Indoor Air Quality - Tools for Schools Action Kit for Canadian Schools

Chapter 5: Administration Checklist

This checklist is intended for use by: School-based administrators Program coordinators Head custodians This checklist discusses these major topic areas: Policy Operations Instructions Read the IAQ Action Kit - Introduction, Backgrounder and How to Get Started sections. Read each item on this checklist. Check off each box () as you complete the activity. Check the triangle () if you do not require help with the activity OR check the circle () if you need additional help. Return this checklist to the school board's IAQ coordinator and keep a copy for future reference. Name Room or Area School Date Completed Signature

Introduction

The IAQ Action Kit is a practical tool to help school boards and school employees understand and address indoor air quality (IAQ) problems. The kit provides clear and easily applied information that can be used to improve the indoor environment of schools, help prevent indoor air quality problems, and resolve problems promptly if they do arise.

This checklist provides instructions to help school-based administrators, program coordinators, and head custodians develop appropriate policies and practices to reduce or prevent IAQ problems.

Policy

The school administration provides a critical link between the activities that are conducted in the school and the school facilities team. The role of each person should be defined and integrated into a comprehensive indoor air quality and facility operations plan to ensure that all of the key elements listed below are covered.

While the school administration may not have expertise in all of the following areas, it is essential that they develop policy and practices to ensure that capable, responsible personnel and systems are in place. In performing tasks in this checklist, applicable federal, provincial, territorial and municipal regulations and guidelines should be respected including local fire regulations, building codes and occupational health and safety codes.

Often, decisions concerning school practices and equipment purchases may not be reviewed by people with specific expertise. For example, equipment such as kilns or ozone generators may cause or contribute to IAQ problems.

Policy items that must be defined include:

1. Work Practice (e.g., classroom, custodial, maintenance)
   
   

   	Teachers may not realize that using certain art/craft supplies may cause IAQ problems. Custodial staff require training and planning to ensure that all school areas receive the necessary attention. Plan and schedule the operation of building services and ventilation systems to ensure adequate performance under all conditions.
   	In consultation with provincial authorities, consider establishing a practice or policy on the use of scented products for personal care, educational activities, and custodial practices. Often, custodial staff use cleaning chemicals that contain deodorizers to mask odours, rather than investigating and removing the source of the odour. The Occupational Health and Safety (OHS) committee should review this issue and assist in developing guidance.
   	Check to see if your municipality has guidelines concerning non-idling vehicle practices at school. Develop a policy for vehicle parking, idling and loading to minimize contamination of air intakes and openings. Post signs and inform drivers should be informed of proper procedures.
   	Do not use plants as an IAQ control strategy. Although plants are sometimes viewed as air cleaners, their capacity to remove air contaminants is minimal. In fact, improperly maintained plants can be a source of many air contaminants including moulds, pollen, dust, insects, and chemicals. The use of pesticides, rodenticides, and herbicides should be discouraged. An integrated pest management (IPM) plan that focuses on prevention should be the primary pest control strategy.

2. Animals, Food/Beverage Consumption and Other Special Activities
   
   

   Define where and under what conditions special activities can be undertaken. Factors to consider include the type of space, suitability for use, custodial requirements and supervision.

3. Material Purchasing, Storage and Assessment
   
   

   Define the type and quantity of materials and storage requirements. Many unsuitable materials are found in schools, either due to hoarding, lack of planning, or neglect. All areas should be reviewed to determine if the current contents are acceptable or necessary, and all "junk" should be discarded. Many potential IAQ problems can be eliminated or avoided by conducting periodic reviews.

4. Record Keeping
   
   Record keeping provides a mechanism for defining what IAQ-related actions need to be done and how/when they were done. Recording systems can become prompts to conduct nece ssary tasks such as inspections and maintenance.
   
   

   Every facility should maintain an event log for IAQ-related issues. The log should include a description of the event, background information, the date/time of specific occurrences, assessment, planned actions and follow-up. This information is useful for diagnosing problems and improving corporate "memory".

5. Facility Use
   
   Many educational facilities are used for special activities other than traditional school functions, or are used by non-school personnel. Each special activity should be assessed to determine its potential impacts on indoor air quality, ventilation requirements, custodial needs and other factors. The conditions for using school facilities should be specified and monitored for compliance.
   
   
6. Team Building
   
   Maintaining good indoor air quality requires a significant commitment of human and physical resources. Providing education, networking, implementation of the school IAQ plan, and ensuring contact with the IAQ coordinator are important administrative responsibilities.
   
   
7. Special Needs Groups
   
   Providing an adequate environment for special needs students and staff will require a detailed investigation of the individual circumstances.
   
   

   	Policy and practice guidelines or standards are in place.
   	Need help developing policy and practices.

Operations

The school administration is normally responsible for the daily use and operation of the facility. In addition to ensuring that the necessary policies and practices are in place, the school administration should have an overview of the status of the facility, and should be aware of the following items:

• classroom area activities and operation;
• administrative area activities and operations;
• custodial practices, schedules and activities;
• rental/special use activities;
• OHS committee activities;
• health and hygiene education;
• current and future maintenance and renovation activities by in-house staff or contractors;
• team training and communication; and
• the contents and basic requirements contained in the checklists for all IAQ team members.

An administrative procedure is required to ensure that all tasks are conducted in an acceptable manner and that proper planning and recording systems are in place.

Proper training, planning, resources and record keeping will ensure that many potential IAQ problems are avoided and that early detection and intervention will occur.

	Operating guidelines or standards are in place.
	Need help developing operating guidelines or standards.

Problem Summary

	All activities on this checklist have been completed and no help is required. OR
	A list of problems and/or assistance required is attached.

Comments Form

Indoor Air Quality Tools for Schools Action Kit for Canadian Schools

We anticipate revising the Tools for Schools Action Kit in the future. To help us ensure that the Kit meets the needs of those who are using it, please send us your comments about how easy or difficult you found the Kit to use. Suggestions for how to make the Kit more useful are especially welcome. If
a reply is requested, please provide your name, address and phone number along with the completed sheet and mail it to:

• Health Canada
  Healthy Environments and Consumer Safety Branch
  Indoor Environments Division
  Room 120, Environmental Health Centre (P.L. 0801D)
  Tunney's Pasture, Ottawa, Ontario K1A 0L2

Comments or Suggestions:
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Your role at the school (e.g., custodial staff, teacher, etc.):
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Checklist (s) used: ________________________________________

Optional for correspondence purposes:

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