Checklist8 min read
A preventive maintenance checklist for school buildings
School buildings are used hard for part of the year and barely at all for the rest, which makes them unusually well suited to planned maintenance. This checklist groups the common tasks by system and by how often they are usually done. Treat it as a starting structure, not a standard.
By the FM360AI team
Inspection intervals for fire, electrical, water and transport systems are set by local regulation, your insurer and each manufacturer. Where this list and those sources differ, they take precedence.
How to use this list
- Walk the site and list the equipment you actually have under each heading.
- For each item, confirm the interval with the manufacturer's manual and your local requirements.
- Turn each task into a short procedure: numbered steps, what counts as a pass, and any safety precaution.
- Schedule the heavy work for holidays and the light checks for term time.
- Record every completion against the asset, so that next year you are planning from history.
Fire and life safety
| Task | Typical frequency |
|---|---|
| Check escape routes and exits are clear and unlocked | Daily |
| Visual check of fire extinguishers: in place, pressure, seal | Monthly |
| Test emergency lighting | Monthly, with an annual duration test |
| Run fire pumps and check jockey pump pressure | Weekly or monthly |
| Test fire alarm call points in rotation | Weekly or monthly |
| Inspect hose reels and cabinets | Quarterly |
| Full service of alarm, suppression and extinguishers by a competent contractor | Annually |
Water and plumbing
| Task | Typical frequency |
|---|---|
| Check washrooms for leaks, blockages and broken fittings | Daily or weekly |
| Inspect water pumps for noise, vibration and leaks | Monthly |
| Check drinking water dispensers and replace filters | Per manufacturer |
| Clean and disinfect water storage tanks | Six-monthly or annually |
| Inspect sewage pumps and clean sumps | Quarterly |
| Check swimming pool plant and water chemistry, if present | Daily in use |
Air conditioning and ventilation
| Task | Typical frequency |
|---|---|
| Clean or replace filters in classroom units | Monthly in season |
| Check condensate drains and trays | Monthly in season |
| Clean coils and check refrigerant pressures | Six-monthly |
| Service chillers, air handling units and controls | Annually, before the hot season |
| Check extract fans in laboratories, kitchens and washrooms | Quarterly |
Electrical
| Task | Typical frequency |
|---|---|
| Walk-round for damaged sockets, switches and fittings | Monthly |
| Test residual current devices | Quarterly |
| Inspect distribution boards for heat, noise and labelling | Six-monthly |
| Test run the standby generator and check fuel | Monthly |
| Fixed installation inspection and thermal survey | Per regulation |
Building fabric and grounds
- Roofs, gutters and drains: clear and inspect before the rainy season and after storms.
- Doors, locks, closers and windows: check monthly, with attention to fire doors.
- Floors, stairs and handrails: inspect termly for trip hazards.
- Playground and sports equipment: visual check weekly, detailed inspection termly.
- Paving, kerbs and signage: inspect termly.
- Pest control: per contract, with records kept.
Specialist rooms
- Science laboratories: gas isolation, fume extraction, eyewash and emergency showers, chemical storage.
- Kitchens and canteens: extraction, refrigeration temperatures, gas safety, grease traps.
- IT rooms and computer labs: cooling, power protection, cable condition.
- Auditoriums and halls: seating, stage equipment, sound and lighting before each term's events.
Transport
- Driver's daily walk-round: tyres, lights, mirrors, doors, emergency exits, first aid kit.
- Scheduled servicing by mileage or time, per manufacturer.
- Air conditioning check before the hot season.
- Statutory inspection and registration renewals, tracked by date.
Before each term
A full walk of every classroom in the week before term starts catches most of what would otherwise become the first week's complaints: lights, air conditioning, furniture, boards, sockets, blinds and door hardware.
Putting it into a system
In FM360AI each of these tasks becomes a checklist template with numbered steps, required flags and safety notes. The template is assigned to the assets it applies to and given a recurring schedule: daily, weekly, monthly, quarterly or a custom number of days. When a task falls due, a ticket is created with the checklist attached, the technician completes it on a phone with before and after photos, and the completion is recorded against the asset.
