What this is
What is a ventilation performance check?
What is a ventilation performance check?
A ventilation performance check is a short, frequent inspection of an extraction hood carried out by the operator who works with it: reading the gauge against its marked range, confirming the damper is in the correct position, and looking for visible capture of the contaminant. It is the between-examinations evidence that the system is still doing what it was set up to do.
Why does an extraction system need a check the operator does themselves?
Because nobody standing at a hood can see airflow. A fan can hum, ductwork can look intact and a hood can sit exactly where it was installed while the actual extraction rate has degraded from a fouled filter or a slipping belt. A gauge with a marked acceptable range is the one thing that converts an invisible quantity into something an operator can read and act on.
How is this different from the statutory examination?
The performance check is a quick, frequent, operator-level read of an indicator. The statutory local exhaust ventilation examination is a periodic, measured test carried out by a competent examiner against the system's design specification. The check keeps the system honest between examinations; it does not replace the examination and cannot discharge the duty the examination exists to meet.
Scope
When is a ventilation performance check required?
This checklist is the operational layer under a local exhaust ventilation programme. It confirms the system is running and reading correctly between examinations; it is not the examination and it is not the underlying exposure assessment.
Use this template when
- An extraction hood or local exhaust system is in use and needs a routine functional check at the set interval
- The gauge, damper and visible capture are the indicators available to the operator running the process
- A fault or defect needs to be caught and reported before the next statutory examination is due
- The workspace is being set up for the Respiratory Protection programme and this record is one of its steps
- A linked record needs this one to exist, including the statutory LEV examination and the exposure control plan
Do not use it for
- Local Exhaust Ventilation Examination, which is the statutory thorough examination and measured test of the system against its design specification, carried out by a competent examiner
- Occupational Hygiene Programme Review, which reviews the whole hygiene programme rather than a single system's daily performance
- A substance or task risk assessment, which determines whether extraction is the right control in the first place and at what performance level
- Anything outside KnowHealth, which belongs in the workspace that owns that process
Compliance mapping
Which ISO 45001 cl.8.1 requirements does this satisfy?
Extraction performance sits under the general duty to maintain control measures in an effective state, and this checklist is the evidence that the duty was being met on the days between the statutory examination.
| Clause | Requirement | Where it lands |
|---|---|---|
| ISO 45001 cl.8.1.1 | Operational controls established and maintained to achieve conformity with OH&S requirements | Indicators |
| ISO 45001 cl.8.1 | Engineering controls kept effective as part of the hierarchy of controls, rather than assumed effective | Visual and functional |
| ISO 45001 cl.9.1.1 | Monitoring and measurement of the performance of controls, at a frequency that allows timely correction | Outcome |
| ISO 45001 cl.7.4 | Communication of relevant OH&S information, including fault routes for a control that has failed | Use |
| ISO 45001 cl.10.2 | Nonconformity identified and corrective action initiated with an owner and a closure route | Outcome |
| ISO 45001 cl.7.5.3 | Documented information available at the point of use, including the linked statutory examination record | Related records |
What it does not cover
- Local Exhaust Ventilation Examination, the statutory thorough examination and test against design performance, carried out by a competent examiner at the set statutory interval.
- Occupational Hygiene Programme Review, which assesses whether the whole hygiene programme, not one system's daily reading, is functioning.
- The exposure or COSHH assessment that determined extraction was the required control and at what performance standard, which this check assumes rather than establishes.
- Corrective maintenance itself, which belongs in the linked work order once a defect has been raised here, not in this record.
- Respiratory protective equipment records, which cover the fallback control worn by the person, not the engineering control this checklist verifies.
Global
Ventilation Performance Check requirements by country
The duty to keep an extraction control effective is close to universal. What differs is whether a between-examination operator check is itself a named requirement or an inference from the duty to maintain.
HSE guidance (HSG258) under COSHH 2002 reg.9
User checks are recommended practice supporting the statutory duty to maintain control measures in an efficient state; they are not a separate statutory instrument.
A defect left unrecorded does not excuse a failure found at the next statutory examination; the check is expected evidence of an efficiently maintained system, not an optional extra.
OSH Act General Duty Clause; substance and process-specific ventilation standards
No general standard mandates a periodic operator ventilation check; the obligation runs through maintaining an engineering control that a specific standard already requires.
Where a substance-specific standard names ventilation as the control, evidence that it was routinely verified working is what closes the gap between the requirement and an inspector's finding.
ISO 45001 cl.8.1 and cl.9.1.1
Operational controls must be established, maintained and monitored, with the method left open to the organisation.
Certification auditors look for a defined check frequency, a documented indicator, and evidence the readings actually drive action rather than simply accumulating.
How to complete it
How to complete a ventilation performance check, step by step
The checklist is short by design, which means the four things that make it worth anything are judgement calls the form itself cannot force.
An operator who has ticked 'yes' on the same reading for months will start doing it from memory rather than the dial. The check should be positioned so the operator physically has to be at the hood to answer it.
A reading sitting inside the marked range but steadily drifting toward its edge over several checks is the earliest warning available, and it is invisible if each check is scored only against the range, never its own history.
A system switched off or routed around to keep production moving has had its control removed entirely, a different and more serious event than a degraded reading, and it should trigger the same response as a failed reading.
This record and the linked examination answer different questions at different levels of rigour, and treating clean daily checks as evidence the statutory examination can be deferred is the most consequential misuse of this template.
What auditors find
Most common ventilation performance check findings
Because the check is quick and frequent, the findings tend to be about whether it was actually observed rather than about technical adequacy.
| Finding | Clause | What fixes it |
|---|---|---|
| Reading recorded as within range with no acceptable range marked on the gauge. | ISO 45001 cl.8.1.1 | Mark the acceptable range on the gauge face before the check is relied on again. |
| Trend field completed without reference to any previous reading. | ISO 45001 cl.9.1.1 | Make the previous reading visible at the point the check is completed, not just stored afterward. |
| Operators cannot state the acceptable range when asked. | ISO 45001 cl.5.4 | Cover the range and what to do outside it in the same briefing that covers fault reporting. |
| System found bypassed, with the check otherwise recorded as passing. | ISO 45001 cl.8.1 | Score a bypass as an immediate stop condition, separate from a degraded reading. |
| Defect found and recorded with no work order raised or work not stopped. | ISO 45001 cl.10.2 | Require a work order reference wherever a defect is logged, and treat 'work stopped' as the default until cleared. |
| Check used as the basis for deferring the linked statutory examination. | Standard-specific | Keep the examination on its own statutory interval regardless of preceding clean daily checks. |
Case in point
Case in point: the check that always said yes
A finishing line ran an extraction hood with a static pressure gauge and a marked range, checked once per shift. For four months the reading was logged as within range every time. A worker raised an eye and skin irritation complaint, and an occupational hygienist found the gauge needle sitting at the very bottom edge of the marked band, the filter behind it visibly loaded and overdue for replacement.
The checks had not been falsified; they had been answered by habit. The reading had drifted steadily over four months, crossing from mid-range to the edge, and every shift logged it as 'yes, within range' because the needle was still, technically, inside the line. Nobody had been asked to compare today's reading with last week's, so the drift that mattered was the one thing the form never captured.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
6 sections
- Reference
- HLT-055
- Archetype
- Checklist
- Record ID
- VPC-2026-000
- Scoring
- Pass rate
- Direction
- High is good
- Singleton
- Yes
- Basis
- ISO 45001 cl.8.1
- Links
- Links LEV examination, Exposure control
- Tags
- Hygiene, Ventilation
- Sections
- 6
- Fields
- 48
- Follow up fields
- 3
- Repeating sections
- 0
- Links out
- 4
Header
10 fieldsCheck ID*
Auto sequence. Format VPC-2026-000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Completed By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
System Reference*
Check Frequency*
Checked By Role*
The Gauge Is The Operator's Only Clue
Nobody can see whether extraction is working. A simple gauge with a marked acceptable range is the difference between a control and a hope.
Indicators
6 fieldsGauge Fitted And Readable*
- Yes3 pts
- Partly1 pt
- No0 pts
Reading Within Marked Range*
- Yes3 pts
- Partly1 pt
- No0 pts
Acceptable Range Marked On The Gauge*
- Yes3 pts
- Partly1 pt
- No0 pts
Reading Recorded*
- Yes3 pts
- Partly1 pt
- No0 pts
Trend Compared With Previous*
- Yes3 pts
- Partly1 pt
- No0 pts
Alarm Fitted Where Needed*
- Yes3 pts
- Partly1 pt
- No0 pts
Visual and functional
6 fieldsFan Running*
- Yes3 pts
- No0 pts
Damper Positions Correct*
- Yes3 pts
- Partly1 pt
- No0 pts
Hood Undamaged And In Position*
- Yes3 pts
- Partly1 pt
- No0 pts
Visible Capture Confirmed*
- Yes2 pts
- No0 pts
- N/Aexcluded from denominator
No Obstruction Around The Hood*
- Yes3 pts
- Partly1 pt
- No0 pts
Filters Not Visibly Loaded*
- Yes3 pts
- Partly1 pt
- No0 pts
Use
6 fieldsSwitched On Before Work Starts*
- Yes3 pts
- Partly1 pt
- No0 pts
Operators Know The Acceptable Range*
- Yes3 pts
- Partly1 pt
- No0 pts
Fault Reporting Route Known*
- Yes3 pts
- Partly1 pt
- No0 pts
System Not Bypassed*
- Yes3 pts
- Partly1 pt
- No0 pts
Smoke Or Visual Test Done Where Required*
- Yes2 pts
- No0 pts
- N/Aexcluded from denominator
Work Stops If The System Fails*
- Yes3 pts
- Partly1 pt
- No0 pts
Related records
1 fieldLEV Examination ID
The statutory examination this daily check sits under.
Links to HLT-054 Examination ID
Outcome
19 fieldsSystem Working*
- Yes3 pts
- Marginal1 pt
- No0 pts
Defect Found*
- No3 pts
- Yes0 pts
Defect Detail
Work Stopped*
- Not required3 pts
- Yes2 pts
- No0 pts
Work Order ID
Links to MNT-002 Work Order ID
Next Check Due*
Items Assessed*
Excludes anything marked N/A.
Items Failed*
Score Percent*
Calculated on submission. High is good. N/A items leave the denominator.
Result Band*
- Pass3 pts
- Caution1 pt
- Fail0 pts
Completeness Percent*
How much of the template was actually answered. A high score on a half completed form is not a high score.
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Operator*
Signature*
Area Owner*
Second Signature*
HLT-055 · record IDs look like VPC-2026-000 · Links LEV examination, Exposure control
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The check itself takes seconds. What fails around it is the trend nobody compared, the defect that never reached a work order, and the statutory examination date that drifted while daily checks kept saying yes.
Holds the check against the linked LEV examination and exposure control records, and flags when a system's readings have been drifting toward the edge of range across several checks.
Turns a logged defect into a work order automatically, and closes the loop back to this record once the fault is fixed.
Confirms operators assigned to a system have been briefed on its acceptable range and fault reporting route before they are allowed to complete the check.
Watches the statutory examination due date against the run of daily checks, so a clean run never gets read as a reason to defer the examination.
This template lives in KnowHealth — employee wellbeing. Exposure monitoring, health surveillance, case management and return to work.
Meet KnowHealth→Glossary
Ventilation Performance Check definitions and key terms
- Extraction hood
- The captured-air inlet positioned at or near the point a contaminant is generated, designed to draw it away from the worker's breathing zone.
- Static pressure gauge
- An indicator, often a magnehelic or inclined-manometer type, that reads the pressure differential across a filter or duct as a proxy for airflow.
- Damper
- An adjustable plate within ductwork that balances airflow between branches; a damper moved out of its set position can starve a hood of extraction without the fan itself changing.
- Visible capture
- A qualitative confirmation, often using a smoke tube or visible dust plume, that a contaminant is being drawn into the hood rather than escaping into the room.
- Bypass
- Any arrangement, deliberate or accidental, that allows work to continue with the extraction system switched off, disconnected, or routed around.
FAQ
Frequently asked questions about ventilation performance check
How often should a ventilation performance check run?+
At whatever interval the design and the substance's hazard justify, commonly each shift or daily for higher-hazard processes and weekly for lower ones. The interval is set by the programme, and the header field records whichever applies rather than prescribing one.
Does a clean run of checks mean the statutory examination can wait?+
No. The check reads one indicator at operator level; the examination measures airflow against the design specification with instruments a competent examiner brings. Clean daily readings say the system probably ran as intended on those days, and nothing about whether design performance is still met.
What should happen when the gauge reads outside the marked range?+
The check should record the reading as a failure, a defect should be raised, and work should stop if the control the extraction provides cannot be replaced by another means in the meantime. A reading outside range with no follow-on action recorded is the finding an auditor will look for first.
Is visible capture a reliable check on its own?+
No. It confirms that something is happening in the direction intended at the moment of observation, using a contaminant or smoke source that may not behave like the actual process contaminant. It supports the gauge reading; it does not substitute for it.
Who should complete the check?+
The operator running the process, because they are present at the hood on every cycle and are the person best placed to notice a change. A check completed remotely from a log rather than at the hood defeats its purpose.
What if a system has no gauge fitted?+
Then the check cannot be meaningfully completed, and fitting a gauge with a marked range should be treated as an outstanding defect in its own right rather than worked around by relying on visible capture alone.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Respiratory Protection
Respirator Fit Test Record
Records a fit test proving a respirator seals correctly on a specific worker
Respirator Medical Clearance
Confirms a worker is medically able to wear a respirator before fit testing
Respiratory Protection Program Plan
Sets out how respirators are selected, issued, maintained, stored and replaced
Respirator Inspection Record
Records inspection of respirators for damage, cartridge date and cleanliness
Local Exhaust Ventilation Examination
Records the statutory thorough examination and test of extraction systems, with airflow measurements against design
Safety Data Sheet Review
Checks each safety data sheet is current, complete and available to the people who use the product
More in Occupational Hygiene
Local Exhaust Ventilation Examination
Records the statutory thorough examination and test of extraction systems, with airflow measurements against design
Occupational Hygiene Programme Review
Reviews the whole hygiene programme, covering exposure groups, monitoring coverage, control performance and surveillance links
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- ISO 45001:2018 clauses 8.1, 9.1.1 and 10.2
- HSE HSG258, Controlling airborne contaminants at work
- COSHH 2002, regulation 9, maintenance of control measures (GB)
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.