Premises Management Policy

This policy applies to all schools in Cabot Learning Federation

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:
  • Health and Safety at Work etc. Act 1974
  • Management of Health and Safety at Work Regulations 1999
  • The Gas Safety (Installation and Use) Regulations 1998
  • The Regulatory Reform (Fire Safety) Order 2005
  • Control of Asbestos Regulations 2012
  • The Ionising Radiations Regulations 2017
  • Electricity at Work Regulations 1989
  • Control of Substances Hazardous to Health Regulations 2002
  • Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
  • 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 principles’ for the 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, Estates Manager, Deputy Estates Managers, Academy Councils, Principals, Operations Managers and Premises Teams will ensure this Premises Management policy is implemented, and that tests and inspections are carried out in accordance with this policy.

The Director of Estates and Facilities, Deputy Director of Estates and Facilities, Estates Manager, Deputy Estates Managers, Principals, Operations Managers, and Premises Teams 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 Teams 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 Team 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
  • Weekly Fire Alarm & Associated System Check
  • Weekly Flushing of LUO’s
  • Weekly Minibus & Vehicle Check
  • Weekly Play Equipment Check
  • Weekly Sprinkler/Mist System Check
  • Monthly Emergency Alarm Pull-cord Check
  • Monthly Emergency Lighting (Flick) Test
  • Monthly Fire Extinguisher Check
  • Monthly Fire Blanket Check
  • Monthly Fire Door Check
  • Monthly Fire Escape Route Check
  • Monthly Green Emergency Door Release Check
  • Monthly HWSV (Flow & Return) Temperature Check
  • Monthly Hot & Cold Sentinel and Representative Outlet Temperature Check
  • Monthly Lockdown System Check
  • Monthly Plant Room Checks
  • Termly Internal/External Site Walkrounds
  • Termly Monitoring of ‘Vulnerable’ ACM’s
  • Termly CCTV Check
  • Quarterly EVAC Chair Check
  • Quarterly Disinfection and Descaling of showers and spray taps
  • Quarterly Descaling of Outlets
  • Six Monthly Ladder Inspection
  • Six Monthly TMV Blended Temperature Check (Scald Risk)
• Annual Cold Water Storge Tank Check / Cyclical PPM tasks
  • Monthly Water Softener Check
  • Six Monthly Empty Kitchen Grease Traps
  • Six Monthly Maintenance of Drains
  • Six Monthly Maintenance of Gutters
  • Six Monthly Maintenance of Filters and Inline Strainers
  • Six Monthly Clock Change
  • Annual External Door Maintenance
  • 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 Team)
• Being the first point of contact for any advice/issues regarding the premises
• Conducting and keeping a record of risk assessments and associated logs related to the site premises
  • Update Water Log Book (Service Visits)
  • Update Asbestos Log Book
  • Update Fire Log Book
  • Update COSHH Chemical Log & Risk Assessment
  • Update Flammables Log
  • Update Ladder Log
• Obtaining quotes for repair, maintenance and health and safety issues
• Managing/Induction of contractors
  • Issue Contractors Authorisation to Work (CAW)
  • 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.
• 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 consolidates responsibility, enhances accountability, and ensures consistent service delivery. Drawing 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 professionals to 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).

The following is managed outside of the CLF wide PPM & Statutory contract:

Condition Assessment / Surveys

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, Estates Manager, Head of Health & Safety, Health & Safety Officers Deputy Estates Manager, and Premises Teams. 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