Department of Campus Facilities

DEPARTMENT OF CAMPUS FACILITIES

ESTATES DIVISION

ENERGY MANAGEMENT

POLICY

(Incorporating Space Temperature Policy)

February 2013

CONTENTS

1.0Introduction

2.0Energy Management Policy Statement

3.0Strategic Objectives

4.0Operating Principles

5.0Schools & Departments

Appendix A. Space Temperature Policy

Appendix B. Outline Energy Saving Checklist

1.0 INTRODUCTION

This policy was prepared bythe Department of Campus Facilities -Estates DivisionandDraft E was approved in principleby the Environmental Advisory Group on 13 April 2010. This draft incorporates subsequent amendments, which will need to be formally endorsed bythe Executive Environmental Team, and then established by the Vice Chancellor, advised by theVice Chancellors Executive and UCET.

2.0ENERGY MANAGEMENT POLICY STATEMENT

POLICY STATEMENT

The Teesside University is committed to responsible energy and water management as part of an overall environmental strategy.

Whilst maintaining operational goals and providing an acceptable working/living environment for staff and students, the University, by efficient management of energy utilisation, aims to:

Minimiseenergy and water use
Minimise energy costs
Minimise environmental impact of harmful emissions
Minimise the depletion of fossil fuels

The University is committed to achieving best practice benchmark standards in energy efficiency for Higher Education establishments.

The University will provide senior level commitment, an appropriate management structure and cost effective resources to achieve these standards which will contribute to environmental improvement and long term sustainability.

3.0 STRATEGIC OBJECTIVES

Long term

To purchase energy and water at the most competitive and advantageous rates to the University.

To utilise energy as efficiently as possible by low cost measures (i.e. good housekeeping, enhanced controls).

To incorporate energy efficient design to all new buildings, refurbishments and equipment utilising sustainable products.

To minimise gaseous emissions and reduce the University’s carbon footprint.

To reduce dependence on fossil fuels by using alternative ambient and renewable forms of energy where it is practical and economic to do so.

Medium Term

To invest in a rolling programme of energy saving measures which will maximise returns on investment in order to generate funds which can be reinvested in further energy management activities.

To introduce a rolling programme of energy awareness campaigns for staff and students.

8.To procure goods and services from organisations demonstrating a positive commitment to corporate social responsibility and energy efficiency where it is practical and cost effective to do so.

Short Term

To identify the monthly energy consumption for each building or part building as required by Part L of the building regulations by the installation of appropriate metering and developing the existing energy monitoring and targeting system.

To publish clear targets for energy consumption and to report progress on the previous year.

To meet regularly with the user groups to inform them of their energy consumptions and reinforce targets and other conservation measures.

4.0OPERATING PRINCIPLES

4.1Responsibility Structure

The Environmental Sub-Committeehas the responsibility on behalf of UCET to develop and update the energy policy and strategy, and to monitor implementation and progress towards achieving annual targets.

The Environmental Sub-Committee,working in conjunction with the Executive Environmental Teamwill seek final approval and ratification of the energy policy by UCET and VCE.

The Head of Maintenanceand the Operations and Energy Managerwill be responsible for managing the policy on a daily basis, and will also be responsible for developing specificenergy saving projects and offeringadvice onthe energy efficiency aspects affecting major capital projects.

The Operations and Energy Manager will manage the energy monitoring and targeting system and, in conjunction with the Head of Maintenance, develop and promote energy awareness campaigns throughout the University. The Operations and Energy Manager will report directly to theHead of Maintenance.

School and Department management teamswill be progressively encouraged to appoint Environment Championsto disseminate all environment policies and in particular within this energy policy, promote the reduction of energy consumption to staff within their respective Schools and Departments.

The designation by Deans/Directors of Schools and Departments of EnvironmentChampionswill assist in the introduction of energy saving initiatives at School/Departmental level, and will also facilitate the dissemination of good practice across the University.

The installation of physical energy conservation measures and controls are essential. However it must be recognised that up to 20% of all energy can be influenced by decisions taken by individuals. Therefore, the efficient use of energy is the responsibility of every member of staff and every student.

4.2 Energy Purchase

Energy in the form of gas, electricity and water will be purchased centrally by the Department of Campus Facilities at the most competitive rates.

Part of the University's electricity will be purchased from renewable sources if the environmental benefits are considered to outweigh any extra cost.

4.3 Investment in Energy Efficiency

The University will aspire to allocateup to5% of annual energy/water revenue expenditure each year to invest directly, or by incorporation within capital or improvement projects,in energy efficiency measures and programmes (subject to budget availability and cost effectiveness).

For measures/projects costing less than £10,000 a simple payback criteria of four years will be applied.

For measures/projects greater than £20,000, discounting methods will be used to appraise and compare projects. A nominal Treasury discount rate of 6% will be applied, and projects with a positive Net Present Value (NPV) will be considered for funding, with priority given to projects with the highest NPV/Capital ratios.

Third party external financing will be considered for large projects requiring major capital investment.

The marginal extra capital for energy efficiency elements will be assessed against revenue savings produced.

4.4Energy Efficiency by Design

The Operations and Energy Manager in conjunction with members of estates staff, will develop a detailed Energy Code of Practice to promote inclusion of energy efficiency best practice standards in the design for new plant or equipment for any building (in accordance with HEFCE requirements). This code shall be used by University staff and external consultants, architects or designers in the design of new plant and equipment; and the code will be integrated into standard contract conditions.

Life-cycle costing and environmental benefits will be systematically reviewed for energy efficiency at the design stage of all new projects.

4.5Monitoring and Targeting

Theexisting Dynamat energy monitoring and targeting system will be developed and expanded.

Use of existing meters and sub-meters, plus agreed new sub-metering, will enable a more accurate assessment of energy performance at an individual building level, or significant elements of a building (e.g. server room cooling plant). Further sub metering to identify School or Department “foot prints” have been identified and estimated and are under consideration within the new Caron Reduction Strategy.

Data from meters will be collected on a monthly basis, analysed and manipulated into a series of reports. Performance relative to target will be assessed on an individual building basis,and corrective action will be taken, when appropriate, to reduce avoidable energy waste.

In the short term, Estates Management will set targets, based upon historical information and reflecting both published benchmarks for higher education buildings and local factors influencing consumption.

It is the eventual aim to develop energy consumption targets in conjunction with the Senior Managers of Schools and Departments and the Director of Finance. [It is difficult at present to monitor energy consumption by each School and Department due to integration of the facilities of Schools and Departments in buildings throughout the campus.]

4.6Room Booking Diary

Core operating hours for the majority of campus buildings are as follows;

Support Buildings: 8.00am. - 5.00pm, Monday to Friday

Academic/teaching buildings:8.00am. - 9.00pm, Monday to Friday

Operation for heating and ventilation outside these core hours is by special arrangement with Campus Facilities, usually through the Room Booking Diary. Approval must be sought from the VCE should there be a demand for extending the above access arrangements to meet the requirements of students, staff or commercial operations.

4.7Maintenance and Plant Control

Energy conversion plant, (boilers, chillers, compressors) distribution systems and equipment with high energy requirementswill be regularly maintained to achieve maximum efficiency.

Plant and equipment will have appropriate controls to minimise energy use and be linked, wherever possible and appropriate, to the University's Building Energy Management Systems.

4.8Awareness Training

Regular awareness and motivation campaigns for staff and students will promote the benefits of saving energy and will offer advice on how to avoid waste.

Environment Champions will attend an annual half-day training session to equip them for their energy role.

Training will be provided for key people who have a significant influence on controlling energy consumption.

4.9Reporting

The Operations and Energy Manager will prepare a monthly report for each building detailing energy and water consumptions relative to agreed performance levels.

The Head of Maintenance and the Operations and Energy Manager will prepare an energy report at the end of each semester for submission to the Environmental Sub-Committee. The report will detail variations from target for each Building, and progress in investment projects and other initiatives.

Each School and Department will be actively encouraged to engage with the Environmental Advisory Group andsubmit proposals for energy conservation initiatives within their respective areas within buildings.

The Environmental Advisory Groupwill prepare an annual energy report and strategy detailing plans for the coming year which will be submitted to the Executive Environmental Teamfor review.

4.10 Renewable Energy

Where practical and cost effective, renewable options will be examined to replace fossil fuels.

5.0SCHOOLSDEPARTMENTS

5.1Energy Management Roles

Deans and Directors of Schools/Departments will be encouraged to support the objectives of the University's Energy Policy and provide encouragement and assistance to staff and students.

Each School/Department will be progressively informed aboutthe energy consumption within the buildings utilised by the respective Schools and Departments. Subject to metering arrangements, this information will be provided with particular reference to the School and Department.

The Operations and Energy Manager will monitor the consumption of energy and water on a monthly basis and issue regular reports to individual Schools/Departments. Schools/Departments may wish to conduct more in-depth local monitoring for specific purposes.

The Operations and Energy Manager will provide the following support and advice to Schools/Departments:

Practical advice as to how energy/water savings can be achieved in order tomeet targets.
Collect, analyse and report monthly on energy/water consumption and costs by Schools/Departments.
Instigate, in liaison with the volunteer EnvironmentalRepresentatives,a programme of rapid energy walkabout surveys, to identify good housekeeping andearly achievable savings.
Analyse the operation of large energy/water using plant/equipment and advise on how to minimise running costs.
Develop technical/financial cases for investment in energy saving projects.

The Operations and Energy Manager will actively support one or more volunteer Environment Representativesin their roles of monitoring for energy and water consumption within each School/ Department.

5.2Departmental Action Plan

To support the University in achieving its long term objectives, each School and Department, in conjunction with the Estates Division will be actively encouraged to;

Promote environmental issues, including energy management, on the agenda for management team meetings at regular intervals.

Prepare an action plan identifying practical measures for achieving savings.

Publicise to staff/students in the Schools/Departments energy/water consumption figures and progress towards agreed targets.

Actively support one or more volunteer Environment Representatives, encourage their activities and arrange for their attendance at a short training seminar.

Identify energy/water intensive items of equipment and liaise closely with the Operations and Energy Manager to avoid wasteful practices.

Examine both running costs and capital costs of proposed new equipment so that utility costs are considered in the decision-making process.

Report changes in building use or occupancy times to ensure heating, cooling, ventilation and other services are provided efficiently.

Raise the awareness of staff and students to the importance of energy/water saving and build this into normal procedures (e.g. laboratory protocols and procedures for cleaning/security staff)

Actively support participation in energy awareness campaigns and encourage the display and dissemination of publicity materials.

Monitor progress of the Departmental Action Plan and submit an annual report to the Environmental Advisory Group.

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APPENDIX A

SPACE TEMPERATURE POLICY

TEESSIDE UNIVERSITY

CMC Environmental Sub- Committee

ADDENDUM TO ENERGY POLICY – JULY 2008

SPACE TEMPERATURE POLICY

FORWARD

The University endeavours to maintain a comfort temperature of between 190C and 210C

throughout all academic/office areas and between 210C and 230C throughout residential

areas.

HEATING PERIODS

Academic areas:

Heating hours are optimised to be at comfort temperature from 8.00am to 9.00pm, Monday to Friday, as requested via the room booking service from the start of theAutumnterm toMay 1st inclusive.

Office Areas:

Heating hours are optimised to be at comfort temperature from 8.00amto5.00pm, Monday to Friday, from thestart of theAutumnterm to May 1st inclusive.

Outside stated heating times, the University provides heated study areas withinthe Library, optimised to be at comfort temperature from 7.30am to 12pm, sevendays a week, from the start of theAutumnterm to May 1stinclusive.

Outside stated heating times, the University is unable to heat individualacademic rooms or floors unless a zoned or separate heating system isavailable.

The heating season may be extended during May and brought forward duringSeptember if there are periods or expected periods where the outside day timetemperature does not rise above 16ºC.

Residential areas:

Heating hours are optimised to be at comfort temperature from 7.30am untilmidnight, seven days a week, throughout the year.

WINTERTIME CONDITIONS (SEPTEMBER TO MAY 1st)

The University recognises that, as an educational establishment, the majority of our staff andstudents assume a sedentary position whilst working and studying. Accordingly, we aim tomaintain workplace temperatures between 190C and 210C (see Appendix A), which themajority of staff and students should be satisfied with.

In accordance with the Workplace (Health, Safety and Welfare) Regulations 19921, the

University endeavours to maintain a minimum temperature of 160C

1 The Workplace (Health, Safety and Welfare) Regulation 1992, outlines particular heating requirements for workplaces.

Regulation 7 specifies that during working hours, workplace temperatures should be ‘reasonable’. The regulation defines

reasonable, as ‘should normally be 16oC’.

Experience in running our estate reveals some variations in temperature are due to the

extensive glazing and concrete framing incorporated in to some of our buildings. Staff andstudents should bear this in mind when evaluating their feeling of comfort if moving aroundthe University.

How you can help during wintertime conditions:

Check room temperatures are not uncomfortably high. If temperatures are over

210C, turn down the heating.

In buildings where individual temperature control of radiators and opening windows is not possible, extremes of temperature should be reported to Estates either through existing channels in Schools, or by contacting the Estates helpline (2041)

Ensure internal doors are closed between areas of different temperatures,such as an office and corridor, as this will keep the heat in and reduce colddraughts.

Ensure windows and outside doors are closed whilst the heating is on.

Ensure radiators are not blocked by heat absorbing furniture or files.

Anticipate weather conditions and determine the type of clothing you shouldwear each day.

Consider keeping a spare jumper in the office for those occasional 'off days'when you may feel chilly.

Do not sit in sedentary positions for extensive periods.

Arrange office furniture so that you can reach the radiator valve to turn on/offand up/down as you require or contact the Estates Help Desk.

Avoid draping clothing or other articles over radiators as they absorb the heatbeing given off.

Try to sit where you can feel the radiant heat from the radiator or sunshine.

If your room is feeling stuffy; renew the air by fully opening a large window for 10

minutes and promptly close.

SUMMERTIME CONDITIONS (MAY 1st TO START OFAUTUMN TERM)

As a general rule, the University does not control space temperatures from May 1stto the start of theautumnterm as the environmental and financial consequencesof doing so are significantly high particularly when the majority of rooms are vacant. Room occupants are therefore asked to cope with anyoccasionally high summertime temperatures by opening windows and using the curtains orblinds that are provided.

The University will consider either mechanical or refrigerant air-conditioning where:

Natural ventilation is insufficient for oxygen replenishment and air movement.

Stale, hot or noxious fumes require removal from toilets, cooking canopies, fume

cupboards or the like.

Room processes require close temperature control.

The combined effects of the heat input from people, lights, machinery and solar

gain cause the room temperature to consistently rise above 28ºC and where all

other options have been exploited.

Air-conditioning will only be permitted following debate and approval of each individual case by the Vice Chancellor’s Executive.

How you can help during summertime conditions:

Ensure that cooling is not on at the same time as heating.

Check that doors and windows are kept closed to prevent the loss of conditioned

air.