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Autumn-to-Winter Termly Checks



How can School FMs guarantee a smooth January restart?


For most schools Facilities Teams, the winter break is a strange mix of silence and stress.

The site goes quiet, the boilers may end up working their hardest, and any issue you missed in October or November has two weeks to turn into an expensive, term-disrupting problem. That first morning back in January is when your autumn-to-winter remedials and checks either pay off in calm… or come back to bite you.

This post sets out a practical, termly check framework for Autumn into Winter, so that when students & Staff return, your estate is ready to go from the first arrival.

Use the following 10 posts as a prompt for your own checklist, CAFM, or Microsoft Lists routine.



1. Heating, Boilers and Frost Protection


If something is going to fail in January, it is likely water related or heating.


Checks to complete before the break:


(Tomorrow, I will tell you how to do this) 

*Don’t often get these in schools, but have seen a few - so check if you have.




2. Water Hygiene and Legionella


Stagnant water over a two-week break can undo a whole term’s good work.


Pre-break:


  • Complete and log all routine flushing of low-use outlets (taps, showers, outside bib taps).

  • Check calorifier temperatures and distribution temperatures are in line with your Legionella Risk Assessment.

  • Inspect cold water storage tanks where reasonably practicable and safe.

  • Record any dead legs or redundant pipework identified during the term and add them to your remedial plan.


Planning for the break:


  • Decide which outlets can reasonably remain in use and which areas will be fully shut down.

  • Schedule post-holiday flushing and temperature checks in your first week back plan, not as an afterthought.



3. Roofs, Gutters, Drainage and Damp


Autumn leaves plus winter rain equals leaks, damp and damaged finishes if you are not ahead of them.


External checks:


  • Clear gutters, hoppers and downpipes of leaves and debris.

  • Check gullies and drainage channels for blockages.

  • Walk accessible roofs (if competent and safe to do so) to check for slipped tiles, debris, blocked outlets and obvious membrane damage.

  • Check flat roofs for standing water that could indicate blocked outlets or poor falls.


Internal checks:


  • Inspect ceilings, skylights and top-floor classrooms for new staining.

  • Check plant rooms, roof voids and high-level beams for signs of water ingress.

  • Log every minor leak as a job, even if it has “stopped for now” - winter will test it again.



4. Fire Safety: Doors, Detection and Exits


Cold, wet weather is hard on fire doors, hardware and external escapes. It is also the point in the year when “temporary fixes” start appearing.


Fire doors:


  • Walk your main escape routes and check:

    • Door to frame gaps are consistent, typically 2-4 mm on sides and head.

    • Doors close fully onto the latch from any angle.

    • Intumescent and smoke seals are present, continuous and undamaged.

    • Hinges, closers and keeps are secure and not leaking or bent.

  • Remove wedges, hooks and ad-hoc hold-opens, and re-brief staff as needed.


Fire alarm and emergency lighting:


  • Ensure termly or quarterly servicing is completed and records filed.

  • Prove call points and sounders in a selection of zones if not covered by the recent service.

  • Check emergency lighting test points are accessible, fittings are clean and diffuser covers are intact.

  • Walk escape routes in low light to confirm signage and lighting are adequate and not obscured.


Exits and routes:


  • Check external stairs, ramps and routes are free from algae, trip hazards and accumulated leaves.

  • Ensure external escape doors are not frozen, swollen, or blocked by grit bins, deliveries or waste.



5. Site Safety in Poor Weather


Your site looks and behaves very differently in the dark, wet morning of 6 January than it does on a sunny October afternoon.


Slips, trips and falls:

  • Inspect main pupil, staff and visitor routes in the dark.

  • Identify areas needing extra grit, matting or temporary barriers in ice or snow.

  • Check mat wells and entrance matting for damage and saturation.

  • Confirm your winter gritting plan, routes and trigger points are agreed and communicated.


External lighting and security:

  • Test all external lights on timed and sensor modes.

  • Replace failed lamps and identify dark pockets near entrances, car parks and cycle stores.

  • Check CCTV coverage and focus in key areas such as gates and car park entrances.

  • Verify that gates, barriers and locks operate properly in cold conditions.



6. Classrooms, Labs and Specialist Areas


January teaching lives and dies on how “ready” classrooms feel on day one.


General classrooms:

  • Check blinds, windows and vents operate correctly for winter ventilation regimes.

  • Ensure radiators are not blocked by furniture, displays or storage.

  • Check CO₂ monitors (where used) and replace batteries if needed.

  • Confirm portable heaters have not crept back into use outside of risk assessments and policy.


Specialist spaces:

  • Science labs - check gas isolation, fume cupboards, LEV and chemical stores.

  • DT, food and art - prove extraction and LEV, inspect guards and emergency stops, and ensure COSHH stores are locked and tidy.

  • Sports halls - check heating, roof vents, dividing curtains and floor condition, especially in damp weather.



7. Housekeeping, Waste and Pests


A shut building full of half-finished term life is paradise for pests and mould.


Before staff leave:

  • Arrange a “clear down” day with departments:

    • Remove food from classrooms, staff rooms and lockers.

    • Empty all bins and recycling across site.

    • Check under sinks and in cupboards for forgotten snacks and soft drink bottles.

  • Ensure external waste stores are emptied or at low volume before the break.

  • Inspect catering areas after final service for cleanliness, waste removal and pest controls.


Over the break:

  • If possible, maintain periodic security checks including a quick look at high-risk pest areas such as kitchens, bin stores and boiler houses.



8. Documentation, Digital Tools and January Ready List

The best autumn-to-winter regime is one you can repeat and improve term on term.


Digitise where you can:


  • Build an “Autumn-to-Winter Termly Check” template in your CAFM, Microsoft Lists or OneNote.

  • Log all defects with clear priorities, owners and target dates.

  • Store servicing certificates for boilers, fire systems, LEV and emergency lighting in a consistent location that SLT and auditors can access.


Create a January Ready List:


  • One concise summary for SLT that covers:

    • Any high-risk issues identified and how you are controlling them.

    • Jobs scheduled with dates and contractors.

    • Any restrictions or control measures staff need to know about on day one of term.

  • Use this as an opportunity to demonstrate proactive risk management rather than only reacting when things fail.



9. Culture: Make Winter Readiness a Team Sport

A resilient estate is not built by the FM team alone.

  • Brief staff about how their actions support winter resilience: closing windows, reporting drips, not blocking heaters, not propping fire doors.

  • Encourage quick reporting from all staff, not just site teams, with simple channels (a QR code, Helpdesk email or Microsoft Form).

  • After the break, review what went well and what did not. Capture the lessons in your checklist for next year.



Final Thought


A strong autumn-to-winter check regime is not about ticking boxes. It is about protecting learning time, reducing reactive expenditure and giving your Team and whole school community a calm, safe start to the new term. 

If you would find it useful, I am happy to share a simple “Autumn-to-Winter Termly Check” template you can adapt for your own school - just drop a comment or message.


 
 
 

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