Understanding the Roles and Requirements for Verifying Commercial Building Applications for ENERGY STAR® Certification

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November 2023

Aussi disponible en français sous le titre : Guide canadien pour les professionnels agréés : Comprendre les rôles et les exigences dans la vérification des demandes de certification ENERGY STAR® pour les bâtiments commerciaux

For information regarding reproduction rights, contact Natural Resources Canada at nrcan.copyright-droitdauteur.rncan@canada.ca

Cat. No. M141-35E-PDF (Online)
ISSN 2563-8114

© His Majesty the King in Right of Canada, as represented by the Minister of Natural Resources, 2023

Table of contents

• Background
  • Purpose of this guide
  • Symbol key
  • Eligibility criteria for people verifying applications
  • Audits
  • Additional resources
• ENERGY STAR application process
• Verifying the application
  • Summary information
  • Property and contact information
  • Basic property information
  • Verifying the indoor environmental quality
    • Outdoor air ventilation
    • Thermal environmental conditions
    • Illumination
  • Property use details
  • Energy consumption
  • Sign and date
  • Verify administrative information
  • Stamp and sign
• Appendix: Sample application for ENERGY STAR certification

Background

Energy use in commercial/institutional buildings accounts for nearly 10 percent of greenhouse gas emissions and total energy use in Canada.^{Footnote 1} Natural Resources Canada (NRCan) works with owners and managers to support energy management of our nation’s commercial and institutional buildings. Using tools such as ENERGY STAR® Portfolio Manager^® helps them strategically manage their facilities’ energy performance, reduce energy use, lower utility bills, and reduce greenhouse gas emissions. An important part of this effort is NRCan’s recognition of top energy performers.

Several commercial and institutional property types, such as office buildings, K-12 schools, and hospitals, can earn NRCan’s accreditation for superior energy efficiency, ENERGY STAR certification, which is recognized by 86 percent of Canadian consumers. Commercial properties that earn ENERGY STAR certification must perform in the top 25 percent of properties nationwide compared to similar properties and meet other program requirements, including being verified by a licensed professional (LP). Over time, NRCan will be developing 1-100 ENERGY STAR scores for additional property types.

To determine a property’s energy performance and how it compares to similar properties, organizations and individuals can use ENERGY STAR Portfolio Manager, a free on-line benchmarking tool. Once all the necessary data is input into Portfolio Manager, the benchmarked property can receive an ENERGY STAR score if it meets certain eligibility requirements. The 1-100 ENERGY STAR score accounts for differences in operating conditions, regional weather, and other important considerations. Properties that receive an energy performance score of 75 or higher are eligible for ENERGY STAR certification.

Purpose of this guide

Once a property has achieved an ENERGY STAR score of 75 or higher in Portfolio Manager, a representative of the property (typically the property owner, manager or engineer) may apply for the ENERGY STAR certification. As part of the application process, applicants must have an LP sign and stamp their ENERGY STARApplication for Certification (hereafter referred to as “the application”) to validate that the submitted information is correct.

The purpose of this guide is to provide LPs with additional detail on the ENERGY STAR program expectations and guidance to help verify the reported data and assess indoor environmental quality. It is not meant to replace jurisdictional code requirements or good engineering judgement.

The role of the LP is to verify that all energy use is accounted for accurately, that property characteristics were properly reported and that indoor environmental quality has not been compromised in pursuit of energy reductions. By verifying the completeness and correctness of the application submitted to NRCan, the LP helps to ensure the integrity of the ENERGY STAR certification.

Symbol key

Below are symbols used in this guide to draw attention to important points.

• The Post-it® note icon is used for tips within the text of the document.
• The check mark indicates items that the LP should be verifying on the application.
• The prohibition icon indicates information to not include in the application.

Eligibility criteria for people verifying applications

NRCan requires an LP to have the following qualifications to verify applications for ENERGY STAR certification:

• Possess a licence in any Canadian province or territory or a United States state as a professional engineer (P.Eng.) or a registered architect and be in good standing;
  • Note: The LP needs to be licensed or registered in only one province, territory or state, regardless of the location of the property being verified.
• Have a solid knowledge of building equipment and systems, energy use in buildings, ASHRAE Standard 55,^{Footnote 2} ASHRAE Standard 62.1, ^{Footnote 3} and The Lighting Handbook ^{Footnote 4} (published by the Illuminating Engineering Society of North America [IESNA]); and
• Understand all applicable provincial or territorial engineering or architectural licensure laws, professional ethics requirements, and regulations before offering or performing services in a jurisdiction.

LPs are to provide unbiased services and uphold strict ethical standards. They must verify that the information contained in an application is accurate to the best of their knowledge, based on a site visit to the building, their technical expertise and a good faith effort to comply with the instructions provided in this guide.

Should an LP be found to have falsified information on a property’s application for ENERGY STAR certification, NRCan reserves the right to rescind the certifications of properties verified by the LP. NRCan also reserves the right to restrict the LP’s signing authority under the ENERGY STAR certification program and to pursue recourse through the engineering or architectural professional licensing authority granting that individual’s licence.

Audits

On a regular, ongoing basis, NRCan audits applications in the review process. NRCan uses this audit and quality assurance process to protect the integrity of the ENERGY STAR brand  and to improve the application process and supporting resources. The objectives are to confirm that all energy data and property use details within an application were entered correctly into Portfolio Manager and were verified properly during the LP’s site visit. The audits also confirm that indoor environmental conditions were verified.

NRCan asks for information such as:

• Copies of all the utility bills and invoices for fuel purchases within the period of performance;
• Documentation and/or explanation of how the property use details were verified; and
• Documentation and/or explanation of the measurement and calculation methods used to assess the indoor environmental quality.

When an application is selected for an audit, NRCan sends relevant documents and instructions on how to complete them to the LP who verified the application and to the primary contact for the application. The LP has two weeks to submit all audit materials and NRCan may follow up if any additional details are required. Records related to an application for ENERGY STAR certification should be kept for two years from the date on which the ENERGY STAR was awarded. Such records include utility bills and invoices for fuel purchases and documents used to support the verification of property use details and indoor environmental quality.

Additional resources

Additional information on the ENERGY STAR Commercial and Institutional Buildings Program and on benchmarking buildings with Portfolio Manager is available at ENERGY STAR for Buildings.

For answers to specific certification questions, send a message to our certification email  or visit Benchmarking - Frequently Asked Questions.  

Energy star application process

The applicant, typically a representative of the property such as the owner, manager or building engineer, must apply for ENERGY STAR certification on-line within Portfolio Manager.

The applicant enters the property information and energy consumption data and completes the first seven of the following steps before the LP visits the property.

It will still be useful for the LP to be familiar with all stages of the application process, whether the LP is involved throughout the process or performs just a site visit and verification.

For an average building, it should typically take about one full day for an LP to conduct the site visit and verify the information on the application.

1. For an average building, it should typically take about one full day for an LP to conduct the site visit and verify the information on the application. Enter data – Log into Portfolio Manager and enter the required operational and energy information for the whole property, including at least 12 consecutive months of energy data for all active meters that account for all energy use in the property.
2. Apply for ENERGY STAR Certification - Click the “Apply for ENERGY STAR certification” link in the upper right-hand corner of the “Property Summary” page. The link will appear if the property is eligible to apply for the ENERGY STAR. If the property is not eligible, click “Not currently eligible to apply for ENERGY STAR Certification” to find out why.
3. Enter the property information – Provide a property name for the display on NRCan’s Registry of ENERGY STAR Certified Buildings. Include plans to certify next year, a photo and a detailed property description that includes the main property use, the types of occupants/tenants, amenities, space exclusions, and property boundaries where there are neighbouring buildings.
4. Choose contacts for the application – Add a contact if necessary, and select a primary contact for the application, a signatory and an LP in the Contact Information for Your Application section.
5. Enter award information – Select the preferred languages for your official congratulatory letter, complimentary decals and certificate. Provide contact information for delivering the award.
6. Review eligibility details – Select the appropriate Year Ending Date and review any ENERGY STAR eligibility alerts that were flagged by correcting the data or providing a response, as necessary.
7. Generate the application for signatures – Generate the application for signatures by clicking Generate New Application for Download and clicking Download Current Application for Professional Signatures. Ensure that there is a tracking number in the bottom right corner of the ENERGY STAR Application for Certification.
8. Licensed professional
   The year of the ENERGY STAR certification is the calendar year in which it was awarded.
   
   A building that has earned the ENERGY STAR certification becomes eligible to re-apply 11 months after the Period Ending Date of this application. Conduct a site visit, verify data and assess indoor environmental quality – A site visit of the building is required. The site visit may take place anytime within the 12-month application period or within the 120 days following the year ending date. The LP is responsible for verifying that the information on the application is an accurate representation of the property’s performance for the application period. A site visit can be used to verify two consecutive application years, as long as the date of the site visit meets the requirements for both certification years (meaning the site visit occurs within the 120 days after the first certification year, and within the 12-month application period for the second certification) The LP may engage a representative to conduct all or part of the site visit under their direction and control. This representative may work for a company applying for certification, for the LP’s company or for a third party. However, the application must bear the stamp and signature of the LP, who remains responsible for all work performed by others under their direction and control.
   During the site visit, the LP or representative needs a copy of the application to check and verify the reported information.
   The application provides a summary of a property’s physical and operating characteristics, as well as its total energy consumption. It also includes the attestations of the building meeting certain indoor environmental conditions. For the application period, the LP or representative must assess the indoor environmental conditions with appropriate measurements and determine if the building has acceptable outdoor air ventilation, thermal environmental conditions and illumination. Measurements must be recorded and kept on file for two years. The recorded measurements will be required for an audit.
9. Sign the documents – If the LP identifies any insufficiencies or errors, the applicant must correct them. Once the information in the application accurately reflects the property operations and performance and has been verified, the LP can complete, sign, date and seal the application.
10. Submit the application – Enter the tracking number from the signed application into Portfolio Manager in the Application Tracking Number box at the top of the screen.I Check the necessary boxes to confirm that the application has been completed, signed and stamped as appropriate by the signatory and LP. Upload a signed PDF of the application, making sure the LP stamp, along with any signatures, are visible on the PDF. Validate your credentials by entering your Portfolio Manager username and password, e-sign the application, and submit it.
11. Respond to NRCan questions – The primary contact will receive an email notification when NRCan receives the application. If there are any issues or questions regarding the application, the primary contact (or in some cases, the LP) may be asked to provide additional information and clarification.
12. Receive the award –NRCan will send the official congratulatory letter, complimentary decals and certificate to the award recipient within six to eight weeks of approving the application. If NRCan denies the application, the primary contact will be notified and provided with recommendations for further action.

Verifying the application

This section describes the process the LP should follow to verify the accuracy of each element on the application. The application also includes detailed questions to help the LP conduct these checks.

The LP is responsible for verifying the following data elements and ensuring that the whole building is represented in the application.

The LP must check each box and/or write a note confirming the accuracy of each line item, when reviewing the application.

Summary information

• Property name for the building registry
  The name listed is the official, complete name to be displayed in NRCan’s ENERGY STAR Certified Building Registry.
• Property type
  The overall property function is correct based on ENERGY STAR definitions for property use.
• Gross floor area
  The gross floor area (GFA) is the total floor area of the building as measured from the principal exterior surfaces of the enclosing fixed walls. It is the sum of all the building’s property uses reported on the application, and it should represent the whole building.
• Year built
  The year built is the year in which construction of the property was completed. In some cases, this may be the year in which the property has undergone a complete renovation that included gutting and rebuilding the interior. The year built is not factored into the ENERGY STAR score; however, NRCan may use this information for data analysis on the age of properties earning ENERGY STAR certification. A property must be fully operation for at least 12 months to be eligible for certification.
• Year ending date
  This date is the last day of the 12-month period for which the application is being submitted. This date is selected by the applicant and cannot be more than 120 days before the date of submission.
• Date application becomes ineligible
  This date is 120 days after the Year Ending Date. Note: The LP should work with the applicant in advance to ensure that there is enough time before the date the application becomes ineligible to conduct the site visit, complete the application and submit the application.

Property and contact information

• Property address
  The street address, city, province/territory and postal code of the property is complete and correct.
• Property owner
  The property owner name and contact information are complete and correct.
• Primary contact
  The primary contact name and contact information are complete and correct. This can be any individual associated with the property – NRCan will contact this individual with any questions about the application.
• Property ID
  The property ID is the correct ID number generated by Portfolio Manager for this property.

Basic property information

• A campus of multifamily housing must not include single family housing. See the definition of multifamily housing to confirm what is eligible.

  Property name for Registry
  The name listed is the official, complete name to be displayed in NRCan’s ENERGY STAR Certified Building Registry.
• Property type
  The primary property function falls into one of the following categories  of operation, according to ENERGY STAR’s definitions of each property type. If not, the property is not eligible for ENERGY STAR certification.
  • Office (includes Financial Office)
  • Hospital (General Medical and Surgical)
  • K-12 School
  • Medical Office
  • Hotel and Motel
  • Senior Living Community, Residential Care Facility
  • Supermarket / Grocery Store (includes Food Sales, Convenience Stores with or without gas station)
  • Recreation – Ice / Curling Rink
  • Warehouse (includes Refrigerated Warehouse, Non-Refrigerated Warehouse, Distribution Center, Self-Storage Facility)
  • Retail Store (includes Wholesale Club/Supercentre)
  • Multifamily Housing (for commercial/institutional housing)
  • Bank Branch
  • Worship Facility
  • Mailing Center / Post Office
  For a definition of each property function, see the ENERGY STAR Portfolio Manager Glossary.
• Location
  The full address, including the postal code, is complete and accurate.
  Only commercial and institutional properties located in Canada are eligible to earn Canadian ENERGY STAR certification. Properties located in the United States and its territories or owned by the United States government located in foreign countries are eligible to earn United States ENERGY STAR certification.
• Gross floor area
  The GFA is the total floor area, as measured from the principal exterior surfaces of the enclosing fixed walls. It is the sum of all the building’s property uses reported on the application, and it should represent the whole building.
  Additionally, the LP must ensure that the reported area of each of the property types sum to the whole property’s GFA.
  For atriums that span multiple stories, only the base floor area should be counted. Interstitial (plenum) space between floors should not be included in the total GFA.
  Leasable or rentable space should not be used because it is a subset of a building’s GFA.
• Average occupancy (applicable to Offices, K-12 Schools, Multifamily and Hotels)
  For the 12-month period being assessed, the following occupancy requirements apply:
  • Offices and Financial offices: more than 50 percent occupied
  • Hotels: more than 55 percent occupied
  • Multifamily Housing must be greater than 80%
  • Schools: at least 8 months occupied
  Office properties with vacant space greater than 10 percent of the area should enter the vacant area as a separate “Office” property use entry, with zero weekly operating hours, zero workers and zero personal computers.
  If the occupancy level in the property fluctuates, calculate the average occupancy over a period. For example, if the property was at 70 percent occupancy for the first half of the year, then at 80 percent occupancy for the second half of the year, you would calculate the occupancy level to be 75 percent occupancy for the year.
• Number of buildings
  For an accurate ENERGY STAR score, it is important that the function and structure of the property meet ENERGY STAR definitions.
  Campus of buildings: The following property types may apply as a campus of multiple buildings. All buildings that support the primary function should be combined and entered as a single property. The LP must verify that all of the campus’s buildings are included on the application.
  • K-12 School
  • Hospital (General Medical and Surgical)
  • Senior Living Community, Residential Care Facility
  • Recreation – Ice / Curling Rink
  • Self-Storage Facility
  • Hotel/MotelS
  • Multifamily Housing (for commercial/institutional housing)
  Single building: The following property types must apply as single buildings. The LP must verify that the property is a single, whole structure. If a property has multiple towers connected by common concourse levels or common areas that cannot truly be separated between the towers, NRCan considers it to be a single structure. A series of buildings situated closely together, such as on a plaza or campus, even if sharing a common heating or cooling source or sharing an energy meter, is not considered a single structure.
  • Office (includes Financial Office)
  • Medical Office
  • Supermarket / Grocery Store (includes Food Sales, Convenience Stores with or without gas station)
  • Refrigerated Warehouse,
  • Non-Refrigerated Warehouse, Distribution Center
  • Retail Stores, Wholesale Club/Supercentre
  • Bank Branch
  • Worship Facility
  • Mailing Centre / Post Office

Verifying the indoor environmental standards

The LP is required to confirm that certain measures of indoor environmental quality have not been compromised in pursuit of reducing energy use and implementing energy efficiency practices. The LP will use their professional judgment and the guidance of industry standards to confirm this.

This assessment requires an on-site evaluation using industry standards as a guide to measure specific attributes of indoor environmental quality. The LP needs a working knowledge of building HVAC and lighting systems, the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) standards 55 and 62.1, and The Lighting Handbook from the Illuminating Engineering Society of North America (IESNA).

This assessment requires measurement of several aspects during the application period. These measurements include the outdoor air ventilation rates or carbon dioxide (CO₂) concentrations, air temperature, radiant temperature (optional), humidity, air speed (optional), and lighting levels in a representative sample of spaces throughout the building. Representative spaces may be determined by space types (e.g. private offices, common areas), usages (e.g. tenants), or system types (in multiple system buildings). If the application is selected for an audit, recorded measurements may be requested.

This assessment is not intended to be an evaluation of compliance with these industry standards in whole or with local building codes nor a comprehensive assessment of the building indoor air quality. The spirit of the assessment is to verify that there are no major deficiencies in indoor environmental quality.

Outdoor Air Ventilation

For mechanically ventilated buildings, the LP shall confirm minimum outdoor ventilation rates by any of the following methods:

• Direct outdoor air flow measurements (see ASHRAE Standard 111 Testing, Adjusting, and Balancing of Building HVAC Systems or an applicable national standard for measuring and balancing air flow);
• CO₂ concentration measurements (see ASHRAE Standard 62.1, Appendix D and ASTM D6245 Standard Guide for Using Indoor CO₂ Concentrations to Evaluate Indoor Air Quality and Ventilation);
• Detailed air flow calculations derived from as-built equipment specifications and physical inspection of system operation and control; or
• Recent outdoor air-balancing reports (within a year of submission) and physical inspection of system operation and control.

Using guidance from the most recent version of ANSI/ASHRAE Standard 62.1 and outdoor air measurements, the LP should determine if there is sufficient outdoor air. When pursuing corrective action, the LP should use their professional judgement and consideration. For example, detailed ASHRAE Standard 62.1 calculations may be required, and several considerations should be evaluated before adjustment, including the possibility of freezing coils and pressure impacts, etc.

For naturally ventilated buildings, the LP should follow ASHRAE Standard 62.1, Section 6.4, Natural Ventilation Procedure to confirm the minimum outdoor air opening and space configuration requirements.

Hospitals, Medical Offices and Senior Living Communities may use guidance from ASHRAE Standard 62.1, CSA Z317.2 Special Requirements for HVAC in Healthcare Facilities or ANSI/ASHRAE/ASHE Standard 170: Ventilation of Health Care Facilities, as applicable.

Building occupancy types not covered by these standards and spaces that are inaccessible to the LP are exempt from this requirement. The LP should document their evaluation of these exempted situations in the notes section of the application. Buildings with physical constraints should be provided with a minimum outside air flow of 10 cubic feet per minute (CFM) per person.

In general, physically constrained buildings measuring outside air flow of less than 10 CFM per person or CO₂ concentrations in excess of 700 parts per million (ppm) above ambient merit additional evaluation, discussion with property owners and management, and corrective action. The LP should not sign the application until the outdoor air issues have been addressed.

Thermal environmental conditions

The LP shall verify that acceptable thermal environmental conditions are provided, using guidance from the most recent version of ANSI/ASHRAE Standard 55.

The LP should measure the dry bulb temperature, relative humidity, radiant temperature and (optionally) air speed in a representative sample of the occupied interior spaces of the building. The measurement must be done during occupied hours to confirm an acceptable thermal environment for observed or anticipated occupant activity and clothing, using guidance from ASHRAE Standard 55, Section 7, Evaluation of Comfort in Existing Buildings.

For building occupancy types not covered by this standard, as well as for spaces that are inaccessible to the LP, the LP should document their evaluation of these situations in the notes section of the application.

In general, set points and/or measurements that appear to be dramatically low or high as compared to acceptable thermal environmental conditions merit additional evaluation, discussion with property owners and management, and/or corrective action. The LP should not sign the application until thermal environmental condition issues have been addressed.

Illumination

The LP shall verify that minimum recommended illumination levels are provided according to IESNA’s The Lighting Handbook.

IESNA’s The Lighting Handbook recommends horizontal and/or vertical task illuminances for a wide variety of spaces and tasks.

The LP should measure the illumination levels in a representative sample of the occupied interior spaces of the building, as well as in any associated parking facilities.

For building occupancy types not covered by these recommendations, as well as for spaces that are inaccessible to the LP (e.g. individual apartments), the LP should document their evaluation of these situations in the notes section of the application.

Property use details

The LP must assess whether the Property Type(s) and Use Details were characterized and entered correctly. They must also ensure that the GFA for all individual property uses sum to the GFA for the entire property.

Property type

The primary property function matches with one of the property functions listed in the Basic Property Information section.

• Many secondary uses for the property should be included under the primary property total GFA. These uses include services and amenities that directly support the main activity of the property and could reasonably be assumed to appear in similar properties across the country. For example, in an office building, this might include a coffee shop, a flower shop , a news stand, a retail store, a barber shop, etc. In an ice/curling rink, this may include a food service area.
• As a general rule, an applicant should designate as few Property Types as possible. When in doubt, do not split a property use.
• Every building has a mechanical room with heating and cooling equipment. This space should not be separately designated, but be included in the GFA of the main Property Type.
• If a food service area supports the main property use (e.g. a cafeteria serving workers in an office), the GFA should be included within the main Property Type.

Gross floor area

The GFA is the total floor area of the whole building as measured from the principal exterior surfaces of the enclosing fixed walls. The LP should verify that the value printed here represents the sum of all the property’s Property Types reported on the application and that those Property Types represent the whole property. If the GFA of any individual property use changes during the application period, that change must be accounted for by a corresponding change in another property use’s GFA as of the same date. Such a change could be a suite becoming vacant, which increases the vacant space by 1,000 square metres (m²).

Specific property use details

The LP must verify that each of the Property Use Details is correct. Depending on the designated Property Type, different Property Use Details will be included. The LP must verify each of these Property Use Details, which may include Weekly Operating Hours, Number of Workers on Main Shift, Number of Computers or other pertinent characteristics specific to each Property Type.

The LP is not obligated to count each Property Use Detail, such as computers. However, the LP should verify this information by asking credible parties who have a detailed knowledge of the property and/or by cross-checking information with available reports from departments within the organization.

For example, the LP may use a report from human resources to verify the reported Number of Workers on Main Shift or consult the IT department to verify the Number of Computers owned or issued by the organization. Should the application be selected for an audit, the LP may be asked to provide the method used to verify each use detail.

Weekly Operating Hours is defined the following ways, depending on the property type:

• Offices, Warehouses: The total number of hours per week when the majority of workers are present. For example, if the majority of workers are in the building from 8:00 a.m. to 6:00 p.m. Monday to Friday, Weekly Operating Hours should be 50 (10 hours x 5 days per week).
  • If the building has two or more tenants with hours that differ by more than 10 percent, each tenant should be shown on the application as a separate Property Use.
  • If the building has two or more tenants with hours that differ by less than 10 percent, the hours of the largest tenant (based on the GFA) should be reported on the application as the Weekly Operating Hours for the whole building.
  • If the hours vary seasonally (e.g. half-day Fridays in the summer), the schedule that is followed most often should be used.
  • If the building has two shifts of workers, sum the hours of both shifts.
  • The following hours should not be included:
    • When the property is occupied only by maintenance, security, cleaning or other support personnel; and
    • HVAC start-up or shutdown time.
• Properties that serve the public (retail, supermarket, medical office, etc.). The Weekly Operating Hours should be the hours that the facility is open to the public.
  

Number of sterilization units is the number of units the hospital has on-site to inactivate or remove all living organisms. Include all types of autoclaves (cold, gaseous, ultraviolet) but do not include high temperature washing machines and dryers.

Number of Indoor Ice Rinks is the number of indoor ice rinks used for indoor hockey, ringette and public or figure skating. It does not include curling sheets. Curling clubs are not eligible for a score or certification.

Months Main Indoor Ice Rink in Use is the months per year when the main indoor ice rinks used for indoor hockey, ringette and public or figure skating are open. It does not apply to curling sheets. The main indoor ice rink refers to the ice rink with the maximum months of use.

Gross Floor Area Used for Food Preparation refers to the area of commercial kitchens such as those found servicing school cafeterias or instructional kitchens used as part of the curriculum. It should not include small kitchens, employee break rooms or pantries, concession stands, or service and seating areas.

Gross Floor Area That is Conference Space refers to the total area used for conferences, exhibitions, and formal meetings. It is a subset of the total Gross Floor Area. It should include all meeting rooms, meeting halls, ballrooms, breakout rooms, auditoriums, theatres and classrooms. It should not include meeting space used by building employees, such as break rooms or office meeting rooms. Also, it should exclude corridors and lobbies.

For a medical office located on a hospital campus, the medical office should be included in the hospital gross floor area.

For multifamily housing

• the number of units in a low, mid, and high rise setting is defined by the vertical height of the building they are located in. In single building applications, typically, each building will have all units in one bin, e.g. a low-rise building will have 100% of its units in a low-rise setting. In the case of campuses, it is possible there will be a mix of buildings of varying heights, and as such it is possible to have units in all three settings. In rare cases, single buildings may have multiple towers or wings of different heights. In this case, the units should be placed in their respective bins according to the tower or wing they are located in.
• Single family housing is not eligible for certification: if present on a property, the GFA and metered energy consumption of single family housing must be removed from the property applying for recognition.
• Each multifamily building must have a common entrance and interior hallways. A common entrance will typically lead to a shared/common indoor space where the main entrances to each unit are located. Units can have walkout gardens/balconies/terraces as long as the common indoor entrance is the primary means to enter the unit. Walkouts to other interior spaces (such as an enclosed parking garage) are not considered a common indoor entrance, unless it is the only entrance to the unit

Energy consumption

• Site energy use summary
  The site energy use summary presents the sum of all entered energy inputs. The LP should determine if the energy profile is what would be expected for the property type in that climate. If the energy use profile is different than expected, the LP should re-examine the energy inputs to ensure that all energy sources and meters were included.
• Energy use intensity
  The LP should review the source energy use intensity to confirm that the energy consumption data was entered in the correct units. Typically, source energy use intensity is in the range of 0.95 gigajoules per square metre (GJ/m²) to2.96 GJ/m², depending on the property type.
• Summary of all associated meters
  The LP must verify that all actual, as-billed energy consumption for all fuels for the property is correctly entered and captured on the application. The energy meters must account for the total energy consumption from all property uses within the building envelope. For each energy source used in the property, the LP must review energy consumption documentation, such as monthly utility bills for electric, natural gas and district energy and invoices for bulk fuel purchases.
  • Check that all forms of energy required for the property’s operation were reported.
  • Check that the units for each of the fuels were entered correctly.
  • Check that no estimated, simulated or model values were used.
  
  Reportable fuel sources include electricity (grid purchased, on-site solar and on-site wind), natural gas, fuel oil, diesel fuel, district steam or hot water, district chilled water, propane, coal, coke, kerosene, and wood.
  If wood, coal, fuel oil or propane is combusted on-site, such as in a boiler, the purchased quantities of these fuels must be reported. The billing periods for electricity and natural gas may differ from those of wood, coal, fuel oil and propane, which may not be delivered or measured on a monthly billing period. Consequently, these irregular purchases can be entered either as they are billed or as a monthly amount based on the delivery amount divided over the total months covered by the purchase.
  On-site combined heat and power systems consume a single input fuel (e.g. natural gas) to produce both heat and electricity. The LP should verify that this input fuel is included in the total reported energy. This information may be found on monthly values for a fuel such as natural gas or from other irregular billing periods for diesel oil or coal. The applicant is not required to report the amount of heat and electricity generated from the combined heat and power system.
  On-site renewable electricity, generated through wind or solar photovoltaic power generation systems installed on or at the property site, is treated as a fuel. This electricity is entered into Portfolio Manager by using a standard electricity meter in the Energy Meters section, similar to grid-purchased electricity. Applicants are required to report:
  • Kilowatt hours used on-site (from the wind or solar system) by the property;
  • Kilowatt hours sold or exported to the grid; and
  • Kilowatt hours purchased from the grid.
  
  RCan does not accept net meters. The LP is required to confirm that all on-site renewable electricity is reported in full and should ensure that the applicant is not subtracting the on-site solar or wind energy generated from the total energy consumption of the property.
  For more information on NRCan’s policies about green power, see the ENERGY STAR® Portfolio Manager® Technical Reference: Green Power.
  • For data centres on-site, all data centre energy (IT servers, HVAC, lighting, etc.) must be included in the total property energy meters. The data centre GFA should be included in the Data Center property use types. It is a best practice to sub-meter the IT energy associated with that space and track it in the IT meter. Data centre energy use must be included in the total building energy use and not sub-metered and excluded.
  • In some cases, energy bills may not match meter entries. The discrepancy occurs because many energy information services modify energy bills to align with calendar months. For example, if the actual billing period is from the 15th of one month to the 15th of the next month, a utility may create a month of data running from the 1st to the 31st of the month. Portfolio Manager makes the same adjustments to produce annual metrics. Some utilities will also provide aggregated data, which assigns all of a given period’s consumption to a single month based on a specified criterion. The criterion might be the month in which the majority of billing days fell for that record or the month in which the meter read period started (or ended). Scores are typically not affected in any material way, and it is acceptable for the LP to verify the application using this data.
  • If an energy meter was broken for some portion of the application period, contact NRCan at nrcan.energystarcertificationbuildings.rncan@canada.ca and provide a detailed description of the situation, including the period during which the meter was broken. An ENERGY STAR team member will provide guidance on how to proceed.
• Energy meters not associated
  This section lists meters that have not been included in the energy metrics, most likely because they are sub-meters. The LP must confirm that these meters are appropriately assigned as “not associated” because they would be double counting energy use if they were included.

Sign and date

After all of the elements on the application have been verified, the LP must sign and date the application.

Note that the application must be submitted before the date specified as the Date application becomes ineligible. Therefore, the LP should work with the applicant to ensure that there is enough time before the 120-day expiration date to conduct the site visit, complete the application, and postmark the application. If the application becomes ineligible, the applicant should update with recent energy data and use details and generate a new application form.

Verify administrative information

• Licensed professional
  Confirm that the name, contact information and licence number for the LP are correct.
• Tracking number
  The application has a tracking number printed at the bottom right corner of each page. Applications generated for uses other than applying for the ENERGY STAR certification do not have a tracking number and will not be accepted. If there is no tracking number on the application, the applicant needs to download an application within the Apply for the ENERGY STAR process in Portfolio Manager. 

Stamp and sign

After all of the information has been reviewed and deemed correct, the LP must apply their professional seal or stamp and sign and date the application. By signing the application, the LP attests that the information contained within the application is accurate and in accordance with the instructions in this guide. 

If the LP does not have a stamp, the LP can include the licence number and licensing association in the application instead. NRCan may request a copy of the provincial/territorial certificate of licensure as a Professional Engineer or Registered Architect.

The person who signs the signatory agreement must be a representative of the property applying for ENERGY STAR certification (typically the building owner, building manager or building engineer). An LP who works for the organization certifying may sign the application twice – in the LP verification section, as well as in the signatory agreement. However, an LP who does not work for the organization that is certifying may not sign the signatory agreement.

The person submitting the application should ensure that the LP stamp and all signatures are visible on the scanned copy of the application before submitting it to NRCan. If the LP stamp is not visible, NRCan will check the website of the provincial or territorial licensing body to verify that the LP’s licence is current. If the signatures are not visible or if the LP’s licence is not current, NRCan will require a new application with valid credentials.

Appendix: Sample application for energy star certification

The following meters are associated with the property, meaning that they are added together to get the total energy use for the property. Please see additional tables in this checklist for the exact meter consumption values. Note: please review all meter entries, making note of any unusual entries, and, if they are correct, provide a manual note to explain.

Notes:

Total Consumption (kWh and (thous Watt-hours)): 10,507.4
Total Consumption (GJ): 2,918,843.8

Notes:

4. Signature & Stamp of Verifying Licensed Professional

                                    (Name) visited this site on                    (Date). Based on the conditions observed at the time of the visit to this property, I verify that the information contained within this application is accurate and in accordance with the Licensed Professional Guide.

NOTE: When applying for the ENERGY STAR, the signature of the Verifying Professional must match the stamp.

5. Signatory Agreement

I hereby nominate the above described property for award of the ENERGY STAR. I have provided a copy of the Licensed Professionals Guide to the ENERGY STAR for Commercial Buildings to our Licensed Professional (LP) for reference. As documented by the above checklist, this property meets the conditions necessary to qualify as ENERGY STAR. I am submitting this application within four months of the Year Ending Date (October 31, 2017) used to generate the application. I will assist NRCan, if requested, in verifying any data included in this application. Furthermore, I agree to associate the ENERGY STAR logo only with the aforementioned property and to adhere to the ENERGY STAR logo use guidelines.

Signature (must be a direct employee of the building owner/manager):                                    

Date:                   

Signatory Name: Jane Doe

Property Owner: Natural Resources Canada / Ressources Naturelles Canada