Premises Management Policy

Prepared by: Signature: Date:

Deputy Executive Officer

Approved by:

Chief Executive Officer

Dennis brown

Chair of Trustees

JULY 2025

Statement for the house:

Premises management policy

1. Introduction........................................................................................................Page3 2. Fixtures, Fittings, Equipment or Resources ..............................................................Page 3 2.1 Acoustics................................................................................................................Page 3 2.2 Air Conditioning....................................................................................................Page 4 2.3 Asbestos.................................................................................................................Page 5

2.4 Building Maintenance..........................................................................................Page 7 2.5 Chemical Storage..................................................................................................Page 8 2.6 Drainage.................................................................................................................Page 12 2.7 Electrical Testing and Inspection........................................................................Page 12 2.8 Routine Procedures..............................................................................................Page 14 2.9 Extraction Systems................................................................................................Page 14 2.10 Kitchen Extraction Hoods..................................................................................Page 14 2.11 Fire Safety............................................................................................................Page 15 2.12 First Aid and Medical Accommodation...........................................................Page 18 2.13 Gas Safety............................................................................................................Page 18 2.14 Water Hygiene....................................................................................................Page 18

3. Links.................................................................................................................................Page21

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

1. Introduction

This policy is designed to assist the school in fulfilling their legal duties in ensuring a safe and secure environment is maintained in which our staff and pupils can grow and learn.

In accordance with The Education Act 1996 that places a duty on the Secretary of State to prescribe standards for the premises of all maintained schools in England and Wales. Those for England are set out in The School Premises (England) Regulations 2012 and they apply to all existing and new schools maintained by a local authority.

Similarly, The Education Act 2002 empowers the Secretary of State to prescribe standards for the premises of independent schools, which include Academies (including alternative provision Academies) and Free Schools. These are set in Part 5 of The Education (Independent School Standards) (England) Regulations 2010.

Whilst there continues to be two sets of school premises regulations in place, their requirements are now identical, and all types of schools now have to meet the same standards.

We are committed to ensuring the premises of our academies and the accommodation and facilities therein are maintained to a standard such that, so far as is reasonably practicable and the health, safety and welfare of all our pupils and staff is maintained.

In order to ensure we remain Health and Safety compliant the Trust have appointed Compliance Education as their source for Health and Safety assistance and competent advice.

We also have a service and maintenance (SLA) with FM Assist who arrange for approved competent contractors to carry out building repairs, ground maintenance and statutory service and maintenance inspections.

2. Fixtures, fittings, equipment or resources

Below is a list of all the fixtures, fittings, and equipment we are responsible for maintaining, a brief description of the regulatory or statutory requirements and who within each academy is responsible for ensuring the necessary checks and inspections are carried out.

2.1. Acoustics 2.1.1. The school buildings have been subject to detailed design checks by Building Control

Bodies to ensure compliance with this requirement.

2.1.2. Acoustic tests will be carried out on any new school accommodation to demonstrate that performance standards are achieved

2.1.3. The acoustic conditions and sound insulation of each room or other space must be suitable, having regard to the nature of the activities which normally take place therein.

2.1.4. In a school with a good acoustic environment, people will experience:

2.1.4.1.Good sound quality – enabling people to hear clearly, understand and concentrate on whatever activity they are involved in

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.1.4.2. Minimal disturbance from unwanted noise (such as from activities in adjacent areas, teaching equipment, ventilation fans or road traffic).

2.1.5. In classrooms, class bases and other areas used for teaching, this will allow teachers to communicate without straining their voices.

2.1.6. In some types of spaces, such as music rooms, recording studios, open-plan areas and rooms where pupils with hearing impairment are taught, there are additional requirements that may require higher acoustic standards than those for normal class bases.

2.1.7. Who is responsible: 2.1.7.1. The Site Manager/Caretaker is responsible for monitoring and maintaining the

school building.

2.1.7.2. Teachers are responsible for monitoring noise levels within the classroom and to report any acoustic issues.

2.1.7.3. Compliance Education carry out regular routine H&S walk-arounds. Any identified hazards or concerns are raised.

2.2. Air conditioning systems and duct hygiene 2.2.1. Air conditioning units fall under the Energy Performance of Buildings Regulations 2012

amended in 2020. 2.2.2. As per the regulation above, we ensure:

2.2.2.1. All units are annually maintained and cleaned, engineers must be individually trained to work on stationary refrigeration and air conditioning equipment.

2.2.2.2. If output is more than 12kW) as part of the EPC All units must be inspected by an energy assessor at least once every 5 years.

2.2.3. After each inspection a copy of the inspection report available to the academy.

2.2.4. A copy of the school’s inspection report will be logged on the energy performance certificate register and they may also make a copy available to the accreditation scheme of which they are a member.

2.2.5. Who is responsible:

2.2.5.1. All service and maintenance work are carried out by fully trained engineer.

2.2.5.2. An inspection of the air conditioning systems is carried out by an approved Energy Assessor who is a current member of an accreditation scheme.

2.2.5.3. The school Business Manager/Office Manager and Site Manager/Caretaker are responsible for reading the report and escalating or arranging for all the necessary remedial works to be carried out.

Dennis ACADEMY TRUST PREMISES MANAGEMENT POLICY 

2.3. Asbestos

2.3.1. Under the Control of Asbestos Regulations 2012 and wider duties under health and safety legislation.

2.3.1.1.

2.3.1.2. 2.3.1.3. 2.3.1.4. 2.3.1.5.

The Health and Safety at Work act 1974 (HSWA) Hazardous Waste Regulations 2005

Safety Representatives and Safety Committees Regulations 1977 Health and Safety (Consultation with Employees) Regulations 1996 Construction (Design and Management) Regulations 2015 The Management of Health and Safety at Work Regulations 1992

2.3.2. Our academy Head Teachers are required by law to manage the asbestos within our school.

2.3.3. Asbestos Survey, Asbestos Management Plans, Asbestos Register 2.3.3.1. As all of our school premises were constructed before 2000 we have a

responsibility to ensure:

2.3.3.1.1. A management survey undertaken by appropriate professionals indicating the location and type of identified occurrences of asbestos should be recorded in an asbestos location register.

2.3.3.1.2. An assessment of the risks posed by each identified occurrence of asbestos.

2.3.3.1.3. Using the information provided within the Management Survey an asbestos management plan (AMP) is created which details how each academy will manage the asbestos within their school on a day-to-day basis.

2.3.3.1.4. Arrangements to ensure that all staff (teaching and non-teaching) are aware of asbestos documents and management plans and have appropriate training.

2.3.3.1.5. An Annual review of the Asbestos Management Plan and asbestos location register including associated remedial actions is carried out.

2.3.3.2. Who is responsible: 2.3.3.2.1. A management survey is conducted in accordance with HSE’s survey guide,

HSG264 and undertaken by an accredited or certificated surveyor.

2.3.3.2.2. With the assistance of Compliance Education, the Office/Business Manager and Site Manager/Caretaker will assess the level of risk and produce an asbestos management plan (AMP) and an asbestos register which includes building diagrams showing the asbestos material locations.

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.3.3.2.3. The asbestos management plan and register is then kept in a central location and all staff and contractors carrying out maintenance work are required to read and sign the register before any work is carried out.

2.3.3.2.4. The Business Manager/Site Manager are required to ensure that anyone liable to disturb asbestos during their work, or who supervise such employees receive the correct level of information, instruction, and training to enable them to carry out their work safely.

2.3.3.2.5. As part of our SLA with Compliance Education our school AMP will be reviewed during our annual H&S Audit.

2.3.3.2.6. The Office/Business Manager and Caretaker/Site Manager will review the schools AMP regularly and will ensure it is kept up to date.

2.3.4. Asbestos Management during maintenance or building work

2.3.4.1.

2.3.4.2.

2.3.4.3. 2.3.4.4.

2.3.4.5. 2.3.4.6. 2.3.4.7.

Under the Construction (Design and Management) Regulations 2015 requires the Duty holder to provide information about existing hazards, including asbestos, to designers and builders at an early stage.

Therefore, the school will arrange for a relevant Refurbishment or Demolition Survey to be carried out before any work which will disturb the fabric of the building is approved.

The school will pass on the findings of the survey to the designated contractor or person who will be doing the work.

Under the Safety Representatives and Safety Committees Regulations 1977 and Health and Safety (Consultation with Employees) Regulations 1996 the school will ensure that all staff, stakeholders are informed of the proposed works.

Trade union and Health and Safety Representatives are consulted in a timely manner on matters relating to planned works.

Under the Hazardous Waste Regulations 2005 each academy will ensure all asbestos-containing waste is properly contained and disposed of.

Who is responsible:

2.3.4.7.1. A trained specialist will be appointed to carry out a more intrusive asbestos survey.

2.3.4.7.2.The Office/Business Manager and Caretaker/Site Manager with the assistance from our appointed Service and Maintenance (SLA) provider will ensure all contractors hold the relevant license as per HSE Licensable work with asbestos advice

2.3.4.7.3. The Caretaker/Site Manager will oversee the work being carried out by the contractor to ensure the work is being carried out correctly and the contractors have implemented all risk control measures as per the survey.

Dennis ACADEMY TRUST PREMISES MANAGEMENT POLICY

2.3.4.7.4. The Office/Business Manager and Caretaker/Site Manager will obtain a Waste Consignment Note from the contractor who is responsible for the disposal of the asbestos as the school is also responsible for ensuring the asbestos was appropriately disposed of.

2.3.5. Asbestos – Accidental release

2.3.5.1. As part of each school Asbestos Management Plan, each academy is required to address any emergencies associated to the accidental or unplanned disturbance of asbestos within their school.

2.3.5.2. In an emergency the following actions will be followed.

2.3.5.2.1. Stop any activity in the affected area immediately.

2.3.5.2.2. Remove everyone from the affected area and do not remove any items from the area as the spread of asbestos can occur through contaminated clothing or possessions.

2.3.5.2.3. Prevent access to the area until any necessary remedial action has been taken.

2.3.5.2.4. Seek immediate expert advice regarding necessary remedial action to be taken – there may be a need to decontaminate individuals or areas exposed to asbestos.

2.3.5.3. Who is responsible:

2.3.5.3.1. The duty holder(s) will be notified immediately.

2.3.5.3.2. The duty holder with the assistance of the contractor will report the incident to the Trust Central Team (Compliance Manager/COO/CEO).

2.3.5.3.3. The Office/Business Manager will draft a letter or send out a message to all staff, pupils and pupils parents/carers informing them of the incident and advise them on next steps.

2.3.5.3.4. The Office/Business Manager will inform Compliance Education of the incident as a RIDDOR report is legally required to be submitted.

2.4. Building Maintenance 2.4.1. Dennis Academy Trust expects ongoing surveys carried out maintenance programmes.

2.4.2. As part of our ongoing commitment to preserve the life of our building periodical inspections are carried out by the Caretaker/Site Manager who will complete a methodical check for damage to the exterior and interior fabrication of the building, doors, windows etc.

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.4.3. As part of our ongoing commitment to preserve the life of our building periodical inspections are carried out by the Caretaker/Site Manager who will complete a methodical check for damage to the exterior and interior fabrication of the building, doors, windows etc.

2.4.4. When necessary external structural professionals will be appointed to complete a professional survey or carry out remedial repairs.

2.4.5. Who is responsible: 2.4.5.1. Dennis Academy Trust are responsible for monitoring and maintaining

the school buildings.

2.4.5.2.The Caretakers/Site Managers are also responsible for monitoring and maintaining the school buildings.

2.4.5.3. Compliance Education carry out regular routine H&S walk-arounds. Any identified hazards or concerns are raised.

2.5. Chemical Storage

2.5.1. Under the Control of Substances Hazardous to Health 2002 (COSHH) and the Health and Safety at Work, etc Act 1974 an employer has a duty of care to prevent employees and non-employees being exposed to substances hazardous to health or, if prevention is not reasonably practicable, to adequately control exposure.

2.5.2. As part of the school’s legal responsibility to ensure all potentially hazardous substances are monitored, secured, stored, and used appropriately, the school management team has implemented a system of controls which adheres to COSHH guidelines.

2.5.3. A full inventory of all chemicals stored or used on site is centrally recorded.

2.5.4. Staff are not allowed to bring in their own cleaning products without authorisation from the Headteacher. If authorisation is granted all necessary product documentation must be obtained.

2.5.5. Who is responsible: 2.5.5.1. Head Teacher assisted by Heads of Department (Science, DT, etc) if applicable,

Caretaker/Site Manager, School Cleaners and Caterers.

2.5.5.2. The Office/Business Manager will keep and maintain a central record of all chemicals stored and used on site.

2.5.6. Science Laboratories and Design Technology workshops

2.5.6.1. Is perhaps one of the most likely places to find hazardous substances in our academies. For this reason, stringent precautionary measures are implemented to keep pupils and staff safe.

Dennis ACADEMY TRUST PREMISES MANAGEMENT POLICY

2.5.6.2. This is particularly relevant for practical teaching activities in chemistry lessons, which frequently involve the use of potentially dangerous chemicals. Although these chemicals may not be hazardous on their own, they can produce toxic fumes and gases when mixed together.

2.5.6.3. Potentially dangerous substances are often used in design and technology (D&T) workshops.

2.5.6.4. These include solvent-based varnishes, glues, and paints. Additionally, harmful fumes and dust can be produced by sanding, soldering, or other essential fabrication processes.

2.5.6.5. Who is responsible: 2.5.6.5.1. Head of Science and DT will ensure that:

2.5.6.5.1.1. All teaching staff are trained

2.5.6.5.1.2. Personal Protective Equipment (PPE) is purchased and worn

2.5.6.5.1.3.All chemicals are stored and disposed of correctly as per MSDS/CLEAPS.

2.5.6.5.1.4. All chemical storerooms are well ventilated and locked at all times when not in use.

2.5.6.5.1.5. Qualified technicians are on hand to oversee and help

2.5.6.5.1.6. The technicians are logging the use of all chemicals.

2.5.6.5.1.7. During lesson preparations the technician only issues enough of the chemicals required to carry out a demonstration/practical session.

2.5.6.5.1.8. Spill kits are available and appointed staff receive training.

2.5.6.5.1.9.Appropriate safety instructions are communicated to all staff and pupils.

2.5.7. Contract Cleaners 2.5.7.1. Contract Cleaners can pose a challenge for the Trust when it comes to COSHH

compliance.

2.5.7.2. Therefore, academies as appropriate will work closely with cleaning contractors to ensure:

2.5.7.2.1. The school has a current list of all cleaning products stored and used on site. 2.5.7.2.2. A copy of the most recent MSDS for each product is kept centrally.

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.5.7.2.3. A copy of the most recent COSHH Risk Assessment for each product is kept centrally.

2.5.7.2.4. All cleaning staff have received appropriate, efficient training from their employer which covers a legal understanding of the dangers posed by the chemicals and the importance of using caution in a working environment that includes children (Chemicals must be safety locked away and never accessible to pupils)

2.5.7.2.5. Appropriate Personal Protective Equipment (PPE) is purchased and worn

2.5.7.2.6. Eye wash solution is available on site. 2.5.7.3. Who is responsible:

2.5.7.3.1.The Office/Business Manager and Caretaker/Site Manager with the assistance from our appointed Service and Maintenance (SLA) provider will ensure all contractors hold the relevant experience and qualification before contracts are awarded.

2.5.7.3.2. Each academy will hold a copy of all relevant documentation. 2.5.8. Cleaners Employed by the school

2.5.8.1. Academies will work closely with their cleaning team to ensure:

2.5.8.1.1. The school has a current list of all cleaning products stored and used on site.

2.5.8.1.2. A copy of the most recent MSDS for each product is kept centrally.

2.5.8.1.3. A copy of the most recent COSHH Risk Assessment for each product is kept centrally on the compliance management software.

2.5.8.1.4. All cleaning staff have received appropriate, efficient training from their employer which covers a legal understanding of the dangers posed by the chemicals and the importance of using caution in a working environment that includes children (Chemicals must be safety locked away and never accessible to pupils).

2.5.8.1.5. Appropriate Personal Protective Equipment (PPE) is purchased and worn.

2.5.8.1.6. Eye wash solution is available on site

2.5.8.2. Who is responsible: 2.5.8.2.1.The Business Manager/Site Manager with the assistance from our

appointed Service and Maintenance (SLA) provider will ensure all contractors hold the relevant experience and qualification before contracts are awarded.

2.5.8.2.2. Each academy will hold a copy of all relevant documentation.

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.5.9. Caterers Employed by the school 2.5.9.1. Academies work closely with their catering team to ensure:

2.5.9.1.1. The school has a current list of all cleaning products stored and used on site.

2.5.9.1.2. A copy of the most recent MSDS for each product is kept centrally.

2.5.9.1.3. A copy of the most recent COSHH Risk Assessment for each product is kept centrally on compliance management software.

2.5.9.1.4. All catering staff have received appropriate, efficient training from their employer which covers a legal understanding of the dangers posed by the chemicals and the importance of using caution in a working environment that includes children (Chemicals must be safety locked away and never accessible to pupils).

2.5.9.1.5. Appropriate Personal Protective Equipment (PPE) is purchased and worn.

2.5.9.1.6. Eye wash solution is available on site. 2.5.9.2. Who is responsible:

2.5.9.2.1. The Office/Business Manager and Caretaker/Site Manager together with the caterers will ensure a central record is kept of all products purchased.

2.5.9.2.2. The Office/Business Manager and Caretaker/Site Manager will ensure a Material Safety Data Sheet is obtained from the cleaning provider and all recent MSDS are kept centrally.

2.5.9.2.3. The Office/Business Manager and Caretaker/Site Manager with assistance from Compliance Education will use the information held on the MSDS to complete or review a COSHH Risk Assessment for each product.

2.5.9.2.4. The Office/Business Manager is responsible for ensuring appropriate PPE is purchased as per the MSDS

2.5.9.2.5. The Head Teacher is responsible for ensuring all staff receive the correct training required.

2.5.10. Site Manager/Caretaker

2.5.10.1. In order for our Site Managers/Caretakers to carry out minor repairs around the school and school grounds a small amount of potentially dangerous substances maybe purchased, used and if necessary stored on site.

2.5.10.2. These, include paints, insect repellent’s, WD40 etc 2.5.10.3. Therefore, when necessary, we will ensure:

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Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.5.10.3.1. The school has a current list of all hazardous products stored and used on site.

2.5.10.3.2. A copy of the most recent MSDS for each product is kept centrally.

2.5.10.3.3. A copy of the most recent COSHH Risk Assessment for each product is kept centrally on the compliance management software.

2.5.10.3.4. All staff receive appropriate, efficient training from their employer which covers a legal understanding of the dangers posed by the chemicals and the importance of using caution in a working environment that includes children (Chemicals must be safety locked away and never accessible to pupils).

2.5.10.3.5. Appropriate Personal Protective Equipment (PPE) is purchased and worn.

2.5.10.3.6. Eye wash solution is available on site. 2.6. Drainage

2.6.1. Under the Department for Environment Food and Rural Affairs (Defra) surface water flooding is a growing challenge with climate change bringing more frequent heavy storms.

2.6.2. Therefore, as a Trust we endeavour to play our part by ensuring:

2.6.2.1. Our water drains are kept clear of debris to prevent blockages.

2.6.2.2. All gullies and guttering are inspected regularly and cleared out when necessary.

2.6.2.3. All blockages are dealt with.

2.6.2.4. In areas where schools are at high risk of flooding other measure may need to be included

2.6.3. Who is responsible:

2.6.3.1. The Site Manager/Caretaker is responsible for ensuring that there is an adequate drainage system for hygienic purposes and the disposal of wastewater and surface water by carrying out regular visual checks and calling in drainage specialists should problems arise.

2.7. Electrical testing and inspection 2.7.1. Fixed Wiring

2.7.1.1. Under the Electricity at Work Regulations 1989 and BS 7671 Electrical Wiring Regulations Guide requires the testing of a building’s wiring structure and maintenance is mandatory and deems educational establishments should ensure this is completed everyday

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.7.1.2. If the school is hired out to external groups, the fixed wiring and all distribution boards should be tested at least once every 3 years.

2.7.1.3. All electrical testing and inspections are carried out by a qualified contractor and ‘competent’ person who is registered with an approved regulatory body (NICEIC, ECA). After the inspection our contractor provides us an Electrical Installation Condition Report (EICR).

2.7.1.4. Who is responsible:

2.7.1.4.1.The Business Manager/Site Manager with the assistance from our appointed Service and Maintenance (SLA) provider will ensure all contractors hold the relevant experience and qualification before contracts are awarded.

2.7.1.4.2. The school business manager/Site Manager is responsible for reading the report and escalating or arranging for all the necessary remedial works to be carried out.

2.7.1.4.3. All C1, C2, C3 or FI reported defects will be dealt with immediately. 2.7.2. PAT Testing by a Contractor

2.7.2.1. 2.7.2.2.

2.7.2.3. 2.7.2.4. 2.7.2.5.

Under the Electricity at Work Regulations 1989 requires that all electrical equipment that is classified as “portable” is deemed safe for use.

Even though the above regulation does not stipulate a specific frequency, PAT testing legislation recommend that all:

Class 1 equipment in schools should be PAT tested every 12 months.

Class 2 equipment should be tested every 48 months.

To ensure all our portable electrical equipment is inspected regularly by a ‘competent’ person, our contractors provide us with a full report listing each and every item tested, the date of test, the recommended date of next test and the result of the test (pass or fail).

2.7.3. Who is responsible:

2.7.3.1. The Office/Business Manager and Caretaker/Site Manager with assistance from our appointed Service and Maintenance (SLA) provider will ensure all contractors hold the relevant experience and qualification before contracts are awarded.

2.7.3.2. The school Office/Business Manager and Caretaker/Site Manager are responsible for reading the report and escalating or arranging for all the necessary remedial works to be carried out.

2.7.3.3. All items failing a PAT Test will broken down (so it is rendered unusable) and disposed o

Dennis ACADEMY TRUST PREMISES MANAGEMENT policy

2.8. Routine Procedures.

2.8.1. In order to ensure all electrical items, remain safe to use between inspections all our staff are instructed to carry out a visual inspection (pre-use check) of the appliances before use and report all faulty.

2.8.2. No ‘portable’ electrical items are allowed to be brought in or used on site unless it is displaying a current PAT Test label.

2.8.3. Who is responsible: 2.8.3.1. When necessary, the Office/Business Manager and Caretaker/Site Manager will

ensure appropriate safety instructions are communicated to all staff and pupils. 2.9. Extraction

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