ENVIRONMENTAL MANAGEMENT SYSTEM MANUAL
Below are the CMS Environmental Management System (EMS) manual section summaries. The EMS manual sections are aligned with the ISO 14001 standard to ensure functional equivalency. The complete manual will be published for both internal and external review at this webpage. Hyperlinks are forthcoming that will link to complete manual sections, graphics, environmental registers and more. Click the links below the section titles to see the corresponding procedure and/or documents.
1.0 Environmental Policy
Environmental Policy is established by Charlotte Mecklenburg Board of Education (CMBOE) Policy ECF: Environmental Stewardship. ECF requires the development of this Environmental Management System (EMS) addressing, at minimum: environmental compliance, pollution prevention, resource conservation, resource recovery, sustainable development, sustainable purchasing and behavioral change. The Superintendent shall provide an annual report to the CMBOE including objectives and targets and develop a communications strategy that makes students, staff and publics aware of the EMS.
1.1 EMS Scope
The scope of this Environmental Management System (EMS) includes Charlotte Mecklenburg Schools (CMS) controlled operations within the property line of CMS operated facilities and transportation provided by CMS. School operations are included in this environmental management system through the CMS Environmental Stewardship partnership program.
1.2 EMS Purpose
The purpose of the EMS is to serve as the basis of a system for continual improvement of environmental performance within the scope of CMBOE Policy ECF. This manual is available to all CMS publics including the community, staff and students via EMS Website.
1.3 EMS Issue and Update
All copies of this Manual not marked "CONTROLLED DOCUMENT" are uncontrolled and shall be used for reference purposes only. Amendments to this manual will be authorized by the CMS Environmental Charter Leadership team. The record of revisions to this manual concludes this document.
2.0 Environmental Aspects
CMS shall maintain a procedure requiring the Environmental Stewardship Committee to identify environmental aspects of activities, products and services which CMS controls and over which it may be expected to have an influence, and determine which of those aspects are considered significant. All regulatory requirements, energy and environmentally secure aspects are deemed significant for purposes of this EMS. Aspects shall be reviewed at least semi-annually by the Environmental Charter Leadership Team and when there is either planned, new or changed process or activity at CMS. Environmental Charter Leadership Team minutes will document aspects review and shall be hyperlinked on the EMS website.
- Click here to review the EMS aspects procedure>>> EMS P01 D
- Click here to review the EMS aspects register>>>
3.0 Legal and Other Environmental Requirements
The EHS Office shall maintain the, “Legal and Other Requirements Register” for the purpose of identifying, accessing and communicating legal and other requirements applicable to CMS environmental aspects. Regulations shall be identified, accessed and communicated by each of the stakeholders. At least annually, the Environmental Charter Leadership Team shall review the most current national, state and local legal and other requirements register.
- Click here to review the EMS legal obligations procedure>>> EMS P02 D
- Click here to review the EMS legal and other requirements register >>>
4.0 Environmental Objectives, Targets and Programs
The Environmental Charter Leadership team shall develop and maintain objectives and targets for, at minimum, each significant environmental aspect including legal requirements. These targets will meet SMART criteria. All EMS Targets shall be: Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). These objectives and targets shall define:
- the performance objectives (Investigate/Study, Control/Maintain, or Improve) for each significant environmental aspect;
- the specific, quantified targets which define those performance objectives; and
- the planned deadlines for the achievement of those targets.
Objectives and targets shall be developed considering significant environmental aspects, technological options and financial, strategic and tactical plans, and the views of interested parties.
The Environmental Charter Leadership team shall establish environmental management programs (EMPs) as a means for achieving EMS objectives and targets. These programs shall define the principal actions to be taken, those responsible for undertaking those actions and the scheduled times for their implementation. EMPs are developed by business units in conjunction with the Environmental Management Department and approved by Environmental Charter Leadership team. Appendix C - Significant Aspects Management Programs Register w/Objectives & Targets, identifies EMS objectives, targets and programs.
- Click here to review the EMS objectives and targets procedure>>> EMS P03 D
- Environmental Aspects, Objectives and Targets, and Management Programs Register>>>
5.0 Organizational Structure and Responsibility
The Associate Superintendant of Auxiliary Services (EMS Management Representative) shall provide the resources essential to the implementation and control of the EMS, including: training, human resources, specialty services, financial resources, technical and informational services. The Manager of Environmental Management has primary responsibility for establishing, operating and maintaining the EMS. The Environmental Charter Leadership team shall provide review of significant aspects, objectives, targets and authorize environmental programs.
- Click here for the EMS structure procedure >>> EMS P05 D
- Clcik here for the Appendix F EMS Structure >>>
6.0 Training, Awareness and Competence
CMS shall train employees at each relevant function and level so they are aware of the environmental policy, their potential for significant occupational/environmental aspects/impacts, their roles and responsibilities in achieving conformance with EMS procedures, and the potential consequences of departure from specified procedures.
The Environmental Management Department shall identify, plan, monitor and record training needs for EMS policy and emergency response including demonstration of competency for those personnel whose work may create a significant impact upon the environment. The Environmental Management Administrator shall maintaining employee training records. Appropriate records are monitored and reviewed on a scheduled basis. Competency is determined by the employee’s supervisor.
- Click here for the EMS training procedure >>> EMS P06 D
- Click here for the EMS training matrix >>>
7.0 Communication
CMS shall maintain a procedure for internal environmental communication between various levels and functions and for receiving, documenting and responding to external communication regarding significant environmental aspects of the EMS.
- Click here for the EMS communication procedure>>> EMS P07 D
8.0 Environmental Management System Documentation
This EMS uses a four tier structure for EMS documents: Tier 1 - CMBOE Environmental Stewardship Policy; Tier 2 - EMS Regulations; Tier 3 - Procedures and Work Instructions; and Tier 4 - EMS records. A copy of all EMS documents may be obtained online at the EMS website. Records may be obtained through the Environmental Management Department.
- Click here for the EMS Procedure on Procedures>>> EMS P08 D
9.0 Document Control
CMS shall maintain a procedure for controlling documents including approval prior to use, review, update and re-approval; identification of current revision status; ensure that relevant versions of applicable documents are available at point of use; ensure that documents remain legible and readily identifiable; external documents of necessity to EMS are identified with distribution controlled; prevent the unintended use of obsolete documents and apply identification to obsolete documents if they are retained fro any purpose. Controlled documents are obtainable from the Environmental Management Department.
- Click here for the EMS document controls procedure>>> EMS P09 D
10.0 Operational Controls
The Environmental Leadership team shall identify, at minimum, operations and activities associated with significant environmental aspects that require operational controls in procedures where their absence could lead to deviation from the environmental policy, objectives and targets, work practices or Environmental Management Plans. These documents define the mechanisms for the establishment, operating criteria, implementation and maintenance of the EMS and ensure that the system is maintained in accordance with Environmental Stewardship Policy – ECF and that EMS objectives and targets are communicated to students, staff, contractors and publics.
System Procedures & Work Practices (See Appendix J & K): Procedures cover the management and control of both the EMS and the principal environmental aspects, which the system manages. These procedures are District wide in their application. Work Practices cover the occupational/environmental control of specific operational activity and are activity specific.
- CLick here for the EMS Operational Control Procedure >>> EMS P10 D
11.0 Emergency Preparedness and Response
CMS shall maintain a procedure to identify potential for and personnel response to accidents and emergency situations, for preventing and mitigating potential environmental impacts of them and testing efficacy of such procedures. Emergency methods are reviewed and may be updated by the Environmental Charter Leadership Team on an annual basis and after the occurrence of accidents, emergency situations and or tests.
- Click here for the EMS Emergency Preparedness & Response Procedure>>> EMS P11 D
12.0 Monitoring and Measurement
CMS shall maintain an environmental procedure to monitor and measure the key characteristics of operations and activities that can have a significant impact on the environment and tracking environmental performance of objectives and targets. This procedure shall include calibration and maintenance requirements for environmental equipment and ensures that monitoring records will be retained.
- Click here for the EMS Monitoring and Measurement Procedure>>> EMS P12 D
13.0 Legal and Other Compliance Evaluation
CMS shall maintain a Legal and Other Requirements Compliance Procedure. This procedure shall outline the requirements to review legal compliance, report results to management on at minimum a yearly basis and stipulate maintenance of review records.
- Click here for the EMS Legal and Complaince Evaluation Procedure>>> EMS P13 D
14.0 Nonconformance and Corrective and Preventive Action
CMS shall maintain a procedure for defining responsibility and authority for handling and investigating actual and potential nonconformance, for taking action to mitigate impacts, and for initiating and completing corrective and preventive action. Changes in procedures resulting from corrective and preventive actions shall be implemented and recorded with cause of actual or potential problems noted and be appropriate to the magnitude of the problems and impacts encountered. The Audit Program Leader maintains these records.
- Click here for the EMS Non-conformance and Corrective and Preventive Action Procedure>>> EMS P14 D
15.0 Records
CMS shall maintain a procedure for the identification, storage, protection, retrieval, retention and disposal of EMS records. These records include, at minimum: training records, the results of audits and management reviews. EMS records shall be readily retrievable and protected against damage, deterioration and loss. Record and document retention is also specified in the procedure. Records shall be and remain legible, identifiable and traceable.
- Click here for the EMS Records Procedure>>> EMS P15 D
16.0 Environmental Management System Audit
Periodic system audits shall be conducted to ensure that the EMS has been properly implemented and maintained. The results of these audits are provided to the Environmental Charter Leadership team and are included in management review. Audits are performed according to a schedule, which is based on the environmental importance of an activity, the results of previous audits and the audit schedule. All auditors are trained; objective and impartial and shall not be responsible for the elements subject to a given audit. Audit records are kept with the Audit Program Leader and the Environmental Management Department.
- Click here for the Environmental Management System Audit Procedure>>> EMS P16 D
17.0 Management Review
The Associate Superintendent and Environmental Charter Leadership team review all elements of the EMS annually to ensure continuing suitability, adequacy and effectiveness including assessing opportunities for improvement. Meeting minutes record these reviews and are kept by the Environmental Management Manager or designee and are posted on the Environmental Management Website. Management review shall address at a minimum: audit results, compliance results, communications with external interested parties including complaints; environmental performance of the organization; progress on objectives and targets; status of corrective and preventive measures; follow-up on actions resulting from previous management reviews; changes in circumstances including legal and other requirements related to environmental aspects; and recommendations for improvement. Management review shall be documented in minutes that shall include possible changes to environmental policy; objectives, targets, and other elements of the EMS consistent with the commitment to continual improvement.
- Click here for the Management Review Procedure>>> EMS P17 D
18.0 Record of Revisions
Revisions to these procedures will be recorded including the affected sections, change type and date in table form at the conclusion of each proceudre.
