AERT - Response Protocol

AERT Response Protocol

Purpose

This protocol gives AERT a standard step-by-step process for responding to mold, moisture, odor, and VOC events in buildings. The goal is to protect occupants, stabilize the space, support cleanup, and improve indoor air quality with a repeatable system.

1. Incident Intake

1.1 Receive the Report

AERT receives the report from a property owner, facilities manager, school official, housing staff member, business representative, or resident.

1.2 Gather Initial Facts

Collect the following details at intake:

• Building name and address
• Contact name, phone number and email
• Type of building
• Exact area affected
• Date and time problem was discovered
• Known water event or moisture source
• Visible mold, odor, or air quality complaint
• Occupancy level
• Sensitive populations present, such as children, elderly, or medically fragile occupants
• Any urgent symptoms or health complaints reported

1.3 Assign Incident Level

Incidents should be placed into one of three categories:

• Level 1, isolated issue with limited visible impact
• Level 2, moderate event with multiple rooms or recurring complaints
• Level 3, major event involving large areas, vulnerable occupants, or possible operational disruption

2. Dispatch and Pre-Arrival Review

2.1 Assign Team Lead

A team lead is assigned for each incident. The team lead owns communication, field coordination, and documentation.

2.2 Review Known Conditions

Before arrival, the team reviews available information:

• Water damage history
• HVAC or ventilation concerns
• Prior mold complaints
• Known chemical or odor sources
• Access restrictions
• Any contractor or remediation activity already underway

2.3 Prepare Equipment

Deploy only the equipment needed for the initial response:

• PPE
• Moisture detection tools
• Photo documentation tools
• Air purification equipment
• VOC reduction equipment
• Containment materials
• Incident forms and response checklist

3. Arrival and Scene Safety

3.1 Check In

Meet with the site contact and confirm:

• Area of concern
• Access points
• Occupancy conditions
• Any safety hazards
• Whether the space is still in use

3.2 Safety Review

Before work begins, AERT checks for:

• Active leaks
• Electrical hazards
• Sewage contamination
• Structural damage
• Chemical exposure concerns
• High-risk occupant presence

If unsafe conditions exist, the area is paused and escalated before normal response work continues.

4. Initial Assessment

4.1 Visual Inspection

Inspect the affected and nearby areas for:

• Visible mold-like growth
• Water staining
• Damp materials
• Odor intensity
• HVAC conditions
• Condensation
• Porous material damage
• Spread into adjacent rooms or corridors

4.2 Moisture and Source Review

Identify likely sources such as:

• Roof leaks
• Plumbing failures
• Condensation
• Humidity issues
• Flooding
• Poor drainage
• HVAC system problems

4.3 Define the Response Zone

Mark the affected area as:

• Source zone
• Adjacent risk zone
• Occupied support zone

5. Documentation

5.1 Record Conditions

Document all findings with:

• Date and time
• Team members on site
• Photos
• Notes on visible damage
• Odor description
• Moisture findings
• Occupancy conditions
• Reported symptoms or complaints
• Equipment placed
• Immediate recommendations

5.2 Incident Log

Every job must have an active incident log from intake to closeout.

6. Containment and Stabilization

6.1 Immediate Control Measures

Based on conditions, AERT may:

• Isolate the area
• Restrict access
• Recommend temporary relocation from the affected space
• Reduce air movement that spreads contamination
• Support containment around the source zone

6.2 Air Quality Stabilization

Deploy equipment as needed to:

• Reduce airborne particulate
• Reduce odors
• Reduce VOCs
• Improve perceived air quality during response and cleanup
• Support adjacent occupied spaces

6.3 Moisture Control

Where possible, stop or reduce active moisture at the source. If repair is outside AERT scope, document and escalate immediately.

7. Response Plan Decision

7.1 Determine Next-Step Path

After the initial assessment, the team lead selects one of three paths:

• Path A, stabilization only
• Path B, stabilization plus cleanup support
• Path C, escalation to full remediation partner or specialist

7.2 Escalation Triggers

Escalate when:

• Mold impact is widespread
• Source is still active and uncontrolled
• Large porous materials are affected
• Occupants are medically sensitive
• Building operations are at risk
• Hazardous conditions exceed AERT field authority

8. Cleanup Support and Coordination

8.1 Support Role

If cleanup is performed by another party, AERT supports by:

• Coordinating air quality strategy
• Protecting nearby occupied spaces
• Advising on containment boundaries
• Monitoring the response environment
• Documenting progress

8.2 Communication With Client

The team lead provides simple updates covering:

• What was found
• What was done
• What still needs to happen
• Whether occupancy should change
• Recommended next steps

9. Post-Response Review

9.1 Recheck Conditions

After stabilization or cleanup activity:

• Review odor conditions
• Review visible conditions
• Confirm moisture source status
• Confirm equipment placement effectiveness
• Note remaining concerns

9.2 Ongoing Recommendations

If needed, provide written recommendations for:

• Continued air purification
• Moisture correction
• HVAC review
• Targeted material removal
• Follow-up inspection
• Occupant communication

10. Closeout

10.1 Final Report

Each job ends with a final report that includes:

• Incident summary
• Areas affected
• Actions taken
• Equipment used
• Key findings
• Escalations made
• Remaining concerns
• Recommended next actions

10.2 Internal Debrief

For moderate and major incidents, AERT completes a short internal review:

• What worked well
• What slowed the response
• What should be improved next time

Standard Response Rule

No AERT job is considered complete until the team has:

• Documented the event
• Stabilized the air or environment where possible
• Communicated next steps clearly
• Issued a closeout summary

AERT Operating Principle

Respond fast. Control the environment. Document everything. Support recovery.