E - Part 2 - Operations (Property and Transportation) - Property

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) PART2: PROPERTY

EI- Buildings/Grounds/Property Management

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EI

BUILDINGS/GROUNDS/PROPERTY MANAGEMENT

The management of buildings/grounds/property will be a cooperative effort of the School Principal with the assistance of the Supervisor of Operations.

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EIA - Buildings/Grounds/Property Security

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIA

BUILDINGS/GROUNDS/PROPERTY SECURITY

The School Principal/site supervisor is responsible for establishing with the Supervisor of Operations, the necessary security plan and procedures to secure the buildings/grounds/property for which he/she is responsible against damage, incidental misuse, and willful criminal acts. They will set up security measures to prevent loss, and establish inventory and inspection procedures which will have the effect of quickly revealing any losses. Security plans and procedures will be consistent with other prescribed Division policies and procedures.

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EIB - Building Security - Warning System

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIB

BUILDING SECURITY - WARNING SYSTEM

It shall be the responsibility of each School Principal to establish and maintain, in co-operation with the Supervisor of Operations, a security plan for the school. Fire alarm systems and intruder alarms will be installed in the buildings whenever they are required by law, or more if deemed necessary in the judgement of the Principal and senior administrators.

Only employees and other authorized personnel are to be admitted to locked buildings by those with assigned keys. Use of facilities by student or community groups requires prior authorization from the Principal/supervisor and the completion of a "Facilities Use Agreement".

See also: KD

Staff members authorized to use facilities after regular hours must be trained in, and accept responsibility for, the use of the surveillance system. Failure to follow prescribed procedures may result in any additional costs incurred being charged to the school or the employees’ Department budget.

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EID - Buildings and Grounds Inspections

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EID

BUILDINGS AND GROUNDS INSPECTIONS

"The Principal must inspect the school premises and report any necessary repairs promptly to the Superintendent/Secretary-Treasurer of the School Board or other person designated for that purpose by the School Board, and must endeavour to ensure that the premises are properly cared for by the pupils of the school." (M.R. 468/88-37)

School Principals shall ensure that regular inspections of school buildings and grounds, including playgrounds, be made. (See EIE-E1 to EIE-E5) The MSBA-MASBO Playground Safety Manual is a recommended resource in the performance of playgrounds inspections.

The foregoing does not exempt the staff from their responsibility of reporting to the Principal conditions which they consider a safety hazard.

See also: EB

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EID-E1 - Inspection Form.pdf

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EID-E2 - Gymnasium Inspection Form.pdf

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EID-E3 - Instructor Safety and Health Checklist for Industrial Arts Facilities.pdf

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EID-E4 - General School Safety Inspection Form.pdf

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EID-E5 - Playground Equipment Inspection Form.pdf

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EIF - The Control of PCB-Containing Equipment

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIF

THE CONTROL OF PCB-CONTAINING EQUIPMENT

Preamble

This guideline is intended to assist the staff of the School Division in dealing effectively with health and safety concerns regarding PCBs in schools. The primary objective is to provide information regarding steps to be taken to ensure the safety and health of students and staff.

Where the presence of PCBs in schools may be encountered:

  1. In laboratory materials:
  2. Some media used to mount specimens for microscopic examination, and some immersion oils used for high magnification microscope lenses contain PCBs.

  3. In hydraulic equipment:
  4. PCBs were used in some hydraulic fluids prior to 1978. Such equipment may be used in power mechanics and maintenance shops.

  5. In fluorescent and high intensity discharge (HID) lamps:
  6. An inspection of the HID lamps in the Division has determined that the types in use do not contain PCBs.

    The fluorescent light ballasts manufactured prior to 1980 may contain about 17 milliliters of PCB sealed inside the capacitor of the ballast. The capacitor is wrapped in paper and sealed in asphalt inside the ballast case. High temperatures may cause the asphalt to soften and leak out of the ballast case. Often this leakage of asphalt is mistakenly believed to be PCB. Asphalt, when cooled to room temperature, will reharden, whereas PCB dielectric from a leaking capacitor will remain as a heavy oil.

  7. Smoke or soot from burn-out of PCB-containing ballasts or fires involving PCBs:
Ballasts installed in Manitoba schools are equipped with thermal protectors, and to date, no reports of thermal burn-out with release of smoke and soot have been received.
Fires in equipment containing PCBs:

Such incidents are uncommon and large transformers and capacitors are not likely to be found inside schools.

Training

The School Division will provide training for the following staff members who are primarily responsible for inspections, maintenance, and replacement of PCB-containing equipment, and the clean-up, decontamination, packaging for disposal, and storage of PCB wastes:

Maintenance Supervisor
Custodial Supervisor
Electrician

Other staff members will be trained by Division staff in the various aspects of PCB control as part of the ongoing staff training program.

Inspections and Replacement

This is a priority item.

PCB containing fixtures and components are to be replaced with PCB-free fixtures or components:

Where the fixture or component is leaking.
In areas where food is stored, prepared, or consumed, i.e. canteens and lunch areas.
In Kindergarten rooms.

Follow-up Action

Inspection of other fixtures and components will occur under routine maintenance procedures. Those found to contain PCBs shall be replaced with PCB-free fixtures and components.
Fixtures that are reaching the end of their service life and models with a high failure rate will be given special attention.

Identification of PCB-Containing Equipment

Each piece of equipment inspected shall be recorded in a master log book, indicating:

Date inspected
Name of inspector
Location of equipment
PCB status, i.e. free or PCB-containing
Removed-from-service date
Storage location

Precautions

All students and staff members are to be instructed on a regular basis by their respective Principals and supervisors:

Not to touch fluid leaking from electrical equipment.
To immediately report any such leaks to the Principal, supervisor, or Teacher.

Any leaking equipment, and any area or surface contaminated by leaking PCB fluid (or suspected PCB fluid) is to be isolated until the area is cleaned and decontaminated.

A person familiar with dealing with PCBs is required to supervise the cleaning and decontamination of areas affected by PCBs.

Each site is to have printed guidelines for dealing with PCBs. The document entitled, "Guideline for the Control of PCB-Containing Equipment in Schools", (August 1987) shall be used as on-site reference information.

Storage and Disposal of PCB Wastes

PCB ballasts shall be packaged according to proper procedures and stored in an approved PCB storage drum. The location of the drum(s) shall be approved by Manitoba Environment.

The transportation and disposal of PCBs shall be according to Manitoba Environment regulations.

Inventory

An inventory of all PCB wastes must be maintained. The storage record will indicate:

Date stored.
Item description, serial number and catalogue number.
Source or location of the item.
Authorized signature.

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EIG - Fire Drills, Fire Alarms, Fire Escapes/Evacuations

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIG

FIRE DRILLS, FIRE ALARMS, FIRE ESCAPES/EVACUATIONS

Preamble

To ensure the safety of students and staff the following three precautions are essential:

  1. Adequate drill to ensure prompt and certain action when an alarm is given.
  2. Fire alarm and fire escape systems must be in good working order.
  3. A fire escape procedure is established and well known by all staff, including an understanding of the proper use of the fire alarm and other equipment.

Fire Drills

In the interest of safety, fire drills will be held as prescribed by law in each school throughout the School Division. A record of fire drills will be kept by the School Principal.

"A principal is responsible for holding fire drills in the school and may make any rules that he or she considers necessary to ensure the rapid and orderly evacuation of the school during a fire drill." [M.R. 468/88-36(1)]

"A fire drill must be held at least 10 times in each school year and, where practicable in the opinion of the principal, at least once in each month." [M.R.468/88-36 (2)]

"A fire drill must include all occupants of the school." [M.R.468/88-36 (3)]

Procedures for fire drills shall be reviewed at the beginning of each school year.

Fire drills have as their purpose the development of a system of discipline and control in case of an emergency.

  1. Drills must be scheduled. A sufficient number of fire drills shall be held during the first two weeks of each term or semester to satisfy the Principal, that students and staff thoroughly understand the proper procedures and evacuation routes and then scheduled every four to six weeks with a minimum of ten per year.
  2. The fire alarm must always be obeyed. Prompt emptying of the school is important. No running or talking should be tolerated.
  3. Provision must be made by the Principal for appropriate procedures during the noon break, after school, and during the evening. Emergency exit information shall be posted in each room. Such information shall be printed clearly in large letters on a card posted next to the corridor door.
  4. No person may be excused from taking part in fire drills. This applies to workmen, students, Teachers, support staff and visitors.
  5. No person taking part in a fire drill shall be permitted to take with him/her any article of clothing or other possession not on his/her person at the time of the fire alarm. If possible the Teacher should take the class register or a class list.
  6. The Teacher shall arrange to have the classroom door closed after the last student has left.
  7. On emerging from the school, students are to be lined up in classes with their teachers on the school ground at some distance from the building. Each Teacher shall check to make sure that no student has been left in the building.
  8. When a fire alarm is sounded, any student who is not with the class group shall leave by the closest exit and go directly to the station appointed for roll call instead of returning to the classroom.
  9. Special attention must be given to beginning students, students suffering from physical and mental handicaps, students enrolled in visiting classes and students in the medical room, gym and school showers.
  10. Some person(s) must be delegated to see that every room is emptied, including cloak rooms, washrooms and basements.
  1. From time to time, fire drills shall be conducted:
as if a normal exit were blocked,
during inclement weather,
without prior notification to anyone within the school.
  1. Fire drills shall be held at least ten times in each school year. The Principal shall keep a record of each fire drill. (See EIG-E)

Fire Alarms and Fire Escapes

  1. All members of the teaching, custodial and support staff must be familiar with the exact location of fire alarm stations in their respective schools and must know how to turn in an alarm in case of fire and how to proceed subsequently.
  2. An auxiliary system (i.e. handbells) must be provided in case the automatic fire alarm system fails.
  3. The fire alarm system must not be used for any purpose other than fire drills or fire alarms.
  4. The Custodian must examine fire escapes and exits each morning before school assembles to ensure that all doors open freely and that all platforms and stairs are cleared of ice, snow, and other obstructions.
  5. The Principal shall, at the beginning of the school term, make provision for some other member of the staff to control the evacuation in case of a fire drill or fire alarm during his/her absence.

In Case of Fire/Evacuation

  1. Immediately sound the fire alarm.
  2. All persons shall evacuate the building in accordance with the established fire drill procedure.
  3. The teaching staff in the shops and laboratories shall shut off all motors, machinery and gas valves in their charge when the fire alarm sounds.
  4. Employees not engaged in directing the evacuation of the building may use fire extinguishers if the fire is small, provided this can be done without endangering the persons using them. One staff member is to be given the responsibility of taking the first aid kit from the school.
  5. The channel for communication is to be via the Principal to the Fire Chief. Information dealing with missing students or staff is to be immediately communicated to the Principal and Fire Chief.
  6. The Superintendent’s Department is to be notified as soon as possible.

Note: This regulation was developed with the assistance of the Fire Chief of the City of Portage la Prairie (July 20, 1978).

The regulation was reviewed again on December 10, 1991 by the Fire Chief and found to be appropriate.

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EIG-E - Fire Drills - Fire Alarm and Evacuation - Monthly Log.pdf

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EIH - Video Surveillance

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIH

VIDEO SURVEILLANCE

The Portage la Prairie School Division recognizes its obligation to protect the safety and security of students, employees, visitors and its property and to maintain order in its schools, while at the same time balancing and respecting the personal privacy of its students, employees and visitors.

In carrying out its obligations, video surveillance is a tool which the Division may use as a means of protecting its students, employees, visitors and property from activities which are criminal in nature or contrary to the rules and policies of the Division which govern safety and security.

The Division recognizes that its duty of care to its students, employees, and visitors is paramount to all other duties imposed on the Division, and that the psychological benefit to students from feeling safe and protected while in the Division’s care generally outweighs the psychological effect of being surveilled by plain view video surveillance.

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EIH-R - Authorization for the Use of Video Surveillance

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EIH-R

AUTHORIZATION FOR THE USE OF VIDEO SURVEILLANCE

A request to implement plain view video surveillance shall be made by a school Principal by forwarding a copy of the request to the Assistant Superintendent. If the Assistant Superintendent is satisfied that the request is in the proper form and follows the procedural guidelines set out by the Division, the Assistant Superintendent shall forward a copy of the request to the Superintendent. Personal information may be collected by or for the Board for the purposes set out in subsection 36(1) of The Freedom of Information and Protection of Privacy Act ("FIPPA").

Upon receipt of the request from the Assistant Superintendent, the Superintendent shall determine whether the circumstances warrant and justify the use of plain view video surveillance. In making his or her determination, the Superintendent shall consider all of the following criteria:

  1. Are there reasonable and probable grounds to believe that plain view video surveillance would be beneficial to the safety and/or security of the students, employees, visitors and will aid in protecting the property of the Division?
  2. Is video surveillance demonstrably necessary in relation to a perceived need, whether that need be its ability to audit, monitor or evaluate the safety and/or security of its students, employees, and visitors or to protect and maintain the property of the Division?
  3. Would such video surveillance assist in the furtherance of the policies, goals and obligations of the Division and be effective in meeting the perceived need set out in paragraph (2) above?
  4. Is there a less privacy-invasive way of achieving the same end which is within the budget and resource base and obligations of the Division?
  5. Is the proposed location(s) for the video cameras a place where the persons affected would not have a reasonable expectation of privacy?
  6. Is the loss of privacy proportional to the benefit gained?
  7. Has the Parent Council been consulted and support this application?

Where the Superintendent is satisfied that the above criteria are met, he or she may take the recommendation to the Board of Trustees for their final approval.

Where the use of plain view video surveillance has been approved to be used in any school, signs shall be placed in a visible area in all entrances to the school advising that the school is subject to video surveillance.

When collecting personal information directly from the individual whom the information is about, the Board shall inform the individual of:
  1. The purpose for which the information is collected;
  2. The legal authority for the collection; and
  3. The title, business address and telephone number of an officer or employee of the Board who can answer the individual’s questions about the collection. (Section 37(2) of The Freedom of Information and Protection of Privacy Act ("FIPPA").

Installation and Implementation of Video Surveillance

The actual installation and implementation of video surveillance shall be conducted in accordance with the following principles:

  1. The placement of the cameras shall be such to minimize intrusion into the privacy of individuals who may be viewed by the cameras.
  2. The minimum number of cameras necessary to survey the areas shall be used.
  3. Where possible, cameras will only operate at such times where they are necessary in achieving the Division’s goals.
  4. Only that recorded evidence which is necessary to identify the offender(s) and, where applicable, provide evidence for discipline or prosecution shall be retained and all other recorded evidence shall be destroyed.
  5. The recorded evidence shall only be made available to those individuals or organizations that have a legitimate right to access the evidence.
  6. Any request to move a camera from its current location must be made by the principal or his/her designate to the Superintendent of Schools. This request must clearly state the reason(s) for moving the camera(s) in question. Upon receiving the request, the Superintendent, if he/she is convinced of its merit, shall forward the request to the Operations Committee of The Board of Trustees. The Operations Committee, if in agreement with the merit of the request, shall submit the request to the Board of Trustees for consideration.

Use of Surveillance Records

The Division may only use video surveillance records:

  1. For the purpose for which the information was collected or compiled;
  2. For a purpose which is consistent with the purpose for which the information was collected or compiled if the use or disclosure has a reasonable and direct connection to that purpose and is necessary for performing the statutory duties of, or for operating an authorized program or carrying out an activity of, the Division;
  3. For a purpose for the video surveillance records may be disclosed by the Division under section 44, 46, 47 or 48 or for a use approved under section 46 of The Freedom of Information and Privacy Act ("FIPPA").

Retention of Surveillance Records

Surveillance records shall be retained for a maximum of two (2) years so that the individual who is the subject of the surveillance has a reasonable opportunity to obtain access to it.

In determining what is a reasonable period of time the following factor shall be taken into consideration:

  1. the existing guidelines established by Manitoba Education Guidelines on the Retention and Disposition of School Division/District Records.

In the case of plain view surveillance, video images may be stored as digital images which will be overwritten as a result of the technical capability of the equipment used. Notwithstanding the foregoing, the digital images shall not be overwritten until two weeks has elapsed from the date when they were first recorded.

If there has been a request for access to video surveillance records made in accordance with FIPPA, that record shall be retained until such time as a final determination has been made as to the validity of the applicant’s request.

The Secretary-Treasurer of the Division shall make such arrangements to protect the video surveillance records by making reasonable security arrangements against such risks as unauthorized access, use, disclosure or destruction.

Video surveillance records will be maintained in a clean, dry, secured location.

Video surveillance records will be serviced by knowledgeable staff and will not be made available to the public except under access conditions determined by provincial legislation and Division policies.

Destruction of Surveillance Records

Provided that the time period for the retention of video surveillance records has elapsed, the Division may destroy such records.

Electronic records should be destroyed by deleting them from PC, mini or mainframe configurations. Floppy disks containing information due for destruction should be erased or physically destroyed (cut in half or pulverized). Hard drives used for the purpose of storing surveillance records are to be destroyed upon disposal of the accompanying CPU. In cases where faulty hard drives are removed from CPU’s for replacement, the faulty hard drive is to be destroyed.

A log of records destroyed that meets the requirements of subsection 17(4) of PHIA must be kept for the destruction of records that contain personal health information. For all other records, school division/district policies and procedures should specify that a log of records destroyed be maintained. The log should include a description of the records, the date range and amount of records, and the date, method and person responsible for destruction. (Manitoba Education Guidelines on the Retention and Disposition of School Division/District Records). See also EJB.

The Division shall not destroy any video surveillance records with the intent to evade a request for access under FIPPA.

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EJA - School Division Records Management

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EJA

SCHOOL DIVISION RECORDS MANAGEMENT

The Board believes that effective procedures for the management of School Division records are an essential part of good governing policy. It therefore authorizes the Secretary-Treasurer, as Records Manager/Security Officer, to develop a system for the proper maintenance and disposal of divisional and school records. The implementation of efficient records management, particularly in light of technological change, will enable the Division to discharge its responsibilities to ensure both access to, and protection of, information. The Portage la Prairie School Division accepts as policy the practices and procedures outlined in Manitoba Education, Citizenship and Youth’s Guidelines on the Retention and Disposition of School Division/District Records and Manitoba Pupil File Guidelines. It shall ensure compliance with the Freedom of Information and Protection of Privacy Act (FIPPA), the Personal Health Information Act (PHIA), and the Youth Criminal Justice Act (YCJA) respecting the collection, use, disclosure, security, retention, and destruction of personal and personal health information.

See also: GBM, JI

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EJA-R - School Division Records Management

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EJA-R

SCHOOL DIVISION RECORDS MANAGEMENT

Responsibility for Records Management

The Records Manager/Security Officer for the Division will be the Secretary-Treasurer, who may delegate duties as necessary.

Each school, site, or department is responsible for the proper filing, retention, and storage of the files and records relative to their sites, and shall designate a staff person to attend to the following tasks:

  1. General filing of hard copy materials.
  2. Updating of the file index for all items, providing all the data required for the index such as category, name, location, etc.
  3. Ensuring that copies of appropriate reports and documents are forwarded for archival storage.
  4. Retaining electronic data.
  5. Disposing of files and records.
  6. Ensuring that an audit trail of filing activity is maintained (transfers, disposals, loans, etc.)
  7. Other filing and record-keeping tasks as assigned.

For specific information regarding Student Records (Pupil Files) see JI.

Ownership of Records

All files are the property of the Portage la Prairie School Division. Staff leaving employment shall ensure that the files and records are transferred to the appropriate member of the site’s administration.

Access to Records

All requests for access to school division records, except school and student records (pupil files), will be made through the Access and Privacy Coordinator (Secretary-Treasurer).

Disclaimer

The following disclaimer is to be included on divisional application forms, referral forms, reports, or any form where personal or personal health information is being collected. For a definition of personal information [See JI-C(1)]. For a definition of personal health information, see GBO.

Retention and Destruction of Records

At the expiration of the retention period, records will be destroyed centrally under controlled confidential conditions, unless they are deemed archival. These records are to be forwarded to the Division Office with a list or summary of contents to the Records Manager. The Records Manager will file the summaries or lists in a Disposition of Records log.

Disposition is either:

Destruction of records, or
Transfer of records to archives.

Files and records should be disposed of as soon as possible after the retention periods have lapsed, as per the Guidelines. (See appendix) In most cases, this should be undertaken as an annual procedure.

The log of records destroyed should provide the name of the individual whose personal or personal health information is destroyed, date range, destruction procedure, and name of person supervising the destruction.

Archival Option

Permanent records should be moved into the archives designated in the Retention and Disposition Schedule of the Guidelines (page 12).

Archival options include:

  1. Provincial Archives of Manitoba -The Archives legislation enables the Division to transfer its permanent records to the Provincial Archives.
  2. Divisional Archives are established to ensure proper storage conditions and servicing of archival information. Each school will keep an up-to-date database of records stored in divisional archives.

Physical Security

  1. The Division’s Security Officer must ensure that a locked environment is established where all confidential information, including personal health information, is stored or accessible. This could mean a whole wing, a room, or a filing cabinet.
  2. The Security Officer must maintain a duplicate key for each office.
  3. Electronic doors, if applicable, must not be left open while the area is unattended; combinations must not be disclosed to unauthorized personnel.
  4. Materials dealing with confidential information must be closed and not left open for viewing when away from the desk or work area. Confidential material must be cleared from the desktop at the end of the day.
  5. Portable computers must be locked away when not in use, and sensitive data on the hard drive must be secured, that is, encrypted.
  6. When files are removed from the work site, a staff member is responsible for ensuring an appropriate level of security and confidentiality at all times.
  7. Physical information (i.e. paper files), electronic media and/or portable computers must not be left unattended in open view in a vehicle, but rather locked in the trunk of the vehicle. For vehicles that do not have trunks, items must be placed in an inconspicuous location.

Transmission of Confidential Information

  1. Confidential information that is provided over the telephone must only be given if the identification of the requester is verified. This information must not be left on the answering machine.
  2. Confidential information must be faxed only when required for urgent or emergent purposes and only sent under the following conditions:
There is no chance the information being transmitted can be intercepted during transmission by unauthorized personnel;
The individual sending the fax is authorized to release the information;
Cover page of fax indicates, where applicable, "Confidential Information. Disclosure, distribution or copying of the content is strictly prohibited. If you have received this fax in error, please notify the sender immediately".
  1. Transmitting information via e-mail must only be done if the venue of transmission is secure or the data is encrypted.

Electronic Security

The Division’s Security Officer is responsible for ensuring that the following is adhered to:

  1. Shared USERID’s and passwords must only be assigned where it is not feasible to assign an individual USERID because of degradation of service to the public. The Security Officer must approve sharing of USERID’s and passwords, a listing of which must be maintained.
  2. USERID or password must not be shared with anyone, except as may be necessary for authorized personnel to perform maintenance on the PC, in which case the password must be changed as soon as the maintenance is performed.
  3. The Security Officer must delete USERID as soon as it is known that the individual is leaving.
  4. USERID or password must not be taped to computer or left where it is easily accessible.
  5. The Security Officer must be responsible for maintaining a listing of all USERID’s passwords for its staff.
  6. Employees must be responsible for logging out of the computer system each evening.
  7. Information must be encrypted, where feasible, when transporting electronic information on portable computers.

Reporting Security Breaches

Any security breaches involving personal or personal health information are to be immediately reported to the Principal or immediate supervisor, who will inform the Privacy Officer (Superintendent). The Privacy Officer will investigate all security breaches and recommend corrective procedures to address security breaches.

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EJA-E - Disposition of Records Log.pdf

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EJB - Acquisition, Maintenance and Control of Donated Materials and Equipment

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EJB

ACQUISITION, MAINTENANCE AND CONTROL OF DONATED

MATERIALS AND EQUIPMENT

The Board encourages school community initiatives that provide additional resources for the schools. It recognizes the value of playground equipment, computer hardware/software, and sports or other equipment that accrues as a result. The following procedures will, however, be followed by Advisory Council for School Leadership or other parent or community groups or organizations considering either the acquisition of same for schools, or the major renovation or retrofitting of existing equipment.

Acquisition or major renovation

The group or organization will involve the Principal and staff at the early stage. The ongoing input will be sought for all aspects of the projects: educational considerations, safety standards, aesthetics, costs, etc. Senior Administration will be informed of developments as they occur, and will give approval before the project proceeds.

Maintenance and control

Equipment furnished becomes school property and is placed on the school’s inventory listing, under the school’s control. Usual maintenance requirements are to be submitted to the Division Office through established channels. (See also FC)

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EK - Energy Conservation

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EK

ENERGY CONSERVATION

The Board of Trustees encourages and supports appropriate energy conservation and education programs designed to substantially lower the consumption of electricity, natural gas, heating oil, gasoline and water, and which will develop an understanding of the importance of conservation of all natural resources.

It will be the responsibility of each employee and student to actively participate in the energy conservation program as outlined in the regulation. With the co-operation of all concerned, the School Division will be able to develop and maintain programs for the short and long-term benefit of the students and the School Division.

It is expected that all employees will share the responsibility for the implementation, monitoring and evaluation of the energy conservation program and that recommendations for the improvement of the program will be submitted to the appropriate member of the senior administrative staff.

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EK-R - Energy Conservation Program

SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION)

File EK-R

ENERGY CONSERVATION PROGRAM

The conservation measures outlined below should be brought to the attention of all employees at least annually, preferably at the beginning of the school year. The cooperation of all concerned will be necessary to make this conservation program successful. Continued emphasis on the need to conserve energy is essential.

  1. Responsibilities of the custodial staff
    1. Pay particular attention to weather stripping and caulking of all doors and windows and closers on all doors.
    2. Make regular checks of all filters and replace as necessary and according to the replacement schedule.
    3. Check the condition of the insulation on heating pipes and ducts.
    4. Do not adjust controls served by energy management systems standards and procedures without prior consultation and approval of the Assistant Supervisor of Operations.
    1. Organize the school cleaning program to minimize the use of lighting.
    2. Check daily for leaking taps, pumps, drinking fountains, shower heads, toilets, urinals, etc.
    3. Turn off water supply to urinals on weekends.
    4. Clean tap strainers regularly.
  1. Responsibilities of the Operations Department
    1. All mechanical systems should be checked regularly for efficient operation.
  1. Responsibilities of the Principal and teaching staff
    1. Efficient use of paper resources (duplicating, computer, etc.) is expected.
    2. Electrical appliances are to be turned off when not in use.
    3. Incandescent lights are to be turned out immediately when not in use.
  1. Fluorescent lights are to be turned off if they will not be in use for a minimum of ten (10) minutes.
  2. Maximize the use of natural light whenever possible. ‘
  3. Restrict, when possible, the use of washers, dryers, kiln, etc. to times when they are fully loaded.
  4. Unused areas should be isolated and, where possible, heat and light levels reduced to the minimum.
  5. Laboratory exhaust hoods are to be closed when not in use.
  6. Schedule evening classes, special events and after hours use of buildings so as to minimize energy consumption.
  1. Education and information

  1. As appropriate curriculum and resource materials become available, the teaching staff at all levels is expected to offer instruction in the basic concepts of energy, the environment, natural resources and the importance of conservation.

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