Indoor Air Quality Program IAQ

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Indoor Air Quality Program

“IAQ”

IAQ Coordinator’s Procedure and Record Handbook

Developed by the

Office of Management Services

Archdiocese of Indianapolis

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School Administrator’s Summary

Indoor Air Quality Program (IAQ)

This program has been developed to conform to the requirements of the

Indiana Administrative Code, Rule 410 IAC 33, April 2011.

Administrators’ Tasks:

1. Appoint a school IAQ Coordinator or assume the responsibilities

2. Post/publish IAQ Coordinator contact information for the community

3. Comply with all state and archdiocesan requirements for reporting, posting and

responding to IDSDH inspections concerning IAQ

4. Be responsible for meeting criteria and responding to concerns regarding:

a. Carbon dioxide levels in rooms

b. Humidity and temperature in rooms

c. Mold and water damage

d. Excessive dust

e. Other possible hazards to indoor air quality in the school

5. Be responsible for writing and following routine maintenance procedures for

the HVAC system

6. Have a local policy in place regarding vehicles idling near the school

7. Have local policies in place as needed for:

a. Animals in the classroom

b. Exposure to chemicals

c. Routine cleaning of school furniture vs. allergens

d. Special considerations during construction

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Introduction

Indoor Air Quality, (IAQ) is becoming an increasingly important issue in our nation’s schools. Approximately 20 percent of the U.S. population—nearly 56 million people—spend their days inside elementary and secondary schools. Good IAQ assists schools with their core mission— educating children. In addition, the State of Indiana has recently addressed the issue with new standards that apply to all public and non-public schools in the state (410 IAC 33). This rule is administered by the Indiana Department of Health. The Archdiocese of Indianapolis oversees implementation of the rule in schools through the Office of Management Services in cooperation with the Office of Catholic Education.

An effective IAQ program can help schools address IAQ issues quickly and efficiently and create a healthier learning environment for staff and students. The program should be tailored to the specific needs of your school as the organizational and physical structures of schools vary. Although the administrative process of ―who‖ and ―when‖ is flexible, it is important that the major individual activities be completed.

Start-Up Hints

In addition to completing the coordinator’s forms provided in the Appendix:

 Obtain a map/blueprint of the school. This will be an invaluable resource as you implement your IAQ program.

 Make a copy of any existing school policies and building specifications/codes, such as anti-idling policies or rules about where the school buses must park for student drop-off/pick-up.

 Count the number of staff and their job categories (for example, the number of teachers and the number of maintenance staff). You’ll need this information to distribute checklists.

 Gather names and contact information for any of the school’s outside contractors, such as maintenance staff; heating, ventilation, and air-conditioning contractors; or bus fleet operators.

 Secure support from the school and/or school district administration.

 Read the IAQ Coordinator’s Guide, especially this section: ―Develop an IAQ Tools for Schools Program.‖

 Meet with your school’s heating, ventilation, and air-conditioning technician to acquire a working knowledge of the various ventilation units at your school. Learn which systems serve which rooms.

 Meet with the custodial staff to form a better understanding of their tasks, maintenance schedules, equipment inventory, and resources (budgets).

 Meet with school bus fleet administrators/operators to learn about the buses in the fleet (e.g., model year, mileage, safety features, replacement schedules).

 Set up a location for turning in checklists and a filing system for all the paperwork you will generate. Keep it in a convenient location. (Portable file boxes work nicely.)

 Set up an IAQ Resource Center at your school in an area where staff members can access information at their leisure. This is also a great place to post important reminders and communicate with staff.

From: Indoor Air Quality Tools for Schools Coordinator’s Guide: A Guide to Implementing an IAQ Program, EPA, January 2009, Part 2, ―Develop an IAQ Tools for Schools Program,‖ p. 9,.posted at:

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Indoor Air Quality Program

This program has been developed to conform to the requirements of the Indiana Administrative Code, Rule 410 IAC 33, April 2011.

NOTE: copy of rule posted at www.archindy.org/oce/ Member Area, Downloads, School Administrators, Misc., Indoor Air Quality).

Rule 3. “IAQ coordinator” means a person who is designated by the school or the state to serve as a lead contact person for issues to indoor air quality for the following:

(1) Students (2) Staff (3) Parents (4) Visitors

(5) The State Department – Indiana State Department of Health (ISDH)

NOTE: The IAQ coordinator can be the principal, maintenance person or another

designated staff member.

This Indiana Administrative Code covers all schools in Indiana: IC 16-41-37.5-1 “School”

Sec. 1. As used in this chapter, ―school‖ refers to a: (1) public school; or

(2) non-public school that is not located in a private home.

As added by P.L. 79-2005, SEC.33

410 IAC 33-3-1 Contact information

Sec. 1. (a) Schools and state agencies shall provide the IAQ coordinator’s contact information to the following:

(1) The state inspector during an inspection and upon request. (2) All:

(A) students (B) parents

(C) employees and (D) visitors

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(b) The IAQ coordinator’s contact information shall also be published: (1) on the school or state agency’s website and

(2) in the school or state agency’s handbook. NOTE: See Form in Appendix A

410 IAC 33-4-1 IAQ criteria

Sec. 1. In order to maintain good IAQ, the school is responsible for meeting the criteria in this section. During an inspection, the state will investigate any condition that is contributing or could contribute to poor IAQ, including, but not limited to, the following:

(1) Carbon dioxide levels (not to exceed 700 ppm above outdoor air levels) (2) Humidity (and temperature)

(3) Evidence of mold or water damage (4) Excess dust

410 IAC 33-4-3 Vehicle idling

Sec. 3. Schools shall adopt and enforce a written policy to address idling vehicles on school grounds. This policy shall be modeled after the state department’s manual of best practices for managing IAQ in schools. This policy shall be available for the state inspector’s review.

NOTE: A sample vehicle idling policy may be found in Indoor Air Quality Tools for

Schools Coordinator’s Guide: A Guide to Implementing an IAQ Program, EPA, January 2009, posted at www.archindy.org/oce/, Member Area, Downloads, School Administrators, Misc., Indoor Air Quality, p. 54.

NOTE: IAQ Coordinators should also be aware of standards in the Rule for:

410 IAC 33-4-4 Temperature and relative humidity in classrooms, offices and other areas 33-4-6 Required response actions for allergens, water intrusion and mold

33-4-7 Animals in the classroom (may require a local policy) 33-4-8 Exposure to Chemicals (may require a local policy) 33-4-9 Routine cleaning of school furniture vs. allergens 33-4-10 Special considerations during construction

NOTE: Sample language for some policies are included in the Coordinator’s Guide

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NOTE: Carpet vacuums in schools must meet HEPA filtration levels by Jan. 1, 2015 410 IAC 33-4-5 HVAC

Sec. 5. (a) Schools shall establish and maintain a written procedure for routine maintenance of Heating, Ventilating and Air Conditioning (HVAC) systems. This procedure shall include, but is not limited to, the following items:

(1) A schedule for inspecting the HVAC system, including an annual inspection (2) Ensuring that all supply and return air pathways in the venting system are

unobstructed and perform as required

(3) A schedule for cleaning the HVAC coils annually at a minimum (4) A schedule for inspecting and changing filters

This procedure shall be available for the state inspector’s review.

(b) Schools shall establish and maintain written maintenance logs covering cleaning and filter changes of the HVAC systems for a minimum of three (3) years. These logs shall be available for state inspector’s review.

(c) For new construction or renovation of HVAC system. All air supplies and air returns shall be ducted. Open return plenums above ceilings are not allowed. 410 IAC 33-6-2 Posting of reports; responses; locations (ISDH inspections)

Sec. 2. (a) The school or state agency shall do the following: (1) Post, within five (5) working days, the following;

(A) The report received from the state inspector. The report shall remain posted for fourteen (14) consecutive days.

(B) The school or state agency shall post, within five (5) working days, its response to the state inspector’s report. The response shall remain posted for fourteen (14) consecutive days.

(2) Send a written reply to the state department within sixty (60) days of receiving the state inspector’s report explaining how the school or state agency is

correcting any deficiencies noted in the inspection report. If no deficiencies are noted, no reply is required.*

(b) The state inspector may re-inspect a school or state agency where deficiencies are noted in the report to see that the deficiency has been corrected as stated in the school or state agency’s response.

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(c) Items in subsection (a)(1) must be posted in a conspicuous location: (1) on the school’s or state agency’s website, and

(2) at the location of the school or state agency building stated in the report; so they are accessible to all students, parents, and employees.

*NOTE: See form in Appendix B. In addition to the state requirements of reporting and posting, all schools under the purview of the Archdiocese of Indianapolis must file inspection reports and responses with the Office of Catholic Education (OCE) and the Office of

Management Services (OMS). Both of these offices are located within the Catholic Center at 1400 N. Meridian Street, Indianapolis, IN, 46202.

Annual Compliance Letter: Each fall the chief school administrator shall sign a Compliance

Letter indicating that the school is in full compliance with the current rules on Indoor Air Quality. This letter is filed at the school and with the Office of Catholic Education according to instructions for school opening forms. A sample letter can be found in Appendix C.

Mr. John Wahl in the Office of Management Services is the resource person for all technical questions regarding IAQ.

The Office of Catholic Education will answer questions about record-keeping requirements. Resource materials and updates regarding IAQ will be kept on the OCE Website:

www.archindy.org/oce/ in the Member Area, Downloads, School Administrators, Misc., Indoor

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Appendix A. Required Posting of IAQ Coordinator Information

This school adheres to the Indiana

Indoor Air Quality Program, “IAQ”

The Procedure and Record Handbook is located at:

The IAQ Coordinator is:

The IAQ coordinator can be contacted at:

School name:

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Appendix B. IAQ State Inspection

IAQ INSPECTION RECORD SHEET

Building identification:

Date of building walkthrough inspection:

Date of HVAC system inspection:

Date of HVAC coil cleaning:

Date of inspection and/or changing of HVAC filters:

Name of inspector:

Inspector’s contact information:

Attach all state reports and school responses for file and send photo copies to the Office of Management Services and the Office of Catholic Education, 1400 N. Meridian, Indianapolis, IN.

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Appendix C. IAQ Compliance Letter

School Letterhead

Mr. A. Harry Plummer Executive Director

Office of Catholic Education Dear Mr. Plummer:

This will certify that Name of School complies with all requirements of the Indiana

Administrative Code 410 IAC 33 regarding Indoor Air Quality in Indiana Schools including required local policies and procedures.

I further specify that I have posted/published the contact information for the school IAQ Coordinator as required by 410 IAC 33-3-1.

In order to maintain good indoor air quality for the school I understand that I am responsible for the school meeting the criteria in 410 IAC 33-4-1 including, but not limited to the following:

a) Carbon dioxide levels b) Humidity

c) Evidence of mold or water damage d) Excess dust

If the school is inspected by the Indiana State Department of Health for indoor air quality concerns, I agree to follow their recommendations and to post and file all reports and responses as required by 410 IAC 33-6-2 as well as those required by the Archdiocese of Indianapolis.

Signed: ______________________________ Printed Name _________________________ IAQ Coordinator

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Appendix D

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Appendix E

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