Building inspection and access


Given the recent changes to moving buildings to the category of Closed, Very Restricted and Critical this note summarises the arrangements in place to check the buildings .

The level of checks will vary from building to building categories. For example the Critcal buildings are occupied and functioning buildings where it is anticipated that checks can be carried out by those occupying the building and any faults reporting through the usual manner to Estates. The Very Restricted and Closed buildings will have checks carried out by Estates responding to a particular issue, Security and Janitorial carrying out building sweeps and staff in Schools and Research Institutes carrying out cursory checks on equipment in these buildings.

1.0 Security and Janitorial Sweeps

Every building that is Closed or Very Restricted will be checked once a week  by Security and Janitorial staff. The checks comprise an internal walkthrough looking for issues such as flooding ,damage or concerns to any alarms. These checks will include a visual check on the fire alarm panel to see if there are any warning lights indicating a fault.

In the case of Critical buildings these are occupied by staff and any issues that need to be raised in relation to the building should be notified to Estates in the normal manner. There will be Janitorial support  in these buildings to help direct action to the particular issue raised where possible.

2.0 Checks carried out by Schools and Research Institutes for Very Restricted Buildings

Schools and research Institutes have identified staff to carry out checks on equipment and buildings on a weekly basis.

The process below is the procedure that should be followed concering the staff asked to check these buildings in order to make sure that Security are aware and that any period of lone working is managed safely:

2.1 Before accessing and inspecting any building phone the gatehouse  0141-330-4282 to let them know you will be in the building being inspected.

2.2 Give your name, building being inspected and the time you will be there

2.3 To avoid touching doors and handles throughout the walk you should wear latex free gloves which will be available at building entrances or from the gatehouse.

2.4 The walk is to check on key equipment as well as observing or reporting any significant issues during the inspection. These will typically include:

  • Confirming fire exits are not blocked
  • Fire doors are closed
  • Any fabric issues of significance
  • A check on the main fire panel to report any warning lights indicating a fault
  • Any other safety issue regarding the equipment that you are checking

Note: These checks are cursory checks and are not building integrity tests.

2.5 Make sure that you keep a 2 metre safe distance from any others working in the building

2.6 The inspection should be no more than 2 hours and if this is required you must phone the gatehouse to inform them of the extension in time required.

2.7 On leaving the building phone the gatehouse who will record the exit time.

2.8 The checks are only carried out by those familiar with the building and have the competence to check work areas that they are inspecting.

2.9 The authorised list of those accessing buildings must be updated should someone take ill or is unable to attend.

3.0 Estates Checks and Inspections in Buildings

Estates have a daily operations team in place that will discuss any specific actions that require visits to a building to carry out essential maintenance.

Over the coming 3 weeks the team will agree checks in buildings that are Very Restricted and Closed where issues such as water flushing and building integrity will be covered by the team . This is in addition to the the Security and Janitorial sweeps.

4.0 Fire alarm and detection systems testing

The Arrangements

The overall arrangement for fire alarm testing of the panel and detection system is summarised in the attached guidance document for reference.

The intention is that our framework contractor, Dante, will carry out weekly fire alarm testing in Very Restricted buildings. However during the mobilising of Dante with the new instructions it will be important to have resilience to these tests. For this reason the Schools and Research Institutes, that have staff already coming in on the weekly basis to carry out the safety equipment checks, should continue to do the weekly fire alarm testing.

Once Dante are fully mobilised the co-ordination of the testing on a weekly basis will be agreed to avoid duplication in testing of the alalrm system.

Security should be noted of all planned testing of alarms by the Schools and Research Institutes..


All weekly fire testing in buildings to be recorded in the log books and Security notified on the date of testing.

Review of Fire Alarm testing

In consultation with SEPS the frequency of testing of alarm system in Very Restricted buildings will be reviewed.

List of Buildings identified as Critical and Very Restricted

The up to date list of buildings identified as Critical, Very Restricted and Closed is available from the senior leads in Science and Engineering and MVLS. The list will be subject to change.