Heat Illness Prevention Procedures Manual 

Download Heat Illness Prevention Procedures Manual

Appendix F: Heat Illness Prevention Procedures Manual 

A. Applicability  

This Heat Illness Prevention Procedures Manual has been created to comply with California Code of Regulations Title 8, Section 3395, and Heat Illness Prevention. The Heat Illness Prevention standard is applicable to any outdoor workplace, whenever environmental or personal risk factors for heat illness are present.  

B. Responsibilities 

Department Director/Chair/Deans are responsible for insuring that this written procedures manual is implemented and available to employees, and that training is provided to employees.  Supervisors must evaluate work conditions before sending employees to perform outdoor work in hot conditions. Cal/OSHA defines a trigger temperature and “shade up” provisions when temperatures reach 80°F, and “high heat” procedures at 95°F. Typically, temperatures above 80°F, especially with heavy physical work activities, would represent conditions where there is a risk of heat illness. Other factors, such as high humidity or work activities restrict the body’s ability to cool itself, such as protective clothing, could result in a risk of heat illness at lower temperatures.  

C. Recognizing Heat Illness Risk Factors  

Personal Risk Factors 

Personal risk factors for heat illness include; 

• General Health & Age:  Those at greatest risk for heat-related illness include people > 65 years old, overweight, ill or taking certain medications. Additional risk factors include; fever, dehydration, heart disease, mental illness, poor circulation, and sunburn. 

• Acclimatization:  the temporary adaptation of the body to work in the heat that occurs gradually with exposure to ambient heat.  The body needs time to adapt to working in the heat.  When temperatures rise suddenly, an employee is at increased risk for heat illness while their body acclimatizes to the heat. Acclimatization is particularly important for employees who are returning to work after a prolonged absence, recent illness, or recently moving from a cool to hot climate. For heavy work under very hot conditions, a period of 4-10 days of progressively increasing work time is recommended.  For less severe conditions, 2-3 days of increasing work activity and duration are recommended (for guidance, see Attachment A). 

• Alcohol & Caffeine: Alcoholic beverages, coffee, tea or other drinks containing caffeine will dehydrate the body and increase the risk of heat illnesses. 

Environmental Risk Factors 

Environmental risk factors for heat illness are defined in the regulation as working conditions that create the possibility that heat illness could occur, including air temperature, relative humidity, radiant heat from the sun, and other sources, conductive heat sources such as the ground, air movement, workload severity and duration, protective clothing and personal protective equipment worn by employees.  

The Heat Index (HI) is the temperature the body feels when heat and humidity are combined. The chart below shows the HI that corresponds to the actual air temperature and relative humidity. This chart is based upon shady, light wind conditions. Exposure to direct sunlight can increase the HI by up to 15°F. This table can be used in consideration of the risk factors and the subsequent need for water, rest and shade.   Regardless of the actual ambient temperature, provision of water and shade as described above should be implemented whenever the Heat Index exceeds 90°F. See attachment B for guidance on monitoring the weather. 

D. Identifying Heat Illness  

Heat illness is a group of serious and escalating medical conditions that can result from the body's inability to cope with a particular heat load.  These illnesses include heat fatigue, heat cramps, heat exhaustion, and heat stroke. The National Institute of Occupational Safety and Health (NIOSH) publication Working in Hot Environments describes the symptoms and response measures for several types of heat illness, as follows:  

• Transient Heat Fatigue: refers to the temporary state of discomfort and mental or psychological strain arising from prolonged heat exposure. Workers unaccustomed to the heat are particularly susceptible and can suffer, to varying degrees, a decline in task performance, coordination, alertness, and vigilance. The severity of transient heat fatigue will be lessened by a period of gradual adjustment to the hot environment (heat acclimatization).  

• Heat Rash: also known as prickly heat, is likely to occur in hot, humid environments where sweat is not easily removed from the surface of the skin by evaporation and the skin remains wet most of the time. The sweat ducts become plugged and a skin rash soon appears. When the rash is extensive or when it is complicated by infection, prickly heat can be very uncomfortable and may reduce a worker's performance. The worker can prevent this condition by resting in a cool place part of each day and by regularly bathing and drying the skin.  

• Heat Cramps: are painful spasms of the muscles that occur among those who sweat profusely in heat, drink large quantities of water, but do not adequately replace the body's salt loss. The drinking of large quantities of water tends to dilute the body's fluids, while the body continues to lose salt. Shortly thereafter, the low salt level in the muscles causes painful cramps. The affected muscles may be part of the arms, legs, or abdomen, but tired muscles (those used in performing the work) are usually the ones most susceptible to cramps. Cramps may occur during or after work hours and may be relieved by taking salted liquids by mouth. CAUTION: Persons with heart problems or those on a low sodium diet who work in hot environments should consult a physician about what to do under these conditions.  

• Heat Exhaustion: includes several clinical disorders having symptoms which may resemble the early symptoms of heat stroke. Heat exhaustion is caused by the loss of large amounts of fluid by sweating, sometimes with excessive loss of salt. A worker suffering from heat exhaustion still sweats but experiences extreme weakness or fatigue, giddiness, nausea, or headache. In more serious cases, the victim may vomit or lose consciousness. The skin is clammy and moist, the complexion is pale or flushed, and the body temperature is normal or only slightly elevated. In most cases, treatment involves having the victim rest in a cool place and drink plenty of liquids. Victims with mild cases of heat exhaustion usually recover spontaneously with this treatment. Those with severe cases may require extended care for several days. There are no known permanent effects. CAUTION: Persons with heart problems or those on a low sodium diet who work in hot environments should consult a physician about what to do under these conditions.  

• Heat Stroke: is the most serious of health problems associated with working in hot environments. It occurs when the body's temperature regulatory system fails and sweating becomes inadequate. The body's only effective means of removing excess heat is compromised with little warning to the victim that a crisis stage has been reached. A heat stroke victim's skin is hot, usually dry, red or spotted. Body temperature is usually 105°F or higher, and the victim is mentally confused, delirious, perhaps in convulsions, or unconscious. Unless the victim receives quick and appropriate treatment, death can occur. Any person with signs or symptoms of heat stroke requires immediate hospitalization. However, first aid should be immediately administered. This includes removing the victim to a cool area, thoroughly soaking the clothing with water, and vigorously fanning the body to increase cooling. Further treatment at a medical facility should be directed to the continuation of the cooling process and the monitoring of complications which often accompany the heat stroke. Early recognition and treatment of heat stroke are the only means of preventing permanent brain damage or death.  

E. Prevention Procedures 

General Prevention 

• Rest in shaded areas 

• Stay hydrated 

• Avoid vigorous physical activities in hot and humid weather 

• At work, if you must perform physical activities in hot weather: 

• Drink plenty of fluids  

• Avoid alcohol, coffee, and tea - may lead to dehydration 

• Take frequent mini-breaks to hydrate yourself  

• As practical; wear hats, light colored, and light/loose clothes  

Provision of Water  

Employees are encouraged to drink water frequently and clean, fresh, and cool potable water shall be readily available to employees.  

• Supervisors are responsible to ensure employees have an adequate supply of drinking water (for guidance, see Attachment C).  

• Supervisors shall encourage the frequent consumption of small quantities of water, up to 4 cups per hour, when the work environment is hot and employees are likely to be sweating more than usual in the performance of their duties. 

• Drinking water will be provided in sufficient quantities to provide one quart per employee per hour for the entire shift (at least 2 gallons per employee for an 8-hour shift). 

• If there are effective procedures for replenishing the water supply during the shift, a minimum of 2 quarts of water per employee may be provided at the beginning of the shift.  

Shade and Rest 

A shaded area will be provided which employees may use when they are suffering from heat illness or believe they need a recovery period to prevent heat illness (for guidance, see Attachment D). The shaded area shall be open to the air or ventilated and cooled and access shall be permitted at all times. Canopies, umbrellas or other temporary structures may be used to provide shade, provided they block direct sunlight. Supervisors are responsible for:  

• Ensuring that employees have access to shaded or air conditioned areas (i.e. break room) to prevent or recover from heat illness symptoms or to take rest breaks.  

• Emphasizing the importance of taking rest breaks and recognizing when a recovery period is needed  

• In the event an employee feels discomfort from the heat, accommodating a recovery period to allow the employee to cool down and prevent the onset of heat illness.  

High-Heat Procedures: 

Additional high-heat procedures are required when the temperature equals or exceeds 95 degrees Fahrenheit. These procedures shall include the following to the extent practicable: 

• Ensuring that effective communication by voice, observation, or electronic means is maintained so that employees at the work site can contact a supervisor when necessary. An electronic device, such as a cell phone or text messaging device, may be used for this purpose only if reception in the area is reliable.  

• Observing employees for alertness and signs or symptoms of heat illness.  

• Reminding employees throughout the work shift to drink plenty of water.  

• Designating one or more employees on each worksite as authorized to call for emergency medical services, and allowing other employees to call for emergency services when no designated employee is available. 

• Conducting pre-shift meetings before the commencement of work to review the high heat procedures, encouraging employees to drink plenty of water, and reminding employees of their right to take a cool-down rest when necessary. 

• For Agriculture work sites, employee shall take minimum one 10-minute “preventative cool-down rest period” every 2 hours. 

F. Responding to Heat Illness Emergencies 

Employee Procedures 

Any employee who recognizes the symptoms or signs of heat illness in themselves or in co-workers should immediately report this condition to their supervisor. When you recognize signs of heat illness in yourself or in a co-worker:  

• Move them to a shaded area for a recovery period of at least five minutes  

• If the condition appears to be severe or the employee does not recover, then emergency medical care is needed.  

• Immediately report to your supervisor any symptoms or signs of your heat illness you may be experiencing or observing in a co-worker 

• Call 911 if supervisor is not readily available 

Supervisor Procedures 

Supervisors shall: 

• Carry cell phones, radios or other means of communication ensuring emergency services can be called and verifying the radios or other means of communication are functional prior to each shift. 

• Know the exact work locations and have clearly written and precise directions to the work site for emergency responders. 

Emergency Contact Procedures 

• Call 911  

• Be ready to provide emergency response personnel with directions to work location.  

• When working at remote locations you must be able to provide concise directions to emergency response personnel for guidance, see Attachment E) 

Further emergency response guidance for supervisors is provided in Attachment F. 

Response to Heat Stroke Symptoms: 

• Victims of heat stroke must receive immediate treatment to avoid permanent organ damage.  

• Always notify emergency services (911) immediately. If their arrival is delayed, they can give you further instructions for treatment of the victim.  

• If possible, get the victim to a shady area to rest 

• Remove heavy or change to lightweight clothing,  

• Cool the victim; effective cooling measures include:  

• Administering cool, non-alcoholic beverages, 

• Applying cool or tepid water to the skin (for example you may spray the victim with cool water from a garden hose),  

• Providing a cool shower or sponge bath,  

• Move to an air-conditioned environment or fan the victim to promote evaporation,  

• Place ice packs under armpits and groins.  

• Monitor body temperature with a thermometer and continue cooling efforts until the body temperature drops to 101-102 degrees.  

G. Employee and Supervisor Training 

All employees, including supervisors, who may work outdoors in conditions where there are environmental risk factors for heat illness shall be provided Heat Illness Prevention training on the information contained in this document including; 

• Environmental and personal risk factors for heat illness as well as the added burden of heat load on the body caused by exertion, clothing, and personal protective equipment 

• Procedures for complying with the Cal/OSHA requirements 

• The importance of frequent consumption of water, up to 4 cups per hour, when the work environment is hot and employees are likely to be sweating more than usual in the performance of their duties 

• The importance of acclimatization, 

• The different types of heat illness and the common signs and symptoms of heat illness, 

• Importance to employees of immediately reporting symptoms or signs of heat illness in themselves, or in co-workers, 

• Employer's procedures for responding to symptoms of possible heat illness, including how emergency medical services will be provided, 

• Procedures for contacting emergency medical services, and if necessary, for transporting employees to a point where they can be reached by an emergency medical service provider including clear and precise directions to the work site  

In addition, prior to supervising employees performing work that should reasonably be anticipated to result in exposure to the risk of heat illness, effective training on the following topics shall be provided to the supervisor:  

• The supervisor shall be trained on their responsibilities in this heat illness prevention program  

• The procedures the supervisor is to follow when an employee exhibits symptoms consistent with possible heat illness, including emergency response procedures 

• How to monitor weather reports and how to respond to hot weather advisories 

Further information can be found in the attached guidelines.  

Attachment A: Acclimatization Guidance 

When ambient temperatures rise to levels higher than employees are accustomed, supervisors must act effectively by taking the following measures: 

• Monitor the weather and be aware of sudden heat wave(s) or increases in temperatures to which employees haven’t been exposed to for several weeks or longer. 

• Cut short or re-schedule the work day during a heat wave or heat spike (e.g., a sudden increase in daytime temperature of 9°F or more). During the hot summer months, the work shift may start earlier in the day or later in the evening. 

• Lessen the intensity of work for new employees during a two-week break-in period (i.e. scheduling slower paced, less physically demanding work during the hot parts of the day and the heaviest work activities during the cooler parts of the day). New employees may be assigned to a “buddy” or experienced coworker to watch each other closely for discomfort or symptoms of heat illness.  

• Closely observe all employees during a heat wave and monitor for possible symptoms of heat illness. For employees working in remote locations, maintain frequent communication by phone or radio. 

• Train employees and supervisors on the importance of acclimatizatio

Attachment B: Guidance- Monitoring the Weather  

Recommended Equipment:  

Supervisors may find a Heat Index chart, radio, cell phone, and thermometer helpful in monitoring the weather. Supervisors can access the internet (www.nws.nooa.gov), Google (www.google.com) for “weather and location zip code”, or check the Weather Channel TV Network to view the extended weather forecast in order to plan in advance the work schedule, know whether a heat wave is expected and if additional schedule modifications will be necessary. Supervisors without internet access can call the California “Dial a forecast” numbers: 

• Eureka 707-443-7062 

• Hanford 559-584-8047 

• Los Angeles 805-988-6610(#1) 

• Sacramento 916-979-3051 

• San Diego 858-297-2107(#1) 

• San Francisco 831-656-1725(#1) 

Prior to each workday supervisors should: 

• Review the forecasted temperature and humidity for the worksite and compare it against the National Weather Service Heat Index guideline to evaluate the risk level for heat illness.   

• Employees working in direct sunlight are at greater risk and there is a need to adjust the heat index down 15 degrees F.  

• Monitor the weather (using www.nws.nooa.gov or with the aid of a simple thermometer) at the worksite. This critical weather information will be taken into consideration, to determine when it will be necessary to make modifications to the work schedule (such as stopping work early, rescheduling the job, working at night or during the cooler hours of the day, increasing the number of water and rest breaks). 

• Use a thermometer at the work location and check the temperature every 60 minutes to monitor for sudden increases in temperature, to ensure that once the temperature exceeds 80°F, the shade structures are opened and accessible to the workers and to make certain that once the temperature equals or exceeds 95°F additional High Heat Procedures are implemented. 

Attachment C: Guidance on provision of water

Recommended Equipment:  

• Water and drink containers, ice, cleaning equipment, whistle or horn 

Supervisors must ensure: 

• Drinking water containers (5 to 10 gallons each) are brought to the site, so that at least 2 quarts per employee are available at the start of the shift. 

• Drink containers ensuring enough disposable cups are made available for each worker and are kept clean until used. 

• The water level of all containers every 30-60 minutes and more frequently when the temperature exceeds 90°F. When the water level within a container drops below 50%, water containers will be refilled with cool water. Additional water containers (i.e. 5 gallon bottles) will be available to replace water as needed. 

• When the temperature exceeds 90°F carry ice in separate containers, so that when necessary, it will be added to the drinking water to keep it cool. 

• Check the work site and place the water as close as possible to the employees (i.e. no more than 50-100 feet from the workers). If field terrain prevents the water from being placed as close as possible to the workers, bottled water or individual containers (in addition to disposable cups and water containers), will be provided so that workers can have drinking water readily accessible. 

• Water containers will be relocated to follow along as the work moves, so drinking water will be readily accessible. 

• Encourage employees to frequently consume small quantities of water, up to 4 cups per hour, when the work environment is hot and employees are likely to be sweating more than usual in the performance of their duties.  

• Provide clean water containers and keep in sanitary condition  

• Advise employees of the daily location of the water coolers and remind them to drink water frequently. When the temperature exceeds or is expected to exceed 90°F, hold a brief ‘tailgate’ meeting each morning to review with employees the importance of drinking water, the number and schedule of water and rest breaks and the signs and symptoms of heat illness. 

• Use audible devices (such as whistles or air horns) to remind employees to drink water. 

• Increase the number of water breaks when the temperature equals or exceeds 95°F or during a heat wave remind workers throughout the work shift to drink water. 

• Stress during employee training, the importance of frequent drinking of water. 

Attachment D: Access to Shade requirements  

Recommended Equipment:  

• Portable canopies, large beach-style umbrellas, or other shade structures, also; chairs, benches, sheets, towels, 

Supervisors must ensure: 

• Shade structures are brought to the site, to accommodate the employees on the shift and either chairs, benches, sheets, towels or any other items to allow employees to sit in a normal posture fully in the shade without having to be in physical contact with each other or the bare ground. However, chairs, benches, etc. are not required for acceptable sources of shade such as trees. 

• Shade structures are opened and placed as close as practical to the workers, when the temperature equals or exceeds 80°F. When the temperature is below 80°F, the shade structures will be brought to the site, but will be opened and set in place upon worker(s) request. Note: The interior of a vehicle may not be used to provide shade unless the vehicle is air-conditioned and the air conditioner is on. 

•  Point out the daily location of the shade structures to the workers as well as allow and encourage employees to take a cool-down rest in the shade, when they feel the need to do so to protect themselves from overheating. 

•  Ensure shade structures are relocated to follow along with the employee work groups and double-check they are as close as practical to the employees, so that access to shade is provided at all times. In situations where trees or other vegetation are used to provide shade (such as in orchards), the supervisor will evaluate the thickness and shape of the shaded area (given the changing angles of the sun during the entire shift), before assuming that sufficient shadow is being cast to protect employees. 

• For non-agricultural employers, in situations where it is not safe or feasible to provide shade, steps are taken to provide shade upon request or other alternative cooling measures with equivalent protection. 

Exceptions:  

• Where the employer can demonstrate that it is infeasible or unsafe to have a shade structure, or otherwise to have shade present on a continuous basis, the employer may utilize alternative procedures for providing access to shade if the alternative procedures provide equivalent protection.  

• Except for employers in the agricultural industry, cooling measures other than shade (e.g., use of misting machines) may be provided in lieu of shade if the employer can demonstrate that these measures are at least as effective as shade in allowing employees to cool.  

Attachment E: Work Planning and Site Checklist 

Required when temperatures are expected to exceed 80°F. 

Department/Group/Project___________________________________________________________________ 

Supervisor Name and Phone Number__________________________________________________________ 

Worksite Location (specific enough for emergency response, use landmarks if needed): 

________________________________________________________________________________________ 

________________________________________________________________________________________ 

________________________________________________________________________________________ 

Expected Temperature: _____________________________________________________________________ 

Employees covered (use back as needed): ______________________________________________________ 

Checklist Completed by: ______________________________________Date:__________________________ 

Attachment F: Remote Location Emergency Response Information 

Work Location: ___________________________________________________________   (include map for remote locations) 

Directions to the Work Location: 

__________________________________________________________________________________________________________________________________________________________________________________________________________________

Nearest Medical Care facility: 

Name: ___________________________________________ 

Address: __________________________________________ 

Phone: ___________________________________________ 

Directions to Medical Care facility: 

___________________________________________________________________________________________________________________________________________________________________________________________________________________________ 

Indicate means of communication:  

_________________________________________________________________________ 

Phone Number (if applicable):  

________________________________________________________________________ 

Means of transport to nearest Medical Care location: 

__________________________________________________________________________ 

Page BreakAttachment G: Emergency Response Guidance 

Recommended Equipment:  

First aid kit, radios, cell phones, or other forms of communication; flashlights, reflective vests  

Written Response Procedures: 

Supervisors must have a written response procedure developed for each location or department. This must include having a map along with clear and precise directions (such as streets or road names, distinguishing features and distances to major roads) at a remote, off-campus site, to avoid a delay of emergency medical services. 

Prior to starting work, supervisors must; 

• During a heat wave or hot temperatures, remind and encourage workers to immediately report to their supervisor any signs or symptoms they are experiencing.  

• Ensure a qualified, appropriately trained and equipped person will be available at the site, to render first aid if necessary. 

• Determine if a language barrier is present at the site and take steps to ensure emergency medical services can be immediately called in the event of an emergency. 

• Carry cell phones or other means of communication, to ensure that emergency medical services can be called and check that these are functional at the worksite prior to each shift 

Emergency Response: 

• Take immediate steps to keep the stricken employee cool and comfortable once emergency service responders have been called (to reduce the progression to more serious illness). 

• At remote locations such as rural farms, lots or undeveloped areas, designate an employee or employees to physically go to the nearest road or highway where emergency responders can see them.  

• If daylight is diminished, the designated employee(s) shall be given reflective vest or flashlights in order to direct emergency personnel to the location of the worksite, which may not be visible from the road or highway. 

Attachment H: Heat Illness Prevention Program Compliance Checklist 

Department/Unit: _______________________________ Supervisor: _______________________ 

Completed by: _________________________________ Date: _____________________________