A school estate carries a simple but significant responsibility. It must be safe for every child, member of staff and visitor who enters it. Achieving this core standard requires more than periodic checks or paperwork. It relies on strong systems, clear leadership, competent people and a consistent understanding of the legal duties that shape a safe environment. Here we set out the core non negotiables for estates compliance and highlights where schools should focus their efforts to reduce risk and strengthen safety culture.

1. Understanding the Risk

At the heart of every compliance conversation sits the question of whether the school has taken all reasonably practicable steps to prevent harm. This duty is defined in the Health and Safety at Work etc. Act 1974, which requires employers to protect both workers and non workers from avoidable risks [6]. Meeting this standard is not a theoretical exercise. It depends on actively identifying hazards, documenting compliance activity and ensuring shortcomings are acted upon before they escalate.

2. The Framework for Estates Compliance

Schools operate within a wide set of statutory and regulatory expectations that shape how risks must be managed. Key frameworks include the Health and Safety at Work etc. Act [6], Management Regulations [6], Workplace Regulations [7], Fire Safety Order [3], Asbestos Regulations [2], Legionella guidance [5] and wider DfE estate standards [1][4]. Together, these establish the minimum requirements that underpin a safe estate. They also form the basis for inspection, audit and regulatory scrutiny.

3. The Non Negotiables That Must Be in Place

The areas below represent the compliance fundamentals. If any of these weaken, the safety of the whole estate is compromised.

Safe Place of Work, Safe System of Work, Competent People, Suitable Equipment

These principles apply to every aspect of estate activity. Staff and contractors must be trained and competent. Equipment must be suitable and maintained. Work must follow tested, documented processes that reduce risk.

Asbestos Management

For buildings constructed before 2000, asbestos must be actively managed [2]. This includes:

• An up to date asbestos register
• A reviewed and live management plan
• Annual re inspections
• Regular staff and contractor briefings
• Evidence of asbestos awareness training

Fire Safety

Schools must maintain a suitable and sufficient fire risk assessment and keep it under review [3]. Effective fire safety management also includes:

• Routine testing of alarms and emergency lighting
• Inspection of fire doors and escape routes
• Clear evacuation procedures and drills recorded at least termly
• Prompt remedial work where issues are identified

Electrical Safety

Electrical systems require fixed wiring inspections at appropriate intervals, portable appliance testing based on risk, and documented safe isolation procedures for high risk work.

Water Hygiene and Legionella Control

Schools must follow a robust water safety regime aligned to ACoP L8 and HSG 274 [5]. This includes:

• A current Legionella risk assessment
• A written scheme or water safety plan
• Flushing, temperature monitoring and descaling routines
• Regular inspections and reviews

Working at Height

Only competent individuals should work at height. Schools must ensure safe access equipment is provided and informal or makeshift methods are prohibited. Recurring tasks should have documented risk assessments.

RIDDOR Reporting

Clear processes should exist for identifying and reporting incidents that fall under RIDDOR [8]. Staff must understand what to report and how to escalate concerns.

4. Duty of Care and Responsibility

The Workplace Regulations place a duty on anyone with control over the premises to ensure it is safe [7]. In practice, responsibility is shared across trust leaders, governors, headteachers, estates teams and contractors. Clear delegation, defined roles and documented accountability are essential.

5. Meeting Specific Legal Duties

Schools must be able to demonstrate compliance through accurate evidence. This includes:

• Up to date statutory policies
• A comprehensive estate risk register [4]
• Asset and condition data that informs maintenance planning
• Documented inspection schedules
• Competence records for all persons carrying out regulated tasks
• Regular internal checks and external assurance where needed

6. Effective Management Systems

Setting Meaningful Safety Objectives

Objectives should be specific, measurable and focused on high risk areas. They should shape staff activity and support long term planning.

Recognising Early Warning Signs

Near misses, recurring maintenance issues, contractor feedback and small inconsistencies often signal underlying risks. Capturing these early prevents more serious incidents later.

Structured Safety Tours

Active leadership presence on site remains one of the most effective ways to identify hazards. Tours should follow a planned structure, record findings and ensure actions are completed.

Using the Plan, Do, Check, Act Cycle

Strong estate management relies on continuous improvement. Planning, implementing, reviewing and adjusting controls ensures they remain effective over time [1].

7. Governance and Strategic Oversight

Good governance provides the visibility and challenge needed to maintain compliance. Boards and trust committees should:

• Receive regular estates compliance reports
• Understand high risk areas and outstanding actions
• Monitor remedial progress
• Ensure a named individual is accountable for day to day estate management
• Align compliance activity with long term capital planning [4]

Without strong governance, even well structured operational systems fail to deliver consistent safety.

8. Risks That Sit Beyond Routine Checks

Some of the most serious compliance gaps arise not from technical checks, but from organisational weaknesses. These include:

• Inconsistent contractor management
• Ineffective or fragmented software systems
• Absence of themed auditing
• Lack of governance challenge and follow through

These must be recognised and managed with the same seriousness as physical hazards.

9. Common Pitfalls Across Schools

Issues frequently identified across the sector include:

• Asbestos registers that no longer reflect site conditions [2]
• Fire doors that are damaged, fail to close or are held open [3]
• Water systems left stagnant during holiday periods [5]
• Missing or inconsistent statutory records
• Near misses not escalated or investigated
• Key compliance data stored in multiple systems, making oversight difficult
• A belief that compliance is complete rather than ongoing

Addressing these reduces risk significantly and builds resilience across the estate.

Conclusion

A safe school estate is not achieved through standalone checks or annual reports. It is the result of coordinated systems, trained people, strong governance and a culture that tackles risks early. By embedding the non negotiables and maintaining a clear line of accountability, schools can operate safe environments that meet both legal responsibilities and community expectations. If you would like ongoing support with compliance, guidance and updates, you can now join NASPM’s Essential Premises Support for free. Membership gives you access to expert tools, resources and alerts designed to help you manage your estate with confidence.

Sources

1. Department for Education, Good Estate Management for Schools: Health and Safety, UK Government, 2023, https://www.gov.uk/guidance/good-estate-management-for-schools/health-and-safety
2. Department for Education, Managing Asbestos in Your School or College, UK Government, 2020, https://www.gov.uk/government/publications/managing-asbestos-in-your-school-or-college
3. Office of Public Sector Information, Regulatory Reform Fire Safety Order 2005, UK Legislation, 2005, https://www.legislation.gov.uk/uksi/2005/1541/contents
4. Department for Education, School Estate Management Standard April 2025, NASPM, 2025, https://naspm.co.uk/dfe-school-estate-management-standard-april-2025
5. Health and Safety Executive, Legionella and Legionnaires Disease, HSE, 2023, https://www.hse.gov.uk/legionnaires
6. Health and Safety Executive, Management of Health and Safety at Work Regulations, HSE, 1999, https://www.hse.gov.uk/simple-health-safety/risk
7. Office of Public Sector Information, Workplace Health, Safety and Welfare Regulations 1992, UK Legislation, 1992, https://www.legislation.gov.uk/uksi/1992/3004/contents
8. Health and Safety Executive, Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, HSE, 2013, https://www.hse.gov.uk/riddor