School Air-Conditioning Bi-Annual Check Checklist

Use this checklist only where the school has air-conditioning systems. Adapt the checks to the installed systems and do not use this checklist as a replacement for required inspections or maintenance.

Record the date of the check, the person completing it and the areas or systems included.

Check the available records for the energy-assessor inspection and maintenance arrangements. The cited guidance states that air-conditioning systems must be inspected by an energy assessor at least every five years and that bi-annual checks and an annual maintenance schedule should continue as best practice. Record any missing, overdue or unclear arrangements for follow-up.

Record the equipment identifier, location, system type and any linked indoor or outdoor units for each system checked.

Before checking the equipment, confirm that the work area can be accessed safely and that the check can be completed without exposing people to avoidable hazards. Stop and escalate if it cannot.

Inspect accessible indoor and outdoor components for visible damage, corrosion, loose parts, unusual staining, leaks, obstructions or other deterioration. Record the condition and location of anything found.

Check accessible supply and return grilles, vents and air paths for blockage, damage, contamination or items restricting airflow. Record any issue and the affected location.

Where the installed system and site procedure allow the check, inspect accessible filters and internal surfaces for condition, contamination or obstruction. Do not remove or service components unless authorised and competent to do so. Record any cleaning, replacement or specialist action indicated.

Inspect accessible condensate trays, pipes, pumps and discharge points for visible leaks, blockage, damage or overflow evidence. Record any defect and its location.

Check accessible controllers, displays, indicators, switches and isolators for visible damage, fault indications or unclear status. Do not alter settings beyond the authorised check procedure. Record any fault indication or abnormal condition.

Where operation is permitted and safe, observe the system during its normal operating sequence and record whether it starts, runs and stops as expected for the installed system. Do not force a start or continue operation where a fault or hazard is suspected.

Record unusual noise, vibration, odour, air movement, visible icing, water discharge, repeated cycling or other abnormal behaviour observed during the check.

Record relevant reports about comfort, operation, odour, noise, leaks, access or recurring faults, including the area affected and when the issue was reported.

For each defect or abnormal condition, record what was found, where it was found, supporting evidence and whether the system was left operating, isolated or otherwise restricted.

Select the action required for the most significant finding.

Record the corrective action required, responsible person or contractor, target date where set by the school, and any interim control or communication needed.

Review the previous check and related maintenance records for unresolved defects or actions. Link any outstanding matter to the current findings and record its present status.

Record the outcome for the systems and areas included in this check.

Save this completed check with the school’s relevant air-conditioning, maintenance and corrective-action records, and communicate any escalation to the designated responsible person.