Campus Safety Manual
University of Houston-Victoria
Indoor Air Quality (IAQ)
Response Plan Procedure
1.1. A priority of the University of Houston-Victoria is the safety and health of faculty, staff, students, and visitors.
1.2. This plan explains the processes for working with Facilities Services and the Safety Office to report Indoor Air Quality (IAQ) observations and to track the status of issues within University buildings.
1.3. The IAQ Coordinator will work to respond to reported IAQ safety and health problems that may arise. If there is a reported problem, the IAQ Coordinator will coordinate efforts with the IAQ Program Manager (Director of Facilities Services) and the Safety & Risk Manager towards resolution of the situation.
1.4. Report any questions or concerns about this plan to the IAQ Coordinator or to the Safety and Risk Manager. Your active participation is necessary to ensure the indoor air quality of University buildings will help make a positive difference in the daily lives of faculty, staff, students, and visitors.
2.1. The purpose of the University of Houston-Victoria (UHV) Indoor Air Quality Response Plan is to ensure that all University buildings provide indoor air that is safe, healthful and clean. This plan outlines the process that will be followed to minimize, mitigate and resolve indoor air quality problems. This plan applies to all indoor environments controlled or managed by UHV.
3. Areas of Responsibility
3.1. IAQ Coordinator Designates
a. The UHV Facilities Coordinator is the designated IAQ Coordinator for the University of Houston-Victoria Campus.
b. The UHSSL Building Maintenance Manager is the designated IAQ Coordinator for the University of Houston System @ Cinco Ranch and the University of Houston System @ Sugar Land.
3.2. IAQ Coordinator(s) Responsibilities
The IAQ Coordinator at each site is responsible for and shall:
a. Immediately (within 24 hours) inform the IAQ Program Manager and the Safety & Risk Manager of building occupants observations or any potential indoor environmental concerns,
b. Review work requests and/or issue work orders to maintain the indoor environment,
c. Develop and supervise appropriate cleaning and maintenance standards (i.e., HVAC coil cleaning, duct work cleaning, cleaning fin blades on air handlers etc),
d. Reviews cleaners, chemicals and other items used by Facilities Services maintenance staff members and/or contracted service providers and prohibit the use of those that may have an adverse impact on IAQ.
e. Ensure that the IAQ impacts of preventive maintenance activities are considered in advance of those activities and that appropriate communications are being made to the University community.
3.3. IAQ Program Manager Responsibilities
The IAQ Program Manager is responsible for and shall insure that:
a. Written preventive maintenance programs are in place to minimize IAQ problems,
b. IAQ problems are coordinated with the Safety and Risk Manager and other relevant personnel,
c. The impact of projects and processes on air quality are properly mitigated,
d. Records pertaining to the operation and maintenance of the HVAC systems are properly maintained for documentation,
e. Reasonable and appropriate control measures are in place to alleviate and prevent IAQ problems,
f. Necessary air sampling and interpretation of results are arranged when necessary;
g. Outside consultants are recommended when necessary and shall serve as the University liaison to all environmental consultants,
3.4. Custodial Supervisor Responsibilities
The Custodial Supervisor is responsible for ensuring that:
a. Appropriate cleaning and custodial maintenance standards are in place, appropriately monitored and supervised;
b. Cleaners, chemicals and other items used by Facilities Services custodial staff members and/or contracted service providers are reviewed for any adverse impact on IAQ,
c. The IAQ impacts of custodial personnel and/or contracted service provider activities are considered.
3.5. Safety & Risk Manager Responsibilities
The Safety & Risk Manager is responsible for the administration of the IAQ program. The Safety & Risk Manager shall:
a. Establish and maintain a system to document building occupant observations,
b. Assist in the investigation of IAQ problems in conjunction with the IAQ Coordinators and other relevant personnel,
c. Coordinate training for personnel as required,
d. Assist the IAQ Program Manager in defining appropriate control measures to alleviate and prevent IAQ problems,
e. Notify appropriate University administrators of IAQ issues that may adversely affect the health of the university community, pose a potential liability or other negative effect.
3.6. Personnel Responsibilities
Faculty, Staff, and students are encouraged to report any indoor air quality observations to their supervisor, instructor, and/or the IAQ Coordinator.
4. IAQ Process
The University of Houston-Victoria provides the following process for reporting and responding to observations about IAQ problems.
4.1. Reporting Observations
A building occupant may report an indoor air quality observation by:
a. Contacting the IAQ Coordinator at (361) 570-4854 or (2) completing an online UHV Facilities Service Request at the University of Houston-Victoria.
b. Contacting the IAQ Coordinator at (281) 275-3304 or (2) completing an online Facilities Work Order at the University of Houston System Cinco Ranch or the University of Houston System Sugar Land.
c. You may also contact the IAQ Program Manager at (361) 570-4840 or the Safety & Risk Manager at (361) 570-4245 to report IAQ observations.
The IAQ Coordinator will inform the IAQ Program Manager and the Safety & Risk Manager to discuss an appropriate response to any reported IAQ observation. The IAQ Coordinator will forward an Indoor Air Quality Observation Form to the building occupant reporting the observation. The building occupant must complete the form describing the IAQ observation and any health symptoms they are experiencing which may possibly be related to the indoor air environment.
4.2. Investigating Observations
Based on the IAQ observation information provided and the symptoms reported on the Indoor Air Quality Observation Form, the IAQ Coordinator will initiate an investigation to include:
a. Interviewing the building occupant who completed the Indoor Air Quality Observation Form as well as other building occupants who may be able to contribute information or history about the reported problem. All pertinent information should be documented with the form.
b. Completing an Indoor Air Quality Assessment Report documenting information relevant to the observation.
c. Confirming that the HVAC system is operating properly both the air supply and exhaust.
d. Examining windows, ceiling, and walls for evidence of moisture.
The investigative process may include an evaluation of the health effects experienced by affected individuals. Upon completion of the investigation, the IAQ Coordinator will report the results of the investigation to the IAQ Program Manager and the Safety & Risk Manager. The IAQ coordinator will provide an initial response to the building occupant who filed the observation.
4.3. Responding to Observations
a. The IAQ Coordinator should initiate a process to immediately control and/or eliminate specific contaminants that may contribute to the reported health effects.
b. The IAQ Coordinator should summarize the actions taken and recommendations for additional actions. The IAQ Coordinator should review the summary with the IAQ Program Manager and the Safety & Risk Manager and provide feedback to the building occupant who reported the observation.
c. If resolution is not immediate, the IAQ Coordinator should provide regular updates to the building occupant who reported the observation.
Once the IAQ observation is resolved, the IAQ Coordinator should write a final memo for documentation to file with the Indoor Air Quality Observation Form, the Indoor Air Quality Assessment Report, Indoor Air Quality Final Report and other related documentation. The IAQ Program Manager will file the complete final report.
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