CalmComplianceRisk Assessment template
School Enclosed-Area Ventilation Risk Register
- Version
- v1
- Updated
- 1 October 2026
- Reviewed
- 1 October 2026
- Audience
- Primary and secondary schools in England, including maintained schools and academies, for enclosed areas used by staff, pupils or visitors.
- Jurisdiction
- england
Activity assessed
Use, occupancy and management of enclosed areas by staff, pupils or visitors, including identification and management of areas with no effective natural or mechanical ventilation, areas that feel stuffy or smell bad, and areas where monitoring indicates poor ventilation. Applicability and controls depend on the school's estate, occupancy and the characteristics of each area.
Assess each hazard and its controls against your site before use. Template ratings require local review.
Hazards and controls
Area or room requiring assessment: record the building or area identifier, use, occupants, occupancy pattern and whether the area is used by staff, pupils, visitors or a combination. Include enclosed areas within the school's estate that are in scope.
- Existing controls
- Record any existing arrangements for identifying, inspecting or managing ventilation in this area. Do not assume that a control exists; record its status and supporting evidence.
- Proposed controls
- Define the areas included in the register and review them when use, occupancy, building configuration or ventilation arrangements change. Retain enough information to identify each area without relying on unverified assumptions.
Local assessment and additional controls
Enclosed area with no effective natural ventilation, including where suitable open windows, doors or vents are not available or do not provide effective ventilation.
- Existing controls
- Record the natural-ventilation arrangements present, their condition and any restrictions on their use. Record whether they are inspected, maintained or managed, if evidenced.
- Proposed controls
- Investigate the cause and extent of inadequate natural ventilation. Specify and obtain approval for appropriate remedial works, which may include making suitable natural-ventilation openings effective where practicable. Until remedial works are completed, define documented interim arrangements appropriate to the area, occupancy and safeguarding requirements, such as limiting use or occupancy where necessary and increasing ventilation by a suitable available means.
Local assessment and additional controls
Enclosed area with no effective mechanical ventilation, including where fans or ducts bringing in air from outside are absent, ineffective, unavailable or not operating as intended.
- Existing controls
- Record any mechanical ventilation system or local equipment serving the area, its operating status, maintenance arrangements and any known restrictions. Do not infer operation or adequacy without evidence.
- Proposed controls
- Arrange a competent investigation of the ventilation provision and specify remedial works where required, such as repair, recommissioning, alteration or installation of suitable mechanical ventilation. Record the responsible person, target date, work status and verification method. Define interim controls while works are outstanding, subject to the area's use and occupancy.
Local assessment and additional controls
Enclosed area reported or observed to feel stuffy or smell bad, indicating that ventilation may be inadequate or that further investigation is needed.
- Existing controls
- Record the report or observation, date, area, circumstances, affected occupants and any existing response process. Do not treat an unverified report as a completed investigation.
- Proposed controls
- Investigate the reported condition and identify whether ventilation is inadequate or whether another building or environmental issue requires action. Specify remedial works based on the findings. Pending investigation or completion, document suitable interim controls, which may include increasing suitable ventilation, reviewing use and occupancy, or temporarily restricting use where necessary.
Local assessment and additional controls
Monitoring indicates poor ventilation in an enclosed area, including where monitoring data identifies a need for investigation or action.
- Existing controls
- Record the monitoring method, date and time, area, conditions, results, limitations and any existing response arrangements. Do not add a reading, threshold or interpretation unless supported by the school's evidence or an appropriate source.
- Proposed controls
- Review the monitoring information and investigate the ventilation provision and use of the area. Specify remedial works and a method for checking whether they address the identified issue. Until the issue is resolved, define proportionate interim controls based on the evidence, occupancy and use of the area, and record when the issue will be reviewed.
Local assessment and additional controls
Ventilation arrangements may be inadequate for the way an enclosed area is occupied or used by staff, pupils or visitors, including changes in activity, duration or occupancy.
- Existing controls
- Record the actual or planned use, occupancy pattern and any existing arrangements that control use of the area. Confirm these arrangements from school records or responsible-person evidence rather than assuming them.
- Proposed controls
- Consider the area's use and occupancy when determining remedial works and interim controls. Where adequate ventilation cannot currently be demonstrated, document temporary arrangements such as changing the use, timing or occupancy of the area, where appropriate and lawful, until investigation or remedial works are complete.
Local assessment and additional controls
Identified ventilation issue is not assigned, tracked or reviewed, leaving the area without a documented route from identification to remedial action and interim control.
- Existing controls
- Record any existing action owner, priority, target date, escalation route, interim control and review arrangement. Leave entries blank or mark them as not evidenced where they have not been confirmed.
- Proposed controls
- For each identified issue, record the proposed remedial work, interim control, responsible person, target date, dependencies, completion evidence and review date. Reassess the area after relevant works or changes in use and update the register with the evidence available at that time.
Local assessment and additional controls