Building Resources for Schools

Role of the School Custodian 

Your school Custodial Engineer’s primary responsibility is to ensure your school building is ready for occupancy on a daily basis. Custodial Engineers are responsible for day to day custodial & maintenance operations for their schools (HVAC, fire prevention systems, daily cleaning, outside grounds, emergencies, budgets, supplies, supervision of custodial staff).

Since Custodial Engineers report to, and are rated by, school Principals, they should meet on daily basis to discuss building issues & set schedule to tour school building together to ensure cleaning & maintenance standards are met.

Your Deputy Director of Facilities performs managerial oversight at a district level of day-to-day custodial operations including skilled trades/contract work & capital work performed by School Construction Authority (SCA). They are a resource for you in helping maintain a clean and safe school environment.

Custodial Engineer’s Responsibilities

  • Order necessary supplies in order to clean and maintain the school properly
  • Responsible for the school building(s) at all times and must respond to all emergencies
  • Ensure that the entire school environment is safe and clean at all times
  • Responsible for assigning a suitable alternate in their absence
  • Works under a performance-based contract
  • Responsible for minor repairs
  • Responsible for creating work order requests based on the needs of the school
  • Custodians are responsible for scheduling and entering employee time keeping through ADP Vantage.
  • Possible shifts for a Custodial Engineer
    • 6am to 3pm
    • 7am to 4pm
    • 8am to 5pm
    • 9am to 6pm

Custodial Employees 

Custodial Engineers employ a team that reports directly to the school Custodial Engineer.

  • School Stationary Engineer
  • School Fireperson
  • School Handyperson
  • School Cleaner 

Custodial Budget 

School Building Allocations are based on square footage

  • Custodial budgets are maintained and managed in MyGalaxy. Custodians have a MyGalaxy account to review and manage their budgets.
  • Custodian’s salaries are based on square footage.
  • Custodial budgets may include emergency and activity funding according to the specific site.
  • Custodians also receive a separate supply and toolbox allocation. 

Role of the Principal in Building Management 

  • Day-to-day supervision of the school’s custodial engineer
  • Annual rating of the Custodial Engineer’s performance
  • Maintain awareness of when Custodial Engineer is in and out of the building during working hours
  • Sign off on Custodial Engineer’s timesheet
  • Escalate facilities issues or concerns to the Custodial Engineer and the assigned Deputy Director of Facilities

Division of School Facilities

School Stat 

Conducts periodic, non-technical, visual inspections of NYC school buildings focusing on cleanliness, repair and fixture deficiencies 

Scores are assigned to each condition to determine target areas that require special attention and corrective action 

Sustainability 

  • Integration of sustainability in operations, facilities & education at all DOE schools in accordance w/Chancellor’s Regulation A-850 & goals (Carbon neutrality by 2050, Zero waste by 2030) 
  • Provides variety of programs, trainings, workshops, events & professional learning opportunities for school stakeholders, teachers, Sustainability coordinators, students, administrators, Office of Food & Nutrition Services (OFNS) staff & custodial staff

Emergency Preparedness 

Monitors citywide events for any potential impact on schools & disseminates information to appropriate parties 

Environmental Health & Safety 

Monitors environmental conditions in schools 

  • Coordinates appropriate responses to potentially harmful situations (i.e., asbestos, lead paint, drinking water quality, air quality, mold, dust conditions)
  • Tests, remedies & corrects situations involving suspected exposure to potential hazardous substances 

COVID-19 Response 

COVID-19 Response and Use of DOE Space

Outdoor Yard Space 

  • Partnership w/Department of Parks & Recreation
  • 268 playgrounds currently in the program
  • Playgrounds available to communities from 8AM to dusk when school is not in session (weekdays, weekends & holidays)
  • AKA PlaNYC with goal of bringing all New Yorkers within a 10 minute, ¼ mile walk of a park by 2030
  • School receives funding to operate & maintain the playground

Improvement Projects 

General Maintenance 

General maintenance work for a school building can be performed by the school’s Custodial Engineer in consultation with the assigned Deputy Director of Facilities. General maintenance includes the day-to-day operations of the facility and repair or replacement of equipment due to normal wear and tear of the operating components of the building’s facility and grounds. 

This type of work is funded by the Division of School Facilities at no cost to the school.

Improvement Projects (Market Maker) 

Schools may opt to fund additional work beyond the scope of general maintenance. Initiate this request with your school custodial engineer and Deputy Director of Facilities. 

After the work has been completed, the contract manager approves the vendor’s application for payment and pays the vendor using the funds provided to DSF by the school through its Purchase Order to DSF. 

Third-Party Requests

  • Work will be done by contractor selected by school/organization where contractor does not have direct contract w/DSF
  • Requested work to be entered in Third Party Portal for review & appropriate approvals
  • Funded by school or organization (i.e. Parents Association or non-profit, etc.) 

Building Improvement Projects page

Systems 

Building Management 

Custodial Rating System 

Recycling Plan Application 

Chancellor's Regulations Related to School Buildings 

A-415 DOE Emergency Notification System

English, Spanish, Chinese, Bengali, Russian, Urdu, Arabic, Haitian Creole, Korean, French

A-640 Filming at School Facilities

English

A-850 Sustainability

English, Spanish, Chinese, Bengali, Russian, Urdu, Arabic, Haitian Creole, Korean, French

A-860 Naming And Renaming A New York City Public School or A Particular Area Within A New York City Public School

English, Spanish, Chinese, Bengali, Russian, Urdu, Arabic, Haitian Creole, Korean, French

C-810 Smoke-Free Environment Policy

English

D-130 Use of School Buildings by Candidates, Elected Officials and Political Organizations, and Conduct of School Employees and Officers with Respect to Political Campaigns and Elections

English

D-180 Extended Use of School Buildings

English

Custodial Circulars

Circular No.SubjectDate Issued
3 – 2022/23Vacancies10/28/2022
2 - 2022/23 2022-23 SCHOOL YEAR RE-OPENING CIRCULAR9/1/2022
1 - 2022/23 Cleaning and Disinfection Guidance During the Current Monkeypox Outbreak9/1/2022
10 - 2021/22 FISCAL YEAR 2022 YEAR-END ADJUSTMENTS6/29/2022
9 - 2021/22 FISCAL YEAR 2023 SUBMISSION SCHEDULE6/29/2022
8 - 2021/22 FISCAL YEAR 2023 CUSTODIAL SUPPLY PROGRAM6/29/2022
7 - 2021/22 CIRCULAR NO. 7 - 2021/22 Inspection card for Sprinkler & Standpipe Systems and Emergency Shower & Eyewash Stations5/25/2022
6 - 2021/22 Travel and Reimbursable Expenditure form CV-24/13/2022
5 - 2021/22 ADDENDUM TO BUILDING SERVICES CIRCULAR NO. 5 - 2021/223/24/2022
5 - 2021/22 OFFICE OF BUILDING SERVICES CIRCULAR NO. 5 – 2021/223/18/2022
5 - 2020/21 OFFICE OF BUILDING SERVICES CIRCULAR NO. 5 – 2020/213/18/2022
4 - 2021/22 VACANCIES10/29/2021
3 - 2021/22 Standard Operating Procedures for Dust Mitigation10/18/2021
2 - 2021/22 Water Flushing Protocol10/14/2021
1 - 2021/222021-22 SCHOOL YEAR RE-OPENING CIRCULAR8/31/2021
8 - 2020/21 FY 2021 YEAR-END ADJUSTMENTS6/29/2021
7 - 2020/21 FISCAL YEAR 2022 SUBMISSION SCHEDULE6/29/2021
6 - 2020/21 FY 2022 CUSTODIAL SUPPLY PROGRAM6/29/2021
4 – 2020/21 Vacancies Announcement, Application for Transfer10/30/2020
3 - 2020/21 Personal Protective Equipment (PPE) Distribution Program10/9/2020
2 – 2020/21 Building Ventilation and Domestic Water System Readiness9/25/2020
1 – 2020/21 OFFICE OF BUILDING SERVICES CIRCULAR NO. 1 – 2020/218/25/2020
6– 2019/20 FY 2020 YEAR-END ADJUSTMENTS6/29/2020
5– 2019/20 FISCAL YEAR 2021 SUBMISSION SCHEDULE6/29/2020
4– 2019/20 FY 2021 CUSTODIAL SUPPLY PROGRAM6/29/2020
3 - 2019/2020 OPERATION AND MAINTENANCE PROCEDURES (O&M) OFDETERIORATED LEAD-BASED PAINT10/19/2021
2 – 2019/20 OFFICE OF BUILDING SERVICES CIRCULAR NO. 2 – 2019/2010/9/2019
1-2019/20 Office of Building Services Circular NO. 1-2019/208/23/2019
4 - 2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 4 – 2018/196/27/2019
3 - 2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 3 – 2018/196/27/2019
2 - 2018/19 ADDENDUM TO BUILDING SERVICES CIRCULAR NO. 2 – 2018/194/29/2019
1-2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 1 – 2018/1910/18/2018
7 - 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 7 - 2017/186/28/2018
6 - 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 6 - 2017/186/28/2018
5-2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 5 – 2017/186/27/2018
4-2017/18 Fiscal Year 2019 Custodial Operating Building Budgets6/20/2018
3 – 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 3 – 2017/184/19/2018
2–2017/18 Modification of Current Custodial Spending Patterns3/20/2018
1-2017/18 Vacancies Announcement, Application & Addendum9/7/2017
9 - 2016/17 FY 2018 Custodial Supply Program6/28/2017
8 - 2016/17 FY 2018 Submission Schedule6/27/2017
7 - 2016/17 2017 Fiscal Year End Adjustment (Addendum)6/27/2017
7 - 2016/17 2017 Fiscal Year End Adjustment6/27/2017
6-2016/2017 Vacancies Announcement, Application & Addendum4/20/2017
5 – 2016/17 Closing of HSBC Accounts3/20/2017
2016/17 Addendums attached to Building Services Circular 4-2010/11 Addendum to Building Services Circular NO. 4-2010/111/17/2017
4 -2016/17 Circular No. 4 – 2016-1711/30/2016
3-2016/17 Vacancies Announcement, Application & Addendum10/6/2016
2-2016/17 Vacancies Announcement, Application & Addendum9/9/2016
1–2016/17 Custodial Employee Transition to NYC School Support Services, Inc8/11/2016
9-2015/16 Cancellation of New York State Insurance Fund Workers’ Compensation Accounts6/28/2016
8-2015/16 Hourly Wage Rate for Newly Hired Local 32BJ Cleaners6/28/2016
7-2015/16 Total FY 2017 Supply Allocation (Includes Toolbox)6/30/2016
6-2015/16 Employment Transitioning of Custodial Employees6/22/2016
5-2015/16 Amendment to dust mop service expenditure and PO1/PO2 procedures after separation from DOE service1/29/2016
3-2015/16 YEAR-END ADJUSTMENT OF COMPENSATION12/3/2015
4-2015/16 P.O. #2 YEAR-END GUIDELINES12/3/2015
2 – 2015/16 Vacancies Announcement, Application & Addendum10/22/2015
1-2015/16 Office of Building Services Circular7/2/2015
5 – 2014/15 Vacancies Announcement, Application & Addendum5/7/2015
4 -2014/15 Vacancies Announcement, Application & Addendum2/12/2015
3 - 2014/15 P.O. #2 YEAR-END GUIDELINES12/8/2014
2 - 2014/15 YEAR-END ADJUSTMENT OF COMPENSATION12/5/2014
1A - 2014/15 ADDENDUM TO BLDG SERVICES CIRCULAR NO. 1 - 2014/1510/17/2014
1 - 2014/15 Vacancies Announcement, Application & Addendum10/14/2014
6 – 2013/14 FY 2015 CUSTODIAL SUPPLY PROGRAM6/19/2014
5 - 2013/14 Vacancies Announcement & Addendum3/20/2014
4 - 2013/14 P.O. #2 YEAR-END GUIDELINES12/11/2013
3 - 2013/14 YEAR-END ADJUSTMENT OF COMPENSATION12/10/2013
2 - 2013/14 FUEL OIL – OPERATIONAL PROCEDURES10/10/2013
2 - 2011/12 NYC SAFE HANDLING OF UNIVERSAL & ELECTRONIC WASTE6/18/2013
4 - 2012/13 Vacancies Announcement, Application & Addendum3/28/2013
3 - 2012/13 P.O. #2 YEAR-END GUIDELINES12/10/2012
2 - 2012/13 Year End Adjustment of Compensation12/9/2012
1 - 2012/13 Vacancies Announcement, Application & Addendum10/5/2012
7 - 2011/12 CUSTODIAL SUPPLY PROGRAM9/25/2012
6 - 2011/12 PCB Caulk Best Management Practices for NYC School5/3/2012
5 - 2011/12 Vacancies Announcement2/22/2012
4 - 2011/12 P.O. #2 YEAR-END GUIDELINES12/8/2011
3 - 2011/12 YEAR-END ADJUSTMENT OF COMPENSATION12/7/2011
2 – 2011/12 NYC Safe Handling of Universal & Electronic Waste8/31/2011
2 - 2011/12a NYC Safe Handling of Universal & Electronic Waste8/31/2011
2 - 2011/12b Universal Waste Label for Batteries & Mercury Cont8/31/2011
1 - 2011/12 Vacancies Announcement and Application8/18/2011
6–2010/11 Custodial Supply Program6/22/2011
5-2010/11 Reduction of Custodial Building Allocations6/16/2011
4-2010/11 T-12 Ballast Inspection Protocol4/11/2011
7-2009/10 Vacancies Announcement and Application4/16/2010
3-2009/10 FDNY Interior fire alarm C OF F code changes12/11/2009
4-2009/10 Year End Adjustment of Compensation12/11/2009
5-2009/10 P.O. #2 Year-end guidlines12/11/2009
6-2009/10 Reduction of Custodial Building Allocations12/11/2009
1-2009/10 Reduction in Maintenance Painting Allowance8/12/2009
2 - 2008/09 Year end adjustment of compensation12/11/2008
3 - 2008/09 PO2 year end guidelines and schedule of compensati12/11/2008
7 - 2001-02 Standard Operating Procedure Manual for Purchasing11/17/2008
7 - 2007/8 Reductions in Custodial Building Allocations & Eme7/8/2008
6 - 2007/08 Custodial Supply Program FY08-097/7/2008
7 – 2006/07 Custodial Supply Program FY07-086/27/2008
5 - 2007/08 Polychlorinated Biphenyls PCBs5/23/2008
5.1 - 2007/08 Monthly Building Caulking Inspection Form5/23/2008
1.1 - 2007/08 Vacancies (Addendum)10/9/2007
1 - 2007/08 Vacancies10/4/2007
3-1997/98 Correct Use and Display of the Flag of The United12/20/2006
4-2006/07 Year End Adjustment of Compensation12/14/2006
5-2006/07 P.O.#2 Year End Guidelines12/14/2006
3-2006/07 Light Bulb Recycling Program plus Attachments11/2/2006
1-2006/07 Vancancies Circular #1 2006-0710/6/2006
1-2006-07-addendum Addendum to Vacancies Circular #1 2006-0710/6/2006
2-2006/07 Reduction In Custodial Building Allocation10/5/2006
13 - 1999/00 Fingerprinting / Chancellor's Regulation C-105 / A7/18/2006
7 - 2005/06 Custodial Supply Program6/15/2006
6 - 2005/06 Vacancies3/23/2006
5 – 2005/06 P.0. #2 Year-End Guidelines12/15/2005
4 - 2005/06 Year End Adjustment of Compensation12/15/2005
3 - 2005/06 Changes To Emergency Notification System and Emerg12/15/2005
6 - 2004/05 Fire Extinguisher Inspection/Certification3/25/2005
4 – 2004/05 Vacancies12/17/2004
3 – 2004/05 Year-End Adjustment of Compensation12/16/2004
2 – 2004/05 P.O. #2 Year-End guidelines / Schedule of compensa12/15/2004
1 – 2004/05 Custodial supply program7/1/2004
8 – 2003/04 Con Edison meter reading schedule2/12/2004
7 – 2003/04 Year-End Adjustment of compensation12/18/2003
6 – 2003/04 P.O. #2 Year-End Guidelines12/17/2003
5 – 2003/04 P.O. #18 Submissions12/3/2003
4 – 2003/04 Ordering Fuel11/20/2003
3 – 2003/04 Work Request Procedures10/23/2003
2 – 2003/04 Reduction in building allocations10/9/2003
1 – 2003/04 Custodial Supply Programs7/3/2003
11 - 2002/03 Air Conditioners / Maintainance Checks / Summer En5/22/2003
10 - 2002/2003 Window Belts and Window Anchor Bolts / Dust Contro4/10/2003
8 - 2001/02 Daily Fire Safety Inspections2/27/2002
25 - 2000/01 Fire Safety - Combined Circulars6/21/2001
3 - 2000/01 Fire Safety Guidelines8/29/2000
20 - 2000/01 Custodian Engineer Responsibility For Fire Safety4/5/2000
15 - 1998/99 Control Valves For Sprinkler And/Or Standpipe Syst1/7/1999
15 - 1996/97 Building Safety Check/Energy Sign-In Sheets/Arrest1/27/1997
14 - 1995/96 Cleaning/Testing & Documentation Requirements For12/11/1995
17 - 1990/91 Fire Drills/Fire Safety/Shelter Drills/Suggested P10/17/1990
29 - 1988/89 City-Wide Policy Concerning Locking of Exits12/12/1988

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