School electrics rarely fail at a convenient time. It is usually first thing on a wet Monday, during an exam week or just as evening lettings are arriving. The sites that run smoothly are not the ones with “perfect buildings”. They are the ones with a straightforward planned preventive maintenance (PPM) routine that catches issues early and keeps records tidy.
The HSE’s position is clear: electrical equipment must be maintained to prevent danger and the type and frequency of checks depends on the equipment, environment and previous results.
So the aim here is not to create a huge checklist. It is to create a practical schedule a caretaker or site manager can keep on top of across London and surrounding areas, without disrupting the school day.
For schools that prefer to keep inspection, testing and remedials connected, the service hub Electrical Statutory Compliance is a useful reference point to keep everything aligned.
What most PPM plans miss and what this one does differently
A lot of “school electrical maintenance” content focuses on the annual items only. That leaves gaps that site teams feel immediately:
small warning signs (warm plugs, loose sockets, flickering fittings) go unlogged
emergency lighting testing happens, but records are patchy
PAT becomes a once-a-year rush rather than a calm, risk-based routine
faults repeat because nobody joins the dots from one term to the next
This calendar is built around how schools actually operate: short, repeatable checks, with the heavier tests planned into sensible windows.
The PPM calendar at a glance
Monthly: quick checks that prevent surprises
These are the “keep the site safe and stable” routines.
1) Emergency lighting functional test + logbook entry
BAFE guidance highlights checking functional operation at least monthly, logging failures, introducing alternate safety procedures until repaired and recording tests/repairs in a logbook.
On site, this is one of the simplest monthly routines that makes audits and handovers far easier.
2) Distribution board areas kept clear and accessible
No technical work required here. Just keep board cupboards accessible, dry, and not used as storage. When testing is due or a fault needs isolating, access is everything.
3) Walkaround visual checks in the highest-use areas
A short loop of:
main corridors
stairwells
hall / dining routes
staff room and reception
Focus on obvious issues: cracked accessories, damaged faceplates, scorch marks, repeated nuisance trips and anything that looks “temporary but permanent”.
4) Portable equipment “obvious defect” scan
The HSE promotes sensible precautions for portable equipment and highlights that maintenance doesn’t have to be complicated in low-risk environments.
A quick scan catches most problems: taped cables, damaged plugs, crushed extension leads, heaters appearing, chargers splitting at strain points.
If portable equipment checks and PAT are being run as part of a school programme, it often sits neatly under Electrical Services for Schools and Education.
Termly: checks that suit the school rhythm
Termly works well because it fits around holidays and helps teams spot trends (same corridor, same block, same issues).
1) Test a sample of RCDs where appropriate (site-specific)
Some sites incorporate routine RCD tests as part of planned maintenance. Keep it controlled and planned. Where any testing is carried out, it must be done safely and with clear procedures.
2) Review your fault log for repeats
If the same circuit trips every few weeks, that is a maintenance issue, not bad luck. Termly review stops repeated call-outs and helps plan remedials properly.
3) Lighting and emergency signage visibility check
Exit signs often still work but become harder to read due to new displays, changed layouts, or repositioned doors. Termly checks catch this before it becomes a problem.
4) PAT programme “zone by zone” (instead of one big rush)
Instead of trying to test everything at once, many schools find it calmer to PAT by zones each term (for example, one block per term). The HSE’s PAT FAQs support continuing maintenance through user checks and visual inspections as part of the overall scheme.
This approach keeps disruption low and spreads workload across the year.
Annual: the heavier tests that need planning
Annual items are often the ones that need holiday windows or out-of-hours planning.
1) Emergency lighting full rated duration test (often 3 hours)
BAFE guidance calls for a full rated duration test at least annually (full discharge as required), with records kept.
The Fire Protection Association also describes the annual “full duration” test, commonly referenced as three hours.
On school sites, this is best planned for evenings, inset days, or holiday windows, depending on occupation and lettings.
2) PAT review and refresh of your equipment register
The aim is not “labels everywhere”. It is a clean register that reflects what is actually on site. HSE guidance recognises record keeping as a useful management tool.
3) Review your compliance folder (keep it audit-ready)
If the site is managing multiple documents (EICR, PAT, emergency lighting logbook), an annual tidy-up prevents the familiar “it’s in someone’s inbox” problem. This also makes staff changeovers smoother.
4) EICR planning (when due) rather than last-minute booking
EICR frequency is often set on a cycle (commonly 5-year as a benchmark), but the real point is planning it early enough that access and timings work. For duty holders, HSE guidance on the Electricity at Work Regulations is the backbone: compliance is about managing risk and preventing danger through suitable measures.
What to do when PPM flags an issue
A PPM routine only works if faults are closed out cleanly.
A practical method that works well in schools:
log it (location first, technical detail later)
prioritise escape routes and high-use areas
batch repairs so you are not constantly disrupting classrooms
retest and record once repaired
Where planned fixes are needed, it is usually easiest when it is treated as a tidy close-out under Electrical Remedial Work, rather than one-off “patch and go” visits.
A simple way to make this work across London school sites
In London and the South East, many estates grow in layers: old blocks, refurbs, cabins, repurposed rooms, expanding IT loads. The calendar still works, but it helps to add two practical habits:
Keep a single site note page
Board locations, key access points, known problem circuits, and out-of-hours rules.Keep one “PPM log” alongside the emergency lighting logbook
A simple monthly note of what was checked and what was found. It prevents repeat issues being treated as random.
Support for education sites
If a school, trust or local authority team wants a PPM plan that ties together testing, records and remedials with minimal disruption, more information is available on Electrical Services for Schools and Education. For sites that already have test dates and known issues, the quickest route is to share the basics via Contact Us so the right kind of visit can be scoped.