What are hot works and how do they affect my school?
02/26/2025
Hot works includes various activities done during construction and maintenance, such as welding, soldering, torch cutting, grinding, hot riveting, and applying heat to roof coverings. These tasks are essential but risky, requiring careful management, especially in schools.
The Impact of Hot Works on Schools
In the past two years, hot works incidents have caused over £250 million in damages across the UK. For schools, such incidents can disrupt education, damage buildings, and lead to increased costs.
Understanding Hot Works
Hot works involves using open flames or localised heat. It includes activities like welding, grinding, and applying heat to roofs. Being aware of all these activities is key to managing risks effectively.
Examples of Hot Works:
- Welding
- Soldering
- Torch Cutting
- Grinding
- Hot Riveting
- Heat Applied to Roof Coverings
The Dangers of Hot Works in Schools
Hot works is often used in construction, renovation, and repairs. High-risk areas in schools include:
- Roofs, especially those with voids
- Plant rooms
- Areas where angle grinding is done near combustible materials
Welding alone causes about 1,000 accidents annually in the UK, leading to around 300 serious injuries. This highlights the need for careful risk management.
What is a Hot Works Permit?
A hot works permit is a formal document that authorises specific hot works activities in a designated area. It outlines safety measures and procedures to minimise fire risks during these operations.
At Zurich, we insist on a hot works permit being in place before any work starts as we expect contactors to abide by it.
When and Why Do Schools Need a Hot Works Permit?
Schools need a hot works permit whenever hot works is planned or carried out, whether by school staff or external contractors. The permit is essential for several reasons:
1. Safety: It ensures that all safety measures are in place before work begins, reducing the risk of fire and accidents.
2. Documentation: The permit provides a clear record of the hot works being done, who is responsible, and the safety measures implemented.
3. Compliance: Having a hot works permit helps schools comply with legal and insurance requirements related to fire safety and risk management.
4. Communication: It facilitates communication between school management, contractors, and maintenance staff about the risks involved and the measures needed to address them.
The hot works permit should be in place before the work starts. At Zurich, we ask that you notify us of any hot works activity taking place a minimum of 4 weeks before.
What Should a School's Hot Works Permit Include?
To manage hot works risks, schools should have a specific hot works permit programme. This programme should include:
1. Authorisation and Documentation: All hot works must be approved, monitored, and documented.
2. Site Assessment: Before starting work, conduct a thorough site assessment to identify hazards like floor openings and combustible materials.
3. Designated Hot works Areas: Set up hot works areas at least 10 meters away from buildings and combustible materials. Consider using cold working techniques if possible.
4. Risk Assessment Categories: Assess your school building and site, and categorise areas into:
- Designated Areas: Specifically for hot work.
- Non-Designated Areas: Require a written permit for hot work.
- Prohibited Areas: Where hot works is never allowed due to high risk.
5. Management Oversight: Regular checks should be done to ensure compliance with the permit programme, including worker qualifications and safety measures.
Introducing Zurich Smart Permits
Zurich Municipal offers Zurich Smart Permits, a web-based solution created with customers and contractors. It simplifies managing permits for construction and maintenance work, removing the need for paper permits and providing a reliable audit trail. This service is free for all Zurich Municipal School customers with Property insurance. Learn more about Zurich Smart Permits here.
Carefully Review Contractors’ Terms
When signing contracts for larger projects, be aware that some may require joint insurance. This can affect how negligence claims are handled. Seek legal advice to understand the implications before agreeing.
Hot works poses significant risks, especially in schools. By implementing a structured hot works permit programme, schools can manage these risks and protect their buildings, staff, and students.
Other Considerations for Planned Hot Works
In addition to having a hot works permit programme, schools should consider several important factors when planning hot works. Ensure that all staff and contractors performing hot works are properly trained and understand the risks and safety measures. Designate fire watchers to monitor the area during and after hot works to spot any potential fire hazards and respond quickly if needed. Have a clear emergency response plan in place, and make sure everyone knows it and that fire extinguishers and other emergency equipment are available and working.
Communicate with staff, students, and parents about planned hot works activities so everyone is aware of the potential risks and safety steps being taken. Regularly review and update risk assessments, especially if the work changes or any incidents occur. Make sure to remove or protect any combustible materials near the work area. Track the expiration of hot works permits and renew them as needed to maintain oversight.
Check local regulations and notify local fire authorities if required, especially for significant hot works activities. Keep detailed records of all permits, risk assessments, and safety measures. After completing the hot work, hold a debriefing to review what was done and identify any areas for improvement. By keeping these factors in mind, schools can better manage the risks associated with hot works and ensure a safe environment for everyone.
For more detailed information, refer to our Hot Works Guide. Additionally, review the Education Funding Agency's document on Fire Risk During School Maintenance or Building Works.
By focusing on safety and risk management, schools can maintain a secure environment while conducting necessary construction and maintenance activities.
