COVID-19 health and safety protocols

Students

Students enrolled in an in-person course should immediately contact their instructor to make arrangements for extensions, deferrals or make-up assignments without academic penalty. The missed academic work form can be used to help communicate with your instructor.

Faculty, staff and instructors

Faculty and instructors teaching in-person should contact their dean or department head to make alternate arrangements for course instruction.

Staff working on campus should contact their supervisor to discuss their absence from work or if possible, make remote work arrangements.

Faculty and staff: If a member of the community reports to you that they are positive for COVID-19, please ask them to fill out the COVID-19 reporting form.

In most situations, public health officials will no longer be notifying close contacts of those infected with COVID-19. Those who have tested positive for COVID-19 will be asked to identify and notify their contacts.

Who is considered a close contact?

Close contacts are the people you were around two days before the start of your symptoms, as well as 10 days after your symptoms develop. This is your period of communicability, when you were most likely to spread COVID-19 to others. For cases who tested positive without symptoms, the period of communicability extends from two days before your lab test to 10 days after you had the test.  

Anyone who has shared a space with you during your period of communicability is considered a close contact. Specifically, these are people who were within two metres/six feet of you for a total of 10 minutes over a 24-hour period.  

Resources to assist with identifying close contacts

Please use the Province of Manitoba’s Contact Tracing Tool to identify close contacts.

You can also use the Manitoba Government – Close Contact Notification page to learn more about what you need to do to reach out to close contacts and keep our community safe.

In fall 2021, UM contracted Pinchin Ltd. to conduct IAQ testing to establish baseline levels. Due to limited activity on campus, this testing was completed in older buildings with older HVAC systems.

In March 2022, UM re-contracted with Pinchin to repeat IAQ testing to account for an increase in in-person activity on UM campuses and changes to fresh air intake into the buildings due to colder exterior temperatures. Read the results in the IAQ report.

Prior to the COVID-19 pandemic, all UM HVAC systems were set for demand-based operation, where outdoor air intake was based on system need. UM has since enhanced ventilation protocols by reviewing ventilation systems and working to optimize the capabilities of these systems. Some additional measures include: 

• All demand ventilation systems disabled to keep the air handling operating at full capacity even during low-occupancy periods
• As seasonal conditions allow, mixed air systems are set to 100 per cent fresh air
• There are several buildings with CO₂ monitors built directly into the HVAC system and actively monitored

With these enhancements in place, operations of the university's ventilation systems align with COVID-19 public health requirements and recommendations, as outlined by COVID safety recommendations.

The followin measures are in place at UM campuses:

1. Increasing outdoor air intake: As seasonal conditions allow, ventilation systems on campus are optimized within system capabilities to maximize the amount of outdoor air being supplied to classrooms and other building areas. Increased outdoor air supply to building spaces has been identified by COVID safety recommendations as a key measure that may help in reducing the spread of COVID-19 within buildings. 
2. Increasing air exchanges by extending fan run-times: Operating schedules for ventilation systems on campus extended to include times before and after building occupied hours, and in some cases to run 24/7. This will increase the number of daily air exchanges and ensure that spaces are well-ventilated. COVID safety recommendations recommend this practice to increase the amount of air exchanges within building spaces to help reduce the spread of COVID-19. 
3. Filters: To ensure ventilation system filtration is working optimally within system designs, filters are checked frequently as part of the regularly scheduled preventative maintenance routines. Routine inspections and maintenance can be helpful in reducing the spread of viruses. In many cases, pre-filters are used to extend the life of the main filter. The ASHRAE recommendations are reviewed and followed as closely as possible.
4. Preventative maintenance: All campus ventilation systems are catalogued within our Computerized Maintenance Management System and receive regular preventative maintenance service routines, including filter changes, inspections and repairs as needed. Filters are checked monthly and can last from 1-2 months to 6-12 months depending on the area and the outside conditions. 

Future plans include MERV 13 filter testing on UM buildings, the purchase of equipment to measure air changes in spaces where needed, and improvements to the existing IAQ monitoring program.

What is ventilation?

Ventilation is defined by the American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) as “(1) the process of supplying air to or removing air from a space for the purpose of controlling air contaminant levels, humidity, or temperature within the space. (2) the process of supplying or removing air by natural or mechanical means to or from any space. Such air may or may not have been conditioned.”

What is HVAC?

HVAC stands for Heating, Ventilation and Air Conditioning. It refers to the systems responsible for the moving air between outdoor and indoor spaces, and the heating and cooling of this air.

What standards do we use for our ventilation system?

UM HVAC systems meet or exceed the ASHRAE standards for building ventilation and filtration at the time of construction or renovation. These standards are supported by the Government of Canada and are part of the guidance for ventilation created by the Public Health Agency of Canada to prevent COVID-19 transmission.

What changes have been made to the ventilation system since the beginning of the COVID-19 pandemic?

UM HVAC systems are maintained in accordance with the requirements for building occupancy, and are maintained regularly for filter and operating conditions. The UM HVAC systems meet the standards in place at the time of construction or renovation and provide good ventilation to our campus buildings. There are no known deficiencies with our campus HVAC systems that would prevent them from providing good ventilation, and any issues with the systems are addressed in order of priority.

Any disruptions to good ventilation are communicated to the building occupants through the Service Disruption notices. UM employs a series of HVAC professionals in the Operations and Maintenance (O and M) and Architectural and Engineering Services (AES) departments, and those staff are empowered with managing and maintaining the HVAC systems across UM campuses.

In addition to the general condition of the UM HVAC systems, O and M has implemented some additional measures to increase the amount of fresh air being delivered to UM spaces:

• ongoing filter inspection to ensure they are functioning properly
• all demand ventilation systems disabled to keep air handling operating at full capacity even during low-occupancy periods
• as seasonal conditions allow, mixed air systems draw in as much air as possible, dependent on heating and cooling system capacities

What is Indoor Air Quality (IAQ) and how does it relate to ventilation?

IAQ refers to the air quality within and around buildings and structures, especially as it relates to the health and comfort of building occupants. Ventilation and IAQ are closely related, as the ventilation systems play a direct role in supplying air to the building occupants.

What do I need to know about Minimum Efficiency Reporting Value (MERV) ratings?

MERV refers to the scaled effectiveness of air filters. The scale is designed to represent the “worst-case performance” of a filter when dealing with particles on the ranges of 0.3 to 10 micron. Higher MERV ratings correspond to a greater percentage of particles captured on each pass.

Why does UM not upgrade all buildings to the highest-possible MERV ratings?

Building air handling systems are designed to provide a certain amount of air changes per hour, based on a designed filtration measure. If the filtration level is increased without increasing the speed of the fan or the volume of air pushed through the system, it will result in higher air pressure in the system and less volume of air delivered to the end occupied spaces.

Any changes to filtration level, beyond the designed standard, need to be evaluated to ensure the air changes per hour ventilation level is maintained. Changing the ventilation level may also impact other IAQ indicators to make the overall space less comfortable.

What are the indicators used to measure and monitor IAQ?

Indicators used to measure and monitor IAQ can commonly include carbon dioxide, carbon monoxide, temperature, relative humidity, particulate matter 2.5 and total volatile organic compounds.

What is the standard air change per hour level in UM buildings?

Different building usages have differing design standards for ventilation rates and air change per hour standards. The ASHRAE recommended that ventilation rates for schools, offices, shops, restaurants and homes vary from 0.35 – 8 air changes per hour.

UM buildings meet the standards at the time of construction or renovation and are maintained regularly by the HVAC professionals within Operations and Maintenance.

How do I report a concern with air quality at UM?

If you are concerned about the indoor air quality in your workspace, contact EHSO@umanitoba.ca and a member of the Environmental Health and Safety Office will connect with you to investigate.

What does UM do when/if a poor IAQ condition is found in a facility?

If a condition of poor IAQ is found in a UM facility, the Environmental Health and Safety Office will take immediate action to ensure occupants are notified and cleared from the location if the condition is at a level of concern for health and safety. The source of the poor IAQ condition will be identified and work will be conducted with Physical Plant to assess potential system changes to operate facilities according to workplace standards.

What do IAQ standards mean to my health and safety?

An Environmental Standard for typical good IAQ indicators (e.g., CO, CO₂, VOC) is a limit that signals to environmental health and safety professionals when further investigation into air movement and ventilation may be necessary.

These standards are not points at which your health and safety may be compromised, but indicate that some change in controls may be beneficial (examples of control changes may include ventilation or education). These control changes can ensure the indoor air quality is at optimal levels for comfort and can prevent levels that may cause concern for occupant health.

An Occupational Exposure Limit (OEL) is a standard defined under the Manitoba Workplace Safety and Health Act and regulations as the maximum of a chemical or physical hazard a worker may be exposed to for eight hours a day, five days a week.

Ex. CO₂ workplace standards