Provided to you by
COMPANY NAME
Heat Illness Prevention Program
As a California employer the majority of businesses within the Horticultural &
Landscape Industries must establish, implement and maintain a written Heat
Illness Prevention Program and a copy must be maintained at each worksite.
This standard applies to all outdoor places of employment. The standard
contains no specific limitations as to when it applies, however there are specific
requirements when the tempearture reaches 85°, 90° an 100°’s. Cal OSHA
interprets the standard's provisions to apply at all times when employees are at
work outdoors. It also applies to indoor workplaces where Heat Illness risk
factors are possible, such as the inside of a greenhouse. These procedures
must also include addressing the need to provide drinking water, first aid and
emergency response procedures.
Per Cal OSHA Regulations, it will be the employer’s responsibility to make sure
that all employees are protected from Heat Illnesses and any emergencies
arising from Heat Stress, regardless of the heat index. To effectively establish
your company procedures, you will need to incorporate all the key elements of
“Heat Illness” into your own program. It will be the employers’ responsibility to
train all supervisors and employees on the company procedures and follow-up to
make sure your procedures meet or exceed those required by Cal-OSHA.
The Heat Illness Prevention Plan ADMINISTRATOR has the authority and
responsibility for implementing and maintaining this Heat Illness Prevention
Program for, COMPANY NAME.
DESIGNATED PERSON(S) will be responsible to carry out the task and ensure
that the task is accomplished for this site or crew. He or she will be responsible to
determine how many water containers are needed, type, size and location of
shade structures, how often water containers need to be replenished, obtain that
day’s weather forecast, make sure employees take water breaks, and if
employees do not take breaks regularly, remind them to take a break.
DESIGNATED PERSON(S) will be responsible to train and communicate to
his/her employees, supervisors and foremen how company procedures for
implementing Heat Illness Program are followed and enforced.
DESIGNATED PERSON(S) will ensure the availability of cool drinking water for
employees by:
Water Provisions
(where the supply of water is not plumbed or otherwise continuously supplied)
o Ensuring that there is one quart of water per employee per hour for entire
shift
o Maintaining and monitoring water containers every 30 minutes for low
levels and for replacing dirty water. Employees will also be encouraged to
report low levels or dirty water to their supervisor/designated person.
o Reminding and encouraging all employees to drink water frequently and to
increase intake during a heat wave.
o Maintaining the water within a five-minute walking distance or, if closer, a
¼ mile walk for employees.
o If temperature is above 100°, maintain water within 2 ½ minutes or 1/8
miles from employees.
o When water levels drop below 50% of container, the water will be
replenished immediately.
o Providing disposable/single use drinking cups to all employees, or
employees will be issued their own cups each day.
o When temperatures are expected to exceed 90°, hold a brief tailgate
meeting to notify employees of importance of drinking plenty of water,
location of water containers, times for breaks, symptoms of heat illness.
o If the temperature does exceed 90° the supervisor/designated person will
carry ice in separate containers so it can be added to the drinking water as
necessary to keep it cool.
Shade Provisions
o Ensure there is ample shade structures erected or provided when
temperatures are expected to exceed 85°. Shade can either be open to
the air or ventilated. All employees shall have access to shade at all times.
These will be relocated as necessary to be close to employees.
o If the temperature is under 85° shaded areas must be available upon
request.
o Shaded areas are to be within ¼ mile walk or 5 minutes, whichever is
shorter, and provide enough shade for at least 25% of employees at this
site.
o Trees, buildings, or other permanent shade can be used if they provide
adequate shade with moving air for cooling.
o Every employee has the right to request access to shade for a recovery
period at any time if they feel heat illness symptoms.
o Employees should report any other employees they observe showing
signs of heat illness to their supervisor, without fear of discipline.
Company Written Procedures
COMPANY NAME shall provide to all employees upon request a copy of these
procedures. The requirements of the Heat Illness Prevention standard are:
o Company will train all employees prior to working outdoors or in
greenhouses.
o When possible, hours may be modified so employees can work in cooler
weather or locations. If modifying work hours is not an option, more water
or rest breaks will be made available.
o Employees who work in-doors, such as in greenhouses, should be
checked on frequently to observe them for heat illnesses or stress-like
symptoms.
Procedures for responding to heat illness and how emergency medical help will
be provided, if necessary:
o There shall be at least one person for every 20 employees trained in CPR
and First Aid.
o A first aid kit will be available for emergencies.
o Emergency telephone numbers will be posted.
o Supervisors/ foremen will have access to a cellular phone or phone to be
able to contact emergency services or 911. The phone(s) shall be
checked to ensure they signal and work before each shift. Some other
forms of communication systems that are also acceptable would be
walkie talkies or 2 way radios depending on your situation and setting.
o Supervisors/foremen will be trained in emergency evacuation plans
annually to ensure they understand and follow correct procedures when
an employee may need medical help.
o Supervisors/foremen will be able to give emergency responders precise
directions to the work site.
o Supervisors/foremen should know the name of the road they are located
on and the nearest cross street when giving directions to medical
responders. With landscapers, if address is unknown, they should obtain
address to nearest establishment and wait for arrival of medical
responders to direct them to injured/ill employee.
o Supervisors/ foremen should understand when to call 911 or if they can
safely transport an ill or injured employee to a local medical facility for
treatment.
o Never allow an ill or injured employee to transport themselves to a
medical facility.
Employee Training
COMPANY NAME will provide training to every employee at the start of every
warm weather season. The training will consist of the following procedures for
Heat Illness:
o The risk factors related to heat illness.
o COMPANY NAME Heat Illness Prevention Plan.
o The importance of drinking water (up to 4 cups per hour more in warmer
weather).
o Acclimate to work and weather.
o The different types of heat illness and signs/symptoms of heat illness.
o The buddy system where co-workers watch out for one another for signs
of heat illness and report any issues to their supervisor.
o The company’s procedures for responding to a heat illness or emergency
medical problem.
o How supervisors/foremen will contact emergency medical services or
transport ill employee to a local medical facility or location where medical
responders can easily reach ill employee.
o The company’s procedures for ensuring that in the event of an
emergency, clear and precise directions to work site can and will be
provided to emergency responders.
o The effects to one’s body when taking prescription medication, alcohol or
drinks containing caffeine during a heat spell.
o The different symptoms for heat illness, pesticide poisoning, hangover or
medication.
Supervisor/Foremen Responsibilities
Supervisors/foremen will be held responsible to make sure that all new
employees are trained on their first day of employment. Employees must
understand the importance of acclimatization, which means temporary adaptation
of body to work in the heat. Supervisors shall:
o Train all employees on the importance of acclimatization (Work to Heat).
o Implement company’s Heat Illness Prevention Program when they
anticipate that the weather will exceed 85°
o Check with National Weather Service to determine that day’s
temperature. (Monitor the weather by using http://weather.noaa.gov/ or
with the aid of a thermometer at the worksite).
o Will monitor all employees during a heat spell (more during a heat wave).
o Make sure they drink plenty of water.
o Have shade/canopies already erected when temperature is expected to
be over 85°.
o Take appropriate breaks (more if they feel faint or dizzy).
o Provide and encourage them to use shade provided or nearby shade
(trees, buildings or trailers).
o Make sure water is within easy reach and replenished regularly.
o Provide single use cups.
o In case of a heat illness emergency, be able to call 911 or local
emergency services.
o Know when to transport an employee to nearest emergency medical
facility.
o Be able to provide CPR/ First Aid.
For additional information, see the Enforcement Q&A, website:
http://www.dir.ca.gov/DOSH/heatillnessQA.html
*Be sure that you customize this plan to meet your company’s unique needs. It
may not meet or take into consideration some of your company’s special
operations.