Howard County Public Schools Green Cleaning Policy

Green Cleaning Policy Howard County Public School Systems

INTRODUCTION Howard County Public School System (HCPSS) is committed to contributing to the efforts of environmental awareness, conservation and healthier indoor environments. To that effort, the Office of Custodial Services has initiated a green, healthy cleaning/ housekeeping policy following guidelines that comply with the Green Seal Standard 42: Environmental Standard for Cleaning Services (GS-42) and recognized methods for healthy cleaning. Contractual or procedural requirements for custodial service vendor(s) will require a written program in compliance with the guidelines. Green, healthy cleaning procedures and policies are based on the following principles:

Ø To reduce, as economically and technologically possible, the environmental impacts associated with the use of products and equipment utilized during the cleaning of interior spaces.

Ø Cleaning for health without harming the environment. Ø Environmental stewardship-shared responsibility among students, faculty and building

service providers in reducing impacts on health and the environment. Ø Green, healthy cleaning promotes a safer healthier environment that promotes effective

learning. Ø Sustainable policies and procedures to insure continued programs that promote healthy

cleaning and reduced environmental impact. CLEANING PRACTICE REQUIREMENTS

I. Training

A. All HCPSS custodial staff shall undergo and submit evidence of training that covers all of the standards set forth in GS-42-Green Seal Environmental Standard for Cleaning Services.

B. All new hire cleaning service employees will complete the training within the time frame required under GS-42.

C. Completion of annual/refresher training in compliance with GS-42 standards will be documented.

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D. Training will include recognized methods and procedures for cleaning of buildings that promote environmental hygiene and protect the health and comfort of building occupants.

E. Hands-on training in the proper use and application of new equipment, products and materials will be a component of the GS-42 program and will be on-going as new products, material and equipment are introduced.

F. Safety training, specific to the hazards of tasks and procedures performed during cleaning of all HCPSS spaces, will be provided to all employees.

II. Planning Requirements

A. Standard Operating Procedures (SOP)

A Standard Operating Procedure will be available to all personnel responsible for cleaning and maintenance of HCPSS facilities. The SOP will be reviewed and updated annually, or more frequently, as required.

B. A Green Cleaning Plan, initially specific to the Ilchester and Northfield Elementary Schools will be reviewed and updated annually, or as changes to facilities or industry standards require. This site specific plan shall be comprehensive in addition to routine cleaning procedures and include:

Ø Effective communication plan between custodial services, school administration, building maintenance, students, faculty and staff.

Ø Floor maintenance plan, consistent with the manufacturers’ maintenance requirements.

Ø Routine and periodic cleaning schedules that define the minimum frequency required to achieve healthy, environmentally conscientious cleaning procedures in all areas to be cleaned.

Ø Equipment maintenance schedule Ø Review of cleaning schedules with appropriate administrative and

building maintenance personnel at least two times per year and adjustments made as indicated by structural, occupant or environmental changes.

Ø Accident and pandemic preparedness Ø Green cleaning operations manual to include:

1. Procedures for special areas such as high-traffic areas, food preparation and dining, laboratories, gym/exercise areas and all entryways.

2. Storage of chemicals, dilution control, equipment, effective organization, proper ventilation, adequate lighting, and security in cleaning products and equipment storage areas and housekeeping closets.

3. Response and actions to be taken to areas in which students or faculty have conditions in which cleaning practices may have a health impact, such as asthma or allergic response.

4. Procedures to assist with the reduction of contaminants from sources that may be temporary or permanent, such as indoor plants, building


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renovations, and mold or mildew from water damage or conditions of extreme moisture.

5. Hazardous material procedures in the event of chemical spills, exposure to bloodborne pathogens (OSHA), maintenance of material containing asbestos, cleaning/maintenance of structures containing lead based paint.

6. Management of areas with concerns regarding poor lighting, inadequate ventilation, restricted access, and structural building engineering issues.

7. Procedures that address seasonal conditions (ice, snow, heavy rain) and school closings during holidays, vacation times or other brief and extended closings.

8. Communication and coordination with the building’s pest management program.

9. Procedures for responding to special requirements or conditions that may require additional or more frequent cleaning procedures to avoid a negative impact on the health of students, faculty or visitors and on the environment(such as building renovations, introduction of negative environmental elements as a result of poor weather conditions, outbreak of flu or other contagious disease).

10. Procedures to insure all chemicals are properly labeled at all times. All cleaning products and chemicals, including trigger-spray bottles and concentrates must contain the correct label associated with the material within the container and must be legible.

11. Cleaning schedules, frequency, task assignments, and procedures for routine and special needs provided by Custodial Services are described in each Site Specific Plan for Ilchester Elementary School and Northfield Elementary School. This document will be reviewed with appropriate administrative and building maintenance personnel at least twice annually and will be maintained and updated as necessary.

III. Maintenance and Use Plan for Powered Equipment

A. Plan shall include procedures and use of equipment designed to effectively reduce contaminants within the building and with minimal impact of the environment.

B. Vacuum cleaners must meet Carpet and Rug Institute (CRI) requirements. C. Powered floor maintenance equipment, vacuums, burnishers, polishers, must be

able to control noise levels at less than 70dBA and capture and collect particulate generated during cleaning and maintenance procedures.

D. All powered equipment must have a low emissions certification and be equipped to operate within the GS-42 standard sections 3.3 and 5.5. This includes floor burnishers, scrubbers, steam extractors, vacuum cleaners and power washers. All existing equipment used must be brought to the minimum standards in GS-42 or replaced.


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IV. Products and Supplies

A. Only environmentally preferred cleaning products and supplies (such as Green Seal approved products) shall be used for cleaning and housekeeping of HCPSS facilities. These products and supplies include:

General- purpose cleaners Floor cleaners, strippers and finishes Bathroom cleaners Glass cleaners Carpet cleaners EPA approved disinfectants Hand soap Toilet and facial tissue Paper towels and napkins

B. Plastic trash can liners will be made of, at a minimum, 10-20% post consumer recycled content or bio-degradable material.

V. Cleaning Procedure Requirements

A. Cleaning procedures will be performed within the guidelines of the GS-42 Standard and recognized procedures for healthy cleaning. The Office of Custodial Services will maintain a current and updated procedure manual specific to the needs of the Ilchester and Northfield Elementary Schools and as all HCPSS schools are phased in to GS-42 compliant cleaning procedures. A copy of the manual will be made available to the school’s administration and building maintenance, and will be conveniently accessible to custodial services staff.

B. Cleaning products, equipment supplies and materials shall be purchased, used and disposed of with the intent to reduce, re-use, recycle waste; increase efficiencies, and minimize the impact of waste to the environment.

C. Cleaning chemicals will be diluted from a concentrate, whenever possible, utilizing a dilution control system to provide proper dilution and employee safety.

D. The Office of Custodial Services will insure proper training of custodial staff and provide documentation of OSHA training including Right-to-Know, Hazardous Materials Communication, and Bloodborne Pathogens exposure.

E. Custodial Services will provide written directions and instruction that are easily understood and in appropriate language or visual content to cleaning staff for chemical dilution procedures, equipment use and maintenance, and chemical waste disposal.

F. Chemicals, materials, supplies and equipment shall be stored in assigned areas and will maintain the following:

• Visual and written organization of materials stored in the main supply area as well as throughout areas within the facility of allotted, smaller spaces.

• Areas shall be maintained for cleanliness and safety, including proper lighting and ventilation.


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• All materials and equipment will be stored and maintained in a manner that promotes the life, warranty and efficiencies of equipment, and/or within the recommendations of the manufacturer.

• Any chemicals that are potentially flammable will be maintained in an approved and appropriate “Flammables” Container.

• MSDS for all materials stored and used by Custodial Services to clean and provide housekeeping services for HCPSS facilities will be maintained by Custodial Services. All MSDS will be contained in an MSDS binder, organized and clearly visible in the primary storage facility. Copies of MSDS specific to hazardous chemicals that are stored in additional spaces that are not easily accessible to the primary storage area shall be available in each additional area.

G. Equipment and materials will be disposed of with the intent to reduce environmental impact at all times. Waste review will be an integral part of the Custodial Service’s operations manual and will include methods to reduce chemical waste, make use of re-usable materials, such as microfiber, whenever possible, and recycle materials and equipment that are acceptable to a community recycling program.

H. Vacuum cleaners used to clean the schools will be certified by the Carpet Rug Institute (CRI), cleaned and maintained consistent with the manufacturer’s recommendations. A documented inspection and quality control plan for vacuum cleaner and filter maintenance will be maintained and updated by Custodial Services. Vacuuming will always be performed with the intent to avoid dust and particulate exposure to workers and building occupants.

I. Preventing the entry of dirt, dust, particulates and contaminants in to the building will be a priority and daily procedure of Custodial Services.

• All outdoor and interior entryways shall be kept clean and free of debris.

• Assure that all entryways maintain appropriate walk-off matting that is: 6-10 feet of scraper/wiper matting, followed by 6-10 feet of wiper matting. A total of 12-20 feet of matting as described will be located at every building entry point. Custodial Services will communicate the lack of or need for replacement matting to Administration.

• Matting located in high traffic areas and affected by severe weather will be vacuumed daily and more frequently as required to prevent the entry of contaminants and dirt into the building.

J. Floor Care

1. Based on predetermined frequency rates, routine maintenance of hard floors will include:

• Vacuuming with appropriate vacuum or dry/damp microfiber mop to maintain a clean appearance.

• At a minimum, heavy traffic areas will be cleaned daily. 2. Schedule according to traffic and use. Cleaning of areas with light

traffic and spaces with limited use should be scheduled to minimize unnecessary maintenance.


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3. Periodic maintenance of hard floors will be scheduled in accordance with the school’s administrative guidelines and will:

• Only be performed on floors where sufficient floor finish exists on the floor surface to prevent corruption of the underlying flooring.

• Apply restoration chemicals with mop-on or auto scrubber instead of spray-on application.

• Use burnishing and buffing equipment that captures and collects particulate generated during burnishing and buffing.

4. Restorative maintenance will be performed on an as-needed basis rather than on a fixed schedule and appropriate notification will be provided prior to proceeding.

• Areas in which floors are stripped shall be well ventilated to the outside before and after stripping procedures.

• Stripping procedures will be performed during low to zero occupancy periods.

K. Carpet Care

1. Heavy traffic areas will be vacuumed daily, including entrances, corridors, main passageways, offices and lobbies.

2. Light traffic areas, limited access areas and areas with periodic use will be vacuumed on a schedule to maintain cleanliness.

3. Light carpet cleaning is to be performed until this method is insufficient to maintain cleanliness and appearance.

4. Custodians will use a low-moisture “encapsulation cleaning method to clean carpets. The process traps embedded soils in clear polymer crystals that are removed along with the dirt during the next vacuuming cycle.

• Carpet extraction will be performed on as-needed basis and will be scheduled with appropriate administrative and building maintenance personnel prior to the procedure.

• Carpet extraction procedures will be performed during low to zero occupancy periods.

• Upon completion of carpet extraction, remove water and provide airflow sufficiently to allow carpet(s) to dry in less than 12 hours.


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L. Cleaning that requires disinfection

1. Use disinfectants only where required: • Restrooms • Door handles • High touch areas during cold and flu season • Other areas where pathogens may collect and breed. Use

only EPA registered disinfectants or disinfecting devices. 2. Follow product label directions for dilution and preparation and

allow for effective dwell time. 3. Restrooms:

• Clean from high to low areas and toward the doorway. • Perform dry cleaning tasks before wet cleaning. • Surfaces touched by hands (door knobs, light switches, toilet

flush handles, faucets, soap dispensers, etc.) will be cleaned and disinfected daily, or more frequently with increased use.

• Any standing moisture on restroom floors and surfaces must be controlled and removed as soon as possible.

• Supplies, equipment (except powered equipment) and material used to clean restrooms must be isolated and used only for restrooms, never used to clean other areas.

• Remove and replace trash liners at a minimum, daily. Disinfect the trash receptacle upon completion of liner removal and before replacement.

• Fill all drain traps on a regular basis.

M. Dining and lounge areas • Daily cleaning and sanitizing surfaces in food preparation and food

consumption areas is required to protect human health. • Clean and sanitize high hand touch areas daily or more frequently

with increased use. • Waste containers that collect food waste must be covered and

emptied at least once per day or when full. Clean and sanitize food waste receptacles daily.

N. Trash collection(other than restroom or dining areas)

• Remove trash and replace liners only when they are full or soiled with wet trash or food. Soiled trash containers will be cleaned and sanitized. All trash will be removed before weekends and holidays or periods where the building will be closed for an extended time.

• Trash will be disposed in external, covered containers away from the immediate exterior of the building.

• Recycling of trash will be performed in conjunction with the program maintained by HCPSS. The Custodial Services will support


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the recycling program by working with the programs initiated by HCPSS and should include, but not limited to:

o Clearly marked recycling stations o Promoting accessibility of recycling stations to students,

faculty, staff and visitors. o Removal of food related items in recyclable materials before

weekends, holidays or building closures during other extended periods of time.

o Inspection and cleaning of recycling areas daily. Soda and other beverage containers will be collected weekly or more often, as needed.

o Participate in review of the recycling program with appropriate HCPSS personnel and make adjustments, as necessary.

O. Indoor plants

Because indoor plants are often overlooked or neglected in the cleaning process, it is addressed here because plants can be a source of dust and other contaminants that may impact the comfort and health of building occupants.

Unless HCPSS Administration indicates that indoor plant maintenance is not the responsibility of the Custodial Services, plant maintenance will include:

1. Fallen leaves and other plant debris will be collected and disposed. 2. Containers with live plants must be removed from direct contact

with carpeting. 3. Plants must be placed away from air supply and return vents to

prevent the intake or diffusion of pesticides, dust or other contaminants.

4. To retain the integrity of hardwood and carpeted floors, assure that live plants in containers do not have direct contact with the floors.

5. When possible, remove dust from the leaves of large plants, carefully, so as not to disturb the integrity of the plant.

6. Artificial plants collect dust and must be maintained to be free of dust.

P. Vulnerable Populations

In some situations, building occupants, particularly young children, may have or be subject to, health conditions that may be adversely impacted by exposure to cleaning materials or improper cleaning practices. The Custodial Services can minimize or eliminate such impact by the following:

1. Schedule daily cleaning, ideally, when any vulnerable person(s) are absent from the area to be cleaned.

2. Use alternative cleaning practices that minimize the use of chemicals and release of particulate and dust.


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3. Use cleaning chemicals only in areas with good ventilation and additional ventilation through the use of blowers, as necessary, to dissipate chemicals and particulate before the area becomes occupied.

4. Prevent contamination within other areas that may have vulnerable populations by sanitizing cleaning equipment and materials and disinfecting materials that may come in contact with bacteria or other pollutants.

5. Q. Communication Plan

Custodial Services will have a written communication plan that is developed and maintained in conjunction with administration, student and faculty representatives. The plan will include:

1. Methods of communication between Custodial Services,

administration, students and faculty to report issues related to maintenance, cleaning, spills, presence of pests, influx of contaminants and other cleaning or maintenance issues.

2. Promote the reduction of more intensive cleaning by providing school administration with methods for students and faculty to participate in the reduction of clutter, unnecessary dirt and the prompt reporting spills.

3. Documentation to administration and building maintenance of all cleaning products and chemicals used in the building. The information shall include:

• Name of agent or product, • Address or phone number of Custodial Services

contact person a particular building. • A statement that the above contact person maintains the

product labels and Material Safety Data Sheets (MSDS) and that the label and/or MSDS are available in a timely manner for review upon request.

• Custodial Service’s identification of students or faculty with special needs or sensitivities related to the cleaning process with plans designed to mitigate the problems through integrated efforts of cleaning service personnel, administration and identified persons within the building.

4. Employee procedure manuals, posters and visual aids that are specific to procedures and methodologies utilized at Ilchester and Northfield Elementary Schools and all HCPSS schools as they are phased into GS-42 compliance. These documents and aids will promote green, healthy cleaning, equipment maintenance and safety, and correspond to the needs of language comprehension, physical challenges and learning disabilities among custodians.


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VI. Monitoring and Inspection

The Office of Custodial Services will closely monitor its personnel through inspections on a routine basis. Outside inspection services may be employed for additional monitoring and recommendations. The inspections and monitoring should include, but is not limited to:

A. Develop and maintain an effective checklist, either manual or electronic that aids with effective and consistent monitoring and documentation. B. Personnel adherence to cleaning practice and procedures as defined in the policy and

procedure manual. C. Visual inspections of all areas routinely and periodically cleaned. D. Routine inspections should occur at a minimum, weekly. E. High traffic areas and entryways should be inspected daily. F. Additional monitoring and inspection during inclement weather, special events and increased traffic. G. Review and respond to complaints from administration, students, faculty, staff and visitors. Maintain a log of complaints and response to monitor frequency, targeted areas and reoccurrence. H. Review and assess the potential for building contamination and additional soiling from outdoor events or environmental elements and conditions. I. Assess and report to administration any findings of mold, mildew or other

contaminants, safety issues or hazards. VIII. Employee Health and Safety The Office of Custodial Services shall always insure the safety and health of its personnel. A written health and safety policy will be available to all employees and HCPSS administration. Employees will be provided with Personal Protective Equipment (PPE) that responds to possible exposures from chemicals, noise and injury related to performing their duties and in compliance with OSHA regulations. Communication and informational materials, such as OSHA safety posters and workers’ compensation documents are to be posted conveniently and in languages and formats responsive to the needs of employees. Emergency procedures to respond to employee injury or illness must be posted in accessible areas and must be clear, accurate, concise and comprehensive. A Pandemic Procedure Manual must be available to respond to any outbreak of contagious diseases, such as MRSA, Avian Flu, Swine Flu, etc. The manual will be reviewed and updated as the threat of a pandemic occurs or as new communicable diseases become known and a threat to the public.

Documents

Howard County Public Schools Green Cleaning Policy