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DEPARTMENT
PROCESS OWNER
TITLE/DESCRIPTION
POLICY NO.

ISSUE DATE
MAY 2016
EFFECTIVE DATE
JUL 2016
REVISE DATE
MAY 2018

PURPOSE:

ABC is committed for promoting energy efficiency and conservation to benefit patients, doctors staffs
and society. Conservation through careful energy and resource management helps to protect the
environment, extend the life of our infrastructure and maintain a comfortable setting in which to work,
consult and perform services.
Air conditioned buildings use significantly more energy and resources than naturally ventilated ones. In
addition, the initial cost of construction or retrofit can substantially impact on project budgets. The
objective of the policy is to ensure requests for air conditioning (cooling) are addressed in a consistent
and sustainable manner.

1.

SCOPE:
This policy shall apply to all new and existing buildings and facilities owned and/or operated by ABC.

2.

DEFINITION

3.1 Air Conditioning as discussed herein shall be limited to the requirement to provide mechanical cooling
of the ambient air of a space.
3.2 Functional Air Conditioning shall be considered to be that which is required to facilitate the core
requirements of the University in terms of maintaining a safe environment, facilitate teaching and/or
research.
3.3 Comfort Air Conditioning shall be considered to be any application which is not functional and is
generally meant to include locations and/or occasions when temperature control would be desirable by
the occupants but not necessary to their duties or functions.

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3.4 Mechanical Ventilation, as it relates to air conditioning, is considered to be the supply and discharge
of unconditioned air from a space. This is generally at exterior temperatures and humidity.

3.

POLICY:
New buildings will continue to be designed to be energy efficient. They will incorporate

contemporary passive and solar design features which will enhance the scope for natural ventilation and
environmental control. Only selected, essential areas will be air conditioned.
New air conditioning installations in existing buildings will be permitted only in those essential
areas where a controlled environment is critical to the functions performed. Such areas generally will be
limited to:

selected laboratories or parts thereof;

certain animal house areas;

rooms containing large scale computer installations and/or electronic equipment which require
temperature control as a condition of the manufacturer's warranty;

certain areas within libraries; and

certain lecture theatres, teaching laboratories, seminar rooms, and other teaching facilities,
dependent on size and orientation.

Comfort air conditioning will not normally be provided unless there are special circumstances which justify
such installations.
New air conditioning installations shall normally meet the following guidelines:

each installation must be capable of future extension or inclusion in a central plant system able to
service adjacent areas in the building concerned where this can be reasonably achieved;

systems proposed must be technically sound, energy efficient and in conformance with the
University's Energy Management Program;

equipment locations must be aesthetically, architecturally and environmentally acceptable; and

installation costs shall include a component contribution towards infrastructure renewal and power
upgrading costs.

All new air conditioning installations and any modification of existing installations must be pre-arranged
through the Facilities Management service portfolio. In particular, the approval of the Executive Director,
Facilities Management is necessary before any installation or modification is proceeded with.

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4.
PROCEDURES
Request for Installation
All requests for new or replacement installations and for modifications to existing installations should be
directed in the first instance to the Manager, Operations, Facilities Management. A funded requisition
form must be signed by the head of the cost centre. Requests for air conditioning work will be decided by
the Executive Director, Facilities Management in consultation with the Director, Facilities Planning and the
Manager, Operations.
The Manager, Operations will arrange for each request to be examined and provide advice in respect of:

the selection of a system which will meet the requesting unit's requirements and conform to
University policy on standardization and energy management;

the location of the system, after considering;

building aesthetics, condition, function and future use;

noise and accessibility

availability of services, e.g. electrical power;

Code requirements; and

the location and type of any existing air conditioning plant.

the operating and maintenance procedures for the system; and

an estimate of costs, including:

purchase and installation costs, and

operating costs (including electricity, servicing, maintenance and breakdown repairs).

Other criteria which will be considered in the assessment of proposals include:

the location of the area/s proposed for air conditioning, in relation to existing systems and the
infrastructure master plan;

suitability of the building fabric to accommodate air conditioning installation and permit economical
and cost efficient performance;

the age, nature and condition of the building and its status within the major maintenance and
refurbishment program; and

The need for all new air conditioning installations to comply with all relevant and statutory Code
requirements.

Costs
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Requesting units must be prepared to meet all costs associated with new and replacement air
conditioning installations and modifications. These costs will include:

all purchase and installation costs, including

a fee of 15% for the consultant and specialist staff needed for the design, documentation and
administration of the works;

any upgrading of the building power supply needed for the unit to operate;

any passive building treatment to minimize the air conditioning load;

any works to modify, improve, or reinstate internal and/or external building fabric;

associated energy management devices; and

a component contribution towards infrastructure renewal and campus HV power upgrading.

all servicing and maintenance, based on manufacturer's recommendations and to be charged

annually;

all breakdown repair costs, to be charged as they occur; and

if a system is removed and not replaced, the cost of reinstating the building fabric.

An annual charge for electricity will be levied based on the category of system installed, with rates to be
reviewed annually to reflect changes in supply tariffs. Details of categories will be advised by Facilities
Management.
Requests for air conditioning shall be made to the Department of Facilities Management in accordance
with existing maintenance request processes.
Requests should include sufficient justification for the request as well as a description of measures which
have already been implemented to reduce heat loads in the subject area.
The Facilities Engineering & Development section will review the existing heating/cooling systems and
assess the requirements of the proposed space use to determine the optimal cooling solution.
Should the installation of air conditioning be deemed warranted a system shall be selected and designed
in accordance with the long term, sustainable objectives of the University.

5.1 Window Air Conditioning Units

Window mounted units have traditionally been installed on an individual, adhoc manner without
consideration of building aesthetics, maintenance or energy and water use efficiency. Their continued use
has been deemed to be inconsistent with the Universities long term objectives. As such, window
mounted room air conditioners will no longer be considered a solution for room temperature control. It is
intended to phase out all such units as they reach the end of their economic life cycle.
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Where the continued requirement for supplemental air conditioning is justified, the space will be
evaluated under the new policy conditions and an appropriate system selected and installed. The cost of
such new installations may be required to be borne by the requesting department.
5.2 Water Cooled Systems (Free Standing)
Water Cooled (Open Loop) systems utilize high volumes of cool incoming municipal water to cool air over
a heat transfer coil. Once the water passes the coil, it is discharged to the municipal drains (sewer) as
waste water. This practice is now considered to be unsustainable, costly and unacceptable to the
municipalities who are required to by law provide us with safe drinking water. The predominate reason for
their use is low capital cost and ease of installation relative to competing systems.
5.3 Split Systems (DX and Chilled Water)
Split Systems utilize a refrigerant (DEX) or chilled water piped between an indoor air handling unit and a
remote outdoor condensing unit. These units range in size and are an effective means of providing
cooling to many area types. This system type requires the placement of a condenser unit on the exterior
of the building. All future split systems will be installed in such a way that exterior condensers do not
detract from the aesthetic appearance of buildings or grounds or interfere with grounds keeping and/or
snow clearing. In general, this will require that condensing units be installed on roof tops that have been
designed for or modified to accept the installation of mechanical systems.
5.4 Extension of Existing Central Plant Systems
Chilled water is mechanically cooled water which is distributed through pipes and used at the various
locations to cool the air when required however the piping returns the water to the central plant for re-use.
Chilled water is available in limited quantities throughout the campus, where small chillers exist however
the expansion of this capacity is not anticipated to occur in the near term. The Department of Facilities
Management has undertaken to develop a long term infrastructure plan for chilled water distribution
throughout the St. Johns Campus utilizing the Main Utilities Annex, which currently generates chilled
water for the Health Sciences Center.
5.5 Short and Long Term Objectives
In the short term, all new requests for air conditioning will be addressed through the use of split systems
with a strong preference to chilled water systems. The indoor portion of these chilled water systems can
be connected to the large scale chilled water plants when they become available which will save cost and
increase energy efficiency. Split systems have life spans of between 12 -15 years as the exterior
condensers tend to degrade.
Additionally, DX Systems utilize potentially environmentally harmful controlled products as the refrigerant
which is required to be inventoried and reported. Minimization of the use of these products is desirable.
The long term objectives of the University are to provide cooling systems to necessary areas throughout

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the campus via one or several centralized plant chilled water systems.

6.

RESPONSIBILITY

7.

FORMS
7.1

8.

None

ATTACHMENTS
8.1

9.

None

REFERENCES
9.1

None

10. Approval
Sig.
-----------------------

Prepared By:

Reviewed By:

Reviewed By:
QIRC - Acting Head
Approved By:

Sig.
----------------------Sig.
----------------------Sig.
-----------------------

Air Conditioning Procedure

1.0 PURPOSE
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Memorial University is committed to promoting energy efficiency and conservation to benefit students,
faculty, staff and the campus community. Conservation through careful energy and resource management
helps to protect the environment, extend the life of our infrastructure and maintain a comfortable setting in
which to work, teach and perform research.
Air conditioned buildings use significantly more energy and resources than naturally ventilated ones. In
addition, the initial cost of construction or retrofit can substantially impact on project budgets. The objective
of the policy is to ensure requests for air conditioning (cooling) are addressed in a consistent and
sustainable manner.
2.0 SCOPE
This policy shall apply to all new and existing buildings and facilities owned and/or operated by Memorial
University of Newfoundland.
3.0 DEFINITIONS
3.1 Air Conditioning as discussed herein shall be limited to the requirement to provide mechanical cooling
of the ambient air of a space.
3.2 Functional Air Conditioning shall be considered to be that which is required to facilitate the core
requirements of the University in terms of maintaining a safe environment, facilitate teaching and/or
research.
3.3 Comfort Air Conditioning shall be considered to be any application which is not functional and is
generally meant to include locations and/or occasions when temperature control would be desirable by the
occupants but not necessary to their duties or functions.
3.4 Mechanical Ventilation, as it relates to air conditioning, is considered to be the supply and discharge of
unconditioned air from a space. This is generally at exterior temperatures and humidity.
3.5 DX System is an air conditioning system utilizing any type of refrigerant as the medium of extracting
heat.
4.0 PROCEDURE STATEMENT
The University will carefully consider heating, cooling and ventilation requirements during the design stage
of all new buildings and major refurbishments and renovations.
Passive heat gain shall be addressed through the use of internal and external shading, coverings, window
coatings or other sustainable methods defined as technology and practices change.
Active heat gain should be addressed, by the end users, by co-locating equipment or personnel to areas
where cooling or ventilation systems are underutilized or schedules are complimentary. Use of timing
systems, set backs or turning off of unused electrical equipment (computers, processors, monitors) should
be utilized to reduce heat loads, especially during the peak cooling season (July August).

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Mechanical ventilation will be considered where natural ventilation is found to be insufficient for oxygen
replenishment, humidity control and air movement. Typical areas would include offices, classrooms,
cleaning or preparation areas, storage or mechanical spaces or animal research areas. This determination
shall be in accordance with the Occupation Health and Safety Regulation and industry standards including,
but not limited to ASHRAE Standards.
Air conditioning will be considered for functional purposes where room processes require close
temperature controls or mechanical ventilation has been found to be inadequate or less cost effective and
all other means have been exhausted. Typical areas would include computer server rooms, process and/or
instrumentation areas, and animal housing or research areas, and libraries.
Air conditioning will be considered for any space where the indoor air temperature exceeds 30oC for more
than 15% of the normal working day in summer or where temperatures continuously exceed 30oC for more
than 72 hours per year after all other methodologies have been exhausted.
Air conditioning may also be considered for comfort purposes where requesting departments are prepared
to pay the life-cycle cost of the installation, operation, maintenance, decommissioning and reinstatement of
the system. These shall be considered on an individual basis and are conditional upon the approval of
Facilities Management, Manager, Energy Systems who shall determine whether the necessary capacity
exists in the electrical and water supply/drainage systems to ensure that long term core services shall not
be impacted by the installation. A units ability to fund the installation of air conditioning should not be
considered as a right to install a system.
Comfort air conditioning may also be deemed to be appropriate in large common meeting rooms, lecture
theatres or certain office suites which may normally accommodate meetings with the public.
Air conditioning system (type) selection shall be at the discretion of the Department of Facilities
Management and shall be in keeping the 5.0 Technical Requirements.
All new open loop water cooled systems shall be fitted with water volume measurement meters capable of
reading water flow and/or consumption and relaying that information to the Department of Facilities
Management, Energy Management System, via the existing DDC network. The cost for this equipment
shall be carried by the funding department or unit.
5.0 TECHNICAL REQUIREMENTS
5.1 Window Air Conditioning Units
Window mounted units have traditionally been installed on an individual, adhoc manner without
consideration of building aesthetics, maintenance or energy and water use efficiency. Their continued use
has been deemed to be inconsistent with the Universities long term objectives. As such, window mounted
room air conditioners will no longer be considered a solution for room temperature control. It is intended to
phase out all such units as they reach the end of their economic life cycle.

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Where the continued requirement for supplemental air conditioning is justified, the space will be evaluated
under the new policy conditions and an appropriate system selected and installed. The cost of such new
installations may be required to be borne by the requesting department.
5.2 Water Cooled Systems (Free Standing)
Water Cooled (Open Loop) systems utilize high volumes of cool incoming municipal water to cool air over a
heat transfer coil. Once the water passes the coil, it is discharged to the municipal drains (sewer) as waste
water. This practice is now considered to be unsustainable, costly and unacceptable to the municipalities
who are required to by law provide us with safe drinking water. The predominate reason for their use is low
capital cost and ease of installation relative to competing systems.
5.3 Split Systems (DX and Chilled Water)
Split Systems utilize a refrigerant (DEX) or chilled water piped between an indoor air handling unit and a
remote outdoor condensing unit. These units range in size and are an effective means of providing cooling
to many area types. This system type requires the placement of a condenser unit on the exterior of the
building. All future split systems will be installed in such a way that exterior condensers do not detract from
the aesthetic appearance of buildings or grounds or interfere with grounds keeping and/or snow clearing. In
general, this will require that condensing units be installed on roof tops that have been designed for or
modified to accept the installation of mechanical systems.
5.4 Extension of Existing Central Plant Systems
Chilled water is mechanically cooled water which is distributed through pipes and used at the various
locations to cool the air when required however the piping returns the water to the central plant for re-use.
Chilled water is available in limited quantities throughout the campus, where small chillers exist however
the expansion of this capacity is not anticipated to occur in the near term. The Department of Facilities
Management has undertaken to develop a long term infrastructure plan for chilled water distribution
throughout the St. Johns Campus utilizing the Main Utilities Annex, which currently generates chilled water
for the Health Sciences Center.
5.5 Short and Long Term Objectives
In the short term, all new requests for air conditioning will be addressed through the use of split systems
with a strong preference to chilled water systems. The indoor portion of these chilled water systems can be
connected to the large scale chilled water plants when they become available which will save cost and
increase energy efficiency. Split systems have life spans of between 12 -15 years as the exterior
condensers tend to degrade.
Additionally, DX Systems utilize potentially environmentally harmful controlled products as the refrigerant
which is required to be inventoried and reported. Minimization of the use of these products is desirable.
The long term objectives of the University are to provide cooling systems to necessary areas throughout
the campus via one or several centralized plant chilled water systems.
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6.0 Procedures
Requests for air conditioning shall be made to the Department of Facilities Management in accordance with
existing maintenance request processes.
Requests should include sufficient justification for the request as well as a description of measures which
have already been implemented to reduce heat loads in the subject area.
The Facilities Engineering & Development section will review the existing heating/cooling systems and
assess the requirements of the proposed space use to determine the optimal cooling solution.
Should the installation of air conditioning be deemed warranted a system shall be selected and designed in
accordance with the long term, sustainable objectives of the University.

Air Conditioning: Policy and Procedures - Policy

Policy ID 000528

Introduction
An energy management study which considered all aspects of energy usage and cost highlighted the
extent to which the University resources are absorbed by energy consumption and costs. It is estimated
that over 30% of expenditure has related to heating, ventilation and air conditioning. A five year plan has
now been put into place which when completed will provide substantial ongoing cost savings to the
University, as well as a major contribution to the broader community goals of energy conservation.
Air conditioning systems in particular are expensive to install, operate, maintain and ultimately replace. With
few exceptions none of the University's buildings were designed to be fully air conditioned. Only selected
areas within some buildings have since been provided with a controlled environment dependent on the
functions to be performed in those areas. Extending the air conditioning within these buildings generally is
not a simple task, and in many cases is not possible due to lack of riser and plant room space and limited
electrical capacity.
It is the long term aim to rationalize air conditioning installations and to reduce if not eliminate the
proliferation of multiple package air conditioning units serving only small areas within buildings. This aim
has been incorporated into the ongoing campus rehabilitation and infrastructure master planning.

Policy

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New buildings will continue to be designed to be energy efficient. They will incorporate contemporary
passive and solar design features which will enhance the scope for natural ventilation and environmental
control. Only selected, essential areas will be air conditioned.
New air conditioning installations in existing buildings will be permitted only in those essential areas where
a controlled environment is critical to the functions performed. Such areas generally will be limited to:

selected laboratories or parts thereof;

certain animal house areas;
rooms containing large scale computer installations and/or electronic equipment which require
temperature control as a condition of the manufacturer's warranty;

certain areas within libraries; and

certain lecture theatres, teaching laboratories, seminar rooms, and other teaching facilities,
dependent on size and orientation.

Comfort air conditioning will not normally be provided unless there are special circumstances which justify
such installations.
New air conditioning installations shall normally meet the following guidelines:

each installation must be capable of future extension or inclusion in a central plant system able to
service adjacent areas in the building concerned where this can be reasonably achieved;

systems proposed must be technically sound, energy efficient and in conformance with the
University's Energy Management Program;

equipment locations must be aesthetically, architecturally and environmentally acceptable; and

installation costs shall include a component contribution towards infrastructure renewal and power
upgrading costs.

All new air conditioning installations and any modification of existing installations must be pre-arranged
through the Facilities Management service portfolio. In particular, the approval of the Executive Director,
Facilities Management is necessary before any installation or modification is proceeded with.

Procedures
Request for Installation
All requests for new or replacement installations and for modifications to existing installations should be
directed in the first instance to the Manager, Operations, Facilities Management. A funded requisition form
must be signed by the head of the cost centre. Requests for air conditioning work will be decided by the
Executive Director, Facilities Management in consultation with the Director, Facilities Planning and the
Manager, Operations.
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The Manager, Operations will arrange for each request to be examined and provide advice in respect of:

the selection of a system which will meet the requesting unit's requirements and conform to
University policy on standardization and energy management;

the location of the system, after considering;

building aesthetics, condition, function and future use;
noise and accessibility
availability of services, eg. electrical power;
Code requirements; and
the location and type of any existing air conditioning plant.
the operating and maintenance procedures for the system; and
an estimate of costs, including:
purchase and installation costs, and
operating costs (including electricity, servicing, maintenance and breakdown repairs).

Other criteria which will be considered in the assessment of proposals include:

the location of the area/s proposed for air conditioning, in relation to existing systems and the
infrastructure master plan;

suitability of the building fabric to accommodate air conditioning installation and permit economical
and cost efficient performance;

the age, nature and condition of the building and its status within the major maintenance and
refurbishment program; and

the need for all new air conditioning installations to comply with all relevant and statutory Code
requirements.

Costs
Requesting units must be prepared to meet all costs associated with new and replacement air conditioning
installations and modifications. These costs will include:

all purchase and installation costs, including

a fee of 15% for the consultant and specialist staff needed for the design, documentation and
administration of the works;

any upgrading of the building power supply needed for the unit to operate;
any passive building treatment to minimise the air conditioning load;
any works to modify, improve, or reinstate internal and/or external building fabric;
associated energy management devices; and

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a component contribution towards infrastructure renewal and campus HV power upgrading.

all servicing and maintenance, based on manufacturer's recommendations and to be charged
annually;

all breakdown repair costs, to be charged as they occur; and

if a system is removed and not replaced, the cost of reinstating the building fabric.

An annual charge for electricity will be levied based on the category of system installed, with rates to be
reviewed annually to reflect changes in supply tariffs. Details of categories will be advised by Facilities
Management.

Facilities Management
Facilities Management will provide the following services in actioning requests for air conditioning:

conduct initial feasibility investigation and provide an indicative cost estimate for purchase and
installation;

arrange and/or undertake detailed investigation and design work;

advise anticipated annual operating costs and electricity charges;
as necessary, obtain statutory approvals;
where appropriate, prepare tender documentation, invite and receive tenders, and arrange
installation contracts;

supervise all installation works, including any ancillary building operations and other upgrading
works; and

service and maintain installed systems.

Implementation
This revised air conditioning policy is effective from 1 January 2002. The policy is equally applicable to
proposals to relocate existing systems and/or to replace systems which have reached the end of their
economic life. Enquiries may be directed to the following:
Mechanical Engineer/Energy Manager ext 6507 Manager, Operations, ext 7210, Executive Director,
Facilities Management ext 6563
Vice-Chancellor

This document is based upon Air Conditioning Policy guidelines for the University of NSW Facilities
Department.
Approval Authority:

Vice-Chancellor

Policy Contact:

Mechanical Engineer

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Policy Sponsor:

Deputy Vice-Chancellor (Academic)

Policy Owner:
Amendment History:

Director, Infrastructure and Facilities Services

Amended 10 July 2015 - Amended Policy Sponsor and Policy Owner to update
titles to reflect structural changes

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