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Procedure ID no 0468/05

HEAT STRESS PROCEDURE

This procedure is applicable to: All Department of Education and Children's Services employees.

DOCUMENT CONTROL
Managed by: Phil OLoughlin Contact person: Voula Panayotopoulos Contact position: Director, Health and Safety Services Contact number: 8226 0949 Responsible position: Executive Director Human Resource & Workforce Development Approved by: Chief Executive Date approved: 11 September 2011 Next review date: 10 September 2014 Version: 1 File number: 0468/05 Status: FINAL Security classification: Health and Safety Services

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CONTENTS
1. TITLE...............................................................................................................................3 2. PURPOSE .......................................................................................................................3 3. SCOPE ............................................................................................................................3 4. OBJECTIVES ..................................................................................................................3 5. PROCEDURE DETAIL ....................................................................................................4 5.1 5.2 5.3 5.4 5.5 IDENTIFY HAZARDS ............................................................................................5 DECIDE WHO MIGHT BE HARMED AND HOW ..................................................5 EVALUATE RISKS ................................................................................................5 RECORD THE FINDINGS.....................................................................................5 REVIEW THE ASSESSMENT AND REVISE IF NECESSARY .............................6

6. ROLES AND RESPONSIBILITIES .................................................................................6 7. MONITORING, EVALUATION AND REVIEW ................................................................7 8. DEFINITIONS AND ABBREVIATIONS...........................................................................8 9. ASSOCIATED DOCUMENTS .........................................................................................9 10. REFERENCES ............................................................................................................10 APPENDIX 1 APPENDIX 2 APPENDIX 3 HEAT STRESS SYMPTOMS AND FIRST AID TREATMENT ..............11 TEMPERATURE TRIGGERS AND ACTIONS ......................................12 COMMUNICATIONS TRIGGERS FOR EXTREME HEAT....................13

REVISION RECORD
Date Version Revision description

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1. TITLE
Heat Stress Procedure.

2. PURPOSE
To provide guidance to site managers for the development of safe systems of work to reduce the likelihood of illness or injury from risks associated with heat stress, through: 2.1 2.2 2.3 2.4 2.5 Compliance with relevant legislation and codes of practice on heat stress and the South Australian Public Sector Code of Practice for Crown Self-Insured Employers. Compliance with the DECS Occupational Health, Safety & Welfare and Injury Management Policy. Maximising organisational health, safety and welfare while delivering high quality service and learning outcomes for students and children. Satisfy the requirements of the Safety and Wellbeing in the Public Sector 2010 - 2015 Strategy (SWIPS). Managing the risks associated with heat stress.

3. SCOPE
This procedure applies to all DECS activities where hazardous levels of environmental or radiant heat may be present.

4. OBJECTIVES
4.1 4.2 4.3 To develop and facilitate best practice heat stress procedures. To reduce the incidence of workplace injury and illness. To assist site managers to identify, implement and review heat stress control measures.

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5. PROCEDURE DETAIL
HEAT STRESS RISK ASSESSMENT
When carrying out a heat stress risk assessment it is recommended that you take a staged approach. This diagram describes the activities that need to be undertaken at each stage.

HEAT STRESS PROCEDURE

Identify Hazards

Visually inspect Check previous similar events

Identify who may be harmed

Assess who is at most risk Who has not been trained? What is the activity? What happens if something goes wrong?

Evaluate Risks

Conduct and document a risk assessment Can this activity been done another way or at another time? Draw up an Action Plan Identify what protective equipment or behaviours may be needed

Record your findings

Document the process

Review and revise your process or assessment

Review control options and implement where appropriate

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5.1

IDENTIFY HAZARDS
5.1.1 5.1.2 Visually inspect the site to identify heat stress hazards. e.g. look for heat sources, are employees wearing PPE? Read through accident and productivity reports. Can any accidents be attributed to heat stress? e.g. fainting, confusion, poor concentration. Do accidents increase during periods of hot weather? Listen to what employees and others have to say.

5.1.3

5.2

DECIDE WHO MIGHT BE HARMED AND HOW

5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 Some employees, students, contractors and visitors may require training. Experienced employees with infrequent exposures may require training. They may be used to the job, but not to working in the heat. The health status of employees is important. Identify who might be at increased risk of heat stress? Consult a physician if you are unsure. What happens if things go wrong? Put emergency procedures in place. Rehearse emergency procedures. Consult a physician if you are unsure. Plan for the unexpected. Consider the nature of the task, where it is being performed - What the hazards are and what sorts of things may go wrong. Establish a chain of command.

5.3

EVALUATE RISKS
5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 Decide whether existing precautions are adequate or if more should be done. Think before you start - Is it necessary to work in the heat? Can the job be redesigned? Can the environment, work rate or PPE be altered? Planning and training are crucial. Conduct a risk assessment and interpret the results. Draw up an action list. Can you get rid of the hazard all together? If not, how can you reduce the risk of heat stress? Risk reduction options include: (i) (ii) (iii) (iv) Conduct the work when the risk has reduced. e.g. wait for the environment to cool down. Organise work to reduce exposure. e.g. use work-rest schedules, job rotation, team rotation, more employees on job. Issue personal protective equipment. Provide welfare facilities. e.g. first aid and emergency equipment and procedures.

5.4

RECORD THE FINDINGS

Implement a formal reporting procedure that is incorporated into current risk assessment reporting procedures for other hazards, including: 5.4.1 5.4.2 5.4.3 5.4.4 Record measures taken, indices used, and the outcomes. Describe interpretation of assessment. Report any communication between medical experts, thermal experts etc. Record findings of discussions with employees, review of accident statistics, productivity variations etc.
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5.5

REVIEW THE ASSESSMENT AND REVISE IF NECESSARY

5.5.1 Review the control options and implement appropriate controls. Do your employees think there is still a problem? Has there been a reduction in unsafe actions, accidents, illnesses, absenteeism etc.? Has there been an increase in productivity, employee satisfaction etc.? Revision of Frequent Exposures: Be aware that new equipment, new manufacturing methods, new PPE, etc, may all contribute to a change in the risk of heat stress. If any changes significantly alter the risk of heat stress, conduct a heat stress risk assessment. Revision of Infrequent Exposures: Conduct a risk assessment.

5.5.2

5.5.3

6. ROLES AND RESPONSIBILITIES

POSITION
SITE MANAGERS

ROLES AND RESPONSIBILITIES

When planning work for locations where hot conditions are anticipated, site managers shall establish and implement preventative measures in consideration of the following actions: Alter schedules so heavier work is done during cooler periods. Provide shade for outdoor work and shield persons from radiant heat for indoor work. e.g. kilns, welding. Improve air circulation. Promote evaporation of perspiration by reducing humidity, increasing air movement and wearing of appropriate clothing. Prevent dehydration by active attention to fluid replacement. Ensure that a constant supply of cool drinking water is available. Note: Salt tablets are not necessary. Regularly assess the risks associated with employees and others working in heat. Allow rest periods, if possible in an air conditioned environment, to assist in lowering metabolic heat production, reducing body heat and allowing an opportunity for increased fluid intake. Re-allocate or rotate employee duties to reduce individual exposure to heat. Use of administrative actions such as: o Early dismissal of students. o Relocation of classes to cooler parts of the site. o Rescheduling of activities. e.g. assemblies, sports days. o Structural changes that may reduce heat. e.g. pergolas, ceiling fans, air-conditioning. Additional advice for the prevention of heat stress is available from Health and Safety Services and Asset Policy & Capital Programs. Special Note: The American Academy of Paediatrics advises that children playing sport in temperatures exceeding 35C are at significantly greater risk of developing heat related illness and that this risk is exacerbated by higher levels of humidity.

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EMPLOYEES

All employees are responsible for their own health and safety (Section 21 OHS&W Act 1986), and shall: Immediately notify management, their health and safety representative and a designated first aid provider of any suspected incidence of heat stress at the site. o Remove the person from the heat source and rest them in coolest possible place - give small drinks of cool drinking water if fully conscious. If there is not a rapid improvement after drinking enough fluids to replace those lost, seek medical assistance or call an ambulance. Report situations likely to cause heat stress to management via the sites hazard reporting system. Avoid creating situations which would expose themselves or others to the risk of heat stress. Cooperate with management and other employees in the conduct of hazard inspections and risk assessments. Follow all reasonable instructions in relation to this procedure. HSRs present concerns to the site manager on behalf of the workgroup. Their roles and responsibilities are governed by the Occupational Health Safety and Welfare 1986.

HEALTH AND SAFETY REPRESENTATIVE (HSR)

7. MONITORING, EVALUATION AND REVIEW

7.1 The state-wide consultative system, including this procedure will be evaluated for effectiveness every 3 years by a sub-committee of the State OHS&W Consultative Committee. Individual sites shall review and evaluate the effectiveness of their processes annually. Site managers must ensure that employees are consulted and provided with any necessary instruction, training and supervision to ensure that control measures are effectively implemented.

7.2 7.3

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8. DEFINITIONS AND ABBREVIATIONS

TERM
DECS EMPLOYEES AT RISK

MEANING
Department of Education and Children's Services. Any employee, but especially those with pre-existing physical or medical conditions which may predispose them towards being adversely affected by high temperatures. e.g. high blood pressure, heart conditions, overweight, recent illness, major surgery. An extended period of very high temperatures, which is related but not confined to heatwave conditions. A physical response by the body to the total heat burden to which it is subjected, by both external (air temperature, humidity, air movement, radiant heat) and internal (metabolic heat load from physical or chemical activity) factors, which could result in fatigue, heat exhaustion, heat cramps and heat stroke. Medical condition caused by elevated body temperature where the body's internal organs begin to shut down because of excessive heat. Heat stroke is a serious medical condition and requires immediate medical care. Although each individual may experience symptoms differently, the most common symptoms of heat stroke are: hot dry skin that is flushed but no longer perspiring; headache, disorientation, agitation, confusion or hallucinations; sluggishness or fatigue; seizure; high body temperature; loss of consciousness; and rapid heart beat. There is no universal definition of a heatwave. It can be defined as a prolonged period of excessive heat. The BoM SA Regional Office defines a heatwave for Adelaide as: five days where dry bulb temperature is 35C or greater; or three days where dry bulb temperature is 40C or greater. This definition refers specifically to Adelaide City and the risks associated with extreme heat will vary depending upon the locality in the State. Quantification of the heat load on the body by various means including dry thermometer, weather reports, employee feedback, or in more complex situations a Wet Bulb Globe Thermometer and assessment by a trained person. i.e. occupational hygienist. Indicates that a statement is a legislative requirement The total set of methods adopted for carrying out the operations in a site. A safe system of work covers all aspects of the employment situation including the organization of work processes; the methods of using machinery, plant and equipment; the methods of hiring labour; supervision;
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EXTREME HEAT HEAT STRESS

HEAT STROKE

HEATWAVE

MEASUREMENT OF RISK OF HEAT STRESS MUST SAFE SYSTEM OF WORK

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job training; instruction and hazards associated with the job and their management. SHALL SITE MANAGER THE BODYS COOLING MECHANISM TREATMENT FOR HEAT STRESS AND HEAT STROKE Indicates that a statement is mandatory Any person who has responsibility and control of a DECS site or work unit. This includes, but is not limited to Executive Directors, Regional Directors, Directors and Principals. Loss of heat by the body by convection (heat loss to air), radiation (heat loss to surrounding objects) and evaporation of perspiration. Treatment of Heat Stress Medical assistance. Removal of the person from the heat source. Rest in coolest possible place and provide cool drinking water. Treatment of Heat Stroke Treat the affected person immediately as heat stroke can cause permanent damage or death. The immediate first aid measures that can be taken while waiting for help to arrive, include: Get the person indoors. Remove clothing and gently apply cool water to the skin followed by fanning to stimulate perspiration. Apply ice packs to the groin and armpits. Have the person lie down in a cool area with their feet slightly elevated. Intravenous fluids are often necessary to compensate for fluid or electrolyte loss. Bed rest is generally advised and body temperature may fluctuate abnormally for several weeks after heat stroke.

9. ASSOCIATED DOCUMENTS
As a guide, records must be retained, in accordance with the following table:
Description of Record
Records relating to hazard identification and risk assessment of foreseeable hazards in agency workplaces. Includes measures taken to eliminate or control risks.

Disposal Schedule Reference

Authority Number: 2006/GDS15(V7) : 11.92.1 TEMPORARY Retain until 2040, retention subject to a review at that date

Records relating to the management of complaints by staff or volunteers about OH&S matters affecting them personally. Includes objections to undertaking hazardous duties and/or working in an unsafe or unhealthy environment.

Authority Number: 2006/GDS15 (V7) 11.55.3 TEMPORARY Retain until 2040, retention subject to a review at that date

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10. REFERENCES
American Academy of Paediatrics Journal, Vol. 106 No. 1, July 2000. Bureau of Meteorology, Special Climate Statement 17: The exceptional January February 2009 heatwave in south-eastern Australia. DECS Occupational First Aid Procedure. DECS Hazard Management Procedure. DECS Injury / Incident Investigation and Reporting Procedure. General Disposal Schedule 15, 7th Edition, Effective 14 November 2006 to 30 June 2011. Occupational Health, Safety and Welfare (OHS&W) Act 1986, Section 19 Duties of employers. Safety and Wellbeing in the Public Sector 2010 - 2015 Strategy, Department of the Premier and Cabinet, Public Sector Workforce Relations. SafeWork SA Safeguard - Heat Stress. South Australian State Emergency Service Extreme Heat Arrangements; Annex A to Extreme Weather Hazard Plan; October 2009. The University of Maryland, First Aid Potential Emergency Situations and Conditions: Dehydration and Heat Stroke.

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APPENDIX 1

HEAT STRESS SYMPTOMS AND FIRST AID TREATMENT

SYMPTOMS
Heavy perspiration, tired and thirsty. Irritability, loss of appetite. Prickly heat rash, nausea. Muscle spasms / twitching, moist cool skin. Painful muscle cramps (limbs and abdomen. Profuse perspiration. Cold, clammy, pale skin. Fatigue, weakness and restlessness. Headache and vomiting. Weak but rapid pulse. Poor Coordination. Normal temperature, but faintness.

HEAT STRESS STAGES

TREATMENT (First Aid)

Drink more water. Have a cold shower/bath. Lie in a cool place with legs supported and slightly elevated. Massage limbs gently to ease spasms, or firmly if cramped, then apply ice packs and drink glucose solution. (e.g.cordial). Do not have salt. Lay victim down in a cool place as for heat cramps. Loosen clothing and apply wet cloths to head and body. Fan the victim, or move them to an air conditioned environment. Give sips of cold water. If vomiting continues, seek medical assistance immediately. Seek medical assistance urgently. In the meantime: Lay victim in a cool place and remove outer clothing. If unconscious, check airway and breathing. Cool victim quickly by applying cold water or wrap in a wet sheet and fan them (keep the sheet wet). When conscious, give sips of water.

HEAT CRAMPS

HEAT EXHAUSTION

Confusion, headache, nausea, dizziness. Skin flushed, hot and unusually dry. Dry swollen tongue. High body temperature (>40oC). Deep unconsciousness may develop rapidly.

HEAT STROKE

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APPENDIX 2
LEVEL TRIGGER (threshold)
Temperatures are based on Adelaide

TEMPERATURE TRIGGERS AND ACTIONS

COMMUNICATION
Heat Advice to State Consultative Committee, OHS&W

REQUIRED ACTIONS BY AGENCIES

Develop and review the Departments Extreme Heat plan. School Care reviews DECS Business Continuity Plan procedures and resource allocation during Extreme Heat events. Identify vulnerable employees and students and conduct appropriate risk assessments. Update notification processes for key stakeholders and vulnerable employees or students Conduct training of plans and procedures State OHS&W Consultative Committee activates DECS Extreme Heat Plan. Develop Duty of Care arrangements for employees or students exposed to extreme heat conditions. Consider activating Regional Emergency Response Teams. Confirm roles and responsibilities to inform employees and students. Confirm employee rosters as applicable. School Care activate DECS Extreme Heat plan . Inform Regional Directors or managers as required. Inform and consider initiating the Region Emergency Response Team as appropriate. Prioritise vulnerable employees and students, and responding actions. School Care activate DECS Extreme Heat plan. Confirm local or Region Emergency Response Team to respond to the Exteme Heat plan, as required. Develop employee roster for activation. Prioritise vulnerable employees and students, and responding actions. Formulate communication process to monitor vulnerable employees or students. Review and prepare summary of actions undertaken during extreme heat events. State OHS&W Consultative Committee conducts Internal debriefs.

Seasonal Preparation

Actions are taken by SA State Emergency Services in September leading-up to the hotter months (October - March) to prepare for and maintain a state of increased awareness and readiness.

Regional Directors and managers to reduce impact of potential heat risks identified in October. Heat Advice to State OHS&W Consultative Committee, Regional Directors and managers to remind of likelihood of excessively hot weather. School Care to pass on the Control Agencys Heat Advice 3-5 days in advance of event, where practicable. The Control Agency will issue a Heat Watch 2-3 days in advance of event, where practicable. Heat Warning to community and/or agencies. State Emergency Centre briefs DECS. The Control Agency will issue a Heat Warning 48 hours in advance of event, where practicable. Event closure communication forwarded to State OHS&W Consultative Committee.

MODERATE (Advice)

Adelaide forecast temperatures next 5 days Max 30o C on each day; AND Min 20o C on each night.

HIGH (Watch)

Adelaide forecast temperatures next 5 days Max 35o C for 3 consecutive days; AND Min 21o C for 3 consecutive nights.

EXTREME (Warning)

Adelaide forecast temperatures next 5 days Max 40o C for 3 consecutive days; AND Min 24o C for 3 consecutive nights.

Event Closure

Nominally April as autumn season commences

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APPENDIX 3

COMMUNICATIONS TRIGGERS FOR EXTREME HEAT

The table below depicts the guideline timeframes when South Australia State Emergency Services will issue communications prior to confirmation of a heat event.

Days Hours Advice Watch Warning 12

1 24 36

2 48 60

3 72 84

4 96 108

120 132 144 156 168 Continual monitoring of weather forecast

3 5 Days 48 - 72 Hours 0-48 Hours

Continual monitoring of weather forecast Continual monitoring of weather forecast

Days 6 & 7 of the weekly forecast provided by the BoM are subject to forecasting estimates and therefore are not to be used as actual temperatures until confirmation of complete confidence of forecast is obtained by the BoM.

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