Information Technology Solutions. Indoor Air Quality Management Plan

Transcription

1 Information Technology Solutions Indoor Air Quality Management Plan

2 Table of Contents Section Page 1. Introduction 4 2. District Indoor Air Quality Team 4 3. District Indoor Air Quality Coordinator 5 4. Principal/Facility Manager 5 5. Site Indoor Air Quality Coordinator 6 6. Site Indoor Air Quality Team (Optional) 7 7. Education of Staff 7 8. Site-Based Building Inspections (Optional) 7 9. Indoor Air Quality Concern Reporting and Response Guidelines Cleaning and Chemicals Guidelines Flooring and Furnishing Preventive Maintenance Construction and Renovation Microbial Management Communication No Smoking Policy Animals, Plants, and Aquariums in Buildings and Student Science Projects Storage, Personal Belongings and Clutter in Buildings Food in the Classroom Painting Program 11 2

3 21. Anti-Idling Guidelines Integrated Pest Management Hazardous Materials AHERA Management Plan Lead Guidelines Radon Guidelines 13 3

4 1. INTRODUCTION Based on the U.S. Environmental Protection Agency s (EPA) Indoor Air Quality Tools for Schools Program (IAQ TfS), Guilford County Schools has developed this IAQ Management Plan to help monitor and improve the quality of air in school buildings. The objectives of the IAQ Management Plan are to: 1. Maintain health protective indoor air quality in all school buildings through preventive measures such as routine maintenance activities, periodic building evaluations and inspections, and the development and implementation of IAQ-specific policies. 2. Provide and maintain adequate air exchanges through timely repair and ventilation equipment to promote a comfortable and healthy learning and working environment. 3. Respond to IAQ related concerns and issues in a thorough, prompt, and efficient manner, and to effectively communicate corrective actions taken to interested parties. 2. DISTRICT INDOOR AIR QUALITY TEAM GCS has established a District Indoor Air Quality Team to develop an effective, manageable and sustainable IAQ Program that will assist the district in addressing IAQ issues in a timely and effective manner to create a healthier learning environment for staff and students. To accomplish this outcome, the District IAQ Team will review IAQ-related information and recommend IAQ policies to maintain and improve the air quality within school buildings and other district facilities. The Indoor Air Quality Team is composed of the following: Director of Maintenance District IAQ Coordinator Southeastern Region Representative Western Region Representative Central Region Representative Northern Region Representative Enrichment Region Representative Program Administrator Operations Services Program Administrator Custodial Services Director School Nutrition Services Program Administrator Student Health Services The District IAQ Team is involved in the following efforts: 1. The District IAQ Team members will contribute to the IAQ Management Plan creation and implementation. The IAQ Team members should review the United States Environmental Protection Agency s Indoor Air Quality Tools for Schools (TfS) Action Packet, found in the IAQ TfS kit. 2. The District IAQ Team will meet at least quarterly to review IAQ related matters as needed. 4

5 3. The District IAQ Team will meet annually to review the IAQ Management Plan and the existing IAQ policies. The Team may recommend changes as a result of its review. 4. Support, coordination and communication among the District Team, Principals/Facility Managers, school district staff, students and the community. 3. DISTRICT INDOOR AIR QUALITY COORDINATOR GCS has identified the Program Administrator Health and Safety as the District Indoor Air Quality Coordinator. The District Indoor Air Quality Coordinator will be the key individual responsible for developing and implementing the district s Indoor Air Quality Management Plan. The District Indoor Air Quality Coordinator s responsibilities include the following: 1. Acting as the lead staff person in developing the district s IAQ Management Plan. 2. Modifying and completing revisions of the IAQ Management Plan to fit the district s specific needs and objectives as may be appropriate when new information is obtained. 3. Coordinating the annual review of the IAQ Management Plan. 4. Coordinating activities and meetings of the District IAQ Team. 5. Providing IAQ TfS training for the District IAQ Team, Principals/Facility Managers and Site IAQ Coordinators. 6. Assisting all locations with the selection and training of a Site IAQ Coordinators. 7. Assisting District Relations with internal and external communications that will educate and raise awareness among school district staff, students and the community about IAQ issues and the benefits of good IAQ. 8. Establishing District IAQ Policies and Procedures that support and enhance good IAQ. 9. Providing assistance to schools in order to respond, investigate and address reported IAQ concerns. 10. Communicating with Site IAQ Coordinators, staff, parents and other parties regarding IAQ matters. 11. Coordinating responses to, and tracking requests for IAQ assistance forwarded by Site IAQ Coordinators (and others) through the GCS Maintenance Work Order System. 4. PRINCIPAL/FACILITY MANAGER The day-to-day functions of the Indoor Air Quality program are site-based. Each facility s staff plays a critical role in ensuring a healthy school environment. Each Principal/Facility Manager will have the overall responsibility for administering and facilitating the IAQ program at his/her site. Each Principal/Facility Manager s responsibilities include the following: 1. Reading and becoming familiar with the GCS Indoor Air Quality Management Plan and the Environmental Protection Agency s Tools for Schools (TfS) program. 2. Selecting and facilitating the actions of a Site Indoor Air Quality Coordinator. The Site Coordinator must be an individual who has the ability to carry out the functions associated with the position (see Site Coordinator section below). The successful Site Coordinator will possess a high level of leadership skills and have a genuine interest in improving the indoor environment in the school/facility. The overall success of the Site s Indoor Air Quality Team 5

6 depends on selecting someone who has the necessary skills to manage the Team and to gather needed resources, and who is empowered to take action. The Site Coordinator must have the authority to interact with school staff, students, parents and district-level administration. The Site Coordinator does not have to be an expert in IAQ issues, but should be able to use available resources - such as the district Indoor Air Quality Management Program, the TfS Action Kit, and the expertise of both the Site Indoor Air Quality Team and the District Indoor Air Quality Coordinator - to proactively manage the indoor environment of the site. The selection of an appropriate Site Coordinator depends on the organizational structure of each facility, but the Site Coordinator must be the principal, an assistant principal, or a curriculum facilitator. 3. Facilitating the activities of the Site s Indoor Air Quality Team (see Site IAQ Team discussion below). 4. Facilitating the use of the GCS Maintenance Department Work Order system for IAQ-related issues. The Principal/Facility Manager should ensure that the Site IAQ Coordinator has the opportunity to review and manage all requests for maintenance that involve water intrusion, HVAC-related issues, plumbing leaks, mold or odor complaints, and other issues that may relate to indoor air quality, to the greatest extent feasible prior to transmittal to the GCS Maintenance Department. The purpose of this review is to allow the Site Coordinator to become aware of requests for IAQ-related maintenance and of the associated repairs at the site, and to coordinate any site-based response that is needed to assess and/or improve the indoor environment and communicate with interested staff. 5. Implementing the policies and procedures of the GCS Indoor Air Quality Management Program at the site, and ensuring compliance with routine inspection and maintenance policies. 6. Informing the District IAQ Coordinator of any personnel changes resulting in the replacement of the Site IAQ Coordinator. This will allow the replacement to be trained and will ensure that communication between the district and the site is not impeded. 5. SITE INDOOR AIR QUALITY COORDINATOR The Principal of each school and the Facility Manager of Administrative Offices will appoint someone as the Site IAQ Coordinator. The Site IAQ Coordinator must be the principal, an assistant principal, or a curriculum facilitator. The Site IAQ Coordinator will be the key individual for implementing the District s IAQ Management Plan at the site. The Site IAQ Coordinator will serve as the key individual for receiving and reviewing IAQ matters from staff, students and parents. When appropriate, the Site IAQ Coordinator will refer IAQ matters to the District s IAQ Coordinator for further review and assistance. The Site Indoor Air Quality Coordinator s responsibilities include the following: 1. Establishing the Site IAQ Team (optional - see Site Indoor Air Quality Team below). 2. Providing training for Site IAQ Team (optional). 3. Coordinating the Site IAQ Team activities and meetings (optional). 6

7 4. Acting as the key contact person at the site to respond to and address IAQ concerns from staff, students and parents with the assistance of the District Indoor Air Quality Coordinator. 5. Reviewing and managing the IAQ-related Maintenance Work Orders generated from the site. The Site Coordinator should be aware of requests for IAQ-related maintenance and the associated repairs at the site, and should coordinate any site-based response that is needed to improve the indoor environment and to communicate with staff. 6. Maintaining a site-based IAQ file with all pertinent documents. 6. SITE INDOOR AIR QUALITY TEAM (OPTIONAL) Schools and administrative offices in GCS may establish a Site Indoor Air Quality Team to address IAQ concerns from staff, students, and parents. The site IAQ team supports the site IAQ coordinator to ensure good IAQ in all building areas and meets at least quarterly (or more frequently as needed) to review IAQ concerns. The Site Indoor Air Quality Team may include any of the following individuals and may include other GCS personnel on an as-needed basis: Principal Assistant Principal Teachers School Nurse Lead Custodian Cafeteria Manager PTA Representatives Parents 7. EDUCATION OF STAFF All district employees play an important role in maintaining and improving air quality since their behavior can affect the quality of the air in school buildings. For example, placing heavy objects on unit ventilators, adjusting the room thermostats, or turning off noisy unit ventilators can worsen the quality of air in a room. An educated employee is more likely to take steps that maintain good air quality. In addition, an employee with an understanding of IAQ is more likely to report IAQ concerns quickly and accurately. For these reasons, providing ongoing educational opportunities to staff regarding IAQ best practices will be an ongoing effort of this plan. 8. SITE-BASED BUILDING INSPECTIONS (OPTIONAL) Tools for Schools building inspection checklists are recommended for use as diagnostic tools and educational resources. They may be distributed to staff at the discretion of the Site IAQ Coordinator. Completed checklists should be collected and evaluated by the Site IAQ Coordinator. IAQ issues identified during the completion of the checklists should be addressed by the Site IAQ Coordinator and (when appropriate) the District IAQ Coordinator. 7

8 Checklists are available here: 9. IAQ CONCERN REPORTING AND RESPONSE GUIDELINES GCS encourages the reporting of IAQ matters as soon as they are identified. IAQ concerns noted by staff, students, and parents should initially be reported to the Site IAQ Coordinator. If a determination is made that assistance is required from the Maintenance Department, a GCS Work Order Request should be submitted by the site regarding the IAQ concern by the Site IAQ Coordinator. The District and/or Site IAQ Coordinator will document all IAQ concerns and perform an initial investigation. The results of the investigation will also be documented. If the basis for the IAQ concern is successfully identified, the District IAQ Coordinator will, with input from the Site IAQ Coordinator, determine the appropriate response, communicate this to the relevant parties, and document the action taken. If the basis for the IAQ concern cannot be identified and/or remedied, and reports persist despite numerous efforts to identify and remediate the matter, the District IAQ Coordinator will report this to the Director of Maintenance. 10. CLEANING AND CHEMICALS GUIDELINES Regular and thorough cleaning is an important means of removing air pollutant sources; however, the use of cleaning products may also contribute to indoor air quality concerns. To ensure that cleaning practices remove pollutant sources while using cleaning products appropriately, cleaning guidelines have been developed by the district and have been made available to all sites. These guidelines can be found at: It is also important that staff members not bring any cleaning products, pesticides, air fresheners or other chemicals into the schools or administrative offices. 11. FLOORING AND FURNISHING GUIDELINES The two most common types of floor covering in GCS schools and administrative offices are carpet and resilient floor tile. If a persistent problem is associated with carpeting, it should be replaced with hard flooring unless there is a compelling reason to install a new carpet. Carpets will be phased out in certain parts of school and administrative office buildings, including building entrances, science laboratories, bathrooms, art rooms and shop rooms. All carpets are cleaned with hot water extraction at a minimum of once per year. 8

9 Staff is not allowed to bring personal furniture to school or administrative offices (such as sofas, chairs, etc.). The school district approves and purchases furniture used on school property. 12. PREVENTIVE MAINTENANCE Preventive maintenance means the routine inspection, adjustment and repair of building structures and systems, including the heating, ventilation and air conditioning system (HVAC), unit ventilators, local exhaust, fresh air intakes, and flooring. Preventive maintenance plays a major role in maintaining the quality of air by assuring that the building systems are operating effectively and efficiently. Moreover, it helps to maintain a comfortable temperature and humidity in occupied spaces. 13. CONSTRUCTION AND RENOVATION GUIDELINES Information regarding the district s construction and renovation guidelines (Education Specifications, Design Guidelines and Guilford Green Guide) can be found on the district s website at: MICROBIAL MANAGEMENT GCS officials pay close attention to water intrusion and microbial growth during the walkthrough inspections, buildings systems evaluations, and other efforts. The Maintenance staff knows how to identify damaged buildings systems and components that cause water leaks and water condensation. Materials damaged by water are replaced when possible. Materials that cannot be replaced and must be kept (this could include carpets, padding, ceiling tiles, sheet rock and insulation) are dried, preferably within 24 hours, but no later than 48 hours. Materials contaminated with visible microbial matter are promptly cleaned or replaced. 15. COMMUNICATION Communication is a critical element of the successful management of IAQ issues. The District IAQ Coordinator and other district authorities strive to use effective and efficient communication. In order to develop and maintain the trust of the community and staff, the district IAQ coordinator, the site IAQ coordinator, and other district employees should communicate with relevant parties in a prompt, courteous and consistent manner until the issue is resolved. In addition, the site IAQ team and coordinator will inform parents and staff about the following: 1. The IAQ Management Plan, 2. How to contact the District IAQ Coordinator about IAQ issues and learn where to find IAQ best practices information. GCS will provide this information and the availability of resources to parents and staff by communicating with principals and site IAQ coordinators, who will, in turn, communicate with parents. 9

10 16. NO SMOKING POLICY In accordance with Board policy (CPGA), the use of tobacco products on or in any school property, or at any school-sponsored activity or event (regardless of location), is prohibited. For more information, please go to: PLANTS, ANIMALS AND AQUARIUMS IN BUILDINGS AND STUDENT SCIENCE PROJECTS While some teachers have plants, classroom pets and aquariums, these items can raise IAQ concerns if not handled appropriately. Therefore, GCS has instituted plant, animal and aquarium guidelines, based on information gathered from walkthrough inspections, building systems evaluations, IAQ concern reports, and staff meetings. Plants should be kept to the minimum number that supports the educational program. Clean, sterile potting soils should be used. Plants that have been outdoors should not be permitted inside the building. Over-watering of plants should be avoided. Animals should be isolated to the extent possible in cages or other appropriate containers and should be kept away from carpets, upholstered furniture, and stuffed toys. Animals should not be allowed to roam the room or building. Specific types of animals may be restricted from the classroom if a concern is expressed by staff, students, or parents. The district also reserves the right to ban certain animals if they pose a threat to the safety or comfort of staff and students. Classroom pets should be placed away from return air ducts and from students with known allergy or asthma problems. Aquarium cleaning and maintenance should be performed regularly by the classroom teacher. Food and supplies should be kept in sealed containers. The classroom teacher is responsible for the care of plants, animals and aquariums and must take these items home during summer vacation. Students are restricted with respect to the items they can bring onto GCS campuses for science projects. Certain items associated with experimentation are prohibited for the protection of the student and the greater GCS student/staff population. Some of these prohibited items generally include: any chemical (including water), animals, plants and food products. The list of prohibited materials can be obtained from the current Science Fair Information Packet available from the student s Science Contact, Science Fair Coordinators or Curriculum Facilitators. 10

11 18. STORAGE, PERSONAL BELONGINGS AND CLUTTER IN BUILDINGS Cardboard storage boxes, instructional supplies and other items not used daily should be stored in a designated storage cabinet or room, not on floors, cabinet tops or unit ventilation. Classroom materials/supplies (personal or school-supplied) should be stored in approved storage containers and should not be stored on floors, window ledges, unit ventilators, on top of bookcases or other spaces adversely affecting ventilation or cleaning. Stuffed animals and toys should be kept to a minimum. When they are used on a regular basis as part of a classroom activity, only washable stuffed animals and toys should be allowed. These items should be washed often. Pillows should be covered in dust-proof, allergen-impermeable zipped covers and washable fabrics. Storage cabinets, areas and rooms should be cleaned and evaluated annually. Properly dispose of out-of-date, excess, or damaged materials. Designated school storage rooms should not be converted to occupied or educational spaces without first addressing ventilation and possible health concerns. 19. FOOD IN THE CLASSROOM Events with food should be kept at a minimum in classrooms. Cleanup of food events should occur immediately following the event. Spills should be immediately cleaned by classroom personnel and reported to the school custodial staff for follow-up cleaning. Food should not be left in classrooms. When it is necessary to store food in classrooms, it must be kept in airtight, sealed containers to minimize the potential for pests, odors, and biological growth. 20. PAINTING PROGRAM Schools must use low VOC-emitting paints such as latex or water-based paints; using paints that contain mercury or lead is prohibited. Painting and drying should only occur when the area of the building is unoccupied and properly ventilated. 21. ANTI-IDLING GUIDELINES Information regarding the district s anti-idling guidelines can be found within the Energy and Natural Resource Conservation and Management policy (EBD) and procedures (EBD-P). These are available on the district s website using the above-noted links. 22. INTEGRATED PEST MANAGEMENT Integrated Pest Management (IPM) is an important strategy for maintaining good indoor air quality because both pest-generated substances and pesticides can act as irritants and trigger allergies and asthma. This strategy can reduce the frequency and magnitude of both pesticide use and pest problems. Information regarding the district s IPM guidelines can be found within the Integrated Pest 11

12 Management (IPM) program policy (FA) and procedures (FA-P). These are available on the district s website using the above-noted links. 23. HAZARDOUS MATERIALS It is important to handle hazardous materials according to the manufacturer s guidelines. Wastes generated from hazardous materials should be stored separately from regular waste and disposed of in appropriate containers. Hazardous materials are common in art, science and vocational/industrial classes. Training sessions for staff can help explain the risks associated with hazardous materials and the importance of complying with this program. The district has written hazard communication and chemical hygiene plans. Each science lab in each high school has a database of chemicals that are inventoried at the building site. This database is available to the Maintenance Department in case of emergencies involving lab chemicals. The district has a chemical pickup and disposal system in place that complies with all local, state, and federal regulations. Chemical pickup and disposal is contracted to an EPA certified company by the district. For more information, please go to the Guilford County Schools Chemical Hygiene Plan for Laboratories and Chemical Disposal Form. 24. ASBESTOS HAZARD EMERGENCY RESPONSE ACT (AHERA) MANAGEMENT PLAN An AHERA Management Plan has been developed for each site in the district. The AHERA Management Plan reduces the likelihood of the district staff s exposure to asbestos during general operation and maintenance activities. It describes the location and condition of asbestos containing building materials, and their removal and repairs if necessitated by AHERA. The AHERA Management Plan also describes the proper record keeping practices that school officials follow. A copy of each GCS AHERA Management Plan is maintained at each site and at the Maintenance Department. For more information regarding the AHERA plans please contact Maintenance at: (336) LEAD GUIDELINES Lead dust can adversely affect the nervous system. Young children are particularly susceptible. Lead issues should be closely monitored, especially the condition of painted surfaces that might contain lead (generally Pre-1978 buildings). Therefore, the Guilford County Department of Public Health partners with the district to conduct risk assessments of the district s facilities that are routinely visited by younger GCS students. The testing of damaged loose and flaky painted surfaces in these facilities is conducted for possible lead content. If the surface does not contain lead, it is repaired. If the surfaces tests positive for lead content, completion of renovation work using Lead-Safe work practices, implementation of lead-paint controls and/or abatement of the leaded surfaces are achieved through the direction of OSHA and EPA guidelines and standards. Lead-Based Paint Abatement in Child-Occupied (facilities routinely visited by a child less than six years of age), is conducted by North Carolina Certified Lead Firms. Coordinate the disturbance of any painted or coated surface with the Maintenance Department at: (336)

13 26. RADON GUIDELINES The Environmental Protection Agency (EPA) defines Radon as a cancer-causing natural radioactive gas that you can t see, smell or taste. ( Guilford County is located within a low radon belt. Radon testing was performed in 2003 by the Guilford County Department of Public Health at several representative school sites and showed that the levels of radon gas were below the action levels established by the EPA. For more information regarding radon please go to: or 13