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CUSTODIAL

PROCEDURES

HANDBOOK

October 1st, 2015

2 Custodian Procedure Handbook – October 1, 2015

(Hyperlinks are included in this document for the reader’s use. In the Index CNTL &Click to follow the link to the

page indicated). For the most current updates please refer to the links.

CUSTODIAL PROCEDURES HANDBOOK ............................................................................................................................. 1

INTRODUCTION ................................................................................................................................................................. 4

GENERAL SAFETY INFORMATION ...................................................................................................................................... 5

WORKPLACE HAZARDOUS MATERIALS INFORMATION SYSTEM (WHMIS) ....................................................................... 5

PERSONAL PROTECTIVE EQUIPMENT (PPE) ...................................................................................................................... 6

APPEARANCE ..................................................................................................................................................................... 9

HEAD CARETAKER DUTIES ............................................................................................................................................... 10

GENERAL INFORMATION FOR ALL CARETAKING STAFF .................................................................................................. 11

Use of cell Phones ................................................................................................................................................ 11

Use of Headphones and Radios ........................................................................................................................... 11

Body Fluid Cleanup and Disposal ......................................................................................................................... 12

Use caution when cleaning .................................................................................................................................. 12

Custodial Closet and Storage ............................................................................................................................... 13

Duties ............................................................................................................................................................... 13

BUILDING OPERATION GUIDELINES ................................................................................................................................ 14

Heating ................................................................................................................................................................ 14

Plumbing .............................................................................................................................................................. 15

Lighting ................................................................................................................................................................ 15

Repairs ................................................................................................................................................................. 16

Outside Maintenance .......................................................................................................................................... 16

GENERAL CLEANING – THROUGHOUT THE YEAR ............................................................................................................ 17

Classrooms, Office, Library .................................................................................................................................. 17

Daily ................................................................................................................................................................. 17

As Needed ........................................................................................................................................................ 17

Hallways and Entrance(s) .................................................................................................................................... 18

Daily ................................................................................................................................................................. 18

As Needed ........................................................................................................................................................ 18

Home Ed, Art Rooms, Computer Rooms .............................................................................................................. 18

Industrial Arts – Regular Cleaning during the Year .............................................................................................. 18

Home Economics – Regular Cleaning during the year ......................................................................................... 18

Gym ...................................................................................................................................................................... 19

Dusting ..................................................................................................................................................................... 19

Washrooms Facilities ............................................................................................................................................... 20


Daily ................................................................................................................................................................. 20

Major Holiday Cleaning ........................................................................................................................................... 20

Christmas Cleaning .............................................................................................................................................. 20

Summer Cleaning ................................................................................................................................................. 21

Classroom Summer Cleaning ........................................................................................................................... 21

Industrial Arts - Summer Cleaning ................................................................................................................... 22

Home Economics – Summer Cleaning .............................................................................................................. 22

SUPPLY REQUESTS ............................................................................................................................................... 23

Custodian Procedure Handbook and Fiduciary Obligation .............................................................................................. 25


INTRODUCTION

The purpose of this handbook is to provide custodial personnel with a useful resource manual. The

structure of this handbook first addresses cleaning and operational issues, followed by important safety

information, and sample forms for inspections and follow up. This a living document and will be edited

and updated as required.

Through the use of this handbook, custodial staff members should improve their planning and

productivity. It will also provide site administrators with cleaning guidelines and expectations in order to

provide input for evaluating performance. It will assist in establishing district-wide minimum required

standards for cleaning.

Custodians are responsible for keeping their sites clean and utilizing supplies, methods, and established

criteria in order to meet site and Division standards. With the use of this resource, Head Custodians will

be better prepared to:

1. Implement an annual master cleaning schedule for regular and deep cleaning tasks

2. Oversee the completion of assigned duties

3. Extend the life of the facility and equipment

It is recommended that the Caretaker Supervisor and the Manager of Facilities collaborate and approve

staff working schedules (regular working hours) developed by the Head Custodian. As we continue to

work together using the guidelines and standards established in this handbook, custodial staff members

will work towards a higher and more consistent level of cleaning.


GENERAL SAFETY INFORMATION WORKPLACE HAZARDOUS MATERIALS INFORMATION SYSTEM (WHMIS)

WHMIS: What is it?

Workplace Hazardous Materials Information System

A Canada-wide system in which suppliers, employers and workers each have their own responsibilities.

WHMIS is there to protect the health and safety of workers by promoting access to information on

hazardous materials used in the workplace.

Role of suppliers, employers and workers

Suppliers

The suppliers who manufacture, import, distribute or sell hazardous materials have to :

determine which of their products are controlled products

obtain information about their controlled products, prepare and provide this information in the form of labels and material safety data sheets

update the information on their controlled products every three years or as soon as there is new information about them.

Employers

The employers who purchase, use or manufacture controlled products have to :

ensure that all controlled products (purchased, produced on site or decanted) are properly labeled

obtain updated material safety data sheets from the supplier or produce them themselves for the controlled products manufactured on site

collaborate in the development of a training and information program on the controlled products and ensure that it is updated annually

ensure that employees are trained and informed and that the acquired knowledge is put into practice.

Workers

The workers who use controlled products at work have to:

participate in the training and information program on controlled products

take the necessary steps to protect themselves and their coworkers

participate in identifying and eliminating risks.


PERSONAL PROTECTIVE EQUIPMENT (PPE)

Activity performed

notes

Helmet Goggles/Glasses Ear Plugs/Protection

Rubber Gloves

Work Gloves CSA Approved Footwear

High Visibility Vests

Maintain floors: sweep, mop, strip, wax, scrub, burnish and buff.

Only When working outside

Gloves required, follow the MSDS

Remove garbage to outside bins


Eye protection required, ear protection if identified

Maintain Carpets: clean/vacuum; spot cleaning


Gloves required, follow the MSDS, be visible, working alone AP

Clean / disinfect washrooms


Gloves required

Hazardous spill cleanup (e.g. blood/body fluids, Mouse/bird droppings, chemicals etc.)


Gloves required

Move furniture and equipment


When required wear high visibility vest


Safety in the work place is very important. To assist in achieving a safe

environment, organization and maintenance of the site, the custodian must be safety conscious at all

times. Maintaining supplies and equipment in an orderly condition will always assist in this process. Make

safety a high priority. Below are the safety items that will enable us to achieve our goal.

1. Work in a safe manner at all times. Be conscious of the potential for injury. Work quickly, but don’t run while working. Use handrails when going up or down stairs, and use caution while opening doors.

2. Always post a Wet Floor Sign on wet floors.

3. Position all supplies and equipment in a safe place and manner while working, and return them to the proper storage area when finished.

Chemical cabinets, supplies and boxes: Need to be at least 1 meter from electrical panels.

Chemicals should be placed below eye level as per safety compliance guidelines

Make sure that all entrances are clear of obstructions.

4. Always use the proper protective equipment:

Safety glasses

Ear plugs

Nitrile rubber gloves/winter gloves

Proper foot wear for designated task

High visible vest

5. Read labels and review the Material Safety Data Sheets (MSDS) before using any products to learn about hazards, first aid procedures, and proper handling chemicals. Wear goggles, gloves, and, when needed, a facemask. When working overhead, wear goggles to avoid getting anything in your eyes.

6. Do not mix chemicals together. You can create a toxic gas or hazardous solution.


7. When going on the roof, perform ladder safety and inform office of your plans.

8. Before performing routine maintenance on electrical equipment, disconnect the power source. Unplug electrical equipment carefully. Use caution so as not to trip, vacuum, or scrub over them.

9. Never use a ladder that has been damaged. Report all damaged ladders to the Head Custodian for tagging and disposal as per district protocol.

10. Always use proper lifting techniques. Bend your knees and keep your back straight. Never lift anything that is too heavy for you and wear a back support when needed. Get help if needed.

11. Report all accidents, job related injuries and close call incidents immediately to the Caretaker Supervisor.

12. If you are injured, fill out the WCB form as soon as possible, accident report, first aid forms and witness statement. Failure to do so may end up in reprimand. Send forms to the Caretaking Supervisor

13. Keep electrical service panels, keys cabinet and custodial rooms locked and clear, “includes keeping all custodians room clean


APPEARANCE

All attire must be in accordance with expected standards of professional appearance and accepted safety

guidelines. Those standards and guidelines include;

a) Neat, clean and free from holes rips and tears.

b) Clothing must not be ragged or un-hemmed.

c) Shirts and pants must be of appropriate length and made of appropriate material. Mesh

or other see through materials may not be worn.

d) Tank tops, half shirts, halter tops and tube tops may not be worn.

e) Excessively tight or loose fitting clothing may not be worn.

f) No open toed shoes Soles must have good traction (non-slip) and be appropriate to the

task (i.e. gators- for snow removal, stripping. Regular toed shoes for waxing).

g) Clothing with obscene language, gestures, logos or images may not be worn.

h) Shorts are not allowed at any time (long or short shorts)


HEAD CARETAKER DUTIES

1. Promptly report, in writing, any defect or damage of the school property to the Principal and to the Maintenance Department.

2. Report, in writing to the Principal, any theft and/or vandalism. (During the summer months report to Maintenance Department, Manager of Facilities or designate).

3. Ensure that all doors are locked and all lights are turned off before leaving the building at the end of the school day.

4. Buildings should be checked thoroughly after all evening functions. (Make sure all doors and windows are closed and locked).

5. All fire extinguishers must have an inspection tag attached given the day were last recharged and inspected.

6. Have the Maintenance Crew pick up empty fire extinguishers for shipping out and recharging.

7. If Circuit breaker or fuse trip or blow, the circuit should be checked out by an electrician if this condition continues.

8. In case of a fire – call the Fire Department immediately – do NOT assume you can extinguish the fire yourself. Inform the Principal and the maintenance Department immediately.

9. Emergency Situations – Act in accordance with the instructions as outlined in the School Disaster Plan.

10. Keep track of inventory. Order inventory as required and work with the Caretaker supervisor to do year-end inventory.

11. Easter Cleaning Please follow summer cleaning schedule in all areas except floor refinishing. Check with the Manager of Facilities or Caretaking Supervisor in regard to floor refinishing.


GENERAL INFORMATION FOR ALL CARETAKING STAFF

Use of cell Phones

Custodians are not allowed to talk on cell phones while working. The use of cell phone shall be limited to

emergencies only.

Prior to taking or making an emergency call stop the work you are performing, handle the call in as short

a time as possible then resume working OR contact your supervisor if the situation requires immediate

attention.

Use of Headphones and Radios

Personal use of headphones, Walkman’s, MP3 players and other personal listening devices are

permitted within the custodial shop if;

1) The volume is kept at a level low enough that will allow the user to hear activity and speech in

the immediate area and does not create a disturbance to others in the work area.

2) One ear is uncovered by headphones

3) The use of such equipment does not have a negative impact on the performance of the

custodian.

Personal radios are permitted in the work area if the use falls within the guidelines established for the

use of headphones. Additionally, the material being broadcast must be of an appropriate nature and does

not create a threatening or otherwise negative environment for others in the work area.

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Body Fluid Cleanup and Disposal

Only special purpose agent should be used when cleaning up body fluids of any kind. Follow the marked

label instructions on the agent. The Head Custodian is responsible for keeping in stock absorbent agent,

gloves and bags.

Use caution when cleaning

1. Wear disposable gloves to clean up blood or body fluid spills.

2. To prevent the fluids from spreading, cover spills of blood, vomit or urine with the

absorbent material.

3. Disinfect all contaminated surfaces. Allow to dry before reusing.

4. Properly bag the contaminant and tie off the bag, removing it immediately to the

dumpster.

5. Properly discard gloves after use, or if they become damaged prior to use and use

caution when cleaning up.


Custodial Closet and Storage

The basic duties of the custodial staff includes maintaining assigned closets, storage and caretaking

rooms in a clean, safe condition and maintain the cleanliness of these rooms .Closets and storage areas

should be maintained like every room in the school. This duty should be accomplished in a safe manner,

using the appropriate cleaning supplies.

Duties

Maintain and upkeep all storage spaces and custodial closets within the assigned area.

Monitoring safety hazards on a continual basis during their work period

Reporting any hazard and promptly remedying the situation or reporting it to the area supervisor.

Daily inspections of each closet in the work area daily to ensure that:

a) All custodians’ rooms are to be kept in a neat and orderly manner.

b) All closets are properly stocked.

c) All supplies are properly stored.

d) All equipment is properly stored and in good working condition.

e) All electrical cords are in good condition and stored properly.

f) All chemical containers are properly labeled, diluted and stored.

g) Any visible hazards are identified and properly remedied or reported.

h) No unauthorized products or supplies are present.

i) Electrical panels are free of obstructions


BUILDING OPERATION GUIDELINES

Operating plant Note: A detailed work plan will be provided to each Facility by the O & M Department (if required)

After 4:00 pm the custodians shall have access to the school and should not allow students to re-enter the classrooms unless accompanied by a member of the staff. Custodians must have access to the rooms by 4:30 pm, at the latest, unless other arrangements have been made by the Principal and communicated in advance to the custodian.

1. Check the school for break-ins or vandalism.

2. Check all heating furnaces to determine if they are working. Keep a log if required by the maintenance department.

3. Make sure all entrances are cleared of snow removal (10 feet).Use ice melt when applicable.

a) Snow and ice mitigation – During inclement weather, check school sidewalks, entrances, walkways stairs (including bottom landing) and exits.

b) Apply ice melt as required and contact maintenance if additional snow removal is required.

c) Check parking lot and report unsafe conditions to maintenance.

4. Open the school for students at the time that has been set by the school principal.

5. Check all washrooms for cleanliness and make sure that there are adequate supplies of paper products, garbage bags in waste baskets, hand soap and urinal blocks.

6. Clean all entrances and tidy hallways if required.

7. Remove debris and report hazards on playgrounds, parking area and tarmac to both Principal and Maintenance Department.

8. Check with Principal or Associate Principal for special requests.

9. At the end of the day lock all entrances (doors and windows) (time set by the Principal)

Heating

1. Maintain a temperature of 68 to 72 degrees Fahrenheit (20 to 22 degrees Celsius) during the

school day. The school day temperature must be at the correct temperature at least ½ hour before school opens. At all other times maintain a temperature of 66 degrees Fahrenheit (16 Celsius).

2. All schools equipped with day and night setting, must be switched to night setting when school is dismissed except in schools with automate controls.

3. Keep furnace and electrical rooms clean and tidy and free from any accumulation of foreign materials or supplies.

4. Maintain all other control settings as per Maintenance Department specifications.

5. Report any unusual noise or vibration to the Maintenance staff at once.


Plumbing

1. Check and maintain all sinks so they are all in working order. Check to ensure that all toilets, urinals, showers and any other plumbing equipment are functional. (Report problems to Maintenance Department)

2. Treat all sump pumps daily as directed by the Maintenance Department.

3. Ensure that all water supplies are functional and in good working order.

Lighting

1. Make sure that all light fixtures are in good work order. Replace all burnt bulbs (except anything over 10`in height which require a special request to maintenance department)

2. Report any and all faulty lighting to the Maintenance Department as soon as possible so repairs can be carried out by a journeyman electrician.

3. Under no circumstances replace or repair any electrical equipment.


Repairs

1. Do minor repairs, such as tightening loose seats, desks, repairing window blind and, adjusting door locks. Do other minor repairs to prevent extensive future damage.

2. Store Rooms and Basements

a) Keep the store rooms orderly, swept and dusted.

b) Keep basement rooms and floors clean and orderly.

c) Keep all oil and flammable materials in metal containers. This is a fire code regulation.

Outside Maintenance

1. Keep the main school lawns and ditches free from rubbish. (All field cutting is to be the responsibility of the Maintenance Department).

2. Hedges and trees will be the responsibility of the Maintenance Department. Any necessary watering will be done by the custodial staff if required.

3. Report any excessive damages to fences to the Maintenance Department at once.

4. Perform a daily check on playground equipment to see that is safe for use at all times and report any excessive damage to the Maintenance staff at once.

5. Empty outside garbage bins in accordance with the town by-laws and ensure discarded boxes are compacted and put in the appropriate bin.

6. Ensure that all exit doors, sidewalks and stairs are free from snow, ice and obstructions at all times. Check the sidewalk conditions during inclement weather conditions i.e. heavy snow falls, freezing/ thawing.

7. Check the parking lots and fire lanes for debris and obstructions. Snow removal in parking lots will be handled by the Maintenance Department.

a) Advise the maintenance department if additional snow or ice mitigation is required

8. Check all the custodial equipment and clean up the equipment after usage. If repairs are needed, forward the request to the Caretaker supervisor at once.


GENERAL CLEANING – THROUGHOUT THE YEAR

Classrooms, Office, Library

Daily

Dry mop and straighten desks.

Dry mop under all furniture, garbage, recycles, etc.

Close all windows.

Always look back to make sure you haven’t left any paper or dirt.

Remove all gum and black marks.

Damp mop classrooms completely

Take out the garbage

Wipe dispensers

Wipe door knobs and plates

Wipe computers, computer screens, keyboards and mouse

As Needed

Change light bulbs.

Clean windows

Empty pencil sharpeners

Dust at least once per week or as needed

Clean kick plates

Spot clean walls (especially by garbage cans)

Wipe any garbage receptacles

Wipe lockers

Vacuuming,-Vacuum as needed– making sure that at least once a week all edges, corners, doorways, behind all doors, and under everything is vacuumed

a. Spot vacuum if not a day to vacuum.


Hallways and Entrance(s)

Daily

Dry mop

Remove gum and black marks

Auto scrub and/or mop (entrance)

Sweep and mop stairs

As Needed

Change light bulbs

Clean windows

Clean all wall surface to avoid any epidemic

Clean all entrance glass windows

Vacuuming,-Vacuum as needed– making sure that at least once a week all edges, corners, doorways, behind all doors, and under everything is vacuumed

o Spot vacuum if not a day to vacuum.

Home Ed, Art Rooms, Computer Rooms

Dry mop daily

Wet mop daily

Take out the garbage daily

Vacuuming, Vacuum as needed– making sure that at least once a week all edges, corners, doorways, behind all doors, and under everything is vacuumed

o Spot vacuum if not a day to vacuum.

Industrial Arts – Regular Cleaning during the Year

As this a specialized area, some of the cleaning could be done as part of the students tasks in learning a good shop procedures. The custodian will have to work closely with the staff to ensure a proper program is in place for the cleaning of this area.

1. Custodian will take garbage at the end of the day

2. Custodians will ensure that all shop and CTS area are properly secured at the end of each day.

Home Economics – Regular Cleaning during the year

As this a specialized area some of the cleaning could be done as part of the students’ tasks in learning good procedures.

The custodian will have to work closely with the staff to ensure a proper program is in place for the cleaning of this area.


Gym

Sweep daily.

Remove black marks as needed

Wash at least twice a week or as requested by Administrator

Spot clean all wall surface

Dusting

Dust at least once a week, or as needed, to ensure that there is not a buildup of dust, (i.e. tops of lockers, chalk ledges, high ledges and picture frames).

Dusting anything over 10 feet off the floor is to be coordinated by the Maintenance Department or by using the buddy system


Washrooms Facilities

Daily

Clean wash basins and drinking fountains

Clean toilet bowls and urinal, around and base

Keep urinals disinfected

Keep sufficient supply of toilets tissue, soap, and paper towels in washrooms and in all over required rooms in the school.

Wipe walls of all stalls with disinfectant

Remove all stains from the tile on a regular basis

Disinfect floors of shower rooms to ensure that the spread of athlete’s foot does not occur

Wipe all dispensers

Clean all mirrors/glass

Clean vents

Major Holiday Cleaning

Christmas Cleaning

Refinish any floor surface such as hallways and classrooms as needed

Dust all surfaces such as counters high areas and clean light fixtures

Burnish any floor surface

Clean all indoor window/glass

Clean all white boards as well around edges

Detailed clean all bathrooms

Wash garbage cans

Clean any surface chairs as needed


Summer Cleaning

Head caretakers

1. Prior to summer cleaning adjust summer cleaning schedule and send to caretaker supervisor.

2. Send weekly updates on completed work to caretaker supervisor.

Classroom Summer Cleaning

Wash all the walls

Clean and wash all lights covers

Sweep and wash floors

Deep scrub all the floors

Rinse floors, if required use neutral rinse – water and vinegar

Apply floor finish (from 4 to 6 coats)

Wash the inside and outside of all desks, remove tape, remove gum, clean legs replace any

worn/damaged felts

Wash all chairs – top surface, back surface, under surface and legs and replace any

worn/damaged felts

Place furniture back into classrooms as directed or in the classroom

Clean all vents

Move any fridge and stove and clean behind them and apply floor finish.

Dust chalk boards, white boards and shelves in all classrooms, library and office.

Note:

Make sure that you co-ordinate with school staff to clear all books and desks before school year

end.


Industrial Arts - Summer Cleaning

Wash all walls

Dry mop and auto scrub floor surface

If the shop has a classroom area then follow the classroom cleaning procedure

Home Economics – Summer Cleaning

Wash all walls

Dry mop and auto scrub floor surface

If the home economics space has a classroom area then follow classroom cleaning

procedure

Clean around appliances and the wall behind the appliance and the floors

Clean all vents

Move fridges and stoves and clean behind them and apply floor finish

Dust chalk boards, white boards and shelves

Note: Make sure that you co-ordinate with school staff to clear all books and desks before

school year end.


SUPPLY REQUESTS

Custodians are responsible for ordering and maintaining the cleaning chemicals and materials. In order to

ensure the most efficient use of Division resources the following guidelines have been established to

order supplies;

1. Only order those supplies needed to perform assigned job duties.

2. Order enough supplies to last until the next ordering date or as determined by the Caretaker Supervisor. The goal is not to over stock but to have 1.5 months of product and materials on site.

3. Supply Orders must be submitted to the Caretaker Supervisor. (on the designated scheduled date)

4. Do not order supplies requested by building occupants. Special requests must be made through

the Caretaker Supervisor.


(left blank on purpose)


GOLDEN HILLS SCHOOL DIVISION NO. 75

Custodian Procedure Handbook and Fiduciary Obligation

I acknowledge that I have read and (Print name)

Understand the custodian procedure Handbook and Fiduciary Obligation.

Signature of Employee Date

Note: Return the signed form to the Caretaker Supervisor, Golden Hills School Division No. 75 for inclusion in your personnel file.

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