Policies and Procedures

F0107p Energy Conservation Guidelines


Cooling Season (Typically May-September)

Occupied Temperature Range:          74°F - 78°F

Heating Season (Typically October-April)

Occupied Temperature Range:         68°F - 70°F

Unoccupied:    55°F

Occupied:

Defined to be the time when an instructional activity and/or an instructional support activity is being conducted within a particular HVAC Zone as determined by the manager of the specified HVAC Zone AND the Energy Specialist.  Should the manager of the specified HVAC Zone and the Energy Specialist not agree as to whether a time is deemed to be "occupied" or not, the matter shall be resolved by the Vice President of Finance & Operations.

Please direct heating or cooling Comfort Concerns to https://intranet.westerntc.edu/PhysicalPlant/

HVAC Scheduling will be aligned with room utilization based on room scheduling.  If you need an area heated or cooled please notify https://intranet.westerntc.edu/PhysicalPlant/

All Staff/Faculty/Board Members/Students & Western Facility Users Responsibilities:

Every person is expected to be an "energy saver" as well as an "energy consumer."

The energy consumer is responsible for implementing the guidelines during the time that he/she is present in the classroom or office.

General Responsibilities:

  1. Doors shall remain closed when HVAC is operating. Ensure doors between conditioned space and non-conditioned space remain closed at all times (i.e. between hallways and Western Library).  This is not only an energy concern, but also a safety issue.
  2. All computers should be turned off each night. This includes the monitor, local printer, and speakers. (Please notify Energy Education Specialist if remote access is required).  Security & Network equipment is excluded. 
  3. All office machines (copy machines, laminating equipment, etc.) shall be switched off each night and during unoccupied times. Fax machines should remain on.
  4. All blinds should be closed when leaving a room.  If there are no blinds, or they are not working properly, please contact https://intranet.westerntc.edu/PhysicalPlant/
  5. Turn off/unplug appliances and office equipment when not in use.  (coffee pots, microwaves, pencil sharpeners, radios, etc.)  If you need a power strip please contact https://intranet.westerntc.edu/PhysicalPlant/

Lighting Responsibilities:

  1. Make certain that lights are turned off when leaving the classroom, restroom, mailroom, break room, and/or office.  All unnecessary lighting in unoccupied areas should be off.
  2. All lights will be turned off when students and staff leave for the day (classrooms, restrooms, mailrooms, break rooms, hallways and offices).  The only exception is emergency lighting.
  3. Utilize natural lighting when/where appropriate.  Refrain from turning lights on unless definitely needed. (Remember that lights not only consume electricity, but also give off heat.  This places an additional load on the air conditioning equipment and thereby increases the use of electricity necessary to cool the room).
  4. Gym lights should not be left on unless the gym is being utilized.
  5. If lighting adjustments need to be made please contact https://intranet.westerntc.edu/PhysicalPlant/

Water Responsibilities:

Ensure all plumbing and/or intrusion (i.e. roof) leaks are reported and repaired immediately.:

Cooling Season (Typically May-September) Responsibilities:

  1. Occupied temperature settings shall NOT be set below 74°F.
  2. During unoccupied times, the air conditioning equipment shall be off. The unoccupied period begins when the primary occupants leave the area at the end of day.  Notify the Energy Education Specialist if you have a possible exception.
  3. Windows should be closed when air conditioning is on.
  4. Ceiling fans should be operated in all areas that have them.
  5. Air conditioning should not be utilized in facilities during the summer months when facilities are not in use. Air conditioning may be used by exception only.  Notify the Energy Education Specialist if you have a possible exception.
  6. Where cross-ventilation is available during periods of mild weather, HVAC equipment should be shut down and temperature adjusted with windows and doors. Cross-ventilation is defined as having windows and/or doors to the outside on each side of a room.
  7. Report any air conditioning concerns to https://intranet.westerntc.edu/PhysicalPlant/

Heating Season (Typically October-April) Responsibilities:

  1. Occupied temperature settings shall NOT be above 70°F.
  2. The unoccupied temperature setting shall be 55°F (i.e. setback). This may be adjusted to a 60°F setting during extreme weather.
  3. Report any heating concerns to https://intranet.westerntc.edu/PhysicalPlant/

Specialized Staff Responsibilities:

Maintenance Lead/HVAC Technician Responsibilities:

Air Conditioning Equipment:

  1. Occupied temperature settings shall NOT be set below 74°F.
  2. During unoccupied times, the air conditioning equipment shall be off.
  3. Air conditioning start times may be adjusted (depending on weather) to ensure classroom comfort when instruction begins.
  4. Ensure outside air dampers are closed during unoccupied times.
  5. Ceiling fans should be operated in all areas that have them.
  6. Relative humidity levels shall not exceed 60% for any 24 hour period.
  7. Air conditioning should not be utilized in facilities during the summer months unless the facilities are being used for summer school or year-round school. Air conditioning may be used by exception only.
  8. In all areas which have evaporative coolers such as shops, kitchens and gymnasiums, the doors leading to halls which have air conditioned classrooms or dining areas should be kept closed as much as possible.
  9. Where cross-ventilation is available during periods of mild weather, shut down HVAC equipment and adjust temperature with windows and doors.

Heating Equipment:

  1. Occupied temperature settings shall NOT be above 70°F.
  2. The unoccupied temperature setting shall be 55°F (i.e. setback). This may be adjusted to a 60°F setting during extreme weather.
  3. During the spring and fall when there is no threat of freezing, all steam and forced air heating systems should be switched off during unoccupied times. Hot water heating systems should be switched off using the appropriate loop pumps.
  4. Ensure all domestic hot water systems are set no higher than 120°F or 140°F for cafeteria service (with dishwasher booster).
  5. Ensure all domestic hot water re-circulating pumps are switched off during unoccupied times.
  6. For heat pumps, ensure a 6 °F dead-band between heating and cooling modes.
  7. Heating oil and propane (if applicable) levels should be physically measured and recorded by "sticking the tanks" at least on the following intervals: 1) recurring scheduled monthly date 2) immediately before new delivery, 3) immediately after delivery

Lighting Responsibilities:

  1. All outside lighting shall be off during daylight hours.
  2. Emergency lighting controls should be designed to automatically adjust for daylight.

Master Plumber Responsibilities:

  1. Ensure all plumbing and/or intrusion (i.e. roof) leaks are repaired immediately.
  2. Grounds watering should only be done between 4am-10am. Do not water during the heat of the day, typically between 10am – 8pm.
  3. When spray irrigating, ensure the water does not directly hit the building.

Energy Education Specialist Responsibilities:

  1. Perform routine audits of all facilities and communicate the audit results to the appropriate personnel.
  2. Directly or indirectly make adjustments to the Organization's Energy Management System (EMS), including temperature settings and run times for Heating, Ventilation and Air Conditioning (HVAC) and other controlled equipment.
  3. Provide regular reports to management indicating performance with regards to energy savings.
  4. Utilize & Maintain data loggers to monitor relative humidity, temperature, and light levels throughout the organization's buildings to ensure compliance with organization guidelines.
  5. Verify exhaust fans are turned off daily.
  6. Ensure dry food storage areas are maintained within code requirements. Typically, this is 55F-75F temperature and 35%-60% Relative Humidity. Utilize loggers to verify.

INMS Responsibilities:

  1. All computers should be turned off each night. This includes the monitor, local printer, and speakers. Security & Network equipment is excluded.
  2. All capable PC's should be programmed for the "energy saver" mode using the power management feature. If network constraints restrict this for the PC, ensure the monitor "sleeps" after 10-minutes of inactivity.
  3. After routine maintenance is complete all computers should be shutdown. 

Custodial Staff/Security Responsibilities:

  1. The custodian is responsible for control of common areas, i.e. halls, cafeteria, etc.
  2. Since the custodian/security is typically the last person to leave a building in the evening, he/she is responsible for verification of the nighttime shutdown (lights are off, doors are shut, blinds are closed, and HVAC system is off).
  3. All lights (with the exception of emergency lighting) will be turned off when students and staff leave for the day. Custodians/Security will turn on lights only in the areas in which it is definitely needed.
  4. Refrain from turning lights on unless definitely needed. (Remember that lights not only consume electricity, but also give off heat that places an additional load on the air conditioning equipment and thereby increases the use of electricity necessary to cool the room).

Management Responsibilities:

  1. Responsible for the total energy usage of their department/division within their area/building.
  2. Ensure & enforce compliance with Western's Energy Policy & Guidelines.

Terminology: 

  • HVAC Zone—the area defined as having one single thermostatic control.
  • Primary Occupants—Instructional staff and students engaged in scheduled instructional activities; and designated support personnel performing regular duties and business during designated work hours.
  • Real Occupancy—is the true or actual occupancy of a given HVAC zone
  • Scheduled Occupancy—is the time when Energy Management Systems (EMS), or other HVAC equipment run to accommodate occupancy.  
  • Unoccupied—times a given HVAC zone is not occupied
  • EMS Time-Of-Day (TOD) schedule—is the schedule set through the Energy Management Systems (EMS) to operate building environment-controlling equipment. 
  • Target Temperatures—are the single point temperatures within the Guideline-specified operating temperature ranges (for both heating and cooling seasons) set into thermostatic controls as the end intended temperature for a space to operate.
  • Custodial Activities—times when custodial pursuits are the only activity within a given HVAC zone.
  • Energy Leaders—the single individual, within a specified building, responsible for the administration of the Energy Program and communication of the energy guidelines.
  • Reporting Senior—the individual designated by the President to administrate the organization's Energy Program and ensure energy guidelines adherence.

Approved October 11, 2010