Premises ManagementDocuments Policy

The Japanese School

Approved by:

SMC

Last reviewed on:

January 2024

Next review due by:

December 2024

Premises Management Documents Policy 202311 v1.0

Date: January 2024

1Version Number
1.0

Modified By
Kazuo
OkamotoModifications Made
Creation of Model Premises Management Policy

Premises Management Documents Policy 202311 v1.0

Date Modified
24/11/2023

2

Contents
1. Aims .................................................................................................................................................................... 3
2. Guidance ............................................................................................................................................................. 3
3. Roles and responsibilities .................................................................................................................................... 3
4. Inspection and testing ......................................................................................................................................... 3
5. Risk assessments and other checks ................................................................................................................... 5
6. Monitoring arrangements .................................................................................................................................... 67. Links with other policies ...................................................................................................................................... 6

1. Aims
Our school aims to ensure that it:
Manages its buildings and equipment in an efficient, legally compliant way.
Inspects and tests buildings and equipment regularly, taking into account statutory requirements and bestpractice recommendations.
Promotes the safety and wellbeing of our staff, pupils, parents and visitors through effective maintenanceof buildings and equipment in accordance with the Health and Safety at Work etc. Act 1974

2. GuidanceThis document is based on the Department for Education’s guidance on good estate management forschools.

3. Roles and responsibilities
The governing board, SMC, headteacher and site manager will ensure this premises management policy isproperly implemented and that tests and inspections are carried out in accordance with this policy.
The headteacher and site manager are responsible for ensuring relevant risk assessments are conducted andfor reporting to the governing board, as required.
The site manager is responsible for:• Inspecting and maintaining the school premises
Conducting repairs and maintenance• Being the first point of contact for any issues with the premises• Conducting and keeping a record of risk assessments and incident logs related to the school premises
Liaising with the headteacher about what actions need to be taken to keep the school premises safe.
This list is not intended to be exhaustive.

4. Inspection and testing
We maintain accurate records and details of all statutory tests which are undertaken at our premises. This
includes relevant paperwork and certificates.
All requirements and recommendations highlighted in inspection reports and certificates are reviewed andacted on, as necessary.
As part of the records of completed works, we include the dates when the works were undertaken and thedetails of the individual or company who completed them, along with their qualifications/certifications and/orexperience.
The table below sets out the issues we inspect, the inspection frequency, and the person responsible forchecking each issue and, where appropriate, engaging a suitably qualified person to carry out inspection,testing or maintenance. It covers statutory checks as well as recommended good practice checks fromrelevant guidance. It is based on the Department for Education’s guidance on good estate management forschools.

Premises Management Documents Policy 202311 v1.0

3

ISSUE TO INSPECTFREQUENCY

Portable appliancetesting (PAT)

Variable, according to risk and how the equipment is constructed.
Regular visual inspections where PAT is not required.
We will refer to HSE guidance on maintaining portable electric
equipment for suggested intervals and types of testing/inspection.
Variable, according to the numberand severity of faults found atlastinspection.
Inspection and testing always carried out by a competent person.

Fixed electricalinstallation tests(including lightningconductors)
Emergency lightingLiftsGas appliances andfittings

Fuel oil storage
Air conditioning
systems

Pressure systems

Legionella checks
on all watersystems
Asbestos

Equipment usedfor working atheightFire detection andalarm systems

Fire doors
Firefighting
equipment

PERSONRESPONSIBLE
Secretary

Secretary

Monthly flash test.
6-monthly condition test (including3-hour battery test) by acompetent person.
At least every 6 months for passenger lifts and lift accessories,
every 12 months forother lifts (e.g., goods lifts) – always by acompetent person.
Routinely, in accordance with manufacturer recommendations(or other professional advice if unavailable).
Annual safety checks (in line withgood practice / required if thepremises are used for residentialaccommodation).
All work carried out by a Gas SafeRegistered engineer.
Checks at least weekly, with moredetailed annual inspections byqualified inspectors.
Inspections by an energy assessorat regular intervals (notexceeding 5 years).
Annual certificated inspection toensure no refrigerant leakage.
Bi-annual checks and an annual maintenance schedule (in line
withgood practice).
No fixed maintenance requirement(our programme takes accountof the list on page 44 of the HSE’s Safety of Pressure Systems
guidance, and an examination of the system is carried out by acompetent person by the date set at the previous examination –see pages 35 to 37 of the HSE guidance).
Risk assessment of each site carried out and reviewed regularly
by a competent person. The frequency of monitoring checks
varies for evaporative cooling systems, hot and cold watersystems and other risk systems –specific details can be found inguidance for each type from the HSE.
Regular inspections as part of theasbestos register andmanagement plan.
Reviews of the asbestos registerannually.
Refurbishment and demolition surveys before any refurbishment
or demolition work.
Inspected before use, and at suitable intervals appropriate to
the environment it is used in and howit is used.
In addition, inspections after anything that may affect the safetyor
stability of equipment, e.g., adverse weather or accidental
damage.
Weekly alarm tests, with a different call point tested eachweek, where applicable.
Quarterly and annual inspections and tests by a competentperson.
Annual fire risk assessment by a competent person also
includes the maintenance of fire detection and alarm systems.
Regular checks by a competent person.

Secretary

Most equipment – extinguishers, fire blankets, hose reels, fixedsystems (such as sprinkler systems) and fire service facilities(such as dry risers and access for emergency vehicles) –inspected annually (by a competent person where required)
unless manufacturers’ guidelines suggest differently.

Secretary

Premises Management Documents Policy 202311 v1.0

N/A
Secretary

N/A
N/A

Secretary

Secretary

Secretary

Secretary

Secretary

Secretary4ISSUE TOINSPECT
Extraction
systems

Chemical storage

Playground andgymnasium
equipment
Tree safety

Pest Control
Radon

FREQUENCY
Regular removal and cleaning of grease filters and cleaning ofductwork for kitchen extraction systems.
Local exhaust ventilation systems (such as those for workingwith hazardous substances) examined and tested at least
every 14 months by a competent person.
More routine checks also set out in system logbooks.
Inventories are kept up-to-date.
Risk assessments for the Control of Substances Hazardous toHealth (COSHH) are reviewed on a regular basis, plus
whenever it’s considered that the original assessment may nolonger be valid, or where the circumstances of the work change
significantly and may affect employees’ exposure to ahazardous substance (in line with HSE guidance on COSHH
assessment).
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 isused).Outdoor fixed play equipment – periodic and annual
inspections by a competent person.
As part of risk assessment responsibilities, periodic visualchecks for stability are carried out, with more detailed
assessments if suspected structural faults or other risks arefound.
As part of risk assessment responsibilities, monthly visualchecks are carried out, with more detailed assessments if
suspected risks are found.
Risk assessments including radon measurements will be
carried out in all of our above-ground workplaces in radonaffected areas, and all of our below-ground workplaces.
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 measurements show 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 workwith a radiation protection adviser to manage reduction anddecide on risk assessment and remeasurement frequency.

PERSONRESPONSIBLE
N/ASecretary

Secretary

Secretary

Secretary
N/A

5. Risk assessments and other checks
Please refer to our risk assessment policy for information about the school’s approach to risk assessment.
In addition to the risk assessments, we are required to have in place (please refer to our risk assessment
policy and health and safety policy for more information*), we make sure we have risk assessments in place,regularly updated, to cover:• Car parking and vehicle/pedestrian
segregation.
• Traffic management.
• Lettings.
• We also make sure further checks are made to confirm thefollowing: Correct and up-to-date information is displayed in allnotices.
• Compliance with the Construction (Design and Management) Regulations 2015 during
construction projects.
• Contractors have the necessary qualifications to carry out the specified work• Compliance with the Equality Act 2010 when making changes or alterations to a building or the externalenvironment.
Premises Management Documents Policy 202311 v1.05

6. Monitoring arrangements
The application of this policy is monitored by the site manager and headteacher through, among other things,
visual checks of the school site and equipment, and checks of risk assessments.
Copies of risk assessments and paperwork relating to any checks are kept in the school office.
This policy will be reviewed by the Secretary every 3 years. At every review, the policy will be shared with andapproved by the SMC.

7. Links with other policies

This premises management policy is linked to our:
• Health and safety policy.
• Risk assessment policy.

Premises Management Documents Policy 202311 v1.06