Operational reference for UK schools
School Compliance Checklist UK
The core estates and statutory compliance areas that UK schools and multi-academy trusts need to have covered. For each area: what it is, what evidence you need, and how often it should be reviewed or serviced.
Core compliance areas
This is not an exhaustive list of every statutory requirement. It covers the areas most commonly checked during inspections and the evidence estates teams are expected to produce.
Fire risk assessment
What it covers
A documented evaluation of fire hazards, means of escape, detection and warning systems, and the measures in place to protect building occupants. Required under the Regulatory Reform (Fire Safety) Order 2005.
Typical evidence
Fire risk assessment report from the assessor, remedial action plan with completion records, fire drill logs, staff training records.
Review / servicing frequency
No fixed statutory interval. Annual review is standard practice for schools. Review immediately after significant building changes, changes to escape routes, or a fire incident.
Asbestos management
What it covers
Identification, condition assessment, and ongoing management of asbestos-containing materials in the school estate. Required under the Control of Asbestos Regulations 2012 (Regulation 4, the duty to manage).
Typical evidence
Management survey report, asbestos register, written management plan, annual re-inspection reports, removal or encapsulation certificates, contractor sign-off records.
Review / servicing frequency
Management survey as baseline. Annual re-inspection of identified materials is widely regarded as good practice and expected by the DfE. Management plan updated whenever materials are disturbed or building works take place.
Electrical installation condition report (EICR)
What it covers
Inspection and testing of the fixed electrical installation (wiring, distribution boards, protective devices, and earthing) by a qualified contractor. Underpinned by the Electricity at Work Regulations 1989.
Typical evidence
EICR with observation codes (C1, C2, C3, FI), schedule of remedial works, completion certificates (Electrical Installation Certificates or Minor Works Certificates) for remedial items.
Review / servicing frequency
At least every 5 years for educational premises (per BS 7671). C1 codes (danger present) require immediate action. C2 codes (potentially dangerous) should be addressed urgently.
Portable appliance testing (PAT)
What it covers
In-service inspection and testing of equipment that plugs into the mains - IT equipment, kettles, lab and workshop tools. Underpinned by the Electricity at Work Regulations 1989. There is no universal annual rule; the approach is risk-based (user checks, formal visual inspection, and combined inspection and testing).
Typical evidence
Appliance inventory with inspection/test history, the risk-based rationale for frequencies, records that failed items were removed or repaired, and the policy on personal appliances.
Review / servicing frequency
Risk-based, not fixed. Higher-risk items (workshop and kitchen equipment) more often than low-risk office equipment; the IET Code of Practice gives indicative intervals as a starting point.
Legionella risk assessment
What it covers
Assessment of water systems to identify conditions that could allow legionella bacteria to colonise and spread, and the written scheme of control that decides how the risk is managed. Required under the COSHH Regulations 2002 and HSE ACOP L8.
Typical evidence
Risk assessment report, written scheme of control, record of the appointed responsible person, up-to-date system schematic, and remedial work records.
Review / servicing frequency
Risk assessment reviewed regularly and whenever it may no longer be valid - commonly at least every 2 years, and sooner after changes to the water system, building, or use.
Water hygiene monitoring
What it covers
The operational routine that implements the legionella written scheme of control - temperature monitoring, flushing of low-use outlets, and record keeping - plus periodic contractor monitoring and cleaning.
Typical evidence
Monthly sentinel temperature logs, weekly flushing logs, quarterly and annual contractor reports, corrective-action records for out-of-range results, tank/TMV/showerhead cleaning records.
Review / servicing frequency
Monthly sentinel temperature checks, weekly flushing of low-use outlets, quarterly calorifier/tank checks, annual system profiling. Pre-reoccupation flush after holiday closures.
Fire alarm system
What it covers
Routine testing and professional servicing of the fire detection and alarm system. The system must be maintained in working order to comply with the Fire Safety Order.
Typical evidence
Weekly test records (a different call point each week), service reports from a fire alarm contractor (typically quarterly or six-monthly), fault and false alarm logs.
Review / servicing frequency
Weekly in-house testing of a different zone or call point. Professional servicing quarterly or six-monthly (per BS 5839-1). Full annual system inspection.
Emergency lighting
What it covers
Testing and maintenance of emergency lighting systems to ensure escape routes remain illuminated during a mains power failure.
Typical evidence
Monthly functional test records (brief illumination check), annual full-duration discharge test certificate (typically 3 hours), maintenance and replacement logs.
Review / servicing frequency
Monthly brief functional test by site staff. Annual full-duration test by a competent person (per BS 5266-1). Failed luminaires should be replaced promptly.
Fire extinguishers
What it covers
Inspection and servicing of portable fire extinguishers to confirm they are serviceable, correctly pressurised, and appropriately located for the risks present.
Typical evidence
Annual service report from a competent engineer, commissioning labels on each unit, inventory of extinguisher types and locations.
Review / servicing frequency
Annual service by a competent engineer (per BS 5306-3). Monthly visual checks by site staff. Look for damage, obstruction, missing safety pins, or discharge.
Gas safety
What it covers
Inspection and maintenance of gas appliances and pipework. Relevant wherever schools have gas boilers, catering equipment, or laboratory gas supplies. All work must be carried out by a Gas Safe registered engineer.
Typical evidence
Gas safety certificate (CP42 for commercial premises, or equivalent), boiler service records, Gas Safe registration details for the attending engineer.
Review / servicing frequency
Annual gas safety inspection of appliances and pipework. Boiler servicing annually or as recommended by the manufacturer. Catering equipment typically serviced annually.
Note: This checklist covers common estates compliance obligations and is intended as operational guidance for UK schools. It is not legal advice and does not constitute a complete compliance framework. Requirements vary by building type, local authority, and trust-specific policies. Refer to current legislation and seek professional advice where needed.
Managing these obligations across multiple schools
A single school can manage these areas with a spreadsheet and a diligent site manager. A multi-academy trust with 10, 20, or 50 schools faces a different problem: every school has its own certificates, contractors, and review dates, and they all expire at different times.
- •Central teams need to see trust-wide compliance status without relying on each school to self-report.
- •When an inspector arrives at any school, the evidence needs to be current and accessible, not in a filing cabinet or a site manager's inbox.
- •Remedial actions from assessments and inspections need to be tracked to completion, not left as line items in a PDF action plan.
- •Certificates from dozens of contractors arrive by email throughout the year. Someone needs to read them, extract the dates, and update the records.
EduComply handles this by processing contractor certificates automatically. Emails are forwarded to the system, dates and findings are extracted, compliance records are updated, and tasks are created from issues found. The result is a live compliance position for every school in the trust, backed by the source documents.
See how EduComply works as compliance software for schools or compliance software for multi-academy trusts, from certificate to compliance record.
Sources and guidance
The references below distinguish what the law requires from official guidance, recognised technical standards, and EduComply’s recommended operational practice. Always work from the current version of a source.
- Legislation· Legal requirement
- Approved Code of Practice· Statutory code with special legal standing
- Official guidance· Regulator / government guidance
- Technical standard· Recognised British / IET standard
UK Statutory Instrument 2005 No. 1541
- LegislationThe Control of Asbestos Regulations 2012
UK Statutory Instrument 2012 No. 632 · Regulation 4 (duty to manage)
- LegislationThe Electricity at Work Regulations 1989
UK Statutory Instrument 1989 No. 635
UK Statutory Instrument 2002 No. 2677
UK Statutory Instrument 1998 No. 2451
- Approved Code of PracticeLegionnaires’ disease: The control of legionella bacteria in water systems (L8)
Health and Safety Executive: Approved Code of Practice and guidance
- Official guidanceLegionnaires’ disease: Technical guidance (HSG274)
Health and Safety Executive · Part 2: hot and cold water systems
- Official guidanceGas safety
Health and Safety Executive: includes checking Gas Safe registration
- Technical standardCode of Practice for In-service Inspection and Testing of Electrical Equipment (5th Edition)
IET · Paywalled: official BSI/IET publication
- Technical standardBS 7671 Requirements for Electrical Installations (IET Wiring Regulations, 18th Edition)
IET / BSI · Paywalled: official BSI/IET publication
BSI · Paywalled: official BSI/IET publication
- Technical standardBS 5266-1 Emergency lighting: Code of practice
BSI · Paywalled: official BSI/IET publication
- Technical standardBS 5306-3 Commissioning and maintenance of portable fire extinguishers: Code of practice
BSI · Paywalled: official BSI/IET publication
British Standards and IET codes of practice are published by BSI/IET and are subject to copyright. The links point to the official landing page; the full text is available by purchase or subscription. EduComply does not reproduce standard text.
This guide is general information for UK schools and multi-academy trusts, not legal advice. Requirements vary by building, duty holder, and circumstances. Refer to the current source material and seek professional advice where needed.
See how it works
Forward a contractor certificate and watch it update your trust-wide compliance position.