Guidelines to Warm Weather Emergencies

Date: July 15, 2016

Philosophy: The College has many buildings and work areas that are not air-conditioned. During the summer season, when external temperatures in the high 80’s and 90’s are coupled with high humidity, or when the local media issue hot weather alert warnings, employees and managers should assess the conditions in their work environments and consider appropriate action.

Guidelines for Employees: In case of warm weather conditions, employees should take precautions to work safely:

-Stay hydrated by taking frequent water breaks
-Avail yourself of a temporary cooler or air-conditioned space, if possible
-Utilize a desk fan if temporary relocation to a cooler or air-conditioned space is impractical
-Pace your work to prevent overheating, heat exhaustion, or heat stroke

If conditions become extreme, employees should approach their manager about their working conditions and ask the manager to consider intervention by taking actions listed under the Guidelines for Managers.

Guidelines for Managers: Please recognize that heat and humidity affect different employees in different ways. In cases of warm temperature conditions, managers should assess the conditions in their employees’ work environments and consider appropriate actions including:

-ensure opportunities for suitable breaks (e.g., increased frequency and/or duration of breaks)
-ensure water and other suitable beverages are readily available
-establish a periodic check-in schedule throughout the day to ensure employees are working safely
-ask employees if they would be willing to work alternative schedules, e.g., arriving earlier in the day and leaving earlier in the day
-encourage employees to dress in cooler, appropriate casual dress
-if time sensitive or critical work must be accomplished, consider temporarily moving employees into cooler or air-conditioned spaces
-provide cooling fans if temporary relocation to a cooler or air-conditioned space is impractical

A partial list of air-conditioned spaces follows:
216 Maine St. – Contact Carol Trottier x3851 or HR x3837 (2nd floor Conference Room)
Ham House – Contact Treasurer’s Office x 3242 (Bette Masse Conference Room)
Admissions – Contact Admissions Operations x 3197 (Admissions Conference Room)
Smith Union – Contact Campus Scheduler x 3421 (Conference Room – 1st Level)
Kanbar Hall – Contact Academic Coordinator x 3339
Hatch Library – Contact Sue O’Dell or circulation desk x 3004
Adams Hall - Contact Academic Coordinator x 3691
Buck Health and Fitness Center - Contact x 3326

Some of these spaces do have computer hook-ups available, although individual departments will need to arrange for a laptop or PC to be set up, if required.

If compliance with the previous guidelines does not achieve satisfactory results, a manager, in consultation with his/her Senior Officer (or if the Senior Officer is not available, in consultation with the Director of Human Resources) may dismiss the employee(s) early. Under this scenario, the employee(s) would be paid for the time they were regularly scheduled to work that day.