Robust inspections and maintenance programs are crucial to ensure safety in and around buildings and grounds. Good practice suggests that schools’ premises should be subject to a thorough visual inspection by a chartered building surveyor and building services engineer every five years. A report should be produced following the inspection, which is used to prepare a planned maintenance program.

To ensure the safety of pupils and staff, schools need to undertake maintenance inspections annually. These would typically be performed by the facilities or premises manager; however, it is good practice to seek outside technical expertise from facilities management companies, local authority property services, and school governors to assist in undertaking inspections.

An inspection schedule should include:

• Roof space – roof structure, chimney stacks, insulation, and ventilation, covering, flashings, fascias, soffits, gutters, downpipes, and gulleys.
• External walls – pointing, cladding, rendering, windows, doors, and damp proof course.
• Internal rooms – ceiling, walls, floors, windows, and doors.
• Stairs – treads, risers, nosings, and handrails.
• Kitchens & storage areas.
• Toilets.
• Plant rooms.
• Services: electrics, heating & ventilation, plumbing, water supply, fire safety, intruder security, and lightning protection systems.
• Basement and cellars

An action plan should follow the inspection. The action plan will identify what remedial work is required. Each action should be prioritized between essential and desirable work.

It is vitally important to retain the inspection report and action plan, including any photographs or measurements that have been taken. This information provides an essential benchmark for the next annual inspection to assess any deterioration.

To help you adhere to building maintenance standards, here are our 5 top tips:

1) Identify where needed information is located

People come and go over a very long period of time. Buildings change hands, and it can be difficult to locate and secure all relevant documentation. It is helpful to list the people you would need to speak with. Typically you would need to consult the following people:

– Facility management staff,
– Inspection authorities,
– Health and safety departments,
– Third-party suppliers and contractors,
– Design teams,
– Building surveyors and structural engineers.

2) Check existing documents for any construction details

We recommend looking for recent building condition surveys. These can be completed to assess the funding needs of the building or as part of refurbishment efforts in the past. Local Authorities may hold these documents on behalf of your school.
Other documentation such as local authority records, local education authority records, and listed alteration documents over the lifetime of the premises should also be identified.

3) Assess the building fabric along with individual components

Prepare a list of things to check, such as,

• are window frames adequately secured to the fabric of the building?
• Are lintels over openings showing any signs of deflection or cracking?
• Is the guttering secured to the building?
• Do any roof tiles appear to be loose or misplaced?

Look for signs of general wear and tear. Check also for lifecycle issues such as cracking or movement of ceiling tiles which may suggest potential problems.

4) Secure potential hazards

The building maintenance plan should include essential & non-essential maintenance tasks along with any interim or temporary arrangements. It may be necessary to cordon off an area of the building to mitigate risks. Ensure all necessary measures are taken, such as adequate signposting indicating that the area is off-limits.

5) Defect reporting

Schools should have in place effective defect reporting systems that are accessible and easy to use. Smaller schools may wish to use a simple defect book where problems and concerns can be recorded. Larger schools often implement electronic database systems to help record and prioritize defects.

Whichever system is used, the responsibility to report building defects should be covered during staff inductions to ensure they are aware of their responsibilities and how t use the reporting system.

The details above are provided as guidance and are not exhaustive by any means. The complexity and level of detail required in an inspection will vary from premise to premise.