EBBD-R - TEMPERATURE IN SCHOOLS PROCEDURE

EBBD-R — TEMPERATURE IN SCHOOLS PROCEDURE

1. Purpose
   The purpose of this administrative procedure is to implement Board Policy EBBD by establishing a standardized operational framework for monitoring, responding to, and mitigating indoor thermal conditions that fall outside the Board-approved "Comfort Zone" (65°F to 75°F).
2. Roles and Responsibilities
   1. Superintendent or Designee: Authorizes district-wide emergency mitigation measures, school closures, or early releases due to extreme indoor thermal conditions.
   2. Director of Facilities (or Designee): Manages the central HVAC monitoring system, coordinates mechanical repairs, deploys district-owned temporary climate control assets, and tracks logged temperature complaints.
   3. Building Administrators (Principals): Designate a point person (e.g., Lead Custodian) to log physical temperature readings, reassign classrooms when necessary, and communicate immediate building-level adjustments to staff.
   4. District Staff: Promptly report persistent classroom temperature anomalies to building administration or through the established internal work-order system.
3. Routine Monitoring and Maintenance
   To maintain temperatures within the 65°F to 75°F Comfort Zone as closely as modern building limitations allow, the Facilities Department will adhere to the following routine schedules:
   1. System Programming: Centrally managed automated building management systems (BMS) will be set to target a daytime occupied temperature of 68°F during the heating season and 72°F during the cooling season (where mechanical cooling is available).
   2. Seasonal Readiness Closures: The Facilities Department will perform preventative maintenance audits on all boiler heating systems by October 1st and cooling/ventilation systems by May 1st annually.
4. Incident Response Protocol
   When a classroom or building instructional space falls outside the 65°F to 75°F range, building staff and administration will follow this sequential path:
   1. Verify and Log the Temperature:
      The classroom teacher or building administrator will measure the temperature using a calibrated wall-mounted or handheld digital thermometer. If the reading is under 65°F or over 75°F, it must be reported to the Main Office and a Facilities work order submitted.
   2. Deploy Immediate Room-Level Mitigation:
      The Lead Custodian and Principal will assess the room.
      1. If Cold: Verify vents are open/unblocked and deploy a district-provided, safety-approved radiant space heater if appropriate.
      2. If Hot: Close window blinds to block solar heat gain, open windows if outside air is cooler, and position district-approved air-circulating fans safely.
   3. Reassign the Instructional Space:
      If room-level mitigation fails to bring the temperature toward the Comfort Zone within one hour, the Building Administrator will temporarily relocate the class to an alternate, climate-compliant space within the building (e.g., library, cafeteria, or open classroom).
   4. District Escalation and Structural Intervention:If structural/systemic issue.
      If an entire wing or school building remains out of compliance for more than two consecutive hours due to mechanical failure or extreme weather, the Director of Facilities will be notified to deploy commercial-grade auxiliary assets (e.g., spot coolers or mobile boiler units) and brief the Superintendent.
5. Operational Thresholds for Extreme Conditions
   In alignment with Policy EBBD's acknowledgment of structural HVAC limitations, the following thresholds dictate when building-wide modifications must be considered by the Superintendent:

6. Communications
   1. Internal Notifications: The Principal will email staff if a major building system is malfunctioning, providing guidance on clothing expectations and room reassignments.
   2. External Notifications: If a temperature deviation results in a school closure, early dismissal, or structural relocation of a specific grade level, the Superintendent's office will handle communications to parents and the community via the district's mass-notification system.
7. Limitations and Capital Planning
   Per Policy EBBD, the district recognizes that absolute temperature uniformity is not mechanically possible in all historic structures. The Director of Facilities will maintain a rolling multi-year inventory of building spaces lacking modern HVAC infrastructure. This inventory will directly inform the district's Master Facilities Plan and capital budget priorities.