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K-12 Workflow Management Blog

Summer Maintenance Checklist: How To Prepare Your School Facilities for the New School Year

Educational facilities need constant attention, and the extra protocols added during the pandemic have only made the workload more extensive. It’s hard to stay on top of daily cleaning and upkeep that happens over the course of a school year—factor in preventative maintenance, and you’ll be scrambling for the time to complete it all.

Fortunately, summer break provides a welcome opportunity to get things done. The summer months are the best time to perform maintenance tasks to keep equipment in working order. It’s your opportunity to ensure your school looks its best before students return for the next school year.

Of course, this can be challenging since educational buildings usually aren’t empty in summer. Many students attend summer school, so you will have to work around various schedules. That’s why it’s so important to have a plan in place for routine maintenance tasks.

Indoor Cleaning & Maintenance Checklist

Indoor and outdoor categories must go on your summer maintenance checklist. Indoor custodial and maintenance crews will need to address the following:


Student restrooms need daily cleaning during the year, with deep cleaning scheduled on a regular basis as determined by your school district. Cleaning and disinfecting hard surfaces, and refilling paper towels and soap dispensers should be done daily. This should take between 30 and 60 minutes, depending on the size of the restroom.

During the summer, you’ll have the opportunity to tackle harder tasks. Clean surfaces collect fewer germs, so set aside a few days during the summer to deep clean student restrooms.


Schools have limited space, so closets need your full attention at least once a year. As the facility manager, give your staff ample notice to discard unwanted items before your team begins their cleanup.


To eliminate bacteria, food residue, and odors, refrigerators need to be thoroughly cleaned at least once a year.

  • Clean and de-ice at minimum once a year. Turn the fridge and freezer off completely, then open the doors to both so the ice can melt.
  • Clean the ice makers. It is crucial to clean ice makers to remove dirt, germs, mold, mildew, and other harmful bacteria to prevent them from winding up in your ice supply.
  • Clean the coils. Coils should be cleaned annually and this process takes around 30 minutes. Removing dirt and dust from your coils will keep compressors from overheating and extend the life of your appliances.
  • Sanitize all fridge surfaces. Clean the entire refrigerator with a food-safe sanitizer to kill any germs or bacteria. This should take less than an hour.

HVAC Systems

Heating and air conditioning systems are critical for schools, but most facility managers are not trained in HVAC systems. Have a professional service your furnace and air conditioning units once a year.

Emergency Alert Systems

Emergency alert systems are required to always be in good working order. This includes fire sprinkler heads, fire extinguishers, fire alarms, and emergency lights.

Clean sprinkler heads with cans of compressed air. Keep all emergency systems clean and accessible. Ensure that fire extinguishers are always ready to be used. Check emergency lights and replace any burned-out light bulbs.

Student Lockers

Lockers are breeding grounds for germs because pathogens remain on metal surfaces longer than on other materials. It is vital to disinfect lockers regularly. Additionally, plan time in the summer to deep clean lockers to make them look new again.

Depending on the number of lockers and the amount of help on hand, this may take anywhere from a few days to several weeks.

Outdoor Cleaning & Maintenance Checklist


Plan all routine and challenging landscaping tasks during the summer. Utilizing summer lawn clippings and other prunings as compost will help maintain moisture during July and August when plants need it most. This is also the time to add mulch to thinned-down areas.

Lawn Sprinklers

Maintaining an irrigation and sprinkler system is crucial for landscaping. Plant watering needs peak during the summer months, so adjust your sprinkler schedule accordingly. Have your entire system in good working order to conserve water and prevent waste.


Summer is also the time to complete playground-specific maintenance tasks. It is crucial to perform inspections during the year and keep records of areas that need improvement. This includes mending canopies and roofing, removing dangerous rust, replacing rotting wood, and power-washing to kill germs.

Parking Lots

Ensure that all parking lots have potholes and cracks repaired before the school year starts. Summer is also the time to hire contractors to do any paving or seal coating. Additionally, be sure to sweep all lots and power wash them.

Building Safety Upgrades

Keep careful records during the school year to address any school building safety issues or maintenance needs. Schedule and plan for any jobs that you want to complete during the summer. Ensure that all security entrance and exit features are functioning properly. Complete all repairs before staff and students return.

Summer Maintenance Tasks in Review

The summer months are an ideal time for facilities managers to schedule maintenance tasks, and it’s much easier with an organizational tool.

Incident IQ is the perfect solution for facilities managers to handle, plan, and track their projects and timelines. Our streamlined workflow keeps your maintenance tasks and work orders all in one place. This simplifies assigning tasks and allows you to track jobs and make notations. 

Want to learn more about how a good maintenance schedule can improve facilities management and asset management in your school district? Book a demo today!