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<CompanyName>

Heat Illness Prevention Plan

Version <Version>

Updated: <Date>

Contents

1.	Program Purpose	1

2.	Scope	1

3.	Policy	2

4.	Water	2

5.	Procedures for Monitoring the Weather	2

6.	Shade	3

7.	Rest Breaks	4

8.	Heat Wave Procedures	4

9.	High Heat Procedures	4

10.	Training	5

11.	Emergency Response Procedures	6

12.	Acclimatization	7

13.	Heat Illness Prevention Plan Audit	8

Appendix I – Heat Illness Prevention Daily Checklist	9

Employee Acknowledgement	10

Program Purpose

<CompanyName>’s Heat Illness Prevention Plan (HIPP) is designed to assure the safety of company employees 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.

Disclaimer: 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.

Based on the California Code of Regulations Heat Illness Prevention 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.

Scope

<CompanyName>’s 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

Auditing processes are incorporated to strengthen the plan’s success

<HIPPAdmin> and <HIPPOutdoorAdmin> are responsible for implementing the provisions of this program.

Policy

It is the policy of <CompanyName> 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. <HIPPDocAdmin> will assure a hard copy or electronic copy of this HIPP will be made available at each jobsite in both English and the language understood by the majority of employees.

Water

<HIPPAdmin> at <CompanyName> is responsible for ensuring there is fresh, pure, and suitable cool water, free of charge, as close as practicable to areas where employees are working. <HIPPOutdoorAdmin> will visually examine the water to assure purity and check that it is adequately cool by pouring some on their skin. The temperature of the water should be < 59°F.

When employees are working in large areas, water will be placed in several locations. <HIPPOutdoorAdmin> will also place water in designated shade areas and near restrooms.

<HIPPOutdoorAdmin> will assure that one (1) quart of water per person per hour is available at the start of the shift and will be responsible for water replenishment. Water levels of all containers will be checked every hour. If employees use individual water bottles, the bottles should be personalized and labeled with the employee’s name. If water containers are used, clean, individual cups will be available. The single cup method is not allowed.

<HIPPAdmin> encourages employees to drink water frequently and to report low water levels, as well as warm or dirty water containers, to <HIPPOutdoorAdmin>. Employees should drink one cup (8 oz.) of water every 15-20 minutes.

Procedures for Monitoring the Weather

<HIPPOutdoorAdmin> will be trained and instructed to check the extended weather forecast in advance of each job. Weather forecasts can be checked by:

Using the internet (http://www.nws.noaa.gov/)

Calling the National Weather Service phone numbers (see CA numbers below)

Checking the Weather Channel TV Network

<SafetyCoordinator> will assist with planning the work schedule 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; additional advance monitoring will be conducted as needed during the remainder of the year.

In addition to advance weather monitoring, <HIPPOutdoorAdmin> will review the day’s forecasted temperature and humidity level prior to each workday. Temperature and humidity levels will also be monitored on the worksite throughout the day and compared to the National Weather Service Heat Index.

<HIPPOutdoorAdmin> will evaluate the risk level for heat illness and determine when precautionary heat illness prevention measures should be taken. Modifications to the work schedule may include:

Stopping work early

Rescheduling the job

Working at night

Increasing the number of water and rest breaks

Temperature will be monitored with the use of a thermometer, in degrees Fahrenheit, for a sudden increase in temperature. Shade structures will be available and opened once temperatures exceed 80oF. 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)

Shade

<CompanyName> will provide shade when the temperature exceeds 80oF. 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.

<HIPPOutdoorAdmin> will assure 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 periods.

The interior of a vehicle will be considered as an adequate provision of shade only when the air conditioner is on.

<HIPPOutdoorAdmin> will encourage employees to take a preventive cool-down 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 five (5) minutes to rest in the shade, in addition to time needed to access the shade.

<CompanyName> 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.

Rest Breaks

It is <CompanyName>’s policy that employees take rest breaks to hydrate and cool down to control heat stress. <HIPPOutdoorAdmin> will:

Assure rest breaks are allowed when an employee feels discomfort

Increase amount of time for rest periods:

As temperatures increase

When there is limited air movement and circulation

For more strenuous work

When additional personal protective equipment is worn

Assign newer employees to less strenuous work and more frequent rest breaks

Heat Wave Procedures

<CompanyName> will implement the following procedures when the predicted high temperature for the day will be at least 80oF and when at least 10oF higher than the average high daily temperatures from the five preceding days.

The workday will be shortened or rescheduled during a heat wave.

During a heat wave and before starting work, <HIPPOutdoorAdmin> is responsible for holding a tailgate meeting to review the company Heat Illness Prevention Procedures, weather forecast, and emergency response procedures.

A buddy system will be implemented so each employee will be accountable to look for heat illness signs and symptoms.

High Heat Procedures

<CompanyName> will implement the following high heat procedures when the temperature equals or exceeds 95oF:

<HIPPOutdoorAdmin>, 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 and take preventative cool-down rest breaks when needed.

<CompanyName> will designate one 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.

<HIPPOutdoorAdmin> 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 four hours per day.

For Agricultural Employers, the following conditions apply:

When temperatures reach 95oF or above, <HIPPOutdoorAdmin> will assure that an employee takes a minimum 10-minute preventive cool-down rest period every two hours. The preventive cool-down rest period may be provided concurrently with any other required meal or other rest period.

When the workday extends beyond eight hours, <HIPPOutdoorAdmin> will provide an additional preventive cool-down period at the conclusion of the eighth hour of work. If the workday extends beyond 10 hours, then another preventive cool-down rest period will be provided at the conclusion of the tenth hour of work, and so on until the end of the workday.

<CompanyName> will provide a pre-shift meeting during periods of high heat to remind employees:

Of the company’s high heat procedures

To drink plenty of water

Of their right to take cool-down periods when necessary

Training

<CompanyName> 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.

<SafetyCoordinator> will assure that training is conducted annually, and will include the date of the training, who performed the training, who attended the training, and the subjects covered.

Short tailgate meetings will be held when temperatures are expected to exceed 90oF. Training will include:

An explanation of the employer’s responsibility to provide shade, water, cool-down 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.

<CompanyName> response plan in the case of possible heat illness.

Supervisor and employee responsibilities.

Reinforcement of the buddy system to assure both supervisors and employees are observing one another for signs of heat intolerance.

<HIPPOutdoorAdmin> will be provided with first-aid training and taught procedures to follow in case of an employee reporting or displaying symptoms of heat illness.

<HIPPOutdoorAdmin> will be trained on how to monitor weather reports and how to respond to hot weather advisories.

Emergency Response Procedures

All supervisors and management personnel, including <HIPPOutdoorAdmin>, of <CompanyName> are required to take immediate action if an employee exhibits signs or symptoms off heat illness. Emergency response procedures will include, but are not limited to, the following actions:

<HIPPOutdoorAdmin> and the employees will be provided a map of the worksite when assigned to a new job. The map should allow them to give clear and precise directions to the worksite in case emergency medical services need to be summoned.

Effective communication by voice, observation, or electronic means will be maintained so that employees at the high temperature worksite 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, <CompanyName> will develop alternative means of summoning emergency medical services.

<HIPPOutdoorAdmin> and the employees will be taught first aid measures and how emergency services are to be provided to affected employees.

<HIPPOutdoorAdmin> and the employees 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 symptoms of heat illness.

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. Steps will be taken to assure the affected employee is kept cool and comfortable to prevent further progression of heat illness. A sick employee will not be left alone in the shade.

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. First-aid will be initiated when emergency medical services is on the way to the site, and includes placing the employee in the shade, removing excess layers of clothing, placing ice packs in the armpits and groin area, and fanning the employee.

In the event that a worksite is in a difficult-to-find location, <HIPPOutdoorAdmin> will designate an employee who will be sent to meet emergency medical services at the nearest landmark and lead them to the worksite.

Acclimatization

<CompanyName> recognizes that the body needs time to adapt when temperatures rise suddenly.

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 two hours a day, between 4 – 14 days. New employees will be assigned to an experienced coworker, so they can watch each other for heat illness symptoms.

For new workers, the schedule should be 20% of the usual workday duration in the heat on day one, with an increase of no more than 20% of duration on each additional day.

For experienced workers, the schedule should be 50% of the usual workday duration in the heat on day one, 60% on day two, 80% on day three, and 100% on day four.

Breaks taken in air conditioning will not affect the acclimatization process.

It is the policy of <CompanyName> that the workday will be cut short or rescheduled during a heat wave. All employees will be observed closely for possible symptoms of heat illness.

Employees and supervisors will be trained on the importance of acclimatization. <HIPPAdmin> and <HIPPOutdoorAdmin> will stress to new employees the importance of immediately reporting to their supervisor symptoms and signs of heat stress in themselves or in coworkers.

Heat Illness Prevention Plan Audit

<CompanyName>, as part of the implementation of our Injury & Illness Prevention Program and to assure the success of our HIPP, will conduct an audit of our written plan and documentation by <HIPPAdmin> and <HIPPOutdoorAdmin>. Audits of the HIPP will be conducted annually. The audit shall review the plan to assure that the heat illness prevention procedures continue to be effectively implemented. This will include, but is not limited to:

Assuring that suitably fresh and cool water is routinely provided in the required amounts

Assuring sufficient shade is routinely made available

Verifying that the required supervisor and employee training has been completed

Reviewing the effectiveness of emergency response procedures

Assuring that employees are acclimatized as required

Assuring that high heat procedures are implemented when the temperature reaches 95°F

Appendix I – Heat Illness Prevention Daily Checklist

Category	Item	Y/N
Water	Is cool and potable drinking water available and accessible to the employees near their work area?
Are there individual drinking cups or water bottles provided?
Rest	Is the water supply replenished throughout the day?
Are newer workers assigned to lighter work and longer, more frequent rest breaks?
Are temperature, air movement, and use of additional personal protective equipment considered when determining the amount of time provided for rest breaks?
Shade	Is shade available for employees to recover when temperatures exceed 80oF?
Is there enough shade to accommodate the number of employees on break?
Are pop-up canopies provided in case there is a lack of shade available onsite?
Training	Do employees know:
How to recognize the signs and symptoms of heat illness?
The importance of acclimatization?
To frequently drink water?
The environmental and personal risk factors for heat illness?
Emergency Procedures	Can employees provide directions to their location in case emergency medical services need to be called?
Do employees know who to notify in case of an emergency?
Is there someone designated onsite to provide first-aid, and are all employees aware of who that is?

Always Remember: Water. Rest. Shade.

Employee Acknowledgement

I have received information on <CompanyName>’s Heat Illness Prevention Plan. By signing below, I agree to abide by the procedures in this document and bring to the attention of my supervisor any questions or concerns had.
Employee Name: _________________________________
Employee Signature: ______________________________
Date: __________________________________________