Inspections, Questionnaires (Annual Returns) and Fire Risk Assessment Actions

Premises Managers for maintained schools are using Civica to manage their building’s compliance and this involves completing the following tasks:

Updating Inspections

Examples of inspections include termly fire drills, intruder alarm servicing and portable appliance testing. If the inspection is managed completely by Education Property, they will update it on the school’s behalf, upload a certificate (service sheet) and close it. The school has the ability to access these certificates.

If you apply the ‘Owner’ filter, in your inspections page, click on your school’s name, it will only show the inspections we need you to update, and hide the inspections managed by education property to avoid confusion.

Completing Questionnaires (Annual Returns)

The following list of annual returns need to be filled in and submitted:

• • Asbestos management arrangement review
  • Legionella management
  • Fire prevention management
  • Safety glazing
  • Risk assessments
  • H&S self-audit
  • Catering self-audit

Negatively answered questions are assessed by a relevant officer and you may be contacted with advice or additional questions.

Fire Risk Assessment (FRA) and Actions

The Premises manager must check their actions upon receipt of a new FRA, and it must be reviewed and updated regularly. It can be found in the Questionnaire tab, choose Fire and All Actions. For each action, click edit and note what has been done in the comments box, if completed enter a completed date and click save.

Help sheets explaining how to complete Inspections, Annual Returns and FRA actions can be found here Guidance sheets for Civica tasks.

In addition, within the Civica platform you can also find your school’s:

• Condition survey (in the Conditions tab)
• Asbestos Assessment (in the Property tab under Documents – there will be a link to take you to the Asbestos Management System)

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

Learn more:

YouTube Civica training
Updates and amendments to the Fire Safety Order (S156 Building Safety Act 2022)
Guidance sheets for Questionnaires (Annual Returns), Inspections and Fire Risk Assessment (FRA) actions in Civica