Accommodation Services Green Management Manual
Accommodation Services Departmental
Green Management Manual
(Campus Services )
June 2015
Accommodation Services Green Management Manual
Contents
Director Statement
Green Management file circulation List
Part 1 Pollock Halls
1. Environmental policies
June
15
2. Communication - Internal and External
June
15
3. Energy
June
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4. Waste & recycling
June
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5. Water
June
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6. Transport
June
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7. Buildings
June
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8. Natural & Cultural Heritage and Biodiversity
June
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9. Health & Well being
June
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10. Catering
June
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11. Innovation – Awards
June
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Accommodation Services Green Management Manual
Green Management Policy Statement
At Accommodation Services, we operate to high standards of performance and advocate socially
and environmentally sustainable business practices. Our aim is to bring a positive benefit to the
societies in which we operate through high quality services, economic growth, environmental
protection, community involvement and employment. In order to adhere to these principles, we
endeavour to:
•
Set sound environmental and social objectives and targets, and integrate a process of review and
reporting.
•
Comply with all applicable environmental laws, statutes, and regulations.
•
Continuously improve environmental performance and reduce environmental impact of our
activities.
•
Create environmental awareness among our employees, customers, suppliers and the community
at large
Richard Kington
Director, Accommodation Services
University of Edinburgh
Accommodation Services Green Management Manual
Green Management Manual Circulation List
The Names and Abbreviations in Italics are the Code for the
Posts Responsible for Issuing Information
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Green Management Manual Circulation List
Copy no
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Post or Area
Responsible
Director
Health and Safety Advisor
Assistant Director Residence Life
Assistant Director Catering Division
Assistant Director Property and Residential Services
Assistant Director Business Development and Occupancy
Assistant Director Support Services
Human Resources & Learning & Development
Sustainability & Energy Co- ordinator
Catering Dept – JMC/Centro
Catering Dept Ed First South Hall
Catering Dept Ed First - Front of House Office
Portering and Security
Reception Area
St Leonard’s Commercial Operations
St Leonard’s Allocations
St Leonard’s Support Services
Grant House
Chancellor’s Court
Baird House
Lee House
Turner House
Ewing House
Salisbury Green Hotel
Holland House
Masson House
St Leonard’s General Office
St Leonard’s Domestic Assistants’ Cupboard
Accommodation Managers’ Office – Pollock Halls
Director
H&S Advisor
AD RS
AD Cat
AD P&RS
AD BDO
AD SS
LDO
SEC
AD Cat
AD Cat
AD Cat
AD P&RS
AD BDO
AD BDO
AD BDO
AD SS
AD P&RS
AD P&RS
AD P&RS
AD P&RS
AD P&RS
AD P&RS
AD P&RS & AD Cat
AD P&RS
AD P&RS
AD P&RS
AD P&RS
AD P&RS
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Part 1 Environmental Policies
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1.1 Accommodation Services Departmental Sustainability Policy
A copy can be found at http://www.ed.ac.uk/schools-departments/accommodation-services/currentstudents/energy-sustainability/sustainability-policy. (Appendix 1) A copy of the Policy is displayed in front
hall of every house, the JMCC and Accommodation Services Reception Area.
1.2 Fairtrade
We have been continuously growing as a Fairtrade University since 2004 with staff and students working
together to “Make a significant, sustainable and socially responsible contribution to Scotland, the UK and the
world, promoting health and economic and cultural wellbeing”.
Fairtrade produce is widely used within Accommodation Services. The Director of Catering has just recently
released a Catering Sustainability & Fairtrade Policy which can be viewed at
http://www.accom.ed.ac.uk/services/catering-outlets/catering-sustainability/
For additional information go to:
http://www.ed.ac.uk/about/sustainability/fairtrade
1.3 Sustainability & Social Responsibility Credentials
The University has set a new department solely to look after the Sustainability and Social responsibility of
the University as a whole, to find out more about the department go to
http://www.ed.ac.uk/about/sustainability
There an additional Advisory Group, which consists of senior managers from across the University and
Accommodation Services, called SOAG, for more information on this group go to
http://www.ed.ac.uk/about/sustainability/governance-publications-reports/committees/soag
They have recently created the new strategic document ‘Climate Action Plan 2010 – 2020, which has been
approved by the University of Edinburgh University Court, last updated in 2012.
Link to climate action plan:
http://www.ed.ac.uk/polopoly_fs/1.85039!/fileManager/Climate%20Action%20Plan%20Update.pdf
1.4 Responsible Visitors Charter
Our visitors have a very important role to play in helping us to conserve our natural assets and become a
more sustainable destination. To help our visitors engage in this process we ask for their support through
our visitor’s charter: http://www.edinburghfirst.co.uk/protecting-our-environment
Additional pages on the Edinburgh First website publicising AS great achievement in securing gold awards for
the complete site, through the Green Tourism Business Scheme are noted below:
http://www.edinburghfirst.co.uk/for-accommodation/pollock-halls
http://www.edinburghfirst.co.uk/venues/john-mcintyre-conference-centre
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Internal
2.1 Green Management Manual
The Green Management Manual is contained within the AS Health and Safety Manual, as a separate section,
and is distributed throughout Pollock Halls. The file describes the policies and procedures on Energy and
Sustainability matters as currently in operation in Accommodation Services at Pollock Halls.
Any changes to policy, procedures, standard forms or report files will be issued to nominated holders of the
file who will be responsible for cascading to the relevant staff in their area. An uncontrolled copy of the File
can be found on K Drive Accom/General/Energy & Sustainability File and on the Accommodation Services
Intranet.
The Energy and Sustainability (E&S) Co-ordinator will annually review the Policy Document and make any
amendments. Heads of Divisions will be asked to advise the E&S Co-coordinator of any other changes or
additions necessary.
A copy of the Manual is held in every house office, the JMCC and Accommodation Services Reception Area.
A paperless copy can be found at http://www.ed.ac.uk/schools-departments/accommodationservices/current-students/energy-sustainability/management-file-action
2.2 Accommodation Services Facebook page
Student messages regarding sustainability will now be communicated through an Accommodation Services
Facebook: www.facebook.com/uoeliving
2.3 Accommodation Services Website
Energy and Sustainability Information for Students can be found on the new website which was
launched on 16th January 2014, which is more interactive and will be more easily updated
http://www.accom.ed.ac.uk/current-students/energy-and-sustainability/
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2.4 Recycling film
We have recently commissioned a recycling film to help our students understand the recycling systems as
these are wide and varied all over the world. It explains what happens to the waste when it leaves our
accommodation so that they have an understanding of why it is important to recycle. This will be added to
the web recycling page which can be found at: http://www.accom.ed.ac.uk/current-students/
Information is also available to students through an A to Z document, a short tenant’s guide providing
detailed information on basic practice and procedures at our various accommodation locations. These can
be viewed at: http://www.ed.ac.uk/schools-departments/accommodation-services/current-students
2.5 Intranet Sustainability Section
The Intranet site for Accommodation Services aims to provide staff with information relating to work within
Accommodation Services:
http://www.intra.accom.ed.ac.uk/pmwiki/pmwiki.php?n=Sustainability.HomePage
Accommodation Services is committed to placing sustainability at the heart of what it does by making
sustainability integral to the delivery of facilities and services to all customers, taking positive actions to
promote continual environmental improvement and setting and achieving clearly defined sustainable
development objectives and targets. Information on recycling, helpful hints on energy conservation,
transport, policies and people can be found at the above link.
2.6 Team Brief
Accommodation Services has a Team brief which is communicated to all staff weekly this has an Energy and
sustainability section on it to highlight any key messages we wish to get across to all staff, as sample of the
Team Brief can be found on : http://www.accom.ed.ac.uk/as-staff/
2.7 Inside AS Magazine
The AS staff magazine is issued 3 times a year and includes a page on Green and Sustainable news and
information.
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2.8 Staff
The team working on Energy and Sustainability issues is headed by Sandra Kinnear, the E&S Co-ordinator, and
consists of the AS Health and Safety advisor and managers from Flats, Catering and Halls. Sandra spends two
days a week solely dedicated Energy and Sustainability initiatives and can be contacted via
[email protected] or 0131 651 2115 / 22155.
2.9 Carbon Conversation Champions Group
A group of staff from all over AS who were interested in sustainability issues underwent training in a carbon
conversation group. This was a very successful course and has now given us a dedicated group of champions
to look at sustainability issues within our department, this group meets approx. 3 times per year, and feeds
into our green action plan.
2.10 AS Health and Safety Committee
The AS’s H&S Committee is used as a forum to promote and inform all staff on energy and sustainability
matters and is an opportunity to bring any issues to the committee’s attention. The H&S committee meets
twice a year and is made up of representatives from all areas of AS including the Director, Assistant
Directors, staff, Trade Union representatives, the E&S Co-ordinator and the H&S Advisor. Minutes of the
meetings including E&S matters are available on the AS K/drive - K:\Accom\Health & Safety\AS Health &
Safety Meetings and the AS’s Intranet site for an example please see:
http://www.accom.ed.ac.uk/as-staff/health-and-safety/
Annual reports are given to the Director.
2.11 Guest Questionnaires
At present Groups Questionnaires include a section about sustainability. Please see
http://www.edinburghfirst.co.uk/
A section is included in the guest information in the rooms where Guests are asked to feedback on our green
policies and procedures.g
In addition to this Accommodation Services Departmental Sustainability Policy will be displayed in the front
halls (Appendix 1)
2.12 Guest Information – Displayed at Reception
Landmark Press is a major leaflet distribution and display company. Many of the leaflets distributed are for
family tourist attractions within Scotland who have already achieved GTBS and display the GTBS logo. Once
AS receives their grading, the GTBS logo will be found on AS external marketing material. Other parts of
Accommodation Services out with Pollock Halls will be looked at, in the future to work towards the GTBS
Scheme. http://www.landmark-press.com/
 Edinburgh First Information Sheets- Map of Arthur’s Seat
As mentioned below, information sheets are available at Reception Centre at Pollock Halls. (Appendix 2)
 Orienteering
Orienteering courses have been set up within the Pollock Halls Site with different levels being available.
Information and maps are available from the Reception Centre. (Appendix 3)
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External
2.13 Green Tourism Business Scheme
(GTBS) logo can be found on the following websites:
http://www.edinburghfirst.co.uk/for-accommodation/pollock-halls
2.14 Estates and Buildings
Accommodation Services have strong links with this department and work in very close partnership, especially
with the following offices, links to their web pages are as follows
Energy office
http://www.ed.ac.uk/schools-departments/estates-buildings/what-we-do/energy
Waste and recycling office
http://www.ed.ac.uk/schools-departments/estates-buildings/waste-recycling
Transport and Parking office
http://www.ed.ac.uk/schools-departments/transport
2.15 Sustainability Operations Advisory Group (SOAG)
The Assistant Director for Property and Residential Services sits on the SOAG group, before meetings the E &
S Coordinator will meet with the Assistant Director to update on issues or any information the E & S
coordinator would like put forward to this group. This Group has a very specific remit, information relating
SOAG, go to
http://www.ed.ac.uk/about/sustainability/governance-publications-reports/committees/soag
2.16 Social Responsibility & Sustainability Office
The university has now set up a new department to deliver the Universities SRS agenda, which is has been set
up headed by a New Director, AS will be working closely with this office in delivering keys messages to students
and staff
SRS office link:
http://www.ed.ac.uk/about/sustainability
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2.17 British Heart Foundation
We have strong links with the BHF – see recycling for information, link to site below:
https://www.bhf.org.uk/get-involved
2.18 Green Business Partnership
Accommodation Services is a member of the Green Business Partnership which offers business support and
advice on various topics including Carbon Footprints and renewables. The Partnership is a Scotland wide
network committed to helping it’s members improve their profitability through environmental management
by networking and sharing knowledge of good practice. Recently we have been awarded three ticks to
become fully accredited for showing good practice in the work place
http://www.greenbusinesspartnership.org.uk/.
2.20 Fresh Start
Is a charity based programme which helps people who have been homeless. We provide them with excess
household goods and bedding left behind by the students. http://www.freshstartweb.org.uk/
2.21 Zero Waste Scotland
AS has strong links with ZWS, we share information and learn from each other. ZWS were impressed with our
simple recycling system on the Pollock Halls site, so they asked if they could write a case study to publish to
help other business set up similar systems. They have run in-house training /workshops for our staff which
have been very beneficial to all.
2.22 Edinburgh City Council
We have strong links we ECC, especially their Waste aware teams, we have in the past been awarded some
grants from the council to help us get some new projects off the ground especially the Free shop Collection
at the end of term for more information visit:
http://www.edinburgh.gov.uk/info/20203/funding_opportunities/650/waste_action_grant
Accommodation Services Green Management Manual
Part 1 Communications - Internal & External
2.23 Other useful links:

People and Planet – Edinburgh University
http://www.eusa.ed.ac.uk/societies/society/peopleandplanet/

Dirty Weekenders : http://dirty.eusa.ed.ac.uk/

Carbon Trust http://www.carbontrust.co.uk/Pages/Default.aspx

How to compost
http://www.recyclenow.com/reduce/home-composting

Scottish Environment Protection Agency - SEPA
http://www.sepa.org.uk/
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Accommodation Services Green Management Manual
Part 1 Energy
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3.1 Utilities Monitoring and Analysis
This is a keys function of senior management in Accommodation Services annually. Energy monitoring
analysis is collated through the Optima system. This system is able to analyse the data in very different
ways, produce graphs of usage and identify areas of over usage, where there might be potential problems.
We now can break down the usage per bedspace in properties; managers of these properties are now tasked
with thinking of ways in which they can reduce energy when and wherever possible through engagement
with staff and students.
3.2 GTBS Annual Performance Information
Each year we collate the annual consumption of utilities across AS, this information is used audited
biannually by the Green Tourism Business Scheme’s using the AP1 form. (Appendix 4)
3.3 Carbon Management and Improvements to the Site
During a recent refurbishment the pedestrian areas have been increased on site as well as changing lighting
around the site to be pollution low level and low energy.
3.4 Energy and Heating Monitoring
Over the Pollock Halls estate the meters are read on a monthly basis with the readings recorded on our
Optima system, however the heating on the Pollock Halls site is controlled by managers.
Various student initiatives and events are run throughout the campus to promote the importance of our
commitment to reducing our carbon emissions. The administration offices are also checked at night to
monitor the switching off of lights/computer equipment etc. A sheet is completed and given to the E&S
Coordinator who follows this up with any repeat offenders. (Appendix 5) Audits are carried out by the SRS
team of the catering units as well to see that no unnecessary equipment is switched on, using the Energy
Audit Sheet. (Appendix 6)
3.5 CHP (Combine Heat and Power)
The Pollock Halls site houses one of 3 combined heat and power engines in the University. The engine is
fuelled by gas and runs at 86% efficiency - generated from the engine is 50% heat and 36% electricity. A new
engine is being installed behind the department for sport and excise which will eventually power some of
our flatted sites, leading to lower consumption.
3.6 Boiler Service Monitoring and Efficiency
Records of the boiler maintenance and burn efficiency of our boilers are held with the Estate’s and Buildings
Team Leader, responsible for the maintenance throughout the Pollock Halls site. Replacement plans are part
of the long term maintenance programme
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3.7 Insulation - Roof/Windows/Water Pipes
Insulating new buildings is to the highest specification possible is a priority during refurbishment. During
Grant House refurbishment, a model has been created that will be used across the estate. This looks at
cavity wall installation, inner wall linings etc using a Refurbishment Sheet. (Appendix 7) A continuous
refurbishment programme is in place in AS.
Secondary glazing has been installed in some areas, such as St Leonard’s Hall, which is a listed building, to
reduce heat loss and save energy.
3.8 Large Equipment e.g. Refrigeration
When purchasing these type of goods, the policy in AS is that they must be A+++ or rated to the highest they
can be for that piece of specific equipment.
3.9 Kitchen equipment – same as above.
All kitchen equipment is audited to see that it is turned on and off at the correct times. (Appendix 6)
3.10 Low Energy Lighting/LED/Sensors and Controls
The above is present where possible in our newer buildings and looked at in other buildings during
refurbishment. In some of the older buildings PIR switches, have been installed in stairwells, or some of the
bulbs in some fittings have been taken out to reduce the number of lights used.
3.11 Roof Insulation
In the new buildings roof insulation is to the required standard, in any refurbishment programmes this would
be part of the specification. Many buildings have no roof spaces, just the ceiling of the rooms which is
insulated. New insulation of rooms, including inner wall lining, in tower block is being trialled during the
Grant House refurbishment programme, and will be mirrored in all other buildings during refurbishment.
3.12 Individual Room Heating Controls
The heating system is centrally controlled. The times when the heating is switched on depends on how old
the buildings are. The heating is not switched on overnight or during the summer unless the weather is cold
or damp. Set times are manually controlled over Spring/Autumn and Winter (Appendix 8). During times
when the buildings are not in use the heaters are turned down to frost control and the curtains in the rooms
closed. When students are in residence they are encouraged to turn their heating down and close the
curtains if they are away over night or for the weekend. The domestic staff have a checklist to turn all the
heaters down to low as they leave the room after cleaning (Appendix 9)
3.13 Glazing and Draught Proofing
Each building differs depending on the age of the building, however, in our new buildings proofing is of the
highest standard and in our older buildings this is an area which is addressed through refurbishment.
3.14 Hot Water
Hot water is heated by the CHP engine and is switched off overnight.
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3.15 Solar Gain
Windows fitted in our new build John Burnett House catches solar energy falling onto the building. This will
minimise the need to use other modes of heating and lighting and reduce the carbon emissions of the building.
Solar panels will be shortly erected on the roof of the JMCC, this will generate a little energy for the building,
and increase the buildings green credentials.
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Part 1 Waste and Recycling
4.1 Recycling & Waste Management
Biffa are our service provider to take away all our waste streams from the Pollock Halls estate. Each house has
the General waste bins, mixed recyclable bins and glass bins at the entrance. Within each pantry in the houses
there small recycling stations where the students segregate their own waste. Biffa are keys to our waste
strategy as they divert all our general waste to refused defined fuel, which means we sent Zero waste to landfill
from the Pollock Halls Estate. They provide an annual report (Appendix 10)
Vindor: are sub contracted by Biffa to take away our mixed glass recycling from the houses with mixed glass
recycling available in each house pantry.
Recyclable, general and glass waste from the JMCC is dealt with by Biffa bins located at the rear of the building.
As students exit the dining area there are specific points where they are encouraged to place their recyclable
waste.
In addition all crockery within the JMCC is melamine crockery, which is not breakable which cuts down on
waste through breakages.
From introducing the sustainable and re-useable KeepCup into catering outlets in 2011, over 12000 have now
been sold this equates to 45058 individual sales (2013/14) which is the number of disposable cups which did
not have to go into general waste last year.
4.2 Food Waste
For the last 6 years we have used a Rocket composter on the Pollock Hall site to deal with the food waste from
the John Macintyre Conference Centre, we use our service provider for the hotels on site. In September 2014
it was decided that it was no longer a viable option due to many operational issues and associated costs with
the machine to keep the composter so we now have a service provider to take this waste away for composting
locally.
Food diverted from landfill to rocket
JMCC FOOD Waste
Rocket
Composter
(tonnes)
12/13
13/14
0.536
0.3792
 The tonnage has reduced through our Love Food Hate Waste campaign
Olleco have been sub contracted to collect all our food waste for the hotels on site as well
http://www.olleco.co.uk/
4.3 Cooking Oil
All cooking oil used in the JMCC is long life rapeseed oil purchased from a local company called Richardson's
Oils - Olleco
See link below for details:
http://www.olleco.co.uk/
When the oil is disposed of it is collected by the same company and turned into bio fuel.
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4.4 Cardboard Compactor
This is used mainly by the JMCC. Where possible catering purchases in bulk but there is still a large amount of
cardboard waste generated through purchasing goods for such a large operation. This compactor reduces the
cost of our waste and helps us maintain a tidy well managed workspace.
4.5 Edinburgh City Council:
In addition to the recycling facilities in the houses we have 1 additional recycling point, which are
serviced by Edinburgh City Council free of charge, for brown, green and clear glass and textile
recycling.
4.6 Clockwork Removals
This company are responsible for the removal, relocation and disposal of furniture.
This company actively finds new homes for goods by either using AS contacts or their own. If not it, furniture is
recycled using Caleco, a company used by AS, because if it’s green credentials.
4.7 Caleco:
We use this company when we need skips to take away larger waste items such as beds, bookcases
and other pieces of furniture. We use Caleco because of its green credentials. The waste sent to
Caleco is waste which can’t be re-used anywhere else on the estate or by charities and is broken
down and put into the appropriate waste streams with approx. 94% of the waste from each skip
being recycled. Any waste not recycled is then sent to be sued for refuse Defined Fuel, which makes
this process 0% to landfill –( See Appendix 11 for sample of report )
Caleco are also responsible for removal of printing and toner cartridges as well as construction waste.
4.8 CCL North: This company deals with all electrical and IT equipment recycling. We also have been
sending some of our computer equipment to Readymade who have been repairing it and passing it
back into the student population for more information on Readymade go to:
http://www.remadeinedinburgh.org.uk/
4.9 British Heart foundation
Since June 2013 we have worked very closely with the British Heart Foundation who has helped us set up key
collection points for unwanted goods in various locations on our flatted sites and Pollock Halls campus. This
has ranged from bric a brac to old student furniture. (See Sandra Kinear for full report)
4.10 Grounds Recycling
We have increased our recycling facilities around the site by situating dual recycling bins in various places for
mixed recyclables and glass next to general waste bins specifically targeting points where there is high volume
of traffic.
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4.11 Reuse project
At the end of term AS gather unwanted goods from students which can be re-used through having a free shop
in fresher’s week. Goods which can’t be re-used in the free shop are given to a charity mainly TIC http://ticint.co.uk/ & Freshstart http://www.freshstartweb.org.uk/ or SHRUB which is an all year round student lead
cooperative many of the volunteers involved help with the free shop collection in June – each year we divert
around 10 tonnes of unwanted from landfill. (Appendix 12). This now includes all of our duvets and pillows
which are supplied at the beginning of the year through the supply of bedding packs
Link to SHRUB below:
http://www.shrubcoop.org/
4.12 Hazardous Waste Management
 Battery Recycling
This is located in several places around the Pollock estate, the locations are: Basement kitchen in St
Leonard, Reception area and the EUSA shop in the JMCC. These areas can be used by staff, students and
guests.

Bulb/Fluorescent Tubes
A secure container which is used by staff on the Pollock halls site is situated at the rear of Chancellor’s
Court.

Sanitary Waste
This is managed by PHS group who dispose of our waste in a responsible manner. They have their own
environmental policies, good green credentials. http://www.phs.co.uk/our-company/about-us

Removal of Sharps
Accommodation services have laid down procedures to deal with sharps, providing training, guidance
and equipment for their removal and safe storage by the University Waste and Environment Department
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5.1 Water Monitoring and Analysis
This is carried out as part of the utilities monitoring we do. in There are now 2 water meters for the whole
site so it is very hard to monitor individual building usage, however, when refurbishing buildings, where
possible water saving initiatives will be implemented. (Appendix 13)
5.2 Rainwater Harvesting
A rain water harvesting system is in operation in the JMCC building where rainwater is collected from the
roofs, siphoned off into an under water tank, filtered and then reused to flush the toilets in the building.
5.3 Shower Heads
Low water flow shower heads have been installed across the site are within the 2ltr or lower limit.
5.4 Taps and Tap Sensors
These are fitted in the JMCC and will be part of any refurbishment plans for buildings with public toilets or
areas with sinks in future, when replacing wash hand basins we will do so with low water basins.
5.5 Low Flush Toilets
Most of our cisterns are 7ltr cisterns or have siphons on them that only release 6 litres of water so low flush.
In some of the bigger cisterns we are experimenting with the use of hogs and hippos before rolling one of
them other out. To find out what a hog or hippo is see web link below:
http://www.hippo-the-watersaver.co.uk/forworkplace.html
5.6 Towel Changes
Towels in rooms are changed daily, due to no heated towel facilities in the rooms. In each room we now
have a card which explains our towel policy so that guests know what to do if they don’t wish their towels to
be refreshed daily. (Appendix 14)
5.7 Water efficiency Washing Machines – in communal Laundries
Our laundry-supplier ‘Circuit’ have installed a set of new, improved-efficiency Maytag washing machines
which are in use in our communal laundries. These machines use just 56 litres of water per wash cycle and
have tilted drums to help reduce the amount of water needed for a quality wash. Posters advertising simple
steps to reduce impact on the environment are displayed in laundry areas. (Appendix 15)
Accommodation Services Green Management Manual
Part 1 Transport
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6.1 Public Transport Links
The Reception Centre advertises information about bus travel in Edinburgh and provides Lothian Bus Leaflets.
For more information on the travel plans of specific parts of the University Estate please go to:
http://www.ed.ac.uk/schools-departments/transport/policies-plans-reports/plans
6.2 Cycling and Walking information
Bike Hire information is available at Accommodation Services Reception Centre.
‘Walks around Edinburgh’ Sheets are displayed and available at the Accommodation Services Reception
Centre. We now display cycle maps in reception and the JMCC which show cycle tracks in and around
Edinburgh
6.3 Students Car Share
Students can join Student Car Share for travelling home for the holidays or for travelling to and from campus
during term time. This website is completely free to join and use and can help students save money on
travelling, help to reduce CO2 emissions and increase parking availability by sharing their space with others.
http://students.liftshare.com/
6.4 Tripshare
The University of Edinburgh operates a private Tripshare scheme to match individuals with others wanting to
travel in the same direction so they can share the journey and the costs.
http://www.ed.ac.uk/schoolsdepartments/transport/driving/tripshare
6.5 Pool Vehicles
Use of Pool Vehicles has been reviewed, we have trialled an electric car on site, and the option of using the
City Car Club for one or more of the pool vehicles as a possibility which would be a more sustainable option.
With the information received we have now reduced our pool to the minimum of 2 cars, we are still looking
at greener options for the 2 remaining vehicles.
Further information is available on the University’s Transport and Parking Office website:
http://www.ed.ac.uk/schoolsdepartments/transport/walking
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Part 1 Buildings
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7.1 Suppliers Screening
Suppliers screening happens during the tendering process for any service to the Pollock Halls estate due to
the size of the business. We have a rigorous tendering process where specific questions regarding the green
credentials of the business are taken into consideration and tenders are awarded with these in mind.
Location of the services are important as AS try to support local businesses where possible as part of their
social responsibility policy.
7.2 Laundry
Service provider with the tender to deal with all our laundry is Professional Linen Services, who through the
tendering process, had their green credentials checked and visits made to their premises to see the business
in operation. Professional Linen Services are well ahead of other companies in this area and by securing PLS
we are supporting local business as their premises are close by.
7.3 Paper Ware
All paper ware purchased and supplied is made of 100% recyclable paper, except for the toilet paper which is
supplied in Salisbury Green Hotel, which is a higher quality toilet paper from Virgin Pulp. The supplier policy is
that for every tree they use for paper products they plant another 3 trees
7.4 Cleaning Materials
All of our cleaning materials are stored in the correct method with staff receiving annual health and
safety/COSHH refresher training with managers recording training carried out. The chemicals we use at
present are not completely chlorine and phosphate free. We have sampled some green products but have
found the products not suitable for the high standards of cleanliness we require. We are continually working
with our suppliers to find an alternative which will work for us – see green action plan.
7.5 Toiletries
Arran Aromatics supply all our toiletries across our estate. In many areas we use dispenser units and not
individual items which cuts down on the wastage, of the product and reduced the amount of containers used.
They are a Scottish company committed to caring for the environment and whose cartons are recyclable,
biodegradable and made of material from sustainable managed forests, for information on their products
please visit: http://www.arranaromatics.com/
7.6 BREEAM
When we refurbish a building we look to make the building BREEAM very good or above. For new buildings
we aspire to BREEAM excellent. For information on BREEAM go to http://www.breeam.org/
Accommodation Services Green Management Manual
Part 1 Nature & Cultural Heritage and
Biodiversity
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8.1 Local Attractions
The Reception Centre at Pollock Halls provides many leaflets advertising local attractions, some of which are
within walking distance, including sporting facilities and a number which are nature related e.g. Dynamic Earth,
Edinburgh Zoo and Butterfly World. Leaflets contain information on prices, opening times and how to get
there using public transport.
8.2 Bio–Diversity Audit
Within the University we have a dedicated landscape team looking after the grounds and carrying out
biodiversity audits. An audit has been carried out on the Pollock Halls site and can be found at:
http://www.geos.ed.ac.uk/homes/harvieb/Sept_2010_Report_to_Estates_and_Buildings.pdf
It has identified native trees and shrubs and has helped direct the landscaping team to identify what is needed
to continually encourage active biodiversity around the site. Many scruffy areas, (one which are left to grow
wild) have already been created to help this process. ( Area at side of Masson House)
It is planned that a Nature Board will be erected with flora and fauna information on it, but as we are adding
to the biodiversity around the site this is on our long term planning. (see Green Action Plan)
8.3 Wild Habitat
Information is displayed in reception with information and maps available for walking tours of Arthur Seat
indicating time scales, different routes and degree of difficulty.
8.5 Wild Refuges
To encourage more wildlife, 20 bird boxes are installed around the site in the Autumn 2010 and an annual
maintenance plan has been be put in place for the boxes and are being well used. (Appendix 16)
9.5 Drought Resistant Gardening
This is achieved on the Pollock Halls site due to the use of woodchip on and around the plants. The landscaping
team are very careful to select shrubs which only need watered when planted resulting in no watering of plants
on site at all
9.6 Introduction of Beehives on Pollock Halls Estate
To increase the biodiversity on site and to increase the honey bee population we were very excited to
introduce 2 beehives to the Pollock Halls estate which have now increased to 4 as the project has been such a
success. These are looked after by a trained beekeeper. Workshops are run by the beekeeper introducing staff
and students to the art of beekeeping, For more information: http://www.accom.ed.ac.uk/currentstudents/energy-and-sustainability/pollock-halls-bees/
Accommodation Services Green Management Manual
Part 1 - Health & Well being
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9.1 Sea of Tranquillity
Accommodation Services organise a local company to regularly visit on site to provide therapies to staff in
their workplace. Therapies are aimed at improving the health and well-being of staff at work with some of the
benefits of undertaking them cited as helping to relieve mental fatigue, promoting clearer thinking and
improving concentration, relieving stress and muscular tension and fatigue and improving posture.
9.2 Healthy Working Lives Award
Healthy Working Lives is an initiative led by the Scottish Centre for Healthy Working Lives and encourages
employers to promote health and wellbeing in order to encourage a healthier and more motivated workforce.
The University of Edinburgh successfully achieved Bronze, Silver and Gold levels of this award in May 2010 and
Accommodation Services played an active part in this achievement. To achieve this award the University was
assessed on its approach to a number of areas including health and safety, occupational health, employability,
supporting staff attendance, healthy eating, physical activity, smoking, mental health, health and the
environment and community health and wellbeing. The University maintained the Gold level Healthy Working
Lives (HWL) award in 2013, valid for a further three years.
9.3 Walking
Included in the AS Sustainability Policy statement, students, staff and where possible commercial customers
are encouraged to incorporate informed sustainability perspectives within their day to day activities including
walking. Information is available with regard to traffic free green spaces and walking times to university areas.
http://www.intra.accom.ed.ac.uk/pmwiki/uploads/Sustainability/ESTransportInformation.doc
9.4 Stair Climbing
The University of Edinburgh is supporting a stair climbing campaign launched by NHS Scotland to encourage
people to use the stairs instead of the lift. Packs containing posters to help promote the use of stairs and to
motivate everyone are available from the University Health and Safety Department. These posters will be
displayed on notice boards throughout the site and information is available on the Accommodation Services
Intranet.
9.5 Squash courts, Petanque pitch and New BBQ area
These facilities are available for use by guests, students and staff and can be booked at the AS Reception
Centre. The Squash Courts recently have been refurbished. We now have a BBQ area which is well used, to
encourage people to eat and socialise outside when possible
9.6 Orienteering Course
The Pollock Halls site has its own orienteering course, open to students, visitor, event’s organisers, AS staff,
other university staff from other locations and local community groups. Maps are available from the AS
Reception Centre. (Appendix 3)
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Part 1 - Health & Well being
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9.7 Cycling
AS supports and encourages cycling by providing free cycle training, cycle maintenance courses and free ,
secure cycle parking facilities. It is easy to travel between University sites by bike - Pollock Halls is an 8
minute cycle ride from the Central Area, 12 minutes from the King’s Buildings and 10 minutes from
Edinburgh Waverley Train Station. The city has a network of on and off road cycle routes and parking
facilities. Further information on cycling and planning your journey by bike is available on the University’s
Transport and Parking Office website: www.ed.ac.uk/transport
Since February 2010 the University has operated a Bicycles+ through Cyclescheme available at
www.cyclescheme.co.uk/de3bd7 The cycle to work scheme is a Government green transport initiative which
allows the University of Edinburgh to offer employees the option of hiring an adult bike and safety
equipment over a 12 month period free of tax and National Insurance by way of a “salary sacrifice”.
Information about Bike Hire is available at AS Reception Centre. With new cycle map showing many cycle
routes in and around Edinburgh
9. 8 Access to CSE facilities for Edinburgh First visitors, Staff and Students.
Commercial guests, as well as staff and students, can take advantage of the facilities offered by the
University’s Centre for Sports and Exercise http://www.ed.ac.uk/schools-departments/sport-exercise
Posters and cards are available to adverting these services at special rates will be available in central
locations
9.9 Health Promotion Initiatives
A Health Promotion Newsletter is produced twice a year with AS staff regularly contributing.
http://www.ed.ac.uk/staff-students/staff/health-wellbeing/about/news
9.10 Health and Wellbeing Portal
The Health and Wellbeing Web Portal has been launched and will include information relevant to Energy and
Sustainability as well as internal and external links, for information:
http://www.ed.ac.uk/staff-students/staff/services-support/health
9.11 Smoking Policy
All Accommodation Services buildings are no smoking with outdoor smoking zones available with
appropriate bins and guest information. At Pollock Halls, staff and contractors are asked to go to three
designated smoking shelters around the site.
Accommodation Services Green Management Manual
Part 1 Catering
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10.1 Food
Information relating to the carbon foot print of our food can be found in the supplier screening file.
Information on the new Catering Sustainability and Fairtrade policy can be found at:
http://www.accom.ed.ac.uk/services/catering-outlets/catering-sustainability/
( Appendix 18 )
10.2 Local Suppliers
Through TUCO and also the Scottish Regional Consortium Organisation “Advanced Procurement for
Universities and Colleges” the JMCC purchases a range of items and is always looking to use as many local
suppliers possible. Examples recently include changing all biscuits to Nairn’s Oat Biscuits which are made one
mile from Pollock Halls and distributed through a supplier at Newbridge, Edinburgh thus reducing food miles
as much as is practically possible. The University uses over 1 million of these annually along with Walkers
Shortbread.
To showcase our principles on purchasing and Fairtrade, a written policy statement has been produced.
10.4 Meat and Dairy Produce
All companies used for the supply of our meat and dairy produce are as local as they can be, determined by
the large amounts and the strict delivery schedules our business demands. ( Appendix 17)
10.5 Drinking Water
Bottled water is only supplied if specifically requested by Edinburgh First customers, bar and
vending. It is supplied by Strathmore Spring, a Scottish company. Otherwise tap water is supplied.
10.6 Organic Food
75% of all breakfast cereal is organic and in the JMCC they make their own muesli from organic produce. All
eggs are purchased from a free range farm, Sunny Hill Farm in the Borders.
10.7 Vegetarian Food
A vegetarian option is offered at every meal served in the JMCC. Vegans can also choose from a wide range
of options providing them with well balanced, nutritious items from the selection offered
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10.8 Fairtrade Food and Drink
There is a wide range of Fairtrade food and drink available in the JMCC such as tea, coffee, orange juice, and
snacks.
10.9 International Social Responsibility
The Assistant Director of Catering not only heads up the Fair Trade Group within the University and he and his
team have recently signed up to work with Just Trading Scotland in the 90kg rice challenge.
For every 90kg of rice purchased by the JMCC, one child will be sent to school in Malawi for one year. At
present we use 6,000kg of rice every year. The catering team are now hoping to do a deal whereby all pulses
used in the JMCC will be purchased in the same way with a target of trying to put 100 children per year through
school.
For more information - http://jts.co.uk/90kg-rice-challenge
10.10 Coffee Conscious
All coffee is now from a local coffee supplier called “Coffee Conscience”. This company roasts green coffee
beans in Glasgow and Dundee and has its main distribution centre in Perth; the result is a reduction in food
miles and carbon footprint. Whilst all coffee is Fairtrade, Coffee Conscience in partnership with the University
are also running a number of promotions to further benefit local community projects and to plant community
orchards. (Appendices 18)
10.11 Suppliers Screening List
A list of all suppliers and their green credentials is held in the main office of the JMCC. Local suppliers, buying
in bulk, buying of fair-trade goods and not buying genetically modified produce are all part of the purchasing
policy of the catering management staff within the JMCC. Due to the sheer volume of the food needed only
certain suppliers can provide the amount needed e.g. our fish is purchased from Campbell Prime Meat for this
reason. Recently business has been given to a company called 3663, who have multi compartment vans, this
means one delivery can be made for frozen, chilled and dry goods, therefore no need for separate vans to
delivery on separate days, thus reducing the carbon foot print of the high volume of food purchased by the
JMCC. All of the sustainable practices have been recognised through the GTBS who have just recently awarded
the JMCC a gold award. As this was one of the highest gold awards awarded in 2011 the JMCC took part in the
GTBS Gold Star Awards narrowly missing out on the gold star award, but proudly receiving a highly
commended award in the conference category.
10.12 Cleaning materials – Chlorine and Phosphate Free
All of our cleaning materials are stored in the correct method with staff that use them receiving annual health
and safety/COSHH refresher training with managers recording any training carried out. All cleaning materials
used in the JMCC are phosphate and chlorine free with the exception of D4.8 stain, which has limited use. We
are currently trying to source an alternative for D4.8 stain – see green action plan.
Accommodation Services Green Management Manual
Part 1 Innovation, Awards & Action Plan
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11.1 Green Action Plan
Our Green Action Plan can be obtained by contacting the E 7 S coordinator as it is constantly being updated
this lists the environmental initiatives currently underway across AS and includes planned actions, targets
and timescales.
11.2 Green Apple Award
Accommodation Services has been awarded a Gold Apple Award for their work on the free shop project, at
Edinburgh Castle in September 2012
11.3 Edinburgh Sustainability Awards By Student Association
Accommodation Services in the ESA Awards 2012 have been awarded a Silver award by the Edinburgh
University Student Association for all their environmental work. AS was audited in March and gained the welldeserved award in April 2013 for the second year running.
Pollock Halls Apiary picking up the award for innovation sponsored by Office Depot
11.4 Food Related Awards
 Good Egg award
In 2014 the University achieved the "Good Egg Award" in recognition of the University's commitment to
use only free range whole/shell eggs across 100% of their catering. A strategic decision was made to
switch all shelled eggs to free range over six years ago and 285,000 shelled eggs are used annually. - See
more about the good Egg award go to:
http://www.compassioninfoodbusiness.com/awards/good-egg-award/

Sustainable Restaurant Association
Accommodation services is also a member of the Sustainable Restaurant Association and has achieved a
two star rating through evidence of best practice over a range areas including food sourcing, Society, and
Environment for more information go to
http://www.thesra.org/restaurant/university-of-edinburgh/

Healthy Living Award
This is a Scottish national award operated by Consumer Focus Scotland, giving recognition to those
caterers within the food service sector who take a range of steps to provide healthier options to
customers. The award looks at hygiene standards, cooking methods, ingredients used, the food on
offer and the highlighting of healthy choices.
Accommodation Services has achieved 10 Healthy Living Awards across its catering operations,
including the John McIntyre Conference Centre at Pollock Halls, the largest University catering
facility, which provides meals for all students living in catered halls of residence as well as for
commercial guests.

Food for the Brain
Food for the Brain has been awarded to the JMCC, which helps promotes awareness of the link
between learning, behaviour, mental health and nutrition. The University of Edinburgh was the first
university in the UK to achieve this award, being assessed against strict criteria that included menu
balance and nutrient value, ingredient selection and preparation, menu variety and suitability for
special diet as well as staff awareness and signposting to the customer.
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Eat Safe
This award is held by a number of AS’s catering outlets including the John McIntyre Conference
Centre at Pollock Halls. The award aims to provide an incentive to caterers to strive for food hygiene
and food safety management standards beyond those required by law. It also helps consumers to
make informed choices about where to eat out by providing a recognisable “sign of excellence” in
standards of food hygiene.

Food For Life Bronze Award
The JMCC team headed up by Assistant Director Ian McCauley have achieved the Bronze award in
2012. They are working in partnership with Lothian Health Board and Edinburgh City Council. They
were the first higher educational establishment in Scotland to gain this Award. More information can
be found at: http://www.sacert.org/catering/standards/bronze