Winter Is Coming: Is Your School Ready for the Cold?

As someone who has witnessed the devastating impacts of winter-related facility failures firsthand, I can't stress enough how crucial it is to prepare our educational facilities for the cold season. I'll never forget my experience as a facilities director in New York City, when an unexpected deep freeze led to a nightmare scenario.  

Over one freezing weekend, poorly insulated pipes in our building burst, flooding many spaces including newly furnished offices. Walking in on Monday morning to find waterlogged furniture, damaged equipment, and ceiling tiles scattered across the floor was gut-wrenching, especially since we had just completed the furniture installation.  

As educational facility managers and administrators, we simply can't afford to let preventive maintenance slide, even when faced with tight budgets and staffing shortages. That weekend taught me an expensive lesson about the false economy of delaying winterization. The costs of emergency repairs, replacement furniture, and temporary relocation far exceeded what we would have spent on proper insulation and routine maintenance.  

When we're responsible for maintaining safe, comfortable learning environments, every decision we make or defer can have significant consequences for our physical spaces and academic calendars.  

Understanding Winter's Timeline

Different regions face different timelines for first freeze. For schools in northern United States, preparations may need to begin as early as September, while Southern institutions might have until November. The key is to complete winterization tasks during fall break or over weekends to minimize disruption to classes. Failing to winterize your school facilities can result in several problems: 

• Higher energy costs: Inefficient heating systems can drain your school's budget and impact funding for educational programs.
• Plumbing issues: Frozen pipes can lead to costly repairs and unexpected school closures.
• Equipment damage: HVAC systems, lab equipment, and computer rooms may be affected.
• Poor indoor air quality: Student concentration, attendance, and overall academic performance can be negatively impacted.
• Pest problems: Rodents seeking warmth can damage educational materials and create health hazards.
• Code violations: Potential regulatory issues and safety concerns could arise.
• Flood risks: From burst pipes to poor drainage, your educational materials and technology could be potentially damaged.

Comprehensive School Winterization Checklist 

Building winterization into your preventive maintenance routines makes it easier. An asset management solution can help you assign and track tasks, inspections, documentation, and snow removal activities. 

 1. Set Consistent Temperature Controls 

• During school hours, program thermostats in classrooms at 68-72°F, cafeterias 68-70°F, and gyms and computer labs 65-68°F.
• Maintain swimming pool water temperature at 78-80°F.
• Reduce temperatures during after-school hours by 5-7°F, weekends 10-12°F, and during holiday breaks maintain minimum 55°F to prevent freezing.
• Install tamper-proof thermostat covers in accessible areas.  

 2. Protect School Grounds 

• Trim trees and bushes: Clear branches near emergency exits, remove dead limbs over walkways and playgrounds, and maintain clear sight lines for security cameras.
• Prepare athletic fields: Winterize artificial turf fields, cover and protect outdoor equipment, and drain and store portable water stations. 
• Ensure playground safety: Check rubber surfacing for cracks or damage, remove or secure outdoor furniture, and install winter safety mats at entrance. 
• Maintain transportation areas: Mark snowplow boundaries, designate snow storage areas away from parking, and check bus lane drainage systems.  

3. Prepare Irrigation and Water Systems 

• Sprinkler systems: Conduct professional drainage of all zones, mark sprinkler head locations for snow removal, and document shut-off valve locations. 
• Drinking fountains: Winterize outdoor units, check indoor fountain heating elements, and clean and sanitize all units. 
• Science labs: Check emergency eyewash stations, insulate exposed water lines, and test gas shut-off valves. 
• Kitchen facilities: Inspect dishwashing equipment, check grease trap heating, and test hot water heaters.  

 4. Inspect Ventilation Systems 

• HVAC maintenance: Replace filters in all units, clean classroom unit ventilators, and check classroom CO2 monitors. 
• Special area considerations: Check art room exhaust systems, science lab fume hoods, kitchen hood ventilation, locker room ventilation, and pool area dehumidification.
• Emergency systems: Test backup generators, check boiler emergency shutoffs, and verify emergency lighting. 

5. Address Outdoor HVAC Units 

• Equipment protection: Install snow guards where needed, check heat tape on vulnerable pipes, and protect external condensing units. 
• Roof maintenance: Clear roof drains and gutters, check roof membrane condition, and inspect mechanical room skylights. 
• Athletic facility systems: Service pool heating systems, check gymnasium heating units, and prepare locker room heating.  

6. Ensure Proper Ventilation and Safety 

• Building access: Clear all emergency exits, maintain fire lane access, and check exterior lighting. 
• Safety systems: Test freeze alarms, verify security system operation, and check emergency communication systems. 
• Documentation: Update emergency contact lists, review snow day procedures, and document all maintenance activities.  

Additional School-Specific Considerations 

• Protect technology infrastructure.
• Ensure server room temperature control. 
• Check uninterruptible power supply (UPS) battery systems. 
• Protect outdoor security cameras. 
• Test backup internet systems.  

Special Use Areas 

• Auditorium/theater:
  • Check stage equipment hydraulics
  • Maintain proper humidity for instruments
  • Test emergency curtain systems
• Libraries:
  • Monitor humidity levels
  • Protect valuable materials
  • Check shelf stability
• Cafeterias:
  • Inspect freezer seals
  • Test kitchen equipment
  • Check steam tables 

The Financial Benefits of Winter Prep

Comprehensive winterization can lead to significant savings from reduced emergency repair costs, extended equipment life expectancy, plus fewer missed school days due to facility issues. Schools can reduce energy costs by 5%-20% through proper maintenance, plus potentially save 30%-50% with smart building management systems.  

Consider winter-specific budget items like snow removal contracts, ice treatment supplies, an emergency repair fund, energy cost contingency, or staff overtime for weather events. 

Take Action Now 

Don't wait for the first cold snap to protect your educational facility. By following these steps, you can ensure your school remains a safe, comfortable learning environment all winter long while protecting your facility investment. Create your own Winter Response Team by:

• Assigning specific responsibilities
• Establishing communication protocols
• Scheduling regular inspections
• Documenting all procedures
• Training backup personnel 

Remember: A well-maintained school facility isn't just about saving money – it's about providing the best possible environment for student success and ensuring uninterrupted educational operations throughout the winter months. With a preventive maintenance program and the right asset management tools in place, cold weather preparation can become more manageable for facilities teams.  

Need professional assistance with your school's winterization plan? Contact your facility management team or local HVAC professionals to develop a comprehensive winter preparation strategy. Or consider joining local educational facility management associations for additional resources and support. 

Learn more about winterizing your facilities by downloading this Winter is Coming infographic.