Safe Schools: Navigating Essential Safety Measures Compliance in Education

A safe school depends on more than well-maintained classrooms and secure grounds. It also relies on the building systems and features that help protect students, staff and visitors during an emergency.

Essential Safety Measures (ESM) compliance is an ongoing responsibility. For schools across Melbourne and Victoria, understanding what needs maintaining, who is responsible and how to document that work helps turn compliance obligations into a practical safety program.

At Part 6 Building Surveyors, we support education providers with building compliance advice and ESM assessments, helping them understand the requirements that apply to their facilities.

What Are Essential Safety Measures?

Essential Safety Measures are building features and systems that support safety, particularly during a fire or other emergency. Depending on the building, they may include:

• Fire detection, alarm and emergency warning systems.

• Fire extinguishers, hydrants and sprinkler systems.

• Emergency lighting and exit signs.

• Exit doors and paths of travel to exits.

• Fire doors, fire-rated construction and smoke control systems.

Victoria’s Building Regulations 2018 establish ESM maintenance obligations. The requirements for an individual building depend on its approvals, construction history and applicable maintenance documentation.

For a school campus containing several buildings, identifying these requirements building by building provides a stronger starting point than relying on one general maintenance checklist.

Who Is Responsible for School ESM Compliance?

Building owners must maintain required Essential Safety Measures so they operate satisfactorily. Building occupiers also have responsibilities, including keeping exits and paths to exits accessible, functional and unobstructed.

Within a school, effective management requires clear coordination between leadership, facilities staff, the building owner and specialist contractors. Each person should understand their role in arranging access, reporting defects, authorising repairs and retaining records.

Victorian Government Schools

Victorian government schools operate under the Department of Education’s centralised ESM model. Since 1 January 2024, the Victorian School Building Authority has coordinated qualified providers for ESM inspections, testing and annual reporting.

Schools must still oversee those activities and respond to and rectify identified defects. Centralised coordination does not remove the need for active management at school level.

Independent and Other Non-Government Schools

Non-government schools should confirm their arrangements with their governing body, building owner and relevant service providers. Responsibilities should be clearly allocated, particularly where the school leases its premises or shares facilities with another organisation.

A written responsibility register can help prevent gaps between what the school expects a contractor to manage and what the contractor has actually been engaged to deliver.

Understanding the Annual Essential Safety Measures Report

The Annual Essential Safety Measures Report (AESMR) is used by the building owner or an authorised agent to confirm that required measures have been inspected, tested and maintained in accordance with Victorian building legislation.

Preparing this report should bring together the evidence generated throughout the year. Useful supporting information includes service records, inspection findings, defect reports and documentation confirming completed repairs.

An annual reporting process works best when it checks that:

• Every required measure has been accounted for.

• Scheduled work has been completed.

• Outstanding defects have been identified and escalated.

• Repair records are available.

• The report accurately reflects the building’s maintenance position.

An annual report does not replace the inspections and maintenance required during the year. Schools should manage those activities through a calendar based on their building-specific requirements.

Practical ESM Risks to Check on a School Campus

School facilities change constantly. Classroom layouts shift, events bring additional visitors, and holiday works alter buildings and services. These activities can create safety issues unless someone checks their impact.

Examples worth including in routine campus reviews are:

• Furniture, storage or displays obstructing exit routes.

• Fire doors being wedged open or unable to close properly.

• Equipment or decorations obscuring exit signs.

• Locked gates or altered access arrangements affecting evacuation.

• Contractor reports identifying faults that remain unresolved.

• New buildings or refurbished areas missing from the maintenance register.

These examples provide useful prompts for facilities teams. Technical inspection and testing should remain with appropriately qualified personnel.

A clear reporting process also helps teachers and other staff raise concerns promptly without needing to diagnose the underlying technical issue.

Renovations, New Buildings and Handover

A classroom refurbishment, extension or change to a building’s layout may affect its Essential Safety Measures. Victoria’s building regulator recommends checking proposed alterations with a building surveyor to establish the resulting requirements.

Before starting work, project teams should consider whether the proposal affects exit arrangements, fire separation, alarm coverage or access to safety equipment.

Handover is equally important. The Victorian School Building Authority’s Building Quality Standards Handbook requires relevant capital projects to provide ESM maintenance instructions and logbooks. Maintenance schedules must reflect the ESM details specified in the occupancy permit.

Schools should check that new assets enter the ongoing maintenance program immediately. A completed construction project needs a clear operational handover so facilities staff understand what to maintain and where to find the supporting information.

A Practical Approach to School ESM Compliance

Education providers can strengthen their compliance processes through five straightforward steps.

1. Establish a Building Register

Identify each building, its use and the available approval and maintenance documents. Record missing information for professional review.

2. Confirm the Required Measures

Have the relevant documentation reviewed so the maintenance program covers the measures required for each building.

3. Coordinate the Maintenance Calendar

Allocate inspection and testing tasks, identify the responsible providers and plan access around school operations.

4. Track Defects Through to Completion

Record each issue, assign an action owner and retain evidence of rectification. Escalate urgent safety concerns promptly.

5. Keep Records Accessible

Maintain a central location for permits, schedules, service records and annual reports. Ensure continuity when staff or contractors change.

Evacuation drills and emergency planning should complement this work. Practising an emergency