CHAPTER 9:

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A. Introduction 

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Mauna Kea is an isolated site with special hazards, some of which are not obvious especially to visitors. You should be aware of the hazards given in this manual and be prepared to comply with the requirements of the TSS/WL, especially as regards evacuation of a summit facility. The "Mauna Kea Observatories Winter Policies and Procedures" are given in Addendum 9.

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B. Hale Pohaku 

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Conditions at Hale Pohaku (HP) are unusual due to its remote location and high altitude. There are special hazards which are not always self evident. All new employees will receive orientation on safety related equipment, policies and procedures.

1. Supervisor
Ensures that new employees receive appropriate training and that any new procedures introduced are fully explained to staff. Informs the Site Safety Advisor of any safety related issues.

 
2. Employee
Follows all safety policies and alerts supervisor to any potential hazards.

 
3. Site Safety Advisor
Advises all staff of any new safety related items and acts as a liaison between the Mauna Kea Support Services and JAC.

1. All staff and visitors shall familiarize themselves with the safety information packet that is provided at Hale Pohaku in individual rooms.


2. All staff and visitors should be aware of any special messages posted on the weather notice board near the main entrance. Our policy is to follow any direct instructions given on the board and signed by the MKSS representative.

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C. Emergency Procedures for Ice/Snow/Poor Road Conditions 

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This section covers emergency procedures involving staff/observers on Mauna Kea. Due to high altitude hazards of Mauna Kea and the possibility of week long storms which make rescue at the summit impossible, staff and observers shall be well acquainted with the procedures in this section.

1. Supervisor
Supervisors need to ensure that their staff are aware of, and follow, the procedures below.
 
2. Employee
Maintains awareness of the Ice/Snow/Poor Road Condition  procedures.

3. Procedures

1. If Ice/Snow/Poor Road Conditions occur before your required presence at the summit follow the procedures below.

1. To help establish the extent of the ice/snow/poor road conditions the following procedures shall be followed:

• If the JCMT has been closed overnight due to bad weather  then the JCMT TSS and if possible the UKIRT TSS shall meet at HP around 6:30a.m.  and drive to JCMT, if possible. Use a vehicle with studded tires or fit chains as directed by MKSS.
  

 
• The TSSs will then survey the road conditions and inspect JCMT, if possible. Follow the Ice and Snow Condition Procedures,Chapter 10 section D3.
 
• The information gained by this survey shall be relayed to the Site Safety Advisor, or the designated snow crew leader, if neither are contactable then contact the JCMT Head of Operations at the Hilo Office (during normal work hours) or at their residence (after hours), before 7:30 a.m.
 
• The above information shall also be given to the MKSS General Manager or his representative.
 
• If it is safe to do so, the TSSs may remain at JCMT until the snow crew arrives or may descend to HP and await them there.
 
• The TSS shall monitor conditions from HP using the JCMT and UKIRT cameras and other sources in order to provide up to date information as required.
 

2. If the road closed sign is posted on the road, do not drive past it unless you have clearance from the MKSS General Manager or his representative.
 
3. Road and weather information will be posted on the message board in the Hale Pohaku Lobby.
 
4. Once access is available to each of the facilities, an announcement will be made using the HP message board. Check email for road conditions as well.
 
5. The MKSS General Manager will be available for specific updates to observatory staff at HP.
 
6. The general public will be notified through the summit weather report message machine generally by 6:30 a.m. Public calls to facilities asking about conditions should be referred to this phone number.
 
7. When the road is closed to the public but open to facilities only,  observatory vehicles will be allowed to pass the roadblock.
 
8. Snow removal vehicles have the "right of way". Do not pass equipment without the operator's attention.
 
9. If it is recommended that snow chains be used by the MKSS General Manager then staff shall install chains. If you are not familiar with installing chains, the JAC Site Safety Advisor can arrange instruction at your request.
 

2. If Ice/Snow/Poor Road Conditions occur when you are at JCMT or UKIRT (summit) follow the procedures below.

1. Establish and maintain regular contact with the Facility Maintenance Manager and Snow Crew Leader regardless of the time as well as with other facilities on Mauna Kea.
   
 
2. Monitor, by both remote and visual inspection, the status of  the weather at the summit.

3. Staff should position the carousel (JCMT), dome (UKIRT) as follows:

• JCMT-Position the carousel such that the roof support gantry is diametrically opposite the main entrance (telescope pointing toward UKIRT in the parked position at an azimuth of about 93 degrees). Ensure that the main shutter doores are closed and secured.
  
 
• UKIRT-Position dome shutter out of the wind.
 

4. If because of worsening conditions the decision is made to evacuate the facility, staff shall notify others on MK.  A phone tree has been established to notify all facilities. Call one member of your group and one from the other group. Ask them to call the rest of the group.
Group A:    CFHT        (961-2630)
            Gemini      (974-2650)
            UH 88"      (974-4200)
            UKIRT       (961-6091)
            IRTF        (974-4208)

Group B:    KECK        (935-8643)
            Subaru      (935-5861)
            SMA         (933-6990)
            JCMT        (935-0852)
            CSO         (935-9853)

If practicable notify JAC Hilo Office (Site Safety Advisor) of the evacuation. On arrival at Hale Pohaku staff shall contact the Facility Maintenance Manager, Site Safety Advisor, or the snow crew leader.
 

5. Report road conditions to MKSS by calling one of the following numbers.
Days:
MKSS Hilo Office   (974-4205)
HP                 (935-7606)
Utility Dept.      (934-4541)
OMKM Ranger  cell: (960-2820)  a.m./p.m. patrol
             cell: (960-3077)  at Visitor Center

After Hours/weekends/holidays:
HP                 (935-7606)
MKSS General Manager before 10:00p.m. (959-5419)
MKSS General Manager after 10:00p.m. leave email (koehler@ifa.hawaii.edu)
Send email to road-conditions: (see address in JAC Eyes Only)

This allows the MKSS road crew to be ready to clear the  MK summit road as soon as possible.



6. Write road and weather conditions on the message board at the Hale Pohaku lobby including the date, time, conditions encountered and the staff member's name and telescope.
 
7. Additional information and winter contact numbers can be  found in the Mauna Kea Support Services Emergency Procedures (red booklet).

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D. This section has been left blank intentionally 

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E. Personal Protective Equipment Specific to Mauna Kea 

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JAC policy on use of personal protective equipment (PPE) is in Chapter 3.  PPE relevant to all JAC sites is covered in that chapter. Equipment specific to Mauna Kea is described below.

1. Supervisor
1. Implements JAC policy by assessing hazards, removing them where feasible and otherwise arranging for provision of PPE.
2. Ensures that staff are familiar with the PPE provided and are properly trained in its use.
 

2. Employee
1. Uses all PPE as required and in accordance with training given.
2. Alerts supervisor if PPE is defective or missing.
   
3. Alerts supervisor to any hazardous situations requiring additional PPE.
 

3. Site Safety Advisor
Arranges and purchases recommended PPE. Assists supervisor in choosing the appropriate PPE.

3. Procedures

1. Sunglasses:

1. It is recommended that anyone driving or working outside in the daytime on the summit should wear UV protective glasses;

2. Subject to the approval of the Site Safety Advisor, staff who require UV protective glasses (and who do not already own a suitable pair) may claim a contribution towards the cost as follows:

• Non-prescription UV blocking sunglasses an allowance of up to $60 towards the total cost;

• Prescription UV blocking sunglasses the actual, reasonable costs of prescription lenses plus an allowance of up to $60 towards the cost of the frames.
  

In both cases, an itemised receipt for the purchase of the sunglasses is required.

3. Should the eyewear require replacement, the allowances may be repeated with the approval of the Site Safety Advisor.

2. Cold weather gear:

Down jackets and gloves are provided for staff who work frequently at the summit. This provision is administered by the Site Safety Advisor who will determine the need for new or replacement items. Cleaning costs will be borne by the JAC.

3. Sunscreen

Any staff who are working outside for more than a few minutes should wear sunscreen. Sunscreen is provided in sachets in the first aid cabinets at JCMT and UKIRT.

Note: Personal equipment provided at JAC's expense shall be surrendered upon leaving the JAC if the Site Safety Advisor considers it appropriate.
 
4. The following equipment are provided for staff at the summit: (see Chapter 11 C for locations)
1. laser glasses
2. hard hats
3. back supports (JCMT only)
4. harnesses
5. wet weather gear
6. insulated cryogenic gloves, protective goggles, face shields

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F. Summit Smoking Policy 

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In compliance with Hawaii State law, smoking is prohibited in all JAC buildings, including the facilities at the summit.  In addition, smoking is prohibited within 20 feet of entrances, exits, windows that open, and ventilation intakes that serve an enclosed or partially enclosed area where smoking is prohibited.

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G. Policy on Stays at High Altitude 

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Safety at altitude depends on common sense. This dictates that workers on Mauna Kea (MK) - especially newcomers - shall acclimatize cautiously and not proceed above HP if feeling unwell. Staff should be familiar with the symptoms of serious altitude sickness, monitor the condition of fellow workers, and know what action to take if a problem arises. See Chapter 9 section J for a full list of symptoms and Chapter 11 section J for procedures to follow should anyone be affected. Everyone on MK should be aware that altitude can affect the judgement of individuals, sometimes dangerously. Visitors should avoid strenuous activities. Persons with known medical conditions that could affect them at altitude should be discouraged from visiting the summit.

1. JAC Staff
1. All staff who are required to work above HP must take, and pass, a High Altitude Physical exam upon joining JAC and repeat it at the frequency specified in section H4. JAC staff, not required to work above HP but who may visit the summit occasionally, need not take the full examination, but should confirm with their physician that there are no known medical reasons why they should not travel to altitude. The Site Safety Advisor shall interpret this rule on a case by case basis should an interpretation be required.
 
2. No more than 14 hours shall be spent above HP in any 24-hour period.
 
3. For planned stays above HP of not more than 8 consecutive hours, staff travelling up from sea-level are recommended to rest at HP for at least 30 minutes to help get adjusted to altitude. Staff who have not been to altitude for a long period, say one to two weeks, or who may be suffering jet lag, are recommended to extend the rest period as in iv. below.
 
4. Staff planning to be above HP for between 8 and 14 consecutive hours are recommended to spend at least eight hours at HP before proceeding to the summit.
 
5. If staff who have been working late feel it is unsafe for them to drive down to Hilo they are encouraged to sleep over at HP. Provisions have been made for accommodation to be provided. This may be accomplished by contacting a cook (if available) or by using one of the 3 contact phone numbers located on the front counter.
 
6. Note the provisions in section J2 for staff or visitors who suffer persistently from symptoms of mountain sickness.
 

2. STFC Staff
All STFC employees, whether JAC staff or visitors, must have completed a high altitude physical exam prior to traveling above HP. STFC employees are specifically prohibited from traveling above HP having only signed a medical disclaimer. This is a STFC requirement to which there are no exceptions.


3. Observers
1. All observers planning to go to the telescope must read and sign the Medical Alert Disclaimer form which warns of the potential dangers of working at altitude.
 
2. No more than 14 hours shall be spent above HP in any 24-hour period.
 
3. It is recommended that observers coming from sea-level who plan to stay above HP for not more than eight consecutive hours rest at HP for at least 30 minutes to get adjusted to altitude. Those who have not been to altitude for one to two weeks, or who may be suffering jet lag, are recommended to extend the rest period as in item iv. below.
 
4. It is recommended that observers coming from sea-level who have travelled more than 1000 miles OR who plan to stay above HP for more than eight consecutive hours spend at least eight hours (and preferably the night before their observing run) at HP, before proceeding to the summit.
 
5. Note the provisions in section J for staff or visitors who suffer persistently from symptoms of mountain sickness.
 

4. Visitors
1. The JAC policy for visits to the summit can be found in the administration procedures published on the internal web. Follow the link here.
 

2. On pre-arranged visits to the summit, all visitors must either sign a Medical Alert Disclaimer Form or have prior medical clearance - regardless of the time they intend to spend above HP. The completed form shall be returned to the JCMT or UKIRT secretaries respectively by the person inviting or admitting the visitors. Normally, casual visits to the summit will not exceed three consecutive hours, and for planned visits of this duration, a minimum rest period of one hour is recommended. Exceptionally, where casual visits are planned for periods of over three hours or where visitors have travelled more than 1000 miles without a suitable break, it is recommended that the rest period at HP is extended as in item 4 above. Visitors under the age of 16 years are not permitted.
 
3. Tourists and visitors without pre-arrangements who arrive at the summit unannounced may be admitted to the telescope provided that
• the party is not too large to be safely supervised;
• a member of staff is available and willing to be responsible for them;
• they sign disclaimers.

Parties of tourists on MKSS tours may be admitted to JCMT at the weekend with the prior agreement of the TSS and subject to precedence of other duties. Parties of tourists from commercial tour companies will not be admitted.

4. Should a tourist seek assistance when ill, the staff concerned must exercise their initiative in balancing the needs of the patient with those of the JAC. Options include:
• Calling the emergency services for advice or assistance
• Allowing the patient to rest
• Obtaining assistance from other summit facilities (e.g. arranging for a ride to HP)
• In extreme circumstances taking the patient to HP or Hilo which may involve closing the facility.

No one should be left alone in JCMT or UKIRT. There should always be at least two people in or around the building when it is occupied, including lunch time. There must always be a working vehicle available when the building is occupied. At least one occupant must be capable of driving the 4-wheel drive vehicle. There must be enough seats in the available vehicles to accommodate the number of people in the building.

1. Consumption of alcohol at the summit is prohibited.
2. Any staff who have consumed alcohol may not drive a JAC vehicle or work in a JAC facility for at least 8 hours.
3. Operation of a JAC vehicle while under the influence of alcohol is strictly prohibited.

Staff should not sleep at the summit unless stranded due to bad weather. JAC policies are designed to avoid such situations because of the potential hazards posed by sleeping at the summit.

If you ascend to high altitude after SCUBA diving you risk formation of nitrogen bubbles in your bloodstream. This leads to a potentially fatal condition called "Decompression Sickness" (commonly known as "the bends"). It is thus vitally important that you not ascend to high altitude (HP or above) too soon after SCUBA diving.

You should wait at least 24 hours after diving before ascending to HP altitude. If you have made repetitive or deep dives or are in any doubt, you should extend this interval to at least 48 hours.

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H. High Altitude Physical Examination 

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1. Procedures

The high altitude medical may be administered by JAC's consulting physician, or by the  physician of the member of staff. If the latter is the case, then a form shall be obtained from Personnel Section for the physician to fill in. In either case, the CERTIFICATE OF FITNESS FOR WORK AT HIGH ALTITUDE, also available from Personnel Section, must be completed.

2. Special medical examination form

You may obtain the SPECIAL MEDICAL EXAMINATION PRIOR TO WORK AT HIGH ALTITUDE form from the JAC Personnel Section.

3. Certificate of fitness for work at high altitude

You may obtain the CERTIFICATE OF FITNESS FOR WORK AT HIGH ALTITUDE form from the JAC Personnel Section.

4.  Exam Frequencies

Age Category    /   Frequency of Rechecks

   Before 30                 Every 5 years

   Before 40                 Every 3 years

   Before 50                 Every 2 years
   After   50                  Every year*

* Annual examinations will also apply to staff with an identified medical problem but who are still considered fit to work at altitude.

Any member of staff who is required to work on the summit may still request to have an annual medical examination.

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I. Medical Alert Disclaimer Form

    (linked to web versions - available as: postscript, or plain text or as a MS Word document

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J. Acute Mountain Sickness 

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1.  General

All staff and visitors should be familiar with the signs and symptoms of high altitude/mountain sickness. JAC policy is to err on the side of safety when dealing with actual or potential mountain sickness. Visitors or staff experiencing symptoms should inform the Telescope System Specialist or Work Leader at once. A decision will then be taken on whether the individual should descend from altitude.  A list of high altitude sickness symptoms follows:

Minor Symptoms

• mild shortness of breath
• dizziness
• lightheadedness
• headaches
• a change in visual activity
• palpitations
• chest tightness
• nausea
 

Major Symptoms
• shortness of breath
• sudden onset of severe unrelenting headaches
• chest pain
• abdominal pain
 

Major Signs
• slurred speech
• visual disturbance
• loss of coordination
• paralysis
• seizures
• collapse
• slow or rapid heart beat
• labored breathing
• unrelenting nausea or vomiting
 

WARNING: It may not be sufficient to descend to Hale Pohaku upon experiencing high altitude sickness. If in doubt, descend to Hilo. Report all cases of high altitude sickness to the Site Safety Advisor within 24 hours.

In all cases of mountain sickness the decision on whether an individual should descend from altitude rests with the Telescope System Specialist or the Work Leader. Every case must be assessed in the light of the symptoms but particular provisions apply to visitors and staff who suffer from repeated incidents of mountain sickness:
 
1. Visitors
If a visitor is sick on two consecutive observing runs they shall be instructed to leave the summit and to seek medical advice before returning. A visitor having a history of illness at  the summit shall be instructed to leave upon a single new incident of illness unless they have a statement from a medical physician confirming that it is safe for them to continue working if the symptoms are recognized as minor and recurrent.
 
2. Staff
If a staff member is sick on two consecutive trips to the summit they must seek medical advice - normally from JAC's consulting physician - before returning.

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K. Vehicle Operation 

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1. Policy

JAC vehicles are to be operated safely in a manner consistent with local, state, and federal laws. All accidents must be reported promptly according to the procedures outlined below. Smoking is not permitted in JAC vehicles.

2. Responsibilities

1. Driver's Supervisor
Ensures that vehicles are used only for official JAC business and carries only authorized passengers.
 
2. Facility Maintenance Manager/Fleet Manager
1. Oversees maintenance and repair of vehicles.
2. Ensures that vehicles are equipped with a spare tire, jack, lug wrench, and general safety equipment.
 

3. Fleet Manager
   
Periodically inspects vehicles and ensures performance of scheduled maintenance.
 
4. Driver
1. Uses the vehicle only for conducting official business of the JAC.
 
2. Wears seat belt at all times while the vehicle is in motion. The driver shall also ensure that all passengers fasten their seat belts before the vehicle is in motion in accordance with JAC rules at K.3.b.iii. below.
 
3. Operates the vehicle in a safe manner conforming to traffic laws and road conditions.
 
4. Must check that the vehicle is in safe working condition before use.
 
5. All minor and major vehicle problems must be reported via email to "vehicle" (see address in JAC Eyes Only).  Major vehicle problems occurring outside of normal working hours must also be reported to the Site Safety Advisor by phone. Phone numbers are listed in the Vehicle Information booklet located in the glove compartment of all JAC vehicles. Before leaving any potentially unsafe vehicle, place a written note in a prominent location (e.g. driver's seat) briefly explaining the situation and hang the "Vehicle Unsafe" tag on the mirror. This tag is located in the vehicle's glove compartment.

3. Procedures

1. Reporting Vehicle Problems
1. Vehicle problems shall be submitted to the vehicle scheduler via e-mail to "vehicle" (see address in JAC Eyes Only) for prompt action.
 
2. If involved in a vehicle accident, follow the Motor Vehicle Accident Procedures in the Vehicle Information Booklet. The booklet is located in the glove compartment of all JAC vehicles.
 

2. Driving Procedures
1. Before taking a JAC vehicle to Mauna Kea, take it to the designated service station and fill it with gasoline.
• When to fill-up gasoline:
• 4-wheel drive vehicles: Always fill-up on the way to the summit because a schedule change may require that vehicle to remain at the summit.
• 2-wheel drive vehicles: It is recommended that these vehicles be filled as well. This must be done if there is less than 1/4 tank of fuel.
• If less than 1/4 tank gas remains then it is recommended to fill-up the tank upon returning to Hilo.
 

2. Staff and visitors who have never driven JAC vehicles  on the MK summit road must drive at least one round-trip carrying an experienced driver as a passenger before driving alone. The experienced driver must explain all of the points on the driver's checklist in Addendum 8 and the new driver should keep a copy for reference. This requirement must be repeated on every occasion where there is a period of more than 12 months between drives on the MK summit road. If new drivers wish to be driven a short distance before they make the accompanied drive, that wish shall be accommodated.

3. For everyone's safety, all occupants of the vehicle must wear seat belts while the vehicle is moving.
 
4. JAC vehicles must not be used to transport people under age 16 to the summit.
 
5. JAC vehicles shall not be used to tow other vehicles except our own JAC vehicles. If you are called to give assistance the normal response shall be to call the emergency services or a breakdown service.
 
6. JAC vehicles must not be used to pick-up hitch hikers unless they are injured or in distress. In all cases consider calling the emergency services for professional help.
 
7. Follow posted summit speed limits.
   
 
8. Follow instructions for operating JAC's 4-wheel drive vehicles on the summit. (instructions are located in the vehicle)
 
9. All JAC vehicles must be locked upon parking in the JAC Hilo office and HP parking lots. This is because there have been instances of safety-related equipment being stolen. Vehicles must be left un-locked at the summit in order to avoid the locks freezing closed.
 
10. Before taking a vehicle to the summit from HP - check the fuel level - there must be no less than a quarter of a tank of fuel as this is the minimum amount of fuel necessary to reach Hilo in cases of emergency.
 
11. All windows must be kept closed between HP and the summit to reduce dust in vehicles.
 
12. Driving on the road above HP around dusk or dawn may present severe hazards associated with glare from the low sun angles and dust. The advice of the TSS/WL on safe departure times from HP and UKIRT/JCMT shall be heeded.
 
13. Be sure that when traveling to or from Mauna Kea you have adequate clothing. 
    
 
14. When driving on the summit road, drivers shall use headlights during the day whenever there is fog, rain or snow; at twilight; and where visibility to oncoming traffic is obscured by dust in the air and sunlight behind them.
 

15. A portable cellular phone is available for checkout in Hilo from the receptionist.

 
3. Winter Driving Procedures
 
1. During the winter months two JAC vehicles are equipped with studded tires. These two vehicles should normally be used only during the night, they may be used during the day only if no other vehicle is available. The vehicles shall not be driven below HP except in dire emergencies.
 
2. All 4-wheel drive vehicles have snow chains stored in the vehicle.
 
3. During hazardous driving conditions, those with the most summit driving experience should drive.
 
4. When driving downhill on ice, use the lowest possible gear and try not to use the brakes.
 
5. All staff/observers shall maintain a watch for dangerous road conditions and inform MKSS and other observatories as appropriate.
 
6. If MKSS issues an evacuation or road closed order, all facilities must comply.
 
7. During icy or snowy conditions use the gears rather than the parking brake when parking at the summit to avoid brake freezing. Block the tires if appropriate.

4. Safety Equipment

1. All vehicles are fitted with:
1. flashlight - located in the front glove compartment
2. fire extinguisher
3. first aid kit
4. first aid exposure protection kit
5. pocket rescue mask
6. highway safety kit
7. snow chains (4WD vehicles only)
8. gloves for use in emergency
9. emergency blankets - located both in the glove compartment and rear storage box
10. battery jumper cables
11. unsafe vehicle tag
12. tire pressure gauge
13. vehicle information booklet:
• dust control instructions
• satellite phone instructions
• tire pressure specifications
• vehicle accident procedures
• emergency telephone numbers
• public roadblock guidelines
  
• driving instructions for 4WD vehicles (4WDs only)
• Mauna Kea winter driving recommendations (4WDs only)
• Mauna Kea vehicle procedures checklist (Addendum 8)
• map of routes to Hilo Medical Center
• summit fire policy/responsibilities/re-entry procedures
  
 
2. Safety kits and a cellular phone for rental vehicles travelling to Mauna Kea, may be checked-out at the JAC reception desk. Rental vehicle safety kit contains:
1. Two emergency thermal blankets
2. First aid exposure protection kit
3. Flashlight
4. Fire extinguisher
5. Pocket mask
6. Gloves
7. Highway safety kit
8. Battery jumper cables
9. First aid kit
 

3. Satellite phones shall be used for emergencies only.
   
 

5. Staff Stranded at Night

The first recourse if a JAC vehicle breaks down in the night is to summon assistance using the satellite phone. Staff should use common sense in determining whether it's safer to wait in the vehicle until another vehicle passes by, or attempt to walk, leaving the vehicle clearly marked as a hazard for other road users (see also section K3b above). Decisions should take account of the time of night, weather conditions and suitable clothing.