CalmComplianceRisk Assessment template
New Work Equipment Purchase Risk Assessment
- Version
- v1
- Updated
- 1 October 2026
- Audience
- Primary and secondary schools, including maintained and academy schools in England, excluding independent schools. Use for proposed equipment or machinery intended for staff, supervised pupils, contractors or other people at the school, where applicable.
- Jurisdiction
- england
Activity assessed
Assess proposed work equipment or machinery before purchase by documenting where and how it will be used, its intended purpose, foreseeable health and safety risks, user groups, manufacturer controls, specification requirements and, where relevant, engagement with potential suppliers.
Assess each hazard and its controls against your site before use. Template ratings require local review.
Hazards and controls
The proposed equipment may be unsuitable for the intended task, location or operating conditions because its purpose, environment of use or foreseeable uses have not been adequately defined.
- Existing controls
- No site-specific existing controls were provided. Confirm and record any existing procurement, technical review, curriculum, premises or equipment-selection controls before relying on them.
- Proposed controls
- Define the intended purpose and foreseeable uses before purchase. Record where and how the equipment is expected to be used, including relevant environmental, space, access, storage, installation and operating conditions. Do not proceed until the proposed use is sufficiently specified for suitability and safety to be assessed.
Local assessment and additional controls
People using, operating, supervising, maintaining or being affected by the equipment may have different capabilities, experience, supervision needs or training requirements.
- Existing controls
- No site-specific existing controls or user arrangements were provided. Identify and verify the relevant user and affected-person controls for the proposed equipment.
- Proposed controls
- Identify all anticipated user and affected-person groups, including staff, supervised pupils, contractors and other people at the school where applicable. Consider relevant competence, experience, supervision, training, accessibility and foreseeable misuse requirements. Specify restrictions or supervision arrangements where needed.
Local assessment and additional controls
The equipment may introduce foreseeable mechanical, electrical, thermal, pressure, noise, vibration, cutting, crushing, entanglement, ejection or other operational hazards that have not been identified before purchase.
- Existing controls
- No equipment-specific safeguards, protective devices, operating limits or instructions were provided. Treat controls as unconfirmed until supported by supplier or manufacturer information and the proposed use has been reviewed.
- Proposed controls
- Identify foreseeable health and safety risks arising from the proposed equipment and its intended use. Compare the design, safeguards, protective devices, operating limits, information, instructions and maintenance requirements offered by different manufacturers or suppliers. Record unresolved risks and specify additional safeguards or restrictions before purchase.
Local assessment and additional controls
Manufacturer or supplier controls may be inadequate, unclear or unsuitable for the school's proposed use, leaving residual risks insufficiently understood before an order is placed.
- Existing controls
- No manufacturer comparison, technical review or evidence of control effectiveness was provided. Record only information that has been obtained and reviewed for the specific proposed equipment.
- Proposed controls
- Assess how effectively the health and safety risks are controlled by the available manufacturers or suppliers. Retain the relevant product information, technical specifications, instructions, conformity information and safety-related correspondence. Document the reasons for selecting the proposed equipment and any limitations or conditions of use.
Local assessment and additional controls
Complex or custom-built equipment may not adequately reflect the school's operational, user or safety requirements if those requirements are not discussed with potential suppliers before design or purchase.
- Existing controls
- No supplier engagement or design-review arrangements were provided. Confirm whether the equipment is complex or custom-built and record any engagement that actually takes place.
- Proposed controls
- Where the equipment is complex or custom-built, discuss the school's requirements with potential suppliers before purchase. Provide suppliers with the intended purpose, location and conditions of use, user groups, supervision needs, foreseeable risks and required safeguards. Record advice received, design assumptions, agreed safety requirements and unresolved issues.
Local assessment and additional controls
The equipment may not meet applicable product safety requirements, may lack appropriate conformity marking or may be incorrectly labelled or documented.
- Existing controls
- No product-safety, conformity-marking or labelling evidence was provided. Do not treat these matters as confirmed without reviewing the relevant supplier or manufacturer documentation.
- Proposed controls
- Specify in writing that the equipment must be safe, meet all relevant product safety legislation, include appropriate conformity marking where applicable, and be correctly labelled. Obtain and review the available conformity, labelling, instruction and safety documentation before accepting the equipment or placing the order.
Local assessment and additional controls
The proposed equipment may create risks through its interaction with the intended room, workspace, services, access routes, storage arrangements or other activities if these interfaces are not assessed before purchase.
- Existing controls
- No site layout, services information, access arrangements, storage arrangements or observations were provided. Do not infer that the proposed location is suitable.
- Proposed controls
- Assess the proposed location and interfaces before purchase, including available space, access, circulation, installation requirements, utilities, ventilation, lighting, noise, vibration, storage, emergency arrangements and separation from other activities, as relevant to the equipment. Obtain competent technical or supplier input where the requirements are complex or uncertain.
Local assessment and additional controls
Safe operation, supervision, inspection, maintenance and response to foreseeable faults may not be achievable if required information, competence, support or servicing arrangements are not established before purchase.
- Existing controls
- No site-specific arrangements for training, supervision, inspection, maintenance, servicing or fault response were provided. Confirm these arrangements before relying on the equipment being suitable.
- Proposed controls
- Identify the information, instructions, training, supervision, inspection, maintenance, servicing, fault-reporting and emergency arrangements required for the proposed equipment. Confirm that the school can provide or obtain the necessary competence, resources and supplier support. Record any conditions that must be met before use.
Local assessment and additional controls
A purchase may proceed without a traceable record of the assessment, manufacturer comparison, supplier discussions, safety requirements, unresolved risks or conditions attached to the decision.
- Existing controls
- No completed procurement or approval records were provided. Record the status of each assessment point and retain supporting information rather than assuming that a control has been completed.
- Proposed controls
- Maintain a documented pre-purchase decision record covering the proposed equipment, intended purpose, location and users, identified risks, existing controls confirmed, proposed controls, manufacturer or supplier information, supplier engagement where applicable, specified safety requirements, unresolved issues, decision owner and conditions for purchase or later use. Reassess if the equipment, intended use, location or user group changes.
Local assessment and additional controls