School Work Equipment Defect and Return-to-Service Record

Enter the school's unique reference for this defect record.

Enter the name of the school responsible for the equipment or gate.

State the building, room, area, access point or other precise location.

Give the common name and, where available, the asset or equipment identifier.

Select all categories that apply.

Enter the person's name and role.

Enter the date on which the dangerous condition or defect was identified.

Describe what was observed, including any deterioration, damage, abnormal operation or safety concern.

Select yes where the defect or condition could create a safety risk. If yes, complete the immediate isolation and restriction fields and keep the equipment out of use until safety concerns have been adequately addressed.

Where it was found to be dangerous, record the immediate action taken to prevent use.

• Tick when complete

Describe how use was prevented or restricted, such as shutdown, isolation of power, securing, locking, removal of an access control device or physical restriction. Complete where the equipment was taken out of use or access was restricted.

Record signs, barriers, communication to users, supervised restrictions or other controls applied to prevent unsafe use.

Record relevant staff, contractors, premises personnel, senior leaders or other users who were notified.

Record the outcome of the assessment by a person competent to assess the equipment and its safe operation.

Enter the name, role and organisation of the person who assessed the equipment.

Enter the date on which the competent-person assessment was completed.

Record the relevant safety findings, limitations, required precautions and any inspection, testing or adjustment needed.

Describe repairs, replacement, adjustment, cleaning, guarding, isolation, inspection, testing or other action taken. If no corrective work was required, explain why.

Enter the name, role and organisation of the person or contractor who completed the work.

Enter the date on which the recorded corrective work was completed.

Confirm whether the required inspection, testing, adjustment or other verification has been completed. Do not use this field to authorise return to service unless the verification supports that decision.

Record the checks performed, test or inspection result, date, person completing the verification and any remaining restrictions.

Select the current decision. Return to service should only be selected where the safety concerns have been adequately addressed and the recorded verification supports safe use.

Enter the name and role of the person responsible for the recorded return-to-service or continued restriction decision.

Enter the date on which the return-to-service or restriction decision was made.

Explain why the selected decision is appropriate, including evidence of completed corrective work or verification and any controls, monitoring or restrictions that remain.

Enter a date for review where monitoring, further inspection, testing, adjustment or restricted use remains necessary. Leave blank only where no follow-up is required.

Record any other relevant information, including related records or outstanding actions.