A California School’s Guide to Heat Illness Prevention

Quick look: As temperatures rise, California schools need a plan for keeping employees and students safe from extreme heat. Learn why heat illness prevention matters and explore steps your school can take to prepare for hot weather conditions.

Extreme heat is becoming an increasing challenge for schools across California. During the 2025 fall semester alone, extreme weather contributed to 73% of K-12 school closures in the state. 

Beyond disrupting the school day, high temperatures can increase the risk of heat-related illnesses among employees and students, particularly during outdoor activities.

Having a heat illness prevention plan in place can help schools respond to extreme temperatures while creating safer conditions for work and learning.

Here are some steps to consider as you build or review your school’s prevention measures.

Why heat illness prevention matters to schools

Schools have a responsibility to create safe environments for their employees and students. A comprehensive heat illness prevention plan can help you:

• Protect staff and students: Putting the right precautions in place reduces the risk of heat-related illnesses, including heat exhaustion and heat stroke.
• Comply with Senate Bill 1248: The state government requires school districts, charter schools, county offices of education, and other local education agencies (LEAs) to develop and annually review emergency protocols for extreme weather conditions, including heat waves. Prevention policies can help schools establish compliant action plans for outdoor activities like gym class and recess, while keeping sports programs aligned with California Interscholastic Federation (CIF) best practices.
• Maintain state standards: As employers, schools must follow certain workplace safety rules from the state’s Department of Education and the California Division of Occupational Safety and Health (Cal/OSHA). Incorporating heat illness prevention measures can help schools’ workplace practices meet those expectations.
• Prepare for emergencies: Establishing procedures before an incident happens gives staff a clear plan to follow when someone shows signs of heat illness and can help schools respond more quickly. 
• Support employee well-being: Proactive planning shows employees and students that their safety is a priority, which can build trust and retention.

Best practices for California schools

Every school has different facilities, schedules, and staffing needs, so your approach should reflect your specific environment. But there are several important areas to address when developing a heat illness prevention plan.

√ Monitor temperature risks

Each heat level brings different risks, from poor air quality to power interruptions. Use the California Department of Public Health (CDPH) Heat Risk Grid to understand the potential impact of extreme heat and determine what precautions may be appropriate.

√ Make hydration readily available

Staying hydrated is essential in hot weather. Keep fresh, clean water accessible for staff and students throughout the school day and during outdoor activities and events.

√ Offer cool-down accommodations

Provide shaded areas during outdoor activities like recess and sporting events. For indoor spaces, maintain HVAC systems and provide cooling devices like fans to keep room temperatures below 82 degrees. 

√ Encourage cool-down rest breaks

Employees who spend much of their workday outside, such as groundskeepers or coaches, may face a greater exposure to excessive heat. Create guidelines for taking preventative breaks based on applicable requirements, such as recommending 10-minute rests for every two hours outside.

√ Establish acclimatization protocols

Help employees adjust safely to working in hot conditions by following an acclimatization schedule. The Centers for Disease Control and Prevention (CDC) recommends gradually exposing workers to hot environments over a 7-14 day period.

√ Assign staff training

Train teachers, administrators, nurses, and other employees to recognize heat-related risks and respond when someone begins experiencing heat stress. While Cal/OSHA requires all workers to learn about heat illness symptoms and prevention, coaches must take an additional CIF-approved heat acclimatization course to earn or renew their coaching certification.

√ Clearly record policies

Document approved policies and procedures in employee handbooks or portals so staff can easily access them as needed.

√ Have organized communications

Decide how you will communicate any policy changes or heat-related precautions to your team. Make sure staff know where to find updates and what actions they may need to take when extreme temperatures are expected.

Keep your school prepared for extreme heat

Heat illness prevention starts with having a plan before high temperatures arrive.

For schools already balancing day-to-day operational and human resources (HR) responsibilities, developing, maintaining, and communicating those procedures can add another layer of work.

The right HR support can strengthen a school’s approach to heat illness prevention by:

• Ensuring school policies align with state labor laws and local workplace safety mandates regarding extreme weather conditions
• Keeping employee handbooks and related policies up to date
• Helping develop training programs for current staff and new hires
• Streamlining employee communication related to the action plan
• Supporting workers’ compensation administration if an employee experiences a work-related heat illness

Preparing for extreme heat is just one part of keeping your school’s HR practices ready for whatever comes next. From updating policies to training employees and responding to changing workplace requirements, having the right support can make it easier to stay prepared.

A professional employer organization (PEO) can provide dedicated HR expertise and tailored support to help your school navigate these responsibilities for every extreme weather condition.

Disclaimer: This blog is for general informational purposes only and is not intended as legal, financial, or professional advice. Schools should consult with qualified legal counsel, HR professionals, or other experts to address their specific circumstances and maintain compliance with all applicable California employment laws and regulations.