This article explains what are certificates and evidence in Civica.

Certificate definition in Civica = A piece of evidence demonstrating that an activity/inspection has been undertaken. Evidence doesn’t always have to be in the form of a formal certificate.

Some inspections on Civica ask you to upload a service certificate as evidence of the visit. Examples of these inspections include the annual fire extinguisher service, portable appliance testing (PAT) and boiler servicing. The contractor should leave a service report or some paperwork at the school. The file formats for certificate uploading can be jpeg, jpg, bmp, png, tiff, pdf, doc, docx, html, htm etc.

If a contractor is booked through Education Property to attend your school, they will upload the certificate to Civica on the school’s behalf and manage the inspections in their entirety. It can be useful to sort your inspection list by ‘owner’ so you can see what Education Property are managing and which contractors the school has organised.

Other instances where a certificate will need to be uploaded include evidence of training, for example annual Fire Awareness training. This can be a list of who attended the training rather than everyone’s training certificate. If a member of staff has attended Premises Manager training, a certificate will be issued by SCIL. If you do not receive one, please email scil@somerset.gov.uk.

If multiple documents need to be uploaded, you can add more through ‘New Document’ under the ‘Actions’ section.

For further support with any aspect of the Civica system and one-to-one training, email systemsandperformance@somerset.gov.uk and for general health and safety queries, contact CHSU@somerset.gov.uk

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