Notice 648-1-26
INSTRUCTION
TO: Principals, Athletic Directors,
Athletic Coordinators, Health & PE
Teachers, and All Coaches
Approved By: Timothy L. Healey,
Associate Superintendent for Student
Learning and Accountability
Contact Person: Fred Milbert
July 13, 2012
INSTRUCTION
Participation Guidelines for Outdoor Activities
This notice will expire June 30, 2013.
This notice addresses the actions to be taken by schools and school personnel when weather
conditions may impact school activities during or after school. Included in this notice are guidelines
for the following:
1) Physical Education classes and recess during Heat Advisory Alerts (Attachment I)
2) Extracurricular Activities (athletic practices, marching band, etc.) during Heat Advisory
Alerts (Attachment II)
3) Air Quality/High Ozone Alerts (Attachment III)
4) Cold Weather
5) Thunder and Lightning
Guidelines for Excessive Heat
When extreme heat conditions exist for outdoor athletic and marching band activities, the
supervisor of Health and Physical Education, Driver Education, JROTC, and Athletics will notify
principals, activity directors, and athletic trainers of the appropriate action for activities for that day.
Alerts may be issued separately for Heat Advisories and Air Quality Index for Ozone Alerts.
Each may require a different response for outdoor athletic activities and regular outdoor class
activities. The charts attached are for your use to institute the appropriate action. Principals or their
designee, athletic directors, and athletic trainers are expected to follow the appropriate guidelines
concerning the participation in physical education class activities/recess and athletic outdoor
activities for all practice and game participation.
Guidelines for Physical Education Classes and Recess During Heat Advisory Alerts – Chart A
This chart will provide the action to be taken for all students during the school day when Heat
Advisories are posted.
Guidelines for Extracurricular Activities During Heat Advisory Alerts - Chart B
This chart will provide the action to be taken for all athletic practices, marching band practice or
other after school activities that require students to be outside after school hours when Heat
Advisories are posted.
Guidelines for Air Quality/High Ozone Alerts for all Activities - Chart C
This chart provides information on the appropriate action to be taken when Air Quality/High Ozone
alerts are issued. Action that is to be taken is provided for normal school day activities and for
extracurricular activities.
Notice 648-1-26
INSTRUCTION
July 13, 2012
Page 2
Guidelines for Cold Weather
When the temperature goes below 32 degrees, teachers and administrators should exercise caution
when taking students outside for physical education classes and recess. When outside, all students
should be wearing appropriate clothing and should remain active.
For all athletic practices, marching band practice or other after school activities that require students
to be outside after school hours, the air/wind temperature should not be below 32 degrees with the
following stipulations:
1) Coaches/sponsors are responsible for making sure all students are appropriately dressed and
wearing adequate layers.
2) Athletes/students should be engaged in constant activity.
3) Game cancellations and practice modifications due to cold weather will be made on an
individual site basis by the Director of Student Activities.
Practice and Game Guidelines during Thunder and Lightning
The National Lightning Safety Institute teaches this safety slogan “If you can see it – flee it; if you
can hear it – clear it.” Lightning is the most frequent weather hazard impacting athletic events.
Education is the single most important means to achieve lightning safety. When you hear thunder or
see lightning, fields should be cleared. All participants should seek the closest safe structure
immediately.
1) When thunder is heard, or a cloud-to-ground lightning bolt is seen, the thunderstorm is close
enough to strike your location with lightning. Suspend play and take shelter immediately.
2) Thirty Minute Rule. Once play has been suspended, wait at least 30 minutes after the last
thunder is heard or flash of lighting is witnessed prior to resuming play.
3) Any subsequent thunder or lightning after the beginning of the 30 minute count, reset the
clock and another 30 minute count should begin.
Evacuation Plan: The closest safe structure is any sturdy building normally occupied or frequently
used by people, i.e., a building with plumbing and/or electrical wiring that acts to electrically
ground the structure. Avoid using shower facilities for safe shelter and do not use the showers or
plumbing facilities during a thunderstorm.
In the absence of a sturdy, frequently inhabited building, any vehicle with a hard metal roof (not a
convertible or golf cart) and rolled-up windows can provide a measure of safety. A vehicle is
certainly better than remaining outdoors. It is not the rubber tires that make a vehicle a safe shelter
but the hard metal roof which dissipates the lightning strike around the vehicle. DO NOT TOUCH
THE SIDES OF THE VEHICLE.
If no safe structure or location is within reasonable distance, find a thick grove of small trees
surrounded by taller trees or a dry ditch and follow guidelines below.
1) Assume a crouched position on the ground with only the balls of the feet touching the
ground, wrap your arms around your knees and lower your head.
Minimize your body’s surface area, and minimize contact with ground. Do not lie flat.
2) Be farther than 50 yards from the tallest trees or object since the lightning flash will search
for up to 50 yards for a ground strike. Do not take shelter under a single, tall tree.
A person, who feels his or her hair stand on end, or skin tingle, should immediately crouch as
described in item 1.
Notice 648-1-26
INSTRUCTION
July 13, 2012
Page 3
How to Determine the Heat Index
The heat index or “real feel” temperature can be determined by the following methods:
1) Heat Index Information is provided by all weather services and is available online at
www.weatherbug.com. Choose a location closest to you for the most accurate reading. The
heat index will vary from one location in the county to another.
2) Athletic Trainers may use the Wet Bulb Readings (use of a Sling Psycho meter) to
determine local heat index to determine level of participation of athletes. Athletic Trainers
will perform readings between 11 – 11:30 a.m. Information will be given to the Office of the
Supervisor of Athletics by 11:30 a.m. A decision can be made by 12 noon, if necessary.
3) The Heat Index can be determined by combining temperature and relative humidity readings
and using the following chart to determine the Heat Index.
HEAT INDEX CHART
Relative Humidity (%)
Temp
▼
105º
104º
102º
100º
98º
96º
94º
92º
90º
88º
86º
84º
82º
80º
78º
76º
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
100
98
97
95
93
91
89
87
85
82
80
78
77
75
72
70
105
104
101
99
97
95
93
90
88
86
84
81
79
77
75
72
113
110
108
105
101
98
95
92
90
87
85
83
80
78
77
75
123
120
117
110
106
104
100
96
92
89
87
85
81
79
78
76
135
132
125
120
110
108
105
100
93
93
90
86
84
81
79
77
149
143
139
132
125
120
111
106
100
95
92
89
86
83
80
77
144
132
128
122
115
106
100
96
91
89
85
81
77
128
122
114
106
100
95
91
86
83
78
122
115
109
99
95
89
85
79
130
125
111
105
96
91
86
80
Heat related illnesses that are possible when the heat index reaches
Index of 90 to 105 – Sunstroke, Heat Cramps, and Heat Exhaustion possible with
prolonged exposure or physical activity.
Index of 105 to 130 – Sunstroke, Heat Cramps, and Heat Exhaustion likely with
prolonged exposure or physical activity.
Attachments: Chart A
Chart B
Chart C
PRINCE WILLIAM COUNTY PUBLIC SCHOOLS
Attachment I
Notice 648-1-26
CHART A
Prince William County Public Schools
Guidelines for Physical Education and Recess
During Extreme Hot and Humid Weather Conditions
Level
1
Heat
Index
89
2
90-94
3
95-99
4
100105
Duration
Normal class time/recess
Fluid Consumption and Recommendations
Insist that adequate water be ingested every 30-45 minutes. Never
restrict water consumption.
Insist that adequate water be ingested every 20 minutes with helmet
removal. Provide minimum of 3 water breaks per hour. Make water
available throughout class.
Insist that adequate water be ingested every 20 minutes.
Time as allotted by school
program. Normal class
time/recess.
2-1/2 hours, maximum every 45
minutes of work > 15 minutes of
rest each hour. Reduce
class/recess time to ½ for outside
activities.
NO OUTDOOR ACTIVITY
Insist that adequate water be ingested every 15 minutes (allow 3-5
minutes for water break). Reduce intensity of activity. Re-hydrate 24
ounces for every pound of body weight lost per day. Follow the Heat
Policy for practices conducted indoors.
Attachment II
Notice 648-1-26
CHART B
Level
FWBT
1
Less
than 65
2
66-74
3
Prince William County Public Schools
Guidelines for Extracurricular Activity
During Extreme Hot and Humid Weather Conditions
Heat
Index
89
Duration
Attire
Time as scheduled
by school program
Full Gear
90-94
Time as scheduled
by school program
Full Gear
75-76
95-99
2-1/2 hours,
maximum every 45
minutes of work >
15 minutes of rest
each hour
Helmet and
shoulder pads
4
77-80
100104
Helmet,
shirt, shorts
only, remove
pads and
other
equipment
5
81-up
105
2 hours maximum,
every 45 minutes of
work > 15 minutes
of rest each hour
with minimum of 2
hours of rest
between practices.
Recommend
practice before
11 a.m. and after
6 p.m.
NO OUTDOOR
PRACTICE
The Heat
Policy also
applies to
indoor practice
Fluid Consumption
Recommendations
Insist that adequate
water be ingested
every 30-45 minutes
Insist that adequate
water be ingested
every 20 minutes
with helmet removal
Insist that adequate
water be ingested
every 20 minutes
with helmet removal
Never restrict water consumption
Re-hydrate 24
ounces for every
pound of body weight
lost per day
Follow the Heat Policy for practices
conducted indoors
Provide minimum of 3 water breaks
per hour
Remove helmet unless active in drill,
remove pads (i.e., shoulder pads)
when teaching or non-contact
portions of practice exceeds 10
minutes in length, 4 water breaks
per hour, practices remain on
campus
Insist that adequate
Remove helmet unless active in drill,
water be ingested
4 water breaks per hour, practices
every 15 minutes
remain on campus. Reduce intensity
(allow 3-5 minutes for of activity, no equipment, practices
water break)
remain on campus
Attachment III
Notice 648-1-26
CHART C
Prince William County Public Schools
AIR QUALITY/HEAT GUIDELINES
RESPONSIBILITIES:
The Supervisor of Athletics, Health, and Physical Education will be responsible for notifying
principals, assistant principals, athletic directors, and athletic trainers of the specific Heat and Air
Quality Alerts that are issued on a specific day. Information from the Metropolitan Washington
Council of Governments that is available to the public will be used to guide decisions about
appropriate activity levels for students on high heat or high ozone alert days. The ozone forecast
is based upon meteorological data; it is available and updated one (1) to three (3) times a day from
May through September when ground ozone is most problematic. The Air Quality Hot Line can be
reached at 202.962.3299 or on the web at www.mwcog.org/environment/air/forecast. The
information is reported daily in the form of a color code as follows. You can review the information
map that directly impacts your area.
Guidelines for Activity during Air Quality Ozone Alerts/High Ozone Alerts
When the air quality has reached or is anticipated to reach Code Orange or Code Red the
following guidelines will be implemented by the school principal/designee.
Alert Level
Meaning
Code Green
0 - 50
Code Yellow
51 - 100
Code Orange
101 - 150
Good Air
Quality
Moderate Air
Quality
Unhealthy for
sensitive
groups
Code Red
151 - 200
Very
Unhealthy
Code Purple
201 – 300
Very
Unhealthy
Code Maroon
301 - 500
Hazardous
AIR QUALITY ALERT
Guidelines for Outside Activities
Group and
Action for Outdoor Action for Athletic &
Consideration
Class & Activities
Extracurricular
Activities
No action
No action necessary
necessary
No action
No action necessary
necessary
People with heart or lung Students with
Students with respiratory
disease, older adults and respiratory diseases diseases and asthma
children should reduce
and asthma should should be closely
prolonged activity or
refrain from outdoor monitored
exertion
activity
People with heart or lung No outdoor recess, All outdoor physical
disease, older adults,
no outdoor physical activity shall be
and children should
education activities
suspended between
avoid prolonged activity
11 a.m. and 6 p.m.
or exertion; everyone
else should limit
strenuous outdoor
activity
Everyone should avoid
No outdoor recess, No outdoor sports or
prolonged or heavy
no outdoor physical activities;
exertion, especially
education activities
no outdoor marching
outdoors
band practice