1. Policy Statement
Cabot Learning Federation is committed to ensuring open, safe, secure, and well-maintained learning
and working environments for its students, staff, visitors, and stakeholders.
2. Scope and Purpose
To effectively manage the premises management obligations of the Trust and comply with all relevant
government legislative requirements. To ensure the teaching and learning environment is safe and
always welcoming.
3. Introduction
Cabot Learning Federation comprises thirty-six academies within the Trust, two of which are PFI
schools and Herons Moor Academy is a building owned by North Somerset Council. Some academies
within the Trust require investment relating to their individual buildings and such works will, where
appropriate, be supported via the School Conditions Allocation (SCA).
The buildings are assets that need to be maintained in order that they may function effectively and
efficiently in supporting the delivery of education. Any deterioration in the physical condition of the
building, due to a lack of maintenance, can adversely affect service delivery and create legal, health
and safety and reputation issues for the Trust, and additional capital investment needs due to
deteriorations.
The maintenance of buildings is critical to the effective management of assets.
4. Aims
The Trust aims to ensure that:
• It remains compliant with the following legislation:
o Health and Safety at Work etc. Act 1974
o Management of Health and Safety at Work Regulations 1999
o The Gas Safety (Installation and Use) Regulations 1998
o The Regulatory Reform (Fire Safety) Order 2005
o Control of Asbestos Regulations 2012
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o The Ionising Radiations Regulations 2017
o Electricity at Work Regulations 1989
o Control of Substances Hazardous to Health Regulations 2002
o Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
o Construction (Design and Management) Regulations 2015 (CDM 2015)
o Education (School Premises) Regulation 1999
• It specifies minimum requirements for the management of maintenance
• Building assets are adequately maintained
• The buildings are managed in line with regulatory, statutory, and legislative compliance
• The risks to the academies within the Trust are effectively managed
• Health, safety, and security objectives are met
• The Trust has necessary information for the monitoring, maintenance, condition, and
performance of buildings at an organisational level and;
• There is adequate information at operational level to undertake maintenance including the
ability to review new policies and strategies, analyse lifecycle costs, plan for replacements and
upgrades, and improve the efficiency and effectiveness of maintenance.
• That adequate funding is made available to ensure Trust aims are met.
By adopting this approach, the Trust will agree ‘guiding principlesforthe management of maintenance
and repair of Trust owned assets to ensure compliance with regulation and legislation.
5. Guidance
This document is based on the Department for Education’s guidance on Good Estate Management for
Schools (GEMS). This policy complies with the Trust’s funding agreement and articles of association.
6. Roles and responsibilities
The Board of Trustees, Director of Estates and Facilities, Deputy Director of Estates and Facilities, Head
of Estates, Deputy Estates Managers, Academy Councils, Principals, Operations Managers and
Premises Managers will ensure this Premises Management policy is implemented, and that tests and
inspections are carried out in accordance with this policy.
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The Director of Estates and Facilities, Deputy Director of Estates and Facilities, Head of Estates, Deputy
Estates Managers, Principals, Operations Managers, and Premises Managers are responsible for
ensuring that relevant risk assessments are carried out and that appropriate reporting is made to the
Board of Trustees or Academy Council, as required.
The Deputy Estates Managers are responsible for:
• Overseeing the management of repairs and maintenance within their cluster on Premises
Helpdesk
• Supporting and advising the Premises Managers within their cluster
• Monitoring the cluster premises checks and tasks dashboards
• Uploading and monitoring the various remedial action trackers (RAT’s)
• Conducting termly process and procedure audits with the Premises Manager within their
cluster
The Premises Manager is responsible for:
• Conducting minor repairs, checking, and maintaining the school premises
• Daily, weekly, monthly, and termly compliance and health & safety checks
o Weekly Fire Alarm & Associated System Check
o Weekly Flushing of LUO’s
o Weekly Minibus & Vehicle Check
o Weekly Play Equipment Check
o Weekly Sprinkler/Mist System Check
o Monthly Emergency Alarm Pull-cord Check
o Monthly Emergency Lighting (Flick) Test
o Monthly Fire Extinguisher Check
o Monthly Fire Blanket Check
o Monthly Fire Door Check
o Monthly Fire Escape Route Check
o Monthly Green Emergency Door Release Check
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o Monthly HWSV (Flow & Return) Temperature Check
o Monthly Hot & Cold Sentinel and Representative Outlet Temperature Check
o Monthly Lockdown System Check
o Monthly Plant Room Checks
o Termly Internal/External Site Walkrounds
o Termly Monitoring of ‘Vulnerable’ ACM’s
o Termly CCTV Check
o Quarterly EVAC Chair Check
o Quarterly Disinfection and Descaling of showers and spray taps
o Quarterly Descaling of Outlets
o Six Monthly Ladder Inspection
o Six Monthly TMV Blended Temperature Check (Scald Risk)
• Annual Cold Water Storge Tank CheckCyclical PPM tasks
o Monthly Water Softener Check
o Six Monthly Empty Kitchen Grease Traps
o Six Monthly Maintenance of Drains
o Six Monthly Maintenance of Gutters
o Six Monthly Maintenance of Filters and Inline Strainers
o Six Monthly Clock Change
o Annual External Door Maintenance
o Annual Preparation for Severe Weather
• Responding to, assigning and prioritising repair, maintenance and health safety issues raised
through the premises helpdesk
• Managing the premises day-to-day maintenance budget (where allocated to the Premises
Manager)
• Being the first point of contact for any advice/issues regarding the premises
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• Conducting and keeping a record of risk assessments and associated logs related to the site
premises
o Update Water Log Book (Service Visits)
o Update Asbestos Log Book
o Update Fire Log Book
o Update COSHH Chemical Log & Risk Assessment
o Update Flammables Log
o Update Ladder Log
• Obtaining quotes for repair, maintenance and health and safety issues
• Managing/Induction of contractors
o Issue Contractors Authorisation to Work (CAW)
o Issue Permits-to-work
• Escalating repair, maintenance and health and safety concerns to their Deputy Estates
Manager, Operations Manager or Principal
• Consulting with the Operations Manager and/or Principal about what actions need to be taken
to keep the school premises safe
The PPM and Statutory Compliance appointed contractor is responsible for
• Delivering scheduled Planned Preventative Maintenance (PPM) across all relevant systems
and assets.
• Ensuring statutory compliance with all relevant regulations, including health and safety, fire
safety, water hygiene, and electrical testing.
• Maintaining accurate records of inspections, tests, certifications, and completed works.
• Providing timely and accurate reports highlighting risks and required actions.
• Responding to high-risk issues promptly and the coordination of remedial actions.
• Updating maintenance schedules when systems/assets are added, modified, replaced, or
removed.
• Engaging qualified professionalsforspecialist inspections and testing.
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• Supporting audit and reporting processes by supplying documentation and evidence of
compliance.
• Providing accurate budget costings for planned maintenance and statutory compliance
activities, including estimates for remedial works, lifecycle replacements, and upgrades—
supporting effective financial planning and resource allocation.
7. Maintenance
This Premises Management policy is based upon the following criteria in order of priority:
• Health and safety issues
• Statutory requirements
• Structural integrity of all Trust owned building stock
• Building fabric
Planned Preventative Maintenance (PPM) is part of the planned or scheduled maintenance
programme of the Trust. The purpose of the scheduled maintenance programme is to ensure the
estates team anticipate maintenance requirements and make sure they are addressed in the most
cost-effective manner.
The PPM programme focuses on major systems that keep the sites in operation.
This programme includes a list of the scheduled services/inspections and the frequency and interval
at which that service/inspection must be performed.
The PPM schedule will be updated each time a system is added, updated, or replaced.
We maintain accurate records and details of all statutory tests which are undertaken across the
premises. This includes relevant paperwork and certificates.
All requirements and recommendations highlighted in inspection reports and certificates are
reviewed, tracked, and acted on, as necessary.
As part of the records of completed works, we include the dates when the work was undertaken and
the details of the individual or company who completed them, along with their completion certificate
or maintenance sheet.
PPM and statutory compliance activities across the Trust are outsourced to a single contractor to
provide a streamlined and efficient approach to estates and facilities management. This model
consolidatesresponsibility, enhances accountability, and ensures consistentservice delivery. Drawing
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on specialist expertise improves compliance, reduces risk, and simplifies reporting. Financially, it
delivers cost efficiencies through economies of scale and supports budgeting. Operationally, it frees
up internal resources, optimises scheduling, and supports a more strategic focus across the Trust’s
estate
The table below outlines the areas subject to inspection, the frequency of those inspections, and the
individuals responsible for conducting checks and engaging suitably qualified professionalsto conduct
inspection, testing, or maintenance where appropriate. It includes both statutory checks and
recommended best practice checks based on relevant guidance. This framework is informed by the
Department for Education’s guidance on good estate management for schools (GEMS).
Description Frequency
500 amp rotary isolator/630 amp busbar Annual
AHU – air handling units 6 Monthly
Air conditioning – TM44 certificate 5 yearly
Air conditioning units 6 Monthly
Air dirt Separator (heating system) Annual
Air source heat pump (ASHP) Annual
Auto door – sliding Annual
Auto door – swing 6 Monthly
Auto motorised external gates Annual
Auto vehicle barrier 6 monthly
Automated ventilation louvres Annual
BMS system Annual
Boiler – gas – wall mounted/atmospheric – inc gas tightness/gas cert Annual
Boiler – oil fired 3 Monthly
6 monthly
Cabinet fan convector heaters Annual
Car charging port Annual
Carbon monoxide alarm Annual
CCTV System 6 Monthly
Commercial catering equipment – Bain Marie Annual
Commercial catering equipment – brat pan Annual
Commercial catering equipment – dishwasher Annual
Commercial catering equipment – electrical Annual
Commercial catering equipment – gas oven/fryer/combi 6 Monthly
Commercial catering equipment – hot cupboard Annual
Commercial catering equipment – insect killer Annual
Commercial catering equipment – meat slicer Annual
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Commercial catering equipment – planetary mixer Annual
Commercial catering equipment – refrigeration Annual
Commercial catering equipment – steamer Annual
Commercial Kitchen Extract/Ventilation System Annual
Condensing unit 6 Monthly
CT house – Domestic cooker 6 Monthly
CT house – taps 3 monthly
CWS – booster set Annual
CWS – cold water storage tank 6 Monthly
DEC – display energy certificate Annual
Defibrillator Annual
Disabled refuge alarm 6 Monthly
Distribution Board 6 Monthly
Door – fire 6 Monthly
Door access and intercom Reactive
DT – air compressor Annual
DT – bench planer Annual
DT – bench/circular saw Annual
DT – brazing hearth Annual
DT – dust extraction (LEV) Annual
DT – electric hacksaw Annual
DT – forge Annual
DT – fume cupboard (LEV) Annual
DT – grinding machine 3 Monthly
DT – kiln Annual
DT – laser image transfer Annual
DT – laser engraving & cutting machine Annual
DT – Lathe Annual
DT – mechanical vehicle lift Annual
DT – ovens – gas and electric Annual
DT – pillar drill Annual
DT – polishing wheel 3 Monthly
DT – Spray Booth Annual
DT – table top hacksaw Annual
DT – thickness planer Annual
DT- cutting table Annual
DT- floor standing mortice Annual
DT- MIG welder 3 Monthly
Earth bar Annual
Emergency assistance alarm Annual
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Emergency comms system 6 Monthly
Emergency lighting – annual test Annual
Evac chair Annual
Expansion vessels – LTHW cylinder Annual
External lighting control panel Annual
External water fountain Annual
Extract fan control panel Annual
Fire – sprinkler control panel 3 Monthly
Fire – sprinkler jockey pump 3 Monthly
Fire – sprinkler main pump 6 Monthly
Fire alarm system 3 Monthly
Fire fighting equipment – extinguishers & blankets Annual
Fire hose reel Annual
Fire damper Annual
Fire hydrant Annual
Fire mans switch Annual
Fire pump – remote control panel 3 Monthly
Fire riser 6 Monthly
Fire curtains Annual
Fire-sprinkler system tank 6 Monthly
Fire suppression 6 Monthly
3 monthly
Gas alarm/detection 3 Monthly
Gas proving system/gasinterlock system Annual
Gas solenoid valves 3 monthly
General extract/toilet fan Reactive
Generator – Hans Price only 3 Monthly
Hearing loop system Annual
Heat recovery unit Annual
Hoist (person) Annual
6 Monthly
Hot water boiler dispenser Annual
Hot water calorifier Annual
Hot water cylinder Annual
Hot water system – trace heating Annual
Hydraulic goods lift 6 Monthly
Hydraulic Passenger Lift/platform lift 6 Monthly
Intruder alarm system Annual
Lightning protection 11 monthly
LTHW dosing pot – sampling 6 Monthly
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LTHW pressurisation unit (low temp hot water) Annual
Main LV distribution board 6 Monthly
Main LV Intake panel Annual
Man safe system/fall arrest/fixed ladders Annual
Medical bed Annual
Monodraughtsystem Annual
Moveable Wall Annual
Natural Ventilation units Annual
Oil separator alarm 6 Monthly
PA system Annual
Panel filter Annual
PAT testing Annual
Periodic fixed wire testing – EICR 5 yearly
Periodic fixed wire testing – pool side Annual
Portable commode Annual
Powermag unit Annual
Pressurisation Unit Annual
6 monthly
Radiant heat panels Annual
Retractable seating Annual
Roller shutters – fire 6 Monthly
Rollershutters (non fire) Annual
RPZ valve Annual
School bell system Annual
Shower – electric/mixer Annual
Smoke curtain Annual
Smoke damper control panel 3 Monthly
Smoke head 3 Monthly
Solar panels/PV Annual
Stage lighting Annual
Sump pump Annual
Surge protection unit Annual
Swimming pool cover – motorised 6 Monthly
Tallescope Annual
TMV – thermostatic mixing valve Annual
Toilet macerator Annual
Underfloor heating Annual
UPS 6 Monthly
Water – closed system testing Annual
Water – LRA – legionella risk assessment 2 yearly
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Water heater – electric Annual
Water softener/conditioner Annual
Water treatment device – (Kal guard) 3 monthly
Water treatment device – UV unit Annual
Wind turbine Annual
Window actuators Annual
Video intercom (TBA) Annual
UVA only – water temp & emergency lighting checks Monthly
VRV condensing unit 6 Monthly
Annual
VRV cassette terminal unit Annual
The following is managed outside of the CLF wide PPM & Statutory contract:
ACTIVITY FREQUENCY/DESCRIPTION PERSON RESPONSIBLE
Trees Arboricultural surveys are conducted annually
across all CLF sites as part of the Trust-wide
Grounds Maintenance contract. Each survey
generates a detailed report that categorises
findings by risk level: high, medium, and low.
All high-risk items are prioritised and addressed
promptly. Where budget permits, medium and
low risk items are also actioned, supporting
proactive management of tree-related risks and
contributing to the overall safety and
sustainability of the estate.
Premises Manager
By a suitably qualified
external contractor
Asbestos Asbestos managementsurveys are undertaken at
all CLF buildings constructed prior to 1999.
Regular re-inspections and review of asbestos
registers are conducted in accordance with the
CLF Asbestos Policy and Management Plan on an
annual to three-yearly schedule depending on risk
profile.
Refurbishment and demolition survey before any
refurbishment or demolition work.
Estates Manager
Premises Manager
Project Manager
By a suitably qualified
external consultant
By a suitably qualified
external contractor
Chemical storage Inventories are kept up to date. Risk assessments
for the Control of Substances Hazardousto Health
(COSHH) are reviewed on a regular basis, plus
whenever it’s considered that the original
assessment may no longer be valid, or where the
circumstances of the work change significantly
and may affect employees’ exposure to a
hazardous substance (in line with
http://www.hse.gov.uk/pubns/books/hsg97.htm)
Premises Manager
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ACTIVITY FREQUENCY/DESCRIPTION PERSON RESPONSIBLE
Emergency
lighting
Monthly flick or flash test. Premises Manager
Fire detection
and alarm
systems
Weekly alarm test and associated systems check,
with a different call point tested each week, all
within 1 year.
Annual fire risk assessment by a competent
person
By the Premises
Manager.
Head of Health and
Safety
Fire doors Monthly visual checks, Premises Manager
Firefighting
equipment
Monthly Visual check of Fire Fighting Equipment
including extinguishers, blankets, and buckets.
Weekly operational check of sprinkler systems
(where fitted).
Premises Manager
Legionella checks
on all water
systems
Risk assessment of each site hot and cold-water
systems are conducted every two years.
http://www.hse.gov.uk/pubns/books/hsg274.htm
Weekly flushing of all little used outlets.
Monthly hot and cold temperature checks include
hot water storage vessel flow and return,
sentinel, and representative outlets.
Quarterly descale and disinfection ofshowers and
spray taps.
Quarterly decaling of outlets (all within 1 year).
Six-monthly cold-water storage tank check.
Six monthly cleaning of filters and inline strainers.
Six monthly TMV blended temperature check.
By a suitably qualified
external consultant/
contractor
Premises Manager
Portable
Appliance
Testing (PAT)
Annual inspection and testing.
Note: only applicable to those sites who do not
have this task conducted under the PPM contract.
Premises Manager
By a suitably qualified
contractor
Playground and
gymnasium
equipment
Regular inspections – at least annually, and more
regularly where any equipment is used more
frequently than normal (e.g., where community
use increases how often equipment is used).
Outdoor fixed play equipment – periodic and
annual inspections by a competent person.
Weekly visual check (during term time).
By a suitably qualified
contractor
By the Premises Manager
Radon Risk assessmentsincluding radon measurements
will be conducted in all our above-ground
workplaces in radon-affected areas, and all our
below-ground workplaces.
Head of Health and
Safety
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ACTIVITY FREQUENCY/DESCRIPTION PERSON RESPONSIBLE
All settings located in which are in an area higher
than a 1% risk will have monitoring arranged
Radon measurements will last for 3 months, using
radon monitors, in line with Public Health England
(now the UK Health Security Agency) radon
guidance for schools.
Where measurementsshow radon levels below
300Bq/m3, radon levels will be remeasured at
least every 10 years. If significant changes are
made to the buildings or work processes,
remeasurement will also be considered.
For any sites with radon levels above 300Bq/m3
we will work with a radiation protection adviser
to manage reduction and decide on risk
assessment and remeasurement frequency.
Swimming pools Swimming pools are subject to risk assessments
and included in legionella checks and COSHH
assessments.
Regular Inspection of pool plant
Daily cleaning, inspection, and monitoring water
chemistry.
Weekly backwashing of filters.
Monthly microbiologicalsampling.
Pool floor is swept daily to ensure the algae is
kept to a minimum
Ensure Air Handling Systems are serviced yearly
Lighting checked yearly
Electricalsystems checked yearly
Pool Cover inspected yearly
Premises Manager,
Swimming Pool Manager,
Sports Centre Manager
Premises Manager
Sports Centre Manager,
Swimming Pool Manager,
Premises Manager
Premises Manager
Premises Manager
Sports Centre Manager,
Duty Officer on shift
Premises Manager –
Suitably qualified
Contractor
Premises Manager –
suitably qualified
contractor
Premises Manager –
Suitably qualified
contractor
Premises Manager –
Suitably qualified
contractor
Working at
height
(Equipment)
Inspected before use, and at suitable intervals
appropriate to the environment it is used in and
how it is used.
In addition, inspections after anything that may
affect the safety or stability of the equipment,
e.g., adverse weather or accidental damage.
Premises Manager
Condition Assessment / Surveys
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Condition surveys are a key tool in identifying required maintenance and informing a structured
programme of works. In line with best practice, these surveys will be conducted on a five-year cycle.
An annual programme is then developed through ‘Premises Management Plans,’ prioritising
significant findings (D1, D2, C1, C2, and C3) and addressing them through the School Condition
Allocation (SCA).
8. Monitoring Arrangements
The implementation of this policy is overseen by the Director of Estates and Facilities, Deputy Director
of Estates and Facilities, Head of Estates, Head of Health & Safety, Health & Safety Officers Deputy
Estates Manager, and Premises Managers. Monitoring activities include, but are not limited to, visual
inspections of school sites and equipment, as well as reviews of relevant risk assessments.
This policy will be reviewed every two years by the Director of Estates and Facilities. Following each
review, it will be shared with and approved by the Board of Trustees via the PPI process.
9. Links with other policies
This Premises Management Policy is linked to:
• Health and safety policy
• CLF Asbestos Policy and Management Plan
• CLF Legionella Management Policy and Written Scheme of Control
• Fire Arrangements
• Pool Management Plan
10. Glossary of Terms and Acronyms
TERM/ ACRONYM DEFINITION
ACM Asbestos Containing Material
ASHP Air Source Heat Pump
BMS Building Management System
CAW Contractor Authorisation to Work
CDM 2015 Construction (Design and Management) Regulations 2015
CLF Cabot Learning Federation
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TERM/ ACRONYM DEFINITION
COSHH Control of Substances Hazardous to Health
CWS Cold Water System
DEC Display Energy Certificate
DfE Department for Education
DT Design Technology (equipment)
EICR Electrical Installation Condition Report
EVAC Chair Evacuation Chair
GEMS Good Estate Management for Schools
HWSV Hot Water Storage Vessel
LEV Local Exhaust Ventilation
LOLER Lifting Operations and Lifting Equipment Regulations
LTHW Low Temperature Hot Water
LUO Little Used Outlet (water systems)
PAT Portable Appliance Testing
PFI Private Finance Initiative
PPM Planned Preventative Maintenance
RAT Remedial Action Tracker
RPZ Valve Reduced Pressure Zone Valve
SCA School Condition Allocation
TMV Thermostatic Mixing Valve
UPS Uninterruptible Power Supply
UV Unit Ultraviolet Water Treatment Unit
VRV Variable Refrigerant Volume (HVAC system
