university’s climate action plan - rochester institute … maximize the efficiency of...

Templates of Action

To Assist with Preparing

University’s Climate Action Plan

(CAP)

Preparing the first Climate Action Plan (CAP) can be a difficult task. With this in mind a set of Templates of

Action was developed to provide a realistic tool for review of university’s operations and to help identify

intentions and opportunities for each task team. We hope that other universities will find our templates

useful as they develop their CAPs.

2011

Witold Bujak - Sustainability Manager at RIT

CAP – Templates of Action ii

Contents Introduction ........................................................................................................................................... 1

Templates of Action .............................................................................................................................. 2

Facility Operations ............................................................................................................................ 2

Mission Statement: ............................................................................................................................ 2

Objectives: ..................................................................................................................................... 2

Suggestions: ................................................................................................................................... 2

Food Service ....................................................................................................................................... 5

Mission Statement: ............................................................................................................................ 5

Objectives: ..................................................................................................................................... 5

Suggestions: ................................................................................................................................... 5

Grounds ............................................................................................................................................. 6

Mission Statement: ........................................................................................................................ 6

Objectives: ..................................................................................................................................... 6

Suggestions: ................................................................................................................................... 6

Education and Outreach ................................................................................................................... 7

Mission Statement: ........................................................................................................................ 7

Objectives: ..................................................................................................................................... 7

Suggestions: ................................................................................................................................... 7

Purchasing ......................................................................................................................................... 8

Mission: .......................................................................................................................................... 8

Objectives: ..................................................................................................................................... 8

Suggestions: ................................................................................................................................... 8

Recycling ............................................................................................................................................ 9

Objectives: ..................................................................................................................................... 9

Suggestions: ................................................................................................................................... 9

Transportation .................................................................................................................................. 10

Objectives: .................................................................................................................................... 10

Suggestions: .................................................................................................................................. 10

R∙I∙T Rochester Institute of Technology

CAP – Templates of Action 1

Introduction

To satisfy the American College and University Presidents’ Climate Commitment (ACUPCC), universities select

designated task force (TF) teams with a mission of preparing their Climate Action Plans (CAP). Those teams --

dedicated to the common goal of charting a successful path toward climate neutrality—should be comprised of

members representing the education, research, community outreach, facilities, purchasing and other activities on

the campus. Preparing the first CAP can be a difficult undertaking even to those experienced individuals, although a

comprehensive pragmatic approach can make the job of the TF team easier. With this in mind a set of Templates of

Action was developed to provide a realistic tool for review of a university’s operations and to help identify intentions

and opportunities for each team.

A template begins with a mission statement that is focused on the key role of each entity as it relates to reducing

carbon emissions, campus ecology or sustainability-related activities in the education, research and campus

outreach; preparing the mission statement is an important step in re-defining its own purpose and goals. Objectives

are a set of solutions, incentives, resources and other tools that should be developed and retained to maintain and

achieve the strategic plans and goals. Suggestions are practical means that will make the objectives achievable.

Universities differ in their structures, physical size and environmental impact on the local and global ecology. It is

suggested that each template is evaluated by the university TF team and adapted to meet their specific needs using

the following general process:

Develop a list of processes, procedures, incentives and resources to identify, promote and measure

opportunities with the potential to reduce greenhouse gas emissions associated with that group’s focus area.

Rank the processes, procedures, incentives and resources identified by the team based on their projected

impact on reducing the carbon footprint, considering the first costs, annual costs, CO2 reduction potential,

implementation feasibility and other characteristics unique to the measures.

Create an initial strategic plan addressing the requirements for implementing, benchmarking and quantifying the

measures identified in the previous tasks.

Develop a structure to permanently support the carbon emission reduction efforts and the education of the

university and local communities.

Process Flow and Deadline Control Table

Item Deadline

1 Develop CAP process template

2 Kick-off meeting for division members

3 Brainstorm ideas, set priorities and develop matrix of priorities and costs over time

4 Develop milestones

5 Prepare scenarios

6 Develop narrative

7 Vet scenarios, rank and select the most probable

8 Submit draft proposal to CAP Integrator


Templates of Action

Facility Operations

Mission Statement:

As the main provider of utilities, Facility Operations assumes a leading role in reducing carbon-based

emissions, developing and implementing the best in class environmental practices in support of the

American College & University Presidents’ Climate Commitment.

Objectives:

Develop processes, procedures, solutions, incentives and resources to recognize, measure, impact,

and reduce the existing footprint of carbon-based emissions associated with the operation,

maintenance, and upkeep of the interior and exterior spaces of the facilities and grounds, along with

intra-facility transportation and other processes and systems that fall within the operational boundaries

of the University as declared in GHG Inventory and the jurisdiction of Facilities

Develop and implement a strategic plan that defines and quantifies processes procedures and

benchmarks addressing the University environmental and energy efficiency goals that guide the design,

upgrades and repair of new and existing facilities, utility systems and equipment, thereby increasing the

efficiency, sustainability, comfort and reliability of the campus infrastructure

Provide a University structure to permanently support the carbon emission reduction efforts, utilizing

energy analysis, commissioning, reporting and forecasting.

Develop policies guiding the selection and purchase of utilities, cleaning supplies, materials, fuels,

consumables, replacement equipment, vehicles, etc., based on their sustainability, how they are

harvested, manufactured, packaged and delivered and other appropriate characteristics to minimize

their embodied carbon

Develop vital statistics and a collaborative platform to transparently illustrate the progress in achieving

the Climate Action Plan of the University in relation to the responsibilities of Facilities and the

stewardship of land, water and built environments.

Suggestions:

Develop the following sustainable policies and processes for the University facilities departments and

support their proper implementation:

o University Energy Policy: Guidelines and setpoints for maintaining acceptable internal space

conditions, indoor air quality and a system of checks and balances to continuously assess

operations to reduce variation from the norms established by the policy

o Operation Reporting Procedures: In support of the University Energy Policy, implement a

reporting procedure that will automatically generate daily, weekly, monthly and annual status

reports listing setpoint changes, trending, overrides, alarm densities and other daily dynamics,

along with the number of outstanding HVAC system alarms remaining in the daily stack, in an

effort to quantify the impact of these changes on the carbon footprint

o Sustainable Construction Policy: An enforceable policy including pre and post score sheets

that calculate the impact of Value Engineering decisions that had taken place after construction

documents

o Contractor’s Performance Integration Policy (CPIP): mandating commissioning of all

deliverables according to University standards and assures results through contractual

contingencies

o Green Building Policy: Specifications addressing required materials, recycling content, light

transmittance, insulation factors, energy factors, water use minimization and other sustainable


parameters for use in the project design and submittal documentation, based on the LEED,

local and state codes and best practice recommended for the universities, including:

Certification of all new and renovated buildings to LEED standard assuring:

Design to a LEED specification with (an initial) minimum achievement of LEED

Silver certification

Design based on a carefully prepared Owner's Project Requirement (OPR) and

Base of Design (BOD) documentation

Designed based on the energy modeling input

Completed with a design thoroughly reviewed by an internal engineering team

Commissioned with 'zero defect' goal, confirmed throughout a basic and

extended commissioning

Commissioned with full resolution of all punch list items

Followed up with a ten-month-review and survey of building occupants to

establish a level of customer satisfaction in the building’s use and its comfort

Furnishing new buildings with a public display showing a demonstration of building's

energy performance indicative of the energy use by various normalization factors

Participation in available energy incentives programs

Develop a position for a dedicated Energy Analyst (EA), whose role is focused on finding system

deficiencies through a continuous investigative work, problem solving and verification of corrections, in

an effort to decrease emissions throughout the campus

Develop building energy metering systems including:

o Continuous monitoring of its energy sources, including gas, electric, heating and cooling

consumption, renewable energy, and water and sewer usage per each building

o Meter balance reports to show the accuracy of energy metering, (for example, compare a total

sum of heating energy metered in each building against a total metered heating output

produced at the central plant). Do this for all utility supplies

o Trend and tracking process for each building integrated with the associated energy

benchmarks/profiles to support continuous, intelligent analysis of the energy consumption and

its variations over time

o Development of the utility charges and a department-based billing process based on network of

building-based meters, feeding the data into dynamic matrixes utilized for implementation of a

real-use charges appropriated to the University entities according to the amount of energy

utilized

o Develop media to educate and impact a building occupant’s behavior with focus on the

resources conservation, CO2 based control and other applicable opportunities

Organize a revolving commissioning program, reinforced through the development of a dedicated

Commissioning Authority (CxA)

o The University CxA will be responsible for existing building infrastructure, new construction and

renovations to maximize energy performance, asset value, life expectancy and reduction of

emissions associated with their use

Develop procedures for accurately and continuously tracking the data needed for the GHG inventory

submission. Institutionalize each task so its completion becomes routine, supported by personal

responsibility, accountability and proper supervision

o Development of procedures, supporting tools, archives and reporting methods to continuously

track data, impact of changes, measuring of progress and updating the milestones through

updates of Climate Action Plan (CAP)

o Development of Refrigerant Replacement and Loss Log record as needed for GHG reporting

o Development of methods and systems to allow for online creation, collaboration, sharing,

storage and retrieval of GHG and CAP records, transparent and native to a common PC

software platform.


Develop operational procedures favorable to reducing the University’s carbon footprint and increasing

its sustainability

o Incorporate sustainability parameters into the prioritization of equipment replacements,

calculating the potential of the carbon released or saved and use it as one of the considerations

of the selection process

o Develop maintenance procedure policies that detail recycling of CFLs, fluorescent and mercury

containing lamps and increased recycling of other electronic components

o Implement sustainable housekeeping, grounds, HVAC, painting, etc. policies and procedures

o Maximize the efficiency of university-owned vehicles, centralize Facilities’’ operations to reduce

the vehicle miles associated with maintenance functions, purchase green fuel vehicles, develop

a replacement vehicle policy, etc.

Develop outreach opportunities on efficiency and sustainability topics for the campus and outside

communities

o Work within the University and engaged communities to share lessons learned and encourage

adoption of sustainable practices.

o Promote and maintain activities that encourage exchanges, swaps and resale of surplus

products and supplies.

o Investigate resource conservation, reuse and recycling options and encourage adoption of

those by all members of the University community.

o Organize open forums, town meetings and other publicly available events that would inform the

community of the Facilities’ progress in sustainability, application of new products and

technologies and progress in energy efficiency and GHG curtailment

o Provide a public forum for vendors demonstrating exceptionally sustainable quality of product

or service

o Participate in large public events by including demonstrations of sustainable methods,

products and achievements implemented as a consequential aspect of University’s innovation,

progress and involvement in the Presidents’ Climate Commitment

o Review sustainable performance of leading educational institutions in search of ideas,

approaches, current progress and achievements in area of sustainable facilities, energy and

emission curtailment through implementation of their Climate Action Plans.


Food Service

Mission Statement:

As the main provider of prepared foodstuffs to the campus community, Food Service assumes a leading

role in reducing carbon-based emissions through integrating opportunities to reduce imbedded carbon

associated with purchasing; developing and implementing measures to aerobically compost organic wastes;

and Institute environmental practices in support of the American College & University Presidents’ Climate

commitment.

Objectives:

Develop solutions, incentives and resources to lower the environmental burden of the University’s food

service operations while maintaining a nutritional quality, product appeal and requirements of health

standards

Implement a strategic plan that defines and quantifies the imbedded carbon associated with the

purchase of foodstuffs used by dining services and develop benchmarks and procedures to measurably

reduce carbon

Provide a structure to permit the collection, measurement and composting of organic waste by aerobic

methods

Investigate the selection and purchase of recyclable dishware, utensils and packaging along with a

method to collect, measure and recycle the used material

Implement procedures to improve the efficiency of water usage by the food service locations.

Suggestions:

Develop a sustainable food purchasing policy for the University and support its proper implementation

and periodic revisions, and furthermore:

o Recognizing that sustainable purchasing is a critical component of preserving natural

resources, lowering of operating costs and reducing waste investigate procedures to reduce

carbon emissions associated with the growth, manufacture, delivery and use of foodstuffs,

materials and their disposal

o Develop supplier requirements with business partners, contractors and suppliers to drive

sustainable and socially conscious practices

o Construct procurement policies for the purchase of commonly used supplies, materials,

equipment and services to minimized their environmental costs

Disposable plates and dishes (bio-degradable if practical)

Cleaning solvents (bio-degradable)

Packaging (recyclable, bio-degradable or containing a minimum packaging mass)

Investigate resource recovery, conservation, reuse and recycling including the:

o Application of the energy recovery equipment in cooking, ventilation, heating, air conditioning

and dishwashing equipment and processes

o Implementation of run-time minimization for all energy consuming equipment and processes

o Recycling of cooking oil

Develop the following outreach and educational instruments to improve the efficiency of use and

reduction of carbon associated with food service functions:

o A Vendor Questionnaire Form to monitor food market supply chains including details of

harvesting, manufacturing, packaging, delivery and disposal of goods to assist in purchasing

“green” products

o An assessment tools designed to evaluate effectiveness of this policy and make changes when

necessary

o Fliers to encourage customers to adopt the recycling and other sustainable practices

o Participation plans for public events to demonstrate and deploy sustainable food service practices, products and processes.


Grounds

Mission Statement:

As the department charged with the responsibility to maintain the University land, roadways, parking lots,

sidewalks, playing fields and vegetation beds, the Grounds team assumes a leading role in reducing

carbon-based emissions associated with their upkeep.

Objectives:

Develop policies, solutions, incentives and resources to decrease the environmental burden of the

University on the local ecosystem by maintaining synergistic harmony of the natural and built environment;

enhancing ecological value and size of woods, wetlands and agricultural land; protecting natural and native

spices of fauna and flora; and enhancing growth of the mutually beneficial forestall sink of the CO2 on

campus grounds.

Suggestions:

Develop a practical composting policy that includes realistic solutions to systematically collect, process

and dispose of the aerobic composted materials

o Develop and implement use of assessment tools designed to evaluate effectiveness of this

policy by:

Creating the goals, benchmarks, reports and statistics to plan, trend and track

progress of campus recycling

Creating mechanism for monthly tracking of recycling data and implementation of

corrective actions

Comparing the University’s performance with the achievements of other similar

universities

Develop a plan to replace vehicles and gas fueled equipment with comparable equipment that emits

lower CO2

o Natural gas

o Biodiesel

o E-85

Reduce the quantity of nitrogen-based fertilizers used on site.

Develop strategy to increase carbon sinks on campus through habitat enhancements, no mow zones,

reforestation or other efforts.

Establishment of edible landscaping that can be used in campus dining operations.


Education and Outreach

Mission Statement:

To educate, instruct, inform and promote behavioral changes of University’s stakeholders, students,

business partners and engaged communities on the sciences associated with carbon emissions and global

warming.

Objectives:

Develop solutions and strategies to educate, instruct, inform and promote behavioral changes of

University’s stakeholders, students, business partners, and engaged communities. Create an environment

that encourages faculty and students to share sustainable experience, knowledge, tools and educational

resources. Develop community outreach programs that could propel University into sustainability leadership

in the community.

Suggestions:

Develop a Sustainability Across the Curriculum initiative. This may be though workshops, course

redesign grants, establishment of university wide sustainability learning outcomes for example.

Organize open forums, town meetings and other publicly available events that would inform the

community on University’s progress and sustainable performance.

Use easily recognizable promotions like Campus Sustainability Day, Earth Day, Recycle Day, etc.

Reach out to local colleges, universities and high schools to educate, exchange information, coordinate

joint activities to reduce global carbon emissions

Become an active participant at large public events to present sustainable processes and

breakthroughs, opportunities and possibilities based on the University’s innovation and progress

Invite key experts and representatives to community gatherings to present, discuss events and

exchange information

Become an active part of the University Open House events, to raise awareness of educational courses

available to freshmen in sustainable areas of study

Encourage and engage University’s student population in sustainability initiatives, energy competitions,

recycling and club activities that address environmental needs of RIT and community at large

Work with the University on the deployment of public displays addressing current and pending events,

building energy performance, recycling and other sustainable topics

Initiate a regional clean energy demonstration and resource center to inspire, educate, and assist

members of the wider community on availability and use of renewable energy

Develop new ideas for the University sustainability website and University News media to attract a

larger audience of internal and external readers

Review the sustainable performance of leading educational institutions in search of ideas, approaches,

current statuses and achievements in area of a community outreach component of the Climate Action

Plan.


Purchasing

Mission:

Strive to conduct activities in an ecologically and economically sound manner and will promote responsible

consumption and environmentally sound practices among all members of the University community. We

recognize that sustainable procurement practices are a critical component of preserving natural resources,

lowering operating costs, and minimizing waste.

Objectives:

Develop solutions, incentives and resources to lower the environmental burden of purchasing and procured

products by developing requirements for sustainable goods, products and services distinguished by their

extended life expectancy, high ranking efficiency, high content of recycled materials or certifiable pre-

consumer use. Other sustainable opportunities should consider how purchased products are harvested,

manufactured, packaged and delivered. These characteristics should be imbedded in procurement

requirements and documents for direct purchases and competitive bids.

Suggestions:

Develop a sustainable purchasing policy for the University and support its proper implementation by:

o Recognizing that sustainable purchasing is a critical component of preserving natural

resources, lowering of operating costs and waste minimization, specify whenever possible

and reasonable, the use of sustainable, environmentally friendly systems, equipment and

materials

o Ensuring that supplies, materials, equipment and services are procured at the lowest

possible monetary and environmental costs

o Incorporating a commitment to purchasing the Energy Star certified appliances and

products

o Promoting business with design firms, consultants, contractors, manufacturers and

suppliers that consistently demonstrate sustainable and socially conscious business

practices

o Giving preference to locally owned businesses or produced products where possible

Develop and maintain a database of suppliers and materials complying with University’s sustainable

purchasing policy

Develop procurement tables with details and parameters of measuring the sustainability of

recommended equipment, appliances and other items listed below:

o Electronic equipment, desktop computers, notebooks, monitors, printers, copiers, scanners

and overhead projectors

o Copiers and printers should be comparable with the use of recycled products and

defaulting to double sided printing

o Electric motors and motor driven appliance should have a high energy efficiency ratings

o Water appliances should have low water flow characteristics

o Car fleet should consider electric-hybrids, biodiesel and high MPG characteristics

o Cleaning solvents should be biodegradable

o Packaging should use recyclable, biodegradable or similar materials and contain a

minimum of packaging mass

Work within the University and engaged communities to share lessons learned and encourage adoption of sustainable practices.


Recycling

Mission Statement:

The University’s Recycling Department exists to actively promote proper waste management through

Recycling and Waste Minimization. We do this by developing solutions, initiatives, and educational

programs that encourage sustainable behavior throughout the University in order to facilitate change in our

Global community.

Objectives:

The Recycling Department has set a goal of recycling over 50% of the waste that leaves the campus. In

order to meet the goal of recycling half of the Institute's waste, the Recycling Department is working

continuously to raise awareness of the benefits of recycling and to make recycling more convenient for

everyone.

Suggestions:

Recognizing that recycling is a critical component of preserving natural resources, lowering operating

costs and improving waste minimization, develop a comprehensive recycling and composting policy for

the University open space and grounds and support its implementation:

o Develop a comprehensive recycling policy addressing:

dormitories and housing collection routines that support sorting, storage and

distribution mechanisms to “free-cycle” the usable items during the move-in and

move-out days

New construction and renovation projects including a reporting platform

Recycling at University events, celebrations, festivals and public events

Annual actions focused on collection and disposal of electronics, computers, cell

phones, printers and other hazardous and post-consumer materials

o Develop and implement use of assessment tools designed to evaluate effectiveness of this

policy by:

Creating the goals, benchmarks, reports and statistics to plan, trend and track

progress of campus recycling

Creating mechanism for monthly tracking of recycling data and implementation of

corrective actions

Comparing the University’s performance with the achievements of other similar

universities

o Develop a campus-wide recycling contest supported by a matrix’s table to allow

comparison and measurement of the individual and collective achievements

o Participate in the nationwide recycling events including the America Recycles Day and

RecycleMania

o Develop a Vendor Qualification Form to assess the level of vendor’s operational

efficiencies considering the type of provided recycling stream (single vs. comingled) and

the hauler’s driving distance from the base from the University’s campus

o Create a recycling informational campaign to educate campus community


Transportation

Objectives:

The Institute is committed to improve the vehicular and pedestrian movements on campus. The recently

prepared Comprehensive Parking and Transportation Strategy focuses on the analysis of opportunities and

improvements in the existing transportation patterns; bus and shuttle transit services; parking allocations;

and advancements in bike and pedestrian traffic. These new initiatives are part of a coordinated effort to

introduce sustainable Travel Demand Management (TDM) techniques to our community.

Suggestions:

Develop methods to accurately record emissions from University-related transportation sources

Encourage use of low energy, fuel efficient (LEFE) vehicles by faculty, staff and students, including the

motorcycles, electric vehicles (EV) and hybrids, by providing preferred parking incentives, EV charging

stations and other incentives

Develop and maintain solutions and incentives to reduce emissions associated with campus commuting

like carpooling, park and ride, and rideshare programs. Create and support a culture that encourages

faculty, staff and students to share transportation resources

Develop programs and infrastructure that encourages the student population to minimize driving within

the University campus

Develop a bikeway infrastructure including bike-thruways, shelters and storage, parking equipment and

shower facilities.

o Provide and encourage the use of U-bike, a free on-campus bike use program and bike

tune-up services

Work with the local Transit Authority on developing cost-effective commuter options and bus route

alternatives.

o Provide and expand subsidized Bus-Pass programs for work-related transportation of

faculty, staff and students, and make available transportation to nearby shopping centers

for campus residents

Increase the number and capacity of energy efficient residence halls on campus and in its vicinity to

minimize number of commuting students and their commuting distance

Introduce and expand the use of alternative fuels in University fleet vehicles and provide adequate

filling and charging infrastructure

Develop a University telecommuting policy and support its implementation

Create a regional clean transportation demonstration and resource center to inspire, educate, and

inform

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