GEORGE BROWN COLLEGE FACILITIES MANAGEMENT SERVICE GUIDE SECTION SERVICE HOW TO RECEIVE SERVICE

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1 GEORGE BROWN COLLEGE FACILITIES MANAGEMENT SERVICE GUIDE SECTION SERVICE HOW TO RECEIVE SERVICE HOUSEKEEPING Housekeeping Standards: College Wide Routine Cleaning and Collection of Garbage and Recycling (except Ryerson) The College s goal is to meet the Association of Physical Plant Administrators (APPA) cleanliness standard of 2.0. In line with the College s Green Plan, the goal of the College is to implement a Green Cleaning program that meets the standards of Leadership in Energy and Environmental Design (LEED) for Existing Buildings. The intent is to reduce the exposure of building occupants and maintenance personnel to chemicals and particulate contaminants which adversely affect indoor air quality, human health, and the environment. Cleaning products used are certified environmentally friendly (Eco-Logo or Green Seal) and other cleaning processes such as the use of steam cleaning are used to reduce impacts on the environment. The College works to promote the highest standards and best practices in terms of Infection Prevention Control (IPAC) and at the Waterfront Campus the cleaning program for clinical areas meets the criteria set out by the Ontario Health Care Housekeeping Association. If you have any requests or concerns about general Housekeeping issues, please contact the Help Desk Administrator at your campus. If you have specific inquiries about the College s Housekeeping standards, contact the Managers of Housekeeping. Offices: once a week (day-time). Classrooms: once a day. Dental Labs: Cleaning once per day; Garbage and Recycling twice per day. Nursing Labs: Cleaning once per day; Garbage and Recycling three times per day. Culinary Arts Labs: garbage, recycling and organics/food waste: twice per day. Corridors: Daily plus touch-up before evening Continuing Education classes. Building entrances: twice a day; Building exterior: once a day. Washrooms: detailed cleaning twice a day and touch-up cleaning five times a day.

2 Exterior windows: early summer and early fall. Pot-washing (300 Adelaide and 215 King): available 12 hours/day. Ryerson Campus Exterior windows: early summer and early fall. Offices: Once a week. Corridors: once a night. Building entrance: once a night and light cleaning once a day. Washrooms: once a night and light cleaning twice a day. Project Cleaning Special Events Cleaning Please call (416) , ext for any concerns. Project cleaning Is performed mainly during the summer months and academic breaks. All floors are thoroughly stripped and/or deep-scrubbed and re-finished (classrooms, corridors, offices, etc.); carpets are steamed and/or hot-water extracted; classroom furniture cleaned, washroom wall tiles washed, and high dusting performed on all horizontal surfaces. Requests are made, in advance, by Division/Department through your Campus Help Desk Administrator or through the Managers of Housekeeping. Overtime charges may be charged for cleaning outside standard hours and for private functions. Requestor bears the full cost of additional housekeeping services required. Pest Control Weekly inspections and treatments are performed in every building. WASTE DISPOSAL AND RECYCLING Waste Management Objectives Collection Schedules (all Campuses): Waste Diversion and Recycling Sightings are dealt with immediately as required. Please contact your Campus Help Desk Administrator for any concerns. In line with the College s Green Plan commitment to reduce its overall ecological footprint, the College has set the goal to minimize production of waste and to maximize recyclability and reuse options. Building garbage (regular waste) is collected five times per week (Sept-Apr), and three times per week (May.-Aug). Recycling is collected three times per week (Sept-Apr) and twice a week (May-Aug). Organic (food) waste is collected three times per week (300 Adelaide St.) and twice a week at Casa Loma Campus. Hallway Recycling Containers: Hallway containers collect paper, cans, bottles and regular waste. Please consult the What Goes Where Recycling Guide to learn about the proper recycling practices. Office Recycling and Waste Containers:

3 Recycling (blue) and small waste containers are located in each individual office. These are emptied on a weekly basis. If your Blue bin is too full, please deposit contents into a large blue recycling tote located in the hallway. Cardboard, including Pizza boxes Cardboard is collected by Housekeeping. Please fold cardboard boxes flat before leaving them out in hallways for collection by Housekeeping staff. Food Waste Food waste (organics) is collected from the College s food service and cafeteria preparation areas, including from all of the Culinary Arts cooking labs. Xerox Machine Toner Cartridges Waste Xerox toner cartridges should be returned to Xerox for recycling. Please refer to the Xerox Toner Cartridge Return Instructions. Printer toner and ink-jet cartridges (non-xerox) can be returned to Shipping and Receiving where they will be returned for recycling. Batteries: Used batteries can be taken to your Campus Health and Safety First Aid Office where they will be stored and sent for recycling. Used Electronics: Used electronic waste ( E-waste ) is collected twice a year. Please complete the Electronics Recycling Form at and send it to Stephanie.Foster@georgebrown.ca to arrange for pick-up. If necessary due to space constraints, miscellaneous e-waste can be stored temporarily by Shipping/Receiving.. Confidential Paper Shredding: George Brown College Archives is responsible for all shredding from all departments, offices, and employees of the College. The College s Records Management Policy Framework includes a Procedure for Shredding of Confidential Documents. For more information please contact Clay Thibodeau, ext. 4771; cthibodeau@georgebrown.ca Miscellaneous Materials: For disposal of scrap metal, broken furniture, and other materials, please contact your Campus Help Desk Administrator to arrange for removal.

4 GEORGE BROWN COLLEGE XEROX TONER RETURN INSTRUCTIONS To return Xerox toners you need to request a pick-up from Purolator and print the label on-line. Put the empty toner in the box that the new toner arrived in. 1- Go to 2- For first time users to set up an account, go to line 2. Click on sign up now. 3- On future visits click on Login on line On the Registration page that opens, enter your name, and create a password. Check the Remember Me box. Click SUBMIT. 5- On the second Registration page that opens, enter the names and address info. Enter the college Customer number in the Xerox Customer ID box. The address you enter should include, in the Suite/Floor box, the room where you will drop off the toner package for pick-up. This usually would be the Shipping room/loading dock used for your Campus. Click Save twice. 6- On future visits when you LOGIN, the Shipping Request page will open with the same default address info. You can edit if necessary. Click SAVE. 7- Then click on REQUEST SHIPPING LABEL. You can print multiple labels for that pick-up if you have multiple boxes. (There is no way to cancel a label request/purolator pick-up, so only create a label if you are doing a return). Affix the label on the box and bring it to the Shipping Room (or your designated pick-up area for your location) for next day pick-up.

5 George Brown College Shredding/Destruction Procedure: The Whys and Hows This document is intended to explain both the how and the why behind the shredding procedure for George Brown College. People familiar with the process will notice that there have been slight changes to the procedure; these are intended to make the process easier for all involved: departments, shipping/receiving, the Archives, and Tippet-Richardson, the company that ultimately destroys the material. Every office, College-wide, must understand this procedure, as every office creates documents that must be destroyed. George Brown College Archives is responsible for all shredding from all departments, offices, and employees of the College. Put quite simply, whatever cannot just be tossed in the recycling bin must be destroyed by the Archives in the manner described by this procedure. Erring on the side of caution, all material containing information about students, employees, and the business of GBC is destroyed in the same manner, ensuring that no sensitive information of any kind will be leaked to the public. George Brown College has a Records Management Policy Framework which outlines the College s perspective on records. The Framework s Principles state that Effective records management ensures that the records maintained are Disposed of accountably, and as legislation requires (Framework, s. 1). Also, GBC must adhere to Ontario s Freedom of Information and Protection of Privacy Act (FIPPA), which makes clear the College s responsibilities in its collection, use, and destruction of personal information. Regulation 459 of FIPPA, Disposal of Personal Information (found at states that An educational institution may dispose of personal information in the following ways only: 1. By destroying the personal information. 2. By transferring it to the archives of another educational institution, in accordance with an agreement between the educational institutions authorizing the transfer. 3. By transferring it to the Archives [of Ontario], in accordance with an agreement between the educational institution and the Archivist of Ontario authorizing the transfer. (O. Reg. 91/07, s. 1 (2)). GBC has its own Archives which cares for all records that are retained permanently or long-term, which leaves only the 1 st point above valid: personal information must be destroyed when it is no longer needed. The Framework explains that: Destruction through the College Archives is mandatory for all G.B.C. records types that are "Listed" in Ontario's Freedom of Information and Protection of Privacy Act Directory of Records as "Personal Information Bank" records (Framework s. 7.5). The rules governing this destruction are also very clear: Where personal information is in the custody or under the control of an institution, no person shall destroy it without the authorization of the [institution s] head (R.R.O. 1990, Reg. 459, s. 3). This authorization

6 is ensured through the Archives shredding procedure. Obviously, GBC s President cannot actually control every record, so Operational responsibility for GBC' s records rests locally with each department head, including staffing and resource allocation support (Framework s. 7.2). This initial operational responsibility for records ensures that all reasonable steps are taken to protect the security and confidentiality of personal information that is to be destroyed, including protecting its security and confidentiality during its storage, transportation, handling and destruction (R.R.O. 1990, Reg. 459, s. 4 (1)). Beyond the protection of personal information required of GBC, FIPPA specifies the criteria for adequate destruction of information: Every head shall take all reasonable steps to ensure that when personal information is to be destroyed, it is destroyed in such a way that it cannot be reconstructed or retrieved (R.R.O. 1990, Reg. 459, s. 5.). Throughout the destruction process, the head of [the] institution shall ensure that the institution maintains a disposal record setting out what personal information has been destroyed and the date of that destruction (R.R.O. 1990, Reg. 459, s. 6 (1)). GBC s Framework covers this point of legislation by mandating that GBC Archives ensures proper Head of Institution authorization signatures are obtained prior to the destruction, ensures it is carried out properly, and retains permanently the necessary "Certificate of Destruction" required by the legislation / regulations (Framework s. 7.5). The Shredding/Destruction Procedure: The following will explain what is required of all GBC employees, as well as advice on how to make this procedure a convenient service provided by GBC Archives, rather than a set of rules to remember. The very basics of the procedure are: 1) Contact the Archives (ext. 4771; cthibodeau@georgebrown.ca) to receive an electronic shredding form, and verify that your department s shredding can be transferred at this time. A great deal of shredding goes through the Archives at certain times of year, and sometimes a delay of a few days will be necessary. 2) Consult the new shredding/destruction form so that you re sure of what information is required of you. the completed, un-official (un-signed) shredding form to the Archivist. No shredding will be accepted at the Archives until all information is provided, along with the signature of the department head responsible for the material. The information required by the form is the information that GBC is required by FIPPA to collect and maintain permanently. 3) Pack the shredding into copier paper boxes (or boxes of similar size), carefully label each box with the S number found at the top of the shredding form, and give each box a number. Please label the boxes on both the end and side of each box, rather than the top. The boxes are always stacked, or placed on shelves, and labeling in this manner saves a great deal of time for receiving and the Archivist. This labeling is your responsibility and must be done correctly in order for the documentation of the destructtion to be correct.

7 4) Tape the lids of the boxes shut in order to protect the information inside. If the lids don t fit properly, you ve either filled the box too full, or you need to find a better box. The boxes you use must be in good condition, and use common sense when packing them: they will be lifted by receiving into a truck, out of a truck, then the Archivist will move them into a holding area, and ultimately they ll be moved by Tippet-Richardson staff into another truck. If they feel heavy to you, they ll be heavy to everyone else. In accordance with FIPPA, the boxes must protect the contents from being exposed to the public, and will be kept in secure locations throughout their remaining days. Nothing should be written on the boxes except the S number and the box number; FIPPA requires that the boxes be nondescript. The shredding/destruction process is not throwing out garbage; this is a crucial records management requirement for every GBC employee, and is governed by provincial legislation. 5) Send the signed (official) shredding form to the Archives, 500 MacPherson Ave, Casa Loma Campus, via inter-office mail. 6) Arrange with Shipping and Receiving to transfer the shredding to Archives after confirming that the form is correct and that the Archives can accept the boxes. 7) Double check that every box is labeled on both the end and side with the correct S number and box numbers. Your part of the process is now finished, but it s very useful for everyone to understand what happens to this material. Your shredding is picked up by receiving and transferred to the Archives. Once the boxes arrive at the Archives, the Archivist documents its transfer, and checks that the number of boxes on the shredding form matches the number of boxes actually sent to Archives. When boxes are labeled incorrectly or not at all, a great deal of time and GBC resources are wasted in tracking down what the material is; remember that nothing can be destroyed unless it is authorized to be. Once a significant amount of shredding (a truck load) is held at the Archives, the Archivist will make arrangements for its destruction. The Archivist will receive final authorization from GBC s President, and then the material is removed from its secure area at the Archives and taken directly to a pulping facility by a bonded courier from Tippet-Richardson, the records storage company under contract to GBC. Shredding packed up securely in your department, in boxes only marked with S numbers and box numbers, taped shut and in good condition, and transferred to the Archives according to the above procedure meet both GBC s Framework and Ontario s FIPPA requirements for records destruction.