ES&H Manual



6900 Appendix T1

Fire Protection: Hot Work Permit – Instructions



Any work activity that requires an open flame (greater than a BIC lighter); welding or brazing activities; and/or spark producing grinding or cutting operations are restricted at Jefferson Lab and require a Hot Work Permit unless they are performed in a designated area established by an Operational Safety Procedure (OSP).


1.0          Purpose


Jefferson Lab requires a Hot Work Permit (HWP) to identify hazard issues and communicate activities performed to mitigate environmental, health, and safety issues resulting from hot work operations.  This appendix provides instruction for completing, authorizing, and approving a HWP at Jefferson Lab.  The issuance of a HWP demonstrates that specific actions have been taken to reduce the risk for a defined time period.


2.0          Scope


A HWP authorizes hot work operations to be performed outside a designated area established by an Operational Safety Procedure (OSP) including Tungsten Inert Gas/Manual Inert Gas (TIG/MIG) welding.


Electron beam welding and vacuum brazing are excluded from this requirement.


Exception: Pedestal and stationary grinders mounted in permanent machine shop areas do not require a HWP when work activities are controlled through an OSP.  (See ES&H Manual Chapter 6121 Machine Tools.)


A HWP can be issued for, not to exceed, one month.  All HWPs expire on the last day of each month, regardless of the date issued.


This document is performed in coordination with ES&H Manual Chapter 6900 Fire Protection Program.


3.0          Responsibilities

NOTE:  Management authority may be delegated at the discretion of the responsible manager.


3.1            Hot Work Operator

·       Ensure the proper personal protective equipment (PPE) is used during the work.

·       Post the completed HWP in the work area.

·       Review the HWP prior to commencement of operations.

·       Review the Fire Watch’s Responsibilities (listed below) with the designated Fire Watch.

·       Inform the Supervisor upon conclusion/expiration of hot work operations.

·       Submit expired HWP to Fire Protection Engineer.


3.2            Fire Watch (reviews these responsibilities with designated Hot Work Operator)

·        Jefferson Lab Staff – Complete and maintain SAF 108 Fires Safety Training.

·        Sub-Contractor Personnel – Obtain equivalent training to SAF 108 Fire Safety Training and present proof of the training to the SOTR.  The equivalent training must have been received within the past 12 months. 

·        Know the procedures for emergency response in the event of fire (example: when to call 911).

·        Be familiar with the use of the available building fire alarm (e.g., closest pull station).

·        Know the location of the two closest exit routes.

·        Review the HWP prior to commencement of operations.

·        Remain present and continuously alert during hot work operations for any condition that could lead to a fire, including possible problems in adjacent areas.  Interrupt work if a hazardous condition develops and deal with the situation appropriately.

·        Guard passersby from hot work hazards.

·        Maintain the watch for 30 minutes after completion of the hot work in order to detect and extinguish any smoldering fires.


3.3            Supervisor/Subcontracting Officer’s Technical Representative (SOTR) (Person responsible for the successful outcome of the hot work operation; they cannot be the designated Hot Work Operator.)

·       Maintain current SAF 108 Fire Safety Training.

·       Prepare the HWP.

·       Designate the Hot Work Operator and Fire Watch (es).

·       Verify that the job-preplanning and notifications have been accomplished. 

·       Forward the HWP to the Fire Protection Engineer for final approval.

·       Inspect the hot work area daily and validate the continuation of activities by initialing the posted HWP. (See Section 4.8 Inspections below.)

·       Contact the Fire Protection Engineer to assure restoration of service(s).


3.4            Fire Protection Engineer

·       Ensure that the designated building’s fire protection systems are configured to accommodate the intended hot work and ensures alternate methods are provided for the duration of the HWP.

·       Approves the HWP after mitigation activities have been satisfactorily completed. 

·       Retain a copy of the HWP on file. 

·       Return the original approved form to the Hot Work Operator.


4.0          Hot Work Permit Preparation


The HWP form can be accessed at:

Unless otherwise designated this form is to be completed by the responsible Supervisor (must have current SAF 108 Fire Safety Training).


4.1            Introduction

·       Start Date:  The date hot work will commence. 

·       End Date[1]:  Date determined to be adequate to complete the operations.  (A HWP can be issued for, not to exceed, one month.  All HWPs expire on the last day of each month, regardless of the date issued.) 

·       Building:  Clearly define building name, title or number.

·       Area:  Specify exact location (e.g. room number)

·       Describe Hot Work to be performed:  Use descriptive words (e.g. repair, install, replace); identify material to be used (e.g.: copper tubing, aluminum plate).

·       Hot Work Operator:  Print Name(s) of designated Hot Work Operator(s).

·       Is Fire Watch Required:  Check “Yes” or “No” as appropriate. 

o   A fire watch is required if the hot work is performed in a building/area where any of the following conditions exist:

§  Combustible materials in building construction or contents are closer than 35ft (11 m) from the point of operation.

§  Combustible materials are more than 35ft (11 m) away but are easily ignited by sparks.

§  Wall or floor openings within 35ft (11 m) radius expose combustible materials in adjacent areas, including concealed spaces in walls or floors, or if people are in these adjacent areas.

§  Combustible materials are adjacent to the opposite side of partitions, walls, ceilings, or roofs and are likely to be ignited.

§  Oxy–fuel gas welding and cutting operations in an underground structure. 

§  Outdoors within 35ft (11 m) of vehicles, mulched areas, or vegetation.

§  Operations are performed on the roof of a building; or at any elevated level.

o   More than one Fire Watch is required if combustible materials could be ignited and cannot be directly observed by a single Fire Watch.

·       Fire Watch Name:  Print Name(s) of designated Fire Watch.

·       SAF 108, or equivalent, Date Last Acquired:  Access the designated Fire Watch’s Skills Requirements List (SRL) note the date when Fire Safety Training was “Last Acquired” and its current “Status.”


4.2            Inspection Checklist: Identify flammable/combustible materials, fire hazards, or hazardous processes present or likely to be present in a hot work area, including areas below and adjacent to the hot work area.

a.      Verify that the sprinkler and fire alarm systems in the area are fully operational.  Contact Facilities Management (ext. 7400) for information or assistance.

b.     Verify that the hot work equipment to be used is in good repair and satisfactory operating condition.  Do not commence operations until it is.

c.      Relocate all flammable and combustibles at least 35ft (11m) in all directions from the proposed work area and the following criteria shall be met.

1.     If relocating is impractical, combustibles are to be protected by a listed or approved welding curtain, welding blanket, welding pad, or equivalent.

2.     To prevent the entrance of sparks, the edges of covers at the floor shall be tight, including at the point at which several covers overlap where a large pile is being protected.

3.     In instances where the scope of work and the tools used to conduct hot work result in possible travel of slag, sparks, spatter or similar mobile sources of ignition farther than 35’ (11m), the [FPE] shall be permitted to extend the distances areas addressed in Section 4.1 – Is a Fire Watch required.

4.     In instances where the scope of work and tools used to conduct hot work are known to be incapable of generating slag, sparks, spatter or similar mobile sources of ignition capable of leaving the immediate area of the applied hot work, the [FPE] shall be permitted to do the following:

§  Reduce the distances and areas addressed in 4.1 to distances and areas that he or she considers fire safety for the intended operation.

§  Describe those distances and areas on the hot work permit.

5.     Based on local conditions, the [FPE] shall determine the length of the period for which the hot work permit is valid.

d.     Render all potentially affected hazardous process “safe.” 

§  Note each hazard (e.g.: cryogenics, pneumatics, electrical, compressed gas systems) ; and

§  The control used for each (e.g. lockout/tagout).


4.3            Considerations (Additional work control documents may be required to mitigate additional hazards identified.)

·       Notify potentially affected persons.

o   Brief any affected workers of the heat and smoke alarm status. 

·       Ensure all workers in the area have the proper personal protective equipment (PPE) including suitable protected against heat, sparks and slag (include the “Hot Work Operator” and “Fire Watch”).

·       Evaluate the ventilation system (if in doubt, refer to ES&H Manual Chapter 6630 Appendix T1 Engineering Controls – Local and Portable Exhaust Systems for guidance before beginning the work)

·       Analyze any additional industrial hazards that may impact the planned work (e.g. Pressurized Systems, Radioactive Materials, Hazardous Chemicals)


4.4            Fire System Safety

·       The Hot Work Operator or Fire Watch (if required) must possess a dedicated appropriate type fire extinguisher at all times during the operations.  Facilities Management (x7400) can provide the appropriate type.  Note the “Type” and “Size” provided.


The fire extinguisher provided is in addition to established building fire extinguishers.  Building fire extinguishers are not provided for Fire Watch use.


·       List the smoke and heat detectors needing to be temporarily disarmed.  (Contact Facilities Management (x7400) to schedule.) 

o   If disarmed an alternative alarm mechanism(s) is to be established and used for the duration of operations.

·       Note the location of the nearest fire alarm pull station.

·       Note the location of the nearest building fire extinguisher.


4.5            Special Precautions

·       Note any special precautions taken (fire resistive blankets, wetting of floors, screens, etc.).  


4.6            Authorizations

·       Supervisor

o   Signs and dates the form to indicate that all job preplanning and notifications have been accomplished.

o   Notes the date his “Fire Safety Training” was “Last Acquired” and its current “Status” using the Skills Requirements List (SRL). 

o   Forwards the completed HWP form to the Fire Protection Engineer.


4.7            Approval

·       Fire Protection Engineer

o   Reviews the completed HWP.

o   Inspects the designated hot work “Area” to ensure accuracy.

§  Determines if the “End Date” is adequate to accomplish the operation.

§  Verifies that flammable, combustible materials have been relocated, and/or properly protected

§  Ensures hazards have been mitigated and notifications have been received for the described operation.

o   Signs and dates to denote final approval of HWP.

o   Forwards the approved HWP to the designated Hot Work Operator.


4.8            Inspections

·       Supervisors/SOTR

o   Inspect the hot work area daily:




The area is in compliance with requirements.

Validate the Hot Work Permit by signing the “Inspection” section to denote the date of the inspection.

The area does not meet requirements.

Arrange for the area to be organized to meet hot work permit requirements.  Hot work cannot commence until the area meets requirements.


5.0          Revision Summary


Revision 1.5  09/17/13 Qualifying Periodic Review - Added clarification of sub-contractor training requirements; updated permit form per DKausch.

Revision 1.4 01/10/11 Clarified Fire Watch Responsibilities.

Revision 1.3  11/11/10 Clarified when a hot work permit expires.

Revision 1.2  Moved content to Fire Protection Section of ES&H Manual.

Revision 1.1  Updated to clarify instructions for filling out form.

Revision 1.0  01/15/10 Updated to reflect current laboratory operations.









ESH&Q Division

Tim Minga





This document is controlled as an on line file.  It may be printed but the print copy is not a controlled document.  It is the user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 9/18/2013.

[1] Based on local conditions, the Fire Protection Engineer approves the period for which the hot work permit is valid.