1. SERVICE DELIVERY INITIATIVE
Custodial Best Practice Toolkit EFMA Conference Presentation
DRAFT
June 7, 2018

2. EFMA Conference Session Agenda
Welcome & Introductions (5 min)
Project Outline (15 min)
Background & Context
Project Scope & Deliverables
Custodial Advisory & Working Group
Best Practice Toolkit Review
APPA Standards Recommendation (5 min)
Custodial Handbook Review (20 min)
Best Practice Guides (10 min)
Custodial Practice Self-Assessment (15 min)
Best Practices Research Inventory (5 min)
4. Roundtable Discussion / Q & A (30 min)

3. Custodial Best Practice Toolkit Project

4. Background & Context
The Service Delivery Initiative is a collaboration between school districts (SDs), the Ministry of Education and other partners to build sector capacity and efficiencies.
It is intended to help:
Find efficiencies
Build sector capacity
Implement effective and economical solutions
Achieve service consistency

5. Background & Context
In 2016, a Facilities Management Business Case identified opportunities to improve the custodial practice across the Province. This was based on the observed variance across districts of:
Supervisory and staff allocation practices
Adoption of best practices and cleaning standards
Levels of mechanization and injury rates
Cleaning efficiency metrics
The Ministry in partnership with BCASBO and EFMA approved a project to provide the sector with a Custodial Best Practices Toolkit.

6. Project Scope & Deliverables
Establish a Custodial practice body of knowledge & resource toolkit which includes best practice based standards, tools, guides, & templates for K-12 sector in BC
Provide SDs with self-assessment tools to identify opportunities to modernize and improve custodial practices and efficiencies
Communicate and provide BC K-12 School Districts with the business case rationale and benefits to justify capital investments in mechanized equipment
Provide a Roadmap / Plan to adopt and achieve standardized cleaning and efficiency benchmark targets and implement best practices across the sector.

7. Custodial Working Group
Ministry Executive Sponsor
Kim Horn
Project Director
Caroline Ponsford
Project Manager
Ali Hemani

8. Critical Success Factors
Standards based: school district buy-in & adoption of a recommended best practice cleaning standard across the K-12 sector
Sensitivity: Address stakeholder concerns that this is not just about custodial staff reduction
It is an opportunity to increase safety & reduce injury, and implement best practice based cleaning models & mechanization that leads to healthier schools and reduced absenteeism
Credibility: Custodial toolkit needs to be vetted by Custodial subject matter experts & peers who are respected by the Custodial Managers in the sector

9. Best Practice Toolkit Outline
Custodial Practice Business Case
APPA Standards & Recommendations
Standardized Custodial Handbook
Best Practice Guides
Planning, Supervisory & Training
Equipment Modernization
Custodial Practice Self-Assessment Tool
Best Practices – Inventory of Research

10. Adoption of APPA Standards for K-12
The Custodial Best Practice Toolkit Project in consultation with sector based Working Groups is recommending the adoption of the APPA Cleaning Standards and Custodial Staffing Guidelines for K-12 School Districts in BC.
For the BC K-12 sector, the following is recommended best practice:
Washroom and Food service areas
APPA Level 1 standard (orderly spotlessness) as these are critical areas to avoid cross contamination and spread of germs.
Educational classrooms and other general areas
APPA Level 2 standard (orderly tidiness).

11. APPA 5 Levels of Clean Level 1 Orderly Spotlessness
Level 2 Ordinary Tidiness
Level 3 Casual Inattention
Level 4 - Moderate Dinginess
Level 5 Unkempt Neglect

12. Std. Custodial Handbook
Acknowledgments:
Huge support from Custodial managers from all school districts (see References section)
Support from EFMA Board & Custodial WG members
Purpose:
Share best practices and leverage work of other SDs
Align cleaning frequency & guides with recommended APPA levels
Comprehensive set of templates and examples for SDs to choose from based on their situation

13. Std. Custodial Handbook Outline
Sec. 1: SD Specific Info Section
Sec. 2: HR Policy & Staff Expectations
Sec. 3: District OH & S Policies
Sec. 4: Custodial Dept. Specific Policies
Sec. 5: District Custodial Operations Procedures
Sec. 6: Recommended APPA Cleaning Frequency Charts
Sec. 7: Recommended Area Cleaning Procedures
Sec. 8: Department Task Cleaning Procedures
Sec. 9: Schedules, Audits, & Evaluations

14. Std. Custodial Handbook - Appendices
Sec. 10: Forms and Templates
Sec. 11: APPA CUSTODIAL SERVICE LEVELS
References: Materials & Articles referenced

15. Custodial Handbook Format
Format for Sections 1 – 5 (District specific):
Section Title / Subtitle
Instructions to SD for insertion
Sample content from SD materials provided – to be customized for SD / Custodial Dept. as required.

16. Table of Contents Review
Feedback on Sections See TOC Handout.
This Photo by Unknown Author is licensed under CC BY-SA

17. Cleaning Frequency Charts

20. Handbook - Procedures Layout
Frequency
Daily Procedure
Weekly Procedure
As required
Safety Procedures

21. Table of Contents Review
Feedback on Sections See TOC Handout.

23. References Schools District Information and Custodial Manuals Provided
SD 6 Rocky Mountain
SD 8 Kootenay Lake
SD 20 Kootenay-Columbia
SD 22 Vernon
SD 23 Central Okanagan
SD 34 Abbotsford
SD 35 Langley
SD 36 Surrey
SD 37 Delta
SD 38 Richmond
SD 39 Vancouver
SD 42 Maple Ridge – Pitt Meadows
SD 57 Prince George
SD 61 greater Victoria
SD 62 Sooke
SD 63 Saanich
SD 68 Nanaimo – Ladysmith
SD 71 Comox Valley
SD 72 Campbell River
SD 73 Kamloops Thompson
SD 79 Cowichan Valley
SD 82 Coast Mountains
SD 83 North Okanagan – Shuswap
SD 91 Nechako Lakes
APPA Operational guidelines for educational facilities – Custodial Third Edition
The official ISSA 612 Cleaning Times

24. Planning, Supervisory & Training Best Practice Guide
What’s covered:
Supervisory Best Practices
Supervision Models
Impacts of Different Supervision ratios
Staff allocation methods / models
Team Cleaning Concepts & Benefits
Work Scheduling Best Practices
Custodial Training Best Practices
Custodial Departmental Planning

25. Planning, Supervisory & Training Best Practice Guide
Summary Comments:

26. Custodial Equipment Modernization Best Practice Guide
What’s covered:

27. Custodial Equipment Modernization Best Practice Guide
Summary Comments:

28. Custodial Practice Self-Assessment Tool
Purpose:
Provide school districts with a self-assessment tool that will provide baseline and comparative information on:
overall level of adoption & compliance with APPA cleaning standards
levels of staff utilization, supervision, training, and general efficiency
opportunities to increase use of mechanized equipment based on fit
levels of staff injury & budget impacts
Source:
Assessment questions adapted from:
APPA CUSTODIAL OPERATION SELF-ANALYSIS PROGRAM
Format:
Excel based workbook divided into 8 distinct sections
Colour coded for input, notes, and calculated fields

29. Custodial Practice Self-Assessment Tool
Layout and Format:

30. Custodial Practice Self-Assessment Tool Demo

31. Custodial Best Practices Inventory of Research
Custodial & Cleaning Standards
Guides
Planning
Staffing
Safety
Research on Clean School Benefits
Sample Green Cleaning Programs
Sample Assessment Surveys
Sample Consultant Reports

32. This Photo by Unknown Author is licensed under CC BY-SA

33. Document Review Link to the Draft BP Toolkit: https://___________
Comments & Feedback to the Project team:
John Garossino:
Ali Hemani:
Caroline Ponsford:

34. Key Take-Away Messages
A shared Custodial Practice body of knowledge (BP Toolkit) can be a resource of benefit to the entire
K-12 sector in BC.
The BP Toolkit is intended to help SDs identify opportunities to modernize and improve custodial practices and efficiencies within their districts.
The use of the BP Toolkit and self-assessment tools developed by this project is completely voluntary.

35. Key Take-Away Messages
The adoption of recommended APPA cleaning standards will lead to better and more consistent quality of cleaning in schools.
There is a linkage between clean and healthy schools – resulting in reduced absenteeism & better learning outcomes.
Workplace injuries can be shown to be reduced through increased mechanization of custodial equipment and safety training.