Sample documentation is available for this feature part for some addenda versions–be sure to reference this resource as you prepare your documentation.
This article will identify some of the most common reasons that the documentation for feature X11.1 Improve Cleaning Practices is marked as pending in preliminary documentation review (WELL Certification) or round 1 (WELL at scale) reviews. This guidance does not include all possible reasons for a pending status, but provides information and context based on common review issues.
Provide comprehensive policy coverage
The documents you provide should describe the actual conditions in place within your project. Providing a generic cleaning policy may not be sufficient. Be sure that the documents you provide address each requirement of the feature.
Make Safety Data Sheets (SDS) available in all languages spoken by cleaning staff
Requirement g.2 states that the current Safety Data Sheets for all cleaning and disinfection products that are currently in use must be available on-site in all languages spoken by the cleaning staff. Your documentation should state:
- The format that the Safety Data Sheets are available in (e.g., a binder)
- Where the Safety Data Sheets are available on-site (e.g., in a storage cabinet in the janitor’s closet)
- The languages the Safety Data Sheets will be provided in
Your documentation should explicitly state that the languages in which the SDS are available represent all languages regularly spoken by cleaning staff and include provisions for updating the languages when new staff are hired.
Describe procedure for storing and handling cleaning products
Requirement e states that you must:
- Clearly identify a fit-for-purpose storage space for cleaning products that meets the manufacturer’s storage specifications
- Store bleach separately from other products
- Color-code and label bleach and ammonia products to prevent mixing
Your documentation should specifically describe where the storage space is located, as well as where products are stored within the space (e.g., bleach is stored on the lower cabinet in the designated space).
In addition, your documentation should describe your organization’s procedure for color-coding and labeling bleach and ammonia products, if present. These labels should clearly identify these products and indicate that they should not be mixed with each other. Your documentation must state which colors are used with each product, and describe the labeling (e.g., all materials containing bleach are marked with a blue label that says do not mix with products marked with a black label). If no bleach or ammonia products are used within your project, your documentation should specifically state that.
Provide documentation of cleaning protocols
To meet requirement c, you must describe the following:
- Record keeping practices for cleaning and disinfection activities
- The chain of communications with building occupants
- A system to log feedback from occupants and cleaning staff
Your record keeping documentation should describe the system in place to allow cleaning staff to record their activities. For example, you might describe a log that your cleaning staff can use to record when they complete their daily cleaning and disinfection tasks and a system that allows them to provide feedback as needed.
For the second part of the requirement, you must describe how you communicate your cleaning operations to building occupants. For example, your project might provide your cleaning protocols to employees via email, as well as via printed copies posted in public areas of the building. Your document should clearly describe the methods in use at your project.
For the third part, you must establish and describe a system that can be used by building occupants and cleaning staff to submit requests and concerns. You should also describe who is responsible for monitoring and responding to requests submitted via this system. Be sure to state specifically what this system is and how it can be used–simply stating that a system exists is insufficient.
Equipment and materials specifications
Section d requires that your plan specifies personal protective equipment requirements for both general cleaning and specialized tasks. You must also describe the color-coding system used for reusable and disposable cleaning cloths. For example, your plan could include tables like the ones below:
| Color Code for Cleaning Cloths | Cleaning Activity | Storage/Disposal Instructions |
| BLUE | General cleaning | Reusable cleaning cloths must be washed and sanitized separately |
| RED | Restroom cleaning (e.g., toilets/urinals and floors) | Disposable cleaning cloths, and mops which must be washed and sanitized separately |
| GREEN | Kitchen surfaces (e.g., sinks, countertops and soap dispensers) | |
| YELLOW |
| Cleaning Activity | Cleaning Technique | Cleaning Materials | PPE Requirements |
| General cleaning | Dust/vacuum/spot clean | Reusable cleaning cloths which must be washed and sanitized separately | Type 2 gloves and a Type 2 mask must be worn at all times |
| Restroom cleaning (e.g., toilets/urinals and floors) | Disinfectant spray and dilution of chemicals | Disposable cleaning cloths, and mops which must be washed and sanitized separately | Type 1 gloves and a Type 1 mask must be worn at all times |
| Kitchen surfaces (e.g., sinks, countertops, soap dispensers) | Wipe down with disinfectant spray |
Cleaning cloths must be separated from other materials when being washed.
Section f requires you to provide certain information about the cleaning equipment used within the project. Your documentation should describe, for example, the HEPA filters used in vacuums. It should also describe the cleaning methodology for carpet and upholstery, if present. Hot water extraction should be used if possible. If hot water extraction is not feasible, explain why. Your policy must also describe how you clean and maintain your equipment (e.g., who maintains your vacuums and how often), and how you handle waste (e.g., where do you dispose of used vacuum bags).
Training requirements
Section h of this feature requires you to provide an outline of a training program that meets the following:
- Training covers cross-contamination prevention via hand hygiene, PPE, cleaning cloth replacement, cloth handling techniques and carrying systems to separate clean tools from dirty ones.
- Training is delivered to all relevant personnel including building management, building operators and contracted cleaning staff, on an annual basis, and whenever protocols change.
The document you provide must clearly specify:
- The frequency with which the training takes place
- Who receives the training
- What topics the training covers