Civica is Somerset Council’s property compliance system and is used by schools to record key health and safety inspections, training records and statutory compliance information. It provides a single location for schools and Somerset Council Property Services to evidence that required checks have been completed.
Following a recent software update, users may now find that the main Inspection list has a default filter applied on the due date, so that it only shows inspections due today. This filter can be updated or cleared each time inspection list is reviewed, but to remove this default filter permanently, here are the steps to take:
- Clear the date filter (click on it and then select ‘Clear’)
- Click on the heart symbol
- Click ‘Save Current Filter’
- Enter a description
- Tick the ‘Default’ box
- Click Add
Who manages Inspections?
Not all inspections within Civica are managed by the school. Some are the responsibility of the school to update and upload evidence against, while others are managed by Property Services or their contractors and will be updated automatically on the school’s behalf.
Inspections and records typically updated by the school
Schools should ensure that evidence is uploaded and inspection records are updated for activities such as:
- Termly fire drills (including uploading evidence such as the completed F10 fire drill record).
- Annual fire awareness training for staff.
- Hands-on fire extinguisher training for relevant staff (every three years).
- Other school-managed inspections and checks where the school is identified as the owner of the inspection.
Inspections managed by Property Services
Where servicing or testing is arranged and managed centrally by Education Property, Property Services will arrange the inspection or service and upload the contractor’s certificate or service sheet. They will then close the inspection in Civica once complete.Examples include:
- Boiler servicing.
- Portable Appliance Testing (PAT).
- Fixed electrical installation inspections (EICR).
- Other planned preventative maintenance (PPM) activities undertaken by Property Services or their contractors.
Schools can still view and download these certificates within Civica, but do not normally need to upload the evidence themselves.
Civica Training
For further support with any aspect of the Civica system and one-to-one training, email systemsandperformance@somerset.gov.uk
Learn more:
Civica Tasks
Certificates in Civica
How to find your Fire Risk Assessment (FRA) and plan on Civica
