Administrative Procedure 542: Indoor Environmental Quality
Legal References
Education Act: Section 265(1)(j) Duties of Principal: Care of Pupils and Property; Education Act: Section 286 Duties of Supervisory Officers
Related References
Administrative Procedure (AP) 170 School Emergency Procedures; AP 410 Environmental Health and Safety; AP 570 Property and Facilities Alterations and Maintenance; Form 542A Indoor Environmental Quality (IEQ): Request for Investigation; Form 542B Indoor Environmental Quality (IEQ): Optional Occupant Interview Form
1. Maintaining Indoor Environmental Quality
This administrative procedure provides a means for successful resolution of indoor environmental quality (IEQ) complaints, in which complaints are handled promptly, responsibilities are clearly defined, and lines of communication are maintained. For the purpose of this procedure, IEQ will be limited to the consideration of major indoor contaminants; inorganic, organic and biological. Contaminants may be either airborne or on surfaces.
2. Administrative Procedures
2.1 Stage 1: is a fact-finding exercise to document the IEQ complaint.
2.1.1 All staff members should report any IEQ concerns to their principal/supervisor.
2.1.2 Upon receipt of any IEQ concern, the principal/supervisor shall conduct an initial assessment, as soon as possible, including the following:
2.1.2 Upon receipt of any IEQ concern, the principal/supervisor shall conduct an initial assessment, as soon as possible, including the following:
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- Ensure the issue is not administrative in nature e.g. odors generated by classroom supplies, or scents generated by items outside normal school activities.
- Connect with the custodial team to ensure the HVAC appears to be functioning normally.
- Confirm the event is not an emergency. If it is confirmed to be an emergency (for e.g. gas leak), Administrative Procedure 170 - School Emergency Procedures must be applied.
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2.1.3 If items under 2.1.2 do not rectify the issue, then the principal/supervisor shall complete Form 542A Indoor Environmental Quality: Request for Investigation and submit the form to the Environmental Health and Safety Advisor.
2.1.4 Form 542B Indoor Environmental Quality: Optional Occupant Interview Form should be completed to gather information and complete this assessment. This form should then be submitted to the Environmental Health and Safety Advisor.
2.1.5 The principal shall rectify items within their ability to correct (i.e. administrative, custodial, maintenance requisition).
2.1.6 The principal/supervisor shall contact the Environmental Health and Safety Advisor if the IEQ complaint is not resolved after the steps noted above.
2.1.4 Form 542B Indoor Environmental Quality: Optional Occupant Interview Form should be completed to gather information and complete this assessment. This form should then be submitted to the Environmental Health and Safety Advisor.
2.1.5 The principal shall rectify items within their ability to correct (i.e. administrative, custodial, maintenance requisition).
2.1.6 The principal/supervisor shall contact the Environmental Health and Safety Advisor if the IEQ complaint is not resolved after the steps noted above.
2.2 Stage 2: is an assessment where environmental quality indicators and pollutant sources are investigated.
2.2.1 The Environmental Health and Safety Advisor may initiate an assessment upon receipt of Form 542A Indoor Environmental Quality: Request for Investigation. Assessment activities may include:
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- Additional occupant interviews;
- Internal or third-party measurement of environmental indicators;
- Visual inspection of the HVAC system(s);
- Third-party testing of the HVAC system(s);
- Internal review of maintenance records;
- Review of work practices related to the complaint
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2.2.2 The Environmental Health and Safety Advisor shall provide the results of this assessment, in writing, to the principal/supervisor and Senior Facilities Manager.
2.2.3 Investigative results shall be posted on the Health and Safety Board in the school/board site.
2.2.3 Investigative results shall be posted on the Health and Safety Board in the school/board site.
2.3 Stage 3
2.3.1 Minor corrective measures that can be completed by school staff will be addressed by the principal/supervisor through consultation with the applicable facilities staff.
2.3.2 Major corrective measures will be addressed by the facilities management team in consultation with the principal/supervisor.
2.3.2 Major corrective measures will be addressed by the facilities management team in consultation with the principal/supervisor.
Revised September 2024