What Facilities Managers in Schools Should Know About HVAC Compliance and Safety
Create a Safer, Healthier Learning Environments Through Smarter HVAC Planning
September is upon us!
In schools, HVAC systems are more than just infrastructure, they are a vital part of keeping students safe, focused, and healthy. From controlling indoor air quality to ensuring reliable heating in winter, the way a school manages its HVAC systems directly affects the wellbeing of pupils, staff, and visitors.
For facilities managers, this responsibility extends beyond day-to-day comfort. HVAC systems in schools must comply with strict UK regulations around safety, maintenance, and environmental standards, while also supporting long-term planning and sustainability goals. Whether you are overseeing a single primary school or managing an entire multi-academy trust, understanding compliance and adopting proactive maintenance strategies is essential.
Image Credit: Canva
Why HVAC Safety in Schools Matters
Children are particularly sensitive to air quality, temperature extremes, and poor ventilation. A failing or underperforming HVAC system can lead to more than just short-term discomfort, it can contribute to health risks and disruption to learning.
A well-maintained HVAC system helps to:
Ensure thermal comfort so pupils can focus, and staff can teach effectively.
Reduce the spread of illness through adequate ventilation and filtration.
Prevent damp and mould growth by maintaining correct humidity levels.
Provide safe, reliable heating during colder months, protecting against health risks.
With growing awareness around the link between air quality and learning outcomes, HVAC performance is now a critical part of safeguarding and duty of care.
HVAC Compliance Requirements Every School Should Meet
School facilities managers must navigate a range of statutory obligations to ensure compliance. The most important areas include:
1. F-Gas Regulations
If your school operates HVAC systems using fluorinated greenhouse gases (common in modern air conditioning units), you are legally required to:
Have systems inspected for leaks by an F-Gas certified engineer.
Maintain accurate service and leak test records.
Ensure repairs and refrigerant handling are carried out by accredited contractors.
2. Gas Safety (Installation and Use)
All gas boilers, heaters, and associated pipework must be inspected and serviced annually by a Gas Safe registered engineer. Schools are also expected to keep certificates readily available for audit and compliance purposes.
3. Bacteria Risk Control
Under Health and Safety Executive (HSE) guidance, schools must manage the risk of bacteria in hot and cold-water systems. Regular temperature checks, cleaning, and flushing of underused outlets are essential, particularly in older or partially occupied buildings.
4. Carbon Dioxide (CO₂) Monitoring
High CO₂ levels can impact concentration and increase infection risks, making ventilation management a priority in compliance and safeguarding.
5. Asbestos Considerations
Many older school buildings still contain asbestos. Any HVAC works involving ductwork, ceiling voids, or plant rooms must follow strict asbestos management protocols to protect staff, students, and contractors.
Best Practices for HVAC Maintenance in Schools
Maintaining compliance is not just about annual inspections. A structured preventative maintenance programme reduces the risk of system failures, improves energy efficiency, and ensures safety standards are consistently met. Recommended best practices include:
Biannual Servicing (Spring & Autumn): Preventative maintenance at the start of heating and cooling seasons reduces unexpected breakdowns.
Filter Replacement Every 1–3 Months: Frequent filter changes improve air quality and reduce strain on equipment.
Ventilation Checks: Regular assessments to ensure ventilation meets occupancy levels and complies with DfE guidance.
Holiday Scheduling: Major servicing and upgrades should be planned during school holidays to avoid disruption to teaching.
Up-to-date Recordkeeping: Document all inspections, maintenance activities, and compliance certificates for audit purposes.
Long-Term HVAC Planning for Schools
With many UK schools still operating legacy HVAC systems, forward planning is vital for both compliance and budget management. Emergency replacements are often more costly and disruptive than planned upgrades. Facilities managers should:
Identify ageing assets at risk of failure.
Build a 3–5-year replacement roadmap to spread costs and avoid unexpected downtime.
Evaluate decarbonisation options such as air-source or ground-source heat pumps, in line with government sustainability targets.
Consider smart controls and monitoring to optimise energy use and improve reporting capabilities.
Explore funding opportunities for energy efficiency upgrades, including government-backed decarbonisation schemes.
By taking a long-term view, schools can ensure safety, compliance, and operational efficiency while supporting broader carbon reduction commitments.
Why Schools Across the UK Choose William Austin
Since 1976, William Austin has been trusted by schools and educational institutions across the UK to deliver safe, reliable, and compliant HVAC solutions. Our team understands the unique challenges facilities managers face in balancing compliance, budgets, and student wellbeing.
We offer:
DBS-checked engineers for total safeguarding assurance.
Full compliance support with F-Gas, Gas Safe, and HSE requirements.
Cost-effective preventative maintenance plans that reduce callouts and extend system lifespan.
Upgrades aligned with sustainability.
Creating Safer, Smarter Learning Environments
For facilities managers, HVAC compliance and safety isn’t optional, it’s a core part of delivering a healthy and productive school environment. By staying proactive, planning ahead, and working with a trusted HVAC partner, you can protect your students’ wellbeing, meet regulatory standards, and manage costs more effectively.
Written by Will Judd
Published: 25/08/2025