Heat Illness Prevention Program
Heat Illness Prevention Program
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Program Descritption
California employers must protect their workers from the hazards of excessive heat exposure. California Code of Regulations, Title 8 (CCR T8), section 3395 addresses outdoor workplaces, and section 3396 addresses indoor workplaces. Depending on the circumstances, employers must develop written worker heat illness prevention procedures that address one or both types of workplaces.
This program ensures that all UC Riverside employees are protected from heat illness whether indoors or outdoors and are aware of and can recognize heat illness symptoms, methods to prevent illness, and procedures to follow if symptoms occur.
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Scope
The Heat Illness Prevention Program applies to all UC Riverside employees and applies to all indoor and outdoor places of employment where environmental or personal risk factors for heat illness are present. UC Riverside locations likely to be impacted by heat illness include but are not limited to:
- Most outdoor locations
- Steam tunnels
- Mechanical and utility rooms
- Dishwashing rooms
- Boiler rooms
- Cage washing areas
- Kitchens
- Greenhouses
- Sheds and storage containers
- Warehouses
- Autoclave rooms
- Mechanic’s Shops
- Locker rooms
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Definitions
Acclimatization: means the temporary adaptation of the body to work in the heat that occurs gradually when a person is exposed to it. Acclimatization peaks in most people within four to fourteen days of regular work for at least two hours per day in the heat.
Administrative Control: means a method to limit exposure to a hazard by adjustment of work procedures, practices, or schedules. Examples include but are not limited to: acclimatizing employees, rotating employee assignments, scheduling work early in the day or at night, using work/rest schedules, reducing work speed, and adjusting required clothing to accommodate if hazards allow.
Clothing that Restricts Heat Removal: means full-body covering the arms, legs, and torso that is any of the following: waterproof, designed to protect from chemical, biological, physical, radiological or fire hazards, and protection for worker or work process contamination. Exceptions are clothing and uniform clothing constructed of knit or woven fibers that are permeable to air and water and without full-body thermal, vapor, or moisture barriers.
Cool Down Area - Indoor: Area designated by supervisor that provides an indoor area below 82 degrees and shielded from high radiant heat sources (ovens, sunlight, etc.) for employees to take cool-down breaks. Cooling areas must provide seating and have someone on duty to monitor employees for symptoms while in the Cool Down Area.
Engineering Control: means a method of control or device that removes or reduces hazardous conditions or creates a barrier between the hazard and the employee to reduce exposure to heat. Examples include but are not limited to: isolating employees from heat sources, local exhaust ventilation, fans, air conditioning, swamp coolers, misting fans, natural ventilation where the outdoor temperature is cooler, shielding for radiant het sources, and insulation of hat surfaces.
Environmental Risk Factors for Heat Illness: means working conditions that create the possibility that heat illness could occur, including air temperature, relative humidity, radiant heat from the sun and other sources, conductive heat sources such as the ground, air movement, workload severity, and duration, protective clothing and personal protective equipment worn by employees.
Globe Temperature: means the temperature measured by a globe thermometer, which consists of a thermometer sensor in the center of a six-inch diameter hollow copper sphere painted on the outside with a matte black finish, or equivalent. The globe thermometer may not be shielded from direct exposure to radiant heat while the globe temperature is being measured. There are instruments which can simulate a globe thermometer and provide an equivalent reading using a standard conversion equation that can be substitutes for the 6” globe thermometer.
Heat Illness: means a serious medical condition resulting from the body's inability to cope with a particular heat load, and includes heat rash, heat cramps, heat exhaustion, heat syncope, and heat stroke.
High-Radiant Heat Area: means a work area where the globe temperature is at least five degrees Fahrenheit greater than the dry bulb temperature.
High Radiant Heat Source: means any object, surface, or other source of radiant heat that, if not shielded, would raise the globe temperature of the cool-down area five degrees Fahrenheit or greater than the dry bulb temperature of the cool-down area. High radiant heat sources include but are not limited to: direct sunlight, boilers, steam pipes, ovens, hot exhaust, etc. that emit large amounts of heat.
Indoor: refers to a space that is under a ceiling or overhead covering that restricts airflow and is enclosed along its entire perimeter by walls, doors, windows, dividers, or other physical barriers that restrict airflow, whether open or closed. Indoor does not refer to a shaded area that meets the requirements of and is used exclusively as a source of shade for employees working outdoors.
Landscaping: Means providing landscape care and maintenance services and/or installing trees, shrubs, plants, lawns, or gardens, or providing these services in conjunction with the design of landscape plans and/or the construction (i.e., installation) of walkways, retaining walls, decks, fences, ponds, and similar structures, except for employment by an employer who operates a fixed establishment where the work is to be performed and where drinking water is plumbed.
Personal Risk Factors for Heat Illness: Factors such as an individual's age, degree of acclimatization, health, water consumption, alcohol consumption, caffeine consumption, and use of prescription medications that affect the body’s water retention or other physiological responses to heat.
Potable: A liquid that is suitable and safe to drink.
Preventive Cool Down Rest: means a rest taken in a cool-down area to prevent overheating.
Preventative Recovery Period: A period, at least five minutes, used to recover from the heat in order to prevent further heat illness.
Relative Humidity: means the amount of moisture in the air relative to the amount that would be present if the air were saturated.
Shade: Blockage of direct sunlight. Canopies, umbrellas, and other temporary structures or devices may be used to provide shade. 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 the 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 inside it, unless the car is running with air conditioning.
Shielding: means a physical barrier between radiant heat sources and employees that reduces the transmission of radiant heat.
Temperature: means the dry bulb temperature in degrees Fahrenheit obtainable by using a thermometer to measure the outdoor temperature in an area where there is no shade. While the temperature measurement must be taken in an area with full sunlight, the bulb or sensor of the thermometer should be shielded while taking the measurement, e.g., with the hand or some other object, from direct contact with sunlight.
Union Representative: means a recognized or certified collective bargaining agent representing the employees.
Wet Bulb Globe Temperature (WBGT): means a type of apparent temperature used to estimate the effect of temperature, humidity, wind speed (wind chill), and visible and infrared radiation (usually sunlight) on humans. It is used by industrial hygienists, sporting events and the military to determine appropriate exposure levels to high temperatures. Measurements are taken with a WBGT meter, and the actual WGBT is derived using a formula.
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Responsibilities
Employees
- Complete UC Heat Illness training.
- Comply with all heat illness prevention procedures for your department while performing assigned duties.
- Communicate with supervisors about heat illness risks and exposures you are experiencing so that controls can be put in place
- Come to work well rested and hydrated
- Drink 8 ounces of water every 15 minutes during work
- Take breaks as often as needed to avoid heat illness symptoms and recover
- Alert supervisors immediately if you or a co-worker experiences any symptoms of heat illness
- Call 911 to request emergency medical services in the event medical assistance is required for anyone.
- Take extra precautions while wearing PPE and face coverings by reducing the interval times between breaks and visits to shade.
- Alert your supervisor if you have heat intolerance due to medical conditions and/or medications you are taking.
- Ensure access to a shaded area is available to recover from heat related symptoms prior to beginning work tasks.
- Request supervisors schedule outdoor tasks during the hotter months early in the day or at night when temperatures are lower.
- Inform supervisors if shade and/or water is inadequate.
Supervisors
- Complete supervisor training track in UC Heat Illness.
- Require all affected employees to complete UC Heat Illness training in the UCR Learning Center.
- Identify all tasks/employees that are required to work indoors or outdoors where the potential for heat illness exists.
- Monitor weather conditions and alert employees of heat illness prevention measures when the temperature exceeds 80 degrees at a work location, indoors or outdoors. Use NIOSH Heat Stress App and National Weather Service to monitor the weather.
- Use and share the UCR Main Campus Worksite Heat Plan, develop an indoor plan, or develop an outdoor plan for off-campus and special areas using the templates provided in the "Information, Forms, and External Resources" section below.
- Adapt and modify Worksite Specific Heat Illness Work Plans for impacted work areas to document worksite controls in place.
- Communicate Worksite Specific Heat Illness Work Plans to employees before the start of work each day when heat illness is a risk.
- Request a heat illness exposure assessment from EH&S if you are unsure if an area is subject to the regulation.
- Provide worksite-specific training that identifies specifically where and how water, rest, and shade are provided to employees.
- Take extra precautions for teams wearing PPE and face coverings by reducing the interval times between breaks and increasing visits to cooling centers.
- Ensure that adequate water, shade, and cooling areas are available at the job site when the environmental risk factors for outdoor and indoor heat illness are present.
- Always provide shade and cooling centers when the temperature reaches 80 degrees and by request if lower than 80 degrees.
- Identify indoor air-conditioned cooling locations close to scheduled work and inform employees of them.
- Outdoor work in agriculture, Landscape Services, and tasks considered to be construction only are subject to high-heat procedures when outdoor temperatures reach 95 degrees
- Provide fans, misters, misting fans, or other supplemental cooling to work and shade areas
- Encourage and allow employees to take cool-down breaks as needed when they feel they need to do so to protect themselves from overheating
- Supervisors must monitor employees or designate someone to monitor employees during work and breaks to watch for signs of heat illness
- Encourage employees to drink water frequently. They should consume 8 ounces every 15 minutes
- Provide coolers of chilled water and ice in shade areas and work locations that are away from known water sources.
- If employees show any signs of heat illness initiate first aid procedures
- Call 911 to request emergency medical services in the event medical assistance is required
Environmental Health and Safety (EH&S)
- Establish and update the written Heat Illness Prevention Program.
- Provide educational materials for pre-work meetings, safety meetings, and staff meetings as requested.
- Provide UC Heat Illness training through the UC Learning Center and in person as requested.
- Provide consultation/training to departments that fall within the scope of the program.
- Conduct heat exposure assessments when necessary.
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Outdoor Heat Illness
Outdoor Temperature Assessment
For outdoor workplaces, when temperatures are greater than 80°F controls including water, rest and shade must be provided. Supervisors should monitor weather conditions year-round. Here in Southern California 80-degree days can happen in any month and trigger heat illness prevention actions. For UCR purposes, the heat index will provide the adjusted temperature we should base our level of action upon. You can determine the heat index by finding the temperature and humidity from the National Weather Service for forecasts and current conditions. You will need to use the heat index chart below to determine the heat index. An acceptable alternative to this is to download and use the NIOSH Heat Safety Tool app on a cell phone or other supported device. The app is user-friendly tool provides you the heat index (feels like temperature) and also provides symptom lists, first aid procedures, a hydration and rest timers and other useful features.
If the heat index or “feels like” temperature is in the danger or extreme danger zone (orange or red), the work should be rescheduled for overnight, earlier in the day or when the weather improves. Activities outside during a danger or extreme danger period should be for emergency and critical repairs only. All other regular non-critical work must be rescheduled unless engineering and administrative controls can effectively reduce the hazard as determined by EH&S.
Supervisors and employees can request EH&S assistance in determining if outdoor tasks are putting employees at risk for heat illness and determine if the controls in place are adequate or if additional controls are needed.
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High Heat Procedures for Agriculture, Landscaping, & Construction
High-heat procedures are only required for workers who perform jobs in the industries listed below, however, it is strongly recommended that similar procedures be implemented for non-required industries to reduce the risk of heat-related illness whenever possible:
- Agriculture (employees employed in agriculture must take a minimum 10-minute preventative cool-down rest period every two hours.)
- Construction
- Landscaping (except for employment by an employer who operates a fixed establishment where the work is to be performed and where drinking water is plumbed)
- Oil and gas extraction
- Transportation (except for employment that consists of operating an air-conditioned vehicle and does not include loading and unloading.
When the temperature hits 95 degrees or higher, high-heat procedures are encouraged to implement these procedures:
- Supervisors should ensure effective communication by voice, observation, or electronic means is maintained so that employees at the worksite can contact a supervisor when necessary. Cell phone calling or texting, and radio communication are acceptable but must be tested to ensure it works and also continues to work throughout the shift.
- Employees should be observed for alertness and signs or symptoms of heat illness. The supervisor should try to implement effective observation/monitoring by implementing one or more of the following:
- Supervisor or designee observing 20 or fewer employees per person
- Mandatory buddy system
- Regular communication with each employee by radio, cell phone
- Another effective method as approved by EH&S
- Designate one or more employees on each worksite as authorized to call for emergency medical services, and allow other employees to call for emergency services when no designated person is available.
- Reminding employees to drink water throughout the shift
- Supervisors should hold pre-shift meetings before the start of work to review the high heat procedures, where to access shade and cooling areas, supervisors remind employees to take water with them and encourage them to drink, and remind employees of their right to take a cool-down rest when necessary.
- For employees in agricultural work:
- When temperatures reach 95 degrees or above, the employer shall ensure that the employees take a minimum ten-minute net preventative cool-down rest period every two hours. The preventative cool-down rest period required by this paragraph may be provided concurrently with any other meal or rest period required by Industrial Welfare Commission Order No. 14 (8 CCR 11140) if the timing of the preventative cool-down rest period coincides with a required meal or rest period thus resulting in no additional preventative cool-down rest period required in an eight-hour workday. If the workday will extend beyond eight hours, then an additional preventative cool-down rest period will be required at the end of the eighth hour of work; and if the workday extends beyond ten hours, then another preventative cool-down rest period will be required at the end of the tenth hour and so on. For purposes of this section, the preventative cool-down rest period has the same meaning as the “recovery period” in Labor Code Section 226.7(a).
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Indoor Heat Illness
Indoor Temperature Assessment
Supervisors should evaluate indoor work locations to determine if employees may be at risk for heat-related illness. Using a thermometer to check the location temperature can indicate if further investigation is needed. For indoor work locations that seem hot, where workers have complaints about the temperature, have a constant temperature over 82 degrees and/or excess humidity (measured with a standard thermometer and humidity sensor), or have radiant heat sources where employees are frequently exposed, supervisors should request an indoor temperature assessment from EH&S. EH&S will review the location using one or more methods recommended by Cal/OSHA to determine if the location is subject to the regulation.
In addition, EH&S will manage a list of locations that are determined to or assumed to pose heat-related risks to employees. Supervisors for employees that work in these locations will be made aware and EH&S will assist in developing a plan for implementing controls and posting warnings.
EH&S may use a Kestrel 5400, Kestrel Drop temperature and humidity Data Logger, a manual globe thermometer, or other calibrated equipment to take readings in work areas to determine the need for and type of control plan. In some cases, areas will be assumed to be high heat areas and controls will be put in place without a full assessment. Assessments may be conducted to determine proper controls, if controls are working, or whether the space is subject to the regulation. Assessments will consist of multiple measurements taken during normal work hours and days to represent worker exposure. Employees working in the area will be interviewed and observed. A report will be generated to provide clear results and any recommendations for engineering and administrative controls that may be necessary. A conference with supervisors, affected employees, and union representatives (if applicable) will be scheduled to discuss the results and to develop the work plan. Supervisors are responsible for developing, implementing, enforcing, and communicating the work plan to all affected employees.
Indoor Heat Exposure Specific Control Measures
Control measures will be implemented when either of the following occurs:
- The temperature equals or exceeds 87 degrees Fahrenheit when employees are present; or
- The heat index equals or exceeds 87 degrees Fahrenheit when employees are present; or
- Employees wear clothing that restricts heat removal and the temperature equals or exceeds 82 degrees Fahrenheit; or
- Employees work in a high radiant heat area and the temperature equals or exceeds 82 degrees Fahrenheit.
Feasible engineering controls will be implemented first to reduce the temperature and heat index to below 87°F (or temperature to below 82°F for workers working in clothing that restricts heat removal or working in high radiant heat areas). Administrative controls will be added if feasible and engineering controls are insufficient to comply with the standard. If both engineering and administrative controls are not enough to decrease the temperature and minimize the risk of heat illness, then personal heat-protective equipment must be provided by the department. Contact EH&S for assistance choosing appropriate heat-protective equipment.
- The temperature equals or exceeds 87 degrees Fahrenheit when employees are present; or
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Provision for Water
Whenever environmental risk factors for heat illness exist, supervisors are responsible to ensure that clean, fresh, and cool potable water is readily available to employees. Plumbed drinking water which is fresh, pure, and suitably cool, is available to campus employees at various campus hydration stations. The location of all hydration stations can be found on the UCR Campus Map select the Water Refill/Charging Stations tab and select Water Refill Stations).
Screenshot of the UCR online campus map Where unlimited drinking water is not immediately available from a plumbed system, supervisors must provide enough water for every employee to be able to drink one quart of water per hour for the entire shift (at least 2 gallons per employee for an 8-hour shift). Smaller quantities of water may be provided at the beginning of the shift if there are effective procedures for replenishing the water supply during the shift as needed.
The Cal/OSHA standard requires not only that water be provided, but that supervisors encourage employees to drink frequently. Employees must understand that thirst is not an effective indicator of a person's need for water and it is recommended that individuals drink one quart of water, or four 8-ounce cups, per hour when working in hot environments.
Departments shall take one or more of the following steps to ensure employees have access to drinking water:
- Provide access to drinking fountains
- Supply water cooler/dispenser and single service cups
- Supply sealed one-time-use water containers
Drinking water and water dispensers shall meet the following requirements:
- All sources of drinking water shall be maintained in a clean and sanitary condition
- Drinking water must always be kept cool. When temperatures exceed 90°F it is recommended that ice be provided to keep the water cool. (Ice is available at EH&S)
- Potable drinking water dispensers used to provide water to more than one person shall be equipped with a spigot or faucet.
- Any container used to store or dispense drinking water shall be clearly marked as to the nature of its contents and shall not be used for any other purpose.
- Dipping or pouring drinking water from containers, such as barrels, pails, or tanks, is prohibited regardless of whether or not the containers are fitted with covers.
- The use of shared cups, glasses, or other vessels for drinking purposes is prohibited.
- Non-potable water shall not be used for drinking.
- Outlets for non-potable water shall be posted in a manner understandable to all employees that the water is unsafe for drinking.
US Military fluid replacement guide -
Access to Shade and Cool-Down Areas
Supervisors must ensure adequate shade when temperatures reach or exceed 80°F. Adequate shade on campus is readily available via nearby buildings and tree cover. Air-conditioned buildings can be used as cooling break areas instead of shade, when possible. On the main campus, there are few locations where access to shade or an air-conditioned building is more than a 5-minute walk. In these cases, supervisors should provide tents or air-conditioned vehicle access.
Canopies, umbrellas, or other temporary structures may be used to provide shade, provided they block direct sunlight. Buildings and trees can provide shade if the canopy of the trees is sufficiently dense to provide substantially complete blockage of direct sunlight. Areas shaded by artificial or mechanical means, such as by a pop-up canopy as opposed to a tree, must provide means for employees to avoid contact with bare soil. Folding chairs or benches should be provided for employees to sit on in the shade.
For extended work or strenuous projects under direct sun, supervisors should provide shade such as a tent or canopy over the immediate work location or as close as practical to where the employees are working. Shade tents must be large enough to comfortably accommodate all employees throughout work shifts or rest periods. Chairs or benches must be provided for employees taking breaks. Air-conditioned vehicles can also be used for additional cooling during these remote projects.
While employees are taking cool-down breaks in the shade, supervisors, or their trained designees must monitor employees for symptoms of heat illness. If any employee shows signs of heat illness appropriate first aid or emergency response should be initiated.
For assistance with determining adequate shade contact EH&S.
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Preventive Recovery Periods
A recovery period is essential for the prevention of heat illness. The supervisor is required to provide access to shade for employees who believe they need a preventive recovery period from the effects of heat and for any who exhibit indications of heat illness.
Access to shade must be allowed at all times, and employees must be allowed to remain in the shade for at least five minutes. If employees are wearing PPE including but not limited to respirators, face coverings, disposable coveralls, backpack vacuums, arc flash suits, and welding gear they need to be allowed more frequent breaks to prevent overheating. These breaks may need to be longer in order to allow the employees to remove PPE to cool more completely. In addition, activities in hot locations like in the tunnels, some welding, or pipe soldering operations will require more frequent breaks where the employees need to leave the area to a cooler area often.
The purpose of the preventive recovery period is to reduce heat stress on the employee. The preventive recovery period is not a substitute for medical treatment.
More Information:
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Acclimatization
Supervisors are required to acclimatize employees and allow time to adapt when temperatures rise suddenly and employee’s risk for heat illness increase. Acclimatization may also be required for new employees, employees working at temperatures to which they have not been exposed for several weeks or longer, or employees assigned to new jobs in hot environments. There is no set time for acclimatization because everyone is different. Generally, about four to fourteen days of daily heat exposure is needed for acclimatization. See the graphics below for a suggested acclimatization schedule. Heat acclimatization requires a minimum daily heat exposure of about two hours of work. Gradually increase the length of work each day until an appropriate schedule adapted to the required activity level for the work environment is achieved. This will allow the employee to acclimate to conditions of heat while reducing the risk of heat illness.
It should be noted that new employees are among those most at risk of suffering the consequences of inadequate acclimatization. Supervisors with new employees (newly hired, transferred, or assigned) should be extra-vigilant during the acclimatization period, and respond immediately to signs and symptoms of possible heat illness.
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Heat Hazard Controls
Controls for indoor and outdoor heat exposure are very similar any or all of the following may apply to both situations.
Engineering Controls
- Fans
- Evaporative cooling fans
- Air conditioning
- Shade structures
- Increased natural ventilation, such as open windows and doors when the outdoor temperature or heat index is lower than the indoor temperature and heat index
- Local exhaust ventilation at points of high heat production or moisture (such as exhaust hoods in laundry rooms)
- Reflective shields to block radiant heat
- Insulating/isolating heat sources from workers, or isolating workers from heat source
- Elimination of steam leaks
- Insulation of steam pipes
- Cooled seats or benches
- Evaporative coolers
- Dehumidifiers
Administrative Controls
- Schedule shorter shifts or work periods, especially during heat waves.
- For newly hired workers and non-acclimatized existing workers, gradually increase shift length over the first one to two weeks.
- Require mandatory rest breaks in a cooler environment, such as a shady location or an air-conditioned building. The duration of the rest breaks should increase as heat rises, work intensifies, or restrictive PPE is employed.
- Schedule work at cooler periods or times of day, such as early morning or late afternoon.
- Rotate job functions among workers to help minimize exertion and heat exposure. If workers must be in proximity to heat sources, mark them clearly, so they are aware of the hazards.Require workers to work in pairs or groups during extreme heat so they can monitor each other for signs of heat illness.
Personal Protective Equipment
- Ice cooling vests
- Evaporative vests
- Light colored clothing
- Lightweight clothing
- Sun hat
- Vented shoes (unless otherwise restricted)
- cooling towels and scarves
- sunscreen
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Personal RIsk Factors
Employees may have personal risk factors that cause them to be more susceptible to heat illness. Employees should discuss with their doctors and determine if working in the heat puts them at higher risk for heat illness based on their personal medical history. Employees can contact the UCR Disability Management office to discuss accommodations that may be needed for chronic conditions. Personal behaviors may also place a person at higher risk for heat illness. Employees should do their best to hydrate at home and get plenty of rest when they know they will be working in the heat. Personal risk factors can include but are not limited to:
- Recreational Drug use
- Prescription medications
- Caffeine consumption
- Alcohol comsumption
- Dehydration
- Age
- Physical stamina
- Heart conditions
- Migraines
- Viral infections
- Recreational Drug use
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Heat Illness Symptoms
Heat-related illnesses occur when the body's temperature regulation mechanisms are overwhelmed by excessive heat exposure. These conditions can range from mild to severe and require immediate attention to prevent further complications. Here is a synopsis of common heat illnesses and their respective symptoms:
1. Heat Rash (Prickly Heat) Symptoms:
· Red, itchy rash with small blisters, usually occurring in areas covered by clothing.
2. Heat Cramps Symptoms:
· Painful muscle cramps, particularly in the legs, arms, or abdomen
· Profuse sweating.
3. Heat Syncope (Fainting) Symptoms:
· Dizziness
· Lightheadedness
· Fainting
· Temporary loss of consciousness due to reduced blood flow to the brain.
4. Heat Exhaustion Symptoms:
· Heavy sweating
· Weakness
· Fatigue
· Dizziness
· Headache
· Nausea
· Vomiting
· Cool and clammy skin
· Fast and shallow breathing
· Elevated heart rate
· Low blood pressure
5. Heat Stroke (Hyperthermia) Symptoms:
· High body temperature (usually above 103°F or 39.4°C)
· Hot and dry skin (lack of sweating), strong and rapid pulse
· Throbbing headache
· Confusion
· Dizziness
· Seizures
· Disorientation
· Loss of consciousness
· Other potentially life-threatening complications
· Requires medical attention
It is essential to recognize the signs and symptoms of heat-related illnesses promptly. If you or someone else experiences severe symptoms indicating heat stroke, seek immediate medical attention. In the case of mild to moderate symptoms, it is crucial to move to a cooler environment, rest, drink plenty of fluids, and apply cool compresses to aid in cooling the body. Prevention is key to avoiding heat-related illnesses.
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Emergency Procedures
If an employee has any symptoms of heat illness, first-aid procedures should be initiated without delay. Common early signs and symptoms of heat illness include headache, muscle cramps, and unusual fatigue. However, progression to more serious illness can be rapid, and can include loss of consciousness, seizures, mental confusion, unusual behavior, nausea or vomiting, hot dry skin, or unusually profuse sweating.
Any employee exhibiting any of the above-mentioned symptoms requires immediate attention. Even the initial symptoms may indicate serious heat exposure. If medical personnel are not immediately available onsite and serious heat illness is suspected, emergency medical personnel should be immediately contacted and on-site first aid started. No employee with symptoms of possible serious heat illness should be left unattended or sent home without medical assessment and authorization.
All Supervisors and employees must be trained to recognize and respond to symptoms of possible heat illness. If any employee exhibits signs or symptoms of heat stroke emergency medical services must be contacted. Supervisors must be able to provide clear and UCR Heat Illness Protection Program precise directions to the worksite and should carry cell phones or other means of communication to ensure that emergency services can be called.
Remote work locations should plan to have coolers with water and ice in order to cool victims while waiting for emergency responders to arrive.
Any employee who recognizes the symptoms or signs of heat illness in themselves, or in coworkers, should immediately report this condition to their supervisor. When you recognize signs of heat illness in yourself or in a co-worker:
- Move them to a shaded area for a recovery period of at least five minutes.
- If the condition appears to be uncertain, severe (such as, but not limited to, decreased level of consciousness, staggering, vomiting, disorientation, irrational behavior or convulsions) or the employee does not recover quickly, then emergency medical care is needed.
- Someone exhibiting signs or symptoms of heat illness shall be monitored and shall not be left alone or sent home without being offered onsite first aid and/or being provided with emergency medical services.
- Immediately report to your supervisor any symptoms or signs of heat illness you may be experiencing or observing in a co-worker.
- Call 911 or UCR Police at 951-827-5222.
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Reporting Requirements
Constant awareness of and respect for heat illness prevention procedures and compliance with all applicable UC Riverside safety rules is mandatory.
Employees are encouraged to report any safety concerns to their supervisor first. Represented employees should also follow the reporting procedures for their specific contracts. All employees can also report to EH&S @ (951) 827-5528, or using the EH&S Report an Incident, Injury, or Safety Concern form. All reports made to EH&S can be made anonymously and there are never any consequences for reporting safety concerns.
Supervisors may issue warnings to employees and implement disciplinary actions up to and including termination for failure to follow the guidelines of this program.
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Training Requirements
Training shall be provided by EH&S for all potentially impacted employees, and their supervisors, working where environmental risk factors for heat illness are present. Training information shall include, but not be limited to:
- Environmental and personal risk factors for heat illness
- Procedures for identifying, evaluating, and controlling exposure to environmental risk factors for heat illness
- The importance of frequent consumption of hydrating fluids, up to 1 quart (4 cups of water) per hour, when environmental risk factors for heat illness are present. Particularly when the employee is excessively sweating during the exposure
- The importance of acclimatization
- Different types of heat illness and the common signs and symptoms of heat illness
- The importance of immediately reporting symptoms or signs of heat illness, in themselves or in co-workers, to their supervisor
- Understanding the procedures for contacting emergency medical services, and if necessary, for transporting employees to a point where they can be reached by emergency medical service
- Procedures for ensuring that, in the event of an emergency, clear and precise directions to the work site can and will be provided to emergency responders
Supervisors shall receive training on the following topics in addition to the above list prior to being assigned to supervise outdoor employees:
- The training information required of the employees, detailed above
- Procedures supervisors are to follow to implement the provisions of this program
- Procedures the supervisor shall follow when an employee exhibits symptoms consistent with possible heat illness, including emergency response procedures
Retraining will be required under any of the following conditions:
Annual retraining is encouraged but not required unless one of the conditions listed below is met. Periodically, EH&S may assign training to teams as an update or to refresh the information as part of a safety initiative. If the training is assigned it is required.
- Changes to regulatory requirements or UCR policy that needs to be communicated
- Changes in the workplace render previous training obsolete or inadequate
- Inadequacies in an employee's knowledge of heat illness prevention indicate that the employee has not retained the required information and heat stress management strategies
- If the training is assigned by the supervisor or EH&S it is required.
UCR online heat illness training is always available in the UC Learning Center here: Heat Illness
Training records shall be maintained by EH&S for a minimum of 3 years beyond employment.
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Information, Forms, and External Resources
UCR Main Campus Worksite-Specific Heat Illness Prevention Plan
UCR Outdoor Worksite-Specific Heat Illness Prevention Plan Template
UCR Indoor Worksite Specific Heat Illness Prevention Plan Template
Worksite Heat Illness Prevention Compliance Checklist
National Weather Service Temperature and humidity forecasts should be compared to the NWS Heat Index.
OSHA-NIOSH Heat Safety Tool App https://www.cdc.gov/niosh/topics/heatstress/heatapp.html
Title 8 California Code of Regulations, General Industry Safety Orders - §3395: https://www.dir.ca.gov/title8/3395.html
Federal OSHA: https://www.osha.gov/SLTC/heatstress/index.html
UCR EH&S Weekly Safety Topics for Heat Illness Prevention
Work Rest Guidelines: English | Spanish
Heat Illness Prevention: What you need to know http://www.99calor.org/_downloads/factsheet.english.pdf http://www.99calor.org/_downloads/factsheet.spanish.pdf
Heat Illness Prevention enforcement Q&A http://www.dir.ca.gov/dosh/heatIllnessQA.html
Protect Yourself from Heat Illness Cards http://www.dir.ca.gov/dosh/dosh_publications/HeatIllnessEmployeeEngSpan.pdf
CDC Poster https://www.cdc.gov/niosh/docs/2016-151/pdfs/fy16_heat-related-illnessposter_2016-151.pdf
CDC Infographic https://www.cdc.gov/niosh/topics/heatstress/infographic.html
CDC Protect Yourself from Heat Stress Podcast https://tools.cdc.gov/medialibrary/index.aspx#/media/id/303858
National Ag Safety Database: Keep Cool https://nasdonline.org/182/d000004/keep-cool.html
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