Product Overview

Summary: This Heating and Cooling Adjustments Safe Operating Procedure provides a clear, step-by-step framework for safely adjusting and managing workplace HVAC settings. It helps Australian businesses balance thermal comfort, energy efficiency and WHS obligations, while preventing unsafe temperature extremes, equipment misuse and indoor air quality issues.

Heating and cooling systems directly affect worker comfort, productivity and safety, yet adjustments are often made ad hoc by whoever is closest to the thermostat. This SOP establishes a controlled, transparent process for requesting, approving and implementing changes to temperature settings, operating schedules, and related HVAC parameters in line with Australian WHS expectations and recognised comfort guidelines. It defines who can make adjustments, how changes are assessed, and the checks required to ensure safe operation of equipment and acceptable indoor environmental quality.

By implementing this procedure, your organisation reduces the risk of temperature-related health issues (such as heat stress or cold stress), complaints, and conflicts between staff, while also supporting energy efficiency and cost control. It provides a consistent method for responding to heatwaves, cold snaps, seasonal transitions and building occupancy changes, and supports your duty of care under WHS legislation by documenting how you manage thermal comfort and associated hazards. The SOP is suitable for offices, schools, healthcare, retail, warehousing and light industrial environments where central or split-system HVAC is used.

Key Benefits

• Ensure a consistent, defensible approach to workplace thermal comfort that aligns with Australian WHS expectations.
• Reduce the risk of heat stress, cold stress and related health complaints by controlling temperature extremes and rapid changes.
• Streamline how heating and cooling requests are raised, assessed, approved and communicated across the workplace.
• Optimise energy use and operating costs by setting clear limits, schedules and responsibilities for HVAC adjustments.
• Demonstrate due diligence with a documented process that supports incident investigations, audits and contractor management.

Who is this for?

• Facilities Managers
• WHS Managers
• Office Managers
• Building Managers
• Maintenance Supervisors
• Health and Safety Representatives (HSRs)
• Operations Managers
• School Business Managers
• Aged Care Facility Managers
• Retail Store Managers

Hazards Addressed

• Heat stress and dehydration from excessively warm indoor conditions, particularly during heatwaves.
• Cold stress and discomfort from overly low temperatures or draughts.
• Worsening of respiratory conditions due to poor indoor air quality or inappropriate recirculation settings.
• Manual handling and fall risks associated with staff attempting to adjust high-mounted or inaccessible units without authorisation.
• Electrical and mechanical hazards from untrained personnel interfering with HVAC equipment or isolators.
• Conflict, stress and psychosocial issues arising from unmanaged disputes over temperature settings.
• Condensation, mould growth and slip hazards caused by inappropriate temperature or humidity settings.

Included Sections

• 1.0 Purpose and Scope
• 2.0 References, Definitions and Abbreviations
• 3.0 Roles and Responsibilities (PCBU, Managers, HSRs, Workers, Contractors)
• 4.0 Overview of Heating and Cooling Systems on Site
• 5.0 Thermal Comfort Criteria and Acceptable Temperature Ranges
• 6.0 Request and Approval Process for Heating and Cooling Adjustments
• 7.0 Step-by-Step Procedure for Making Approved Adjustments
• 8.0 Seasonal Start-Up, Shutdown and Changeover Procedures
• 9.0 Managing Extreme Weather Events (Heatwaves and Cold Snaps)
• 10.0 Indoor Air Quality, Ventilation and Humidity Considerations
• 11.0 Hazard Identification, Risk Assessment and Control Measures
• 12.0 Interaction with Contractors and Building Owners
• 13.0 Communication and Consultation with Workers and HSRs
• 14.0 Incident, Complaint and Fault Reporting Procedures
• 15.0 Training, Competency and Authorisation Requirements
• 16.0 Recordkeeping, Monitoring and Review of Temperature Settings
• 17.0 Continuous Improvement and SOP Review Schedule

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 (Cth) and equivalent state and territory WHS Regulations
• Safe Work Australia – Model Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Guidance material on Managing the Work Environment and Facilities (thermal comfort)
• AS 1668.2: The use of ventilation and air conditioning in buildings – Mechanical ventilation in buildings
• AS 1837: Code of practice for application of ergonomics to factory and office work
• AS/NZS ISO 45001: Occupational health and safety management systems – Requirements with guidance for use
• NCC (National Construction Code) – Performance requirements for ventilation and indoor environment (as applicable)