Heat Illness Prevention Plan

In California, employers must take steps to protect workers from heat illness in both indoor and outdoor workplaces under California Code of Regulations, Title 8 (T8CCR), sections 3395 and 3396. Employers may be covered under both the indoor and outdoor regulations if they have both indoor and outdoor workplaces. 

For outdoor workplaces, employers must take steps to protect workers from heat illness. Some of the requirements include providing water, shade, rest, and training. For indoor workplaces where the temperature reaches 82 degrees Fahrenheit, employers must take steps to protect workers from heat illness. Some of the requirements include providing water, rest, cool-down areas, methods for cooling down the work areas under certain conditions, and training.

For indoor workplaces where the temperature reaches 82 degrees Fahrenheit, employers must take steps to protect workers from heat illness. Some of the requirements include providing water, rest, cool-down areas, methods for cooling down the work areas under certain conditions, and training.

*Outdoor Heat Illness Prevention Plan is currently in development

When temperatures exceed 80°F, Supervisors/managers will conduct the Work Planning and Site Checklist-Outdoor Work to ensure we are taking the necessary steps to prevent employee heat-related illness.

High Heat Procedures

High heat procedures shall only apply to employees who work in outdoor conditions that are conducive to potential heat illness. Supervisors and Managers will implement high-heat procedures when:

  • The outdoor temperature reaches or exceeds 95 degrees Fahrenheit.

  • Employees must enter designated confined space areas for repair or maintenance.

These procedures include the following:

  • Communication will be maintained by voice, observation, or electronic means so that employees can contact a supervisor, if needed.

  • Employees will be observed for alertness and signs or symptoms of heat illness. Observation/monitoring will be done by one or more of the following:

    • Supervisor or designee observation of 20 or fewer persons

    •  Mandatory buddy system

    • Regular communications with a single worker with either a radio or cell phone

    • Other effective means of observation.

    • Contact Public Safety (and/or 911) in the event of an emergency.

    • Remind workers to drink plenty of water during their workday.

    • Pre-shift meetings to review high heat procedures, encourage drinking plenty of water, and remind workers of their right to take a cool-down rest when necessary.

  • Supervisor-led discussion using the EH&S Heat Illness Fact Sheet and Work Planning and Site Checklist-Outdoor Work (This document shall be retained for 3 years)

*Outdoor Heat Illness Prevention Plan is currently in development

Pay attention to details regarding requirements when it is over 95°. To prepare: 

  • If possible, limit strenuous tasks to morning or late afternoon. 

  • Conduct a pre-shift meeting to review high heat procedures, encourage employees to drink plenty of water, and to take cool-down rest breaks every two hours, and whenever they feel the need to do so. 

  • Supervisors must maintain a means of communication and check in on staff often during high heat conditions.

*Indoor Heat Illness Prevention Plan is currently in development.

Required for Indoor Work – Work Planning and Site Checklist-Indoor Work.

Supervisors and Managers can protect employees from indoor heat illness by:

  • Provide Clean Drinking Water
    • Provide access to potable water that is fresh, suitably cool, free of charge, and located as close as possible to work areas and cool-down areas.
  • Access to Cool-Down Areas
    • For indoor workplaces, provide access to at least one cool-down area that must be kept at a temperature below 82°F. Cool-down areas must be blocked from direct sunlight, large enough to accommodate the number of workers on rest breaks so they can sit comfortably without touching each other, and as close as possible to the work areas. For indoor workplaces, the cool-down areas must be kept at less than 82°F and shielded from other high-radiant heat sources.
  • Cool-Down Rest Periods
    • Encourage workers to take preventative cool-down rest periods. Allow workers who ask for a cool-down rest period to take one. Monitor workers taking such rest periods for symptoms of heat-related illness.
    • Steps for cool-down rest periods include:
      • Monitoring workers and asking them if they are experiencing heat illness symptoms.
      • Encouraging affected workers to stay in the shade.
      • Resting and not being allowed to work until signs or symptoms of heat illness have abated.
      • If heat exhaustion/stroke is present, the supervisor will contact Public Safety.
  • Assessment and Control Measures
    • Measure the temperature and heat index and record whichever is greater whenever the temperature or heat index reaches 87°F (or temperature reaches 82°F for workers working in clothing that restricts heat removal or high-radiant-heat areas). Implement control measures to keep workers safe. Feasible engineering controls must be implemented first.
  • Monitoring the Weather
    • Monitoring the weather, temperature and heat index. Supervisors can find weather information at Weatherunderground.com, or National Weather Service. A smartphone application such as the Heat Index app is also available.
  • Emergency Response Procedures
    • Provide first aid or emergency response to workers showing signs or symptoms of heat illness, including contacting emergency medical services.
  • Acclimatization
    • Closely observe new workers and newly assigned workers working in hot areas during a 14-day acclimatization period and all workers working during a heat wave.
  • Training
    • Providing training to employees about indoor heat illness prevention:
      • Employees and supervisors should take the online CA Guide to Working in Hot Indoor Conditions, and Site-specific training should be provided to employees (such as at a pre-shift meeting or safety tailgate). This training includes a review of the items in the Prevention Plan, and should include information about the signs and symptoms of heat illness, access to water and cool down areas, responding to emergencies, and monitoring employees.
  • Heat Illness Prevention Plan (currently in development)
    • Develop and implement an Indoor Heat Illness Prevention Plan for work areas that are expected to exceed 82 degrees Fahrenheit. This is accomplished by completing the Work Planning and Site Checklist-Indoor Work provided by EH&S. A copy of the plan must be available at or near the worksite.

If employees work alone or for extended periods in impacted areas, please contact Joe Murphy at Environmental Health & Safety via murphyj@usfca.edu to schedule an evaluation. EH&S staff will assist in the development of a site-specific safety plan to prevent heat illness.

Many USF Buildings do not have air conditioning and can be as hot as outside temperatures. If you need to seek refuge from heat, the following buildings are air-conditioned and have seating in lobbies during normal operating hours.

  • Zief Law Library
  • Building Lobbies
  • Underground parking structures
  • Koret Lodge in Lone Mountain
  • UC First Floor Dining Area

  •  Malloy Hall

  • McLaren Conference Center,

  • Kendrick Hall (6 rooms)

  • Dorraine Zief Law Library

  • Lone Mountain

  • Rossi - 4th Floor

  • North Data Center

  • John Lo Schiavo, S.J. Center for Science and Innovation

  • IT Center

  • Gleeson 

  • Atrium

  • 4th Floor 

The National Weather Service provides forecasts for the SF Bay Area and issues heat advisories and warnings during heat waves. It’s also a good idea to monitor on-site temperatures with a thermometer as conditions may vary drastically between the shoreline and Berkeley hills; and pavement, athletic fields, and reflected heat from structures can exacerbate heat stress.