Daily, monthly and holiday-break maintenance tasks for school custodial and facilities teams.
Schools have heavy daily use and little time for repairs during term. Splitting tasks by frequency and saving larger projects for breaks keeps buildings safe and open.
Follow your district’s policies and the rules for inspections such as fire, playground and boiler safety.
13 items. Keep it on a tablet, or print a copy for the clipboard.
Over winter break, a school’s two custodians refinish the gym floor and repaint two hallways while a contractor services the boiler. Their schedules shift to day shifts for the break, and hours are recorded per project.
Schools hold children for most of the day, so state codes and fire marshals pay close attention to exits, emergency lighting and playground equipment. A dated maintenance record also supports budget requests by showing which systems fail most often.
| School | Oak Hill Middle School, Ann Arbor MI |
|---|---|
| Custodian and date | Denise, Mon Nov 3 |
| Daily | Front entrance clear; boys’ restroom 2 soap refilled |
| Playground | Loose bolt on swing set; area taped off |
| Monthly | HVAC filters checked wing B; 4 replaced |
| Emergency lighting | Gym exit light fails 30-second test |
| Work orders | Swing bolt and exit light submitted |
The swing set area was taped off right away instead of waiting for the work order, since children use it at recess. The emergency light failure is logged with the test result, which inspectors look for.
Teachers and staff via a request form.
During breaks.
Trained staff or inspectors.
Record hours by task or job.
Summer is the usual window for stripping and refinishing floors, painting classrooms and hallways, deep cleaning kitchens, servicing boilers and HVAC, and replacing worn door hardware. It is also when required inspections, like fire alarm and kitchen hood, can be scheduled without disrupting classes. Plan the list in spring so contractors are booked.
Many schools check filters monthly and change them every one to three months, depending on the filter type and how dusty the building is. Rooms near construction, gyms and art rooms may need more frequent changes. Write the change date on the filter frame so the next check is quick.
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Assign the work in EZTime to an employee, a team or a whole location, ask for photo proof, and get a late alert instead of chasing people. Book a demo if you want a walkthrough.