What to Look for in a School Cleaning Company: Key Evaluation Factors

A clean school isn’t just about appearance—it’s about protecting student health, supporting staff, and promoting sustainable practices.

Introduction: Why School Cleaning Quality Matters

A clean school is more than just a tidy space—it’s a frontline defense for student health, academic performance, and community trust. Choosing the right school cleaning company requires careful evaluation of not just price, but also health impact, environmental responsibility, labor ethics, and operational quality. This guide outlines the essential factors schools should consider to ensure their cleaning provider is a true partner in creating a safe, healthy learning environment.

 

Health and Safety Standards

Maintaining health and safety is a fundamental responsibility for any school cleaning company. Schools are high-contact environments where infections can spread rapidly, and improper cleaning methods can directly impact student well-being. This section outlines essential health and safety elements to evaluate when selecting a cleaning provider.

Risk of Outdated Cleaning Methods

Many custodians still rely on traditional cleaning practices that fail to fully eliminate harmful bacteria and viruses. These outdated techniques can inadvertently contribute to outbreaks of common and serious illnesses like influenza, norovirus, and MRSA. Frequent touchpoints such as desks, doorknobs, and faucet handles often remain contaminated due to insufficient disinfection.

Impact on Student Health and Attendance

Studies show that proper daily cleaning and disinfection of surfaces can significantly reduce student absenteeism. In well-managed cleaning programs, absentee rates dropped by as much as 50% when classrooms were disinfected at the end of each day. Effective cleaning helps maintain continuity in learning by keeping students and staff healthy and present.

Importance of Proper Training

Custodians must be trained in infection-control best practices. Without formal training, cleaning staff may unknowingly spread contaminants—for example, by using the same cloth on multiple surfaces or by reusing contaminated mops. Proper cleaning requires knowledge of product application, dwell times, surface-specific protocols, and how to prevent cross-contamination.

Infection Hotspots in Schools

Certain areas in schools consistently harbor high concentrations of germs. These include:

• Water fountain toggles
• Pencil sharpeners
• Computer keyboards
• Faucet handles
• Desktops
• Doorknobs
  A competent cleaning provider will prioritize these high-risk surfaces and ensure they are cleaned with hospital-grade disinfectants on a daily basis.

The Role of Hand Hygiene Support

Effective school cleaning programs don’t end with surface sanitation. They also support broader hygiene initiatives, such as the availability of hand sanitizers and regular cleaning of handwashing stations. A cleaning company aligned with health goals will reinforce a culture of hygiene through visible, proactive sanitation efforts.

 

 

Indoor Air Quality (IAQ)

Indoor air quality is a crucial but often overlooked aspect of school cleaning. Children spend hours indoors each day, and the air they breathe can be significantly impacted by cleaning methods and materials. A high-quality cleaning company should actively work to maintain and improve IAQ as part of its service.

The Hidden Risk of Dry Cleaning Methods

Common cleaning practices such as dry sweeping and dry dusting can actually worsen air quality. These activities stir up fine dust particles, allergens, and pollutants, which then linger in the air. Without vacuuming or damp-cleaning techniques, these particles remain airborne and are easily inhaled by children and staff.

Chemical Emissions from Cleaning Products

Many conventional cleaning products release volatile organic compounds (VOCs), which contribute to indoor air pollution. VOCs are linked to a range of health issues, including eye and respiratory irritation, headaches, and asthma exacerbation. Some products may also emit secondary pollutants when they react with indoor ozone.

Conditions that Promote Pollutant Formation

Certain classroom conditions—like limited ventilation, moderate humidity, and stable room temperatures—can promote the formation of secondary organic aerosols (SOAs), a harmful byproduct of cleaning product emissions. These particles are fine enough to penetrate deep into the lungs, posing a significant health risk.

The Role of Ventilation

Proper ventilation is essential for reducing indoor pollutants. Classrooms that lack airflow allow chemical residues and airborne particles to accumulate. A quality cleaning company will consider the ventilation status of the space and may recommend cleaning times that coincide with open-window periods or off-hours when air exchange is possible.

High-Risk Populations

Children are particularly vulnerable to poor air quality because of their developing lungs, faster breathing rates, and behaviors like sitting close to the floor. A school cleaning provider should be aware of this risk and adopt methods that minimize airborne contamination, especially in classrooms, libraries, and play areas.

 

Green and Non-Toxic Cleaning Products

Choosing the right cleaning products is as important as the cleaning methods themselves. Products used in schools must be both effective and safe, especially in environments populated by children, staff, and vulnerable individuals. Green cleaning practices prioritize health, environmental responsibility, and long-term sustainability.

Why Product Composition Matters

Many conventional cleaning agents contain ingredients that are toxic, irritating, or even carcinogenic. These can include harsh disinfectants, artificial fragrances, and chemical surfactants that emit VOCs and contribute to poor air quality. Repeated exposure—especially in poorly ventilated classrooms—can harm respiratory health and trigger asthma or allergies.

Characteristics of Green Cleaning Products

Green cleaning products are formulated to reduce harmful exposures while still delivering effective sanitation. Key features include:

• Biodegradable and non-toxic ingredients
• No added dyes or synthetic fragrances
• Low or no VOC emissions
• Certification by recognized environmental health standards (e.g., Green Seal, EcoLogo)

Benefits Beyond Health

The use of eco-friendly products not only protects human health but also reduces environmental impact. These products are often produced using sustainable methods, packaged in recyclable materials, and disposed of with minimal harm to water and soil systems.

Alignment with Educational Values

Green cleaning sends a message that the school values sustainability and student well-being. It reinforces broader environmental education goals and sets a behavioral example for students, parents, and staff.

Challenges in Implementation

Switching to green products can face resistance due to cost perceptions or uncertainty about efficacy. However, many schools have found that green cleaning programs are cost-neutral over time, especially when paired with proper staff training and efficient product use.

 

 

Standardization and Procedure Manuals

Consistency is critical in school cleaning. A well-documented system ensures that cleaning tasks are performed reliably, thoroughly, and in alignment with school health and safety goals. Procedure manuals are the backbone of this consistency.

The Role of a Procedure Manual

A procedure manual outlines each cleaning task step-by-step, including what to clean, how often, which tools and products to use, and any safety protocols. It serves as a reference point for staff and ensures that expectations are clearly communicated and uniformly applied.

Reducing Errors and Variability

Without standardized procedures, cleaning practices can vary greatly from one employee to another, leading to missed tasks, improper product use, or inefficient workflows. A procedure manual eliminates guesswork, helping every employee meet the same performance standard.

Improving Accountability and Oversight

Documented procedures allow supervisors to verify whether tasks are being completed as required. When issues arise, having written standards makes it easier to identify where breakdowns occurred and implement corrective action without ambiguity.

Onboarding and Training Tool

Procedure manuals are especially valuable when training new staff. Instead of relying solely on verbal instruction or shadowing, new hires have access to written guidelines that they can review repeatedly. This shortens training time and reduces dependency on individual trainers.

Supporting Efficiency and Quality Assurance

A standardized process promotes efficiency by identifying the most effective and safe ways to complete tasks. It also supports quality audits and continuous improvement by providing a baseline for performance assessment.

 

Technological Integration

In a field often seen as manual and routine, technology is rapidly reshaping how school cleaning is managed. Modern cleaning companies that embrace smart tools and data-driven strategies can offer schools more responsive, efficient, and hygienic services.

Smart Scheduling and Predictive Cleaning

Technologies such as wireless sensors can monitor restroom usage, humidity, and odor levels in real time. These inputs allow cleaning staff to prioritize high-traffic areas and adjust schedules dynamically—reducing wasted effort and ensuring cleaning is done when it’s needed most.

Data Collection and Performance Tracking

Digital systems can log when and where cleaning tasks are performed, providing a transparent record for quality assurance. This allows school administrators to monitor compliance, track patterns of concern (like frequently missed spots), and hold contractors accountable with evidence-based metrics.

Enhanced Communication Tools

Mobile apps and cloud-based platforms enable real-time communication between custodial teams and supervisors. Issues like spills, supply shortages, or urgent disinfection needs can be flagged immediately, improving responsiveness and coordination.

Training Through Digital Platforms

E-learning modules, video demonstrations, and mobile-accessible manuals can be used to train staff consistently across locations. This ensures everyone is following current best practices and allows for easy updates when procedures or regulations change.

Sustainability and Waste Reduction

Technology also supports sustainability goals. For example, automatic dilution systems ensure proper chemical use, reducing waste and exposure. Usage analytics can help schools identify where supplies are being overused or underutilized, leading to smarter purchasing and less environmental impact.

 

Labor Practices and Ethical Considerations

Behind every clean school are the custodial workers who perform essential tasks day in and day out. The treatment of these workers is not just a labor issue—it directly affects the quality, reliability, and sustainability of cleaning services. Ethical labor practices should be a non-negotiable criterion when selecting a cleaning company.

Risks of Outsourcing Without Oversight

Privatized cleaning services are often chosen for cost-saving, but they can lead to the underpayment, overwork, and job insecurity of custodial staff. Inconsistent employment terms, high turnover, and lack of benefits may result in disengaged workers and a decline in service quality.

The Value of Stable, Respected Workers

Custodians who feel valued and fairly compensated are more likely to take pride in their work, follow procedures closely, and stay long-term. Stable staffing builds trust within the school community and supports consistency in cleaning performance.

Transparency in Employment Practices

A reputable cleaning company should be transparent about its employment practices, including:

• Wages and benefits
• Training programs
• Worker safety policies
• Union engagement (if applicable)
  Schools should inquire about these areas during the vendor selection process to ensure the cleaning company operates ethically.

The Invisible Workforce

Cleaners are often overlooked in discussions about school safety and wellness, despite being on the front lines of infection control. Recognizing and respecting this role—through fair pay, inclusion in safety planning, and regular communication—helps integrate cleaning more fully into the school’s culture of care.

Implications for Public Education Values

In many regions, schools are public institutions grounded in values like equity, dignity, and community. Contracting with companies that exploit labor undermines these values. A truly responsible cleaning vendor will reflect the school’s mission not only through cleanliness, but through how it treats its workforce.

 

Community and Stakeholder Engagement

Cleaning in schools doesn’t happen in a vacuum—it’s deeply connected to the broader school community. A strong cleaning company doesn’t just provide services; it actively collaborates with school leaders, staff, and stakeholders to create a safe and supportive learning environment.

Inclusive Decision-Making

Successful cleaning programs often involve input from a range of stakeholders, including administrators, teachers, parents, custodians, and even students. A cleaning company should be open to engaging with these groups and responsive to their feedback and needs.

Alignment with School Culture

Schools thrive when all service providers share in their mission and values. Cleaning contractors that embrace a school’s culture of wellness, environmental stewardship, and student care will be better partners in achieving long-term goals.

Communicating Cleaning Protocols

Transparency about cleaning schedules, products used, and response protocols builds trust among the school community. Open communication helps address concerns, reduces misinformation, and fosters cooperation—especially during flu seasons or health crises.

Supporting Education and Awareness

Some companies go further by helping to educate students and staff about hygiene, sustainability, or the science behind cleaning. Whether through signage, workshops, or collaborative events, this involvement reinforces a shared responsibility for maintaining a healthy environment.

Building Respect for Custodial Staff

Community engagement also means recognizing custodial workers as valued members of the school team. Highlighting their contributions in newsletters, events, or school-wide messages fosters mutual respect and boosts morale among those often working behind the scenes.

 

Regulatory and Policy Considerations

Compliance with health, safety, and environmental regulations is not optional—it is a baseline requirement for any cleaning company operating in schools. Beyond mere compliance, forward-thinking companies also anticipate and align with emerging standards and best practices.

Adherence to Health and Safety Regulations

Cleaning companies must comply with local, state, and national regulations governing workplace safety (e.g., OSHA), chemical handling, and infection control. Schools should verify that prospective vendors understand and follow all applicable guidelines.

Product Safety and Environmental Certification

Cleaning agents and equipment should meet safety standards verified by agencies or third-party certifications. Look for use of EPA-registered disinfectants and green certification labels (such as Green Seal or EcoLogo) to ensure environmentally responsible product choices.

Public Procurement Policies

In many jurisdictions, public schools are subject to procurement rules that encourage or mandate environmentally preferable purchasing (EPP). A suitable vendor must demonstrate the ability to meet these purchasing criteria without compromising effectiveness or budget.

Documentation and Reporting

A professional cleaning company should maintain clear records of:

• Products and chemicals used
• Training certifications for staff
• Safety Data Sheets (SDS)
• Incident reports and inspection results
  This documentation supports accountability and ensures schools can provide timely responses to audits or parent inquiries.

Preparedness for Policy Shifts

The cleaning industry evolves in response to new public health challenges. Vendors should be proactive in updating protocols based on new science, regulatory guidance, or school-specific needs. This adaptability is essential for long-term reliability.

 

References

1. Senier, L., Mayer, B., Brown, P., & Morello-Frosch, R. (2007). School Custodians and Green Cleaners. Organization & Environment, 20, 304 - 324. https://doi.org/10.1177/1086026607305740
2. Gerrard, J., & Barron, R. (2020). Cleaning public education: the privatisation of school maintenance work. Journal of Educational Administration and History, 52, 21 - 9. https://doi.org/10.1080/00220620.2019.1689102
3. Thao, L., Linh, L., Thien, N., Cuong, D., Bach, N., Dang, N., Hieu, N., Minh, N., & Diep, N. (2023). Optimize cleaning school's restroom by WSN and LSTM approach. J. Intell. Fuzzy Syst., 45, 1057-1065. https://doi.org/10.3233/jifs-230056
4. Wei, W., Boumier, J., Wyart, G., Ramalho, O., & Mandin, C. (2016). Cleaning practices and cleaning products in nurseries and schools: to what extent can they impact indoor air quality?. Indoor air, 26 4, 517-25 . https://doi.org/10.1111/ina.12236
5. Ramli, N., Zawawi, E., Ariff, N., Kadir, S., & Zainol, N. (2019). Green Cleaning: A Study on Benefits for Malaysian School Building. MATEC Web of Conferences. https://doi.org/10.1051/MATECCONF/201926601008
6. Muscato, L., & Kennon, T. (2009). School Nurses Champion Cleaning for Health. , 24, 148 - 149. https://doi.org/10.1177/1942602X09339200
7. Hernández, K., Gil, P., Sánchez, V., & Navarrete, D. (2018). Impact of Procedure Manual in a Cleaning Company. International Journal of Advanced engineering, Management and Science, 4, 265253. https://doi.org/10.22161/IJAEMS.4.10.2
8. Blaga, A., Dumitraşcu, I., & Brad, A. (2016). Cleaning Efficiency Regarding Indoor Air Quality in Romanian Schools. , 21, 23-25. https://www.amtsibiu.ro/Arhiva/2016/nr1-en/Blaga2.pdf
9. Fuchs, J., Medina, K., De, B., & Torre, L. (2020). Report to the Massachusetts Secretary of Education on Opportunities to Further Green Massachusetts Schools. https://www.bu.edu/rccp/files/2020/06/Report-to-the-Secretary-of-Education.pdf
10. Gerba, C. (2009). Cleaning up: Battling Germs in School Facilities.. School business affairs, 75, 15-17. https://files.eric.ed.gov/fulltext/EJ918585.pdf

 

Conclusion: Choosing a Partner in School Health and Safety

The right school cleaning company goes beyond surface-level cleanliness to support the physical, environmental, and emotional well-being of students and staff. From safe products and skilled workers to transparent practices and stakeholder collaboration, these factors form the foundation of a reliable and responsible cleaning partnership. Prioritizing these elements ensures schools can maintain a healthy environment where learning thrives.

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