Green Cleaning Policy

It is the goal of Facilities Management to promote a clean and healthy campus while continuing to support environmental stewardship and sustainability.

This policy documents Facilities Management’s commitment to reduce the exposure of building occupants to potentially hazardous chemical, biological and particulate contaminants, which adversely affect air quality, human health, and the environment.

Cleaning Chemicals

In accordance with Green Seal standards, dispensing units that regulate chemical concentrates will be used for dilution control. Currently, Hillyard Arsenal Jr dispensers are in use.

PurposeStandardCurrent Product(s)
General purpose cleanersHydrogen peroxide based Green Seal certified (GS-37)

multi-surface cleaner
Hillyard 33 - Suprox
Glass CleanerNon-ammoniated cleaner for glass, stainless steel and chrome fixturesVinegar

Shaklee – H2
Restroom CleanerGreen Seal Certified (GS-37)Hillyard 29 – Green Select Restroom cleaner
DisinfectantsThe use of disinfectants is minimized and used on as needed at primary points of contact (bathroom sinks and toilets)Hillyard32 – Suprox D – hydrogen peroxide based

Shaklee – Basic G

If a non-green chemical is used for an isolated issue, its use is limited and tracked.

Facilities Management will continue to test environmentally preferred products from a variety of vendors to become a cleaner and more sustainable campus.

Floor Care Systems

PurposeStandardCurrent Product(s)
General floor cleaningGreen Seal Certified (GS-37)Hillyard 8 - Super Shine-all
Carpet cleaningHillyard 18 - Neutralizer
Floor StrippingGreen Seal Certified (GS-40)Hillyard Green Select Stripper
Floor finishGreen Seal Certified (GS-40)Hillyard EP-22 Zinc free floor finish

When possible the floor is top scrubbed and recoated with wax in lieu of stripping, using far less chemicals.

A written floor maintenance plan and log will be kept that details the number of coats of floor finish applied, along with relevant maintenance and restoration practices and the dates of these activities.

Other Products

PurposeStandardCurrent Product(s)
Toilet Paper100% recycledEcoSoft 2ply jumbo rolls
Paper Towels100% recycled – no bleachingCoromatic GP291
Can liners70% post-consumer contentGreenCore
Washing handsGreen Seal Certified

Envirologix packaging, less plastic, recyclable
Hillyard Affinity Green Select Foaming hand soap
Public showersEnvirologix packaging, less plastic, recyclableHillyard Affinity Foaming Hair and Body Wash
Hand sanitizingEnvirologix packaging, less plastic, recyclableHillyard Affinity Foam Hand Sanitizer
Laundering mops and ragsBio-degradable, non-toxic and phosphate freeBioKleen BKP1204 liquid laundry soap

Files for MSDS sheets are regularly maintained and available for access by custodial employees

Mops and cleaning rags are laundered to minimize waste, Microfiber rags are used where applicable.

High velocity hand dryers are being installed throughout campus as appropriate; to further eliminate cost and was of paper towels.

Equipment

As a signatory to the American College and University Presidents’ Climate Commitment (ACUPCC) Kalamazoo College has established an Energy Star purchasing policy. All energy consuming equipment purchased by the College, including cleaning equipment, is required to be Energy Star certified.

Auto scrubbers that use electrolyzed water as a cleaning agent in lieu of chemicals are currently being used successfully in Hicks Student Center and Upjohn Library. It is required that this technology be a campus standard for future purchases of auto scrubbers.

Vacuum cleaners are required to have a seal of approval by The Carpet and Rug Institute. They shall operate at a maximum sound level of 69dBA.

Battery powered equipment will be equipped with environmentally friendly gel batteries when applicable.

Training and Personnel

Newly hired custodians will receive 16 hours of training in green cleaning techniques and requirements. Existing employees will participate in an 8 hour refresher training session on an annual basis. Training will include familiarization with and review of this policy, classroom review, computer-based training and assessment along with hands-on technique assessments. Topics will include: the benefits of going green; green cleaning basics; proper and safe equipment; Right to Know (MSDS) requirements. Practical procedures include what to use where, when, and why, and various cleaning methods.

Custodian – Custodians are knowledgeable of and responsible for the hands-on implementation of the departments green cleaning policy. They will utilize the prescribe equipment, materials and chemicals to insure proper completion of cleaning and assigned duties.

Custodial Coordinator – Custodial Coordinators are knowledgeable of and responsible for overseeing the departments green cleaning policy. Coordinators will train and correct custodians as needed chemical usage, proper equipment use and maintenance. Coordinators will follow up with assigned duties to insure proper cleaning has taken place and to monitor quality of completed tasks.

Manager – Managers are knowledgeable of and responsible for overseeing the proper adherence to the departments green cleaning policy. Managers will coordinate and direct Custodial Coordinators and Custodians to meet the needs of the customer and match them with the resources of the department. Manager will monitor and track supply/chemical/equipment usage.

Performance Metric

The cleaning frequencies and levels of cleanliness are based upon the APPA (Association of Higher Education Facilities Officers) guidelines. These metrics are taken from the APPA publication “Custodial Staffing Guidelines’ which is available by request in the Facilities Management office.

This policy will remain in effect going forward from its inception date of January 1, 2013.

Transportation Policy

Kalamazoo College Transportation Policy

(Version 1.0, effective 1-1-12)

In an effort to support college activities, Kalamazoo College owns and maintains a fleet of vehicles of various types, and frequently rents or charters other vehicles as well. The College is committed to ensuring the safety of faculty, staff and students and to protecting the vehicles involved in College sponsored trips.

Transportation Safety Procedures

The Transportation Safety Program at Kalamazoo College is designed to protect drivers, passenger, surround people and property, as well as vehicles, when activities of Kalamazoo College require transportation. The program institutes procedures for the following:

  1. Vehicle Type
  2. Vehicle Usage and Reservations Policy
  3. Trip and Route Safety Policy
  4. Driving Time Limits Policy
  5. Collisions and Mechanical Failure Reporting Policy

I. Vehicle Types

A. Types of Vehicles

The College owns several types of fleet vehicles. In addition, other types of vehicles are covered in this Transportation Safety Policy:

  1. Class I vehicles - Class I vehicles are any vehicles designed as a pickup truck, sedan or minivan, with a gross vehicle weight under 10,000 lbs.
  2. Class II vehicles - Class II vehicles are any light duty truck or cargo van designed primarily for cargo, not passengers, with a gross vehicle weight over 10,000 lbs, whose driver does not need a Commercial Driver's License. These vehicles typically are larger, heavier and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded.
  3. Class III vehicles - Class III vehicles are any vehicles designed to carry up to 12 passengers, but whose driver is not required to have a Commercial Driver's License. These vehicles are larger, heavier, and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded. Most collisions with this type of vehicle occur when a driver swerves suddenly or is backing up.
  4. Class IV vehicles - Class IV vehicles are any vehicles which require the driver to have a Commercial Driver's License (large trucks, buses, etc.), or have passenger accommodations for 16 or more persons.
  5. Rented vehicles - Rented vehicles are considered fleet vehicles. Driver qualifications apply based on one of the Class I-IV designations above. All other transportation policies apply as appropriate.
  6. Bus services - The College maintains two 35 passenger buses that can be reserved for college related events. The College will periodically rent additional buses as needed. Requests for either the "K" College bus or for charted buses should be made through the Facilities Management Office.

B. Vehicle Acquisition Maintenance

  1. The Facilities Management Office is responsible for purchases of all new or used vehicles, as well as the rental of all vehicles. No department or student group may obtain a vehicle without approval of Facilities Management.
  2. Safety features as well as carbon footprint impact will be considered in the purchase of both new and used vehicles.
  3. Facilities Management is responsible for the maintenance of all College-owned vehicles.
  4. The Business Office maintains a centralized list of all vehicles owned by Kalamazoo College.
  5. In the normal rotation of the fleet, periodically the College will allow employees, their immediate family members, and retirees to bid on and purchase fleet vehicles.

II. Vehicle Usage and Reservation Policy

A. Vehicle Availability

  1. College-owned vehicles are available for use by College Departments, or registered Student Organizations. For more information please see the Student Development policies. College-owned or rented vehicles are not to be used for personal use.
  2. All student organizations are required to use either a college owned vehicle, or a vehicle rented from Enterprise. All transportation requests must be endorsed by the sponsoring Department Head.
  3. Personal vehicles are not considered part of the College fleet. The College discourages the usage of personally owned vehicles as transportation for official College functions. Every effort should be made to use College or rented vehicles for College business. However, there may be times in which usage of a personal vehicle is appropriate, due to weather conditions, availability of a college vehicles, or due to the close proximity of a College event. Under these conditions, the College's insurance will not cover personal damage to privately owned vehicles, and personal vehicle insurance will need to be the primary level of coverage.

B. Usage Priorities

  1. Regular daily Departmental use: A small percentage of the fleet is reserved for regular use by certain Departments to which appropriate vehicles are assigned. These vehicles are not normally available for use by other Departments. However, all other transportation policies, including driver training requirements, the use of trailers and hitches, seat belts, and cargo stowage still apply to these vehicles at all times. The designated Department supervisor must approve any off-campus or non-normal use of these vehicles (going to lunch off-campus, etc).

C. Reserving Vehicles

College vehicles are reserved on a first come first served basis. All reservations are made through the Facilities Management Office, including reservations for rented vehicles. The process for reserving a vehicle is as follows:

  1. All Departments and Student Groups reserving College-owned vehicles, or renting vehicles, are required to complete the on-line Vehicle Registration Form. This form must be completed and submitted to the Facilities Management Office a minimum of five (5) business days prior to the scheduled trip.
  2. In order to reserve a vehicle all drivers must meet the following guidelines:

a) Be at least 18 years of age to drive a College car or mini van, or be at least 21 years old to drive a 12-passenger van.

b) Possess a valid driver's license from one of the 50 states.

c) Undergo a Department of Motor Vehicles screen by submitting name, date-of-birth, and driver's license number (and state, if not Michigan), to the Facilities Management Office. Currently certified drivers will be screened at least annually.

d) During the last three (3) years students can have no moving violations and Faculty/Staff can have no more than two moving violations, no convictions for driving under the influence of alcohol or controlled substances during the last five (5) years, and no convictions for serious infractions such as reckless driving, leaving the scene of an accident, or fleeing a police officer, during the last five (5) years.

Note: Facilities Management has the right to deny driving privilege if a driving record consists of numerous violations in any given time period.

e) For usage of College or rented vans, all drivers (employees and students) must complete an online training course available at Facilities Management.

Note: All student drivers reserving College vans or rented vans must complete both an online training course as well as an on-the-road training program scheduled through Campus Safety by contacting them via email at CampusSafety@kzoo.edu.

f) Keys and mileage forms should be picked up at the Facilities Management Office between 7:00 a.m. and 4:00 p.m., Monday through Friday. Vehicles must be picked up prior to 4 p.m. on Friday if scheduled for usage on the weekend.

D. Usage Costs

Fees charged to Departments or to Student Groups will be reevaluated on a yearly basis. The College reserves the right to modify fees as necessary.

  1. Mileage rate:
    • Minimum daily rate:
      • Cars - first day: $15 with 30 miles, over mileage billable at .30 cents a mile with a maximum charge of $30.
      • Mini van - first day: $20 with 30 miles, over mileage billable at .30 cents a mile with a maximum charge $50.
      • Vans - first day: $25 with 30 miles, over mileage billable at .45 cents a mile with a maximum charge of $80.
    • Consecutive daily rate:
      • Cars - $30 per day with unlimited mileage
      • Mini vans - $50 per day with unlimited mileage
      • Vans - $80 per day with unlimited mileage
    • Usage fee exceeding two week rental:
      • Cars and mini vans - revert to mileage only - 30 cents per mile
      • Vans - revert to mileage only - 45 cents per mile
    • If rental vehicles are to be used the fees are $38 per day for a car (typical rate) and $120 per day for a 12 passenger van, these amounts are with unlimited mileage.
  2. Fuel: It is the responsibility of all Departments using College-owned or rented vehicles to cover the cost of gas for the vehicle. College-owned vehicles gas tanks should be full at the time they are picked up (please note on mileage slip if they are not) and full when the vehicle is returned, or the Department's account will be charged a $50 fee, plus the cost to fill the tank.
  3. Tickets: All parking, moving violations or other traffic tickets or fines are the responsibility of the driver.
  4. College Fines:
    • Failure to give 24-hr. cancellation notice - $25.00
    • Taking vehicle early/returning late - Daily Vehicle rate
    • Failure to fill gas tank upon return - $50 fee + cost of gas
    • Failure to report an accident - Loss of driving privilege
  5. Accident: If you are in an accident that requires repairs, the department will be charged the $500 or $1000 deductible.

E. Rental Vehicles

If no vehicles are available from the College fleet, Facilities Management will rent an appropriate vehicle from an area rental agency. Facilities Management cannot guarantee the availability of rental vehicles and strongly encourages requests be made (via the Vehicle Reservation Form) a minimum of five (5) days prior to the event. Rental vehicles must be returned with no less than the amount of gas available at the time the vehicle was delivered. Drivers must be at least 18 years old for a car and 21 for a van, and be a College-approved driver to drive a rental vehicle.

Please note when renting vehicles through the local rental agency there is no delivery on weekends or before 8 a.m. on Monday. To accommodate this Enterprise will deliver the vehicle on Friday, and an additional $15 per day fee will be charged to the department.

F. K College Bus

Trips must be booked at least five (5) working days in advance by submitting the online Vehicle Reservation Form. Bus trip charges are as follows:

Weekday Rate:

  • Labor rate - $35 per hour (two hour minimum)
  • Mileage rate - .75 cents per mile

Weekend Rate:

  • Labor rate - $50 per hour (two hour minimum)
  • Mileage rate - .75 cents per mile

Note: The trip begins when bus leaves Facilities Management and ends when bus is parked. Over night bus trips must be approved by the driver and the group using the bus for this trip. If the trip is overnight the organization using the bus is responsible for the driver's meals and accommodations.

III. Trip and Route Safety Policy

  1. Passenger Capacity: No drivers shall transport more passengers in a vehicle than the vehicle's designation.
  2. Seat belt Usage: If a College-owned vehicle is equipped with seat belts or safety restraints, all occupants of the vehicle must use the restraints. Drivers shall not begin operation of the vehicle until all passengers have complied with the seat belt rule. Passengers must not remove their seat belts during travel. It is the responsibility of the driver to ensure that all occupants are wearing seat belts during any movement of the vehicle.
  3. Cell phones: No drivers will use cell phones at any time while vehicles are in motion or waiting at stoplights, stop signs, etc. Drivers can only use cell phones after having pulled over and stopped in a safe location. Exception: With the approval of Facilities Management, cell phones utilizing hands-free technology may be used by drivers driving alone on Kalamazoo business.
  4. Front passenger seat: On any trip with one or more passengers, drivers should make sure that the front passenger seat is occupied and that the person sitting in this seat remains awake. Drivers should remind this passenger that it is his or her responsibility to help the driver stay alert and to assist with directions and maps.
  5. Trailers: Special permission must be granted from Facilities Management before a trailer can be attached to either a College-owned vehicle, or to a rental vehicle. Facilities Management reserves the right to require training prior to granting permission to pull a trailer.
  6. Modifications: No modifications (ski or bike racks, tow hitches, signs, etc.) will be made to fleet vehicles without the consent of Facilities Management.
  7. Speed Limit: At no time should a College fleet or rental vehicle be driven at a speed exceeding the posted speed limit.
  8. Radar detectors: The use of radar or other speed monitoring detection systems is not permitted.
  9. Medications: No driver, before or during trips, will use medications, alcohol, drugs or other substances that may cause drowsiness or other physical or mental impairment.

IV. Driving Time Limits

College Vehicles & Rental Vehicles

  1. Recommended driving limits for all College-approved drivers:
    • Daytime: three (3) hours at one time without a break
    • Nighttime: two (2) hours at one time without a break
  2. It is recommended that on trips longer than 40 miles, no driver of a College vehicle or rental vehicle transporting passengers should commence driving after 11:00 p.m. or before 5:00 a.m. Trips and events should be planned so that no drivers are expected or pressured to begin driving between these hours.
  3. No driver may exceed 10 total hours of driving in any 24-hour period.

Kalamazoo College Bus Limitations

Kalamazoo College abides by the following U.S. Department of Transportation Bureau of Motor Carrier Safety guidelines in planning itineraries for multiple-day trips. Commercial bus drivers are limited to:

  1. 15 consecutive hours of duty in any one day.
  2. A maximum of 10 of these 15 hours may be driving hours.
  3. Upon reaching a destination (and the driver's total driving hours have been used), the driver must have a minimum of eight hours off before local driving may be performed or an extended period of driving may begin.

V. Collisions and Mechanical Failure Reporting Policy

All emergency and/or mechanical failures should be reported to Facilities Management at 269.337.7308, or by contacting Campus Safety after-hours at 269.337.7321 as soon as possible.