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Custodial Staffing Levels

In House Operations

Introduction

Districts statewide are facing cuts

Demands on existing staff are increasing

Public pressures for building use, but lower costs

Revenues are not keeping pace with expenditures

More business orientated as a result of Act 10

THE ISSUES WE ARE FACING

CHALLENGE

Properly staff your buildings for custodial and maintenance operations to meet or exceed your district’s standards.

To become more efficient and streamlined.

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Why Have Custodial Standards?

Establish an Acceptable Level of Cleanliness

Establish Priorities for Custodial Services

Determine Staffing Levels

Determine Direct Costs

Manage the Workforce

Establish an Acceptable Level of Cleanliness

What is your mission? (Daily/Alternate)

What work is really important?

How do I want a given area to look?

What does it take to maintain “the look”

Work with customers to establish standards

Put it to paper

Definitions of “Clean”

Floors

Carpets

Restrooms

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Floors

Hospital Look High Gloss, No Soil

Shiny Dirty Look Medium Gloss, No Soil, Scuff Marks

Clean Satin Look Low Gloss, No Soil

Not a Priority Low Gloss, Ground in Soil

Carpets

Like new Condition Spotless

Slightly Worn No Visible Soils/Spots/Stains

Worn Soiled/Spots/Stains

Threadbare Soiled/Holes/Wrinkled

Restrooms

New Condition Spotless, All Dispensers Filled

Used Condition No Odors, No Gross Soil, Shiny Surfaces, All Dispensers Filled

New/Used Condition Odors, Gross Soil, Dull Surfaces, Empty Dispensers

Dirty/Used Condition Broken Fixtures, Leaks, Strong Odors, Visible Gross Soil, Dirty Vents

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CUSTODIAL FREQUENCY OF CLEANING AREAS

Custodial Frequency of Cleaning

The following minimum cleaning standards are expected for all schools:

CLASSROOMS

Daily:

1. Empty all trash containers/change liners as needed

2. Arrange desks

3. Clean black/white boards and chalk trays (Secondary Schools)?

4. Sweep floors (dust mop)

5. Vacuum traffic lanes (some elem. carpets may require daily wall to wall service)

6. Spot mop tile floors

7. Clean glass

Weekly:

1. Vacuum all carpeted areas (wall to wall)

2. Pick up Recyclables

3. Detail Cleaning, dust furniture, ledges, damp wipe handrails/door knobs, etc.

Custodial Frequency of Cleaning

Monthly:

1. Damp wipe window ledges, etc.

Annually:

1. Strip as needed and wax tile floors or top scrub and recoat

2. Extract carpets

3. Wash student desks and all classroom furniture

4. Clean and service Unit Vents

5. Wash walls, clean light fixtures, etc.

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RESTROOMS

Daily:

1. Clean all mirrors

2. Clean and sanitize sinks, toilets and urinals

3. Empty all trash containers, replace can liners

4. Replace paper towels, toilet paper, and hand soap.

6. Sweep and mop floors

Weekly:

1. Damp wipe ledges, tile edges, walls, sanitize partitions, etc.

2. Vacuum exhaust grills

Semi-annually:

1. Clean restrooms (top to bottom) thoroughly2. Acid wash/foam tile surfaces then Reseal tile/terrazzo floors

Custodial Frequency Continued

Custodial Frequency ContinuedHALLWAYS

Daily:1. Empty all trash containers

2. Dust mop and scrub after student passing (day custodian)

3. Mop tile floors, auto scrub if necessary (day and night custodians)

4. Vacuum all entrance mats (day and night custodians)

5. Clean entrance glass, inside and out (day and night custodians)

6. Clean drinking fountains7. Clean elevators

8. Empty and clean outside trash receptacles

9. Sweep outside of entrance to first step

10. Sweep stairs

Weekly:

1. Spot clean walls, lockers, coat racks, and ceilings.2. Damp wipe exterior of trash receptacles

3. Mop stairs

Custodial Frequency Continued

Annually:

1. Strip and wax tile floors as needed (semi-annually if needed)

2. Extract carpets (preferably winter break)

3. Clean, service unit vent heaters.

4. Wash walls

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Identify areas of less demands

Library/media centers

Offices

Small group classrooms

Auditoriums

Counselors/conference rooms

Consider Rotational Cleaning

What about “Detail Cleaning”?

Define it

Dusting

Furniture

Phones, computers, AV Equipment

Make it an expectation

Account for time

Set up a Schedule

Determine Staffing Levels

How long does it take to clean an area to the expected standard?

What standard should measure productivity? Eau Claire time study standards of WASBO

What about the “other” things we do? Set ups

Service

Maintenance

Seasonal

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What Standard Should Measure Productivity?

APPA – Web page (self analysis)

ISSA – Web page

Lysol – National Laboratories

Castex/Tennant

Physical observation

Time motion studies

Your own District standard

Rm No.

Room

Type

Hard

Floors Carpet

Gym/

Hallway

Auto

Scrubber

Damp

Mop

Glass

Cleaning Blackboards Bathrooms

Total

Sq Ft

Clean

Time/Min

Clean

Time/Hrs

(sq. footage) (sq. footage) (sq. footage) (sq. footage) (sq. footage) (sq. footage) (no. of bds.) (no. of fixtures)

11min/1000 23min/1000 2min/1000 8min/100 11min/1000 1min/50 2.5min/bd 3min/fixture floors only

1 101 OT / PT 230 230 460 5.1 0.084

2 102 Kindergarten 603 603 603 1 1,809 30.1 0.502

3 103 Kindergarten 583 583 583 1 1,749 29.2 0.487

4 105 Kindergarten 462 462 1 924 13.2 0.219

5 106 Lounge 704 704 1 1,408 18.5 0.308

6 109 Kindergarten 346 346 1 692 10.6 0.177

7 110 Work & Bath 418 418 2 836 15.2 0.253

8 115 Cafeteria 2,475 2,475 4,950 24.8 0.413

9 116 Music Room 1090 1,090 25.1 0.418

10 119 Girls Restroom 9 0 27.0 0.450

11 120 Boys Restroom 9 0 27.0 0.450

12 123 Boys Restroom 7 0 21.0 0.350

13 124 Girls Restroom 7 0 21.0 0.350

14 164 Girls Restroom 5 0 15.0 0.250

15 166 Boys Restroom 5 0 15.0 0.250

16 171 Handicapped bathroom 2 0 6.0 0.100

17 Hallways 6600 6,600 13.2 0.220

18 Glass Cleaning 1,200 0 24.0 0.400

19 0 0.0 0.000

20 0 0.0 0.000

21 0 0.0 0.000

22 0 0.0 0.000

23 0 0.0 0.000

24 0 0.0 0.000

25 0 0.0 0.000

26 0 0.0 0.000

27 0 0.0 0.000

28 0 0.0 0.000

29 0 0.0 0.000

30 0 0.0 0.000

31 0 0.0 0.000

Total Sqaure Feet 3,346 2,276

Daily Dusting Credit 669 455 13.5 0.225

(12 min/1000)

TOTALS: Sq Ft Minutes Hours

20,518 354.4 5.907

Also: Set up & Tear Down after Lunch 60.0 1.000

Paper work & Maintenance Work 60.0 1.000

Open Building 18.0 0.300

Total 492.4 8.207

Establish a work area schedule

Standardize operations District Wide

Indicates approximate schedule times per area

Additional tasks or special instructions if applicable

Serves as a guide for substitute custodians

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TIME M T W TH FR

6:00 6:15 X X X X X

6:15 7:45 X X X X X

7:45 9:15 X

7:45 9:15 X

7:45 9:15 X

7:45 9:15 X

7:45 9:15 X

9:15 9:45 X X X X X

9:45 10:45 X X X X X

10:45 12:00 X X X X X

12:00 12:30 X X X X X

12:30 2:30 X X X X X

Maintenance/repairs. Bulbs, ballasts, etc. Clean interior areas as needed.

Gym, storage areas etc. Detail clean rooms that were on todays cleaning

schedule as time allows. Glass, windows, phones, dusting etc. Recycling.

Dust mop/autoscrub hallways as time allows. Pick up garbage in lower level

offices. Clean lower level restrooms at this time (Mon thru Thurs)

Lunch

SPECIAL NOTES

(1). Meeting rooms 137, 101, 138 and 104 are used almost daily. Will need vacuuming daily.

(2) In winter time, this person comes in at 4a.m. to shovel snow when needed. Also checks walks daily in winter

before leaving for salting/shoveling.

(3) Board of Ed meets twice monthly. Setup board rooms during day.

(4) Additional duties include-all recycling in the summer/daily.(also during school year if no students availiable). Run

errands to Post Office. Maintain Board of Ed vehicle.A15

(5) Monitors parking lot and grounds for garbage etc.

(6) First thing on Wednesday and Friday mornings, recycling must be taken from upper level loading dock to south

east corner of building under outside camera.

Pick up garbage from all 1st floor rooms at this time. Clean lounge area-

pickup garbage/vacuum. Check for Parcel delivery-Speedee/Fed Ex

etc.Check for meeting room setups. Detail clean rooms that were on todays

cleaning schedule as time allows. Glass, windows, phones, dusting etc.

Clean main entry. Clean rooms 124A, 124B, 124, 126, 128, 127, 127A,

127B, 129, 129A, 130A, 130, 130B, 130C, 132A, 132, 133A, 133. Vacuum,

dust mop where needed. Clean upper level entrys daily.

Clean rooms G104, G106, G108, G110A, G110B, G110C, G110D, G112A,

G112C, G112, G112B. Vacuum, dust mop where needed. Clean North and

South basement entries. Vacuum hallway G005. Clean lower level receiving

area. Clean lower level restrooms-G102, G114 after rooms are done.

Break

Check meeting rooms after break for setup. Deliver mail and ups packages.

Dust mop/autoscrub hallways as time allows.

CUSTODIAL WORK AREA SCHEDULE

SHIFT- 6a.m. - 2:30 SCHOOL-Admin building AREA-As noted

WORK AREA DUTIES

Disarm alarm system in basement. Make rounds. Turn on lights-open doors.

Park AV van outside.

Clean bathrooms103, 135, 138, and womens south hallway restroom. Dry

mop/wet mop. Refill paper products. Note: Set meeting rooms up before

cleaning bathrooms, if changes are needed.

Clean main entry. Clean rooms 134A, 134, 136A, 136, 138, 138A, 140, 100,

100A, 102, 102A. Vacuum, dust mop where needed. Clean upper level

entrys daily.

Clean main entry. Clean rooms 104A, 104, 106, 108, 108A, 110, 112, 114,

113, 117, 119, 121A.Vacuum, dust mop where needed. Clean upper level

entrys daily.

Clean main entry. Clean rooms 116A, 116B, 116, 116C, 116D, 118A, 118,

118B, 118C, 120, 122, 122B, 122, 122C, 125. Vacuum, dust mop where

needed. Clean upper level entrys daily.

Example 1:

Green—DailyPurple—A-dayPink—B-day

Example 2:

Putting it all Together

Determine District Staffing Level

Hours do not reflect set ups/activities

Elementary Leads are allowed 2 hours for lunch set up/clean up, maintenance, paperwork.

Cleaning times do not reflect set ups, breaks or lunch periods.

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School

Std

Cleaning

Time Hrs

Current

Hrs of

Staffing Percent

Locust Lane 7.4 8

51264 8.7 8

5.2 3.2

21.3 19.2 90%

Longfellow 8.1 8

62800 8.7 8

8.6 4.8

25.4 20.8 82%

Lowes Creek 5.8 8

14274 5.8 8 138%

Manz 4.2 8

52691 8.8 8

8.1 3.2

21.1 19.2 91%

Meadowview 5.1 8

54912 5.7 3.2

7.9 8

18.7 19.2 103%

Northwoods 8.1 8

60023 6.9 4.8

9.5 8

24.5 20.8 85%

Sq Ft

Sq Ft

Sq Ft

Sq Ft

Sq Ft

Sq Ft

Custodial Evaluation

Standards are the starting point for evaluation

Evaluations are based on performance observations

Custodian can gain performance points for performance beyond expectations

All ratings above or below the standard must be justified in writing

WHAT DOES ALL THIS COST?

-Charts

-Graphs

-Comparisons

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National

Comparisons from 2016

Comparisons from 2016

WI Comparables

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Comparisons from 2016

Comparisons from 2016

Observations

Not all facilities clean the same Multi-story

Floor surface

Gain productivity with good equipment

Program specifics will increase custodial time

Rotational Cleaning

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Future

Staff all new and existing facilities according to standard cleaning times

Provide leadership supervision designed to maximize efficiencies

Perform first priorities first

Help each other through the change process

Use data to determine building finishes

Use data to determine least-cost solution

Outsourcing Support Services

Custodial/Maintenance Operations

Traditional Outsourced Services

Accounting/Billing

Bussing

Custodial Equipment Repair

Employment Screening

Food Service

Pest Control

Grounds Maintenance

HVAC Controls

Laundry

Network Services

Painting

Snow Removal

Window Cleaning

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In-House Profile Compare your budget to outsource company

Average pay

Longevity of employees

Full time -vs- Part time

Benefit costs

Employee turnover rate

Compare FTE’s (you -vs- outsource)

Talk to other districts that outsource. Learn the pros and cons of outsourcing.

Service Contractors

Sodexho\Marriot

ABM Industries-ABM Janitorial

ServiceMaster

Local Companies

Types of Contracts

Management Fee Contract- Provide management personnel to run organization, along with supplies. Payroll remains organization’s responsibility

Control Contract- Provide management personnel, supplies and pay existing workers

Full Service Contract- Replace existing workers and supply everything

Minimum Service Contract- Hourly employees

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Considerations

Know where you stand

Custodial Data

Equipment Requirements

Cost of all services

Know your district’s cleanliness expectations

Know what other services you provide as in-house staff-vs-outside companies

Considerations continued

Work to educate your School Board regarding proper custodial staffing levels

Generally more flexibility – Act 10

Capitalize on cost savings

Address Quality, Frequency and Service

If Outsourcing is an option

Know staffing levels

Seek other outsourced school districts

Write comprehensive RFP

Seek competitive bids

Closely monitor performance

Tie renewal to performance

Account for training

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RESOURCES

WWW.WASBO.COM

WWW.ASBO.ORG

National Center for Education Statistics, www.nces.ed.gov

Eau Claire Area School District- Buildings and Grounds Department-Charlie Kramer

http://www.payscale.com/research/US/Job=Custodian/Hourly_Rate

Resources continued

http://www.indeed.com/salaries/Custodian-Salaries,-Wisconsin

Pamphlet 310 and 358 http://www.issa.comISSA The Experts on Cleaning and Maintenance

Cleaning Management Institute Custodial Technician Handbook I http://www.cleaningmanagement.com

TFM, The Reality of Facilities Management Outsourcing by Maria Vickers www. TodaysFacilityManager.com

Revised June 2015

Revised Oct 2016

QUESTIONS?????