Heat Illness Prevention Plan: Difference between revisions

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The following designated person(s) (e.g., program administrator, safety coordinator, supervisor, foreman, field supervisor, crew leader) has (have) the authority and responsibility for implementing the provisions of this program at this worksite. Name/Title/Phone Number
I. Overview and Objectives
1.
This Heat Illness Prevention Plan (HIPP) applies to employees of [Your Company Name], who work in outdoor areas of employment or on job tasks where the environmental risk factors for heat illness are present, and are at risk for developing heat illnesses if they do not protect themselves appropriately.  
2.
Based on the Code of Regulations Proposed State Standard, Title 8, and Section 3395*, this standard applies to all outdoor places of employment, with the following industries being subject to all provisions of the standard:
3.
• Agriculture**
4.
• Construction
5.
• Landscaping
Instructions: Choose the items below that are applicable to your work operations for water and shade provision, high heat procedures, acclimatization methods, and emergency procedures, and add additional language to specify how your company intends to implement these provisions at the job site.
• Oil & Gas Extraction
Procedures for the Provision of Water: ☐ Drinking water containers (5 to 10 gallons each) will be brought to the site so that at least two quarts per employee are available at the start of the shift. All employees, whether working individuallyor in smaller crews, will have access to drinking water.
• Transportation or delivery of agricultural products, construction materials or other heavy materials unless operating an air-conditioned vehicle that does not include loading or unloading.
☐ Paper cones or bags of disposable cups and the necessary cup dispensers will be made available to employees and will be kept clean until used.
II. Scope   
☐ As part of the Effective Replenishment Procedures, the water level of all containers will be checked periodically (e.g., every hour, every 30 minutes) and more frequently when the temperature rises. Water containers will be refilled with cool water when the water level within a container drops below 50 percent. Additional water containers (e.g., five-gallon bottles) will be delivered to replace water as needed.
The [Your Company Name] HIPP includes steps for ensuring drinking water is provided in sufficient amounts, temperatures and humidity conditions are monitored, shade is available as required by the law, high heat procedures are followed, employee training is in place, emergency response procedures are documented, acclimatization of employees is accounted for, and auditing processes are incorporated to strengthen the plan’s success.
☐ Water will be fresh, pure, suitably cool, and provided to employees free of charge. Supervisors will visually examine the water and pour some on their skin to ensure that the water is suitably cool. During hot weather, the water must be cooler than the ambient temperature, but not so cool as to cause discomfort.
III. Policy
☐ Water containers will be located as close as practicable to the areas where employees are working (depending on the working conditions and layout of the worksite) to encourage the frequent drinking of water. If field terrain prevents the water from being placed within a reasonable distance from the employees, bottled water or personal water containers will be made available so that employees can have drinking water readily accessible.
It is the policy of [Your Company Name] that any employee participating in job tasks where environmental risk factors for heat illness are present will comply with the procedures in this document and in the Injury and Illness Prevention Program. A copy of this Heat Illness Prevention Plan will be made available at each job site in both English and the language understood by the majority of employees.
☐ Since water containers are smaller than shade structures, they can be placed closer to employees than shade structures. Placing water only in designated shade areas or where toilet facilities are located is not sufficient. When employees are working across large areas, water will be placed in multiple locations. For example, on a multi-story construction site, water will be placed in a safely accessible location on every floor where employees are working.
 
☐ All water containers will be kept in a sanitary condition. Water from non-approved or non-tested water sources (e.g., untested wells) is not acceptable. If hoses or connections are used, they must be approved for potable drinking water systems, as shown on the manufacturer’s label.
* Please note: This document is provided as an informational template for you to use in creating your own Heat Illness Prevention Plan, and should not be construed as providing any legal advice or a guarantee that this template will meet all of the requirements of the regulations. If you have questions regarding the regulations mentioned, or any amendments, you should contact your attorney.
☐ Daily, employees will be reminded of the location of the water coolers and of the importance of drinking water frequently. When the temperature exceeds, or is expected to exceed, 80 degrees Fahrenheit, brief “tailgate” meetings will be held with employees each morning to review the importance of drinking water, the number and schedule of water and rest breaks, and the signs and symptoms of heat illness.
** Effective May 1, 2015, there are additional High Heat Procedures for Agricultural employers.
☐ Audible devices, such as whistles or air horns, will be used to remind employees to drink water.
IV. Water
☐ When the temperature equals or exceeds 95 degrees Fahrenheit, or during a heat wave, pre-shift meetings will be conducted before the commencement of work to both encourage employees to drink plenty of water and to remind employees of their right to take a cool-down rest when necessary. Additionally, the number of water breaks will be increased. Supervisors/foremen will lead by example and remind employees throughout the work shift to drink water.
[Your Company Name] will provide fresh, pure and suitable cool water, free of charge, as close as practicable to areas where employees are located. Supervisors will visually examine the water to ensure purity and check that it is adequately cool by pouring some on their skin.
☐ Individual water containers or bottled water provided to employees will be adequately identified to eliminate the possibility of drinking from a co-worker’s container or bottle.
When employees are working in large areas water will be placed in several locations. [Your Company Name] will also place water in designated shade areas and near restrooms.
In addition to the procedures above, the employer will ensure the provision of water using the following procedures: 1.
[Your Company Name] will ensure that 1 quart of water per person per hour is available at the start of the shift and will have a water replenishment system (including designated responsibility) in place.
2.
[Your Company Name] encourages employees to drink water frequently and to report low water levels, as well as warm or dirty water containers, to supervisors.
3.
V. Procedures for Monitoring the Weather
4.
Supervisors will be trained and instructed to check in advance the extended weather forecast. Weather forecasts can be checked with the aid of the internet (http://www.nws.noaa.gov/), by calling the National Weather Service phone numbers (see CA numbers below), or by checking the Weather Channel TV Network. The work schedule will be planned in advance, taking into consideration whether high temperatures or a heat wave is expected. Routine advance weather monitoring will take place between the months of May and September; with additional advance monitoring conducted as needed during the remainder of the year.
Procedures for Access to Shade: ☐ Shade structures will be opened and placed as close as practicable to the employees when the temperature equals or exceeds 80 degrees Fahrenheit. When the temperature is below 80 degrees Fahrenheit, access to shade will be provided promptly, when requested by an employee.
In addition to advance weather monitoring, supervisors shall utilize one of the aforementioned weather services to review the day’s forecasted temperature and humidity level prior to the start of work. Temperature and humidity levels will also be monitored on the work site throughout the day and compared to the National Weather Service Heat Index to evaluate the risk level for heat illness and determine when precautionary heat illness prevention measures should be taken. Temperature will be monitored by means of dry bulb thermometer in degrees Fahrenheit. Temperature measurements will be taken in work areas where shade is not present.  
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.
California Dial-A-Forecast
☐ Enough shade structures will be available at the site to accommodate all of the employees who are on a break at any point in time. During meal periods, there will be enough shade for all employees who choose to remain in the general area of work or in areas designated for recovery and rest periods. (Employers may rotate employees in and out of meal periods, as with recovery and rest periods.)
• Eureka 707-443-7062
Daily, employees will be informed of the location of the shade structures and will be encouraged to take a five-minute cool-down rest in the shade. An employee who takes a preventative cool-down rest break will be monitored and asked if they are experiencing symptoms of heat illness. In no case will the employee be ordered back to work until signs or symptoms of heat illness have abated (see the section on Emergency Response for additional information).
• Hanford 559-584-8047
☐ As crews move, shade structures will be relocated to be placed as close as practicable to the employees so that access to shade is provided at all times. All employees on a recovery or rest break or a meal period will have full access to shade so they can sit in a normal posture without having to be in physical contact with each other.
• Los Angeles 805-988-6610 (#1)
☐ Before trees or other vegetation are used to provide shade (such as in orchards), the thickness and shape of the shaded area will be evaluated to ensure that sufficient shadow is cast to protect employees.
• Sacramento 916-979-3051
☐ In situations where it is not safe or feasible to provide access to shade (e.g., during high winds), a note will be made of these unsafe or unfeasible conditions and alternative procedures will be used to provide access to shade upon request. (Below, describe the alternative procedure for access to shade.)
• San Diego 619-297-2107 (#1)
☐ For non-agricultural employers, cooling measures other than shade (e.g., use of misting machines) are provided in lieu of shade if these measures are demonstrably as effective as shade in allowing employees to cool, and of the steps that will be taken to provide alternative cooling measures but with equivalent protection as shade.
• San Francisco 831-656-1725 (#1)
In addition to the procedures above, the employer will ensure access to shade using the following procedures: 1.
VI. Shade
2.
[Your Company Name] will provide shade when the temperature exceeds 80 degrees Fahrenheit. Shade areas will be open to the air or provided with ventilation or cooling. Enough shade will be provided to accommodate the number of employees on break or recovery period at any given time.
3.
[Your Company Name] will ensure that employees in shaded areas can sit in a normal posture fully in the shade without having contact with one another. The shade shall be located as close as practicable to the work area. During meal periods, the amount of shade available shall be enough to accommodate the number of employees on meal break and those seeking cool-down rest periods.
4.
[Your Company Name] will encourage employees to take a preventive cool-down rest in the shade when they feel the need to protect themselves from overheating.
Procedures for Monitoring the Weather: ☐ The supervisor will be trained and instructed to check in advance the extended weather forecast. Weather forecasts can be checked with the aid of the internet (http://www.nws.noaa.gov/), by calling the National Weather Service phone numbers (see CA numbers below), or by checking the Weather Channel TV Network. The work schedule will be planned in advance, taking into consideration whether high temperatures or a heat wave is expected. This type of advanced planning should take place whenever the temperature is expected to reach 70 degrees Fahrenheit or higher.
Employees taking cool-down breaks will be monitored and asked if they are experiencing symptoms of heat illness and will be encouraged to remain in the shade until any signs or symptoms have abated. Employees will be given no less than 5 minutes to rest in the shade, in addition to time needed to access the shade.  
CALIFORNIA Dial-A-Forecast
[Your Company Name] policy will be that any employee who exhibits signs or reports symptoms of heat illness while taking a preventive cool-down rest shall be provided with appropriate first aid or emergency response.  
• Eureka 707-443-7062 • Hanford 559-584-8047 • Los Angeles 805-988-6610 (#1) • Sacramento 916-979-3038San Diego 619-297-2107 (#1) • San Francisco 831-656-1725 (#1) ☐ Prior to each workday, the forecasted temperature and humidity for the worksite will be reviewed and will be compared against the National Weather Service Heat Index to evaluate the risk level forheat illness. Determination will be made of whether or not employees will be exposed to a temperature and humidity characterized as either “extreme caution” or “extreme danger” for heat illnesses. It is important to note that the temperature at which these warnings occur must be lowered as much as 15 degrees if the employees are working in direct sunlight. Additional steps, such as those listed below, will be taken to address these hazards.
VII. High Heat Procedures
☐ Prior to each workday, the supervisor will monitor the weather (using http://www.nws.noaa.gov/ or a simple thermometer, available at most hardware stores) 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 (e.g., 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).
[Your Company Name] will implement the following high heat procedures when the temperature equals or exceeds 95 degrees Fahrenheit.  
☐ A thermometer will be used at the job site to monitor for a sudden increase in temperature and to ensure that once the temperature exceeds 80 degrees Fahrenheit, shade structures will be opened and made available to the employees. In addition, when the temperature equals or exceeds 95 degrees Fahrenheit, additional preventive measures, such as high-heat procedures, will be implemented.
• A supervisor, or a qualified designee, shall directly observe employees, for signs and symptoms of heat illness. Each supervisor, or qualified designee, shall be responsible for observing no more than 20 employees.  
In addition to the procedures above, the employer will ensure the weather is monitored using the following procedures:
• If impractical to directly observe employees, a mandatory buddy system shall be implemented or;
1.
• Regular communication with employees working solo shall be implemented by either radio or cellular phone or;
2.
• Other effective observation such as periodic checks.
3.
• Employees shall be observed for symptoms of heat illness and will be reminded throughout the work shift to drink plenty of water.
4.
• [Your Company Name] will designate 1 or more employees to call for emergency medical procedures, and will allow any employees to call for emergency services when a designated person is not available.
Procedures for Handling a Heat Wave: For purposes of this section only, “heat wave” means any day in which the predicted high temperature for the day will be at least 80 degrees Fahrenheit and at least ten degrees Fahrenheit higher than the average high daily temperature in the preceding five days. ☐ During a heat wave or heat spike, the work day will be cut short or rescheduled (e.g., conducted at night or during cooler hours).
• [Your Company Name] will closely supervise new employees for the first 14 days of employment, unless the new employee indicates at the time of hire that they have been doing similar work for at least 10 of the past 30 days, and for more than 4 hours per day.
☐ During a heat wave or heat spike and before starting work, tailgate meetings will be held to review the company Heat Illness Prevention Procedures (HIPP), the weather forecast, and emergency response procedures. Additionally, if schedule modifications are not possible, employees will be provided with an increased number of water and rest breaks and observed closely for signs and symptoms of heat illness.
For Agricultural Employers the following conditions apply:
☐ Each employee will be assigned a “buddy” to be on the lookout for signs and symptoms of heat illness and to ensure that emergency procedures are initiated when someone displays possible signs or symptoms of heat illness.
• When temperatures reach 95 degrees or above, [Your Company Name] will ensure that an employee takes a minimum 10-minute preventive cool-down rest period every 2 hours. The preventive cool-down rest period may be provided concurrently with any other required meal or other rest period.
In addition to the procedures above, the employer will ensure heat waves are addressed with the following procedures:
• When the work day extends beyond 8-hours, [Your Company Name] will provide an additional preventive cool-down period at the conclusion of the 8th hour of work. If the work day extends beyond 10 hours, then another preventive cool-down rest period will be provided at the conclusion of the 10th hour of work, and so on until the end of the work day.
1.
• [Your Company Name] will provide a pre-shift meeting during periods of high heat to remind employees:
2.
1. Of the company’s high heat procedures.
3.
2. To drink plenty of water.
4.
3. Of their right to take cool-down rest periods when necessary.
High Heat Procedures: High Heat Procedures are additional preventive measures that this company will use when the temperature equals or exceeds 95 degrees Fahrenheit. ☐ Effective communication by voice, direct observation (applicable for work crews of 20 or fewer), mandatory buddy system, or electronic means will be maintained so that employees at the worksite can contact a supervisor when necessary. If the supervisor is unable to be near the employees (to observe them or communicate with them), then an electronic device, such as a cell phone or text messaging device, may be used for this purpose if reception in the area is reliable.
VIII. Training
☐ Frequent communication will be maintained with employees working by themselves or in smaller groups (via phone or two-way radio), to be on the lookout for possible symptoms of heat illness. The employee(s) will be contacted regularly and as frequently as possible throughout the day since an employee in distress may not be able to summon help on their own.
[Your Company Name] will provide training to all supervisors, and affected employees, prior to their engaging in work that could result in exposure to risk factors for heat illness. Training will include:
☐ Effective communication and direct observation for alertness and signs and symptoms of heat illness will be conducted frequently. When the supervisor is not available, a designated alternate responsible person must be assigned to look for signs and symptoms of heat illness. If a supervisor, designated observer, or any employee reports any signs or symptoms of heat illness in any employee, the supervisor or designated person will take immediate action commensurate with the severity of the illness (see Emergency Response Procedures).
• An explanation of the employer’s responsibility to provide shade, water, cool-down rest periods, and access to first aid, as well as the employee’s right to exercise their rights without fear of retaliation.
☐ Employees will be reminded constantly throughout the work shift to drink plenty of water and take preventative cool-down rest breaks when needed.
• Environmental and personal risk factors for heat illness.
☐ Pre-shift meetings will be held before the commencement of work to review the high heat procedures, encourage employees to drink plenty of water, and remind employees of their right to take a cool-down rest when necessary. In addition to the High Heat Procedures listed above, the following High Heat Procedures apply to agricultural work sites. ☐ When the temperature equals or exceeds 95 degrees Fahrenheit, employees will be provided one 10- minute “preventative cool-down rest period” every two hours. During the first eight hours of a shift, the cool-down periods may be provided at the same time as the rest periods already required by Industrial Welfare Commission Order No. 14.
• The signs and symptoms of heat illness.
Employees working longer than eight hours will be provided an additional 10-minute cool-down rest period every two hours. For example, if the shift extends beyond eight hours, an additional rest period is required at the end of the eighth hour of work. If the shift extends beyond 10 hours, another rest period is required at the end of the 10th hour, and so on.
• The importance of immediately reporting signs and symptoms of heat illness – and appropriate first aid to be taken.
☐ All employees will be required to take the cool-down rest periods. Merely offering the opportunity for a break is not enough.
• Importance of frequent consumption of water.
☐ Once the temperature equals or exceeds 95 degrees Fahrenheit, records will be kept documenting the fact that mandatory cool-down rest periods are provided and taken.
• Importance of acclimatization.
In addition to the procedures above, the employer will ensure high heat is addressed with the following procedures:
• [Your Company Name] response plan to a case of possible heat illness.
1.
• Supervisor and employee responsibilities.
2.
• Supervisors will be taught procedures to follow in case of an employee reporting or displaying symptoms of heat illness.
3.
• Supervisors will be trained how to monitor weather reports and how to respond to hot weather advisories.
4.
IX. Emergency Response Procedures
Procedures for Acclimatization: Acclimatization is the temporary adaptation of the body to work in the heat that occurs gradually when a person is exposed to it. In more common terms, the body needs time to adapt when temperatures rise suddenly, and an employee risks heat illness by not taking it easy when a heat wave or heat spike strikes, or when starting a new job that exposes the employee to heat to which the employee’s body hasn’t yet adjusted.
All supervisors and management personnel of [Your Company Name] are required to take immediate action if an employee exhibits signs or symptoms off heat illness. Emergency response procedures will include but not be limited to the following actions:
Inadequate acclimatization can be significantly more perilous in conditions of high heat and physical stress. Employers are responsible for the working conditions of their employees, and they must implement additional protective measures when conditions result in sudden exposure to heat their employees are not accustomed to.
• Ensuring that effective communication by voice, observation, or electronic means are maintained so that employees at the high temperature work site can contact a supervisor or emergency medical service when necessary.
☐ The weather will be monitored daily. The supervisor will be on the lookout for heat waves, heat spikes, or temperatures to which employees haven’t been exposed for several weeks orlonger.
• Cellphones, company radio, email and other electronic devices will be used for communication. If electronic devices are not reliable forms of communication, [Your Company Name] will develop alternative means of summoning emergency medical services.
☐ During a heat wave or heat spike, the work day will be cut short (e.g., 12:00 p.m.), be rescheduled (e.g., conducted at night or during cooler hours), or if at all possible, cease for the day.
• Employers and supervisors will be trained to recognize symptoms of heat stress, such as decreased level of consciousness, disorientation, irrational behavior, staggering, vomiting and convulsions; and are required to take immediate action if any employee exhibits signs of the mentioned symptoms of heat illness.
☐ New employees and those who have been newly assigned to a high heat area will be closely observed by the supervisor or designee for the first 14 days. The intensity of the work will be lessened during a two-week break-in period by using procedures such as 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 (early morning or evening). Steps taken to lessen the intensity of the workload for new employees will be documented.
• Supervisors and employees will be taught first aid measures and how emergency services are to be provided to affected employees.
The supervisor or the designee will be extra vigilant with new employees and stay alert to the presence of heat-related symptoms.
• Employees exhibiting signs or symptoms will be monitored and shall not be left alone or sent home without being first offered onsite first aid and/or being provided with emergency medical service.
☐ New employees will be assigned a “buddy,” or experienced coworker, so they can watch each other closely for discomfort or symptoms of heat illness.
• If deemed necessary, emergency medical services will be contacted, and employees will be transported to a place where they can be reached by emergency medical providers.
☐ During a heat wave, all employees will be observed closely (or maintain frequent communication via phone or radio) for possible symptoms of heat illness.
• In emergency events – clear and precise directions to work site will be provided to emergency responders.
☐ Employees and supervisors will be trained on the importance of acclimatization, how it is developed, and how these company procedures address it.
• In the event that a work site is in a difficult to find location, an employee will be sent to meet emergency medical services at the nearest landmark; and lead them to the work site.
In addition to the procedures above, the employer will ensure employee acclimatization is accomplished with the following procedures:
X. Acclimatization
1.
• New employees and employees who have not previously worked in environments where the possibility that heat illness may occur will be given an opportunity for their bodies to gradually be exposed to heat. Employees will be given an opportunity to adapt to the heat by working in the heat for at least 2 hours a day, between 4 to 14 days.
2.
• [Your Company Name] will also monitor employees during a heat wave. “Heat wave” being defined as any day the predicted temperature is at least 80 degrees Fahrenheit and at least 10 degrees Fahrenheit higher that the average high daily temperature in the preceding 5 days. Monitoring can be done by either the supervisor or by use of the buddy system.
3.
• [Your Company Name] will stress to new employees the importance of immediately reporting to their supervisor symptoms and signs of heat stress in themselves or in co-workers.
4.
XI. Heat Illness Prevention Plan Audit
Procedures for Emergency Response: ☐ When a crew is assigned to a particular worksite, the employees and the foreman will be provided a map of the site that will allow them to give clear and precise directions to the worksite (e.g., street or road names, distinguishing features and distances to major roads) to avoid a delay of emergency medical services.
[Your Company Name], as part of the implementation of our Injury & Illness Prevention Program, and to ensure the success of our HIPP, will conduct an audit of our written plan and documentation by Supervisors and Managers. Audits of the HIPP will be conducted annually. The audit shall review the plan to ensure that the heat illness prevention procedures continue to be effectively implemented. This will include, but is not limited to:
☐ Prior to assigning a crew to a worksite without an infirmary, clinic, or hospital nearby, the employer will ensure that an appropriately trained and equipped person is available at the site to render first aid, if necessary.
• Ensuring that suitably fresh and cool water is routinely provided in the required amounts.
☐ Prior to the start of the shift, a determination will be made as to whether a language barrier is present at the site, and, if necessary, steps will be taken, such as assigning the responsibility to call emergency medical services to the foreman or an English speaking employee, to ensure that emergency medical services can be immediately called in the event of an emergency.
• Ensuring sufficient shade is routinely made available.
☐ All foremen and supervisors will carry cell phones or other means of communication to ensure that emergency medical services can be called. Checks will be made to ensure that these electronic devices are functional prior to each shift.
• Verifying that the required supervisor and employee training has been completed.
☐ When an employee shows symptom(s) of possible heat illness, emergency medical services will be called, and steps will immediately be taken to keep the stricken employee cool and comfortable to prevent the progression to more serious illness. Under no circumstances will the affected employee be left unattended.
• A review of the effectiveness of emergency response procedures.
☐ At remote locations, such as rural farms, lots, or undeveloped areas, the supervisor will 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 vests or flashlights to direct emergency personnel to the sick employee’s location, which may not be visible from the road or highway.
• Ensuring that employees are acclimatized as required.
☐ During a heat wave, heat spike, or hot temperatures, employees will be reminded and encouraged to immediately report to their supervisor any signs or symptoms they are experiencing.
• Ensuring that high heat procedures are implemented when the temperature reaches 95 degrees Fahrenheit.
☐ Employees and supervisors will be trained on every detail of these written Procedures for Emergency Response.
In addition to the procedures above, the employer will ensure emergency response with the following procedures:
1.
2.
3.
4.
Procedures for Handling a Sick Employee: ☐ When an employee displays possible signs or symptoms of heat illness, a trained first aid employee or supervisor will evaluate the sick employee and determine whether resting in the shade and drinking cool water will suffice or if emergency service providers will need to be called. A sick employee will not be left alone in the shade, as they could take a turn for theworse!
☐ When an employee displays possible signs or symptoms of heat illness and no trained first aid employee or supervisor is available at the site, emergency service providers will be called.
☐ Emergency service providers will be called immediately if an employee displays signs or symptoms of severe heat illness (e.g., decreased level of consciousness, staggering, vomiting, disorientation, irrational behavior, incoherent speech, convulsions, red and hot face), does not look okay, or does not get better after drinking cool water and resting in the shade. While the ambulance is en route, first aid will be initiated (i.e., cool the employee by placing the employee in the shade, removing excess layers of clothing, placing ice packs in the armpits and groin area, and fan the victim). Do not let a sick employee leave the site, as they can get lost or die before reaching a hospital!
☐ If an employee displays signs or symptoms of severe heat illness (e.g., decreased level of consciousness, staggering, vomiting, disorientation, irrational behavior, incoherent speech, convulsions, red and hot face) and the worksite is located more than 20 minutes away from a hospital, emergency service providers will be called, the signs and symptoms of the victim will be communicated to them, and an Air Ambulance will be requested. In addition to the procedures above, the employer will ensure sick employees are attended to with the following procedures:
1
2.
3.
4.
Procedures for Employee and Supervisor Training: To be effective, training must be understood by employees. Therefore, it must be given in a language and vocabulary the employees understand. Training records will be maintained and will include the date of the training, who performed the training, who attended the training, and the subject(s) covered.
☐ Supervisors will be trained prior to being assigned to supervise other employees. Training will include this company’s written procedures and the steps supervisors will follow when employees exhibit symptoms consistent with heat illness.
☐ Supervisors will be trained on their responsibility to provide water, shade, cool-down rests, and access to first aid, as well as the employees’ right to exercise their rights under this standard without retaliation.
☐ Supervisors will be trained in appropriate first aid and/or emergency response to different types of heat illness and made aware that heat illness may progress quickly from mild signs and symptoms to a serious, life-threatening illness.
☐ Supervisors will be trained on how to track the weather at the job site (by monitoring predicted temperature highs and periodically using a thermometer). Supervisors will be instructed on how weather information will be used to modify work schedules, increase the number of water and rest breaks, or cease work early if necessary.
☐ All employees and supervisors will be trained prior to working outside. Training will include all aspects of implementing an effective Heat Illness Prevention Plan, including providing sufficient water, providing access to shade, high-heat procedures, emergency response procedures, and acclimatization procedures contained in the company’s written plan. Employees and supervisors will also be trained on the environmental and personal risk factors of heat illness and the importance of immediately reporting signs and symptoms of heat illness.
☐ In addition to initial training, employees will be retrained annually.
☐ Employees will be trained on the steps for contacting emergency medical services, including how they are to proceed when there are non-English speaking employees, how clear and precise directions to the site will be provided, and the importance of making visual contact with emergency responders at the nearest road or landmark to direct them to their worksite.
☐ When the temperature is expected to exceed 80 degrees Fahrenheit, short “tailgate” meetings will be held to review the weather report, reinforce heat illness prevention with all employees, provide reminders to drink water frequently, inform them that shade will be available, and remind them to be on the lookout for signs and symptoms of heat illness.
☐ New employees will be assigned a “buddy,” or experienced co-worker, to ensure that they understand the training and follow company procedures.
In addition to the procedures above, the employer will ensure proper training of employees and supervisors with the following procedures:
1. 2. 3. 4

Revision as of 01:00, 17 August 2023

I. Overview and Objectives This Heat Illness Prevention Plan (HIPP) applies to employees of [Your Company Name], who work in outdoor areas of employment or on job tasks where the environmental risk factors for heat illness are present, and are at risk for developing heat illnesses if they do not protect themselves appropriately. Based on the Code of Regulations Proposed State Standard, Title 8, and Section 3395*, this standard applies to all outdoor places of employment, with the following industries being subject to all provisions of the standard: • Agriculture** • Construction • Landscaping • Oil & Gas Extraction • Transportation or delivery of agricultural products, construction materials or other heavy materials unless operating an air-conditioned vehicle that does not include loading or unloading. II. Scope The [Your Company Name] HIPP includes steps for ensuring drinking water is provided in sufficient amounts, temperatures and humidity conditions are monitored, shade is available as required by the law, high heat procedures are followed, employee training is in place, emergency response procedures are documented, acclimatization of employees is accounted for, and auditing processes are incorporated to strengthen the plan’s success. III. Policy It is the policy of [Your Company Name] that any employee participating in job tasks where environmental risk factors for heat illness are present will comply with the procedures in this document and in the Injury and Illness Prevention Program. A copy of this Heat Illness Prevention Plan will be made available at each job site in both English and the language understood by the majority of employees.

  • Please note: This document is provided as an informational template for you to use in creating your own Heat Illness Prevention Plan, and should not be construed as providing any legal advice or a guarantee that this template will meet all of the requirements of the regulations. If you have questions regarding the regulations mentioned, or any amendments, you should contact your attorney.
    • Effective May 1, 2015, there are additional High Heat Procedures for Agricultural employers.

IV. Water [Your Company Name] will provide fresh, pure and suitable cool water, free of charge, as close as practicable to areas where employees are located. Supervisors will visually examine the water to ensure purity and check that it is adequately cool by pouring some on their skin. When employees are working in large areas water will be placed in several locations. [Your Company Name] will also place water in designated shade areas and near restrooms. [Your Company Name] will ensure that 1 quart of water per person per hour is available at the start of the shift and will have a water replenishment system (including designated responsibility) in place. [Your Company Name] encourages employees to drink water frequently and to report low water levels, as well as warm or dirty water containers, to supervisors. V. Procedures for Monitoring the Weather Supervisors will be trained and instructed to check in advance the extended weather forecast. Weather forecasts can be checked with the aid of the internet (http://www.nws.noaa.gov/), by calling the National Weather Service phone numbers (see CA numbers below), or by checking the Weather Channel TV Network. The work schedule will be planned in advance, taking into consideration whether high temperatures or a heat wave is expected. Routine advance weather monitoring will take place between the months of May and September; with additional advance monitoring conducted as needed during the remainder of the year. In addition to advance weather monitoring, supervisors shall utilize one of the aforementioned weather services to review the day’s forecasted temperature and humidity level prior to the start of work. Temperature and humidity levels will also be monitored on the work site throughout the day and compared to the National Weather Service Heat Index to evaluate the risk level for heat illness and determine when precautionary heat illness prevention measures should be taken. Temperature will be monitored by means of dry bulb thermometer in degrees Fahrenheit. Temperature measurements will be taken in work areas where shade is not present. California Dial-A-Forecast • Eureka 707-443-7062 • Hanford 559-584-8047 • Los Angeles 805-988-6610 (#1) • Sacramento 916-979-3051 • San Diego 619-297-2107 (#1) • San Francisco 831-656-1725 (#1) VI. Shade [Your Company Name] will provide shade when the temperature exceeds 80 degrees Fahrenheit. Shade areas will be open to the air or provided with ventilation or cooling. Enough shade will be provided to accommodate the number of employees on break or recovery period at any given time. [Your Company Name] will ensure that employees in shaded areas can sit in a normal posture fully in the shade without having contact with one another. The shade shall be located as close as practicable to the work area. During meal periods, the amount of shade available shall be enough to accommodate the number of employees on meal break and those seeking cool-down rest periods. [Your Company Name] will encourage employees to take a preventive cool-down rest in the shade when they feel the need to protect themselves from overheating. Employees taking cool-down breaks will be monitored and asked if they are experiencing symptoms of heat illness and will be encouraged to remain in the shade until any signs or symptoms have abated. Employees will be given no less than 5 minutes to rest in the shade, in addition to time needed to access the shade. [Your Company Name] policy will be that any employee who exhibits signs or reports symptoms of heat illness while taking a preventive cool-down rest shall be provided with appropriate first aid or emergency response. VII. High Heat Procedures [Your Company Name] will implement the following high heat procedures when the temperature equals or exceeds 95 degrees Fahrenheit. • A supervisor, or a qualified designee, shall directly observe employees, for signs and symptoms of heat illness. Each supervisor, or qualified designee, shall be responsible for observing no more than 20 employees. • If impractical to directly observe employees, a mandatory buddy system shall be implemented or; • Regular communication with employees working solo shall be implemented by either radio or cellular phone or; • Other effective observation such as periodic checks. • Employees shall be observed for symptoms of heat illness and will be reminded throughout the work shift to drink plenty of water. • [Your Company Name] will designate 1 or more employees to call for emergency medical procedures, and will allow any employees to call for emergency services when a designated person is not available. • [Your Company Name] will closely supervise new employees for the first 14 days of employment, unless the new employee indicates at the time of hire that they have been doing similar work for at least 10 of the past 30 days, and for more than 4 hours per day. For Agricultural Employers the following conditions apply: • When temperatures reach 95 degrees or above, [Your Company Name] will ensure that an employee takes a minimum 10-minute preventive cool-down rest period every 2 hours. The preventive cool-down rest period may be provided concurrently with any other required meal or other rest period. • When the work day extends beyond 8-hours, [Your Company Name] will provide an additional preventive cool-down period at the conclusion of the 8th hour of work. If the work day extends beyond 10 hours, then another preventive cool-down rest period will be provided at the conclusion of the 10th hour of work, and so on until the end of the work day. • [Your Company Name] will provide a pre-shift meeting during periods of high heat to remind employees: 1. Of the company’s high heat procedures. 2. To drink plenty of water. 3. Of their right to take cool-down rest periods when necessary. VIII. Training [Your Company Name] will provide training to all supervisors, and affected employees, prior to their engaging in work that could result in exposure to risk factors for heat illness. Training will include: • An explanation of the employer’s responsibility to provide shade, water, cool-down rest periods, and access to first aid, as well as the employee’s right to exercise their rights without fear of retaliation. • Environmental and personal risk factors for heat illness. • The signs and symptoms of heat illness. • The importance of immediately reporting signs and symptoms of heat illness – and appropriate first aid to be taken. • Importance of frequent consumption of water. • Importance of acclimatization. • [Your Company Name] response plan to a case of possible heat illness. • Supervisor and employee responsibilities. • Supervisors will be taught procedures to follow in case of an employee reporting or displaying symptoms of heat illness. • Supervisors will be trained how to monitor weather reports and how to respond to hot weather advisories. IX. Emergency Response Procedures All supervisors and management personnel of [Your Company Name] are required to take immediate action if an employee exhibits signs or symptoms off heat illness. Emergency response procedures will include but not be limited to the following actions: • Ensuring that effective communication by voice, observation, or electronic means are maintained so that employees at the high temperature work site can contact a supervisor or emergency medical service when necessary. • Cellphones, company radio, email and other electronic devices will be used for communication. If electronic devices are not reliable forms of communication, [Your Company Name] will develop alternative means of summoning emergency medical services. • Employers and supervisors will be trained to recognize symptoms of heat stress, such as decreased level of consciousness, disorientation, irrational behavior, staggering, vomiting and convulsions; and are required to take immediate action if any employee exhibits signs of the mentioned symptoms of heat illness. • Supervisors and employees will be taught first aid measures and how emergency services are to be provided to affected employees. • Employees exhibiting signs or symptoms will be monitored and shall not be left alone or sent home without being first offered onsite first aid and/or being provided with emergency medical service. • If deemed necessary, emergency medical services will be contacted, and employees will be transported to a place where they can be reached by emergency medical providers. • In emergency events – clear and precise directions to work site will be provided to emergency responders. • In the event that a work site is in a difficult to find location, an employee will be sent to meet emergency medical services at the nearest landmark; and lead them to the work site. X. Acclimatization • New employees and employees who have not previously worked in environments where the possibility that heat illness may occur will be given an opportunity for their bodies to gradually be exposed to heat. Employees will be given an opportunity to adapt to the heat by working in the heat for at least 2 hours a day, between 4 to 14 days. • [Your Company Name] will also monitor employees during a heat wave. “Heat wave” being defined as any day the predicted temperature is at least 80 degrees Fahrenheit and at least 10 degrees Fahrenheit higher that the average high daily temperature in the preceding 5 days. Monitoring can be done by either the supervisor or by use of the buddy system. • [Your Company Name] will stress to new employees the importance of immediately reporting to their supervisor symptoms and signs of heat stress in themselves or in co-workers. XI. Heat Illness Prevention Plan Audit [Your Company Name], as part of the implementation of our Injury & Illness Prevention Program, and to ensure the success of our HIPP, will conduct an audit of our written plan and documentation by Supervisors and Managers. Audits of the HIPP will be conducted annually. The audit shall review the plan to ensure that the heat illness prevention procedures continue to be effectively implemented. This will include, but is not limited to: • Ensuring that suitably fresh and cool water is routinely provided in the required amounts. • Ensuring sufficient shade is routinely made available. • Verifying that the required supervisor and employee training has been completed. • A review of the effectiveness of emergency response procedures. • Ensuring that employees are acclimatized as required. • Ensuring that high heat procedures are implemented when the temperature reaches 95 degrees Fahrenheit.

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