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1
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.
2
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
3
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
4
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.
5
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
6
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
7
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
8
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.
9
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
10
National
Comparisons from 2016
Comparisons from 2016
WI Comparables
11
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
12
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
13
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
14
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
15
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?????