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Green Cleaning Program Guidance

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Green Cleaning Program Guidance

    Green Cleaning Program Guidance

    The Five (5) Steps for Development and Implementation of

    a Facility Specific Green Cleaning Program

OGS developed this guidance to assist facilities in developing or fine tuning a Green Cleaning

    Program (Program). The tasks listed in this guidance are general and voluntary. A facility

    (school, state agency, etc.) can modify or add tasks as appropriate based on their specific needs.

    This list provides guidance on:

    ; Groundwork;

    ; Assessments;

    ; Planning;

    ; Implementation; and

    ; Evaluation.

Users can track the progress of individual tasks by noting Not Started (NS), In Progress (IP) or

    Completed (C) in the ‗Status‘ column, and inserting dates of task completion in the last column.

STEP I - Groundwork

    COMPLETED STATUS TASK TASK DESCRIPTION DATE No.

    Identify key stakeholder groups. Target groups (i.e. administrators, 1.1

    teachers, custodians, students, parents, school nurses, school board and

    Parent-Teacher Association members) who have an interest in, and will

    take ownership of, the Program and contribute to its success.

     1.2 Identify candidates for the Green CleaningTeam (Team) who will

    participate in developing and implementing the Program. The Team

    should be made of representatives from each stakeholder group. Appoint

    a Team leader to manage and coordinate Team activities and keep the

    Program on track.

    Establish stakeholder buy-in and ownership of the Program. Educate 1.3

    stakeholders on the benefits of a Green Cleaning Program and the steps

    for its implementation. Identify and promote stakeholder contributions to

    the Program using informational brochures, presentations, newsletters,

    school board meetings, or any other avenues of communication. Schools

    may download an informational brochure and the Introduction to Green

    Cleaning and Green Cleaning Programs literature from the

    Customizable Templates and Documents section of this website to use

    for this purpose.

     1.4 Hold a kick off meeting to establish the roles and responsibilities of

    each Team member and the stakeholder groups they represent. Be

    open and transparent. Allow Team members and stakeholders to

    codify and agree on their obligations. Remind them that their roles

    and responsibilities have a direct impact on making the Program a

    success.

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    STEP II - Assessments

Note: Facilities can visit the Customizable Documents and Templates section of this website for several helpful

    Green Cleaning Program Development Aids (Program Aids). The Program Aids will help support efforts in assessing the facility and creating a comprehensive Program. (See the Program Aids table at the end of this

    checklist.)

    COMPLETED STATUS TASK TASK DESCRIPTION DATE NO.

    Collect Facility and Population Information

    Characterize the facility’s physical layout. Compile the following 2.1

    information: facility square feet broken down by space type (i.e.,

    classrooms, hallways, restrooms, cafeterias); numbers and types of

    rooms; and total square feet of flooring types (i.e., carpet, resilient, tile,

    hard flooring). Square footage information is useful in determining the

    number of custodial resources needed to maintain specific levels of

    cleanliness.

    Note: A list of ‗accepted levels of clean‖ (ALCs) often used by the

    custodial industry can be found in the Custodial Cleaning Level Audit

    form in the Customizable Documents and Templates section of this

    website. The levels in the form originate from Custodial Staffing

    Guidelines for Educational Facilities (Second Edition) published by

    APPA: the Association of Higher Educational Facilities Officers. This

    publication outlines a method to determine custodial levels based on

    levels of cleanliness and facility square feetit can be very helpful in the

    Assessment process. This resource cannot be provided as a link through

    this website. A copy of these guidelines may be purchased through the

    APPA online bookstore.

    Summarize facility characteristics or qualities that affect the facility‘s 2.2

    Green Cleaning Program (i.e., areas with worn flooring/carpets, faulty

    drains, poor ventilation, and humid areas).

    Evaluate the effectiveness of building entrance matting. The 2.3

    evaluation can be based on recommendations of the Carpet and Rug

    Institute‘s Carpet Maintenance Guidelines.

    Characterize occupant populations. Identify numbers of administrative 2.4

    staff, employees, faculty/support staff, custodial staff and students that

    occupy the building. Also document extracurricular activities and other

    programs held at the facility outside normal operational hours.

     2.5 Assess cleaning requirements specific to populations with special

    needs or health considerations.

     2.6 Document the current custodial resources available at the facility.

    Include full-time and part-time staff. This information, along with

    information on the facility‘s physical layout, can help assess staffing

    requirements. For additional guidance, use the Custodial Staffing

    Guidelines for Educational Facilities (Second Edition) published by

    APPA: The Association of Higher Education Facilities Officers.

    Note: See task 2.1

     2.7 Review any building maintenance complaints as well as positive

    feedback to identify existing problems or areas of strength.

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     2.8 Identify and gather available data on building occupant health and

    worker safety. Following appropriate protocols to ensure individuals‘

    rights to privacy, identify available data on student and faculty health and

    worker safetynumber of used sick days, nurse office visits due to

    respiratory illnesses (asthma attacks), and on-the-job injuries and

    accidents related to chemical use and cleaning activities.

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    COMPLETED STATUS TASK TASK DESCRIPTION DATE NO.

    Establish Custodial Cleaning Product Inventories

    Conduct a chemical product inventory. Document critical information 2.9

    on products used, including product name and manufacturer, locations

    stored, expiration dates, quantities, purchase price, last purchase date,

    purchased as concentrated or ready-to-use mixture, facility intended uses, etc. While compiling the chemical inventory, identify those products that

    are on the OGS-approved Green Cleaning Products List.

    Conduct a mechanical cleaning equipment inventory. Examples 2.10

    include vacuums, auto-scrubbers, and burnishers. Document their make

    and model as well as purchase date, storage location, equipment manuals,

    accessories, current condition, and repair and maintenance histories.

    OGS provides a list of vacuum cleaners on the OGS-Approved Green

    Cleaning Products List.

    Conduct a non-mechanical equipment inventory. Examples include 2.11

    mops, buckets, spray bottles, brushes, and dust cloths. Include product

    name and manufacturer, quantities, storage locations, purchase price, etc.

    Assess Training

    Document the current training program. Include the type and format 2.12

    of training provided (DVD, classroom, on-the-job, online training, multilingual) and who provided the training (in house or external).

     2.13 Review training records and list, by custodian, the training provided

    and when it occurred. Identify custodians needing updated or remedial training to comply with the facility‘s training requirements. Refer to the

    Best Practices section of this website and the OGS Facility Baseline Assessment Form for what information to collect as part of this review.

    Download the Facility Baseline Assessment Form from Customizable

    Documents and Templates section of this website

    Identify training needs. Consider additional training topics or formats 2.14

    not currently provided to custodians that may improve performance,

    quality, and safety (i.e., chemical handling, equipment use and cleaning

    procedures). Highlight training needs specific to green cleaning

    standards.

    Assess Cleaning Program Policies and Procedures

    List existing cleaning policies and procedures. Compare the list with 2.15

    policies and procedures listed on the Best Practices section of this

    website. Highlight those relevant to green cleaning and document any

    previous revisions.

     2.16 Document the frequency of custodial tasks and procedures; Include

    the type and amount of chemicals used each month. Some custodial

    tasks may occur at varying frequencies. Note the area‘s location and whether it is a place of high or low traffic.

    Conduct an occupant satisfaction survey. Survey the building 2.17

    stakeholders to determine their current level of satisfaction with custodial

    services.

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    Ask custodial staff to provide input on cleaning products, procedures, 2.18

    resource availability, and other topics regarding facility cleaning that

    may affect development and/or implementation of the Program.

     2.19 Determine the “accepted levels of clean (ALCs) required for specific

    areas of the facility. For example, because of their differences in use,

    kitchens and nurses‘ offices may require a higher level of cleanliness

    than stairwells, hallways, or administrative offices.

    Note: See task 2.1

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STEP III - Planning

To create a successful Green Cleaning Program, facilities should use the Assessment to:

    1. Identify the facility‘s existing strengths and areas in need of improvement;

    2. Develop the Program‘s goals and objectives; and

    3. Establish measurable benchmarks that assess the goals and objectives.

    COMPLETED STATUS TASK TASK DESCRIPTION DATE NO.

    Physical Layout/Components and Populations Served

     3.1 Based on the physical layout of the facility and the population it

    serves, list the current Program’s strengths and areas for

    improvement that influence occupant health and safety, cleaning

    quality, and environmental conditions. The Team should compare the

    information collected during the Assessment with the Best Practices

    section of this website and the Green Cleaning Program Development

    Aids.

     3.2 Develop goals and objectives to address the areas identified for

    improvement.

    For example, one physical layout goal may be to:

    ; Reduce the amount of dirt and debris entering the facility.

    Subsequent objectives for this goal are to:

    ; Increase the length and numbers of walk-off mats at all main

    entrances;

    ; Modify the care and maintenance of walk-off mats; and

    ; Incorporate procedures into the Program for the timely removal of

    debris and dirt from around entrances.

     3.3 Establish measurable benchmarks that assess the goals and

    objectives. For example, one physical layout assessment may be to

    perform a daily inspection of the main entrances of the building during

    a set time of day and rate the level of cleanliness.

    Note: Benchmarks must be measurable and tracked over time to show

    changes in progress.

    Custodial Cleaning Products

     3.4 Based on the data collected from the custodial cleaning product

    inventory, assess the facility’s current inventory of cleaning

    products to determine strengths and areas for improvement that

    influence health, safety, cleaning quality, and the environment.

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     3.5 Develop goals and objectives to address the areas identified for improvement.

    For example, some cleaning product goals may be to:

    ; Use less toxic products;

    ; Reduce chemical use and generated waste; and

    ; Minimize chemical exposure to building occupants.

    Subsequent objectives for these goals are to:

    ; Transition to using microfiber cloths and mops;

    ; Purchase and install automatic chemical dispensing/proportioning

    systems;

    ; Purchase concentrated cleaners;

    ; Establish a chemical inventory system; and

    ; Purchase and use products from the OGS-approved Green

    Cleaning Products List.

     3.6 Establish measurable benchmarks that assess the goals and objectives. For example, one cleaning product assessment may be to

    measure the amount of cleaning products used on a monthly or weekly

    basis. Tracking this information can determine if products are used at the recommended levels, and will assist in budgeting resources.

    Note: Benchmarks must be measurable and tracked over time to show changes in progress.

    Develop product procedures. Generate protocols for the purchase 3.7 and use of cleaning products that address the Program‘s goals and objectives.

    Training

     3.8 Based on the data collected from the Assessment, evaluate the facility’s current training program to determine strengths and areas for improvement that influence health, safety, cleaning quality,

    and the environment.

     3.9 Develop goals and objectives to address the areas identified for improvement.

    For example, some training program goals may be to:

    ; Reduce on-the-job injuries; and

    ; Increase the effectiveness and efficiency of custodial staff.

    Subsequent objectives for these goals are to:

    ; Outline green cleaning training requirements for custodial staff;

    ; Establish a timetable for completion;

    ; Require annual refresher training for; and

    ; Document each custodian‘s training record.

     3.10 Establish measurable benchmarks that assess goals and objectives. For example, one training assessment may be to track each custodian‘s training record to ensure mandatory trainings are completed by the

    appointed date.

Note: Benchmarks must be measurable and tracked over time to show

    changes in progress.

    Document training program’s requirements and expectations. This 3.11 component of the Program should detail the training goals and

    objectives, resource requirements, and timetables for completion.

    Cleaning Program Policies and Procedures

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     3.12 Based on data collected from the Assessment, evaluate the current

    Program’s strengths and areas for improvement that influence

    health, safety, cleaning quality, and the environment.

     3.13 Develop goals and objectives to address areas identified for

    improvement:

    For example, some Program policy and procedure goals may be to::

    ; Increase cleaning effectiveness; and

    ; Meet the established levels of cleanliness.

    Subsequent objectives for these goals are to:

    ; Determine if custodial resources are adequate for facility size;

    ; Balance workloads and frequency of cleaning tasks to extend the

    time between major custodial tasks (floor stripping and

    refinishing); and

    ; Assess and incorporate green cleaning best practices into

    procedures.

     3.14 Establish measurable benchmarks that assess the goals and

    objectives. For example, one policy and procedure assessment may

    be to conduct periodic inspections to determine if staff is complying

    with the Program‘s policies and procedures.

    Note: Benchmarks must be measurable and tracked over time to show

    changes in progress.

     3.15 Document existing policies and procedures, and develop and write

    new ones based on areas identified for improvement. This

    component is the foundation of the Green Cleaning Program and

    should be based on the green cleaning Best Practices.

     3.16 Document existing, missing, or inadequate policies that may

    impact health, safety, cleaning quality, and the environment.

     3.17 Develop goals and objectives to correct the policy areas identified

    for improvement:

    For example, one policy goal may be to:

    ; Decrease the spread of illness due to viruses without using

    harmful chemicals.

    Subsequent objectives for this goal are to:

    ; Routinely clean common areas of contact such as table surfaces,

    door handles, and computers;

    ; Use green cleaning alternatives to harmful disinfectants listed for

    use on the OGS-approved Green Cleaning Products List; and

    ; Educate facility occupants on ways to decrease their risk of

    illness.

     3.18 Establish measurable benchmarks that assess the goals and

    objectives. For example, one policy assessment may be to track and

    document over time the incident and type of illness to determine if

    levels have decreased.

    Note: Benchmarks must be measurable and tracked over time to show

    changes in progress.

    Resources/Program Prioritization

     3.19 Identify and document resources needed to fulfill the Program’s

    goals and objectives listed above.

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    Prioritize Program’s goals and objectives. List in order the goals 3.20

    and objectives that will produce immediate results and the greatest

    potential gain, that are the easiest to demonstrate or measure, and are

    most cost-effective to implement. Remember to consider the resources

    and budget available to implement the Program. From this prioritized

    list, the Team can decide which goals and objectives to write in the

    Program and implement.

    Finalize Program

     3.21 Compile all the components outlined in the previous steps into a

    comprehensive Green Cleaning Program written draft.

     3.22 Distribute the Program draft to stakeholders and request

    feedback.

     3.23 Review stakeholder comments and implement appropriate

    changes.

    Submit Program for final approval. It is up to the Team to 3.24

    determine who has the authority to approve the Program. For example,

    the Team may decide that stakeholders should vote to begin the

    implementation process, or it could be a measure adopted for approval

    by the School Board or other governing body.

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    STEP IV - Implementation

    COMPLETED STATUS TASK TASK DESCRIPTION DATE NO.

    Present the final Green Cleaning Program to the stakeholders and 4.1

    reinforce the importance of their contribution to the Program‘s success.

    Hold Green Cleaning Team meetings regularly to discuss Program 4.2

    progress and issues.

    Provide timely updates on the Program‘s progress to stakeholders via 4.3

    scheduled management/school board meetings, organizations involved with the facility, newsletters, websites, or other avenues of

    communication.

    Conduct evaluations and inspections of custodial work to insure 4.4

    adherence to the Program‘s policies and procedures, and solicit feedback

    from custodial staff.

    Conduct routine occupant satisfaction surveys to measure Program 4.5

    effectiveness.

    Conduct cleaning level assessments to determine if ―accepted levels of 4.6

    clean‖ (ALCs) are being met. Note: See section 2.1

     4.7 Provide a system of communication that allows stakeholders to

    provide the Team with suggestions, questions, or concerns.

     4.8 Document lessons learned (aspects that do not work well and others

    that do) from implementing the Program. Lessons learned will be helpful for updating and modifying the Program during the evaluation step.

Assess the Program’s measurable benchmarks at established intervals 4.9

    to determine if the Program is on track.

     4.10 Reward stakeholder groups (including custodial staff and building

    occupants) for their contributions to the Program. Incentives and rewards can be pizza parties, gift certificates, ―green employee/student of

    the month‖ awards, or other special privileges. Publicize these incentives and rewards to stakeholders.

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