Describe the people and activities using each part of the premises. A classroom, workshop, sports area and contractor work zone need different context; a single generic checklist cannot establish that every activity has been assessed.
Distinguish term-time and holiday work
Explain whether learners and staff will be present during the proposed visit or maintenance project. Include arrival and departure periods, visitor access and restricted spaces. If the work is observed during a holiday, record which term-time interactions still need separate consideration.
Use the staff role to frame training
List the functions involved: facilities staff, school management, representatives or employees nominated for a particular programme. Confirm the requested course scope and attendance arrangements. The course enquiry should not imply that one programme covers every teaching activity, learner need or emergency responsibility.
Illustrative example: repairs beside teaching rooms
A contractor is scheduled to repair an area adjacent to occupied classrooms. The brief can identify affected routes, lesson periods, the responsible school contact and the contractor interface. Decisions about access and sequencing belong in an agreed site-specific plan, with a clear process for communicating changes.
Keep a usable record after the visit
An observation should name the location and activity, the information considered and the action owner. Give unresolved issues a review route rather than filing the report as complete merely because it was received. Keep learner names and unnecessary personal information out of general facilities action records.
Worked record
| Setting | Context to provide | Record to retain |
|---|---|---|
| Teaching rooms | Occupancy and nearby work | Area-specific observation |
| Practical area | Activities and responsible staff | Scope and specialist review needs |
| Holiday works | Return-to-use date | Handover and outstanding actions |
Related guidance and resources
Source context
- HSE: sensible management in schools
Proportionate planning for educational premises and activities. UK guidance is used for general context, not as South African law or evidence of Diba service delivery. The scenarios and procurement records on this page are original illustrative examples.
Source context checked 6 October 2026. Examples are illustrative.