Seasonal Maintenance Planning & Preventative Services for School Estates

Your Term-by-Term Guide to Smarter Facilities Management

Why Planned Maintenance Matters in Schools

Running a school estate isn’t just about keeping the lights on, it’s about protecting the learning environment, staying compliant, and avoiding costly disruption. With tight budgets and rising expectations, planned preventative maintenance (PPM) is a strategic must.

This guide gives education facility managers a seasonal maintenance calendar, aligned with term dates, CAFM systems, and statutory requirements, to help you stay ahead of issues before they become problems.

Term-Time Maintenance Calendar for Schools

Autumn Term (Sept – Dec)

Focus: Pre-winter resilience, compliance checks, and heating systems.

Roof & Gutter Inspections

• Clear leaves from gutters and downpipes

• Check roof membranes, tiles, and flashing

• Use drone surveys for hard-to-reach roofs

Boiler & Heating System Servicing

• Test radiators, valves, and thermostats

• Check controls and zoning systems

• Ensure gas safety checks are up to date

Fire Safety Compliance Review

• Inspect extinguishers, alarms, and emergency lighting

• Confirm fire doors function and close properly

• Update fire risk assessment if occupancy has changed

Playgrounds & External Surfaces

• Check for trip hazards or drainage issues

• Clean and repair tarmac, fencing, and signage

Spring Term (Jan – April)

Focus: Damp & ventilation issues, electrical safety, internal fabric.

Moisture & Condensation Checks

• Look for damp patches, mould, or cold bridging

• Review ventilation in classrooms and WC areas

Electrical Fixed Wire Testing (EICR)

• Required every 5 years, or sooner for older stock

• Check for tripping issues, overloaded circuits

Internal Condition Audit

• Inspect flooring, walls, ceilings for wear or damage

• Prioritise trip hazards or health/safety concerns

• Review accessibility and hygiene conditions

Statutory Water Hygiene Checks (L8)

• Flush low-use outlets, inspect tanks, test temperatures

• Update Legionella risk assessment

Summer Term (May – July)

Focus: Forward planning, summer project prep, ventilation.

HVAC Servicing & Cooling System Checks

• Clean ductwork, filters, and inspect A/C units

• Prepare for post-summer restart

Window & Door Condition Survey

• Check for draughts, broken locks, or glazing issues

• Prioritise external envelope repairs for summer

Security Systems Review

• Test alarms, CCTV, door entry systems

• Audit access zones before summer closures

Plan & Tender for Summer Works

• Use end-of-term windows for heavy M&E upgrades

• Finalise contractors, permits, and logistics

Summer Break (July – Aug)

Focus: Capital projects, deep maintenance, and refurbishments.

Deep Cleaning & Redecoration

• Prioritise high-use or high-risk areas

• Tackle flooring, WCs, and specialist classrooms

Capital Works & Refurb Projects

• Roofing repairs, M&E upgrades, internal layouts

• Commission surveys, manage access and H&S

Asbestos Management Review

• Ensure register is current, update plans after any invasive work

Commission PPM Update for Next Academic Year

• Re-align asset data, CAFM schedules, and FM resource planning

Statutory Compliance Checklist (Year-Round Essentials)

• Fire Safety Order (Regulatory Reform 2005)

• Electrical Installation Condition Report (EICR)

• Legionella Management (L8)

• Gas Safety Certificate (CP12 for boilers)

• Asbestos Register & Management Plan (CAR 2012)

• Lift LOLER inspections (if applicable)

Aligning with Trust FM Strategy & CAFM Systems

Whether you’re managing one school or a full Multi-Academy Trust (MAT), syncing your seasonal checks with your CAFM system (like SFG20, Planon, or Bellrock) keeps your estate compliant, accountable, and budget-ready.

Pro tip

Use your CAFM to:

• Schedule recurring tasks and inspections

• Generate asset condition reports

• Track statutory compliance deadlines

• Build long-term lifecycle planning data

Let OMNIA Help You Stay Ahead

At OMNIA, we support education estates with:

• Planned Maintenance Schedules

• Building Condition Surveys

• Lifecycle Planning & Budget Forecasting

• Risk-Based Asset Management

• Statutory Compliance Audits

Ready to Optimise Your School Estate?

Let’s take the stress out of seasonal maintenance. Contact OMNIA Building Consultants to book a no-obligation review of your maintenance strategy.

Together, we’ll help you plan smarter, stay compliant, and protect your estate for the future.