What is the school inspection process and why is it important?

State law requires both private and public school facilities to be inspected on a semi-annual basis. Some facility equipment and other assets have more stringent and frequent evaluation schedules. Inspections ensure that necessary and routine maintenance programs are implemented and improved for the greater good of every school students’ education and safety. Through passed legislation, students are guaranteed a safe learning environment that must always provide the opportunity for achieving the highest levels of academic success.

As school districts and school administrators know, these school inspections can cause unnecessary stress and strain on the staff of any school district. The process remains the same – a state inspector arrives at the school facility either by appointment or completely unannounced, with a list of compliance items that need to be checked. 

Every year, it seems that the list grows longer with new inspection reports that are required. From school buses to the playground, it can be tough to keep up with changes and what school inspectors are now looking for and require.

Adding to the mix of frustration is that some school administrators don’t have policies regarding school inspections. There’s no way to head off problems before they become fines and costly repairs. Also, there is no way to track if work on an asset was completed or equipment replaced or fixed. Facility Maintenance Software can help with accountability and prevent a missing report from happening during an inspector’s evaluation.

How facilities maintenance software can improve compliance

Facilities management software helps districts and school officials ensure that school buildings are in excellent working condition so pupils and staff are safe and space is utilized for maximum efficiency. A facilities management system also assigns tasks and work orders to a maintenance team based on their availability and the work order’s level of importance. 

After a work order is completed, it’s automatically saved and documented in a secure database. The record can be accessed for a report or any compliance audit during a school inspection. No longer does a teacher, janitor, mechanic, secretary, or other school official have to worry about remembering when service was completed for anything inside any of their facilities.

Facilities management software can:

  • Meet regulatory compliance and safety standards
  • Manage assets and equipment
  • Improve communication
  • Automate routine processes and maintenance workflows
  • Lower maintenance costs
  • Increase productivity
  • Provide a historic record of work completed
  • Create reports that can be used to make data-driven maintenance decisions, budgets, and school inspection inquiries

Learn more about facilities management software.

Preventive maintenance checklists can play a role in easing school inspections

Pre-Inspection checklists can also be created by facilities maintenance software that can become a part of routine maintenance practices. Checklists can provide a path to assuring certification. Types of things to list on a checklist for an inspection report include:

  • Building and grounds – classroom conditions, lighting, roofing, toilet and locker room facilities, ventilation and HVAC, playground equipment
  • Kitchen/cafeteria – food inspection, refrigeration, pest control, cleaning equipment
  • Transportation safety and school buses – tire pressures, oil changes, bus condition, repairs, bus driver qualifications
  • Fire inspections – fire exits maintained, fire extinguishers, updated exit maps

Check out facilities management software for schools for more school maintenance checklists and items inspectors look for when grading a school, building, and school district.

Next steps

  1. Knowing your state’s school inspection requirements for the school year is the first step in simplifying the inspection process. Most state school inspection guidelines can be found in your state’s department of health and or/education website. 
  2. Organizing an advanced maintenance and repair plan with proactive checklists and putting it in place is the second.

A company like FMX can help make a routine inspection, well…routine. We can give instruction and help school administrators through the school inspection checklist creation process with our best-in-class facilities management software. 

Learn more and take a free spin. A positive evaluation is only a click away.