Administrative Policies and Procedures Manual - Policy 5100: Energy Management

Date Originally Issued: 02-09-2009

Authorized by RPM 3.1 ("Responsibilities of the President")

Process Owner: Associate Vice President for Institutional Support Services

1. General

As the State's flagship institution of higher education, the University of New Mexico has a civic, social, and fiscal responsibility to optimize its procurement, production, and consumption of energy.  The University will provide the energy education and expertise necessary to support students, faculty, and staff in reducing energy consumption and improving energy efficiency as they learn and work together to fulfill the University's mission.  Occupant health, safety, comfort, and program requirements will remain a primary concern as the University works to minimize energy usage.  To promote a safe, healthy learning environment and to complement the energy management program, each campus shall review and adhere to the preventive maintenance and monitoring plan administered by Facilities Management for all University facilities and systems, including HVAC, building envelope, and moisture management.   

2.  Roles and Responsibilities

Every member of the University community is expected to be an "energy saver" as well as an "energy consumer."  Faculty, staff, and students will strive to reduce energy consumption by minimizing energy usage and using energy only when needed.  Every employee is expected  to conserve energy and make a positive contribution to maximize energy conservation at the University.

2.1.  Building Administrators

The President will assign a dean, director, or department head to serve as the building administrator for each University building.  Each building administrator in conjunction with the applicable energy conservation educator will monitor total energy usage of his or her building.

2.2.  Energy Conservation Educators

Energy conservation educators:

• assist building administrators in energy management and provide regular reports to building administrators indicating performance with regards to energy savings;

• perform routine audits of all facilities and communicate the audit results to the building administrators; and

• suggest adjustments to the University's energy management systems, including temperature settings and run times for HVAC and other controlled equipment.

2.3.  Students

When occupying University facilities, students are expected to conserve energy.  Students living in dormitories are responsible for implementing the room energy guidelines developed by Facilities Management  available on their website.

2.4  Faculty and Staff

Faculty and staff must proactively support the University's sustainability goals regarding heating, cooling, lighting, and energy conservation. When occupying their classrooms and offices, faculty and staff members are responsible for complying with the specific measures listed in Section 3. herein and implementing the energy guidelines developed by Facilities Management available on their website.

3.  Specific Measures

3.1. Lighting

Lights should be turned off when not needed and energy efficient lighting should be used whenever possible.

3.2. Heating

Windows and doors of conditioned spaces should be kept closed.  During the heating season, room temperatures should be maintained between 68-72F when occupied.  Whenever it is economically and technically feasible, temperatures should be allowed to drop to 55F during unoccupied periods.  The only exceptions to this policy are special areas such as animal care units or research facilities that require constant or warmer temperatures.  Areas that are too hot or too cold should be reported as soon as possible to energy@unm.edu.

3.3. Cooling

Windows and doors of conditioned spaces should be kept closed.  During the cooling season, room temperatures should be maintained between 74-78F when occupied.  Ceiling fans should be operated in all areas that have them.  Air conditioning should not be used in classrooms during the summer sessions unless the classrooms are being used for instruction or extracurricular activities.  Whenever it is economically and technically feasible, temperatures should be allowed to rise to 85F during unoccupied periods.  The only exceptions to this policy are special areas such as animal care units or research facilities that require constant or cooler temperatures.  Areas that are too hot or too cold should be reported as soon as possible to Facilities Management.

3.4. Computing Equipment

Reasonable steps should be taken to save energy when using computer equipment by following IT energy saving guidelines listed on the IT Sustainability Webpage.  Computers may need to be left on at certain times for installation of security patches and virus scanning, so computer users should follow the computing energy saving practices established by their IT administrator.  For additional information refer to UAP 2520 "Computer Security Controls and Guidelines."  

3.5.  Office machines

Office machines and appliances should be turned off when not in use, especially each night and during unoccupied times.  Fax machines should remain on.  Ideally office machines and appliances should be unplugged at night or a power strip should be used which is turned off when the machines and appliances not in use.  All capable office machines should be programmed for the "energy saver" mode using the power management feature. 

3.6.  Procurement 

Energy star products must be purchased whenever available.  For examples, see the U.S. Environmental Protection Agency Energy Star products list.  Additional information and guidelines are available on the Purchasing Department website. 

4.  Monitoring and Reporting

Facilities Management will maintain records of energy consumption and the cost of energy and will provide performance information to the President routinely, but no less than once each fiscal year.  This report will be used to locate problem areas as well as determine if conservation goals are being met.  Any suggestions for ways of reducing energy consumption should be submitted to Facilities Management.  University faculty, staff, and student cooperation and support of energy management is key to its success.  The University may use incentive programs in compliance with UAP 3235 ("Staff Recognition and Awards") to encourage employees to reduce energy use.  Participation in energy management is a major component of UNM's sustainability value and should be evaluated in annual performance reviews.