Information Technology Solutions Indoor Air Quality Management Plan January 2010
Table of Contents Section Page 1. Introduction 4 2. District Indoor Air Quality Coordinator 4 3. District Indoor Air Quality Team 5 4. Site Indoor Air Quality Coordinator 6 5. Site Indoor Air Quality Team 6 6. Walkthrough Inspections 7 7. Building Systems Inspections 7 8. Evaluation and Resolution of Indoor Air Quality Concerns 8 9. Site Based Building Inspections 8 10. Indoor Air Quality Concern Reporting and Response Guidelines 9 11. Cleaning and Chemicals Guidelines 9 12. Flooring and Furnishing 9 13. Preventive Maintenance 10 14. Construction and Renovation 9 15. Microbial Management 10 16. Communication 10 17. No Smoking Policy 11 18. Animals, Plants, and Aquariums in Buildings 11 19. Storage, Personal Belongings and Clutter in Buildings 11 20. Food in the Classroom 12 2
21. Painting Guidelines 12 22. Anti Idling Guidelines 12 23. Integrated Pest Management 12 24. Hazardous Materials 12 25. AHERA Management Plan 13 26. Lead Guidelines 13 27. Radon Guidelines 13 28. Education of Staff 13 29. Steps for Prevention 14 3
1. INTRODUCTION Based on the Environmental Protection Agency s (EPA) Indoor Air Quality Tools for Schools Program (IAQ TfS), Guilford County Schools (GCS) has developed an IAQ Management Plan that will help monitor and improve the quality of air in school buildings. The objectives of the IAQ Management Plan are to: 1. Reduce the levels of indoor air pollutants through preventive measures such as routine maintenance activities, periodic building evaluations and inspections, and IAQ specific policies. 2. Provide and maintain adequate air exchanges by repairing and maintaining ventilation equipment, which will promote a comfortable and healthy learning and working environment. 3. Respond to IAQ related concerns and problems in a thorough and prompt manner, and to effectively communicate corrective steps to all interested parties. It is anticipated that this plan will be implemented district wide over a period of time utilizing a phased approach. 2. 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 for designing 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 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 and Site Based Managers. 6. Assisting as necessary with the development of site based IAQ Teams. 7. Assisting all locations with the selection and training of a Site IAQ Coordinators. 8. Monitoring sites IAQ activities to ensure that the IAQ TfS Program is operating in accordance with the guidelines established in the District s IAQ Management Plan. 9. Assisting with the prioritization of both short term and long term IAQ improvement projects for the District. 10. 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. 11. Establishing District IAQ Policies and Procedures that support and enhance good IAQ. 12. Providing assistance to schools in order to respond, investigate and address reported IAQ concerns. 13. Communicating with Site IAQ Coordinators, staff, parents and other parties regarding IAQ matters. 14. Maintaining all IAQ related files. 4
3. DISTRICT INDOOR AIR QUALITY TEAM GCS has established a District Indoor Air Quality (IAQ) 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 District IAQ Team will assist with prioritizing IAQ improvement projects both short term and long term based on health related and financial considerations. The Indoor Air Quality Team is composed of the following: Chief Operations Officer Executive Director Facilities Director of Maintenance Program Administrator Operations Services Facilities Consultant District IAQ Coordinator Southeastern Region Representative Western Region Representative Central Region Representative Northern Region Representative Enrichment Region Representative Assistant Director of Maintenance Program Administrator Energy Management/HVAC Program Administrator Custodial Services Director School Nutrition Services Program Administrator Student Health Services Manager of Media Relations President/ Guilford County Schools Health Advisory Guilford County Council of PTA/ Health and Safety Chair 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. 5
2. The District IAQ Team will meet at least quarterly or more frequently as needed to review IAQ related matters. 3. The District IAQ Team meets annually to review the IAQ Management Plan and the existing IAQ policies. The Team may recommend changes as a result of its review. 4. The District IAQ Team meets annually to review the results of the key building systems evaluations and assist with prioritizing IAQ improvement projects based on health related and financial considerations. 4. SITE INDOOR AIR QUALITY COORDINATOR Schools and Administrative Offices will appoint someone as the Site Indoor Air Quality Coordinator. The Site Indoor Air Quality Coordinator will be the key individual for implementing the District s Indoor Air Quality Management Plan at the site. The Site Indoor Air Quality Coordinator will serve as the key individual for receiving and reviewing IAQ matters from staff, students and parents. When appropriate, the Site Indoor Air Quality Coordinator will refer IAQ matters to the District s Indoor Air Quality Coordinator for further review and assistance. The Site Indoor Air Quality Coordinator s responsibilities include the following: 1. Establishing the Site IAQ Team. 2. Providing training for Site IAQ Team. 3. Coordinating the Site IAQ Team activities and meetings, including distribution of IAQ information to the staff members and the parent community and IAQ checklists to Site IAQ Team members. 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. Maintaining an IAQ file with all pertinent documents. 5. SITE INDOOR AIR QUALITY TEAM Schools and administrative offices in GCS will establish a Site Indoor Air Quality Team to address IAQ concerns from staff, students, and parents. The Site IAQ Team should consist of School and Administrative Offices staff members as well as, if applicable, members of parent and employees groups who will review IAQ related information and perform building walk through inspections and building systems evaluations to maintain and improve the IAQ within school buildings and other district facilities. Members of the Site Indoor Air Quality Team may include the following individuals: Principal Assistant Principal Teachers School Nurse Lead Custodian Cafeteria Manager 6
PTA Representatives School Improvement Team Members NCAE Representatives Parents Other interested Stakeholders The Site IAQ Team is involved in the following efforts: 1. Supporting the Site IAQ Coordinator to ensure good IAQ in all building areas. 2. The Site IAQ Team meets at least quarterly, or more frequently as needed, to review IAQ concerns. 3. The Site IAQ Team completes the walk through inspections of school buildings and key building systems evaluations. Checklists are to be completed at least once annually or more if determined necessary by the Site and District IAQ Coordinators. Checklists are to be completed and returned to the Site IAQ Coordinator within three weeks after distribution. The Site IAQ Coordinator should distribute checklists to Site IAQ Team Members as appropriate. 6. WALKTHROUGH INSPECTIONS (WALKTHROUGH INSPECTION CHECKLIST) The GCS Maintenance Department will perform, at minimum, an annual IAQ walkthrough inspection. The walkthrough inspections will involve observations that assess the factors that affect indoor air quality through the use of general human senses sight, smell, touch, and hearing. During the walkthrough, all physical components that affect the air quality of functional spaces will be examined, including the flooring or carpets, walls, ceilings, furniture, air intakes, building entrances, mechanical rooms and the roofs. The walk through inspection will provide insight regarding the type, location and magnitude of any apparent IAQ related matters. The Walk through Inspection Checklist will be used during the walk through inspections. Observations resulting from the walkthrough inspection will be noted on the Walk through Inspection Checklist. Walk through Inspection Checklists will be signed and dated by the staff person performing the walk through inspections. Copies of the checklists and associated notes will be filed at the GCS Maintenance Department with the District IAQ Coordinator. IAQ issues identified during the walk through inspections will be noted and addressed by the District IAQ Coordinator (and other staff as appropriate). Where appropriate, potential and existing problems that were discovered, investigated and resolved will be noted on the Walk through Inspection Checklist. 7. BUILDING SYSTEMS INSPECTIONS (VENTILATION CHECKLIST) The GCS Maintenance Department or an independent firm will perform, at minimum, an annual an IAQ building systems inspection. During the walk through, Heating, Ventilation, Air Conditioning (HVAC) components that affect the air quality of functional spaces will be examined, including air 7
intakes, system cleanliness of air filters, condensate drain pans, coils and fans and the general overall condition of mechanical rooms. The walk through inspection will provide insight regarding the type, location, and magnitude of any apparent IAQ related issues and concerns. The Ventilation Checklist will be used during the building system inspections. Observations resulting from the walkthrough inspection will be noted on the Ventilation Checklist. All Ventilation Checklists will be signed and dated by the person performing the walk through inspections. Copies of the checklists and associated notes will be filed at the GCS Maintenance Department with the District IAQ Coordinator. IAQ issues identified during the walk through inspections will be noted and addressed by the District IAQ Coordinator (and other staff as appropriate). Where appropriate, potential and existing problems that were discovered, investigated and resolved will be noted on the Ventilation Checklist. 8. EVALUATION AND RESOLUTION OF IAQ CONCERNS When IAQ matters are identified during the Walkthrough Inspection (Walk through Inspection Checklist), and Building System Evaluations (Ventilation Checklist), by the GCS Maintenance Department or an independent qualified HVAC consulting firm, the District IAQ Coordinator will work to assist in developing a plan to address these matters. 9. SITE BASED BUILDING INSPECTIONS (VARIOUS TfS CHECKLISTS) The Site IAQ Coordinator is responsible for the distribution, collection, and evaluation of the checklists listed below. These checklists serve to educate staff about IAQ and help the Site IAQ Coordinator obtain IAQ related information from the site staff members who are most familiar with their respective areas. The following checklists are to be distributed, returned and evaluated: Administrative Staff Checklist Principal or Assistant Principal Teachers Classroom Checklist All Teachers School Nurse Checklist School Nurse (where applicable) Food Service Checklist Cafeteria Manager Building and Grounds Checklist Lead Custodian Integrated Pest Management Checklist, Waste Management Checklist Lead Custodian A memo from the Site IAQ Coordinator will accompany each of the distributed checklists. The memo will identify the purpose of the checklists, and explain how to effectively fill out the checklists. The checklists should not be used to address individual problems, but to use the staff s experience and knowledge to help identify and evaluate potential IAQ issues that may be associated with the overall building. IAQ issues identified during the completions of the checklist will be evaluated and addressed by the Site IAQ Coordinator and /or the District IAQ Coordinator. Where appropriate, potential and existing problems that were discovered, investigated and resolved will be noted on the various checklists. 8
10. 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 maintenance, a GCS Work Order Request should be submitted by the site regarding the IAQ concern. The District and/or Site IAQ Coordinator documents all IAQ concerns and performs an initial investigation. The results of the investigation will also be documented. When the IAQ concern is successfully identified, the District IAQ Coordinator, with input from the Site IAQ Coordinator, determine the appropriate response, communicates this with the relevant parties and documents the action taken. When the IAQ concern cannot be identified and reports persist despite numerous efforts to identify and remediate the matter, the District IAQ Coordinator will report this to his supervisor and to the District Indoor Air Quality Team. 11. CLEANING AND CHEMICALS GUIDELINES Regular and thorough cleaning is an important means for the removal of air pollutant sources; however, the use of cleaning products may also contribute to indoor air pollution. To ensure that cleaning practices remove pollutant sources while using cleaning products appropriately, cleaning guidelines have been created by the district and have been made available to all sites. These guidelines can be found at: (http://www.gcsnc.com/depts/maintenance/custodialtraining1.htm). It is also important that staff members not bring any cleaning products, pesticides, air fresheners or other chemicals into the schools or administrative offices. 12. 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 is 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. 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. 9
13. PREVENTIVE MAINTENANCE Preventive maintenance means the routine inspection, adjustment and repair of building structures and systems, including the heating, ventilating 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. 14. 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 districts website at: http://www.gcsnc.com/construction/index_test.htm. 15. 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 microbials are promptly cleaned or replaced. 16. COMMUNICATION Communication is a critical element to successfully manage 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 to the greatest extent possible. In addition, the 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. 10
17. 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: http://www.gcsnc.com/policies/admin_policy/cpga.htm 18. PLANTS, ANIMALS AND AQUARIUMS IN BUILDINGS (Science projects not included) 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. 19. 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 material/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. 11
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. 20. FOOD IN THE CLASSROOM Events in classrooms with food should be kept at a minimum. 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. 21. 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. 22. 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 at: http://www.gcsnc.com/policies/administrative.htm 23. 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. For more information, please contact Maintenance at: (336) 370 2386 24. 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 emergency 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. 12
For more information, please go to: http://www.gcsnc.com/depts/maintenance/pdf/chemical_hygiene_plan_gcs_r Jan_07.pdf and http://www.gcsnc.com/depts/maintenance/chemical_disposal_form.htm 25. 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. For more information, regarding the AHERA plans please contact Maintenance at: (336) 370 2386 26. LEAD GUIDELINES Lead issues are closely monitored, especially the condition of painted surfaces that might contain lead. The Guilford County Department of Public Health partners with the district to conduct risk assessments of the district s facilities. The testing of damaged loose and flaky painted surfaces is conducted for possible lead content. If the surface does not contain lead, it is repaired. If the surfaces test positive for lead content, completion of interim controls and abatement of the leaded surfaces are achieved through the direction of OSHA and EPA guidelines and standards. This process is conducted by a licensed and certified Lead Contractor in the state of North Carolina. 27. RADON GUIDELINES The Environmental Protection Agency (EPA) defines Radon as a cancer causing natural radioactive gas that you can t see, smell or taste. (http://www.epa.gov/radon/) 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: http://www.epa.gov/radon/ or http://www.ncradon.org/ 28. 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 present 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. 13
29. STEPS FOR PREVENTION GCS is committed to preventing IAQ problems. To reach this goal, the district will complete the following activities: Schools and administrative offices must designate a Site IAQ coordinator, distribute and collect checklists (as applicable), and report results to the District IAQ Coordinator. The District IAQ Coordinator should ensure that all IAQ efforts are coordinated and completed in a timely manner. The school board, community, staff, unions, and students need to be updated on the District s IAQ efforts and carry out their responsibilities for maintaining good IAQ. Provide ongoing educational opportunities to staff regarding IAQ best practices. GCS performs an annual review in order to make changes to the IAQ Management Plan as necessary. The annual review is necessary because changes may occur in the building systems, components, occupants, and the administration s attitudes and priorities. The annual review involves: Building systems evaluations; Walkthrough inspections; Reviewing IAQ areas of concern and other information; Discussing new issues with the IAQ Team; and Changing the IAQ Management Plan as needed. 14