Extreme weather procedure

PURPOSE

This procedure outlines how DCIRS will manage work during periods of extreme weather. Employees of DCIRS will adhere to this procedure in the event of extreme weather and associated adverse conditions. The primary purpose of this procedure is to keep people safe at work and when accessing work locations.

DEFINITIONS

Extreme weather may include:

• Extreme heat and/or hot winds

• Bushfires

• Severe storms

• Heavy rain and floods

The procedure also includes conditions arising from periods of extreme weather, such as extended periods of flooding or outages caused by storms, etc.

PROCEDURE

Safe work practices during extreme weather

Regardless of the recommendations and requirements in the below table, if you don’t feel safe to travel or attend work during any extreme weather period, stay at home (or at a safe location) and contact your manager as soon as possible to advise of your situation. DCIRS will honour a worker’s assessment of their need to cancel a shift if it is reasonable under the circumstances.

Extreme Condition: Extreme heat / hot winds

Actions: Keep abreast of weather conditions for the areas affected, including news of fires.

Stay indoors and hydrated.

When temperatures reach 40 degrees Celsius, outdoor activities and outdoor work ceases. Indoor work and activities are to be sought instead.

Extreme Condition: Bushfires

Actions: Monitor local fire updates and act on fire warnings.

Evacuate the area if requested to do so by authorities.

If it is safe to continue working, keep abreast of fire locations and changes in fire direction.

Do not attend the workplace or a participant / client location if the area you must travel through is close to a bushfire zone. Phone your manager to advise of your situation and stay put.

Extreme Condition: Severe Storms

Actions: Stay indoors and reschedule or cancel outdoor activities.

Do not go outdoors when there is lightning or heavy hail.

If safe to do so, garage vehicles to avoid damage.

Extreme Condition: Heavy rain and floods

Actions: Reschedule transport of any kind when wet weather presents dangerous conditions. This includes slippery roads and reduced visibility.

Do not drive through floods!

During heavy rain and floods keep abreast of danger zones and avoid driving near them. Avoid driving across familiar areas covered by water in case the road has deteriorated, or a structure has given way (e.g. a bridge).

Extreme Condition: Outages

Actions: Prepare for electrical and internet outages arising from extreme weather. Save and back-up critical work and reschedule ITreliant projects.

If extreme weather causes power or internet outages, DCIRS may cancel work and direct workers to go home (if it is safe to do so).

How to respond to participants and clients

Regardless of the type of extreme weather risk, communication is critical. Participants and clients must be contacted promptly to advise of known changes to their care routines, and updated regularly until normal shifts are re-established. Shifts should be rescheduled quickly, but this may not be possible because of uncertainty around the weather event. In the event a client or participant cancels a shift, normal rescheduling procedures will be followed, while adjusting for limiting external factors on a case-by-case basis.

Potential outcomes for workers

DCIRS will do what is reasonable to ensure continuity of care and worker shifts. Alternate work will be sourced for permanent staff with contracted hours. It is expected that employees agree to reasonable alternate duties when normal work is interrupted. If there are no reasonable alternatives (including available work and in line with an employee’s skills and capability) DCIRS may direct a worker to go home or to remain at home until work becomes available. Permanent workers may be eligible for paid leave and should contact their manager to discuss their individual situation. Casual employees may be eligible for unpaid leave. DCIRS commits to managing employee working arrangements fairly and will work to reasonably limit adverse effects on its workers when extreme weather limits normal working conditions.

Responsibilities of managers and supervisors

Known extreme weather events and resulting adverse conditions should be considered as part of DCIRS’s risk profile. During extreme weather conditions managers and supervisors should keep abreast of relevant news and warnings affecting the areas where workers live, work, and travel.

After an extreme weather event, managers will need to review the conditions to reasonably assess when a worker can continue working normally. Some of the considerations may include, but are not limited to:

• Water covering roads after a flooding event.

• Roads and access points being blocked by falling branches, debris, etc.

• Detours in place due to unsafe roads or danger zones.

• Changes in wind direction during fire periods.

• Known danger areas.

In addition, managers must consult with workers to ensure they are aware of issues they face and concerns they may have regarding their ability to get to and from work. Managers should consider issues and concerns that may result from extreme weather conditions, such as safety, ability to support a client or participant, client or participant concerns, and pay related matters, such as the impact on casual shifts and leave entitlement. Where possible, shifts should be rescheduled to ensure continuity of client and participant care and to look after individual worker needs. Individual safety is of paramount importance.

Further information

The Emergency Preparedness Procedure provides further information on what to do in emergency situations, along with contact details, and should be read in conjunction with this procedure. Any questions or concerns relating to this procedure should be addressed to your manager.

ASSOCIATED DOCUMENTS

• Workplace Health and Safety Policy

• Incident and Risk Reporting Policy

• Risk Management Policy

• Emergency Preparedness Procedure

• Employee Handbook

VERSION AND REVIEW INFORMATION

DCIRS reserves the right to amend and vary this procedure from time to time.

Version 1.5: 28 March 2025 Review Date: 28 March 2027