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HomeMy WebLinkAbout700-23POLICY & PROCEDURE Subject: OUTDOOR HEAT SAFETY Index: SAFETY Number: 700-23 Effective Date: 9/16/2024 Supersedes: 9/12/2011 Page: 1 of 6 Staff Contact: Administrator Approved By: 1.0 PURPOSE: The Outdoor Heat Safety P olicy was developed to protect employees from heat-related illnesses and injuries. This policy and completed Outdoor Heat Safety Plan are part of the City’s Accident Prevention Program. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions with employees performing work in an outdoor environment. 3.0 REFERENCES: WAC 296-62-095, Outdoor Heat Exposure Appendix: Outdoor Heat Safety Plan Template 4.0 POLICY : 4.1 This policy applies to employees working outdoors more than 15 minutes during any 60-minute period at the temperatures and conditions shown in Table 1. The 15-minute exception applies to every hour of the work shift. 4.2 City departments that have employees who perform work outdoors are responsible for implementing the following requirements when temperatures reach the action levels in Tables 1 and 2. 700-23 Outdoor Heat Safety p. 2 Table 1: Outdoor Heat Action Levels Outdoor Temperature Clothing Action Levels Requirements 52°F or more Non-breathable clothes including vapor barrier clothing or personal protective equipment (PPE) such as chemical resistant suits • Provide sufficiently cool drinking water • Provide shade or other sufficient means to reduce body temperature • Implement acclimatization procedures • Observe for signs and symptoms of heat-related illness • Follow response procedures for heat- related illness 80°F or more All other clothing types 4.3 In addition to the requirements in Table 1, City departments must follow High Heat Procedures when temperatures are at or above 90°F, regardless of employee clothing, unless engineering or administrative controls are used to lower employees' exposure below 90° F. Table 2: High Heat Action Levels Outdoor Temperature Rest period requirements Additional requirements 90°F or more One 10-minute mandatory cool-down rest period every 2 hours Closely observe employees for signs and symptoms of heat-related illness through either: • Regular communication with employees working alone (via phone or radio), or • A mandatory buddy system 100°F or more One 15-minute mandatory cool-down rest period every hour 4.4 Supervisors are responsible for supporting outdoor heat safety by: • Encouraging employees to frequently consume water or other acceptable beverages to ensure hydration. • Allowing employees to take a preventative cool-down rest period when they feel the need to do so to protect themselves from overheating. • Implementing additional strategies to control other heat stress factors. 4.5 Employees are responsible for practicing outdoor heat safety by: • Monitoring their own personal factors for heat-related illness. • Consuming sufficient water or other acceptable beverages to ensure hydration. • Taking preventative cool-down rest periods when they feel the need to do so to prevent from overheating. 5.0 DEFINITIONS: Acclimatization: The body’s temporary adaptation to work in heat that occurs as a person is exposed to it over a period of seven to 14 days depending on the amount of 700-23 Outdoor Heat Safety p. 3 recent work in the heat and the individual factors. Acclimatization can be lost after seven consecutive days away from working in the heat. Buddy system: A system where individuals are paired or teamed up into work groups so each employee can be observed by at least one other member of the group to monitor and report signs and symptoms of heat-related illness. Drinking water: Potable water that is suitable to drink and suitably cool in temperature. Other acceptable beverages include drinking water packaged as a consumer product, and electrolyte-replenishing beverages (i.e., sports drinks) that do not contain high amounts of sugar, caffeine, or both such as energy drinks. Engineering controls: The use of devices to reduce exposure and aid cooling, not including wearable items. Examples of engineering controls include fans, misting stations, air -conditioning, etc. Heat-related illness: A medical condition resulting from the body's inability to cope with a particular heat load, and includes, but is not limited to, heat cramps, heat rash, heat exhaustion, fainting, and heat stroke. Outdoor environment: An environment where work activities are conducted outside. Work environments such as inside vehicle cabs, sheds, and tents or other structures may be considered an outdoor environment if the environmental factors affecting temperature are not managed by engineering controls. Risk factors for heat -related illness: Conditions that increase susceptibility for heat- related illness including: • Environmental factors such as air temperature, relative humidity, air movement, radiant heat from the sun and other sources, conductive heat sources such as the ground; • Workload (light, moderate, or heavy) and work duration; • Personal protective equipment and clothing worn by employees; and • Personal factors such as age, medications, physical fitness, and pregnancy. Shade: A blockage of direct sunlight. Shade may be provided by any natural or artificial means that does not expose employees to unsafe or unhealthy conditions and that does not deter or discourage access or use. One indicator that blockage is sufficient is when objects do not cast a shadow in the area of blocked sunlight. Shade is not adequate when heat in the area of shade defeats the purpose of shade, which is to allow the body to cool. For example, a car sitting in the sun does not provide acceptable shade to a person sitting in it, unless the car is running with air-conditioning. Vapor barrier clothing: Clothing that significantly inhibits or completely prevents sweat produced by the body from evaporating into the outside air. Such clothing includes encapsulating suits, various forms of chemical resistant suits used for PPE, and other forms of non-breathable clothing. 700-23 Outdoor Heat Safety p. 4 6.0 PROCEDURES: 6.1 Outdoor Heat Safety Plan City departments that have staff who perform work outdoors are responsible for completing or updating the Outdoor Heat Safety Plan template in the Appendix prior to May 1 each year. This plan should be specific to the department, division, section, or program. The fillable template is located on the Risk Management SharePoint page under “Outdoor Heat Safety.” 6.2 Drinking water When employee exposure is at or above an applicable temperature listed in Table 1: 6.2.1 Department administrators or designee(s) must ensure that a sufficient quantity of suitably cool drinking water is readily accessible to employees at all times. 6.2.2 All employees must have the opportunity to drink at least one quart of drinking water per hour. 6.3 Access to shade When employee exposure is at or above an applicable temperature listed in Table 1: 6.3.1 Department administrators or designee(s) must provide and maintain one or more areas with shade at all times while employees are present that are either open to the air or provided with ventilation or cooling and not adjoining a radiant heat source such as machinery or a concrete structure. The shade must be located as close as practicable to the areas where employees are working. 6.3.2 The amount of shade must be large enough to accommodate the number of employees on a meal or rest period, so they can sit in a normal posture fully in the shade. 6.3.3 Other means to reduce body temperature may be used if such means are equally or more effective than shade. Some alternatives may include misting stations, cooling vests, or air-conditioned areas. 6.4 Adjusting to Heat (Acclimatization) 6.4.1 Department administrators or designee(s) must closely observe employees for signs and symptoms of heat-related illness by implementing one or more of the close observation options: 700-23 Outdoor Heat Safety p. 5 • Regular communication with employees working alone, such as by radio or cellular phone; • A mandatory buddy system; or • Other effective means of observation. 6.4.2 Departments must acclimate employees: 6.4.2.1 For 14 days when employees are newly assigned to working at or above the applicable temperatures listed in Table 1 and/or return to work at the applicable temperatures listed in Table 1 after an absence of 7 days or more. 6.4.2.2 During a heat wave. For this section only, “heat wave” means any day in which the predicted high temperature for the day will be at least the temperatures listed in Table 1 and at least 10°F higher than the average high daily temperature in the preceding five days. 6.5 High Heat Procedures The mandatory rest periods and observations described in Table 2 must be implemented during periods of outdoor temperatures at or above 90°F unless engineering or administrative controls are implemented to reduce exposure below 90°F. 6.6 Responding to Signs and Symptoms of Heat-Related Illness 6.6.1 Department administrators or designee(s) must ensure that effective communication by voice, observation, or electronic means is maintained to allow employees at work sites and their supervisor can contact each other to report signs and symptoms of heat-related illness and get medical attention when necessary. 6.6.2 Employees experiencing signs and symptoms of a heat-related illness are to cease work and report their condition to their supervisor. 6.6.3 Employees showing signs or demonstrating symptoms of heat-related illness are to be relieved from duty and provided sufficient means to reduce body temperature. 6.6.4 Employees experiencing sunburn, heat rash or heat cramps will be monitored to determine whether medical attention is necessary. Emergency medical services will be called (911) when employees experience signs and symptoms of heat exhaustion or heat stroke. 700-23 Outdoor Heat Safety p. 6 6.7 Training 6.7.1 Supervisor Training Prior to supervising employees working outdoors with heat exposure at or above the action levels, supervisors will receive training in the following topics: • The content and procedures contained in this policy and their Outdoor Heat Safety Plan. • Procedures the supervisor will follow if an employee shows signs and symptoms consistent with possible heat-related illness. • Specific procedures, if necessary, describing how to move or transport employees from a remote work site to a place where they can be reached by emergency medical services. • Information provided in employee training in Section 6.7.2. 6.7.2 Employee Training Prior to working outdoors with heat exposure at or above the action levels, employees who may be exposed to outdoor heat at or above the action levels will receive training in the following topics: • Environmental factors that might contribute to the risk of heat-related illness. • Personal factors that may increase susceptibility to heat-related illness. • The importance of removing heat-retaining personal protective equipment during breaks. • The importance of frequent drinking of small quantities of water. • The importance of acclimatization. • The different types and common signs and symptoms of heat-related illnesses. • The procedure for immediately reporting signs and symptoms of heat- related illness in themselves or coworkers to their supervisor or person in charge. 6.7.3 Refresher Training Supervisors and employees covered by this program are to receive annual refresher training prior to May 1st every year. Refresher training must include the topics in 6.7.2 as well as any changes to the Outdoor Heat Safety Plan. 700-23 Outdoor Heat Safety p. 7 APPENDIX // 1 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN CITY OF RENTON Outdoor Heat Safety Plan ACCIDENT PREVENTION PROGRAM // 2 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN This page is intentionally left blank. // 3 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN Instructions Each City department, division, section, or program with employees who work outdoors are responsible for completing this document prior to May 1 each year. This document is designed to be completed by entering text in the appropriate location. Each field to be completed is gray in color and bounded by similar color border. Place the cursor inside the text box and answer or provide the requested information. Once completed, print the document for use in your department. Send a pdf copy to Risk Management. As part of the annual training, review the initial/updated heat response plan with staff. Document attendance, ensuring all staff that work outdoors have received the annual training. If there are questions, concerns, or suggestions, contact Risk Management for assistance. DEPARTMENT/DIVISION/SECTION/WORK GROUP: Click or tap here to enter text. DATE COMPLETED/UPDATED: Click or tap to enter a date. COMPLETED BY: Click or tap here to enter text. // 4 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN Introduction The purpose of the Outdoor Heat Safety Plan is to help prevent heat-related illnesses and injuries. City departments with employees who work outdoors for more than 15 minutes during any 60-minute period are required to complete this template to customize the plan to meet the requirements in Washington Administrative Code, WAC 296-62-095 Outdoor Heat Exposure, enforced by the Washington State Department of Labor and Industries (L&I), Department of Occupational Safety and Health (DOSH). Supervisors are required to complete this plan and review it with employees initially, annually, and when updates are needed. Evaluate and consider the specific conditions (i.e., temperature and type of clothing worn) during your outdoor work activities to successfully tailor this plan and procedures. Attachment A can be used to document the review of this plan with employees. Scope This plan applies to employees working outdoors more than 15 minutes in any 60-minute period at the following temperatures and conditions:  At 52°F or above when wearing clothing that is non-breathable or provides a vapor barrier like rain gear, chemical-resistant suits, or Level A suits.  At 80°F or above when wearing any other type of clothing, such as typical shirts and pants. The 15-minute exception applies to every hour of the work shift. Employees doing the following jobs are considered to meet the descriptions above:  [list job titles/types and/or tasks] Roles & Responsibilities City Departments (Or Divisions or Sections) To ensure employee safety and to comply with the Washington state rule, departments are required to:  Ensure employees who work outdoors and their supervisors complete the Outdoor Heat Safety training initially and annually.  Develop and implement an Outdoor Heat Safety Plan by completing this template. Review this plan with employees initially and annually.  Inform employees that they are protected from retaliation for reporting signs or symptoms of heat-related illness, or for seeking medical care for heat-related illness // 5 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN resulting from outdoor work. Employees are also protected from retaliation for taking a cool-down rest period when they feel the need to prevent heat-related illness. Departments are encouraged to provide sunscreen to employees, which increases the likelihood of employees using it and mitigates the risk of sun damage and sunburn. Employees  Complete Outdoor Heat Safety training initially and annually.  Follow City and department requirements for preventing heat-related illness.  Drink adequate amounts of suitably cool water (up to one quart/hour).  Request breaks when needed.  When temperatures are at or above 90°F, take preventive cool-down rest breaks of at least 10 minutes every 2 hours.  When temperatures are at or above 100°F, take preventive cool-down rest breaks of at least 15 minutes every hour.  Recognize and monitor themselves for symptoms of heat-related illness and know their personal risk factors for heat-related illness, which may include obesity, diabetes, heart disease among others. Worker health and safety requirements Employees and supervisors share responsibility for safety at the jobsite. This includes watching out for yourself and others because heat illness can quickly become a life-threatening condition if unnoticed or ignored. 1. Hydration Encourage employees to stay hydrated:  Drink at least 1 cup every 15-20 minutes.  Don’t wait to be thirsty to drink water, and don’t drink it all at once. In fact, it’s best to start drinking water before work. Drink small amounts often throughout the day to stay hydrated.  Sport drinks low in sugar are okay. Avoid drinks with caffeine and high sugar content like sodas because they won’t hydrate you. Supervisors must:  Allow additional water breaks during hot days.  Make sure there is enough water to allow each person to drink at least a quart of water each hour. // 6 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN [Describe how you will ensure this. Determine how much water will be needed for each person or team, and how to make it accessible and keep it cool to encourage frequent drinking. On hotter days individuals may drink more water so plan accordingly.] [Identify who is in charge of setting up and carrying supplies, who checks water level and replenishes the supplies (e.g., disposable cups, etc.). If reusable containers are used, include details to ensure proper cleaning. Explain how you ensure employees only drink potable water. Emphasize not sharing cups/bottles, not dipping cups in water, and not drinking from non- potable water sources like lakes or from hoses not labeled as safe for drinking.] 2. Cooling breaks Encourage and allow employees to take preventative cooling breaks to reduce the potential for overheating. Employees should be aware of personal factors that can contribute to susceptibility to heat-related illnesses. Cool-down rest periods are paid time unless taken during a meal period. [Describe the procedure for communicating and allowing employees to take additional breaks to prevent overheating.] 3. Shade at the worksite [Describe how to utilize shade in work and/or break areas to reduce the heat. Include details to accomplish the task. For example: Before work begins, the supervisor will assess shade options for each job site. Use available shade such as trees, walls and/or set up shade structures like a portable canopy when no other options are available. Fans can help if the air temperature doesn’t go above 95°F, but if air-conditioned spaces are available, like cabs, they can be utilized to cool individuals off. The job supervisor is responsible to ensure that equipment is available, functional, transported, and set up properly.] 4. Work schedule [Describe the established work/rest schedule for routine and heavy work. Consider changes in shift timing to avoid working during the hottest period of the day. For example, night work, early half days or stopping work completely. Include additional precautions in the event of a heat wave or a temperature change of 10 degrees or more.] 5. Adjusting to heat (acclimatization) It takes about two weeks to fully adjust to hot working conditions. This adjustment is lost if you are away from the hot conditions for seven days or more. Acclimatization is required for the first 14 days of exposure above 80°F (52°F if wearing non-breathable clothing) and after an absence of seven days or more when temperatures are at or above the same levels. Acclimatization is also required during a heat wave where temperatures are above the same levels and at least 10 degrees higher than the average daily high temperature in the preceding five days. // 7 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN [Describe your acclimatization plans for workers and supervisors to follow. Start with light physical work and/or short duration of work time and slowly increase each day. The following example shows how time is increased by 20% (of the total shift) each day for non-acclimatized workers.] Day 1: (Example, 96 minutes per 8 hours of work) Day 2: (Example, 192 minutes per 8 hours) 6. Employee observation Employees must be observed for signs and symptoms of heat-related illness during the acclimatization period and during periods of extreme heat over 90°F. Observation must involve one or more of the following:  Regular communication with personnel working alone, such as by radio or cellular phone,  A mandatory buddy system,  Other effective means of observation. [Describe your observation plans for unacclimated employees and supervisors or during periods of high heat.] 7. High heat procedures High heat procedures must be implemented during periods of outdoor temperatures at or above 90°F unless engineering or administrative controls are implemented to reduce exposure below 90°F. Mandatory rest periods must be provided in the shade or equally or more effective method to reduce body temperature. At or above 90°F, a mandatory rest period of 10 minutes every two hours is required. At or above 100°F, a mandatory rest period of 15 minutes every hour is required. Observations described in Section 6 must also be implemented. [Describe the procedures for communicating and implementing the high heat procedures including mandatory breaks, employee observations, hydration and reporting of incidents] 8. Training Initially and annually thereafter, employees working in the positions listed in the scope above are required to receive outdoor heat safety training. This requirement can be met by completing the Outdoor Heat safety training which includes the risks of outdoor heat exposure, signs and symptoms of heat-related illness, and the steps to take to stay healthy and safe. [You may want to pair an experienced worker with new workers to monitor each other and ensure they can put the training into practice.] Employees need to be aware of the following as part of training: // 8 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN  How heat can make them sick and how to recognize the common signs and symptoms of heat-related illness in themselves and coworkers. Four most common conditions are heat rash, heat cramps, heat exhaustion, and heat stroke.  The environmental factors that increase risk for heat-related illness such as higher temperatures, humidity, sunlight (working under direct sunlight makes it feel about 15 degrees hotter), additional sources of heat like powered equipment and asphalt, no wind, level of physical activity, and wearing of personal protective equipment (PPE) or layers of clothing.  Personal factors that may increase susceptibility to heat-related illness including age, not being acclimatized, having medical conditions such as hormonal and heart issues and diabetes, dehydration, and use of substances that can affect the body’s response to heat like drugs, alcohol, caffeine, nicotine, and medications.  The importance of removing heat-retaining PPE such as non-breathable chemical resistant clothing during all breaks to allow their body to cool down.  How to stay well hydrated by drinking small quantities of water or other acceptable beverages frequently throughout the day.  The importance of acclimatization (to get used to the conditions). It takes about 5 days to start and two weeks to be fully acclimated.  How to immediately report signs or symptoms of heat-related illness they experience or observe in coworkers, and how to immediately respond to prevent the situation from becoming a medical emergency. How to identify and what to do during a heat-related medical emergency (e.g., potential heat stroke).  The contents of this Outdoor Heat Safety Plan and department-specific information and procedures. Supervisors need to know the following as part of training (in addition to what is detailed for employees above):  The procedures to follow to implement this Plan including the acclimatization schedule, how to keep track of environmental conditions throughout the day, when to increase the number of breaks or stop work early, to check that workers are accessing shade and water (especially for mobile operations), encourage them to stay hydrated, and communicate with lone workers to ensure they are safe.  Steps the supervisor must take if an individual shows signs and symptoms of possible heat-related illness, including appropriate emergency response procedures and how to transport affected individuals to a medical service provider. Responding to heat-related illness Let a supervisor or someone nearby know if you or a co-worker is experiencing any signs or symptoms of heat-related illness and take immediate action to ensure things don’t get worse. Department-specific emergency response procedures should be included below. // 9 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN 1. Time is critical. Get the individual(s) experiencing symptoms away from the hot area into a cool shaded area. Quick action increases the chances of full recovery. 2. Let the individual(s) rest and drink cool water. [List other practices adopted to reduce heat and to help cool affected individuals such as removing PPE. List available supplies such as ice packs and other first aid supplies.] 3. Never leave an individual who is experiencing heat-related problems alone, as their condition may worsen. [For employees working alone, specify the supervisor or designee staying on the line to monitor their recovery and the need to contact emergency services.] 4. If the individual does not respond quickly, call emergency medical services. [Describe the method to access emergency medical services. Include a map and clear directions to give if emergency services are called.] 5. [If the individual is in a remote or non-developed area with unidentified roads, create procedures for moving or transporting them to a place where they can be reached by emergency medical services. For example, you may need to have the supervisor, or another person meet emergency services at the closest point to guide them to the ill employee’s location.] If the individual receives medical attention, a written authorization from the provider that the worker can return to work, or if there are any work restrictions or limitations, is required. The supervisor, the person injured, or another department representative must submit an injury report within 24 hours via Origami Risk. Any inpatient hospitalization requires immediate notification to HRRM. // 10 ACCIDENT PREVENTION PROGRAM ACCIDENT PREVENTION PROGRAM OUTDOOR HEAT SAFETY PLAN ATTACHMENT A: Sample Documentation Form Unit or Site-Specific Wildfire Smoke Safety Plan Review Workplace Name: Name Training Date Signature Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. Click here to enter name. Click here to enter date. By signing this log, you confirm that you have been provided with site specific wildfire smoke safety information, that the content of the information is understood, and that you have had an opportunity to ask questions.