Cleaning and Ventilation Protocols

Addendum to 2017 General Cleaning Guidelines - COVID-19

Department of Operations - October 2020

The operating guidelines contained herein serve as an addendum to the Administrative Procedures adopted by the School District of Philadelphia in 2017, and in support of the Board of Education’s School Cleanliness and Classroom Management Policy #703, revised Dec. 2018. The overarching goal of this supplement is to establish best practice recommendations to keep spaces, surfaces and materials free from potential COVID-19 contamination.

These guidelines are based on the most up to date information available from the Center for Disease Control (CDC), the Pennsylvania Department of Health (PDH), the Pennsylvania Department of Education (PDE),  the Philadelphia Department of Public Health (PDPH) and the CHOP Policy Lab. Guidelines are subject to modification as new information becomes available.

While completing these guidelines, custodial staff should wear gloves and required PPE as defined in the Health And Safety Protocols.

Definitions:

• Disinfecting means using chemicals to kill germs on surfaces or objects. Disinfecting will be done using EPA registered cleaning supplies.  
• General Cleaning means using OSHA or CDC cleaning agents to physically remove germs, dirt, and other impurities from surfaces and objects. This process does not necessarily kill germs, but lowers their numbers and the risk of spreading. General cleaning is most appropriate for all contact surfaces, especially high-touch surfaces.
• High Touch surfaces are surfaces that are handled frequently throughout the day by numerous people. These surfaces include doorknobs, light switches, phones, and bathroom fixtures.  These surfaces should be wiped down with an EPA registered disinfectant wipe, or with a towel and an EPA registered cleaning solution at least every four (4) hours.  

Types of Cleaning:

• Summer Cleaning includes disinfecting (Schools)

• Summer cleaning is broad based cleaning performed in July and August which includes deep cleaning and disinfecting of every accessible surface in the building.
• Work is completed by custodial staff with the assistance/supervision of the Building Engineer.
• This cleaning occurs June - August

• Preparatory Cleaning (Schools)

• Inspection of Summer Cleaning tasks by Building Engineer and recertification by Building Engineer of previous cleaning.
• Custodial Staff will utilize equipment and antiviral/disinfecting supplies available to complete additional disinfection timed with initial re-entry to building.
• This cleaning will occur the week prior to re-opening a building.

• Daily Cleaning (All Buildings)

• Occurs throughout the day, when the building is occupied
• Custodial Staff cleans the building following General Cleaning Guidelines
• Work is completed utilizing equipment and antiviral/disinfecting supplies that are available

• High Touch Cleaning (All Buildings)

• Custodial staff disinfect  high touch points, at least every four hours in their designated cleaning area.
• Work is completed utilizing equipment and antiviral/disinfecting supplies that are available.

• Specialized/Responsive Cleaning (All Buildings)

• Occurs when situations arise that require immediate custodial response. Examples include, but are not limited to, someone getting sick, a spill, etc.
• Bodily fluid spill kits will be available along with all equipment and antiviral/disinfecting supplies.

How to Clean and Disinfect

• Hard (Non-porous) surfaces, ex: tabletops, doorknobs, bathroom fixtures etc.

• If surfaces are dirty, they should be cleaned using a detergent or soap and water prior to disinfection. 
• For disinfection, use EPA registered disinfectant approved for use against COVID-19. Follow the manufacturer’s instructions for all cleaning and disinfection products for concentration, application method, and contact time, etc.

• Soft (Porous) surfaces, ex: chairs, drapes, carpeting, etc.

• In order to minimize the possibility of dispersing virus through the air, do not shake dirty laundry.
• Fog with EPA-registered disinfectant approved for use against COVID-19.
• After disinfecting, if the items can be laundered, launder items in accordance with the manufacturer’s instructions using the warmest appropriate water setting for the items and then dry items completely (following instructions for whether they can be machine and/or air dried).

• Electronics

• For electronics such as tablets, touch screens, keyboards, remote controls, etc, first remove visible contamination, if present.
• Use alcohol-based wipes or sprays containing at least 70% alcohol to disinfect touch screens.
• If alcohol-based wipes are not available, pre-moisten a microfiber towel and wipe components with an EPA registered disinfectant approved for use against COVID-19. Dry surfaces thoroughly to avoid pooling of liquids

Daily Enhanced Cleaning Standard Operating Procedures (SOPs):

• Increased disinfection of high touch surfaces in all buildings shall occur throughout the day, including desks, doors/knobs, light switches, handrails, water fountains, bathroom fixtures, tables, chairs, etc.  Custodial crews shall use an EPA registered cleaning agent, allow proper dwell time, and wipe clean as possible.
• Cleaning crews will mop all floor surfaces using EPA registered general floor cleaning agent.
• The custodial department will supply EPA registered disinfectant for the cleaning of tables or desks following breakfast and lunch periods.
• At the end of each operational day, after students and other staff have left the building, the custodial assistant or designee will fog/spray with EPA registered disinfectants in all classrooms, bathrooms, office spaces, hallways, elevators (if applicable), foyers, and vestibules.

Specialized/Responsive Cleaning SOPs:

• When a situation arises during the day that involves a person being suspected of having the COVID-19 virus (whether due to presentation with one or more symptoms, and/or or receipt of a positive test result for anyone symptomatic or asymptomatic), the following steps shall be taken:

• Close off areas visited by the ill persons. If the area does not have a door, rope off the area to restrict access.  Open outside doors and windows and, when possible, use ventilating fans to increase air circulation in the area. Exit the area and wait at least 24 hours before beginning cleaning and disinfection.
• The ill person shall be contained in an isolation room until they can be exited from the building.
• Following the 24-hour waiting period, cleaning staff should clean and disinfect all areas and items used by affected persons with EPA-registered disinfectants approved for  disinfecting for COVID-19. Areas and items include, but are not limited to,  classrooms, offices, bathrooms, common areas, shared electronic equipment (like tablets, touch screens, keyboards, remote controls, and copy machines), focusing especially on frequently touched surfaces.
• When responsive cleaning occurs, the Custodial Assistant shall ensure that a cleaning checklist (Exhibit A) is completed and filed in the Building Engineer’s office at the end of the cleaning shift.

• In accordance with and subject to change based on CDC guidelines, if it has been more than seven (7) days since a person with showing symptoms visited the building, additional cleaning and disinfection is not considered necessary. However, the School District will conduct responsive  cleaning following exposure to an individual who tests COVID-19 positive or after an extended building closure.

Additional Efforts to support Enhanced Guidelines:

• High Touch Cleaning - Personal Area/Work Area

• All employees and students will be required to disinfect high touch points in and around their work/personal space every at least every four hours and prior to leaving at the end of each day in the space.
• These high touch points should be wiped down using a supplied  EPA registered disinfectant/antiviral wipe or towel and EPA registered disinfectant/antiviral cleanant.
• Staff and students who rotate to more than one location during the day should disinfect their work/personal space at the end of their time using the area.
• High touch points are defined as areas in the employee’s or student’s work space that are frequently touched.  These items include, but are not limited to: desk, worktop surface, computer, including keys and mouse, telephone and chair arms.

• EPA registered cleaning wipes or towels and EPA registered cleaning agent will be supplied for employees and staff to conduct high touch cleaning.
• EPA registered COVID-19 virucide and disinfectant cleaning supplies will be procured and maintained by the Department of Facilities Management and Services to support increased cleaning protocols in all buildings.
• Signage will be posted throughout the building identifying high touch areas and cleaning frequency
• Cleaning/sanitizing checklist will be completed by the Custodial Staff responsible for the cleaning.
• Before students and staff return to school buildings, mounted hand sanitizer dispensers with at least 60% alcohol based sanitizer will be placed at all the following locations:

• entrances/exits
• entryways of cafeterias
• entryways of bathrooms
• both ends of hallways
• inside of Health Suites

• Mounted hand sanitizing stations shall be maintained and functional at all times.
• Custodial staff will ensure that all handwashing sinks are operational and have clean running water, soap and paper towels at all times.

• If a sink becomes inoperable, immediate steps will be taken to repair and a hand sanitizer will be provided in its place until the repair occurs.

• Each school building will be equipped with disinfecting equipment/supplies and custodial staff trained in daily cleaning practices, specialized/responsive cleaning and enhanced disinfecting techniques. Custodial Staff will be trained to respond to emergency situations as they arise.

Increased Ventilation

Following the guidance of the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), dilution and filtration of air are the key fundamental focus measures for enhanced COVID-19 spread prevention. It is important to note that no two schools are alike and all of our more than 200 school buildings vary in design, complexity, and function.

Dilution and filtration of air

• In schools with central air conditioning or A/C units:

• Outside air dampers will be adjusted to introduce more fresh air to blend with return air to increase air changes in rooms.

• In schools with no air conditioning:

• Operable house fans will run during occupied hours and portable fans will be added as needed to introduce more fresh air into the building.

Specific measures include:

• Increase outdoor air ventilation (disable demand-controlled ventilation and open outdoor air dampers as indoor and outdoor conditions permit).
• Room occupancy maximums based on air flow analysis will be based on 15 cubic feet per minute (CFM) per occupant
• Enable outside economizer mode on systems where possible to bring in more fresh air.
• Increase outside air mix with return air where possible without creating system damage.
• Disable DCV (Demand Control Ventilation) in systems equipped.
• Maintain proper building pressurization.
• Maintain proper toilet exhaust.
• Ensure proper function and security of windows

• Improve central air and other HVAC filtration to the highest level achievable, when feasible.
• Seal filters to minimize bypass air.

Additional System Enhancements preparing for building re-entry include:

• Running outside and building exhausts for a minimum of 4 hours prior to occupancy.
• Conducting pre-flush-outs for air and water systems and ensuring HVAC systems are operating properly prior to occupancy.
• Maintaining humidity control with maximum indoor relative humidity < 60%.
• Maintaining minimum system performance during reduced occupancy conditions.
• Continuing cooling tower water treatment with appropriate adjustments.
• Keeping P and U traps filled with water and flush all water systems.
• Returning all control setbacks and set points to normal operating mode.
• Where possible, installing filters with minimum efficiency reporting values (MERV) 13, or the highest compatible with the filter rack.
• Confirming proper HVAC system operating parameters and establishing weekly inspection by the Building Engineer of ventilation system filters replacing at needed intervals.
• Monitoring building pressurization and exhaust daily.
• Reviewing HVAC measures implemented previously and assessing continuing needs.

CLEANING FREQUENCIES BY LOCATION