Knowledge Drop

How Often Should Schools Review and Replace Workwear & PPE Before Winter?

Wednesday, 7 October 2026

Schools should review workwear and protective equipment before winter, but they should not replace every item simply because a set date has arrived. The right timing depends on the condition of the product, how staff use it, the risks linked to the task and any guidance from the manufacturer.

For school business managers, estates teams and facilities staff, an autumn review creates a useful opportunity to check what remains suitable before colder and wetter conditions change how some roles operate. It also gives procurement teams time to identify gaps, confirm sizing and order replacements before staff need them.

Why Review Workwear & PPE Before Winter?

Winter can change the conditions faced by caretakers, grounds teams, maintenance staff and others who spend time outdoors or move between indoor and outdoor areas. Cold, rain, reduced daylight and wet surfaces may affect the clothing or protective equipment needed for a task.

A review should start with the school’s existing risk assessment. HSE guidance says employers should assess PPE before use, select equipment that fits the task and wearer, maintain it properly and review provision when equipment, materials or working methods change. This means schools should base replacement decisions on actual working conditions instead of an arbitrary annual cycle.

It also helps to separate general workwear from PPE. A branded polo shirt or fleece may support staff identification without serving a protective purpose. High-visibility clothing, safety footwear, protective gloves, helmets and respiratory protection can form part of PPE provision when a risk assessment identifies a need for them. A structured Workwear & PPE review can then help schools identify which items remain suitable, which need replacing and where additional protection may be required for specific roles before winter.

What Should Schools Check During a Winter Review?

Start with condition. Look for obvious damage, worn fastenings, reduced visibility, contamination or deterioration that could affect performance. Reusable PPE should remain clean and in good condition, and staff should report loss, damage or obvious defects. High-visibility clothing also needs regular cleaning because dirt can reduce the effectiveness of reflective areas.

Next, check suitability for the role. A caretaker working outdoors may need different clothing from a technician working mainly inside. Grounds staff may have different footwear or glove requirements from employees carrying out occasional maintenance. Reviewing by role helps the school avoid treating every employee as though their requirements are identical.

Schools should also check stock information alongside the equipment itself. Recording sizes, current quantities and known replacement needs can make the next order more accurate. For multi-site trusts, a consistent record can show where the same product suits several locations and where a role needs a different specification.

How Often Should Schools Replace PPE?

Schools should replace PPE when it becomes damaged, no longer fits correctly, no longer suits the task or reaches a replacement point set by the manufacturer. There is no single replacement interval that applies to all products.

Manufacturer guidance should inform replacement planning, alongside regular checks of the equipment itself. Respiratory protection may also come with maintenance requirements, recommended replacement periods or shelf-life information that schools need to follow.

That makes a condition-led approach more useful than setting a universal timetable. A regularly used pair of gloves may need replacing much sooner than another item used for occasional work. The same principle applies to footwear, protective clothing and other equipment.

Review Your School’s Winter Requirements With Us

If your autumn review identifies products that need replacing, our Workwear & PPE service provides access to branded workwear and protective equipment through Bates Productivity.

Our range includes high-visibility clothing, safety footwear, gloves, helmets and respiratory protection for different roles and working environments.

We can help you bring identified requirements into one purchasing conversation and review suitable options from the available range. If your school is planning winter orders, contact our team before staff need replacements so there is time to confirm the products and sizes required.

Make Fit Part of Every PPE Review

Fit affects how well PPE can work. Employers should consider size, fit, compatibility, weight and the physical characteristics of the person using the equipment when selecting it.

That makes staff feedback useful during a winter review. Ask employees to report products that restrict movement, feel insecure or interfere with other equipment. Winter layers can also change how some outer garments or protective items sit on the body, so staff should check equipment in the way they will actually wear it.

Respiratory protection needs closer attention. Tight-fitting facepieces rely on a good seal and require fit testing for the individual wearer. Schools should also ensure that staff receive the same make, model, type and size of equipment that passed the fit test.

Plan Replacement Around Roles, Stock and Future Needs

A useful winter review should leave the school with a clear record of what can remain in use and what needs attention. It can also identify changes that may affect future orders, such as new starters, changes in responsibilities or different outdoor duties.

This is where procurement planning can help. Instead of replacing items in bulk at a fixed point each year, schools can record product condition and known requirements, then order according to genuine need. This may help reduce unnecessary purchasing while making it easier to identify gaps before they affect day-to-day work.

We also support schools and colleges through our wider Education Services, helping organisations bring workplace products and other requirements together through one supplier.

For teams that already know the PPE categories they need, our online PPE and workwear range includes clothing, footwear, head protection, eye and face protection, respiratory products and hand protection.

What Should Schools Prepare for Colder Conditions?

The answer should come from the tasks staff carry out and the risks identified by the school. For some teams, the review may highlight a need for suitable high-visibility outerwear or protective footwear. Other roles may require gloves, head protection, eye protection or respiratory equipment for particular jobs.

Avoid ordering winter PPE from a generic list without checking the job first. Start with the risk assessment, confirm what staff already have and check its condition and fit. Then identify replacements or additions that match the work people will actually carry out.

This approach gives school business and facilities teams a clearer basis for procurement. It also makes future reviews easier because the school has a record of why it selected each type of equipment and when staff should check it again.

Speak to Our Team About Your Winter PPE Requirements

A school does not need to replace all Workwear & PPE before winter. It should review what staff use, check condition and fit, follow manufacturer guidance and act when equipment no longer provides the protection or suitability required.

If your school, academy or college is reviewing winter workwear or protective equipment for estates, facilities, maintenance or other staff, contact our team to discuss your requirements.

We can help you review suitable products from our range and organise an order around the needs you have identified.