Pre-Audit Preparation

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Sydney Francis
6 years ago
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In order to ensure that your on-site verification audit is carried out accurately and efficiently, the following checklist is designed to assist you in preparing your property and staff in advance of

1 In order to ensure that your on-site verification audit is carried out accurately and efficiently, the following checklist is designed to assist you in preparing your property and staff in advance of the visit. PRE-VISIT CHECKLIST Ensure you have a copy of your most recently completed self-assessment on hand for personal reference during the property walk-through. Access your assessment in the Members Area of the Green Key Global website. Assign a hotel representative to meet and accompany the auditor. The selected representative must be knowledgeable regarding the property s sustainability initiatives as well as being familiar with the completed assessment. Inform and prepare your Department Heads Inform departments of the upcoming audit and ensure they are on stand-by that day in the event the auditor has questions pertaining to the respective areas. Gather all relevant documentation and organize for easy reference. If you answered Yes to any question regarding the presence of a policy/procedure/plan then you will be required to have copies of each of these documents on hand for the auditor to review. A list of these items is attached for your convenience. Prepare a list of model and serial numbers. Make, model and serial numbers of hot water tanks Make and model of lighting in guestrooms, public space, back of house Make and model of low-flow appliances (showerheads, toilets, etc.) used in guestrooms, kitchen areas and public washrooms. Page 1

2 DOCUMENTATION CHECKLIST The following pages contain lists of items from the Green Key Eco-Rating Assessment that pertain to written policies, plans, procedures and/or training. If you indicated Yes in your assessment to having any of the listed items in place then you will be required to provide documentation of each item to the auditor for review. Please note that insufficient or lack of required documentation will result in a question receiving no credit by the auditor. The list is divided into the 5 assessment sections and the Version column indicates which edition of the assessment the item is relevant to. If you joined the Green Key Eco-Rating Program in 2011 and beyond, then you are in Version II of the assessment. Prior to 2011 and you are likely in Version I. If you are still not certain, please contact us at administration@greenkeyglobal.com for assistance. Page 2

3 CORPORATE ENVIRONMENTAL MANAGEMENT Document V1 V2 Formal (written) environmental policy/set of policies Executive committee or management committee buy-in and a signed endorsement of policies Is the environmental policy communicated to all members of the organization? Hotel-wide policy incorporates commitment to the following (see Corporate 1d for full answer set) Formal (written) action plan which addresses policy commitment Hotel s written action plan (or operating procedures) includes: a. Performance indicators b. Quantified performance targets c. Ongoing measurement and monitoring d. Third party verification e. Improvement reflected in employee performance reward/remuneration Does the hotel have a written IT policy? Is there a written policy and program in place for recovery of equipment with CFCs? Is there a written plan in place to minimize guest/employee exposure to volatile organic compounds? Does the hotel s green team have a written mandate with support from senior management? Training and education documentation in environmental awareness Communication strategies for: a. Employees b. Suppliers c. Guests Participation in associations/networks/other affiliations Formal procedure in place to handle environmental complaints Does the hotel offer employee engagement initiatives such as lighting switch-off programs, awareness initiatives, etc. Does the hotel/corporate entity report externally on its sustainability program and achievements? Page 3

4 HOUSEKEEPING Document VI VII Is there a formal program in place allowing guests to opt out of housekeeping (i.e. linen and/or towel reuse) Policy in place to give energy efficient equipment (i.e. Energy Star/EnerGuide certified) high priority Policy/procedure to ensure housekeeping properly handles and disposes of hazardous/bio-hazardous/wastes Procedure in place to allow housekeeping to report actions that harm the environment & share their ideas Communication strategies for housekeeping staff regarding environmental issues/solutions Training in place regarding the following a. Check that lights, radios and TVs are turned off in unoccupied rooms. b. Ensure windows and doors are closed when heating or cooling systems are in use. c. Standard set-points used for all guestroom thermostats. d. Use natural light when cleaning guestrooms and close blinds/drapes in unoccupied rooms. e. Ensure staff does not leave faucets running when cleaning guestrooms. f. Report dripping faucets and leaking equipment to the maintenance department. Guestroom amenities are: a. Cruelty free/not tested on animals b. Biodegradable c. Third-party certified d. Packaging is recyclable or biodegradable Does the hotel have a policy to consolidate occupied guestrooms and close floors when occupancy permits? Page 4

5 CONFERENCES & MEETINGS Document VI VII Are Meeting Planners and guests provided with information on: a. Sustainable transportation options. b. Facility environmental policies and programs. c. Local ecosystems, culture, and heritage issues while on-site attending conference/event Does the hotel have a policy requiring event planners to take back remaining materials? Page 5

6 FOOD & BEVERAGE Document VI VII Are there service records for: Freezer/Refrigeration motors, thermometers, etc. Staff is instructed not to thaw frozen food under running water Which of the following recycled paper products are used: Napkins/menus/drink coasters/paper towels/waiter scratch pads/cash register tapes/bills and receipts/memos/checklists Which of the following non-paper products with recycled content are used: Storage containers / equipment / wall décor / serving products / utensils / other Is the purchase/use of locally grown/organically produced foods communicated on guest menus? Page 6

7 Performance audits for: Energy consumption Water consumption Waste streams ENGINEERING Document VI VII Greenhouse Gas Emissions: if they are measured, reported on, tracked against targets and/or includes measurement of Scope 3 GHGs Are annual use and costs of utilities and material being tracked for: Electricity Natural gas Propane Gasoline Diesel fuel Stream Wood Water Sewer discharges Recyclables Solid waste disposal Hazardous waste disposal Organics disposal (VII only) Is there a Comprehensive Maintenance Program in place for: Vehicles Lighting maintenance Monitoring/fixing leaking toilets/taps in guestrooms & public areas. Dishwasher units to ensure water will not be wasted Heating and cooling systems (VII only) Ventilation systems (VII only) Is there a formal program in place to train employees to shut off unnecessary lights/equipment? Is indoor air quality monitored? Is there a policy in place for the handling and disposal of hazardous waste? Are waste diversion rates calculated and tracked? Is there a formal policy/program for the recovery of equipment (i.e. airconditioners, refrigerators) containing CFCs (Chlorofluorocarbons)? If applicable, are there plans to phase out: PCBs (Polychlorinated biphenyl) and/or Asbestos? Page 7

8 Is there an integrated pest management program implemented for gardens and landscaping? Is there a written plan to deal with indoor air quality (IAQ) and mold odor complaints? Is there a written plan to minimize guest and employees exposure to volatile organic compounds (i.e. paints, cleaning products, textiles, carpets)? Are there permits and procedures in place to meet local/municipal wastewater discharge regulations? If an Air Emission source is on site that requires an air permit? Is permit on file? Do you have systems/records in place to compare overall energy costs year to year? Do you have an Energy Management Plan for your property? Other than Green Key do you hold any other 3 rd -party environmental certification? Is there a policy regarding selection of green materials for construction and renovation? Do you measure the reduction in energy, water and waste that result from capital investments in those three areas? Page 8

Sustainability Management Plan

Sustainability Management Plan Qbic hotel feels responsible for taking measures in order to minimize the pressure on our environment and society. We want to cooperate towards creating a better world. Being