Issue link: https://hi.iaq.net/i/844521
Immediate communication is vital and is easiest if a few strategic steps are taken before an IAQ problem arises. First, ensure that a spokesperson is ready by having a working understanding of the communica tion guidance found in this section and a background knowledge of IAQ as outlined in EPA's IAQ Tools for Schools IAQ Reference Guide. This person should also have complete access to information as the investi gation progresses. Because of these qualifications, the school's IAQ coordinator may be a good choice for spokesperson. Second, establish a plan for how you will communicate to the school community. The school community includes all occupants of the school, parents, the school district administration and school board, the local union, and the local news media. Paying attention to communication when solving a problem helps to ensure the support and cooperation of school occupants as the problem is investigated and resolved. There are basic, yet important, messages to convey: • School administrators are committed to providing a healthy and safe school. • Good IAQ is an essential component of a healthy indoor environment. • IAQ complaints are taken seriously. When a problem arises, communication should begin immediately. You should not wait until an investigation is nearly completed or until final data are available before providing some basic elements of information. Communications, whether in conversations or in writ ing, should include the following elements in a factual and concise manner: • The general nature of the problem, the types of complaints that have been received, and the loca tions that are affected; • The administration's policy in regard to providing a healthy and safe environment; • What has been done to address the problems or complaints, including the types of information that are being gathered; • What is currently being done, including factors that have been evaluated and found not to be causing or contributing to the problem; • How the school community can help; • Attempts that are being made to improve IAQ; • Work that remains to be done and the expected schedule for its completion; • The name and telephone number of the IAQ coor dinator, who can be contacted for further informa tion or to register complaints; and • When the school will provide the next update. Productive relations will be enhanced if the school community is given basic progress reports during the process of diagnosing and solving problems. It is advis able to explain the nature of investigative activities, so that rumors and suspicions can be countered with fac tual information. Notices or memoranda can be posted in general use areas and delivered directly to parents, the school board, the local union, and other interested constituents of the school community. Newsletter arti cles, the school website or other established commu nication channels also can be used to keep the school community up to date. Problems can arise from saying either too little or too much. Premature release of information when da ta-gathering still is incomplete can cause confusion, frustration and future mistrust. Similar problems can result from incorrect representation of risk—improperly assuming the worst case or the best. If even simple BEFORE PROBLEM DURING PROBLEM Select & Prepare Spokesperson Develop Notification Strategy Communicate Immediately Provide Progress Report Provide Summary Status Report 82 Energy Savings Plus Health | INDOOR AIR QUALITY GUIDELINES FOR SCHOOL BUILDING UPGRADES