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State of Maine Guidelines for Coordinating School Health Programs

Physical Environment

Dear Construction Workers,
Thank you for redoing our school this year! It looks great inside and outside. I'm glad it's redone. I bet you would like a day off and some ice cold lemonade and an ice cream.
Thanks, Kellie

Dear Construction Workers,
I used to hate school but this almost new school makes me enjoy school. On the first day of school I went in and I was shocked, it was great. When I went down to breakfast one wall was knocked down. I was totally shocked. I like this school. It is the best school I've been to. Thanks for all the hard work you put into this school.
Sincerely, Dan

*Sample letters from students at George E. Jack Elementary School in Standish*

Definition

A physically healthy school environment addresses the physical and aesthetic surroundings of the school, including the buildings, outdoor areas and transportation. Air and water quality, building structure, physical design, temperature, noise, maintenance, sanitation and lighting are also elements of the physical environment.

Rationale

The purpose of maintaining a healthy school environment is to ensure that the physical needs of education (school sites, buildings, transportation, equipment and maintenance) are of a high quality and meet at least minimum standards and guidelines. A healthy physical environment promotes learning, productivity, comfort, good health, and safety for all of its occupants. Maintaining a healthy physical environment:

  • Protects the health and safety of all occupants.
  • Provides a safe and comfortable place to work and study.
  • Minimizes hazards to students, staff and visitors.
  • Provides information to staff and students on possible risks to health and safety.
  • Trains and instructs staff and students regarding safe practices.
  • Provides safety equipment and specific training when hazards cannot be eliminated.

(Note: Due to the dynamic, expanding nature of these standards and guidelines, please use the Contacts list at the end of this section before taking action to assure that the information is the most current available.)

GUIDELINES:

  1. The school staff work proactively to prevent indoor air quality problems and assure that air delivered to school building occupants is of the highest quality possible within the framework of existing codes and standards.
  2. The school or district has:
    1. An active cross-organizational safety committee at each location;
    2. Well-maintained and routinely updated safety and security policies;
    3. A safe-schools program in each facility/district;
    4. Compliance with workplace and public facilities safety rules and regulations;
    5. Maintenance and repair policies, programs and processes in place and working;
    6. No recognized hazard that is without a remediation interim protection plan.
  3. The facility complies with American Disabilities Act requirements.
  4. Staff and administration formalize, support and adhere to operating, maintaining and capital replacement policies and practices.
  5. Transportation is managed as an essential service, with systems operating within current State and Federal government regulations and National Pupil Transportation Guidelines for organization, policy, equipment, staff and service performance.

GUIDELINE 1: The school staff are proactive in preventing indoor air quality problems and assuring that air delivered to school building occupants is of the highest quality possible within the framework of existing codes and standards.

Indicators:

There are few or no reports of:

  1. Thermal or respiratory-related comfort complaints.
  2. Health complaints (respiratory issues, sore or scratchy throat, skin rash, eye irritation, headache).
  3. Drowsiness.
  4. Evidence of water intrusion into the building.
  5. Odors.
  6. High energy consumption.
  7. Construction/renovation activities.

*Note: Please see list explaining acronyms on page F-17

Element 1.a: Air turns, fresh air, C02, temperature, relative humidity, mechanical ventilation maintenance and operation.

Standards/Guidelines:

  • ASHRAE >15cfm for outdoor air ventilation rate and <1000 ppm CO2. General ASHRAE guidelines (62-1989) for Temp and R.H (The general recommendation for RH is <30% during heating season in the NE)
  • Mechanical heating and ventilation systems operated in compliance with Title 20A Chapter 223, Sect. 6302
*Contacts:
  • BGS - 207-287-4001
  • DOE - Facilities Team 207-624-6887
  • MSMA - 1-800-660-8484
  • Maine Indoor Air Quality Council - 207-626-8115
  • Maine Lung Assoc. - 1-800-499-5864
  • SMACNA - 1-703-803-2980

Element 1.b: VOCS, CO

Standards/Guidelines:

    • DOL standards. Specific to compound involved

Contact:

  • DOL: 207-624-7900

Element 1.c: Pesticides and Integrated Pest Management (IPM).

Standards/Guidelines:

  • Implement DOA IPM guidelines and adhere to pesticides regulations - Rules 01-026 Chapter 31 and Title 22 MRSA Chapter 258A, section 1471 C & D.
  • Commercial applicators License required for most pesticide applications inclusive of non-routine disinfectant use.
  • Up-to-date MSDS file on every chemical, pesticide and cleaning compound in use.
  • DOL workplace safety standards for chemical use, documentation and communications are met per 29CFR part 1910, section 1200.

Contacts:

  • DOA Board of Pesticides Control - 207-287-2731
  • DOL - 207-624-7900
  • Univ. of ME. Cooperative Extension (UMCE) Pest Management Office - 800-287-0279
  • UMCE County Extension Offices - 800-287-0274
  • DOC - 207-287-2431

Element 1.d: Bio-aerosols, mold, fungi, bacteria and wet and/or deteriorating building material.

Standards/Guidelines:

  • Variable with organism and relative outside concentrations.
  • BOCA Structural Codes

Contacts:

  • BGS - 207-287-4001
  • DOA - 207-287-2731
  • DOL - 207-624-7900
  • DOE - 207-624-6887
  • New York City Department of Health - 1-212-788-4290

Element 1.e: Asbestos

Standards/Guidelines:

  • Maintained in stable condition and removed where damage or direct access by students or staff exists.
  • Posted Notices. Employee and Contractor notification.
  • Three year AHURA inspection and condition report maintained up-to-date.
  • See specific DOL and DEEP standards (29CFR Part 1910, section 1001).

Contacts:

    • BGS - 207-287-4001
    • DEEP - 207-287-7829
    • DOL - 207-624-7900
    • MSMA - 1-800-8484

Element 1.f: Lead Paint

Standards/Guidelines:

  • Maintained in good repair, removed or encapsulated. No airborne material.
  • Compliance with specific DOL and DEEP standards - 29CFR Part 1910, section 1025.
  • If contact is suspected, blood analysis may be required.

Contacts:

  • BGS - 207-287-4001
  • DEEP- 207-287-7829
  • DOL - 207-624-7900

Element 1. g: Radon Gas

Standards/Guidelines:

  • Bureau of Health - <4pCi/liter for air and <20,000pCi for water (under revision).

Contacts:

  • DHS - 207-287-5676 for air and 207-287-2070 for water.

GUIDELINE 2: The school or district has:

a) An active safety committee at each location;

b) Well-maintained and routinely updated safety and security policies;

c) A safe-schools program in each facility/district;

d) Compliance with workplace and public facilities safety rules and regulations;

e) Maintenance and repair policies, programs and processes in place and working;

f) No recognized hazard that is without a remediation interim protection plan;

Indicators:

The following indicators exist and are actively used throughout the facility:

  1. Safety committee reports.
  2. Facility assessment.
  3. Maintenance reports.
  4. Documentation of training and drill events.
  5. Documented incident investigation and mitigation.
  6. Up-to-date emergency response plan.

*Note: Please see list explaining acronyms on page F-17

Element 2.a: Buildings, Utility, Services, Site Selection and Design, Capacities/space requirements. Playground design and safety.

Standards/Guidelines

  • Buildings, utilities, services, playing fields, walkways, parking lots, roadways and traffic flow meet all applicable State and Federal design, fire and safety codes, and size standards and guidelines.
  • Areas not meeting current design standards are clearly identified and contingent safety management plans are in place to mitigate the hazard.
  • Fire Code ANSI/NFPA 101
  • DHS Eating and Lodging Rules 10-144A-CMR201.
  • Outdoor air quality and contaminates should be examined as a site selection criteria.
  • Use of NEBB or AABC certified Test, Adjust and Balance contractors is recommended.
  • Building commissioning process is recommended with major construction and renovation projects.

*Contacts:

  • DOE - Facilities Team 207-624-6887
  • BGS - 207-287-4009
  • DOL - 207-624-7900
  • DEEP - 207-287-7658, 287-3901
  • State Fire Marshall - 207-624-8964
  • DOT - 207-624-3000
  • DHS -207-287-5308 and 207-287-2070 (Water); 287-5671 (Eating and Lodging)
  • BPL - 207-287-4970
  • NFPA - 617-770-3000
  • DOE - Nutrition Team 207-624-6843
  • BOH - 207-287-2070 (water supply)
  • Planning Ofc.-207-287-3261
  • MSMA - 800-660-8484
  • DOD, Maine Emergency Management Agency - 800-452-8735
  • Maine Injury Prevention Program - 800-698-3624
  • Maine Coalition for Safe Kids - 207-778-2251
  • NESDEC - 508-481-9444

Element 2.b: Equipment and Work Station Design inclusive of maintenance and program- related equipment and tools.

Standards/Guidelines:

  • Work stations, study stations, equipment and tools meet standards of ergonomic design and safety.
  • Video Display Terminal (VDT) law compliance Title 26, MRSA Section 251 and 252

Contacts:

  • DOL - 207-624-7900
  • MSMA - 800-660-8484

Element 2.c: Access Security

Standards/Guidelines:

  • Local Policy written and implemented

Contacts:

  • DOE - Facilities Team 207-624-6887
  • Me. State Police - Safe Schools Resources 207-324-1150
  • MSMA - 800-660-8484
  • DOD, Maine Emergency Management Agency - 800-452-8735

Element 2.d. Signage

Standard/Guidelines:

  • All exits, areas of refuge, and emergency equipment clearly identified and Evacuation Maps and procedures clearly posted throughout the facility.

Contacts:

  • DOL - 207-624-7900
  • MSMA - 800-660-8484

Element 2.e: Operating Policies and Practices for handling, use, and/or storage of hazardous materials including body fluids.

Standards/Guidelines:

  • Compliance with DOL workplace safety and health standards, 29CFR Part 1910, Section 1200 and Section 1030.

Contacts:

  • DOL - 207-624-7900
  • MSMA - 800-660-8484
  • UMO School Health Education Resource Center - 888-848-1685

Element 2.f: Training, Education and Drills

Standards/Guidelines:

  • Meet all minimum schedule and content requirements for evacuation, fire, hazardous material and lockdown training and drills.
  • Emergency Management plan written and implemented.

Contacts:

  • State Fire Marshall - 207-624-8964
  • DOE - Facilities Team - 207-624-6887
  • MSMA - 800-660-8484
  • DOD, Maine Emergency Management Agency - 800-452-8735

Element 2.g: OSHA/DOL - Workplace Safety and Health

Standards/Guidelines:

  • In compliance with applicable 29 CFR, Part 1910 and 1926

Contacts:

  • DOL - 207-624-7900
  • MSMA - 800-660-8484

Element 2.h: Maintenance and Repair

Standards/Guidelines:

  • PVM inspection and maintenance program functioning in each facility.
  • Condition monitoring and hazard assessment programs for all building systems in place.
  • Pesticide and Chemical Standards. IPM policies and procedures for pest control. License required for some chemical applications
  • Re-entry requirements for some chemical applications

Contacts:

  • BGS - 207-287-4009
  • DOE - Facilities Team 207-624-6887
  • DOA - 207-287-2731
  • DOL - 207-624-7900
  • Univ. of Me. Cooperative Extension, Office of Pest Management UMCE, County Offices - 800-287-0274

GUIDELINE 3: The facility is in compliance with American Disabilities Act requirements.

Indicators:

A. Periodic facility and transportation services compliance assessment by qualified engineer/architect and/or State Fire Marshall.

*Note: Please see list explaining acronyms on page F-17

Element 3.a: ADA Compliance

Standards/Guidelines:

  • Compliance or plan and schedule in place for correction of identified issues.
  • Required mitigation actions for inclusion in any renovation project with cost exceeding thresholds.
  • Reasonable accommodation rules.
  • See specific DOL, DHS, DOE (Special Education), ADA and State Fire Marshall Regulations and standards for design and use.

*Contacts:

  • DOE - Special Services Team 207-624-6650
  • State Fire Marshall - 207-624-8964
  • BGS - 207-287-5009
  • Human Rights Commission - 207-624-6050
  • MSMA - 800-660-8484

GUIDELINE 4: Operating, maintaining and capital replacement policies and practices are formalized, supported and adhered to by all staff and administration.

Indicators:

The condition of the facility has been assessed using the Maine Department of Education Facilities Management Standards, and results indicate a satisfactory level of maintenance and capital asset management performance in the following areas:

  1. Appearance
  2. Cleanliness
  3. Condition of paint
  4. Odors
  5. Age and design of equipment compared to state-of-the-art items of the same function
  6. Annual budget for maintenance and capital replacement

*Note: Please see list explaining acronyms on page F-17

Element 4.a: Operating policies and practices related to stewardship and appearance.

Standards/Guidelines:

  • DHS, BOH Eating and Lodging Rules.
  • DOE Facility Management Standards.

*Contacts:

  • DOE Facilities Team 207-624-6887
  • DOE Nutrition Team 207-624-6843
  • DHS - 207-287-5671
  • DOL - 207-624-7900
  • MSMA - 800-660-8484

Element 4.b: Operating policies and practices for handling, use, and/or storage of hazardous materials, including body fluids.

Standards/Guidelines:

  • Compliance with DOL workplace safety and health standards, 29CFR Part 1910, Section 1030 and Section 1200.

Contacts:

  • DOL - 207-624-7900
  • DOA - 207-287-2731
  • UMO School Health Education Resource Center - 888-848-1685
  • MSMA - 800-660-8484

Element 4.c: Maintenance policies and practices related to stewardship and appearance

Standards/Guidelines:

  • PVM and repair practiced sufficient to maintain at design appearance and function.
  • Budget established to meet DOE facilities management standards and DOL workplace safety and health standards, 29CFR Post 1910.

Contacts:

  • DOE - Facilities Team 207-624-6887
  • BGS - 207-287-4009
  • DOL - 207-624-7900

Element 4.d: Capital replacement policies and practices related to stewardship and appearance.

Standards/Guidelines:

  • Replacement scheduled and budgeted based on condition assessment process and life cycle analysis (inclusive of program needs, obsolescence and state of technology.)

Contact:

  • DOE - Facilities Team 207-624-6887

GUIDELINE 5: Transportation is managed as an essential service with systems operating within current State and Federal Government regulations and National Pupil Transportation Guidelines for organization, policy, equipment, staff and service performance.

Indicators:

The following indicators are tracked and analyzed. Problem areas (indicated by high rates of incidents or unsatisfactory performance levels) are addressed with improvement plans and corrective actions.

  1. Crash statistics
  2. Vehicle inspection results
  3. Driver grievances
  4. Student and /or parent complaints
  5. Rider statistics (% riders, length of ride; training and drill documentation)
  6. Driver performance review
  7. Drug and alcohol testing
  8. Skill competition data
  9. Age, mileage and appearance of the bus fleet
  10. Use of non-conforming vehicles for pupil transportation

*Note: Please see list explaining acronyms on page F-17

Element 5.a: Vehicle Fleet

Standards/Guidelines:

  • All vehicles pass State Police Inspection 2x each year.
  • No vehicles used in the >10 passenger vehicle class which do not meet all Federal Motor Vehicle Safety Standards for School Bus Construction.
  • Fleet replacement cycle within industry recommended standards by vehicle type.
  • PVM system in use.
  • Special education and preschool children requirements comply with all relevant FMVSS and NHTSA guidelines.

*Contacts:

  • DOE - Transportation Specialist -207-624-3000
  • Me. State Police, Traffic Division -207-624-8939
  • USDOT - NHTSA- 617-494-3427
  • MSMA - 800-660-8484

Element 5.b: Drivers

Standards/Guidelines:

  • Meet licensing, annual physical requirements and training, skill and knowledge requirements of Title 20A and Title 29A and as established in the current Uniform Standards for Pupil Transportation in Maine (DOE Rules chapter 081)
  • Pass all alcohol and drug testing requirements
  • Pre-trip and Post-trip inspection reports complete

Contacts:

  • DOE - Transportation Team 207-624-6887
  • BMV - CDL Division 207-624-9000.
  • Maine State Police, Commercial Vehicle Division -207-624-8939
  • MAPT - 207-874-0622
  • MSMA - 800-660-8484

Element 5.c: Students

Standards/Guidelines:

  • Twice annual training and drills for safe riding practices and evacuation.

Contacts:

  • DOE - Transportation Team 207-624-6887
  • MAPT - 207-874-0622
  • MSMA - 800-660-8484

Element 5.d: System

Standards/Guidelines:

  • Investigation and analysis of all crashes and near miss incidents and a resulting corrective action plan;
  • Length of ride policy;
  • Route design policy;
  • Length of walk policy;
  • Pick-up and drop-off selection and review process;
  • Emergency response plan and training for drivers, students and support staff/agencies;
  • Adherence to seating capacity guidelines;
  • Involvement in Special Ed. IEP when transportation is determined to be a related service or when transportation issues are a predictable outcome of the disability;
  • Student management and confidentiality training for all drivers;
  • Submission of all required program and crash reports to DOT, DOE and DOPS;

Contacts:

  • DOE - Transportation Team 207-624-6887
  • Me. State Police, Traffic Division - 207-624-8939
  • MAPT - 207-874-0622
  • DOT - 207-624-3000
  • MSMA - 800-660-8484
  • DOD, Maine Emergency Management Agency - 800-452-8735
  • Maine State Police, Safe Schools Program - 207-324-1150

MAINE RESOURCES AND CONTACTS

NATIONAL RESOURCES AND CONTACTS

ADDITIONAL RESOURCES AND REFERENCES

Publications:

  • American Air Balancing Council. TAB Journal (magazine)
  • American Society of Heating, Refrigerating and Air Conditioning Engineers. ASHRAE Journal.
  • American Society of Heating, Refrigerating and Air Conditioning Engineers. IAQ Applications (magazine).
  • Environmental Protection Agency and NIOSH. (1991) Building Air Quality. NIOSH Publication No. 91-114.
  • AIHA. (1996) Field Guide for the Determination of Biological Contaminants in Environmental Samples.
  • Bearg, David. Indoor Air Quality and HVAC Systems. Lewis Publishers
  • Business News Publishing Co. Engineered Systems (magazine).
  • Cutter Information Services. IEQ Strategies (newsletter).
  • Daar, S.; Drlik, T; Olkowski, H.; and Olkowski, W. (1997) IPM for School: A How-to Manual. Bio-Integral Resource Center Publication.
  • Maine Bureau of General Services. Architectural and Engineering Services Procurement Manual
  • Maine Community Action Housing Council. (1996). Maine Auditor/Estimator Health and Safety Field Guide.
  • Maine DECD, Energy Division. Maine Guide to Energy Efficient Residential Construction - Manual of Accepted Practices.
  • Massachusetts Department of Agriculture. Integrated Pest Management Kit for Building Managers.
  • National Fire Protection Association. NFPA Life Safety Code. 1 Batterymarch Park, Quincy, Ma. 617-770-3000.
  • New York City, Department of Health. Guidelines on Assessment and Remediation of Fungi in Indoor Environments.
  • Penton Media. HPAC Engineering (magazine).
  • U.S. Consumer Product Safety Commission. Handbook for Public Playground Safety. Publication No. 325.
  • U.S. Department of Education . Schools as Centers of Community: A Citizens' Guide for Planning and Design.
  • U.S. Environmental Protection Agency. (1995) Indoor Air Quality Tools for Schools Action Kit. EPA 402-K-95-001.
  • U.S. Environmental Protection Agency. (1993) Pest Control in the School Environment: Adopting Integrated Pest Management. EPA #735-F-93-012.
  • U.S. Environmental Protection Agency. (1993) Radon Measurement in Schools. EPA-402-R-92-014.
  • U.S. Environmental Protection Agency. (1994) Radon Mitigation Standards. EPA 402-R-93-078.
  • U.S. Environmental Protection Agency. (1994) Radon Prevention in the Design and Construction of Schools and Other Large Buildings. EPA/625/R-92/016.
  • U.S. Environmental Protection Agency. (1994) Reducing Radon in Schools: A Team Approach. EPA 402-R-94-008.
  • University of Massachusetts Extension. Integrated Pest Management Guidelines for Structural Pests. 413-545-2717 to order.

Websites:

Laws, Regulations and Rules

  • 20-A MRSA Chapter 201 , §4001 Facilities, and Chapter 609 School Construction.20-A MRSA Chapter 215 Transportation
  • 22 MRSA Chapter 562: Camping Areas and Eating Establishments
  • 22 MRSA Chapter 601: Water for Human Consumption
  • 22-MRSA Chapter 165: Radon Registration Act
  • 5 MRSA Chapters 153 and 375 Public Improvements.
  • Maine State Labor Laws - Title 26 - janus.state.me.us/legis/statutes/26/title26ch0sec0.html
  • Occupational Safety and Health Regulations - www.osha.gov
  • Pesticide regulations: Rules 01-026 Chapt. 31 and Title 22 MRSA Chapter 258A, section 1471 C & D.
  • Rules: 05-071 Chapter 64: Maine School and Facilities Program and School Revolving Renovation Fund.
  • Rules: 05-071 Chapter 81:Uniform School Bus Standards for Pupil Transportation in Maine
  • Rules: State of Maine State Board of Education, Rules for School Construction Projects.
  • Rules: Rule 12-179, Chapter 2 and 3 as filed with the Secretary of State's Office, State of Maine Board of Occupational Safety and Health
  • Subsurface Wastewater Disposal Rules: CMR 241.

LIST OF ACRONYMS

AABC: American Air Balancing Council

ADA: American Disabilities Act

AFRR: Maine Department of Agriculture, Food and Rural Resources

AHURA :Asbestos Hazard Emergency Response Act

ANSI: American National Standards Institute

ASHRAE: American Society of Heating, Refrigerating and Air Conditioning Engineers

BGS: Bureau of General Services

BMV: Maine Bureau of Motor Vehicles

BOCA: Building Officials and Code Administrators International, Inc.

BOH: Maine Bureau of Health, Dept. of Human Services

BPC: Board of Pesticide Control

CDL: Commercial Drivers License

cfm (cubic feet per minute): refers to the volume of air circulated or introduced

CO: Carbon monoxide

CO2: Carbon dioxide

DEEP: Maine Department of Environmental Protection

DHS: Maine Department of Human Services

DOC: Maine Department of Conservation

DOD: United States Department of Defense

DOE: Maine Department of Education

DOL: Maine Department of Labor

DOT: Maine Department of Transportation

EDA: US Environmental Protection Agency

FIFRA: Federal Insecticide, Fungicide, Rodenticide Act

FMVSS: Federal Motor Vehicle Safety Standards

HVAC: Heating, ventilating, air conditioning

IAQC: Maine Indoor Air Quality Council

IPM: Integrated Pest Management

MAPT: Maine Association for Pupil Transportation

MPV: Moisture, Pollutants, Ventilation

MRSA: Maine Revised Statutes Annotated

MSDS: Material Safety Data Sheets

MSMA: Maine School Management Association

NEBB: National Environmental Balancing Bureau

NESDEC: New England School Development Council

NFPA: National Fire Protection Association

NHTSA: National Highway Transportation Safety Association

NTSB: National Transportation Safety Board

OSHA: United States Dept. of Labor Occupational Safety and Health Administration

PMO: University of Maine Cooperative Extension Pest Management Office

PVM: Preventative Maintenance

R.H.: Relative Humidity

SMACNA: Sheet Metal and Air Conditioning Contractor's National Association

UMCE: University of Maine Cooperative Extension

UMO: University of Maine, Orono Campus

USDOT: United States Department of Transportation

VOCs: Volatile Organic Compounds

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