Teacher Advisory Board Shelly Bauma, Rockford, MI Costace Beatty, Kakakee, IL Sara Browell, Cayo Coutry, CA Amy Costat, Raleigh, NC Joae Coos, Clifto

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1 ENERGY MANAGEMENT GUIDE for SCHOOLS You ca do it. NEED ca help THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 1

2 Teacher Advisory Board Shelly Bauma, Rockford, MI Costace Beatty, Kakakee, IL Sara Browell, Cayo Coutry, CA Amy Costat, Raleigh, NC Joae Coos, Clifto Park, NY Regia Doour, Whitesburg, KY Darre Fisher, Housto, TX Deborah Fitto, Cape Light Compact, MA Lida Foer, New Martisville, WV Melaie Harper, Odessa, TX Lida Hutto, Kitty Hawk, NC Barbara Lazar, Albuquerque, NM Robert Lazar, Albuquerque, NM Hallie Mills, Boey Lake, WA Mollie Mukhamedov, Port St. Lucie, FL Do Pruett, Sumer, WA Larry Richards, Eato, IN Barry Scott, Stockto, CA Joae Spaziao, Crasto, RI Gia Specer, Virgiia Beach, VA Tom Specer, Chesapeake, VA Nacy Staley, Pesacola, FL Scott Sutherlad, Providece, RI Robi Thacker, Hederso, KY Bob Thompso, Gle Elly, IL Doris Tomas, Roseberg, TX Patricia Uderwood, Achorage, AK Jim Wilkie, Log Beach, CA Caroly Wuest, Pesacola, FL Debby Yerkes, Ohio Eergy Project, OH Waye Yokelowitz, Fayetteville, WV NEED Missio Statemet The missio of the NEED Project is to promote a eergy coscious ad educated society by creatig effective etworks of studets, educators, busiess, govermet ad commuity leaders to desig ad deliver objective, multi-sided eergy educatio programs. Teacher Advisory Board Visio Statemet I support of NEED, the atioal Teacher Advisory Board (TAB) is dedicated to developig ad promotig stadards-based eergy curriculum ad traiig.

3 TABLE OF CONTENTS Sectio 1: Itroductio... 4 Sectio 2: Steps to Take... 9 Step 1: Makig A Commitmet... 9 Step 2: Assessig Performace & Settig Goals Step 3: Creatig A Actio Pla Step 4: Implemetig Your Actio Pla Step 5: Motiorig & Evaluatig Progress Step 6: Recogizig Achievemets Sectio 3: Implemetig the Actio Pla Admiistratio Istructioal Staff Operatios & Maiteace Iformatio Techology (IT) Food Services Trasportatio Capital Measures Appedices Appedix A: Eergy Maagemet Pla Eergy Maagemet Pla Trackig Form Buildig Profile: Bechmarkig Data Sample Set Poits Sample Eergy Policy: Roaoke VA Schools Sample Eergy Regulatio Sample Eergy Maagemet Pla Sample Eergy Maager Job Descriptio Appedix B:Performace Trackig Electricity Usage Trackig Forms Natural Gas Usage Trackig Froms Appedix C: School Eergy Survey Behavior Observatio Form Lightig Survey Electrical Device & Appliace Survey Buildig Shell Survey Room Survey Recommeded Light Levels Basic Eergy Auditig Equipmet Appedix D: Teacher & Studet Resources Appedix E: Operatios & Maiteace Resources Appedix F: Trasportatio Resources Appedix G: Resources for High Performace Schools Appedix H: Sustaiability Resources THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 3

4 Sectio 1: Itroductio ABOUT THIS GUIDE NEED s Eergy Maagemet Guide for Schools is a tool to assist school leaders i makig decisios about eergy usage i their buildigs. By choosig eergy smart optios, schools reduce cosumptio ad ca save moey while providig healthier, more effective learig eviromets. The Goals of a Effective Eergy Maagemet Program are: to maitai a healthy learig eviromet, to develop ad implemet a ogoig schoolwide eergy pla, to promote eergy efficiecy through educatio, ad to reduce eergy cosumptio at school. This guide is desiged to walk school districts through the ecessary steps to achieve these goals. Sectio 1 defies the steps i implemetig a successful program. Sectio 2 describes each of the steps i depth. Sectio 3 provides resources ad strategies that eable all district departmets to cotribute to the success of the program. Through simple o cost, low cost strategies, schools ca reduce their eergy cosumptio by as much as 25 percet while still maitaiig comfort levels ad a healthy, safe learig eviromet. Additioal eergy-efficiet improvemets ca lower a school district s utility bills ad maiteace expeses, or offset eergy cost icreases eablig the district to redirect more of its fiacial resources to other pressig eeds. Oe miscoceptio is that implemetig a eergy program will always reduce utility bills. While eergy coservatio programs will reduce cosumptio, this may ot i tur lower utility bills because of ever icreasig eergy prices, but utilities will cost school districts eve more if they choose to do othig. The School Buildig as a System A school buildig is a eergy system made of may iterrelated compoets. Some of these compoets are obvious, such as walls, roofs, lights, doors ad widows. Occupats studets, teachers, ad other buildig users are also a importat part of the system. The eergy use of the system affects everythig from the school budget to the global eviromet. It is importat to uderstad how all of the system compoets ca work together to create a eviromet that is coducive to learig. A school buildig s eergy system icludes these five compoets: Buildig Shell: This compoet icludes everythig that creates the boudaries betwee idoors ad outdoors: walls, floors, roofs, widows, ad doors. Heatig, Vetilatio, ad Air Coditioig (HVAC) Systems: This compoet icludes the equipmet desiged to provide heatig, coolig, hot water, ad fresh air. It also icludes the devices that cotrol the HVAC equipmet, such as thermostats ad sesors. Lightig: This compoet usually icludes several types of fixtures that provide light for all of the activities i the school. Electrical Devices ad Appliaces: This compoet icludes everythig plugged ito electrical outlets, such as refrigerators, copiers ad computers, as well as appliaces that are wired directly ito the school s electrical system, such as oves ad refrigeratio equipmet i the cafeteria. Occupats: Whe you get right dow to it, buildigs do t use eergy, people do. The actios of the buildig occupats will dictate how much eergy is used by the other system compoets. The other four compoets all iclude poits of huma iterface. It is importat to be aware of the ways that eergy cosumptio by oe compoet of the system ca affect usage by aother compoet. I some cases, reducig eergy use by oe compoet ca icrease use by aother. Lowerig buildig temperatures, for example, might lead buildig occupats to start usig electric space heaters, icreasig the electric load i the buildig. PAGE 4 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

5 THE NEED FOR CHANGE IN SCHOOL ENERGY MANAGEMENT Every school day, more tha 54 millio studets across the atio head to class to lear. The quality of their educatio depeds o more tha the teacher i their classroom. A high-quality learig eviromet, icludig the buildigs ad rooms where classes are held, has bee recogized as a crucial elemet to the educatio process. Oe of the critical, but ofte overlooked, pieces of the school facilities puzzle is eergy maagemet. A study preseted by the Geeral Accoutig Office of the Uited States (GAO/HEHS-95-61) foud our atio s school buildigs to be lackig i may areas, icludig heatig, vetilatio, ad air coditioig (HVAC), electrical lightig, ad eergy efficiecy. This meas that millios of studets are attedig classes i buildigs with usatisfactory evirometal coditios every weekday. The Geeral Accoutig Office reported that our atio s schools eed $112 billio i improvemets to achieve good overall coditios. However, more recet estimates by the Natioal Educatio Associatio exceed $275 billio eeded for ecessary upgrades ad eergy efficiecy improvemets. Additioally, the report icluded the followig: 41percet of all schools reported usatisfactory eergy efficiecy i their buildig. 36 percet of schools reported eedig repairs to HVAC systems. 25 percet of schools eed repairs to electrical lightig. The study also suggested that if coditios are ot corrected, they could egatively impact studets ad their learig, reduce eergy efficiecy, ad icrease maiteace costs. Sustaiability Efficiecy ad coservatio are key compoets of sustaiability the cocept that every geeratio should meet its eeds without compromisig the eeds of future geeratios. Sustaiability focuses o log-term actios that make sure there is eough eergy to meet today s eeds as well as tomorrow s. Sustaiability also icludes the developmet of ew techologies for usig fossil fuels, promotig the use of reewable eergy sources, ad ecouragig policies that protect the eviromet. Just as we cosider the school buildig to be a itegrated system, the cocept of sustaiability asks us to see the earth as a itegrated system. Whe we follow the guidelies of sustaiability we must ask ourselves if the actios we are takig to save eergy at school lead to uiteded cosequeces that somehow egatively impact the eviromet. While this guide is focused o eergy maagemet, it ca easily be applied to broader programs focused o sustaiability. Districts that embark o eergy maagemet iitiatives are ecouraged to go further ad expad their efforts to iclude water coservatio, solid waste maagemet (reuse, reductio ad recyclig), reductio of the use of hazardous chemicals, ad other aspects of school operatios that impact log-term sustaiability. (Sustaiability resources are icluded i Sectio 3, Appedix H.) What is Eergy Maagemet? The term eergy maagemet refers to the maagemet of eergy cosumptio through improvig the efficiecy of powered devices ad usig reewable eergy sources. The goal of eergy maagemet i schools is to reduce eergy cosumptio ad improve the learig ad teachig eviromet for studets ad teachers. Eergy Maagemet is a process by which a school district develops a uderstadig of: how school buildigs are utilized, how eergy is cosumed, the types of the eergy systems istalled, ad how to reduce eergy cosumptio. The district the implemets systems, services ad educatioal programs that provide healthy, comfortable coditios coducive to learig while reducig eergy cosumptio. Why Is Eergy Maagemet Importat? Eergy costs are ofte the largest cotrollable item i a school district s budget. They are usually the secod largest expese after persoel costs. Through district policies ad the actios of decisio-makers, occupats ad studets, eergy cosumptio ca be reduced, resultig i immediate cost avoidace. These savigs ca be sustaied through o-goig moitorig ad eergy awareess traiig THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 5

6 I additio to lowerig utility bills or offsettig eergy cost icreases, maagemet of eergy cosumptio ca improve the idoor eviromet of the school. Studies have show that studets lear better ad teachers teach more effectively whe their eviromet is healthy ad comfortable. The idirect beefits of a school s eergy maagemet program are realized as the positive effects migrate outward to the larger commuity. As staff ad studets become educated about ways to use eergy more efficietly, the eergy cosumptio of family homes ad area busiesses is reduced. District eergy policies ca serve as models to be adopted by local govermet, idustry ad small busiesses that may be ispired to implemet eergy savig practices ad iclude eergy-efficiet techologies i future buildig projects. The School Buildig is a System Whe maagig the systems of a school to miimize eergy cosumptio, it s importat to maitai a eviromet coducive to learig. After all, the reaso eergy is beig used i the first place is to provide a healthy learig eviromet. There are specific recommedatios for temperature, relative humidity, ad geeral air quality, as well as requiremets for the quality ad quatity of lightig. Whe the buildig is treated as a system, eergy is saved while maitaiig or improvig the idoor eviromet, because those maagig the system are aware of how decisios regardig eergy use particularly with HVAC systems affect the idoor eviromet. To help schools maage idoor air quality effectively, the EPA offers the Tools for Schools program, which provides detailed guidace, as well as liks to other iformatio resources. The program helps districts desig ew schools ad repair, reovate ad maitai existig facilities. (More iformatio ca be foud at From the Evirometal Protectio Agecy (EPA) Twety percet of the U.S. populatio, early 55 millio people, sped their days i our elemetary ad secodary schools. I the mid-1990s, studies show that 1 i 5 of our atio s 110,000 schools reported usatisfactory idoor air quality, ad 1 i 4 schools reported usatisfactory vetilatio which impacts idoor air quality. Studets are at greater risk because of the hours spet i school facilities ad because childre are especially susceptible to pollutats. Evirometal Impact Reducig eergy use with a eergy maagemet pla also reduces the school s impact o the eviromet. With icreased eergy efficiecy ad coservatio, schools will reduce their eergy cosumptio. Less eergy used meas less pollutio from the productio of electricity ad combustio of fossil fuels. Below are some of the impacts associated with the eergy sources we rely o for our electricity: Fossil fuels release greehouse gases released whe they are bured. It is ow widely accepted that these gases are causig climate chage. Oil ad atural gas maily come from offshore sites. Oil ca eter the sea from spet drillig sites. Oil refieries ca also discharge oil ito the eviromet as waste. Water flowig through coalmies ad miig spoil ca become polluted. This i tur ca cotamiate ay other water sources the polluted water comes ito cotact with. Methae gas ca be released ito the air from coalmies ad leaks i gas pipelies. Oce methae is i the atmosphere it ca cotribute to climate chage. Nuclear power creates log-term radioactive waste that eeds to be disposed of safely. Dams built for hydroelectric power ca rob dowstream areas of sedimet that degrades riverbaks ad impacts habitat for the species that live there. While the evirometal impacts of solar ad wid power are small compared to those above, their impacts iclude evirometal damage from silico miig, the use of toxic chemicals i the productio of solar cells, ad pollutio caused by the maufacture of steel, cocrete, ad other materials used i wid turbies. School eergy maagemet programs have positive effects that reach far beyod the school s walls. Whe studets walk out the school doors havig leared ways to coserve eergy at school, they brig what they ve leared about beig eergy-coscious cosumers with them ito their lives outside of school. By educatig the ext geeratio to be more coscietious about the eergy that they use, the school will expoetially icrease the positive impact of its eergy maagemet program. PAGE 6 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

7 STEPS TO DESIGNING YOUR ENERGY MANAGEMENT PLAN The primary goal of schools is to provide a teachig ad learig eviromet for teachers ad studets to perform at their best capacity. A quality eergy maagemet pla offers a healthy eviromet for studets to gai kowledge, provides opportuities for fiacial gai, ad promotes evirometal stewardship. Eergy maagemet is good busiess for schools. There are may methods for implemetig eergy maagemet plas. The EPA s ENERGY STAR program developed the followig actio steps for successful eergy maagemet. The diagram illustrates a circular process i which performace is re-assessed o a cotiual basis. I this way, eergy maagemet is a livig process where the actio pla is periodically revised based o the evaluatio of past progress. STEP 1: Make a Commitmet to Eergy Maagemet All successful plas have a strog group of committed leaders ready to implemet them. The first step is the adoptio by the School Board of a Eergy Maagemet Policy for their Policy Maual. After the Board has adopted a Eergy Maagemet Policy, idividual school eergy maagemet plas ca be developed ad implemeted with soud footig. I order for eergy maagemet practices to be successful, especially buildig-wide, a commitmet eeds to be made to put the plas ito actio. Specifically, admiistrative commitmet ad support are key. Puttig together a dedicated eergy team with represetatives from the fudametal sectors of the buildig admiistratio, facilities, ad educatio shows commitmet ad support, ad will help esure success. If eergy efficiecy ad coservatio are core values i a school, a eergy maagemet pla will be sure to succeed. STEP 2: Assess Performace ad Set Goals To determie possible eergy improvemets, begi by bechmarkig the eergy usage of the buildig. Determie baselies by gatherig data with the help of assessmet tools, eergy audit professioals, ad traied buildig users. Baselie data will provide the opportuity to compare eergy use at a later date. Bechmarkig allows your district to compare a school s eergy use i relatio to schools with similar characteristics across the coutry. By bechmarkig buildigs usig the Portfolio Maager tool from ENERGY STAR, the district will also be able to compare their schools to oe aother. This rakig provides data that will help determie where district resources should be allocated to reduce eergy usage ad overall eergy bills. Specific, measurable goals for improvig a school s eergy performace help guide decisios made by users o a daily basis. They provide the foudatio for measurig progress. Goals motivate buildig users to embrace the eergy maagemet pla ad achieve success. STEP 3: Create a Eergy Maagemet Actio Pla Detailed actio plas esure successful eergy maagemet. Actio plas provide the steps eeded to reach goals by implemetig ew practices or improvig eergy behaviors. Successful actio plas iclude steps for all buildig users to complete, icludig teachers, studets, admiistrative staff, ad maiteace / custodial staff as well as members of the greater commuity who utilize school facilities after hours. Oe step that should be icluded i all actio plas is the o-goig moitorig of eergy usage. STEP 4: Implemet the Eergy Maagemet Actio Pla Puttig the actio pla ito practice requires the support ad commitmet of all buildig users. To gai that support, commuicate the actio pla ad raise the awareess of eergy use. The more iformed buildig users are about the eergy maagemet pla, the more likely they are to apply eergy-coscious behaviors. Traiig is a importat aspect of iformig ad motivatig staff. Icetives ca also be cosidered to promote participatio THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 7

8 STEP 5: Moitor ad Evaluate Progress O-goig evaluatio is a itegral part of successful eergy maagemet plas. It provides the opportuity to see improvemets i eergy use. It gives the chace to distiguish where eergy performace ad awareess stad i compariso to the goals. Evaluatio determies the effectiveess of a actio pla ad allows for modificatio to cotiue eergy performace improvemet. Fially, evaluatio of progress allows for ad ecourages the opportuity to recogize accomplishmets. The basis of successful evaluatio is a effective moitorig approach. All sectors of the school commuity ca cotribute to moitorig the program ad providig iformatio that is essetial for the evaluatio process. STEP 6: Recogize Eergy Maagemet Achievemets For log-term success, recogitio must be give to those who are implemetig the eergy maagemet pla - ot just the eergy team, but all buildig users ad participats. Recogitio sustais the people who are puttig the actio pla ito practice every day, provides a opportuity to positively expose the commuity to the eergy maagemet pla, ad offers additioal motivatio for cotiuig eergy-coscious practices. BUILDING BLOCKS OF CHANGE Successful eergy maagemet plas for schools require a whole-buildig approach. However, implemetatio of the suggestios below will positively impact the studet learig eviromet as well as reduce eergy costs. The followig four major areas should be icluded i a eergy maagemet pla: Buildigs ad Equipmet, Maiteace ad Operatios, Trasportatio, ad Buildig Occupats. The role of a school buildig is to provide a comfortable, healthy, ad safe eviromet i which users ca teach, lear, work, ad play. I the followig chapters of this guide are charts that offer a samplig of the myriad opportuities available for improvig a school s eergy performace, ad the positive results that will accrue from makig those improvemets. All eergy improvemets fall ito oe of four categories: Behavior Chage Measures: Eergy-savig actios that ca be immediately itegrated ito the school s daily routie by all buildig users; No Cost/Low Cost Measures: Free or iexpesive improvemets that ca be made to specific eergy systems by desigated members of the school commuity; Operatios & Maiteace (O&M) Measures: Improvemets to existig eergy systems that ca be udertake by the facility s maiteace departmet; Capital Measures: Eergy-efficiet techologies ad desig elemets that are egieered ito major reovatios of existig buildigs or costructio of ew buildigs. (Specific tasks related to each of these categories are detailed i Sectio 3.) By first focusig o chagig eergy-related behaviors, schools build a solid foudatio from which to grow a comprehesive eergy maagemet program. BUILDING THE FUTURE Accordig to the US Departmet of Eergy, high-performace schools are facilities that ehace the learig eviromet for studets while savig eergy, resources ad moey. They ca help studets boost test scores, icrease attedace rates, reduce operatig costs, improve job satisfactio amog teachers ad staff members, ad teach studets ad the commuity at large about evirometal stewardship. With expectatios that studet performace should improve each year, there are few better ways to ivest i the future tha to improve the buildigs they lear i every day. Promotig ad implemetig a eergy maagemet pla ivests i the future of the buildig, the studets, ad the commuity. PAGE 8 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

9 Sectio 2: Steps This sectio provides a i-depth look at the six steps to desigig a Eergy Maagemet Pla. It details a solid process for determiig how best to avigate the time ad space betwee your school s preset eergy use profile ad your eergy-efficiet, future profile. It s just a matter of coectig the two poits i the most effective way for your school commuity. This sectio assumes a district-wide approach; however, the steps are still valid for a idividual buildig or for a subset of buildigs withi a district. STEP 1: MAKE A COMMITMENT TO ENERGY MANAGEMENT Committed idividuals are the most valuable resource a school ca have. A strog commitmet to eergy efficiecy ad coservatio as a core value of the school commuity is the critical factor i the success of a eergy maagemet program. A committed leadership team made up of represetatives from all stakeholder groups admiistratio, faculty, maiteace/custodial staff, studet body, parets, ad commuity members will create mometum for a program that all aspects of the school commuity ca buy ito. Look at ay school district with a successful eergy maagemet program, ad you will fid two key elemets firmly i place: A Eergy Policy that has bee madated by the School Board, ad A active Eergy Maagemet Team (EMT) with a dedicated Team Leader, receivig full support from the Admiistratio. Developig A Eergy Policy A eergy policy provides the directio for the program. It fuctios as a demostratio of district commitmet to eergy maagemet ad as source of specific guidelies. There are may differet approaches that ca be take whe puttig together a eergy policy. (Several examples are provided i Sectio 3, Appedix A.) Sectios that may be icluded: A commitmet statemet Goals Resposibilities Geeral Practices Authorized Temperature Setpoits Whe should a eergy policy be writte? It ca be produced by the admiistratio prior to the formatio of a EMT or the team ca develop the policy. Either way, the policy should be a livig documet that is visible to the commuity ad ope to revisio whe ecessary. We have icluded the developmet of the eergy policy as a part of Step 2, sice its cotet is guided by the fidigs of the buildig assessmets. Buildig a Effective Eergy Maagemet Team (EMT) A school district s aual operatig budget lie for eergy costs is ot just a umerical figure reflectig the sum of utility charges for every kilowatt ad therm used i the buildigs. It s actually the sum total of thousads of everyday decisios made by the people who use those buildigs. Buildigs do t use eergy, people do. The EMT sets goals to help the school achieve eergy savigs, plas ad implemets improvemets, moitors eergy performace, motivates participats, rewards effort, publicizes positive outcomes, ad commuicates with the school commuity as well as the larger commuity. A dedicated EMT is the brai that steers a successful eergy maagemet program, ad the Team is the cetral heart of it, as well. A district-wide program ca form a EMT at the district level that icludes members from each buildig, as well as from each sector of the school district commuity. Alteratively, a district eergy maager or facilities director ca oversee the pla at the district level with EMT s formed i each buildig. I either model, site-based EMT s are the most effective way to implemet a pla, especially i larger districts. I either case, these committed idividuals provide the huma eergy that will profoudly impact the flow of utility-provided eergy i the buildigs. Each member selected eeds to demostrate persoal ad professioal dedicatio to the core value of eergy efficiecy ad coservatio. The district s stakeholders should be idetified ad ivited to participate by providig at least oe represetative. At a miimum, iclude represetatives from admiistratio, faculty, operatios ad maiteace (O&M) staff, operatios, studet body, parets ad commuity groups who use the buildig THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 9

10 Esurig Effective Team Leadership Choosig a Team Leader is a imperative. The team leader ca come from ay sector of the school commuity. I some districts, a voluteer Eergy Coordiator rises from amog the raks of the selected Eergy Maagemet Team members. I other districts, the Eergy Coordiator is a staff member appoited by the Admiistratio. I still others, a part-time or full-time Eergy Maager is hired. I ay case, the Eergy Coordiator must be give authority to implemet the eergy pla ad allotted the ecessary resources. A Attractive Optio: Hirig a Eergy Maager Eergy Coordiators who are also teachers, custodias or other staff members ca be effective, but oly i the time they have available. Their ability to perform tasks is a ever-chagig variable, iflueced by the demads of their primary positio. Part-time or full-time Eergy Maagers, o the other had, have a reliable bak of dedicated time each week to accomplish their objectives, ad they ca be held directly accoutable for performig specific tasks, adherig to timelies, ad geeratig specific outcomes. For those reasos, may districts with successful Eergy Maagemet Programs have chose to hire a part-time or full-time Eergy Maager, allocatig a portio of aticipated eergy savigs for the additioal salary ad overhead expeses. The duties of a Eergy Maager are diverse, ad iclude some or all of these importat resposibilities: (Adapted from ENERGY STAR : Coordiatig ad directig the overall eergy program; Actig as the poit of cotact for Admiistratio ad School Board; Icreasig the visibility of eergy maagemet withi the schools ad school district; Draftig a Eergy Policy; Formig the EMT; Servig as facilitator for EMT meetigs; Bechmarkig the school s eergy usage; Reviewig techical eergy audit reports ad recommedatios, assessig the value of recommedatios, ad summarizig for EMT members; Esurig that teachers get grade-appropriate, NEED eergy efficiecy curriculum, as well as traiig o its use; Seeig that custodias ad staff are adequately prepared for the program; Assistig teachers ad studets i desigig ogoig moitorig programs ad motivatioal compoets; Advisig the studets who will be implemetig the ogoig moitorig pla; Creatig a record-keepig system for trackig iitiatives, implemetatios, ad outcomes; Overseeig the desig ad implemetatio of district-wide awareess ad motivatioal campaigs. Evaluatig proposals from Eergy Service Compaies for performace-based cotractig; Securig sufficiet resources to implemet eergy maagemet strategies; Assurig accoutability ad commitmet from core parts of the District Admiistratio; Developig key ally relatioships with local govermet, area busiesses, utilities, evirometal orgaizatios, state ad federal programs, etc.; Researchig grats ad other fiacial icetives for istallatio of eergy-efficiet systems ad reewable eergy systems, as well as eergy educatio; ad Obtaiig recogitio for achievemets. (For a sample Eergy Director Job Descriptio, see Sectio 3, Appedix A.) By establishig a Board Eergy Maagemet policy, settig up Eergy Maagemet Teams ad appoitig a Eergy Coordiator, the district demostrates a commitmet to eergy maagemet. This commitmet lays the foudatio for the steps that follow. PAGE 10 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

11 STEP 2: ASSESS ENERGY PERFORMANCE AND SET ENERGY MANAGEMENT GOALS I this step, the EMT becomes familiar with what your school or district s eergy profile is at this time ad articulates what it will be i the future, after the actio pla is implemeted. A thorough aalysis of curret eergy cosumptio levels should be completed, based o a review of all eergy related assessmets. This will allow the team to formulate a comprehesive actio pla (Step 3). Specific, measurable goals for improvig a school s eergy performace help guide decisios made by users o a daily basis. They provide the foudatio for measurig progress. Goals motivate buildig users to embrace the eergy maagemet pla ad achieve success. To get started, it is ecessary to take these actios: 1. Bechmark Curret Eergy Usage 2. Baselie Historical Usage 3. Review Prior Eergy Assessmets 4. Coduct a Walk-Through Survey 5. Review Policies ad Procedures 6. Coduct Iterviews ad Persoel Surveys 7. Summarize Fidigs 8. Set Measurable Savigs Goals Actio 1. Bechmarkig To assess possible eergy improvemets, begi by bechmarkig the eergy cosumptio of the buildigs icluded i the program. A excellet o-lie tool for bechmarkig is Portfolio Maager, available o EPA s website at This tool bechmarks a school s eergy use i relatio to all other, similar schools i the coutry. The value to a district usig the Portfolio Maager is that it will provide a rakig of the district s schools by eergy cosumptio. This rakig provides data that will help determie where district resources should be allocated to reduce overall cosumptio. By utilizig Portfolio Maager ad followig the procedures detailed o the website, your buildig ca qualify as a ENERGY STAR School. So, i additio to beig a effective tool for evaluatig progress, Portfolio Maager ca be a importat motivator ad recogitio vehicle for efforts udertake by schools. Remember that studets should be ivolved as much as possible i this step. Their participatio will create excitemet ad will motivate them to become actively ivolved i eergy maagemet efforts. Some of the iformatio required by Portfolio Maager is easily gathered by studets. If the bechmarkig process is iitiated by studets, they ca gather all iformatio by iterviewig ad workig with their buildig s operatios staff. Workig side-by-side with admiistrators ad facilities staff will empower the studets ad give all participats a sese of accomplishmet. (A form that ca be used for gatherig bechmarkig data is provided i Sectio 3, Appedix B.) Actio 2. Baseliig Baseliig ivolves determiig how much eergy a school is usig before it starts its eergy coservatio program i order to: Measure progress ad verify that your efforts are succeedig, Idetify where to focus eergy reductio efforts or zoes that that may eed special attetio, ad Provide data for board report. A baselie is the historical average aual eergy cosumptio by a buildig or the district. Baselies for all utilities should be determied for each buildig i the program. You ca establish baselies by gatherig data with the help of assessmet tools, eergy audit professioals, ad traied buildig users. Baselie data will provide the opportuity to compare eergy use at a later date. The most accurate way to do this is to calculate the average cosumptio based o at least the previous twelve moths of mothly utility data, however, it is better if you use up to three years of data, if there have t bee ay major chages i the buildig over that time. This data is typically available through the district busiess office THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 11

12 Major chages that have occurred durig this period i the buildig structure, occupacy, ad equipmet eed to accouted for ad i complex cases it may be ecessary to ivolve a eergy cosultat to determie accurate baselies. Oce the buildigs are baselied, it becomes possible to compare the performace of your buildig with their performace prior to implemetatio of your program. However, baselies eed to be maaged over time. It is importat to make adjustmets i the baselie ay time major chages such as those metioed above occur i the buildig. This is a excellet time to review past bills to see if errors have bee made. Districts who take the time to review bills sometimes fid discrepacies, ettig them sigificat refuds. Fidig the discrepacies also esures that future billig will be accurate. The collectio ad sythesis of this baselie data may also be of iterest to teachers ad studets. The eergy team should discuss this step together i order to decide the best way to collaborate. Havig all stakeholders ivolved i the iitial bechmarkig will spark iterest i the eergy coservatio efforts. Actio 3. Review Existig Surveys Have eergy surveys bee doe o your buildigs i the past? You may eed to do some ivestigatio. Sometimes these studies are forgotte or misplaced over time, but the iformatio ca be importat to your efforts. Past surveys ca help provide aswers to questios about the curret coditio of buildigs ad ca help guide your efforts whe performig the walk-through survey. Actio 4. Coduct A Walk-Through Buildig Survey A walkthrough survey is a opportuity to get better acquaited with how a buildig is usig eergy. The surveyor eed t be a egieer, but should have some basic backgroud i buildig eergy systems. Most facility operators should have the ecessary backgroud ad this guide provides the tools ad structures ecessary. (See Sectio 3, Appedix C.) They survey will provide you with valuable iformatio o curret buildig coditios, the eergyrelated behaviors of occupats, ad the state of O&M practices. Sice the purpose is to documet what ca be observed i a 2-3 hour period, there is o eed to take extesive measuremets or coduct testig. Some simple equipmet, such as a light meter, thermometer, ad hygrometer ca be used, but are ot ecessary. (A list of basic auditig equipmet is i Sectio 3, Appedix C.) The followig iformatio is of primary importace whe coductig the survey: (Adapted from School Operatios ad Maiteace: Best Practices for Cotrollig Eergy Costs prepared by Priceto Eergy Resources Iteratioal for the U.S. Departmet of Eergy.) Buildig use ad occupacy schedules; Actios ad behaviors by buildig users that affect eergy cosumptio; Shutdow procedures durig ights, weekeds, holidays ad vacatios; Status of cotrol strategies for major buildig systems; A ivetory of major plugloads; Classroom lightig levels ad fixture cotrol; Boiler ad coolig system efficiecy ad maiteace practices; Coditio of steam, water or air distributio systems; Temperature cotrol ad setbacks; Coditio of buildig evelope, widows ad weatherstrippig; Idetificatio of promiet problems (idoor air quality etc.); Cotrol of computers, vedig machies ad other plug loads; ad Assessmet of staff expertise. Some of this iformatio ca be gathered by studets. Usig the structures provided i NEED s Moitorig ad Metorig ad Learig ad Coservig curricula, studets ca participate i this data gatherig. These activities provide meaigful coectios to math, sciece, ad techology cocepts ad are correlated to state ad atioal sciece cotet stadards. PAGE 12 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

13 Actio 5: Review Policies ad Procedures Does your district already have a Eergy Policy? If so, determie if it is outdated. As techology chages ad more iformatio is gathered, the EMT may determie that a ew policy is eeded. If it is a soud policy, it should be reviewed ad revised as part of this step. What other policies are i place that affect eergy cosumptio? Are there procedures or practices that actually ecourage excessive use of eergy? These questios will eed to be aswered as part of this step. Actio 6: Iterviews ad Staff Surveys Oe of the most importat sources of iformatio is the staff of your buildig. Buildig Operators, i particular have crucial iformatio that is available i o other way. Much of the iformatio above ca be gathered through iterviews with buildig operators ad by makig use of trackig forms that they utilize. Other staff ca provide importat isights o buildig culture where it relates to eergy cosumptio ad attitudes towards eergy coservatio i geeral. Staff ca also provide iformatio o how office, kitche, ad educatio-related equipmet is operated. Studets ca play a meaigful role i this stage. Studets ca write ad coduct iterviews with buildig staff to obtai this iformatio. Iterviewig is a importat laguage arts skill that allows the study of eergy to be easily itegrated ito the curriculum. Actio 7: Summarize Fidigs Oce all of these steps have bee take, it will be importat to aalyze all of the data gathered. Bechmarkig will give a idea of how buildigs compare with other, similar buildigs, while the walk-through survey will reveal some of the reasos for the scores achieved. Baseliig will provide details o how buildigs perform over time, which may reveal further opportuities. The fidigs should be summarized i a maer that is complete ad accessible to other district staff. The product of your research should provide clarity for the EMT with respect to your district s prospects for eergy savigs. Realize that these are prelimiary fidigs due to your time costraits ad limited techical expertise. A comprehesive egieerig assessmet will be required before makig recommedatios o major buildig or HVAC reovatios. Major Issues to Summarize: (Adapted from School Operatios ad Maiteace: Best Practices for Cotrollig Eergy Costs prepared by Priceto Eergy Resources Iteratioal for the U.S. Departmet of Eergy.) Profiles that show where the peaks ad valleys of cosumptio are. This sectio should draw correlatios betwee cosumptio patters ad buildig use. District Eergy Costs ad Compariso to Other Districts Idetificatio of Areas of High Use Geeral Strategies to Maage Operatioal Costs with improved O&M Opportuities for savigs through actios of buildig occupats Idetify gaps where more iformatio is eeded Success Stories i Other Districts Prevalet O&M Practices i Your District Availability of Adequate Iformatio ad Maagemet Tools Prospects for Eergy Cost Reductios Possible Sources of Exteral Assistace Actio 8: Set Performace Goals Determie Metrics to be Evaluated: Whe evaluatig a program, it is ecessary to determie what data will be evaluated ad how it will be evaluated. The metrics chose should coect strogly with the goals of the program. While utility data will be importat to evaluate, by itself, it wo t provide a complete picture. The data by itself, will oly tell what the results are, but will ot shed light o the reasos for the results. By addig additioal metrics, you may be able to discover why the results tured out as they did, ad provide data o less tagible areas such as participatio ad compliace. Was last moth s lower-tha-expected performace due to colder tha usual temperatures, a chage i buildig usage patters, or a lack of program promotio? 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 13

14 Sample Data that ca be moitored to help aswer questios: Eergy ad Water Cosumptio: This is the basic data o performace that should be stadard to ay program. These data ca be compared to the baselie or periodically etered ito Portfolio Maager to gauge progress. It is best obtaied by usig the utility bills paid by the district busiess office. Cosumptio data may iclude: Electricity Natural Gas Heatig Oil Water Goals ca be preseted i terms of a specific quatity or percetage decrease i eergy use, such as a 10 percet reductio or a decrease of 300 millio Btus. Goals ca also take a Best i Class approach that aims for a certai level of performace compared to a established bechmark. Behaviors ad Coditios Observed: This data will be observatioal ad will require trackig forms. This type of data ca easily be gathered by studets participatig i the program. Forms should be easy to fill out ad should reflect the data gathered i such a way that it is easily icorporated ito the evaluatio process. Data gathered could iclude observed coditios ad behaviors related to: Lightig Computers Exterior Doors ad Widows Thermostat Settigs Other Factors Affectig Buildig Cosumptio: Most of this iformatio could be gathered by your buildig operator ad much of it may be gathered ad available already. Iformatio that could be gathered icludes: Outdoor Temperature Durig the Moitorig Period (A record of daily average temperatures is available at Hours of Use Operatios ad Maiteace Activities Cleaig Schedules ad Procedures Studet Performace: If eergy educatio is itegral to your program approach, the this data would be a importat gauge of program success: Assessmets o eergy-related coursework Thoroughess of studet moitorig activities Health, Safety ad Comfort: Durig the walk-through, issues related to health, safety ad comfort were most likely idetified. Where these issues itersect with eergy cosumig systems, goals should be set. Data related to these issues ca be gathered i the followig ways: Surveys ad iterviews of staff ad studets Measuremet of airbore pollutats with air moitorig equipmet Observatio of coditios Evirometal Improvemet: This goal traslates eergy savigs ito pollutio prevetio or reductio goals. PAGE 14 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

15 Settig Goals Oce the potetial for improvemet has bee estimated ad program metrics have bee determied, goals ca be established at the appropriate orgaizatioal levels. Eergy performace goals should be formally established ad recogized by seior admiistrators as a missio for the whole district. Specific goals for improvig a school s eergy performace help guide decisios made by users o a daily basis. They provide the foudatio for trackig ad measurig progress. Goals motivate buildig users to embrace the eergy maagemet pla to achieve success ad let occupats kow whe their actios are beig successful. Performace goals drive eergy maagemet activities ad promote cotiuous improvemet. Goals should clear, measurable, ad realistic with specific target dates. This is critical for uderstadig iteded results, developig effective strategies, ad reapig fiacial gais. To set goals, it is importat to have a iformed idea of what level of performace is achievable ad what resources are eeded. There are a variety of ways to determie the potetial. The method you choose will deped o a umber of factors, such as available resources, time, the ature of eergy use at your facilities, ad how the eergy program is orgaized. Whe settig goals, be sure to use the Eergy Team s wide rage of kowledge to help set aggressive, yet realistic goals. Be sure that your admiistratio reviews your goals to elist their feedback ad support. Methods used by leadig eergy programs iclude: (Adapted from ENERGY STAR ) Reviewig performace data: Assessig performace ad settig baselies should help to idetify differeces i eergy use betwee similar facilities, givig a limited, poit-i-time view of your potetial improvemet. Performace data spaig a loger period of time will be more useful for uderstadig improvemet potetial. Bechmarkig: As metioed above, bechmarkig provides a yard stick for evaluatig opportuity whe eough data is available to show treds i eergy use. Lookig at the savigs achieved by similar buildigs ca guide you i settig realistic goals for your buildig. Evaluatig past projects ad best practices: Evaluate past projects ad best practices at higherperformig facilities to determie the feasibility of trasferrig these practices to other parts of the orgaizatio. Reviewig techical assessmets ad audits: Techical assessmets idetify opportuities to reduce eergy use idetified durig techical assessmets ad audits of poorer performig facilities to serve as a strog basis for quatifyig the potetial for improvemet. Comparig goals of similar orgaizatios: Reviewig performace goals of other orgaizatios ca help to guide ad iform you of the potetial for your ow orgaizatio. Likig to orgaizatio-wide strategic goals: Strategic as well as operatioal goals, such as cost reductios, ca also help iform the goal settig process. Estimatig potetial for improvemet should provide you with a startig poit for what is possible. However, some orgaizatios set their fial eergy performace goals based o orgaizatioal factors other tha what is techically feasible. Such factors will affect how eergy performace goals are expressed. I additio to settig various performace goals the followig ca also be utilized: Threshold Goals: The miimum acceptable level of performace. Stretch Goals: Levels beyod the miimum or targets that are used to create a icetive for greater achievemet THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 15

16 Establish a Eergy Policy A eergy policy provides directio for the program ad fuctios as a demostratio of district commitmet to eergy maagemet. Accordig to EPA ( the experiece of its ENERGY STAR parters is that the eergy policies of successful orgaizatios cover four importat criteria: 1. Statig measurable objectives; 2. Establishig accoutability; 3. Esurig cotiuous improvemet; ad 4. Promotig performace goals. The visibility ad vitality of the documet is eve more importat tha the documet itself. The documet eeds to be publicized, provided to commuity members ad referred to i commuicatios from the EMT. It is essetial for log-term success that the policy be a livig documet that is visible to all commuity members. What should be icluded i a Eergy Maagemet Policy? 1. Succict articulatio of the goal(s) of the eergy maagemet program; 2. Official establishmet of a Eergy Maagemet Team (EMT) made up of stakeholders from all sectors of the school commuity, icludig the appoitmet of a team leader to act as the school s Eergy Coordiator; 3. Authorizatio of the EMT to implemet the Eergy Maagemet Program based upo a agreed-upo Actio Pla; 4. A formal commitmet to the Eergy Maagemet Program by the school/school district ad/or admiistratio, esurig that 1) the efforts of the EMT ad the etire school will be recogized, ad 2) recommedatios for chage will be seriously cosidered; 5. Delieatio of the basic roles ad resposibilities of the Eergy Team, i.e. media poit perso, lead teacher, school board liaiso, PTA liaiso, etc.; 6. Establishmet of eergy-related rules for school buildig users from the surroudig commuity, such as scout groups, recreatio leagues, ad adult ight classes; 7. Clearly stated policy, specifyig how ay accrued eergy savigs will be used, icludig provisio for rewardig each participatig sector of the school commuity, i order to promote sustaied effort over time. 8. Guidelies for eergy use by all commuity members. Specific guidelies should be give for all buildig occupats that are related to areas such as lightig, computers, ad persoal appliaces. Also icluded should be guidelies o Operatios & Maagemet (O&M) practices. (Sample Eergy Maagemet Policies are icluded i Sectio 3, Appedix A.) PAGE 16 Eergy Maagemet GuideFor Schools 2007 THE NEED PROJECT P.O. BOX MANASSAS, VA

17 Step 3: Create a Eergy Maagemet Actio Pla Detailed actio plas esure successful eergy maagemet. Actio plas provide the steps eeded to reach goals by implemetig ew practices or improvig eergy behaviors. Successful actio plas iclude steps for all buildig users to complete, icludig teachers, studets, admiistrative staff, ad maiteace ad custodial staff. Oe step that should be icluded i all actio plas is the cotiuous moitorig of eergy usage. This is discussed i Step 5. Creatig A Detailed Actio Pla Usig the baselie data ad guided by their goals, the eergy maagemet team should work together to create a detailed actio pla. A detailed actio pla esures successful eergy maagemet. It lays out the steps eeded to reach each goal by implemetig ew practices or improvig eergy behaviors. (Sample actio plas are provided i Sectio 3, Appedix A. These sample plas ca serve as guides for developig a actio pla to meets the specific eeds of the school.) As you meet to develop a actio pla, be sure that you are guided by the goals of the program. These goals should be used later to evaluate the program. Whe writig specific actio steps, it is importat that they be desiged to help reach the goals. The actio pla serves as a guide to support behaviors that promote eergy efficiet practices. The pla should iclude itegratig eergy educatio ito the curriculum ad makig sure all school sectors uderstad the importace of their participatio i the program. The actio pla should be regularly reviewed ad updated. It is recommeded that this be doe o at least a aual basis, to reflect recet achievemets, chages i performace, ad shiftig priorities. Reachig maximum eergy efficiecy while providig a high-performace learig eviromet requires sustaied effort over time. Whe determiig strategies for your Eergy Maagemet Pla, remember that chage is best implemeted i icremets. The eergy improvemets you make both behavioral ad techical ca the be more easily icorporated by buildig users, whose existig familiar routies are beig affected. Rather tha makig sweepig chages all at oce, pla to make smaller chages over several moths time. For example, istead of madatig a three degree reductio i buildig temperature effective immediately, ask facilities staff to lower the temperature by oe degree for each of the ext three moths. Actio Pla Categories The eergy team should desigate a perso to be i charge of each of the followig categories: Educatio & Traiig: Traiig sessios for all sectors, ot oly teachers ad studets, but the custodial staff, parets ad eve the commuity. Moitorig: Ogoig documetatio of eergy usage i the school buildig. Promotio: Iformig the etire school of the program through activities ad publicatios that raise awareess ad serve as remiders of the program s goals ad promote smart eergy behaviors. Evaluatio: Determiig how closely the school came to meetig the eergy team s goals. To best itegrate good eergy maagemet practices throughout the district, create a iclusive strategy. All sectors of the district commuity should have clear roles, resposibilities, tasks, ad goals established. Iclude all aspects of the district by askig departmets how they ca cotribute. Ask them to idetify the tasks specific to their work that ca cotribute to program success. Other ways to iclude all departmets iclude developig marketig ad commuicatio strategies that iform all aspects of the commuity about the program, ad providig chaels for iput o eergy savig ideas ad strategies. The EMT is a importat vehicle for iclusio, ad ca serve as the mai chael for brigig district persoel ito the process. You ll also wat to idetify those areas where you eed outside help. Cosultats, vedors, suppliers, ad others may be valuable resources to move your program forward. However, some districts fid that they are able to provide all the expertise they eed i-house. Start by reviewig the stregths of your staff ad idetifyig the kowledge gaps as related to the eergy maagemet pla. Be sure to establish clear performace guidelies for cotractors ad remember that the oe thig that ca t be outsourced is the admiistratio of your pla THE NEED PROJECT P.O. BOX MANASSAS, VA Eergy Maagemet Guide For Schools PAGE 17