Why AED Maintenance Is a Program, Not a Task
An automated external defibrillator is only useful in a cardiac emergency if it is functional, accessible, and operated by someone who knows how to use it. Each of those conditions requires ongoing attention. Schools that purchase AEDs and then treat them as installed infrastructure, expecting them to remain ready without active management, regularly discover gaps at the worst possible time. Treating AED readiness as a program with assigned responsibilities, regular schedules, and documented records produces a meaningfully more reliable outcome.
The program does not need to be complex. What it needs is clarity: who is responsible for each device, how often it is checked, what the checklist covers, and where the records are kept. Assigning this responsibility to a specific staff member by role rather than by name ensures continuity when personnel change. Facilities directors, school nurses, and athletic trainers are commonly assigned this role, and any of them can manage it effectively with appropriate guidance.
Inspection and Maintenance Schedule
At a minimum, AEDs should be visually inspected monthly. A monthly inspection takes less than five minutes per device and covers the status indicator light, battery charge level, pad expiration dates, and the physical condition of the cabinet or wall mount. Many devices have a visual indicator that shows green when the unit is ready for use. A unit displaying any other status should be addressed before it is returned to service.
Beyond monthly visual checks, a more thorough annual inspection is recommended. Annual inspection includes verifying that pads and batteries are within their service life, testing that the device powers on and initiates its self-test sequence, confirming that the carrying case or storage cabinet is clean and undamaged, and updating documentation with the results. Some manufacturers offer service contracts that include periodic maintenance by a certified technician, which can be a reasonable option for districts managing a large number of devices.
Pad and battery replacement schedules should be tracked proactively. Waiting until a pad or battery expires before ordering a replacement creates unnecessary gaps in readiness. Setting a calendar reminder six months before each component's expiration date gives procurement time to process a replacement order without urgency.
Placement and Accessibility
AED placement should account for response time. The generally accepted standard for cardiac arrest response is that an AED should be retrievable and in use within three to five minutes of collapse. On a large campus, this may require multiple devices positioned in different zones rather than a single unit in the main office. Athletic facilities, gymnasiums, cafeterias, and outdoor athletic fields are high-priority locations given the activity levels and the distance from central campus buildings.
Signage matters. Staff and community members who are not familiar with the campus should be able to locate an AED quickly under stress. Clear, consistent signage at eye level near each device and directional signage from key campus areas reduces the time spent locating the device when every second counts. Review signage as part of your annual inspection to confirm it remains visible and has not been obscured by bulletin boards, furniture, or other materials placed nearby.
Staff Training and Documentation
AED training should be paired with CPR training and offered to a sufficient number of staff that a trained responder is available during all hours of campus operation. This includes before-school and after-school periods when athletic activities occur and when staffing levels may be lower than during the regular school day. Tracking training completion by staff member and maintaining records of training dates and certifying organizations is both a good practice and often a legal or insurance requirement.
Refresher training every two years is the standard recommended by the American Heart Association, though annual refreshers produce better skill retention. Consider incorporating a brief AED location review and simulated response walkthrough into new staff orientation so that all employees know where devices are located before they ever need them. Documentation of your full maintenance program, including inspection records, training logs, and equipment service histories, should be retained according to your district's record retention policy and made available for review by your district's risk management and legal teams.