As part of our collective responsibility to maintain a safe and compliant school environment, it is essential that all external users of school premises, such as afterschool clubs, sports groups, and community lettings are made aware of key health and safety arrangements, particularly those relating to asbestos and fire safety.
Why This Matters
Under the Control of Asbestos Regulations 2012 and the Regulatory Reform (Fire Safety) Order 2005, schools have a legal duty to ensure that anyone working in or using the premises is informed of relevant safety risks and procedures. This includes:
- Awareness of any known Asbestos Containing Materials (ACMs) within the building
- Understanding the Fire Emergency Evacuation Plan (FEEP) and their role during an evacuation
Failure to communicate this information may result in increased risk to individuals and could lead to enforcement action against the school or the Council.
Required Action
Premises Managers must ensure that:
- External users are provided with a copy of the latest Asbestos Re-inspection Survey Report which contains a copy of the Asbestos Register and Plans prior to commencing any activities that may involve access to areas where ACMs are present. Record on your local Management Plan (Form F21a) that this information has been provided and to whom. Depending on the activity of the external user, you may be required to complete an additional Risk Assessment. A template and instructions for this can be found on the F21a Form.
- A copy of the Fire Emergency Evacuation Plan (FEEP) is provided to all external users, with clear instructions on evacuation routes, assembly points, and responsibilities during a fire drill or emergency.
- The latest Fire Risk Assessment (FRA) and outstanding actions relevant to their use of the premises are shared.
- The Emergency Grab Bag should include a printed copy of the Asbestos Register and plans from the latest re-inspection report, and should be accessible to all users in case of emergency.
Support and Resources
- Asbestos Guidance outlines which Asbestos related documents should be in each on-site folder and included in the grab bag.
- Asbestos Awareness training is bookable via SSE and the Council’s Asbestos Team can also provide advice: asbestosteam@somerset.gov.uk.
- Fire Safety Guidance and FEEP template.
Governance and Oversight
Please ensure that your Governing body is informed of these requirements and that compliance is monitored through school-level governance processes. Regular checks should be carried out to confirm that external users have received and understood the relevant safety information.
Learn more:
Asbestos Guidance
Fire Policy Guidance
H&S Responsibilities and Powers
HSE – The Duty to Manage Asbestos
