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

Chapter 11: Custodial Checklist

This checklist is intended for use by:

• School custodial staff
• Teaching/administrative staff
• Contract service providers

This checklist discusses these major topic areas:

• General Cleanliness
• Food and Beverage Consumption
• Excess Moisture/Thermal Comfort
• Local Exhaust Fans/Ventilation
• Materials
• Printing and Duplicating Equipment

Instructions

1. Read the IAQ Action Kit - Introduction, Backgrounder and How to Get Started sections.
2. Read each item on this checklist. Check off each box () as you complete the activity.
3. Check the triangle () if you do not require help with the activity OR check the circle () if you need additional help.
4. 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 custodial staff, teachers, administrative staff, and contract service providers identify and prevent potential IAQ problems in the school building.

The tasks identified in this checklist should only be performed by or with the assistance of a trained professional in that field. 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.

Background

The roles of custodial staff vary from school to school. In some cases, custodial staff are primarily involved with cleaning the school interior, while in others the duties also include a variety of maintenance/repair tasks. The job description and duties of staff should be reviewed to ensure that all custodial and maintenance issues are fully addressed.

General Cleanliness

Regular and thorough cleaning is important to ensure good indoor air quality. Unsanitary conditions attract insects and vermin, leading to possible IAQ problems from animal or insect allergens or pesticide use. The presence of dirt, moisture, and warmth also stimulates the growth of moulds and other microorganisms. While janitors or custodians typically clean school areas, they can also play an important role in promoting and maintaining school cleanliness.

Confirm that all school areas are cleaned properly

Make sure that the school is dusted/ vacuumed thoroughly and regularly.
Remove trash daily.
Make sure that food is not kept overnight unless adequate storage is provided.
Look for signs of pests and note the details.
School is cleaned thoroughly and properly.
Need help with school cleaning or pest control.

Clean spills promptly

For spills on carpets involving more than a litre of liquid, custodial staff should respond immediately (carpets need to be cleaned and dried within 24 hours).
Request that heating, ventilation, and air conditioning (HVAC) components be inspected and cleaned or replaced if spilled liquid or debris enters a unit. Disposable items such as filters should be replaced.
Report previous spills on carpets or in HVAC components because they can affect current indoor air quality.
No significant spills found.
Need help with cleaning spills or addressing past spills.

Food and Beverage Consumption

Make sure that all non-packaged food and beverage dispensing or preparation equipment is located in a non-carpeted area and that the floor is cleaned properly.
Ensure that all food is consumed in a non-carpeted area and that the floor is cleaned properly.
Food preparation, consumption and clean-up areas are appropriate.
Need help with food preparation, consumption and clean-up areas.

Drain Traps

Drain traps can become a problem when, due to infrequent use, the water inside the drain trap evaporates causing sewer gases to enter the room, or the water becomes stagnant.

Inspect drain traps in your area each week

Develop a list of all drain traps and locations.
Pour water down floor drains as required.
Run water in sinks weekly to flush traps and to ensure that service water does not stagnate in supply lines.
Flush toilets at least once each week.
Drain traps are filled regularly.
Need help filling drain traps regularly.

Excess Moisture

Excess moisture contributes to the growth of mould and mildew, which causes odours and other IAQ problems. Excess moisture results from condensation on cold surfaces, leaking or spilled liquid, or excess humidity..

Check for condensate (condensed water, frost, or "fog") on cold surfaces

Window glass, frames or sills
Plumbing (pipes and fixtures)
Inside surfaces of exterior walls and floors
No condensate found.
Excess condensate found.
Need help with moisture control.

Check for leaks or signs of moisture from plumbing or roof

On ceiling tiles, walls and floors (discoloured patches may indicate periodic leaks)
Around and under sinks
In lavatories
No leaks or signs of moisture found.
Found leaks or signs of moisture and have a response plan.
Need help with leaks or moisture control.

Thermal Comfort

Temperature and relative humidity can affect comfort and indoor air quality. But changing thermostat settings or opening windows to try to control temporary fluctuations in temperature can worsen comfort problems and adversely affect other parts of the school. Ensuring the comfort of all school occupants is a worthy objective, but because of the different comfort requirements and clothing worn by occupants, it's more practical to ensure that at least 80% of the occupants are comfortable. The relative humidity should be controlled to prevent condensation on windows and other building envelope components. Excess humidity can result in moisture damage and mould growth.

Check comfort factors

Temperature (generally 20 to 24°C)
Draftiness
Direct sunlight shining on occupants
Humidity too high (>60% relative humidity [RH]) or too low (<30% RH)
Room is typically comfortable.
Need help room is often uncomfortable.

Local Exhaust Fans

Local exhaust fans can be used to prevent air pollutants from accumulating in, or spreading beyond, the local area or room where pollutants are generated. A local exhaust fan can be linked to the operation of a particular piece of equipment (such as a duplicator) or used to treat an entire room (such as a smoking room or custodial closet).

Determine whether room activities generate air pollutants and whether the room or area is equipped with local exhaust fans

Assess activities that may generate air pollutants, such as smoking, the operation of some office equipment, and food preparation and eating.
Determine whether there are any activities that generate air pollutants but which do not have exhaust systems.
Consider installing local exhaust fans in the school nurse's office to help prevent the spread of germs throughout the school.
No major pollutant generating activities found.
Local exhaust fan(s) available for all pollutant-generating activities.
Need local exhaust fan(s) for (specify)

Confirm that local exhaust fans function properly

Check that air is flowing in the proper direction when fans are switched on (use chemical smoke or pieces of tissue).
Odorous pollutants seem to be removed properly.
Fan noise is acceptable.
Local exhaust fans function acceptably.
Need help evaluating or fixing fan(s).

Confirm that fans are used whenever activities that generate air pollutants take place

Conduct pollutant generating activities only when the exhaust fan(s) is(are) on.
Staff and students understand the proper operation of the exhaust fans.
Fans are used properly.
Fans are not used properly.

Ventilation

Ventilation is the process by which stale indoor air is exhausted to the outside and outside air is drawn into the building. Your building may have mechanical and/or natural ventilation.

Improperly operated or poorly maintained ventilation systems may cause IAQ problems. Odours may indicate a ventilation problem. The ventilation system can carry air pollutants from one location in the school to another.

Determine how the area is ventilated

Locate unit ventilators or other dedicated ventilation equipment.
Locate air supply and return vents (if any).
Determine whether the windows (if any) are operable.
Located the ventilation equipment.
Located the air supply and return vents.
Determined whether windows are operable.
Need help determining the type of ventilation.

If there is mechanical ventilation, confirm that air is flowing into the room from the air supply vent(s)

Discuss the proper operation of the office ventilating equipment with the building operator.
Check for airflow by holding a tissue or strip of lightweight plastic near the air supply vent(s). If the air is flowing, the plastic or tissue will flutter away from the supply vent.
Make sure that the airflow is not diverted or obstructed by books, papers, furniture, curtains, or other obstacles. Never place objects on top of unit ventilators.
Note any times when or conditions when the ventilation operation seems to change or be interrupted.
Air is flowing without obstruction.
Need help, no air supply or other problems noted.

If there is mechanical ventilation, confirm that air is flowing from the room into the air return grilles

Check for airflow at air return grilles in the same manner as described for the previous activity. If air is flowing, the plastic or tissue will be pulled toward the air return grille. Alternatively, a piece of plastic or tissue that nearly covers the grille will stick to the face of the grille if air is flowing
Make sure that the airflow is not diverted or obstructed by books, papers, furniture, curtains, etc.
Air is flowing without obstruction.
Need help, no exhaust air or other problems.

Check for unexplained odours

Vehicle exhaust
Kitchen/food
"Chemical"
Mould or mildew
Other
No unexplained odours.
Need help, sometimes smell unexplained odours.

Building Envelope

The condition of the building envelope is an important component of IAQ management. Certain conditions may predict serious future problems arising. Note any unusual observations and record the time and building use conditions.

Building envelope inspected for defects, damage, or moisture problems.
No building envelope problems noted.
Need help with building envelope problems.

Materials

Minimize the storage of materials and supplies within the area.
Conduct an annual inspection and inventory. Discard all unnecessary materials. Be ruthless. Junk collecting causes problems.
Do not store materials or boxes against exterior walls.
Millwork, shelves and furniture should not be placed against exterior walls unless they are designed for this purpose.
Make it easy for custodians to clean. They cannot clean what they cannot reach.

Odours

Note any unusual odours, chemical smells or damp/musty conditions.
Note any excessive dust accumulation.
No odour problems found.
Need help with odour problems.

Occupants

Note any unusual or chemical odours such as personal care products, fuel, solvents, or smoke on clothing.
Check lockers/cupboards on a regular basis.
Store outdoor clothing outside of normally occupied areas where possible.
Check that food consumption areas are consistent with school policy. Provide an area with hard surface flooring, where possible.
No unusual occupant sources found.
Unusual occupant sources suspected.

Printing/Duplicating Equipment

Printing, duplicating, laminating, binding and other office equipment can generate indoor air pollutants. Common types of duplicating and printing equipment include: photocopiers, spirit duplicating machines, mimeograph machines, diazo dyeline (blueprint) machines, electronic stencil makers, and computer (laser) printers. Spirit duplicating machines and diazo dyeline (blueprint) machines pose particular IAQ problems due to the presence of methyl alcohol and ammonia, respectively. Local exhaust and ventilation is important (see the previous activities).

Confirm that the equipment functions properly

Equipment does not leak.
No odours detected.
Equipment is regularly maintained.
No complaints received from individuals who are exposed to the equipment.
Equipment functions properly and is regularly serviced by trained personnel.
Need help determining whether equipment functions properly.

Minimize staff and student exposure to printing/duplicating equipment

Equipment is located in a well-ventilated area with sufficient outdoor air.
Ensure that spirit duplicating equipment and diazo dyeline copiers are located in a separate room with a fan to exhaust air to the outside.
Store extra materials and supplies in a properly designed storage area.
Equipment is located in a well-ventilated area or separate room with appropriate local exhaust.
Need help moving equipment or minimizing exposure.

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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