Temperature in indoor workplaces

The University endeavours to provide appropriate room temperatures during the winter heating period (1 October - 30 April), 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 the University's buildings (particularly those built in the 1960s, with highly glazed concrete structures with flat roofs).

What action can be taken to improve thermal comfort?

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. (Refer to 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 staff working in the environment to reduce exposure times
• build in work or other breaks which would allow staff 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 drafts on others.
• use window blinds provided to reduce drafts and solar gain
• set fans and heaters on a moderate setting. Turning them on maximum doesnt make them any more effective
• if you work in an air conditioned environment, dont open windows or leave doors open, as it will reduce its effectiveness.

Too cold:

• don't bring in heaters or fans from home to use
• check windows are closed fully
• check radiators are clear of items to ensure air flow

Note: The University does not support the acquisition or use of supplementary heaters. Such items can only be provided by the Estate Management Section in the event of an emergency or mechanical failure of the heating system or at the discretion of the Director of Estate Management. Further information on this can be found in the EMS Energy Policy.

Further advice on thermal comfort can also be found within the EMS Energy Policy or on the HSE website at: www.hse.gov.uk/temperature/riskassessment.htm

What to do if there are problems with the thermal comfort

Employees

Employees experiencing problems with hot or cold conditions should first follow the advice given under personal controls above. If this 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.

Managers

Managers should:

1. Request a thermometer (available from the Estates Management Section 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 drafts 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 drafts.

Heads of Department or Health and Safety Liaison Officers will need to confirm that the manager has taken reasonable steps within his/her 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.

What about air conditioning?

The University has 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 5C above the ambient temperature. Refer to the EMS Energy Policy for full details.

Further note

The Estate Management Section is doing all that it can to manage the internal environment whilst meeting its environmental obligations and operating within the budget for energy approved by the University. Measures taken to minimise the effects of solar gain can be viewed on the EMS website.