Structural inspection and defect management procedure

Purpose and applicability

This procedure is for maintained and academy schools responsible for buildings and estates. It applies where inspections may be undertaken by a member of staff or may require a professional surveyor or other suitably qualified person.

For [site name], [inspection coordinator role] coordinates the arrangements under this procedure. The responsible body remains responsible for ensuring that the school estate is structurally safe and well maintained.

Planning inspections

Plan periodic inspections of the buildings. Set the nature and frequency of inspections according to how each building is used, its construction type and relevant environmental conditions.

When planning the arrangements, consider the building use, construction type, including traditional brick, steel, concrete or timber frame, and environmental factors such as flooding, nearby watercourses, historical mining activity and ground conditions.

Record the inspection arrangements and the factors considered for each relevant building or part of the estate.

Inspecting buildings

Carry out each planned inspection to check for damage and identify visible changes in the building’s structural condition.

Use a professional surveyor or other suitably qualified person where the inspection requires professional advice. An inspection may be undertaken by a member of staff where that is appropriate to the circumstances.

Reporting and assessing defects

Formally report any visible change in structural condition or other issue identified during an inspection using [defect reporting route].

Obtain appropriate professional advice where necessary before deciding or carrying out the required action.

Assigning and monitoring actions

Record each issue identified and the required action. Assign an action owner and target date where action is required.

Monitor required remedial work until its status is established. Record the action status and any relevant completion, monitoring or professional-advice information.

Records

Keep records of inspections, issues identified and required actions. Retain inspection reports, defect records, action ownership and deadlines, together with professional surveys or advice where obtained.