Hot Works at UCL – understanding the permit process

What are Hot Works?

Hot work includes any operations using:

• Gas/electric welding and cutting.
• Grinding wheels and cutting discs.
• Brazing and soldering equipment.
• Blowlamps and blowtorches.
• Bitumen boilers.
• Other equipment producing heat or naked flames.

These activities require a permit from the Fire Safety Team to ensure they are carried out safely.

Obtaining a Hot Work Permit

• Contact the UCL Fire Safety Team: Submit a Hot Work Permit (HWP) request through  Heresafe (Verature) which will notify them of the details of the planned hot work; ensure enough lead time is provided to schedule a site visit. The team will thoroughly assess potential risks and ensure risk assessments and method statements (RAMS) provided are suitable and sufficient. The RAMS will need to be provided as part of the initial request.
• Contactor Details: If the contractor and their associated operatives are not found when completing the initial HWP request form, contact estatescompliance@ucl.ac.uk to register your contractor and their associated operatives attending site:
  • For the Contractor: Provide the name of the company and main contact email address. They will be sent a Health & Safety Questionnaire for completion. 
  • For the Contractor operatives: Provide the full name and their email address They will be sent an induction for completion.
•  Approval of Request: Following the review of the HWP request and site inspection, the UCL Fire Safety Team will accept the HWP request. The requestor will receive an email notification confirming the acceptance. If a HWP request is rejected by the UCL Fire Safety Team, the requestor will receive an email notification (stating the reason) where the requestor can amend the HWP request and re-submit it for approval.
• Permit Issuance: The UCL Fire Safety Team will issue the permit to the contractor through Heresafe (Verature) as per the dates indicated on the accepted HWP request. Where a HWP is required for extra days for the same piece of work, the original accepted request can be used to issue further permits to the contractor.

Following the permit

• The contractor accepts the permit upon starting work, not before.
• Upon completion, the contractor returns the permit for closure by the UCL Fire Safety team.

Remember

• Safety is always the top priority.
• Plan ahead and notify the UCL Fire Safety team well in advance to avoid delays – queries can be directed to the contractor or UCL responsible person.
• Have comprehensive RAMS in place.
• Follow the Heresafe (Verature) permit process.
• By working together, we can ensure safe and efficient hot work at UCL.

Where can I get further information

• Authorisation and Permit to Work
• Request a work permit
• Hot works
• Hot Works Permit Policy
• Fire safety at UCL

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