MANAGEMENT INTEGRATED PEST IN SCHOOLS/CHILDCARES N. Ravenswood, Chicago, IL

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1 R E S O U R C E G U I D E F O R INTEGRATED PEST MANAGEMENT IN SCHOOLS/CHILDCARES Integrated Pest Management (IPM) is state-of-the-art for safer and healthier pest management. This Resource Guide will help you get started implementing an IPM program at your school/childcare N. Ravenswood, Chicago, IL

2 Resource Guide for Integrated Pest Management In Schools/Childcares How to use this binder and its contents I. Illinois Schools and Childcare Integrated Pest Management Program (Reference) a. Overview of Integrated Pest Management (IPM) for Schools/Childcares b. IL Laws Protecting Children from Pesticides (Structural & Lawncare) i. (Links to actual law are embedded in document) c. Setup Your IPM Program in 8 Steps (PDF Form to Complete) i. Sample IPM Policy ii. Sample Pesticide Notification Protocol iii. Sample Pest Emergency Protocol iv. IPM Coordinator Role and Responsibility v. Food Service Responsibilities and IPM vi. Guidelines for hiring a pest management provider II. III. IV. My Facility s IPM Program (Site Specific) a. IPM Program Evaluation and Improvement Form(PDF Form to Complete) b. IPM Program Summary Form (PDF Form to Complete) c. IPM Roles and Responsibilities i. IPM Coordinator Role and Responsibility (PDF Form to Complete) ii. Copies of Training Certificates/Documents d. Pest Specific IPM Plan (PDF Form to Complete) e. Other: Add information here for school Green Teams (sample included), Green Cleaning activities, etc. i. 5 Simple Steps to Green Cleaning in Schools (Links to actual law embedded in document) My Facility s Pest management provider (PMP) info (Documents to be inserted by facility) a. Contract/Request for Qualifications Documents Outlining Services b. Business License c. General Use Pesticide Applicator Certification My Facility s Recommendations, Service Reports and Inspections (Documents to be inserted by facility) a. Inspection checklist for IPM i. Sample Inspection Checklist b. IPM Recommendations and Service Reports c. Inspection Reports

3 i. PMP/Self Inspections ii. Food Service iii. Other d. Work Orders V. My Facility s Active Pest Management a. Monitoring and Pest Sightings i. Pest Monitoring Protocol ii. Monitor Trap Log iii. Pest Sighting Log b. Active Pest Management Plans and Actions i. Pest Specific IPM Plan (PDF Form to Complete) ii. Sample Non-Bait/Broadcast Pesticide Protocol (PDF Form to Complete) iii. Sample Request to Apply Pesticides Form (PDF Form to Complete) iv. Pest Emergency Form/Steps (PDF Form to Complete) VI. VII. VIII. My Facility s Notifications a. Pesticide Application Notification Guidelines b. Sample Application and Registry Notifications (bilingual) c. Notification Actions Taken i. My School s Registry ii. Archived letters Material Safety Data Sheets (REF/ACTIVE) a. Broadcast (i.e. sprayed) Pesticides (sample included) b. Baits & Gels (sample included) c. Other (sample included) IPM Resources (REF) a. Web Resource Guide for Schools/Childcares Pest Control b. Choosing Pest Control Products c. IPM Solutions for Common Pests i. Ants ii. Bees/Wasps iii. Fruitflies iv. Mice v. Yellowjackets vi. Cockroaches vii. Rats

4 Section: I Illinois Schools and Childcares Integrated Pest Management Program This section should include copies of a. Overview of Integrated Pest Management (IPM) for Schools/Childcares b. IL Laws Protecting Children from Pesticides (Structural & Lawncare) i. (Links to actual law are embedded in document) c. Setup Your IPM Program in 8 Steps (PDF Form to Complete) i. Sample IPM Policy ii. Sample Pesticide Notification Protocol iii. Sample Pest Emergency Protocol iv. IPM Coordinator Role and Responsibility v. Food Service Responsibilities and IPM vi. Guidelines for hiring a pest management provider

5 Overview of Integrated Pest Management for IL Schools/Childcares How often to you think about pest control in your facility? Think about this: Studies link pesticide exposure in childhood to cancer, behavioral problems, developmental delays and immune system disorders. Pesticide sprays, mouse droppings and cockroaches can lead to asthma. A new Illinois law requires public schools and licensed childcares to protect children from unnecessary pesticide exposure. Home providers are encouraged to use IPM too! Illinois law requires public schools and licensed childcares to stop routine pesticide spraying and use a safer method of pest control called Integrated Pest Management or IPM if economically feasible. The law also requires facilities to notify parents and staff before pesticides are applied inside the facility. Requirements of the New IPM Law: Stop routine pesticide spraying inside the facility. Adopt and implement an IPM program, see Set Up Your IPM Program in Six Steps. Appoint an employee to oversee IPM and record keeping (IPM Coordinator). Send appointed person for training. * Notify parents & staff in writing of plans to apply pesticides at least two business days but less than thirty days before application (bait pesticides do not require notification). Never spray pesticides when children are present. Keep children out of treated areas for at least two hours after the application. * Training is required if a facility requests an exemption from the IPM requirement for economic reasons. How Do I Control Pests Without Spray Pesticides? By using IPM, we prevent pest problems before they occur. How do we prevent pests? Think like a pest and then rid the building of things that pests need to survive like access to food, water and shelter. Existing pest problems are handled with least-toxic pesticides like bait. IPM works very well, if everyone in the facility works together. There are six steps to IPM: 1.) Keep Pests Out; 2.) Remove Pests Food & Water; 3.) Remove Pests Harborage/Shelter; 4.) Monitor for Pest Problems; and 5.) Treat Existing Pest Problems. 6.) Keep Accurate Records Keep Pests Out: If a pest can t get inside, then it won t be a problem. Many pests enter a facility by simply walking or flying in. Caulk or cement cracks and holes on the outside of the building. Focus on gaps around pipes, ducts, baseboards and window frames. Install door sweeps on outside doors and avoid propping doors open. Place dumpsters as far away from outside doors as possible. Inspect deliveries (where pests can hitch-hike in), remove delivered items from cardboard boxes and get rid of the boxes as soon as possible (roaches LOVE cardboard). Remove Pests Food & Water: Any pest in your building is there for a reason: there is enough food and water for them to thrive and multiply. Good sanitation is good pest management! Clean to the corner - periodically move equipment or shelves to clean hard to reach spaces. Store food in clear plastic or metal pest-proof containers. Check your arts and

6 crafts area if cereal or candy sprinkles are used for craft projects store these items in pest-proof containers, too. Sweep and mop daily. Do not leave full garbage cans or dirty dishes overnight. Repair leaky pipes and periodically clean evaporation trays under refrigerators to eliminate water sources for uninvited guests. Remove Pests Harborage/Shelter: Clutter, cardboard and holes in walls provide places for pests to hide, sleep and reproduce. Clutter also hides evidence of pest infestation. Organize storage rooms and clean periodically especially in food storage areas. Throw away or recycle corrugated cardboard it is a favorite living-space for cockroaches - avoid using it for storage. Caulk or seal cracks or holes in interior walls: around pipes; behind sinks and along baseboards. Use wire shelves with the bottom shelf at least 2 inches above the floor, so you can clean under it. Be on the lookout for small spaces where pests can hide and use caulk to seal them up. Monitor for Pest Problems: Monitoring for pest problems is an essential part of IPM. It detects pest problems when they are minor and ensures bigger problems don t sneak up. Keep a simple log of pest sightings when and where they occur. Share this information with your pest control professional (if you use one). Use sticky traps and glue boards to detect pest problems, place them under sinks, along walls, under shelves, in furnace rooms, storage rooms and kitchens. These traps are inexpensive and work 24 hours a day. Work with your pest control professional or assign maintenance staff to check traps periodically and look out for mouse droppings. Treat Existing Pest Problems: Once their entry points have been sealed; food and water eliminated; and hiding places removed, many pests will leave for friendlier fields. Pests, such as most ants and crickets pose no threat to children s health and can be eliminated by vacuuming or mopping. For more dangerous pests, create a control strategy that relies first on non-chemical control methods, such as traps and vacuums. For persistent pest problems work with a pest control professional to select least-toxic pesticides generally those formulated as baits or gels and placed in self-contained units. If other pesticides are required, consult a professional; be sure to request IPM and notify parents if pesticides are sprayed. Spraying or fogging is rarely necessary, and should only be used when all other methods have failed. Keep Accurate Records: Keeping accurate records of past, current and future pest management activities is equally as important as the other five action items. Accurate and complete records give a snap shot of what the status of your pest management practices are and will give insight into what is working and what isn t. Examples of the records that need to be kept are: 1. Inspection Reports 2. Pest Monitoring and Sighting Logs 3. IPM Related Work Orders 4. Request to Apply Non-Bait Pesticide Forms 5. Notification Registry 6. Notification Letters Sent 7. Pesticide MSDS Forms Is IPM Challenging? IPM is easy you re already doing much of it! By taking it one step further and thinking like a pest, you could reduce or eliminate pesticides and maintain a safe, pest-free learning environment. Overtime, schools and childcare facilities report spending less money on IPM compared to conventional spraying. And an effective IPM program leads to other benefits, such as increased energy efficiency, reduced clutter and a cleaner, safer facility. For details on the law and other IPM resources, visit or call

7 Illinois Laws Protecting Children from Pesticides Public Act IPM in Schools and Childcares The Structural Pest Control Act (225 ILCS 235) is administered by the Illinois Department of Public Health and has been amended to cover indoor pest management practices in public schools and licensed childcare (day care) facilities. Schools and licensed childcare facilities are required to adopt an integrated pest management 1 program. Illinois law requires public schools and licensed childcares to stop routine pesticide spraying and use a safer method of pest control called Integrated Pest Management or IPM. The law also requires schools and childcare centers to notify parents and staff before pesticides are applied inside the facility. Requirements of the Act Schools and Licenced Childcare Facilities must 1. Develop and implement an IPM program when economically feasible. * 2. Appoint an IPM Coordinator: an employee to oversee the IPM program and maintain records. 3. Training is required for facilities requesting an exemption from the IPM requirement. A designated person must attend training one year after the effective date of the amendatory act and every 5 years thereafter. 4. Notify: School districts and childcares must maintain a registry of parents and guardians of students and employees who have registered to receive written notification prior to application of pesticides to school property or day care centers or provide written notification to all parents and guardians of students before such pesticide application. Parents/guardians and employees must be notified at least once per year that the registry is available. Use of pesticide baits or disinfectants does not require notification. * Facilities requesting exemption must notify IDPH in writing of their request for exemption with economic justification. Other Pest Management Laws Public Act (SB #527) Parents Right-to-Know: This law amends the Lawn Care Products Application and Notice Act, administered by the Illinois Department of Agriculture. Schools must provide notification prior to the application of pesticides on school grounds. School districts must provide written notices to parents who register to be notified or provide written notification through newsletters, bulletins, calendars or other correspondence currently published by the school district. Parent notification allows those with a particular sensitivity to pesticides to take steps to protect themselves from exposure. Public Act Illinois Pesticide Act: This law outlines the requirement for licensing of outdoor pesticide applicators. At least one employee must have a Public 2 Applicator s License obtained by passing the General Standards Exam and exams in each applicable category: turf, ornamental, right-of-way, mosquito. Other employees who apply pesticides must have an Operator s License received after passing the General Standards Exam only. 1 Integrated Pest Management (IPM) is a proven method of pest control that emphasizes simple, inexpensive prevention practices that cause the least harm to people and the environment. 2 Private school employees need a Commercial Not-For-Hire License. Midwest Pesticide Action Center is dedicated to reducing the health risks and environmental impacts of pesticides and promoting safer alternatives N. Ravenswood Ave., Suite 107, Chicago, Illinois Tel: Fax: Web:

8 Set Up Your IPM Program in Eight Steps Adapted with permission from: Purdue University Department of Entomology IPM Technical Resource Center Integrated Pest Management (IPM) is common sense pest control. It relies on pest prevention, monitoring for pest problems, and control methods like traps and bait to eliminate or drastically reduce pesticide use. Using IPM in your facility will control pests and protect the children in your care from the health risks associated with exposure to pests and pesticides it is also required by IL law. These steps will keep you on track as you transition to IPM. To help you with the transition, please visit our website, Also call Midwest Pesticide Action Center (773) with questions and concerns. IPM Program Checklist: 1. Adopt an IPM policy. A policy should state how pests will be managed inside your facility and in outdoor play areas. Your policy should establish a procedure to notify parents and staff if pesticides must be used as well as create minimum qualifications for a pest control company. A sample IPM policy can be found in of this IPM binder. 2. Designate an IPM Coordinator. Often, the facility manager, director or principal acts as the IPM Coordinator, but other staff can fill this position. The Coordinator is responsible for communication with the pest control Company and staff and for keeping adequate records. Recommendations from the pest control technician (for cleaning, repairs, etc) should be relayed by the IPM Coordinator to the staff. Pest sightings should be reported to the IPM Coordinator. No treatment should be done without his/her involvement. 3. Educate staff, faculty and parents about IPM program. IPM is a team effort and requires communication and cooperation between teachers, directors, custodial staff, maintenance staff, children and parents. Encourage parents to use IPM at home. Fact sheets for parents & staff can be found under IPM Resources or visit for additional materials or training options. 4. Implement 3 3 steps steps of pest of pest prevention. prevention. The three The steps three for steps pest prevention for pest are prevention ongoing tasks are ongoing - requiring tasks everybody's requiring participation. everybody s For details participation. each For step details attend on an IPM each Training step attend an IPM Workshop, Training call Workshop, your local ROE, call your R&R local or Midwest ROE, Pesticide R&R or Safer Action Pest Center, Control (773) Project, (773) for details. for details. a. Keep Pests Out: Perform repairs as needed to prevent pest access to buildings. b. Remove Pests Food & Water: Review sanitation practices. Sanitation includes kitchen cleaning and maintenance, and waste disposal. Repair leaking pipes and eliminate standing water wherever possible. c. Remove Pest Shelter: Clutter offers shelter for many pests, including rodents, spiders, and cockroaches. Organize clutter and eliminate cardboard. Convert to box-less storage as much as possible, particularly in food areas. Midwest Pesticide Action Center is dedicated to reducing the health risks and environmental impacts of pesticides and promoting safer alternatives N. Ravenswood Ave., Suite 107, Chicago, Illinois Tel: Fax: Web:

9 5. Contract with the right pest control company (NA if pest control is done in house). It is important to contract with a pest control professional qualified to deliver IPM services and familiar with the Illinois Schools and Childcare Laws. See What to Expect from you IPM contractor a. Have buildings and grounds inspected. Your pest control professional will note evidence of infestations and conditions that contribute to your pest problem. Your technician should make additional recommendations for controlling pests, such as sealing of pest entry points, clutter reduction, and improved sanitation. b. Establish monitoring procedures. Your pest control professional should place pest monitoring traps in all pest prone areas. Staff should be instructed not to move the traps. Pest sightings should be reported to the IPM Coordinator. c. Establish record keeping. Your pest control company must provide written service reports, detailing their actions taken for each visit. These reports must be kept in your pest control binder. Reports should include recommendations for improving pest prevention inside the facility and should NOT detail spraying without your knowledge and consent. d. Identify any pests found and choose a control strategy: Control strategies may include improved sanitation, repairs, non-chemical controls and, lastly, pesticide baits. e. If a pesticide is needed, select the least hazardous pesticide: This includes a gel or containerized bait. Treatments should be made only to areas showing pest activity. Notify all parents and staff before using spray pesticides. Pesticides should never be applied when children are present! 6. Create Pest Specific IPM Plans. Establish tolerance levels and an action plan for each pest. This includes determining where and under what conditions pest control activities will take place. Doing so will help prevent the unnecessary use of pesticides. Having a pest specific IPM plan will also clearly demonstrate to an inspector that you are in compliance with the law. 7. Set up procedures for notifying parents and staff in writing if pesticides (other than gel bait or containerized bait) are applied. 8. Evaluate the program on a regular basis: Work with your pest control company and incorporate feedback from staff to improve the program. Midwest Pesticide Action Center is dedicated to reducing the health risks and environmental impacts of pesticides and promoting safer alternatives N. Ravenswood Ave., Suite 107, Chicago, Illinois Tel: Fax: Web:

10 Sample Integrated Pest Management (IPM) Policy for Schools and Childcare Facilities Purpose An official policy requiring Integrated Pest Management (IPM) to be practiced in school and childcare facilities makes it clear to employees and contractors that they must comply with the IPM program. The policy also serves as a guide for the pest manager as he or she makes decisions on pest control. Policy It is the policy of this school district/childcare facility to implement and practice Integrated Pest Management (IPM) to control pests in buildings and to minimize exposure of students, faculty and staff to pesticides. It is also the policy of this school district/childcare facility to notify, in writing, all students, parents, and employees prior to use of non-bait pesticides inside the facility and for schools, on school grounds. According to Illinois law, if pesticides are applied, they may not be applied in the presence of children; toys and other items mouthed by children must be removed prior to spraying; and children may not re-enter the treated for at least two hours or as long as is stated on the product label. Pests It is the policy of this school district/childcare facility to control pests in the school environment. Pests can pose hazards to human health, damage property, and disrupt learning. Pesticides It is the policy of this school district/childcare facility to minimize potential exposure to pesticides in the environment. Exposure to pesticides can pose a health risk to students, staff, and others, which can be minimized by practicing IPM. Teachers and staff may not use or keep pesticides in the facilities. Only authorized individuals may purchase or store pesticides. Regularly scheduled applications of pesticides are not permitted under this IPM policy. Integrated Pest Management (IPM) The IPM program at this facility will include the following: Regular monitoring to identify pest problems Preventive actions to reduce future pest problems Preference for the use of non-chemical control methods to address pest problems When necessary, the use of least-hazardous chemical controls after non-chemical controls methods have been applied Training for staff to facilitate this program IPM Coordinator An appropriate staff member will be designated as the IPM Coordinator. This person will be responsible for overseeing pest control for the district. Notification If a pesticide application is deemed to be necessary by the IPM Coordinator, parents and staff will be notified in writing two business days prior to the pesticide application this applies to both indoor application of pesticides and outdoor application of pesticides on facility grounds. Antimicrobial (sanitation) agents and insecticide and rodenticide baits are exempt from notification requirements. Contractors Any contractor hired by the school district/childcare facility to provide pest control or other services must comply with the facility s IPM and notification policy. S/he should be knowledgeable about the IPM in Schools/Childcare Laws and the use of IPM for structural pest control. Contractors must refrain from routine pesticide spraying, provide detailed service reports with each visit and give recommendations for pest prevention. Midwest Pesticide Action Center is dedicated to reducing the health risks and environmental impacts of pesticides and promoting safer alternatives N. Ravenswood Ave., Suite 107, Chicago, Illinois Tel: Fax: Web:

11 Pesticide Application Notification Guidelines Parents Right-to-Know Pesticides are chemicals designed to kill or eliminate pests. Exposure to pesticides during childhood is linked to asthma, some developmental delays and cancer. Although pesticides can endanger the health of any child, children with asthma and other medically sensitive children are more vulnerable to the effects of pesticides. Illinois law requires public schools and licensed childcare centers to use Integrated Pest Management (IPM) and notify all parents, guardians and staff prior to the indoor application of pesticides. Illinois law also requires school to notify parents, guardians and staff prior to outdoor application of pesticides or herbicides. This law is designed to increase parents awareness of their children s environment, enabling them to take steps to protect children s health if they chose. Notification Requirements Follow these guidelines when notifying parents, guardians and staff of plans to apply pesticides: Notify parents and staff in writing before pesticide application. Notification may appear in newsletters, calendars, bulletins or other correspondence currently published by the center. A separate letter for notification is also acceptable. Send notification at least two business days before pesticide application, and no more than thirty days before pesticide application. Include the date of pesticide application and the name and contact information for center personnel responsible for facility management. Consider including the name of the pesticide used and the target pest. EITHER notify all parents OR maintain a registry of parents who responded to a written invitation to be included on the registry. Parents must be made aware of the registry every year. Exempt Materials Applications of the following pesticides are not subject to the notification requirement: Antimicrobial agents (e.g. disinfectants, sanitizers, or deodorizers) Insecticide baits Rodenticide baits Emergency Pesticide Applications Prior written notice is not required if there is an imminent threat to health or property. However, written notification must be provided as soon as possible and must include an explanation of the circumstances that gave rise to the emergency. Regularly Scheduled Applications Regularly scheduled pesticide applications are not part of an IPM program. Therefore, creating a calendar of pre-scheduled pesticide applications to notify parents and staff is not acceptable for notification.

12 PEST EMERGENCY PROTOCOL FORM There may be circumstances whereby the presence of a specific pest in a specific circumstance poses an unacceptable risk to student or staff health. These circumstances may require prompt attention where action may need to be taken without any delay associated with notification. The facility should create procedures for identifying emergency circumstances and take the safest, most appropriate action. The following individuals are authorized to decide if a circumstance rises to the challenge of an emergency: Name Title Contact Information (phone number) Pest Emergency Steps: 1.) Conference call or brief meeting of authorized decision-makers listed above to determine if the circumstance rises to an emergency considering the following circumstance: a. Pest presents an imminent risk to public health. b. The delay associated with notification would lead to significantly greater harm from the pest. c. Risk from the pest is greater than risk from the pesticide. d. The pesticide can be used in a way to reduce harm to public health. 2.) IPM Coordinator or other authorized individual signs off on a request to use pesticides. 3.) After the emergency has been averted, schedule a meeting with the IPM Coordinator, pest management professional and other relevant staff is called to discuss the problem and how it can be avoided next time. 4.) Parents, guardians and staff receive notification of pesticide use as soon as possible after emergency has been averted. a. Notification describes what was used and the conditions that gave rise to the emergency. b. Copy of notification and information about pesticide used are filed in this binder.

13 IPM Coordinator Role & Responsibilities General Description: The IPM Coordinator is an essential part of a successful IPM Program. S/he will facilitate communication and ensure the school s/facility s pest management decisions and actions adhere to the IPM Plan and to Illinois School or Childcare IPM Laws. S/he should be present during routine service visits. IPM Coordinator Candidates: In schools, the facility manager or head custodian is often the IPM Coordinator, however, the assistant principal, principal, health teacher or any other person who is interested in assuring a healthy environment for students and staff are also candidates. In child care centers the IPM coordinator is often the center s director. The IPM Coordinator should be capable of influencing policy and practices at the facility. S/he will need the authority to call for locker clean outs; intervene with teachers, custodians or other/lunch room staff whose behavior is contributing to pest problems; and supervise the pest management professional to ensure s/he is providing IPM. Time Commitment: Acting as IPM Coordinator does not demand much time and will require less as s/he gets accustomed to the role. The IPM Coordinator should be familiar with the contents and organization of the IPM Binder, participate in additional training on pest management and IPM and review the laws associated with school and childcare pest management. Once procedures and staff adjust to IPM, the IPM Coordinator should expect to spend a small amount of time on pest management issues except when problems arise or when corrective action is required (i.e. a teacher is using Raid or lack or cleaning/sanitation is leading to roach/ant problems). Specific Description: Acts as a liaison with the pest control company as the primary contact person with the pest management professional. Is present during service visits from the pest management professional. Collects any/all pest sightings (on a Pest Sighting Log or other written document) and make this information available to pest management professional. Implements IPM recommendations from the pest control technician (for cleaning, repairs, etc) by creating work orders or communicating necessary behavioral changes to teachers or staff. Authorizes any use of pesticides before they are used. Never uses pesticides him/herself. Participates in meetings to create the IPM Plan. Participates in meetings to evaluate the IPM Program. Participates in meetings to assess if a pest presents an emergency. Keeps pest management records for at least three years. Possess the IPM Binder. Receives training on IPM.

14 Food Service Responsibilities in IPM Pests tend to congregate in areas where they have easy access to food and water. For this reason, it is essential that your facility s food service staff is aware that their behaviors can seriously influence the overall success of the facility s IPM program. The following is a list of the food service staff s role in IPM. Many of these points are covered in the Hazard Analysis at Critical Control Points (HACCP) training. HACCP Section 10: Pest Control 1. Monitoring for rodent/insect infestation 2. Doors and windows pest proofed 3. Cracks and holes sealed 4. Maintain required pest control program!!!!!!!! 5. Eating and drinking in designated areas 6. Protecting food from contamination Protecting food from contamination 7. Checking for & cleaning up pest droppings 8. Storing food in designated areas only, off the floor 9. Cleaning floors to the corners 10. Cleaning inside and under equipment and racks 11. Cleaning drains 12. Pest proofing doors, windows, and vents 13. Garbage Storage and Disposal 14. Checking deliveries for signs of infestation 15. Checking and repairing any holes in floors, walls, ceilings 16. Sealing any openings around pipes 17. Ceilings checked for infestation

15 Guidelines for Hiring Pest Management Providers These guidelines are intended to help you incorporate IPM specifications into an existing pest management contract. For a more comprehensive sample IPM contract, contact SPCP at 773/ General A. Description of Program: This specification is part of a comprehensive Integrated Pest Management (IPM) program for the premises listed herein. IPM is a process for achieving long-term, environmentally sound pest suppression. IPM services include monitoring, physical, cultural, biological and, only as a last resort, least-hazardous chemical controls. B. Contractor Service Requirements: The Contractor shall provide all services of the IPM program as well as recommendations for structural and procedural modifications to aid in pest prevention. The Contractor should have IPM training and experience. 2. Action Thresholds Levels of pest populations or site environmental conditions that require remedial action by the Contractor shall be established. Action shall only be taken when a pest population is present and posing a problem and/or risk to facility property and/or building inhabitants. 3. Initial Building Inspections The Contractor shall complete a thorough, initial inspection of each building or site prior to the starting date of the contract to evaluate the pest management needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infestations. 4. Pest Control Plan A. Proposed Methods for Monitoring and Surveillance: The Contractor shall describe methods and procedures to be used for making objective assessments of pest population levels, including monitoring stations in all pest prone areas. B. Inspection Schedule for Each Building or Site: The Contractor shall provide complete inspection schedules for scheduled Contractor visits. C. Description of Site-Specific Pest Control Methods: The Contractor shall describe physical, structural, operational, biological, and least-hazardous methods that will be used to respond to pest populations that exceed the established thresholds. The Contractor shall use non-chemical methods wherever possible. The Contractor shall provide the IPM Coordinator with written recommendations for any maintenance or sanitation measures needed to prevent future pest infestations. D. Approval for Pesticide Use: Pesticide applications shall be by need and not by schedule. The Contractor will not use any pesticide without obtaining approval from the IPM Coordinator. The Contractor shall provide a written request that justifies the need to use a pesticide. If pesticide use is approved, the Contractor shall employ the least-hazardous materials and methods of pesticide application necessary to achieve control. E. Proposed Materials and Equipment for Service: The Contractor shall provide Material Safety Data Sheets for all products that may be used. F. Notification: The Contractor shall work with the IPM Coordinator to ensure full compliance with Illinois notification requirements. 5. Record-keeping The IPM Coordinator shall be responsible for maintaining a pest control logbook or file. The Contractor shall be responsible for documenting each visit to the site and all services provided. This file shall include: A. A copy of the Contractor s approved Pest Control Plan. B. Work Request and Inspection Forms: These forms advise the Contractor of service requests and document performance of all work. C. Contractor s Service Report Forms: These forms document all information on pesticide applications. D. IPM Recommendations: These reports detail suggested modifications to the building or management practices in order to minimize pest problems. E. Pest Sighting Logs: This form documents any pest sightings between scheduled visits from the pest management professional. F. Notification/Permission to Use Pesticides: If pesticides are used, the IPM Coordinator will keep the MSDS and written permission to use pesticides. A copy of letters to parents and staff should also be kept. Midwest Pesticide Action Center is dedicated to reducing the health risks and environmental impacts of pesticides and promoting safer alternatives N. Ravenswood Ave., Suite 107, Chicago, Illinois Tel: Fax: Web:

16 Section: II My Facility s IPM Program (Site Specific) This section should include copies of a. IPM Program Evaluation and Improvement Form(PDF Form to Complete) b. IPM Program Summary Form (PDF Form to Complete) c. IPM Roles and Responsibilities i. IPM Coordinator Role and Responsibility (PDF Form to Complete) ii. Copies of Training Certificates/Documents d. Pest Specific IPM Plan (PDF Form to Complete) e. Other: Add information here for school Green Teams (sample included), Green Cleaning activities, etc. i. 5 Simple Steps to Green Cleaning in Schools (Links to actual law embedded in document)

17 IPM Evaluation and Improvement Program COMPLETED BY Name: Title: Date: Instructions: Use this activity to evaluate your current pest management program, identify opportunities for improvement and plan steps to improve the program to create an Integrated Pest Management program. Work your way through the checklist with assistance from staff and your pest control professional. Record next steps under Planned Follow Up be specific, including dates and the party responsible. Mark off completed items with a check mark in the right-hand column. When completed, review the results with the IPM coordinator, school principal/director, pest management provider, and other responsible staff. Contact Midwest Safer Pesticide Control Action Project Center ( ; with questions. with questions. POLICIES, PROCEDURES & PLANS RESOURCES/SUGGESTED ACTIONS PLANNED FOLLOW UP (w/dates) Adopt an IPM policy. This policy should state how pests will be managed inside your facility and in outdoor play areas. Your policy should establish a procedure to notify parents and staff if pesticides must be used (unless this exists in a separate document) and create minimum qualifications for a pest control company. Policy is adopted. Copy of policy is filed in facility s pest control binder. Sample policies are available in the IPM Binder. Copy of policy is filed in SOP/policies and procedures file. Create an IPM Plan. An IPM Plan establishes appropriate responses to common pest problems inside the school and includes tolerance thresholds that trigger specific actions. IPM Plans help you to respond to pest problems in a safer, more effective manner and your compliance with the law to county and state departments of health. IPM Plan exists Complete IPM Plan in the IPM Binder including the Pest Specific IPM Plan. There is a separate plan for each major pest. The IPM Plan establishes specific tolerance thresholds or pest population levels that triggers specific, planned responses. IPM ROLES & RESPONSIBILITIES RESOURCES/SUGGESTED ACTIONS PLANNED FOLLOW UP (w/ dates) Designate an IPM Coordinator: In implementing an IPM program, a facility employee should be designated to assume responsibility for the oversight of pest management practices and for record keeping requirements (ILCS235/10.2b). This person acts as a liaison with the pest control company and staff. Recommendations made by the pest control technician (for cleaning, repairs, etc) go to the IPM Coordinator who submits work orders and/or informs staff of necessary behavioral changes. It is strongly recommended that the IPM Coordinator be present during routine service

18 visits from the pest control contractor. IPM Coordinator has been identified. Name/contact info of IPM Coordinator is in the IPM Plan. S/he is aware of his/her role. IPM Coordinator has initialed Roles & Responsibilities of IPM Coordinator. A designated person to oversee the IPM program is required by law. Use Roles & Responsibilities of IPM Coordinator in binder to discuss the responsibilities and ensure s/he understands the role. Either the head of the facility/assistant principal, building engineer, custodial staff, or food service/lunch room manager could be an IPM Coordinator it shouldn t take much time. IPM Coordinator is present during routine service visits. Coordinator has created/maintains a completed (and signed) IPM Plan Speak with IPM Coordinator about attendance during service visits. If service is scheduled early/late or on weekends to reduce exposure - consider rescheduling routine visits during hours when the coordinator is present. The IPM coordinator facilitates communication. If spraying needs to take place, it can be scheduled for a special visit, after notification has taken place.. Work with a Qualified Pest Management Professional: Contract with a pest management professional (PMP) who holds relevant licenses. This person should be experienced and knowledge of the IPM in Schools Laws. Alternately, if pest control is handled in house, ensure staff has sufficient training to provide IPM. INDOOR PEST CONTROL: We Use a Contractor If staff handle this write n/a and skip ahead. The company name and all contact info for the company appear in the IPM Plan. General Use Pesticide applicator license (from IDPH) is current and on file in IPM Binder. Pest Control business license (from IDPH) is current and on file in IPM Binder. Pest Management Professional s name and contact info appears in IPM Binder. Complete IPM Plan Place a copy of IDPH license indicating Certified Technician For: General Use Pesticides in IPM Binder. Place a copy of business license for pest control in Contractor Information in binder Complete the IPM Plan Cover Page in the front of your pest management binder. Update this information annually. Contractor is aware of the IPM in Schools Law and knowledgeable about IPM.

19 The pest control contract calls for IPM services NOT monthly/routine spraying. There are no calendar-based or pre-scheduled pesticide applications at the school. The pest control company provides Service Reports (summarizing their work during each visit). The pest control company provides IPM Recommendations (suggestions for eliminating pestconducive conditions that are leading to problems). A facility staff member is present during service visits. A clearly written procedure is established, which the contractor will follow if s/he needs to apply pesticides. INDOOR PEST CONTROL: We Do It Ourselves If you use a contractor skip ahead. Pest Control Staff receive training in general pest management and pesticide safety. Pest Control Staff have received training in IPM. Pest Control Staff is IDPH Certified Technician for: General Use Pesticides. Copies of training certificates appear in Roles & Responsibilities sect. of IPM Binder. OUTDOOR PEST CONTROL: If handled by staff, write n/a. The company name and all contact info for the company appear in the IPM Plan. Contractor/ staff receives copy of the policy/laws regarding notification for outdoor use of pesticides. MSDS for all chemicals used on grounds is stored in IPM Binder. The facility works to minimize outdoor use of pesticides. Change contract to IPM-based contract or amend current contract for IPM. Guidelines available in IPM binder. Ensure contract requires (and follow up to be sure they are received): o Service reports with every visit o IPM recommendations o Consultation and notice (at least 4-5 days) before applying pesticides. See above Designate an IPM Coordinator. Review and (if necessary) modify SOP for Pesticide Application & Request to Apply Pesticides Form. (samples in binder) General training may be available through the Illinois Pest Control Association (web: ). IPM Training is available is through through the Regional the Office Regional of Education Office of and Education Midwest Pesticide and Safer Action Center Pest Control ( Project ( ). Contact IDPH at (217) for information about the General Use Pesticide Certification: tm Complete IPM Plan IL law requires notification at least 2 days before pesticides are applied outdoors. Provide your contractor with information about notification requirements. Go to g/summary.html to find out more about licensing and training or call the Dept. of Agriculture at Place copies of MSDS IPM Binder. Consider asking your contractor to use fewer or no chemicals.

20 Establish Notification Procedures: Illinois law requires all parents, guardians and staff be notified at least two business days before pesticide application (gel bait, containerized bait and anti-microbials are exempt from notification). School has a procedure for notifying parents. School has selected notification system: There is a registry of names to notify as well as the annual letter informing parents about the registry OR All parents, guardians and staff are notified. Copies of old notification letters are kept in the IPM Binder. Review and implement Notification Guidelines in the IPM Binder. Require your contractor/staff applying pesticides to receive permission to apply *several days before the scheduled application* to leave sufficient time to notify. Consider establishing a procedure for granting permission to use pesticides: who gives the contractor/staff permission to use pesticides; what form does this permission take; how will the letters be sent to parents/staff; etc. See SOP for Pesticide Applications (IPM Binder). Establish Procedures for a Pest Emergency: There are circumstances where a pest problem presents an imminent risk to the health of staff or children. These circumstances can be outlined and procedures prepared IN ADVANCE. We have a separate procedure for using pesticides in a pest emergency, including a separate statement and notification letter sent to parents, guardians and staff within two days of application. Pest Emergency procedure exists. See IPM Binder. Special emergency notification letter exists We have a process for reviewing what gave rise to the emergency (failure to monitor, take timely action) and ensure it doesn t happen in the future. STAFF TRAINING SUGGESTED ACTIONS PLANNED FOLLOW UP (w/ dates) Educate staff, faculty, students and parents about IPM program. IPM is a team effort and requires communication and cooperation between teachers, directors, custodial staff, maintenance staff, children and parents. IPM Coordinator receives training. Any one of the following individuals receives training: Principal/director, grounds keeper; health teacher; lunch room manager; head custodian; maintenance staff. Contact ROE/R&R, IEPA or or Midwest Safer Pest Pesticide Control Project Action Center for training. for training. PowerPoint slides with scripts are available PowerPoint slides with scripts are available to help you/ipm Coordinator to help you/ipm Coordinator train other train staff during other staff in-service during at in-service at IPM is included in core staff training for new custodial or maintenance staff. Copy and distribute the resources in the IPM binder to educate staff.

21 IPM is included in teacher/staff in-service Teachers are prohibited from bringing pesticides to school (and are aware of the policy). RECORD KEEPING SUGGESTED ACTIONS PLANNED FOLLOW UP (w/ dates) Record Keeping: Records should be kept in your IPM/Pest Control binder, located in the main office or facility manager or lunch room manager s office. Use the IPM Binder to help you organize. We keep the following records in an IPM Manual; (check only if they are current and complete): IPM Plan IPM Policy Pest sighting logs (sect monitoring); Monitor traps logs (sect monitoring); If any of the following records are not current, talk with IPM Coordinator about creating a record keeping system. Consider utilizing the IPM Binder provided during workshop. Text of the laws can be found at %20CONTROL Service report OR pesticides applied with locations and amounts (sect Service Reports); IPM Recommendations (if using a pest management professional) (sect IPM Recommendations); Copies of work orders to address IPM problems (sect IPM Recommendations); Material Safety Data Sheets (MSDS) (sect MSDS); Certificates of training in IPM (sect Roles/Responsibilities). PROGRAM EVALUATION SUGGESTED ACTIONS PLANNED FOLLOW UP (w/ dates) Evaluate the program on a regular basis: Work with your pest control company and incorporate feedback from staff to improve the program. IPM Policy states how frequently IPM program will be reevaluated. Policy could also state how the program will be evaluated (i.e. annual meeting of all interested parties; etc.) The Program has been reevaluated ask indicated in the plan

22 GENERAL INFORMATION FACILITY IPM PROGRAM SUMMARY FORM Facility Name: Address: Principal/Director: Facility Manager: ROLES & RESPONSIBILITIES: SUMMARY IPM Coordinator: Signature: Title: Date: Phone Number: Received Training (dates): This section used to document responsibility for performing actual pest control activities. This could be someone from an outside company or in house personnel. Fill in the appropriate information for the facility. Structural Pest Control Contractor (Company Name): Company Phone: Owner/Manager s Name: Technician Name: OR In House Employee responsible for pest control: Technician/Employee Phone: Type of Service: Contracted As Needed IPM is specified in the contract? YES NO Technician Received IPM Policy & IPM Plan? YES NO Date Rec d Obtain and include in IPM Manual copies of: Contract Business License General Use Pesticide Application Certificate Outdoor Pest Control Contractor (Company Name): Company Phone: Owner/Manager s Name: Technician Name: OR In House Employee responsible for pest control: Technician/Employee Phone: Type of Service: Contracted As Needed IPM is specified in the contract? YES NO Technician Received IPM Policy & IPM Plan? YES NO Date Rec d Obtain and include in IPM Manual copies of: Contract Business License General Use Pesticide Application Certificate

23 POLICIES, PROCEDURES & PLANS: SUMMARY Date IPM Policy was adopted: Date IPM Plan was created: Plan was Evaluated/Readopted: (Dated and initialed) STAFF TRAINING: SUMMARY Staff Trained on IPM: Name Title Date ADMINISTRATIVE ISSUES The IPM Plan will be evaluated and reviewed on the following schedule:. The dates for evaluation and review are to be placed on (school calendar or other schedule reminder) by the IPM coordinator. INDOOR Pests: List all pests that currently are or have been a problem in the past (you re recommended to at least plan for cockroaches, mice and ants) in order of priority: OUTDOOR Pests: List all pests that currently are or have been a problem in the past: The IPM Plan was created by the following individuals: (name) (title) (initials) (name) (title) (initials) (name) (title) (initials) on (date).