Mobile Logo Desktop Logo
Mobile Logo
York Region District School Board

Procedure #NP414.0, Arts Projects

The Arts Projects and Other Installations on Building Surfaces procedure standardizes the approval process for any art project or installation on building surfaces including the acquisition of appropriate materials, installation techniques, sustainability, maintenance, replacement and recovery of pre-existing facility conditions if maintenance or removal is required. It also ensures understanding  and compliance with building codes, fire and life safety requirements, and health and safety regulations.

 

Stakeholder Groups with Responsibilities under this Procedure 

  • Director of Education
  • Associate Directors, Coordinating Superintendents, Superintendents
  • Principals and/or Building Managers  
  • Staff members responsible for the art project and other installations on building surfaces
  • Assistant Managers, Construction & Maintenance
  • Plant Services
  • Purchasing Services
  • Health and Safety
  • Board-approved contractors working on art projects and installations

 

Relationship to Board Priorities

This procedure ensures the effective stewardship of Board resources by demonstrating professionalism and accountability for high standards of practices in all Board operations and modeling continuous environmental sustainability.

 

Timelines and Next Steps

This procedure is scheduled for review at the November 13, 2024 Executive Council meeting.

 

Providing Feedback

Questions about this policy and/or procedure should be raised with your principal, manager, or supervisor. If additional clarification is required, principals, managers and supervisors may contact plant.services@yrdsb.ca.

In accordance with Board Policy 285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.

Input is a vital component of the review process. If you feel a policy and/or procedure needs to be revised, feedback may be submitted through the school council or by submitting the online form. In your response please:

  • clearly outline the specific section(s) of the policy and/or procedure in which you are not comfortable,
  • suggest specific alternate wording to reflect your position, and
  • identify the reason(s) for your concern(s).

Specific recommendations or questions about the review process should be submitted using the online form or sent to the Policy Officers via email at policy.committee@yrdsb.ca, or via telephone at 905-727-0022 extension 2570 or in hard copy at The Education Centre – Aurora.

 

Legislative Context

Occupational Health and Safety Act

Ontario Building Code

Ontario Fire Code

 

Related Documents

Art Projects (for Administrators) Q&A

Asbestos Management Program

New Art Installation Request Form

Policy 301.0 Arts Education

Q&A: Fire Prevention and Safe Storage in all Board Buildings

Procedure #NP543.0, Working at Heights

Return to top

Board Procedure #414.0,
Art Projects and Other Installations on Building Surfaces

 

1. Procedure Statement

This procedure standardizes the approval process for any art project or installation on building surfaces.

 

2. Application

This procedure outlines the acquisition of appropriate materials to use, installation techniques, sustainability, maintenance and replacement and recovery of pre-existing facility conditions if maintenance or removal is required. It also ensures understanding of and compliance with building codes, fire and life safety requirements, and health and safety regulations. 

This procedure does not provide guidelines about the appropriateness of the art projects or installation. Refer to Policy #301.0 Arts Education for further information on this topic.

Art projects or installations planned for school grounds (exterior) are to be coordinated through the requirements of Procedure #NP460.0, School Grounds Enhancement Projects.

 

3. Responsibilities

 

3.1 The Director of Education shall:

  1. allocate staff and resources to support the Art Projects and Other Installations on Building Surfaces procedure.

 

3.2 Associate Directors, Coordinating Superintendents and Superintendents shall:

  1. support the implementation of the Art Projects and Other Installations on Building Surfaces procedure.

 

3.3 Principals and Building Managers shall:

  1. reference the Art Projects (for Administrators) Q&A;
  2. comply with all appropriate legislation, Board policies, procedures and supporting documents, including, but not limited to the Art Projects and Other Installations on Building Surfaces procedure, the Q&A: Fire Prevention and Safe Storage in all Board Buildings, and the facility’s Fire Safety Plan;
  3. submit the completed New Art Project Installation Request Form to the appropriate Assistant Manager, Construction & Maintenance for all projects;
  4. in conjunction with the Assistant Manager, Construction & Maintenance, provide the resources and direction necessary to support, maintain and ensure compliance with the Art Projects and Other Installations on Building Surfaces procedure;
  5. consult with the Assistant Manager, Construction & Maintenance for the installation, sustainability, maintenance, removal, and replacement impact of all projects.
  6. purchase Board-approved materials for all art projects through Purchasing Services;
  7. ensure that the project and all materials are reviewed, written authorization is received from the local Fire Prevention Officer and filed at the school or site, prior to any work proceeding;
  8. based on the scope of the project and in consultation with the Assistant Manager, Construction & Maintenance, determine whether support for installation, maintenance and/or removal is to be conducted by caretakers, Board-approved contractors, or maintenance staff;
  9. arrange to have only Board-approved contractors and/or the Board Maintenance Centre staff conduct project maintenance and/or restoration;
  10. be responsible for all costs associated with the development, installation, maintenance and removal of art projects and/or the recovery of pre-existing facility conditions if an art project or installation is removed;
  11. ensure authorized staff members, volunteers and students comply with the Working at Heights procedure and other safety requirements when working on or with projects;
  12. respond to violations of the Occupational Health and Safety Act, Building Code and Fire Code and any alterations to life safety systems because of the art project or installation; 
  13. communicate plans for art projects or other installations on building surfaces with all appropriate members of the Caretaking Team to ensure school or workplace operations will not be interrupted during any phase of the project;
  14. notify the Assistant Manager, Construction & Maintenance of any deviations from the original approved request form; and
  15. once installed, maintain art projects or other installations and report damages and or deterioration to the Assistant Manager, Construction & Maintenance immediately.

 

3.4 The school or building staff member responsible for leading the art project or other installations on building surfaces shall:

  1. comply with all appropriate legislation, curriculum resources, Board policies, procedures and supporting documents, including, but not limited to the Art Projects and Other Installations on Board Surfaces Procedure, and the facility’s Fire Safety Plan;
  2. consult with and obtain approval from the principal or site manager prior to undertaking a project;
  3. ensure required approvals are obtained prior to beginning the project installation; 
  4. comply with the Working at Heights procedure and other safety requirements when working on projects;
  5. notify the principal or building  manager of any deviations from the original request; and
  6. at no point interfere with the facility’s life safety systems, including but not limited to electrical outlets and panels, fire cabinets and panels, exit lighting, ceiling tiles, doors, movable partition walls and fire extinguishers.

 

3.5 The Assistant Managers, Construction & Maintenance shall:

  1. comply with all appropriate legislation, Board policies, procedures and supporting documents, including, but not limited to the Art Projects and Other Installations on Board Buildings procedure, the facility’s Fire Safety Plan and the Asbestos Management Program;
  2. develop, maintain, and adhere to design and installation guidelines for all projects and installations;
  3. not be responsible for determining the appropriateness of content;
  4. respond to new  project installation requests in a timely manner;
  5. aid the school in hiring Board-approved contractors and/or request the Board’s Maintenance Centre to conduct any project maintenance and restoration;
  6. support the  project through the school principal or building manager;
  7. ensure all affected persons are notified of any service or program interruptions due to the project development and/or installation; and
  8. report violations of the Occupational Health and Safety Act, Building Code and Fire Code and any alterations to life safety systems because of the art project to the principal or building manager, Plant Services Manager, Construction & Maintenance, Health and Safety Manager and Human Resource Services.

 

3.6 Plant Services shall:

  1. work with Health and Safety to update the Art Projects and Other Installations on Building Surfaces procedure and supporting documents, as required.

 

3.7 Purchasing Services shall:

  1. ensure all Board-approved contractors have been notified and are bound by the terms of the Art Projects and Other Installation on Building Surfaces procedure; and
  2. assist schools or buildings with the purchase and acquisition of materials and supplies from Board-approved vendors that comply with health and safety and fire code requirements.

 

3.8 Health and Safety shall:

  1. in consultation with stakeholders, establish standards for materials and supplies to be used for installations; and
  2. assist in the implementation of Art Projects and Other Installations on Building Surfaces procedure.

 

3.9 Board-approved contractors hired to work on projects shall:

  1. ensure all employees and sub-contractors are trained and comply with all Board policies and procedures, legislation, and any related supporting documentation; and
  2. ensure all affected persons are notified of any service interruptions due to installation, maintenance, removal, or restoration work.

 

4. Definitions

 

4.1 Art Project

An artistic creation, such as decal(s), mural(s), three-dimensional artwork or wall hanging intended to be painted, hung, or affixed to any surface, such as walls, doors, floors, windows, and ceilings.

These projects are intended to support school initiatives and are not related to facility structure or maintenance.

 

4.2 Decal

A design prepared on a thin material that can be transferred or adhered to a variety of building surfaces.

 

4.3 Installation

Items hung or affixed onto building surfaces other than art projects such as framed photographs. 

 

4.4 Mural

Any piece of artwork painted or applied directly on a wall or other large permanent surface.

 

4.5 Three-dimensional artwork or wall hanging

Any piece of artwork having or appearing to have length, breadth, and depth.

 

4.6 Contractor

A Board-approved artist, person, business, or corporation that provides goods or services under terms specified in an agreement or contract.

 

5. Contact

Curriculum and Instructional Services

Health and Safety

Plant Services

Purchasing Services

 

6. History

Working Document: August 2016, October 2024

Revised: September 2024