Safeguarding Your Staff This Summer
Summer is right around the corner, and in many states, that means warmer—and sometimes dangerously hot—temperatures. For nonprofits that operate animal shelters, community kitchens, senior care centers, building affordable housing, programs supporting children, people with disabilities, or other vulnerable groups, it’s essential to prepare for the impact of heat on staff and volunteers.
Whether working outdoors or inside buildings without proper ventilation, prolonged exposure to high temperatures can lead to serious health concerns. According to the U.S. Bureau of Labor Statistics, hundreds of workers have died due to environmental heat over the past decade, and tens of thousands more have experienced heat-related illnesses severe enough to require time off. These figures likely underestimate the actual scope, as many incidents go unreported or are misdiagnosed.
With longer, hotter summers becoming more common, nonprofit leaders are being called to take proactive steps to protect their teams. The Occupational Safety and Health Administration (OSHA) recognizes hazardous heat as a serious—and preventable—workplace risk.
Recognizing Heat Illness
Heat-related illness occurs when the body is unable to cool itself effectively. It can range from mild symptoms like heat rash to severe conditions such as heat exhaustion or life-threatening heat stroke. Warning signs include:
- Dizziness or confusion
- Muscle cramps
- Weakness or fatigue
- Nausea or vomiting
Staff and volunteers who perform physically demanding tasks, such as walking dogs, cleaning, cooking, building houses, or working in uncooled spaces, may be at increased risk. Some groups, though the below is not an exhaustive list, are particularly vulnerable:
- Pregnant employees
- Older workers
- Individuals with certain health conditions or taking specific medications
OSHA’s Role in Heat Protection
Although there is currently no federal heat safety standard, OSHA enforces heat-related protections through the General Duty Clause, which requires employers to provide a workplace free of recognized hazards and take steps to prevent heat-related illnesses and injuries.
In 2022, OSHA launched a National Emphasis Program to increase inspections in industries with high exposure risk during heatwaves. A proposed rule published in 2024 would require employers to implement written heat safety procedures. Public hearings are expected in 2025.
What Nonprofits Can Do Now
Even in the absence of formal regulation, OSHA encourages employers to implement a Heat Illness Prevention Program. For nonprofits, it’s a practical way to protect those doing essential work.
Key steps to consider:
- Hydration, rest, and shade – Provide cool drinking water and encourage staff to drink 8 oz every 15–20 minutes—even if they’re not thirsty. Offer shaded or air-conditioned rest areas and limit strenuous activities during the hottest parts of the day.
- Encourage proper clothing – Recommend loose-fitting, light-colored clothing made from breathable materials. Suitable fabrics include 100% cotton, merino wool, or performance fabrics designed to help regulate body temperature.
- Gradual acclimatization – Allow new or returning workers to adjust by starting with lighter duties and more frequent breaks during their first few days in the heat.
- Training and awareness – Train teams to recognize signs of heat illness and respond appropriately if symptoms appear.
- Assign heat buddies – Pair team members to check in on each other throughout the day, encouraging hydration and rest when needed. Heat buddies can also help identify early signs of heat illness and provide support in case of an emergency.
- Emergency planning – Establish clear procedures for managing heat-related incidents, including when to call emergency services.
- Monitor conditions – Use weather apps or heat index tools to assess daily risks and modify schedules or workloads as necessary.
State Requirements and Communication
While there is no federal poster requirement, it’s important to communicate safety protocols clearly through posters, training and associated materials, and regular check-ins. Some states, such as California and Oregon, have enforceable standards with specific heat safety requirements. Be sure to review any applicable state laws for your region.
Your mission begins with caring for your team. As summer temperatures rise, preparing for heat hazards isn’t just a compliance matter, it’s about responsibility, compassion, and operational strength. Something as simple as a water break or a shaded rest can make all the difference. Let’s make heat safety part of our summer readiness strategy, because protecting your people protects your mission. And it’s the right thing to do.
Our partner, Poster Compliance Center, helps organizations like yours stay on top of evolving poster compliance requirements. Even though heat illness prevention isn’t a federal posting requirement, workplace safety posters that support OSHA training, education and compliance efforts can keep you ahead of the game. Visit our Resource Library for further information to access this benefit or please contact us at HRServices@501c.com or (800) 358-2163.
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For more than 40 years, 501(c) Services has been a leader in offering solutions for unemployment costs, claims management, and HR support to nonprofit organizations. Two of our most popular programs are the 501(c) Agencies Trust and 501(c) HR Services. We understand the importance of compliance and accuracy and are committed to providing our clients with customized plans that fit their needs.
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The information contained in this article is not a substitute for legal advice or counsel and has been pulled from multiple sources.
