  5. NYSFC Section 2604.2.5; Fire Watch Fire Hoses: Where hose lines are required, they shall be connected, charged and ready for operation.
  6. NYSFC Section 2604.2.6; Fire Watch Fire Extinguishers: A minimum of one portable fire extinguisher complying with Section 906 and with a minimum 2-A:20-B:C rating shall be readily accessible within 30 feet (9144mm) of the location where hot work is performed.
  7. NYSFC Section 2601.3; Restricted Areas: Hot work shall only be conducted in areas designated or authorized for that purpose by the personnel responsible for a Hot Work Program. Hot work shall not be conducted in the following area unless approval has been obtained from the code enforcement official:
  •  
    • Areas where sprinkler system is impaired.
    • Areas where there exists the potential of an explosive atmosphere, such as locations where flammable gases,liquids, or vapors are present.
    • Areas with readily ignitable materials, such as storage of large quantities of bulk sulfur, baled paper, cotton, lint, dust, or loose combustible materials.
    • On board ships at dock or ships under construction or repair.
    • At other locations as specified by the code enforcement official.
  1. NYSFC Section 2603.6; Signage: Visible hazard identification signs shall be provided where required by Chapter 27. Where the hot work area is accessible to persons other than the operator of the hot work equipment, conspicuous signs shall be posted to warn others before they enter the hot work area. Such signs shall display the following warning: “CAUTION-HOT WORK IN PROGRESS- STAY CLEAR.”
  2. NYSFC Section 2604.1.8; Sprinkler Protection: Automatic sprinkler protection shall not be shut off while hot work is performed. Where hot work is performed close to automatic sprinklers, non- combustible barriers or damp cloth guards shall shield the individual sprinkler heads and shall be removed when the work is completed. If the work extends over several days, the shields shall be removed at the end of each day.
  3. NYSFC Section 2604.1.9; Fire Detection Systems: Approved special precautions shall be taken to avoid accidental operation of automatic fire detection systems.
  4. NYSFC Section 2603.5; Records: The individual responsible for the hot work area shall maintain “pre-work check” reports in accordance with section with Section 2604.3.1. These reports shall be maintained on the premises for a minimum of 48 hours after work is complete.

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