Temperature and thermal comfort

Indoor workplaces

The Workplace (Health, Safety and Welfare) Regulations require that indoor workplaces should:

• be of an adequate temperature
• be adequately ventilated
• have methods of heating and cooling that do not produce dangerous or offensive fumes, gas or vapours
• have thermometers available to measure temperatures

The Approved Code of Practice to the Regulations states that the temperature of indoor workplaces should normally be at least 16ºC (62ºF) for sedentary activities and 13ºC (56ºF) for work involving physical effort. No maximum temperature is specified, however an acceptable zone of thermal comfort for most people is in the range 13Cº (56Fº) and 30ºC (86Fº). Those undertaking strenuous activities will find temperatures at the bottom end of the range more acceptable, whilst sedentary workers will prefer warmer temperatures.

The higher acceptable comfort level is subject to external thermal conditions. We will usually only consider making significant investment in improving thermal comfort (eg air conditioning) when employees are working in internal temperatures that are five degrees above external temperatures. The HSE considers 80% of occupants as a reasonable limit for the minimum number of people who should be thermally comfortable in an environment and also sets out legal requirements.

Outdoor workplaces

The control of risks relating to thermal conditions while working outdoors are covered by the general requirements of the Management of Health and Safety at Work Regulations and so should be determined through risk assessment.

We endeavour to provide appropriate room temperatures during the winter heating period (1 October - 30 April), (minimum 18oC for office space and 20oC for residential accommodation) but cannot control space temperatures during the summer period. In some instances it can be difficult to attain a reasonable temperature because external conditions are high and the nature of some of our buildings (particularly those built in the 1960s, with highly glazed concrete structures with flat roofs).

Physical controls

• Insulate or clad heat sources.
• Screen windows with reflective film, blinds or insulate with curtains.
• Open windows (where allowable) and provide fans to increase air movement.
• Insulate to reduce draught.
• Where possible, position computer workstations out of direct sunlight (in the cooler part of the office), with the screen/keyboard at right angles to the window to reduce risk of glare or reflection (see advice on DSE Assessment).  

Management controls

• Separate the worker from the heat or cold source, for example by using barriers or restricting access.
• Relax dress codes.
• Prevent dehydration by ensuring cool water is available.
• Rotate employees working in the environment to reduce exposure times.
• Build in work or other breaks which would allow employees to rest in a comfortable environment.
• Make sure employees can access windows safely to open them.
• Allow flexible working times or home working where possible.
• Review your risk assessment relating to the use of personal protective equipment (PPE).
  
  PPE is intended to protect employees from a primary hazard, but sometimes people wear more than is necessary. Consider whether employees can wear less PPE and still have the protection they require or whether other controls would reduce or eliminate the need for PPE. Remember PPE should be a last resort.  

Personal controls

Too hot

• Dress appropriately for the conditions likely to be encountered. Use layers, so that you can adjust clothing if it becomes warmer or cooler.
• Open windows (if you can do so safely) but do consider the effects of draughts on others.
• Use window blinds provided to reduce draughts and solar gain.
• Set fans and heaters on a moderate setting. Turning them on maximum doesn't make them any more effective.
• Positioning fans at a low level (if you can do so safely) so that it cools your feet can also help.
• If you work in an air-conditioned environment, don't open windows or leave doors open, as it will reduce its effectiveness.

Too cold

• Check windows are closed fully.
• Check radiators are clear of items to ensure air flow.
• Don't bring in heaters or fans from home to use.
  
  We do not support the acquisition or use of supplementary heaters. Such items can only be provided by the Estate Management Section in the event of temperatures falling below 18oC (eg due to an emergency or mechanical failure of the heating system) or at the discretion of the Director of Estate Management. For further information refer to our Energy Policy).

• HSE advice on controlling temperature

Dealing with thermal comfort problems

Employees 

If the advice above is insufficient to resolve the problem, speak to your line manager. If you experience ill health related to the thermal conditions a health and safety incident form should also be completed.  

Line Managers

1. Request a thermometer (available from the Estates Management Helpdesk ) and monitor the temperature over several days.
2. Check that the physical, management and personal controls referred to above have been considered.
3. Consider whether the thermal conditions being complained of are the result of short periods of excessively hot weather or indicate a significant problem with the work environment.

If all reasonable steps have been taken, further action may be necessary if more than 15% of employees are complaining of being too hot or too cold.

1. Seek advice from the Estates Management Section on dealing with problems such as draughts or problems opening windows.
2. If you have done all that is within your control but have assessed that there is still a significant ongoing problem, you should raise it with your Head of Department or Health and Safety Liaison Officer / Departmental Health and Safety Officer.

The Estate Management Section can assist with monitoring thermal conditions such as temperature and humidity over a period of time. They will also be able to give advice on possible solutions to obvious problems, such as action to deal with draughts.

Heads of Department or Health and Safety Liaison Officers will need to confirm that the line manager has taken reasonable steps within their control to mitigate the problems. If so, and there is still clearly a significant problem with the thermal environment, the Estates Management Section should be asked to investigate reasonably practicable solutions.

Air conditioning

We have to balance health and safety with the need to control costs and protect the environment. Air conditioning can also bring different thermal comfort problems or health risks if not correctly maintained. For these reasons air conditioning is only permitted in certain circumstances, and it would normally only be considered if the combined effects of the heat input from people, lights and machinery cause the room temperatures to rise more than 5ºC above the ambient temperature. For further information refer to our Energy Policy.

Working in the sun / outdoors

Exposure to the sun can cause skin damage including sunburn, blistering and skin ageing. In the long term it can lead to an increased risk of skin cancer. Sun protection is important as sunburnt skin is damaged skin.

Hot and humid conditions, coupled with physically demanding work, can also lead to heat stress. Line managers responsible for employees who are required to work in the sun need to consider the risks as part of their risk assessment.

Unnecessary exposure can be avoided by:

• wearing long sleeve shirts or loose clothing with a close weave
• wearing hats with a wide brim
• taking more frequent rest breaks
• taking breaks in the shade whenever possible
• scheduling work to cooler times of the day
•  where possible, providing shade where work tasks are being undertaken

If you work outside, you are encouraged to check your skin regularly for unusual spots or moles that change size, shape or colour and seek medical advice promptly if you find anything that causes concern.

Further information

• HSE advice on outdoor working (temperature).
• HSE guidance on outdoor workers and sun exposure.
• Keep your top on - health risk from working in the sun.
• IOSH No Time to Lose Campaign on solar radiation.
• Cancer Research sunsmart advice.

Heat stress

Heat stress may occur in work environments where excessive temperatures are created by the work process (eg catering kitchens or working outdoors in very hot conditions) and can lead to symptoms such as:

• poor concentration
• muscle cramps
• heat rash
• fainting
• heat exhaustion - fatigue, giddiness, nausea, headache, moist skin
• heat stroke - hot dry skin, confusion, convulsions and eventual loss of consciousness

Line Manager responsibilities

Line managers responsible for activities where there is a risk of heat stress should carry out a risk assessment if the nature of the work activity or environment means there is a risk of heat stress. It is recommended that the HSE guidance on assessing risks associated with heat stress is followed.

Cold stress

Measures to control risk from cold environment includes:

• job rotation
• provision regular rest breaks in warm rest areas
• provision of suitable personal protective equipment

Please refer to the HSE for further guidance on working in excessively cold environments:

• handling food in a cold environment
• general guidance