Outdoor Worker Sun Safety Policy Template

1. Purpose and scope

[Organisation name] recognises that solar ultraviolet (UV) radiation is a workplace hazard for employees who work outdoors. This policy sets out how we assess and control that hazard, what we provide, and what we expect from managers, workers and contractors.

This policy applies to all employees, agency staff, apprentices, contractors and visitors who carry out work outdoors at any [Organisation name] site or on our behalf.

2. Policy statement

Solar ultraviolet radiation is classified by the International Agency for Research on Cancer as a Group 1 (carcinogenic to humans) agent.

In many jurisdictions, general health-and-safety duties require employers to assess and, so far as is reasonably practicable, control foreseeable workplace hazards — and regulators including the UK HSE and Australian work-health-and-safety bodies treat solar UV exposure for outdoor workers as such a hazard.

[Organisation name] will, so far as is reasonably practicable, reduce avoidable solar UV exposure through scheduling, shade, clothing and eye protection, and will supply sunscreen for skin that cannot be covered. We will support skin awareness and provide a confidential route for any worker who is concerned about a skin change.

3. Responsibilities

• Senior management: approve this policy, fund shade, clothing and sunscreen, and review the programme at least annually.
• [Named role — e.g. Health and Safety Manager]: own the UV risk assessment, maintain records and report on the measures listed in section 11.
• Supervisors: check and announce the UV Index each morning, apply the control matrix in section 6, complete the daily checklist and record incidents.
• Workers: follow the controls, use the shade, clothing, eye protection and sunscreen provided, and report anything that prevents them doing so.
• Contractors: meet the requirements in section 9 for their own staff.
• [Named confidential contact]: receive skin-health concerns in confidence and support access to medical assessment.

4. Risk assessment

A UV risk assessment will be completed for every outdoor role, reviewed at least annually and whenever sites, seasons, tasks or shift patterns change materially. The assessment records exposure duration, timing, reflective surfaces, existing controls and the actions still required.

5. UV monitoring

• The local UV Index forecast is checked before the start of each shift by [named role].
• The UV Index and the resulting controls are announced at the morning briefing.
• The UV Index is recorded in the daily site log.
• Temperature is not used as a proxy: a cool or overcast day can carry a high UV Index.
• WHO advises that sun protection measures are warranted when the UV Index reaches 3 or above.

6. Control measures by UV Index

The UV Index action matrix below forms part of this policy. Supervisors apply the row that matches the day's forecast.

7. What the organisation provides

• Shade at all designated break points, and portable shade where no fixed structure exists.
• Long-sleeve work clothing, including long-sleeve high-visibility options where high-visibility clothing is required.
• Wide-brim or legionnaire-style hats, and brim or neck-flap attachments compatible with hard hats.
• UV-rated safety eyewear where the task allows it.
• Broad-spectrum sunscreen of at least SPF 30, stocked at welfare points, site entrances and in vehicles.
• Drinking water at all outdoor work locations.
• Induction and refresher training, posters and pocket cards.

8. Sunscreen

Sunscreen is a supplement to shade, scheduling and clothing — not a substitute for them. Public-health bodies advise broad-spectrum sunscreen of at least SPF 30 on skin that cannot be covered, applied generously and reapplied at least every two hours and after sweating or towelling.

• Apply 20 minutes before going outdoors, to all uncovered skin including ears, neck and the backs of the hands.
• Reapply at least every two hours, and after sweating, washing or towelling.
• Stock is checked monthly and replaced before expiry.
• An alternative formulation is available for workers with sensitive skin.

9. Contractors and visitors

• Contractors are briefed on this policy before starting work on site.
• Site shade, sunscreen and water are available to contractor staff on the same terms as employees.
• Contractor supervisors deliver the same daily UV briefing to their own teams.
• Sun-safety expectations are stated in contract documentation for outdoor work.

10. Skin health, privacy and the concern pathway

A worker who notices a new or changing skin mark should contact [named confidential contact], their own doctor or the occupational-health provider. No medical detail needs to be given to a line manager, and none will be requested.

Some medicines increase sensitivity to sunlight. Workers are encouraged to check with their pharmacist or doctor and, if a work adjustment is needed, to raise it confidentially.

ScanSkinAI provides a preliminary, AI-supported assessment of a photographed skin area. It is not a diagnosis, it cannot rule out skin cancer, and a low-concern result is never a reason to ignore a changing or worrying skin mark.

Where digital skin-monitoring access is funded by [Organisation name], accounts are individual and private. The organisation receives aggregate usage information only and never sees individual photographs or results.

11. Training, records and measurement

• Sun safety is included in induction for every outdoor role.
• A toolbox talk is delivered at the start of the higher-UV season and refreshed mid-season.
• Attendance is recorded and retained for [retention period].
• Programme measures: percentage of shifts with a recorded UV announcement, sunburn incidents per season, toolbox-talk attendance rate, and worker survey results.

12. Incidents

Sunburn sustained at work is recorded as a workplace incident. The record includes the date, task, UV Index, time outdoors and the controls in place, followed by a corrective action with a named owner. Health information is kept confidential and stored separately from the safety record.

13. Review and approval

• Policy owner: [name and role].
• Approved by: [name, role, date].
• Effective from: [date].
• Review date: at least annually, or sooner if work patterns, sites or guidance change.
• Consultation: [safety representatives / worker forum consulted on date].