If you manage a school site, you will know the feeling. A visit is coming up, an audit request lands in your inbox or a trust-wide compliance review is due. Suddenly everyone wants the same things at the same time: the latest reports, proof defects were fixed and a clear picture of what happens next.
The easiest way to stay calm is a simple compliance pack that is always up to date. It is not about creating more paperwork. It is about proving your systems are maintained to prevent danger, which is the core duty under the Electricity at Work Regulations and associated HSE guidance.
Below is the checklist we recommend for schools, academies and multi-site trusts in London, Kennington, Willesborough, Wye, Tenterden and the surrounding areas.
1) Responsibility and site overview
Start with one page that answers these questions:
Who is the duty holder or responsible person for electrical safety on this site
Who approves remedial works and budgets
Who holds the master copy of certificates and reports
What areas are high risk or business critical (kitchens, plant rooms, server rooms, sports halls)
HSE guidance is aimed at duty holders and focuses on practical steps to achieve electrical safety compliance.
This single page saves time when staff change or when the trust needs fast answers.
2) A simple asset register
You do not need a complex system to start. A basic register is enough, as long as it is consistent.
Include:
Distribution boards and key isolators
Any sub-mains or known critical circuits
Emergency lighting types and locations
Portable equipment categories (classroom IT, kitchen appliances, site team tools, extension leads)
This is the backbone of your planned maintenance and it makes contractor visits smoother.
3) Fixed wiring evidence (EICR and related reports)
Keep the latest EICR plus at least one previous report for comparison. Store them together with:
The recommended next inspection interval and the reasoning
Any limitations noted during the inspection and how you plan to remove them next time
Evidence of any follow up investigations
For many schools and local authorities a five-year cycle is commonly used as a benchmark, with shorter intervals applied for higher risk areas or older installations. The right interval should still be justified by your site’s condition, environment and maintenance history.
4) Remedials register with proof of completion
Most compliance headaches come from one gap: the report exists but the remedials are not clearly evidenced.
Create a simple remedials register that lists:
Observation code and description
Location
Priority and target date
Action taken
Date completed
Certificate issued or completion note
If you ever need to explain decisions to a trust board, insurer or auditor, this is the page that does the work for you.
5) Portable equipment maintenance records (PAT done properly)
For schools, PAT is often overcomplicated. HSE is clear that the law requires equipment to be maintained to prevent danger. It does not set a fixed PAT frequency for all items. The approach should be based on equipment type, environment and previous results.
Your pack should include:
Your method statement for how you manage portable equipment safety (user checks, formal visual inspections and testing where appropriate)
PAT results by item ID or location
Failed items list and what happened next (repair, replace, remove from service)
For audits, clarity matters more than volume. A sensible risk-based programme is easier to defend than a blanket test schedule.
6) Emergency lighting logbook
Emergency lighting is a regular audit request because it is life safety critical.
Guidance commonly reflects monthly functional tests and an annual full duration test, with failures recorded and acted on.
Keep:
Monthly test entries
Annual test entry and any phased testing notes if the site is large
Remedial actions and completion dates
Any temporary measures put in place while faults are resolved
If your school runs events, after school clubs or evening lettings, planning tests around occupancy matters. The pack should show you have done that thinking.
7) Certificates for changes and additions
Schools change constantly. New IT rooms, upgraded lighting, added kitchens, portacabins, EV chargers, new access control.
Each change should be evidenced with:
Installation certificates or minor works certificates
Updated schedules where relevant
Commissioning notes for new systems
This is how you stop your compliance pack drifting out of sync with the building.
8) Contractor proof and competence
When a trust or insurer asks “who did the work” they usually want evidence of competence and safe working, not just a company name.
Keep:
Copies of relevant accreditations for your contractor
Insurance confirmation
RAMS where your site requires them
A single point of contact and escalation process
This is also where a retainer partner makes life easier, because you are not rebuilding the same evidence pack for every contractor visit.
9) Your compliance calendar for the year
Add a simple calendar showing:
EICR due dates and lead times
PAT programme windows
Emergency lighting monthly checks and annual test plan
Planned shutdown windows for disruptive work
Term time considerations and holiday opportunities for larger remedials
HSE notes that the frequency of checks and testing depends on the environment, equipment and previous results, so your calendar should reflect the reality of your site.
What those this looks like as a monthly programme
If you are aiming for a smoother year, the compliance pack should not be a once-a-year scramble. This is where a monthly maintenance helps, especially for trusts with multiple sites.
A good school focused monthly service typically includes:
A rolling compliance calendar and reminders
Scheduled visits for testing and inspections
Clear reporting that matches what auditors ask for
A managed remedials plan with priority response for urgent issues
Consistent documentation across all sites
The goal is simple: fewer surprises, fewer urgent callouts and a pack that is always ready when someone asks.
If your school, academy or trust needs a clearer compliance pack and a practical plan to keep it audit ready, Azure Electrical Ltd can help. We support commercial clients across Ashford and surrounding towns with compliance testing, remedials and ongoing maintenance programmes.
Get in touch via our Contact page and we will arrange a site review and outline a retainer option that fits your term times, budgets and operational needs.