University of Victoria

Facilities Management
Green Cleaning Policy

Green Cleaning Policy

Purpose:

In support of the University of Victoria Sustainability Action Plan, the Green Cleaning Policy formalizes
Facilities Management, Janitorial Services’ commitment to Green Cleaning.

To reduce the exposure of building occupants and maintenance personnel to potentially hazardous
chemical biological, and particulate contaminates, which adversely affect air quality, human health,
building finishes, building systems and the environment.

Area:

All areas serviced by UVic Facilities Management, Janitorial Services on the Gordon Head Campus with
the exclusion of Food Service and Residence Service areas.

Elements:

Facilities Management, Janitorial Services will employ a green cleaning program in all buildings and apply
sustainability criteria in the procurement of cleaning equipment, tools, supplies and paper products.

The Green Cleaning program is based on the Green Seal CS-42 Environmental Standard for Cleaning
Services and LEED Canada for Existing Buildings: Operations and Maintenance Rating System 2009.

This includes:

 The purchase of sustainable cleaning equipment and products.

 Standard Operating Procedures for cleaning techniques, routines and frequencies.
 Consideration for building occupants with sensitivities.
 Promotion and improvement of hand hygiene.
 Protocols for the, storage, safe handling and spill response for cleaning chemicals
 Staff training on the disposal and recycling of cleaning chemicals, and packaging.
 Process for program evaluation and improvement.
Green Cleaning Program

June-14
University of Victoria
Facilities Management
Green Cleaning Program

Table of Contents
1.0 Introduction................................................................................................................................ 2
2.0 Program statement ..................................................................................................................... 2
3.0 Implementation .......................................................................................................................... 3
3.1 Staffing Plan ............................................................................................................................ 3
3.2 Training .................................................................................................................................. 4
3.3 Cleaning Systems..................................................................................................................... 4
3.3.1 Sustainable Cleaning Materials .......................................................................................... 5
3.3.2 Sustainable Cleaning Products ........................................................................................... 6
3.3.3 Sustainable Cleaning Equipment ........................................................................................ 7
4.0 Additional Green Cleaning Activities .............................................................................................. 8
4.1 Custodial Effectiveness Assessment ........................................................................................... 8
4.2 Indoor Chemical Pollutant Source and Control ............................................................................ 9
4.3 Indoor Integrated Pest Management ......................................................................................... 9
University of Victoria
Facilities Management
Green Cleaning Program

1.0 Introduction

University of Victoria, Facilities Management Janitorial Services division is committed to reducing its
impact on the environment and has implemented a comprehensive High Performance Green Cleaning
Program to complement its Green Cleaning Policy. The goals of this policy are to reduce exposure of
building occupants and maintenance personnel to potentially hazardous chemical, biological, and
particulate contaminants, which adversely affect air quality, human health, building finishes and systems,
and the environment.

2.0 Program statement

The following limitations apply to this program:

Physical limitations: University of Victoria, Facilities Management Janitorial Services division is responsible
for cleaning at all Gordon Head campus buildings excluding buildings and areas operated by University Food
Services and University Residence Services.

Programmatic limitations: Includes the purchase, handling, storage, disposal and standard operating
procedures of all cleaning materials and equipment.
Note: Some content in this document is derived from the Green Building Council's LEED Canada – Existing
Buildings: Operations and Maintenance Reference Guide 2009, to align with specific credit requirements.
All practices shall comply with applicable local regulatory requirements.
University of Victoria
Facilities Management
Green Cleaning Program

3.0 Implementation

The following sections present guidelines and resources for implementing this program.

3.1 Staffing Plan

UVic Janitorial Services has implemented an appropriate staffing plan that is adequate to meet the cleanliness
requirements set by the UVic Green Cleaning Policy.
To satisfy the policy commitments, and to protect building systems and finishes from contaminants, the
following measures will be employed in all buildings serviced by UVic Janitorial Services:
 Regular training/re-training of all cleaning personnel to address staff turnover and rotation.
 Frequent and intensive cleaning around areas particularly susceptible to dirt and bacteria
collection such as around building entryways, bathrooms and food preparation and dining
areas.
 Documentation (including periodic review and task frequency evaluation) of the operations
relative to cleanliness outcomes in the cleaning program.
 Regular revision of the staffing plan according to the ongoing results of cleanliness outcomes to
maximize resource efficiency.

Roles and responsibilities are summarized as follows:

Director Customer Service and Program Integration:

 Responsible to direct, manage, coordinate and lead a staff responsible for the cleaning of
Campus Buildings to APPA standards. Responsible for development of strategic business
plans, implementing annual objectives and ensuring effectiveness of objectives.

Janitorial Services Manager:

 Develops and implements strategic and operational plans for the d epartment to ensure
effective staffing, work methods, tools and systems. Plays a critical role in supporting the
D i r e c t o r in managing custodial services and linking the d e p artment with user departments.

Janitorial Services Coordinators:

 Oversees quality assurance programs and ensures customer service and performance objectives
are met.

 Responsible for the planning, implementing and ongoing review of the Custodial
work and staff levels.

Head Service Workers:

 Responsible for the daily supervision and performance of a group of service workers and
include the determination of multiple client needs and staffing requirements and ensuring all
safety and administrative policies and procedures are adhered to.
University of Victoria
Facilities Management
Green Cleaning Program

3.2 Training

Training for the cleaning staff addresses the use, maintenance, disposal and recycling of cleaning chemicals,
dispensing equipment and packaging.

UVic Janitorial Services has a Janitorial Operations Manual for High Performance Cleaning for Healthier
Education Facilities which provides details on and practices for cleaning staff, health and safety issues,
information about equipment and supplies as well as standard operating procedures.

The Janitorial Operations Manual addresses:

 Green cleaning techniques and details on proper handling, use and storage of products and
equipment.
 Environmental and health issues for the products and equipment used.
 Dispensing equipment and packaging.
 Cleaning for people with specific health requirements

The Janitorial Operations Manual is provided to all new staff as part of their initial training. It is each
employee’s responsibility to read the Manual and practice its objectives.

Furthermore, all staff receives WHMIS training as part of their orientation at the beginning of their
employment. The safe handling of chemicals including hazardous spills and similar incidents is addressed
in the training. These training sessions are to be tracked and provided through the Facilities Management
Health Safety and Environmental Coordinator.

Every new employee hired at UVic Janitorial Services is provided with an orientation of the
department and hands-on custodial training. The Orientation and Training Records are maintained
by the Facilities Management payroll clerk.

UVic Janitorial Services Supervisors will identify if the cleaning staff require a refresher or reorientation of
the training. In addition, UVic Janitorial Services holds regular mandatory meetings with all cleaning staff
to provide information updates about new products in the inventory, refresh staff on cleaning techniques
and to address ongoing performance. This is also a forum for staff to share concerns and experiences, or
make suggestions for improvements.

3.3 Cleaning Systems

UVic Janitorial Services is dedicated to using low environmental impact cleaning systems in all buildings.
This includes: chemical dilution systems, cleaning materials, janitorial paper products, trash bags,
cleaning products, hand soaps, cleaning equipment, and floor maintenance activities.

UVic Janitorial Services has committed to using Green Seal, Ecologo or Forestry Stewardship Council
certified for at least 80% of its cleaning products and materials by cost, and has a process in place to
analyze usage history and track the purchases.

UVic janitorial Services trains their staff in these areas to ensure the proper implementation of all systems.
University of Victoria
Facilities Management
Green Cleaning Program

UVic Janitorial Services reduces the need to prematurely restore areas by using prescribed methods and
the appropriate situations.

UVic Janitorial Services extend floor life by using effective floor maintenance methods and products
supplemented with the use of entrance matting to reduce the need for premature replacement.

UVic Janitorial Services assess and reduce the need to use cleaning products where not necessary.

Chemical concentrates are dispensed from portion controlled, closed dilution systems to minimize chemical
use. UVic Janitorial Services installs wall-mounted chemical dilution systems in t h e UVic buildings
serviced.

In order to promote and improve hand hygiene, signed, touch free hand sanitizer stations are placed in
high traffic building entrances during periods of increased risk of the spread of illness by contact.

3.3.1 Sustainable Cleaning Materials

UVic Janitorial Services is dedicated to using low environmental impact cleaning materials wherever
possible. This includes: cleaning materials, janitorial paper products, and trash bags. Training is provided
to staff in these areas to ensure the proper implementation of all systems.

The following criteria are adhered to with respect to disposable janitorial paper products and trash bags:
 U.S. EPA Comprehensive Procurement Guidelines Plastic Trash Can Liners.
 Forestry Stewardship Council - Canada for hand towels and toilet tissue.
 Janitorial paper products derived from rapidly renewable resources or made from
tree-free fibers.

Resources:
U.S. EPA Comprehensive Procurement http://www.epa.gov/epawaste/conserve/tools
Guidelines /cpg/index.htm
Forestry Stewardship Council Canada https://ca.fsc.org/
University of Victoria
Facilities Management
Green Cleaning Program

3.3.2 Sustainable Cleaning Products

A current copy Material Safety Data Sheet (MSDS) for each chemical used on site is accessible from any
computer, including the computers in the janitorial check-in room through a link to MSDSonline.

All cleaning products conform to one or more of the following standards or criteria:

Cleaning products:
 Green Seal GS-37 for General-Purpose, Bathroom, Glass, and Carpet Cleaners used for Industrial
and Institutional Purposes.
 Green Seal GS-40 for Industrial and Institutional Floor-Care Products.
 EcoLogo UL 2759 Hard Surface Cleaners
 EcoLogo UL 2777 Sustainability for Hard Floor Care Products
 EcoLogo UL 2776 Laundry Detergents and Fabric Softeners
 EcoLogo UL 2784 Sustainability for Hand Cleaners
 EcoLogo UL 2794 Sustainability for Disinfectants and Disinfectant Cleaners
 EcoLogo UL 2795 Sustainability for Carpet and Upholstery Care Products
 EcoLogo UL 2792 Sustainability for Cleaning and Degreasing Compounds:
Biologically-based
 EcoLogo UL 2796 Standard for Sustainability for Odor Control Products
 California Code of Regulations maximum allowable VOC levels for the specific product category.

Hand soaps do not contain antimicrobial agents, except where required by health codes and other
regulations.

Resources:
GreenSeal http://www.greenseal.org/
EcoLogo / Environmental Choice http://www.ecologo.org/en/
University of Victoria
Facilities Management
Green Cleaning Program

3.3.3 Sustainable Cleaning Equipment

Purchases of equipment meet the following requirements:

 Vacuum cleaners are certified by the Carpet and Rug Institute “Green Label” Testing
Program.
 All new vacuum cleaners purchased will operate with a sound level of less than 70dBA. Backpack
vacuums have “Four Level Filtration w/HEPA” which captures 99.97 percent of particulates 0.3
microns or larger and Uprights trap 99.6% at 0.3 microns as well. Both very high levels of filtration
for improved indoor air quality

 Carpet extraction equipment used for restorative deep cleaning is certified by the Carpet and Rug
Institute’s “Seal of Approval” Testing Program for deep-cleaning extractors.
 Most Powered floor maintenance equipment, including electric and battery-powered floor
buffers and burnishers, are equipped with vacuums, guards and/or other devices for capturing
fine particulates and operates with a sound level of less than 70dBA.
 Automated scrubbing machines are equipped with variable speed feed pumps and on-board
chemical metering to optimize the use of cleaning fluids.
 Recently purchased and new battery-powered equipment is equipped with
environmentally preferable gel batteries.
 Powered equipment is ergonomically designed to minimize vibration, noise and user fatigue.
UVic Janitorial Services have performed Ergo Assessments on their cleaning equipment
inventory.
 Equipment is designed with safeguards, such as rollers or rubber bumpers, to reduce potential
damage to building surfaces.

UVic Janitorial Services keeps a log for all powered cleaning equipment to document the date of
equipment purchase and all repair and maintenance activities. This includes vendor specification sheets
for each type of equipment in use.

Resources:
Carpet and Rug Institute - Green Label http://www.carpet-rug.org/commercial-
Plus Program customers/green-building-and-the- environment/green-
label-plus/
University of Victoria
Facilities Management
Green Cleaning Program

4.0 Additional Green Cleaning Activities

4.1 Custodial Effectiveness Assessment

UVic Janitorial Services conducts audits in accordance with APPA Leadership in Educational Facilities’ Custodial
Staffing Guidelines to determine the appearance level of the facility. UVic has set a goal of a score of an
average of 80%.

Auditors conduct walk-through inspections of a sample of rooms in the building to evaluate the
effectiveness of the cleaning program. They are tasked with identifying areas that fall below UVic
Janitorial Service’s expected standard and note suggested improvements to the cleaning program
accordingly.

UVic Janitorial Services has adopted a 5 step process for APPA audits, as outlined below:

Step 1: Identify the auditor or auditors.

UVic Janitorial Service selects the appropriate Head Service Workers, Managers and – Coordinators to
perform audits in their areas of responsibility. The Head Service Worker will conduct regular inspections
on a monthly cycle. Managers and Coordinators will conduct additional random audits to ensure
consistency and validity of inspections and the overall cleaning program.

Step 2: Identify the audit sample.

Where possible, various space types are randomly selected for audit to ensure that each space type is
adequately represented. In addition, UVic Janitorial Service requires auditors to focus on problem areas
that have been identified either by the client or the custodial department.

Step 3: Develop an audit analysis for each space type.

A standard list is compiled for each space type reflecting the commons items found in that space. The APPA
scoring system involves five appearance levels and weighting factors as follows:
 Level 1: Orderly Spotlessness
 Level 2: Ordinary Tidiness
 Level 3: Casual Inattention
 Level 4: Moderate Dinginess
 Level 5: Unkempt Neglect

Detailed descriptions of each appearance level and specific discriminators for scoring can be found in the
APPA guidelines. For each space type, score the appearance items using the five levels, apply the
weighting factor to determine the raw score, and calculate the average appearance level for the audited
rooms.

Step 4: Conduct the audit.

The audits a r e performed during a period of normal business operations, when occupancy and activities
would reflect normal levels and patterns. No advance notice of the audit is given.
University of Victoria
Facilities Management
Green Cleaning Program

Step 5: Calculate the score.

Calculate the overall appearance level of the building by aggregating the audit averages for each space
type. To determine the Overall Appearance Level, divide the total Average Score for Space Type by the
number of APPA Category space types.

Resources:
APPA http://www.appa.org/

4.2 Indoor Chemical Pollutant Source and Control

UVic utilizes entryway mats to reduce the amount of dirt, dust, pollen and other particles entering the
building at public entryways, and has developed the associated cleaning strategies to maintain the mats
and the exterior walkways.
UVic Janitorial Services’ practice is to install 3 meters of mats immediately inside all public entryways for
buildings wherever space permits. Public entryways that are seldom used or serve only as emergency
exits are excluded from the requirements.

UVic policy for hazardous materials and hazardous wastes in labs requires that they are not disposed of
via sinks. Hazardous materials are collected in approved containers to be processed through the
Occupational Health, Safety and the Environment department’s hazardous waste management program.
The program ensures the materials are disposed of in an environmentally responsible manner; maintaining
compliance with local regulations and demonstrating a best practices approach to environmental safety.

4.3 Indoor Integrated Pest Management

UVic Janitorial Services maintains an indoor integrated pest management (IPM) plan, defined as
managing indoor pests in a way that protects human health and the surrounding environment and that
improves economic returns through the most effective, least-risk option. The IPM uses the least-toxic
chemical pesticides, minimal use of chemicals used only in targeted locations and only for targeted
species.

UVic Janitorial Services contracts interior pest control services to a service provider licensed through the BC
Ministry of the Environment and required to follow the Integrated Pest Management Act. UVic Janitorial
Services requires all contracted employees to hold a BC Ministry of Environment Structural Pest Management
License for Applicators.

The IPM Plan employs includes the elements which addresses every factor in pest prevention and
eradication, including maintenance and sanitation.
 Planning and managing ecosystems to prevent organisms from becoming pests.
 Identifying potential pest problems.
 Monitoring populations of pests and beneficial organisms, pest damage and environmental
conditions.
 Using injury thresholds in making treatment decisions.
 Reducing pest populations to acceptable levels using strategies that may include a combination
of biological, physical, cultural, mechanical, behavioral and chemical controls.
 Evaluating the effectiveness of treatments.