School Maintenance Procedure

I. Introduction

Our School Maintenance Procedure outlines the guidelines and processes for maintaining our school facilities to ensure a safe and functional environment for students, staff, and visitors. This procedure covers preventive, corrective, and predictive maintenance practices to address maintenance needs promptly and efficiently.

II. Types of Maintenance

A. Preventive Maintenance

Preventive maintenance aims to prevent equipment failure or deterioration before it occurs. This includes:

• Regular inspections of facilities and equipment

• Lubrication of moving parts

• Cleaning and replacing filters

• Testing of safety systems

• Scheduled servicing of equipment (e.g., HVAC, plumbing)

B. Corrective Maintenance

Corrective maintenance involves repairing or replacing equipment or facilities after a failure or breakdown. This includes:

• Responding to maintenance requests and work orders

• Repairing leaks, malfunctions, or damages

• Replacing faulty equipment or components

• Restoring functionality to facilities or equipment

C. Predictive Maintenance

Predictive maintenance uses data and technology to predict when maintenance should be performed. This includes:

• Monitoring equipment performance using sensors and data analysis

• Predicting equipment failure based on trends and patterns

• Scheduling maintenance based on predictive analysis to prevent breakdowns

III. Maintenance Request Process

A. Submission of Maintenance Requests

When a maintenance issue is identified, individuals can submit a maintenance request through our designated channels. This typically involves filling out a form detailing the nature of the issue and its location. Requests can also be made via phone or email. Once a request is submitted, it is logged into our system for further action.

B. Prioritization of Requests

Upon receiving a maintenance request, our maintenance team assesses the urgency and impact of the issue. Requests are prioritized based on factors such as safety concerns, potential for further damage, and impact on school operations. High-priority requests, such as those involving safety hazards or critical equipment failures, are addressed promptly.

C. Notification and Follow-Up

After a maintenance request is submitted and prioritized, the requester is notified of the status of their request. This may include an estimated timeline for resolution or any additional information needed. Once the maintenance work is completed, the requester is notified of the resolution and any follow-up instructions, if necessary.

IV. Maintenance Scheduling and Execution

A. Scheduling of Tasks

Once maintenance requests are prioritized, tasks are scheduled based on their priority level and available resources. This involves creating a maintenance schedule that outlines when and where each task will be completed. Scheduling also takes into account the impact of maintenance work on school operations and the availability of facilities and equipment.

B. Execution of Tasks

Maintenance tasks are executed according to the schedule. This involves assigning tasks to maintenance staff or external contractors and ensuring that they have the necessary resources and equipment to complete the work. Tasks are carried out efficiently and safely, following all relevant procedures and guidelines.

C. Completion and Documentation

After maintenance tasks are completed, they are documented for record-keeping and future reference. This includes recording details such as the nature of the work, the materials used, and the time taken to complete the task. Documentation also includes any follow-up instructions or recommendations for future maintenance.

V. Budgeting and Resource Management

A. Budget Allocation

Our budget allocation for maintenance is based on a percentage of the overall school budget, with specific percentages allocated to preventive, corrective, and predictive maintenance. This ensures that we have adequate funds to address maintenance needs promptly and efficiently. Additionally, a contingency fund is set aside to cover unexpected maintenance costs or emergencies.

B. Resource Management

In managing resources for maintenance, we prioritize the allocation of materials, equipment, and manpower based on the urgency and impact of maintenance tasks. This involves regular inventory checks to ensure that we have sufficient supplies on hand and that equipment is well-maintained and in good working condition. Manpower is allocated based on the skills and expertise needed for each task, with training provided as necessary to enhance capabilities.

VI. Training and Development

Our staff training program includes regular workshops and seminars on maintenance best practices, safety procedures, and equipment operation. Training is conducted by qualified instructors and covers a range of topics relevant to maintenance work. The frequency and duration of training sessions are tailored to the needs of our maintenance staff, with refresher courses provided as needed.

Training Program	Frequency	Duration
Safety Procedures	Annually	1 day
Equipment Operation	Bi-annually	1 day
Preventive Maintenance	Quarterly	1 day
Corrective Maintenance	As needed	1 day

Students and teachers are also trained to employ precautionary measures to prevent damage to facilities and equipment. This includes simple maintenance tasks such as keeping classrooms clean and reporting any issues promptly to the maintenance team.

VII. Review and Update Procedures

Our maintenance procedure is reviewed annually to assess its effectiveness and relevance. This review involves gathering feedback from stakeholders, evaluating maintenance records, and identifying areas for improvement. Updates to the procedure are made based on this review process to ensure that it remains current and aligned with best practices.

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