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Indoor Environmental Quality Policy

Indoor Environmental Quality (IEQ) Policy

PURPOSE

The purpose of this policy document is to establish a proactive approach to maintaining a high Indoor Environmental Quality (IEQ) program at the University of Florida (UF). By doing so, the University aims to safeguard the health, comfort, and productivity of faculty, staff, and students. This policy establishes a structured approach to identifying, addressing, and managing indoor environmental concerns, ensuring a safe and efficient indoor environment.

Scope

This policy applies to all UF buildings, facilities, and enclosed spaces where faculty, staff, students, and visitors may be exposed to indoor environmental factors. This includes offices, classrooms, laboratories, residence housing, assemblies, and common areas. The policy governs the maintenance, monitoring, and management of air quality, moisture control, ventilation, sanitation, and chemical exposure to ensure a safe and comfortable indoor environment.

Policy Statement

Recognizing the critical role of indoor environmental quality in the health, well-being, and productivity of faculty, staff, students, and visitors, UF Environmental Health and Safety (EH&S) is dedicated to upholding a high standard of indoor environmental management. In collaboration with UF Facilities Services, EH&S is taking proactive measures to help prevent and mitigate IEQ concerns by implementing best practices in building maintenance, environmental monitoring, and occupant awareness. All faculty, staff, students, and visitors are expected to adhere to this policy to support a healthy indoor environment.

Authority

By authority delegated from the University President, the Vice-President for Business Affairs is responsible for the safety of all University facilities. Under this authority, policies are developed and implemented to provide a safe learning, research, working, living, and recreational environment.

Reference – OSHA 29USC§654, 5(a) 1; Health & Safety Best Management Practices

Definitions

  • Chemical Exposure: Contact with airborne or surface contaminants such as volatile organic compounds (VOCs), cleaning agents, laboratory chemicals, or industrial materials that may pose health risks, including respiratory irritation, allergic reactions, or long-term health effects.
  • Environmental Health & Safety (EH&S): The department responsible for promoting and maintaining a safe and healthy environment through regulatory compliance, risk assessment, and safety programs related to occupational safety & health, environmental protection, and best practice standards.
  • Facilities Services: The UF maintenance team responsible for building upkeep, environmental quality, and responding to IEQ concerns for mitigation across all University divisions.
  • HVAC (Heating, Ventilation, and Air Conditioning) System: The mechanical system responsible for maintaining indoor temperature, humidity, and air circulation to promote a healthy indoor environment.
  • Indoor Environmental Quality (IEQ): The overall conditions within a building that affect the health and well-being of its occupants, including air quality, lighting, temperature, humidity, and noise levels.
  • Mold Growth: The production of mold spores in indoor environments due to excessive moisture, which can lead to health issues and structural damage.
  • Occupant Awareness: The education and engagement of faculty, staff, and students in recognizing, preventing, and reporting indoor environmental issues.
  • Safety Concern: Anything of concern that appears to not be safe and has the potential to result in someone being injured if not corrected.
  • Ventilation: The process of supplying fresh air to and removing stale air from an indoor space to maintain acceptable indoor air quality.
  • Water Intrusion: The unwanted entry of water into a building through leaks, flooding, condensation, or plumbing failures, which can lead to mold growth, structural damage, and indoor air quality issues.

Responsibilities

EH&S – Industrial Hygienist (IH):

    1. Oversee IEQ Program: Responsible for managing the indoor environmental quality (IEQ) program and serving as the primary point of contact for all IEQ-related issues at UF.
    2. Evaluate IEQ Concerns: Receive IEQ concerns and determine the appropriate action based on established guidelines or professional judgment.
    3. Conduct Investigations: When necessary, conduct site investigations to assess IEQ issues and implement corrective actions.
    4. Document and Communicate Findings: Thoroughly document all IEQ-related activities, including investigations and findings, and communicate relevant information to administrators, staff, and other stakeholders.
    5. Collaborate with Departments: Work closely with other UF departments (e.g., Facilities Services, UF Project Managers) to address IEQ remediation efforts.
    6. Bring in Additional Expertise: Recognize when specialized professionals (either in-house or external consultants) are required for evaluating complex IEQ situations.
    7. Serve as Information Resource: Act as a primary resource for materials, guidance, and best practices on maintaining good indoor environmental quality.

Facilities Services:

    1. Maintain IEQ Standards: Ensure that all sites are maintained in a condition that supports good indoor environmental quality.
    2. Report and Collaborate on IEQ Issues: Report any IEQ concerns to EH&S and collaborate with them, or other departments, for assessments and remediation when necessary.
    3. Provide Maintenance and Remediation: Carry out maintenance, repairs, and remediation work on both interior and exterior building components, ensuring that work does not negatively affect IEQ. A detailed list of specific Facilities Services responsibilities regarding IEQ is provided in a separate document.

Building Occupants:

    1. Health and Safety Responsibility: Building occupants are responsible for their own health and safety, as well as for the health and safety of colleagues, students, and the broader UF community.
    2. Report IEQ Concerns: Promptly report any IEQ-related concerns (e.g., poor air quality, water intrusion, or mold issues) to Facilities Services and/or EH&S.
    3. Follow Safe Practices: In their work or study activities, building occupants must adhere to safe and healthy work practices, including those that promote and maintain good indoor environmental quality. Detailed guidelines are available in a separate section of this document.

UF Project Managers/Departments:

    1. Prevent IEQ Issues During Renovations: Ensure that renovation projects in occupied buildings do not create IEQ problems. This includes ensuring that contractors adequately isolate work areas from other parts of the building to prevent contamination.
    2. Report IEQ Concerns: Report any IEQ concerns to Facilities Services and EH&S as soon as they arise during the project.
    3. Collaborate with EH&S and Facilities Services: Work closely with EH&S and Facilities Services to ensure proper mitigation strategies are implemented before, during, and after renovation projects to avoid compromising IEQ.

Contractors/Vendors:

    1. Maintain IEQ During Work: While performing work on UF property, contractors/vendors are responsible for ensuring their activities do not degrade the indoor environmental quality of the building.
    2. Implement Controls to Prevent Exposure: Ensure all work is done with proper containment and controls to prevent contamination or exposure to building occupants. This includes adhering to protocols for hazardous materials, dust, and air quality.
    3. Clean Work Areas: Contractors must leave work areas clean and free from any contaminants. A final inspection will be conducted to ensure that no IEQ concerns remain post-work.
    4. Pre-Work Planning: Contractors should submit an IEQ plan before beginning work, detailing how they will mitigate any potential impacts on indoor environmental quality. Contractors are required produce the appropriate Safety Data Sheets (SDS) for any chemical they intend to use on site. Failure to comply with these standards may result in corrective actions. Separate policies covering contractor safety requirements and IEQ issues during construction and renovation activities are in place and can be found on the EH&S web site.

Procedures

Several factors contribute to an acceptable indoor environment, which prioritizes comfort and the absence of pollutants. The following guidelines are essential to maintaining a healthy indoor environment:

  1. Air Quality and Comfort: The indoor environment should be free from noxious odors and dust and maintained at a comfortable temperature and humidity level. These factors, alongside adherence to ventilation guidelines and standards, ensure comfort for most occupants.
  1. Mechanical Systems Maintenance: All mechanical equipment (e.g., air handling units and exhaust fans) must be kept in working order, clean, and free from contamination. Any significant sources of contaminants must be isolated from occupied spaces, and major contamination sources must be controlled promptly.
  1. Maintenance and Construction Activities: These activities must be conducted in a way that does not negatively impact the indoor environmental quality in occupied spaces.
  1. Common IEQ Terms and Definitions: The following terms help clarify indoor environmental concerns:
    • Sick Building Syndrome (SBS):
      A condition where building occupants experience various health or comfort issues (e.g., headaches, eye irritation, and respiratory discomfort), often without a clear or specific cause. No specific illness is identified, but symptoms are linked to time spent in the building.
    • Building Related Illness (BRI):
      Illnesses directly caused by exposure to airborne pollutants in the building. Conditions like Legionnaire’s disease and hypersensitivity pneumonitis fall into this category and require immediate investigation.
  1. Sources of Contaminants: IEQ issues are typically linked to ventilation deficiencies or exposure to biological or chemical contaminants. These can include:
    • Chemical Exposures: Use of improper cleaning solutions, room deodorizers, or heavy perfumes.
    • Biological Exposures: Allergens (e.g., dust mites, cat dander) or bioaerosols (e.g., mold, bacteria).
  1. Seasonal Patterns and Respiratory Illnesses: Some respiratory illnesses follow seasonal patterns (e.g., flu season in late fall and winter, increased allergies in spring and fall), which may not be related to indoor air quality.
  1. Vulnerable Populations: Certain individuals are more susceptible to the effects of indoor air contaminants, including:
    • People with allergies, asthma, or respiratory diseases
    • Those with suppressed immune systems (e.g., due to chemotherapy or certain medications)
    • People who wear contact lenses
    • Individuals exposed to environmental tobacco smoke, either in or outside of the work environment.
  2. Interaction of Environmental Factors: The indoor environment results from interactions among the site, climate, building structure, mechanical systems, construction techniques, contaminant sources, and building occupants. An IEQ issue arises when pollutants or other sources of discomfort exist indoors, outdoors, or within mechanical systems.
  1. HVAC Systems Role in IEQ: The HVAC system, which includes heating, ventilation, and cooling equipment, plays a crucial role in maintaining IEQ by:
    • Controlling temperature and relative humidity to provide thermal comfort
    • Distributing outdoor air to meet ventilation requirements
    • Isolating and removing contaminants through filtration, exhaust fans, and pressure control.
  1. Thermal Comfort: Thermal comfort is influenced by various factors, including clothing, activity levels, age, and individual physiology. ASHRAE Standard 55 outlines the temperature and humidity ranges that provide comfort for most individuals engaged in non-strenuous activities. These ranges are presented in the following chart.

11. Humidity and Thermal Comfort:

  • Humidity as a Factor in Thermal Comfort: Humidity plays a key role in thermal comfort. High relative humidity (over 60%) can make it harder for the body to regulate temperature through perspiration, causing discomfort. On the other hand, low humidity (below 30%) can dry out mucous membranes and lead to irritation in the eyes and upper respiratory tract.
  • Humidity Extremes and IEQ Problems:
    • High Humidity: Promotes mold growth and dust mite presence.
    • Low Humidity: Accelerates the release of fungal spores and causes discomfort through mucous membrane irritation.
    • Condensation Issues: Lowering room temperature does not lower humidity; instead, it can raise relative humidity, leading to condensation on surfaces if the room temperature meets the dewpoint temperature (100% humidity).

12. Carbon Dioxide (CO2) Levels: CO2 levels are often measured during IEQ investigations as an indicator of ventilation system effectiveness.

  • ASHRAE Standard 62.1: Suggests that indoor CO2 levels should not exceed 700 ppm above the outside air level to indicate sufficient ventilation.
  • Typical Outside Air CO2: Ranges from 350 to 400 ppm.
  • OSHA Permissible Exposure Limit: 5000 ppm for an 8-hour Time Weighted Average (TWA).

The following table summarizes the University’s allowable ranges and limits for various parameters associated with the indoor environment in occupied buildings. 

Parameter

Criteria

Carbon Dioxide

< 700 ppm above ambient levels

Carbon Monoxide

< 4 ppm

Radon

< 2 pCi/L

Relative Humidity

30% – 60%

Dry bulb Temperature

69º – 79ºF

Airborne dust levels

< 50 ug/m3

Volatile Organic Compounds (VOC)

500 ug/m3 (as measured with a direct reading PID)

IEQ Compliant Reporting & Assessment Process

  1. Reporting Concerns: All indoor environmental quality (IEQ) concerns should be reported directly to the EH&S office at (352) 392-1591. A log will be maintained for all IEQ complaints, recording the date received and any subsequent actions taken.
  2. Categorization of Complaints:
    • Comfort or Mechanical Complaints: If the complaint relates to comfort or mechanical issues (e.g., malfunctioning HVAC equipment), the IH Coordinator will forward the concern to Facilities Services or Residence Housing for resolution.
    • Health-Related Complaints:
      If the complaint is health-related, the IH Coordinator will conduct a field assessment within 72 hours, whenever possible. In the case of an emergency, the situation will be addressed immediately.

3. Assessment Process: The IH Coordinator will perform a thorough assessment of the complaint, documenting the findings. A written summary outlining the assessment results and any relevant recommendations will be provided to the appropriate parties.

4. Resolution of Concerns: All IEQ concerns will be investigated with the aim of reaching a mutually satisfactory resolution for all parties involved.

Sampling & Laboratory Analysis

When air sampling is deemed necessary, a sampling strategy must be developed based on a thorough understanding of the building’s operation and the specific concerns raised. It’s important to note that there are no regulatory limits for acceptable mold levels for indoor environments. Additionally, the permissible exposure limits (PEL) for chemical contaminants set by OSHA are generally intended for industrial settings, not office or classroom environments.

Measuring specific chemical or biological contaminants can be costly. Before investing time and resources in air quality measurements, it is crucial to determine how the results will be used, which substances should be sampled, when and where samples should be taken, and the appropriate methods for sampling (e.g., air monitoring with cassettes, meters, surface tape lift, & bulk) and analysis to ensure the data is meaningful.

After an assessment, the IH Coordinator will determine if additional testing is needed. If sampling or a laboratory analysis of collected samples is required, EH&S will only provide up to five (5) free mold testing samples at no cost to the department (on UF main campus only). If further testing is required beyond the 5 free samples for mold testing, any additional costs will be charged to the department for the area being evaluated. Besides mold testing, all other sampling types (i.e., badges, tubes, pumps, or specialized equipment) will be charged to the department for the area being evaluated. No sampling will be conducted without prior authorization from the affected department. A quote will be provided prior to any sampling.

Communication & Collaboration

Effective communication is essential in any IEQ assessment/investigation. Maintaining open and transparent communication among all involved parties ensures that findings, remediation plans, and concerns are shared in a timely and constructive manner. This approach helps prevent misunderstandings, fosters trust between staff and administration, and promotes a proactive approach to environmental health and safety of the UF campus community.

Collaboration between departments plays a crucial role in addressing IEQ concerns. EH&S works closely with Facilities Services, the Office of Sustainability, Housing, IFAS, Planning, Design & Construction, UF Health, and other campus partners to ensure a coordinated response to IEQ issues. Departments are encouraged to report concerns promptly through the appropriate channels, allowing for swift assessment and resolution.

For complex IEQ cases involving multiple staff members or work areas, informational meetings with the affected individuals and the IH Coordinator can be arranged. These meetings provide a structured opportunity to discuss concerns, review findings, and outline remediation steps. EH&S also offers resources, guidance, and training to help faculty and staff understand and mitigate potential environmental quality issues.

By fostering a culture of open dialogue and interdepartmental collaboration, EH&S is committed to maintaining a safe and healthy indoor environment for all students, faculty, and staff.

Training

Although there are no legally mandated training requirements for university staff performing IEQ-related remediation, general awareness training is strongly recommended for those involved in these activities.

EH&S offers both general IEQ awareness training and task-specific training tailored to IEQ concerns. Staff can coordinate with EH&S to arrange appropriate training sessions.

Portable Air Cleaners & Filters

Under normal conditions, air conditioning system filtration, combined with routine cleaning, should be sufficient to maintain indoor air quality. As a result, portable air-cleaning units are generally unnecessary.

However, some staff may choose to use personal air-cleaning devices within their workspaces. If personal air cleaners are used, only those equipped with High-Efficiency Particulate Air (HEPA) filters are recommended. These units vary in size and effectiveness, with small table-top models providing minimal benefit.

EH&S does not endorse portable air cleaners and will not approve institutional funding for their purchase. Questions regarding their use should be directed to Environmental Health and Safety.

Ozone-Generating Air Cleaners

Some air-cleaning devices generate ozone, either intentionally or as a byproduct, with manufacturers claiming they improve air quality. However, ozone is a toxic gas with potentially harmful effects.

The use of air cleaners that generate ozone is strictly prohibited. For more information on ozone-generating devices, please contact the IH Coordinator.

Prevention

Our goal is to cultivate a healthy and safe living, learning, & workplace environment on all UF properties through an effective IEQ program.

 1. Awareness & Reporting – EH&S promotes awareness and provides safety education to support a culture of proactive risk management. EH&S will oversee and maintain:

  • IEQ Policy: A current and comprehensive document outlining UF’s IEQ standards and best practices.
  • Injury/Incident Reporting Platform: A UF web-based reporting system for tracking and managing safety concerns. There is no cost for UF employees, students, volunteers, or visitors to access and use this platform for reporting.
  • EH&S Risk Management: The Risk Management team will administrate the injury/incident and safety concern reporting.
  1. Hazard Identification & Mitigation – EH&S will actively identify, investigate, and mitigate safety hazards or concerns that require corrective action. This includes:
  • Conducting assessments in response to reported IEQ concerns.
  • Coordinating assessments/investigations to determine root causes and necessary interventions.
  • Implementing and monitoring corrective actions to improve indoor environmental conditions.
  1. Education & Training – EH&S offers a variety of educational resources to promote safety and best practices related to injuries and environmental hazards. Training opportunities include:
  • Online and in-person courses tailored to specific audiences.
  • Targeted safety training to address identified risks and best practices.
  • Accessible training resources via the EH&S website: EH&S Training.
  1. Remediation & Risk-Based Prioritization – If remediation is required, a structured approach will be followed, with priorities assigned based on risk levels. The appropriate UF department will develop and implement:
  • Short-term solutions to immediately address urgent concerns.
  • Medium-term corrective measures to ensure sustainable improvements.
  • Long-term strategies to prevent recurrence and enhance overall indoor environmental quality. A written plan should be developed.
  1. Hazard Control Measures – EH&S encourages the use of the Hierarchy of Controls to eliminate, reduce, or manage hazards effectively. This approach prioritizes:
  • Elimination – Removing the hazard entirely.
  • Substitution – Replacing the hazard with a safer alternative.
  • Engineering Controls – Implementing physical barriers or modifications to reduce exposure.
  • Administrative Controls – Establishing policies, procedures, and training to minimize risk.
  • Personal Protective Equipment (PPE) – Providing protective gear as a last line of defense.

By adhering to these principles, UF ensures a proactive and comprehensive approach to maintaining a safe and healthy indoor environment for all students, employees, and visitors.

Emergency Response Contacts

Building Occupants – To minimize the risk of potential IEQ issues, building occupants should follow these guidelines. This checklist can also serve as a reference for an initial site-based assessment when an IEQ complaint is reported.

 1. General Cleanliness & Hygiene

  • Clean up spills or leaks immediately to prevent moisture-related issues.
  • Eat only in designated areas to avoid pest infestations and sanitation problems.
  • Reduce clutter, as excess supplies and personal items on the floor or open shelves can hinder proper cleaning. Closed cabinets are preferable for storage.
  • Minimize settled dust accumulation on horizontal surfaces by maintaining regular cleaning practices.
  • Wash hands frequently to help prevent the spread of illnesses such as the flu and colds.
  1. Air Quality & Ventilation
  • The use of chemical air fresheners (e.g., plug-ins, sprays) is prohibited due to the release of volatile organic compounds (VOCs), which may trigger respiratory conditions.
  • Do not bring in a personal air cleaner without consulting the IH Coordinator. Some air cleaners pose safety risks and may not be suitable for indoor environments.
  • Do not block or alter air conditioning vents or diffusers without contacting Facilities Services. Changes to airflow can impact the entire system, including temperature regulation.
  • Windows and doors should remain closed if the building’s air system does not support natural ventilation, as opening them may disrupt airflow and temperature balance.
  1. Pest & Mold Prevention
  • Do not bring insecticides from home; all pest control concerns should be reported to EH&S Pest Management.
  • Avoid overwatering potted plants and eliminate standing water in plant pots, as they can become a significant source of mold.
  • If experiencing a sewer gas odor, run water in the sink or pour a bucket of water into a floor drain to rehydrate dried-out traps.

Facilities Services – The following checklist outlines best practices for Facilities Services staff to help prevent indoor environmental quality issues. Some scheduled tasks may be subject to internal department program directives.

  1. Dust Control & Cleaning
  • Regularly clean surfaces in occupied spaces to prevent excessive dust buildup.
  • Use dusting methods that do not reintroduce dust into the air, as airborne allergens are directly linked to dust accumulation.
  • Vacuum floors regularly with vacuum cleaners equipped with “micro-filtration” disposable filter bags.
  • Clean carpet spills immediately to prevent stains and moisture retention.
  • Periodically clean carpets to remove accumulated dust and contaminants, using techniques that minimize moisture exposure to ensure rapid drying.
  • Address flooded carpet areas promptly using wet vacuums and extraction methods. Wet areas must be dried within 24 hours to prevent mold growth (see EH&S Water Intrusion Problems guidelines).
  • If carpeting is affected by sewage backup or outdoor flooding, it must be replaced before the area is reoccupied.
  • Always follow label directions when using cleaning chemicals.
  1. Air Conditioning & Ventilation
  • Regularly change air filters in HVAC units. Filter lifespan varies; high-efficiency pleated filters often last longer than 30 days.
  • Upgrade low-efficiency filters to at least 30-35% efficiency pleated filters where possible. Never downgrade filter efficiency.
  • Ensure filters fit properly, with no gaps between or around sections.
  • Inspect fan belts and other mechanical components at least as often as filters are changed.
  • Periodically inspect air handling units for visible biological growth on internal components.
  • Use drain pan anti-fouling tablets only during cooling months and remove them in heating months to prevent chemical off-gassing.
  • Maintain chilled water temperatures at levels that maximize dehumidification efficiency (where applicable).
  • Clean supply and return diffusers periodically to remove dust buildup.
  • Inspect outdoor air intakes regularly for insect or bird nests. Ensure grills and screens remain clean and unobstructed.
  • Keep pollutant sources (e.g., dumpsters, running vehicles) away from outside air intakes.
  • Verify proper operation of exhaust fans on a regular basis.
  • Do not store cleaning chemicals or other hazardous substances in mechanical rooms.
  1. Miscellaneous Considerations
  • Water-damaged or stained ceiling tiles with visible mold growth must be replaced and not painted over.
  • Any porous building materials affected by mold due to water damage must be replaced.
  • Follow EH&S mold remediation guidelines when addressing mold concerns.
  • If a foul odor is present in a room, inspect for potential sources such as spoiled food, garbage, or deceased animals before contacting the IH Coordinator.
  • Reminder to follow Asbestos policy for areas where asbestos may be suspected or known.

Emergency Response COntacts

References

Additional References, Regulations or Policies:

Documents and Revisions

DateDocumented ChangesInitials
   
   
   
   
UF IEQ Policy_Final_3.2025Download