OPERATIONAL PROPERTY AUDIT

• Property Being Audited

  Select

• Date of Audit

  Date

• Scheme Manager for This Property

• Academic Year of Audit

• Person Carrying Out the Audit

1.1 Current In House Bookings (Sample Size of 10% of Site Beds)

• Is there a licence agreement stored on file or on CMS?

  Yes

  No

• Is there proof of registering the deposit with the DPS/LPS?

  Yes

  No

  N/A

• Has the deposit been paid/topped up correctly?

  Yes

  No

  N/A

• Does the licence reflect the booking information on CMS such as contract length, check in date etc.?

  Yes

  No

• Are correct payment plans being used and stored on file/CMS, and are signed by both student & guarantor?

  Yes

  No

• Are in-house tenants checked in on CMS?

  Yes

  No

• Has an eligible guarantor signed the licence agreement for students paying in instalments?

  Yes

  No

• Is there proof of address for the guarantor uploaded with the licence agreement?

  Yes

  No

• Is there a current student photo on the tenant profile , accessible by security staff, maintenance and CSA's?

  Yes

  No

• Is the room inventory form completed & signed by the student?

  Yes

  No

• Are payments on the student's transactions allocated correctly?

  Yes

  No

• Has the check in registration check sheet been saved to X: drive check in folder

  Yes

  No

  N/A

• Are departed tenants checked-out on the booking system?

  Yes

  No

1.2 Bookings for Next/Upcoming Academic Year (Sample Size of 10% of Site Beds)

• Is there a licence agreement stored on file or on CMS?

  Yes

  No

• Has the deposit been paid/topped up correctly?

  Yes

  No

  N/A

• Are students being allocated to rooms, and bookings being confirmed correctly and in a timely manner?

  Yes

  No

• Is there proof of registering the deposit with the DPS/LPS?

  Yes

  No

  N/A

• Does the licence reflect the booking information on CMS such as contract length, check in date etc.?

  Yes

  No

• Has an eligible guarantor signed the licence agreement for students paying in instalments?

  Yes

  No

• Is there proof of address for the guarantor uploaded with the licence agreement?

  Yes

  No

• Is there a current student photo on the tenant profile?

  Yes

  No

• Are payments on the student's transactions allocated correctly?

  Yes

  No

• Is the room inventory form completed & signed by the student?

  Yes

  No

1.3 Finance & Debt

• Is the weekly arrears report up to date and the arrears protocol being followed?

  Yes

  No

• Are the student debtor notes & communication up to date on CMS?

  Yes

  No

• Is there evidence of 7 day, 14 day and LBA letters being sent where needed?

  Yes

  No

• Is there evidence of credit card expenses being checked and signed off monthly ?

  Yes

  No

• Is the income bank account checked regularly and payments are being allocated to the tenants transactions on CMS?

  Yes

  No

• Are PDQ receipts being processed in a timely manner?

  Yes

  No

  N/A

• Are the OPS and CAPEX spend in line with the annual property budget?

  Yes

  No

• Are Supplier Invoices up to date ?

  Yes

  No

• Is there evidence of invoices signed off and allocated to the correct nominal code(s)?

  Yes

  No

• Have University Invoices for rental payments been raised in time for payment?

  Yes

  No

  N/A

• Is there evidence of the purchase order system being used to track purchases?

  Yes

  No

1.4 General Office Administration & Tasks

• Is there an electronic copy of current service contracts in place such as security or housekeeping services?

  Yes

  No

• Is there a paper or electronic copy of any current nomination agreement(s)?

  Yes

  No

  N/A

• Is the property and office compliant with GDPR guidelines?

  Yes

  No

• Are all data sharing agreements in place and signed?

  Yes

  No

  N/A

• Is the proper complaints procedure being followed?

  Yes

  No

• Has the ANUK self-audit been completed? And is the ANUK certificate up to date and displayed?

  Yes

  No

• Are all folders up to date with latest procedures and policies and are all staff trained on/aware of these policies and procedures?

  Yes

  No

• Is there evidence of monthly team meetings and daily briefings?

  Yes

  No

• Are the sales targets up on the office board and are the team being briefed on these daily?

  Yes

  No

2.1 Office Area, Working Environment

• Is the office/work area clean and tidy?

  Yes

  No

• Is there a staff notice board with up to date information?

  Yes

  No

  N/A

• Is there the current H&S law poster on display for staff to see?

  Yes

  No

• Are staff/HQ contact lists available for all staff?

  Yes

  No

• Are direct line/transfer details available on each phone/desk?

  Yes

  No

  N/A

• Are all Capitol staff well presented & wearing uniform where required?

  Yes

  No

• Is there an up to date list of current in-house students with room numbers readily available?

  Yes

  No

• ls the staff toilet tidy and clean?

  Yes

  No

  N/A

• Is the key cabinet tidy, with a key list, and kept locked?

  Yes

  No

• Is there evidence of a regular master key audit being carried out?

  Yes

  No

• Is there a staff rota on display including out sourced team members?

  Yes

  No

  N/A

• Are the office windows clean and dust free (internal)?

  Yes

  No

  N/A

• Are the office phones working and clean?

  Yes

  No

• Is the comms room tidy, and is the air con working correctly?

  Yes

  No

• Are parcels stored securely and logged on CMS correctly?

  Yes

  No

• Is the contractor's sign-in book being used correctly?

  Yes

  No

• Is the site duty mobile charged and in full working order?

  Yes

  No

• Does the office/work area have adequate heating and lighting?

  Yes

  No

• Does the office/work area have adequate room and is it free from clutter?

  Yes

  No

• Is the office/work area free from risk of any slips, trips and falls?

  Yes

  No

• Are the desks clean and dust free?

  Yes

  No

• Is the staff kitchen area clean and tidy (inc white goods for staff use)?

  Yes

  No

  N/A

• Are there refreshments available for all staff?

  Yes

  No

• Are radios being used daily, and in full working order?

  Yes

  No

  N/A

2.2 Reception

• Is all reception flooring free from slips, trips and falls?

  Yes

  No

• ls reception well signposted for customers/visitors?

  Yes

  No

• Are walls clean and free from marks?

  Yes

  No

• Is the display screen TV working, with current on-brand info?

  Yes

  No

  N/A

• Is reception well lit, heated and welcoming to customers?

  Yes

  No

• Is the student visitor's sign-in book being used correctly?

  Yes

  No

  N/A

• Are the daytime and out of hours phone details on display for students?

  Yes

  No

• Do students know how and where to collect parcels?

  Yes

  No

• Are notice boards tidy and up to date with in-house promotions, sales posters and student experience/event info?

  Yes

  No

• Is there undamaged and clean seating for students/visitors?

  Yes

  No

• Are the reception bins emptied regularly?

  Yes

  No

• Is the vending machine well stocked and in working order?

  Yes

  No

  N/A

• Is drinking water or refreshments available to visitors?

  Yes

  No

2.3 Laundry Room

• Is the laundry room clean and tidy?

  Yes

  No

• Are the bins & lost property emptied regularly?

  Yes

  No

  N/A

• Is the notice board tidy with relevant info?

  Yes

  No

• Are all washers/dryers fully functional?

  Yes

  No

• Are seats in good condition?

  Yes

  No

  N/A

• Have the dryer filters been cleaned & are free of fluff?

  Yes

  No

• Are walls clean, and free from marks?

  Yes

  No

2.4 H&S Compliance, PPE & First Aid

• Is there PPE available to office & security staff?

  Yes

  No

• Have staff signed to say they know where the PPE is?

  Yes

  No

• Are there first aid kits with updated inventory lists, checked weekly?

  Yes

  No

• Are there lists of site first aiders in the office/working area ?

  Yes

  No

• Is there a bio hazard kit available in the office?

  Yes

  No

• Is there an eye wash station in the office/staff kitchen?

  Yes

  No

• Is there a record of these safety items being checked weekly?

  Yes

  No

• Is the EAP available to all staff?

  Yes

  No

• Is the fire alarm panel accessible and free from faults?

  Yes

  No

• Are emergency alarms for accessible rooms visible and working?

  Yes

  No

  N/A

• Is the office lockable and/or are shutters working?

  Yes

  No

• Are refuge call point alarms/phones working and accessible?

  Yes

  No

  N/A

3.1 Shift Tasks

• Nightly occurrence log/handovers completed by security & signed by manager?

  Yes

  No

• Is there evidence of an assignment log being used?

  Yes

  No

• Are security patrols being recorded/reported?

  Yes

  No

• Are security patrols covering all internal and external areas as well as means of escape?

  Yes

  No

• ls there evidence of security staff removing dangerous items and items that pose a fire safety risk during their shift?

  Yes

  No

• Are security staff carrying out extra duties as and when requested by management?

  Yes

  No

• Are incident reports filled in by security where required & signed by a manager?

  Yes

  No

• Are serious incidents reported to the mobile patrol unit?

  Yes

  No

  N/A

• Is there evidence of excellent customer service provided to our students by security staff?

  Yes

  No

• Are security staff cleaning any mess or damage they find on shift?

  Yes

  No

• ls the office left in a clean and tidy condition by security staff?

  Yes

  No

• Is there evidence that security staff are trained in fire evacuation procedures?

  Yes

  No

• Is there evidence of duty manager visits by the security provider, at night?

  Yes

  No

  N/A

• Are handovers between security and day time staff comprehensive and carried out daily?

  Yes

  No

3.2 Site Security Systems

• Are the site grounds well lit at night?

  Yes

  No

• Are the CCTV cameras & monitors fully operational?

  Yes

  No

• Is the date and time correct on the CCTV?

  Yes

  No

• Are the site entry systems working in all blocks & entrances?

  Yes

  No

• Is there a service agreement in place for the CCTV?

  Yes

  No

• Are the doors and shutters service records up to date?

  Yes

  No

• ls the reception/office shutter in working order?

  Yes

  No

  N/A

• Does signage specify that security staff are on duty/the site Is monitored?

  Yes

  No

• Is there evidence that the staff 'people safe' devices are being used?

  Yes

  No

• Are external gates, barriers and site fencing in working order and in good condition?

  Yes

  No

3.3 Contract Agreement/SLA

• Is there a copy of the security contract on site?

  Yes

  No

  N/A

• Are the contact details for security duty management available to staff?

  Yes

  No

  N/A

• Are the control centre details available to staff?

  Yes

  No

  N/A

• Are regular meetings with the security provider taking place, and minutes provided?

  Yes

  No

  N/A

Gym Equipment

• Are all machines and equipment operating as intended and in good condition?

  Yes

  No

  N/A

• If out of order, is equipment clearly labelled and unplugged?

  Yes

  No

  N/A

• Are the machines & equipment clean?

  Yes

  No

  N/A

• Are any cables tidy, safe and secured?

  Yes

  No

  N/A

• Are all machines and equipment free from obstructions and have plenty of surrounding space?

  Yes

  No

  N/A

4.2 Floor

• Are floors & mats clean and in good condition?

  Yes

  No

  N/A

• Are floor areas free from obstruction and safe to use?

  Yes

  No

  N/A

• Is the floor free from risk of slips, trips & falls?

  Yes

  No

  N/A

4.3 General

• Are free-weight areas keep tidy, with weights tidied on racks?

  Yes

  No

  N/A

• Are there equipment safety posters displayed?

  Yes

  No

  N/A

• Is there a maintenance or service contract in place for the equipment?

  Yes

  No

  N/A

• Have all students with gym access had a gym induction and completed the health questionnaire?

  Yes

  No

  N/A

• Is there drinking water available?

  Yes

  No

  N/A

• Is there blue roll or towels available?

  Yes

  No

  N/A

• Are the TVs/display screens in working order?

  Yes

  No

  N/A

• Are the mirrors free from smears and cracks?

  Yes

  No

  N/A

• Does the gym smell fresh and inviting?

  Yes

  No

  N/A

5.1 Staff Safety & Training

• Is there evidence of current generic & specific staff risk assessments?

  Yes

  No

• Is there evidence of current risk assessments for casual/temp staff?

  Yes

  No

  N/A

• Is there evidence of DSE assessment taken annually by required staff?

  Yes

  No

• Have all employees signed for the H&S induction?

  Yes

  No

• Is there a signed H&S induction check sheet for each employee?

  Yes

  No

• Is there a signed manual handling checklist for all relevant employees?

  Yes

  No

• Is there a PPE checklist & signed record for each employee?

  Yes

  No

• Have all employees signed to say they've received the Staff Handbook?

  Yes

  No

• Have all employees signed to say they've received their fire evacuation training?

  Yes

  No

• Have all employees signed to say they've had training on the fire panel?

  Yes

  No

• Have all employees signed to say they've had training on emergency power shut-off?

  Yes

  No

• Have all employees signed to say they've had training on emergency water shut-off?

  Yes

  No

• Is there evidence of a toolbox talk, signed for every month by all staff?

  Yes

  No

5.2 Emergency Action Plan and Equipment

• Is there an up to date Emergency Action Plan document that is site specific?

  Yes

  No

• Is there evidence of staff training on the emergency action plan?

  Yes

  No

• Have site managers got a copy of the EAP at home?

  Yes

  No

• Are all emergency signs in place, such as fire exit signage, and are they free from damage?

  Yes

  No

• Have all fire doors been checked that they close fully with smoke seals intact?

  Yes

  No

• Are all fire alarm & break glass points damage free & dust free?

  Yes

  No

• Are all office area fire extinguishers & equipment operational?

  Yes

  No

• Are all smoke vent points free of damage?

  Yes

  No

  N/A

• Is the refuge point well signposted?

  Yes

  No

  N/A

• Are there fire extinguishers in communal areas?

  Yes

  No

• Are all fire exits free from obstruction?

  Yes

  No

• Is the fire action notice in place in all communal areas?

  Yes

  No

• Is the designated assembly point clear?

  Yes

  No

5.3 Fire

• Is there evidence of a staff fire & emergency procedure?

  Yes

  No

• Is there consideration of risk assessments for students with disabilities?

  Yes

  No

  N/A

• Are there PEEPs in place for students with disabilities?

  Yes

  No

  N/A

• Is there evidence of latest fire risk assessment?

  Yes

  No

• Is there evidence of the FRA significant findings being completed?

  Yes

  No

• Is there a record of practice fire evacuations (min 2 per year)?

  Yes

  No

• Is there a record of real fire evacuations, and the reasons for the evacuation?

  Yes

  No

  N/A

• ls there evidence of logging false alarm activations?

  Yes

  No

• Is there evidence of in-house weekly fire alarm testing?

  Yes

  No

• Is there evidence of contractor fire alarm test records?

  Yes

  No

  N/A

• Is there evidence of in-house weekly fire fighting equipment checks?

  Yes

  No

• Is there evidence of contractor fire fighting equipment checks, with recent certificate?

  Yes

  No

  N/A

• Is there evidence of latest contractor 3-hour emergency light checks?

  Yes

  No

  N/A

• Is there evidence of latest in-house emergency light checks?

  Yes

  No

• Is there evidence of in-house weekly door release system checks ?

  Yes

  No

• Is there evidence of in-house dry riser checks?

  Yes

  No

• Is there evidence of contractor dry riser checks, with recommendations actioned?

  Yes

  No

  N/A

• Is there evidence of the latest smoke ventilation service reports ?

  Yes

  No

  N/A

• Is there evidence of in-house weekly emergency lift line test?

  Yes

  No

  N/A

• Is there evidence of in-house weekly emergency refuge call point phone test?

  Yes

  No

  N/A

• Is there a record of an emergency box/bag check done weekly?

  Yes

  No

5.4 Water

• Is there a record of monthly temperature tests - nearest, middle and furthest from tank?

  Yes

  No

• Is there evidence of weekly flushing - staff areas (e.g Deadlegs & cupboards)

  Yes

  No

• Is there evidence of weekly flushing - vacant bedrooms/studios and kitchen areas

  Yes

  No

• Is there evidence of summer flushing - vacant flats/rooms in line with the legionella policy?

  Yes

  No

• Is there evidence of bi-annual shower head de-scaling, with a signed certificate?

  Yes

  No

• Is there evidence of the annual dosing and tank cleaning by external contractor?

  Yes

  No

• Is there evidence of water temp checks in the tank (once a year) by external contractor?

  Yes

  No

• Is there a copy of the Capitol legionella policy & method statements signed by staff?

  Yes

  No

5.5 General

• Is the H&S Poster completed and up on display in the office?

  Yes

  No

• Is there evidence of use of accident book on the PRISM system?

  Yes

  No

• Is there evidence of latest service report for the air conditioning unit?

  Yes

  No

  N/A

• Is there evidence of latest PAT testing records?

  Yes

  No

• Is there evidence of logging grit use under the snow and ice procedure?

  Yes

  No

• Is there evidence of a hazard/near miss log?

  Yes

  No

• Is there a copy of the latest lift service report?

  Yes

  No

  N/A

• Is there evidence of the latest lightning conductor inspection certificate?

  Yes

  No

• Is there a copy of the latest lift insurance certificate?

  Yes

  No

  N/A

• Is there evidence of man safe & permit to work at height certificates?

  Yes

  No

• Is there a copy of the 5 year electrical certificate?

  Yes

  No

• Are records kept of contractor's method statements & risk assessments?

  Yes

  No

• Are there records of hot work permits if required?

  Yes

  No

  N/A

• Are records kept of contractors liability insurance (public & employers)?

  Yes

  No

• Is there a log for unsafe machinery/faulty equipment?

  Yes

  No

  N/A

6.1 Sales & Marketing

• Is there a sales board with next academic year's availability on and Is it up to date?

  Yes

  No

• Is there a sales board with this academic year's availability and Is it up to date?

  Yes

  No

  N/A

• Is there a sales board with the summer target on, and is it up to date?

  Yes

  No

• Are enquiry pads/sales iPad being used, and easily accessible to all staff?

  Yes

  No

• Are the show-flat room numbers & site contact details clearly displayed for all staff to see?

  Yes

  No

• Does the website accurately display academic year availability?

  Yes

  No

• Does the information given online accurately reflect the residence?

  Yes

  No

• Is the summer web page accurate, and are manual booking packs also available?

  Yes

  No

• Is there evidence of regular viewings and sales training and practice (on a local level)?

  Yes

  No

• Do all staff know current available contract lengths, room types and prices?

  Yes

  No

• Is Facebook kept up to date with a minimum of 3 posts per week?

  Yes

  No

  N/A

• Is the site e-mail inbox being answered daily and kept on top of?

  Yes

  No

• Are sales/viewing follow-ups happening by phone & email?

  Yes

  No

• Are university open days in the diary and planned for in advance?

  Yes

  No

• Is the sales & marketing plan being followed and kept up to date?

  Yes

  No

• Are all reception & common area noticeboards tidy, in use, and up to date?

  Yes

  No

• Are all notice boards and promo areas in line with branding and brand standards?

  Yes

  No

• Are leaflet holders in reception and common areas full with up to date info?

  Yes

  No

• Are in-house events being marketed around the building?

  Yes

  No

• Are the sales packs available on stands in every reception?

  Yes

  No

  N/A

• Are proper branded notices being used in the event of item breakdown/room closure?

  Yes

  No

• Is there evidence of in-house sales activity being marketed and taking place?

  Yes

  No

• Are student marketing emails that are being sent using proper branding?

  Yes

  No

• Are show flats being checked for cleanliness and smells before a viewing?

  Yes

  No

• Are show flats accessible and well-kept by students (If show flat is a lived in flat)?

  Yes

  No

  N/A

7.1 First Impression

• Are ground floor window sills clean?

  Yes

  No

• Is the reception entrance/front door well signposted?

  Yes

  No

• Are all property ground floor windows clean and damage free?

  Yes

  No

• Is the reception entrance/front door clean and operational?

  Yes

  No

• Is building cladding/render clean and damage free?

  Yes

  No

7.2 External Area

• Are grounds free from litter & other detritus?

  Yes

  No

• Are all grounds & pavements weed free?

  Yes

  No

• Is grass cut & does it look presentable?

  Yes

  No

  N/A

• Are flower beds and shrubbery well kept?

  Yes

  No

  N/A

• Are the public pavements and surrounding areas presentable?

  Yes

  No

• Are footpaths free from slips, trip & falls?

  Yes

  No

• Are public seating areas clean and damage free?

  Yes

  No

  N/A

• Are smoking areas clean and free from litter/cigarette butts?

  Yes

  No

  N/A

• Are smoking areas well signposted?

  Yes

  No

  N/A

• Are internal courtyard areas inviting and well presented?

  Yes

  No

  N/A

• Is external fencing in good condition?

  Yes

  No

  N/A

• Are external gates fully operational?

  Yes

  No

  N/A

• Is all external lighting operational?

  Yes

  No

  N/A

• Is all external signage legible & in good condition?

  Yes

  No

7.3 Car Park

• Is the bike rack area tidy & free of abandoned bikes?

  Yes

  No

  N/A

• Is the car park tidy and well managed?

  Yes

  No

  N/A

• Are parking regulations clearly signposted?

  Yes

  No

  N/A

• Are staff cars parked properly?

  Yes

  No

  N/A

• Are student cars logged/displaying permits/tickets?

  Yes

  No

  N/A

7.4 Refuse Area

• Is the bin area litter free & is all refuse in the bins?

  Yes

  No

• Is the bin area sanitised regularly?

  Yes

  No

• Are pest boxes baited?

  Yes

  No

  N/A

• Are public area bins emptied regularly?

  Yes

  No

• Are cigarette bins emptied regularly?

  Yes

  No

8.1 Maintenance/Housekeeping Stores and Working Environment

• Are all maintenance stores tidy?

  Yes

  No

• Are all stores locked and secure from theft?

  Yes

  No

• Are the stores free from risk of any slips, trips and falls?

  Yes

  No

• Is the lighting in the stores/working area appropriate to staff needs?

  Yes

  No

• Do working areas have sufficient space?

  Yes

  No

• Are all chemicals dated when received on site?

  Yes

  No

• Is there evidence of chemical inventories in each store?

  Yes

  No

• Is there evidence of COSHH safety data sheets in stores?

  Yes

  No

• Are all hazardous chemicals stored in a secure metal cabinet?

  Yes

  No

• Are the stores free from any threat of potential ignition?

  Yes

  No

• Are all warning signs & labels in place ?

  Yes

  No

• Are all ladders stored securely & free of damage?

  Yes

  No

• Are all shelves stable & not overloaded?

  Yes

  No

• Is there safe & easy access to high shelving?

  Yes

  No

  N/A

• Is there a bulb tube with evidence of use?

  Yes

  No

  N/A

• Is there an up to date inventory of tools and machinery for each store?

  Yes

  No

• Is there evidence that staff are trained to use tools?

  Yes

  No

• Is there an up to date stock take of consumables/stock for the site?

  Yes

  No

• Are damaged/non-working items and tools clearly labelled as such?

  Yes

  No

8.2 Repairs

• Is CMS used to record all maintenance jobs that are reported?

  Yes

  No

• Are visual checks carried out on the electrical testing equipment before each use?

  Yes

  No

• For electrical work, is a minor work test certificate completed after each job and kept on file?

  Yes

  No

  N/A

• Do maintenance staff have the tools and stock to carry out their job?

  Yes

  No

• Are the students advised of outstanding jobs & timescales?

  Yes

  No

8.3 Compliance

• Is there snow and ice provision?

  Yes

  No

• Are all external storage areas neat and tidy?

  Yes

  No

  N/A

• Is the fire action notice in place in all stores/working areas?

  Yes

  No

8.4 PPE & First Aid

• Are there gloves available in relevant stores?

  Yes

  No

• Are there goggles available in relevant stores ?

  Yes

  No

• Is there a chemical spill kit available In relevant stores?

  Yes

  No

• Are there masks available in relevant stores?

  Yes

  No

• Are there first aid kits & all contents accountable for?

  Yes

  No

• Are there lists of site first aiders in relevant store?

  Yes

  No

• Is there a bio hazard kit available in relevant stores ?

  Yes

  No

• Is there an eye wash station in relevant stores?

  Yes

  No

• Are ear defenders available in relevant stores?

  Yes

  No

  N/A

• Is there a record of these safety items being checked monthly?

  Yes

  No

  N/A

• Are staff wearing the correct uniform for maintenance including safety shoes?

  Yes

  No

• Have staff signed to say they know where the PPE is?

  Yes

  No

9.1 First Impression

• Are all floor windows clean and damage free?

  Yes

  No

• Are ground floor window sills clean?

  Yes

  No

• Are building entry systems in working order?

  Yes

  No

• Are building entry systems clean with clear instructions?

  Yes

  No

• Are bedroom windows on view free from bottles & posters?

  Yes

  No

9.2 Corridors

• Are all gangways/corridors clear of obstruction?

  Yes

  No

• Are all corridors free from risk of any slips, trips and falls?

  Yes

  No

• Are corridor carpets/flooring clean and free from damage?

  Yes

  No

• Are all corridor walls clean and free from marks?

  Yes

  No

• Are corridor notice boards neat, tidy and up to date?

  Yes

  No

  N/A

• Are all corridor doors & their window panes clean?

  Yes

  No

• Are all corridor lights fully operational?

  Yes

  No

• Are corridor ceilings/ceiling tiles free from damage?

  Yes

  No

• Are all internal windows clean and free from damage?

  Yes

  No

• Are all corridor windows adequately restricted?

  Yes

  No

  N/A

• Is there evidence of checking corridor window restrictors regularly?

  Yes

  No

  N/A

9.3 Stairwells

• Are the stairwells free of risk of any slips, trips and falls?

  Yes

  No

• Are stairwell carpets/flooring clean and free from damage?

  Yes

  No

• Are all stairwells and stairs clear of obstruction?

  Yes

  No

• Are stair treads clean and free from risk of a trip hazard?

  Yes

  No

• Are all stair railings dust free and safe?

  Yes

  No

• Are all stairwell area lights fully operational?

  Yes

  No

• Are stairwell emergency exit signs working and in place?

  Yes

  No

• Are all stairwell walls clean and free from marks?

  Yes

  No

• Are all stairwell windows adequately restricted?

  Yes

  No

  N/A

• Is there evidence of checking stairwell window restrictors regularly?

  Yes

  No

  N/A

9.4 Lifts

• Are all site lifts in working order?

  Yes

  No

  N/A

• Are lift posters and notice boards current and tidy?

  Yes

  No

  N/A

• Are all lifts clean and smelling nice?

  Yes

  No

  N/A

• Are all lift buttons in place, free from damage and working correctly?

  Yes

  No

  N/A

• Are the lift walls, floor & lighting damage free?

  Yes

  No

  N/A

9.5 Common Room

• ls the common room kept clean and tidy?

  Yes

  No

• Is all common room flooring free from slips, trips and falls?

  Yes

  No

• Are walls clean and free from marks?

  Yes

  No

• Is the common room well signposted for customers/visitors?

  Yes

  No

• Is the common room well-lit and welcoming to customers?

  Yes

  No

• Are the emergency phone details on display for students?

  Yes

  No

• Are notice boards tidy and up to date with in house promotions/info?

  Yes

  No

• Is there seating for students which is undamaged and clean?

  Yes

  No

• Are the bins emptied regularly?

  Yes

  No

• Is the vending machine well stocked and in working order?

  Yes

  No

  N/A

• Is the TV display screen on, and showing current information?

  Yes

  No

  N/A

• Are games/entertainment/pool tables in good order?

  Yes

  No

  N/A

• Are the windows restricted, and not tampered with?

  Yes

  No

  N/A

• Are windows and door glass clean and undamaged

  Yes

  No

  N/A

10.1 Right to Work

• Has the New Employee Document Checklist been completed and sent to HR on or before the first day of work? Including:

  Yes

  No

• A copy of passport/full birth certificate

  Yes

  No

• A copy of the proof of address

  Yes

  No

• A copy of the proof of National Insurance Number

  Yes

  No

• Were all documents stamped and verified by the site manager?

  Yes

  No

10.2 New Starters

• Before an offer can be made, has the vacancy form been correctly signed off by GM & ROM?

  Yes

  No

• Following verbal offer, has an employment offer form been completed and sent to HR?

  Yes

  No

• Has the online DBS application been completed within the employees first week?

  Yes

  No

• Has the initial induction checklist (Pg 1-3) been sent to HR upon completion of the first working week?

  Yes

  No

• Has the full completed induction checklist been sent to HR no less than 5 weeks after the employee start date?

  Yes

  No

10.3 Probation/Staff Development Reviews

• Has the final probation review been completed and sent to HR upon completion of probation period?

  Yes

  No

• Has the main SDR form been completed and sent to HR for each member of staff on time?

  Yes

  No

• Have the mini one-to-one reviews (pre and post summer) been completed on time and sent to HR for each member of staff?

  Yes

  No

• Has the mid probation (3 month) review been completed and sent to HR?

  Yes

  No

10.4 Payroll

• Has overtime been submitted to payroll by the deadline each month?

  Yes

  No

  N/A

• If a GM is on leave, does the AM complete and send the timesheets accurately?

  Yes

  No

10.5 Leavers

• Has the leaver form been filled out correctly and sent to HR within 48 hrs of resignation?

  Yes

  No

• Has the resignation letter/email been sent to HR within 48hrs of receipt?

  Yes

  No

10.6 Absence Reporting

• Are Bradford Factor follow up meetings being held, and the Bradford Factor meeting form sent to HR, within 2 weeks of receipt of Bradford Factor report?

  Yes

  No

• Where appropriate for long term absence, have all on-going sick notes been sent to payroll prior to payroll cut-off?

  Yes

  No

  N/A

• Has the correct absence form been used and sent to payroll email address, prior to payroll cut-off?

  Yes

  No

  N/A

• Has the Fit Note/Sick Note and return to work interview form been filled out and sent to payroll on the day they return to work?

  Yes

  No

• Have staff absences been notified, via payroll email address, on the first day of absence?

  Yes

  No

10.7 HR Updates

• Have all employees accepted policy updates updates on IRIS?

  Yes

  No

  N/A

10.8 GDPR

• Is there a completed 'Employee HR File-Checklist' for each employee?

  Yes

  No

  N/A

• Is employee personal data stored appropriately and securely in accordance with Data Protection and the on-site 'Employee HR File-Checklist'?

  Yes

  No

10.9 Team Meetings / Briefings

• Has the holiday for the team been planned evenly throughout the year (reviewed in Team Meetings)?

  Yes

  No

• Is there evidence that the team have been briefed on discussions following GM/Regional Meetings?

  Yes

  No

• Does staff training of core/updated HR policies happen during regular team meetings?

  Yes

  No

• Is there a staff training file for all in-house and external training, signed by staff?

  Yes

  No

10.10 Driving on Company Business

• Have staff signed driving on company business policy? (showing date when document was scanned and emailed to HR)

  Yes

  No

  N/A

• Have all driving on company business documents been reviewed and updated including Driving on Company Business Audit Sheet ?

  Yes

  No

  N/A

• Is there evidence of On-line checks for valid MOT?

  Yes

  No

  N/A

• Is there a copy of the insurance certificate for the vehicle(s)?

  Yes

  No

  N/A

• Is there evidence of on-line checks for valid road tax?

  Yes

  No

  N/A