Contractor OHS Management

Procedure
1.

Purpose:

The purpose of this procedure is to outline the Occupational Health and Safety (OHS) requirements
in Department of Education and Training (DET) schools; for the selection, management and
monitoring of contractors.
2.

Scope:

This procedure applies to all DET schools.

3.

Procedure:

Contractor OHS management within this procedure applies to:

School managed contractors for maintenance, repair works, or service provision.

DET engaged contractors for capital and project managed works.

3.1 Services requiring a contractor

Where works or services are identified that cannot be completed by a DET employee, a contractor
may be engaged. Examples include:

air conditioning maintenance

plumbing and electrical repairs

painting

roof plumbing

window cleaning and repairs

pest control

cooking demonstrations

music lessons

physical education coaching

workshops and incursions.

3.2

Contractor approval
.2.1

Approval of DET engaged contractors

The relevant DET department is responsible for approving DET engaged contractors; for
capital and project managed works.
.2.2

Approval of school engaged contractors

The Workplace Manager and/or Management OHS Nominee are to approve schoolengaged contractors by verifying the following details, prior to the commencement of works:

workers compensation and public liability insurance (DETs stipulated minimum cover
for public liability is $10 million. For further information, see Insurance Arrangements
Guidelines for Schools)
Working with Children Check (where applicable)
provide a specific Safe Work Method Statements (SWMS) that is relevant to the work
being undertaken (where applicable)

Central Office Use Only

No. DET ESWB 24-1-4

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

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Contractor OHS Management

Procedure

.2.3

complete a Confined Space Entry Permit in consultation with the Workplace

Manager, if working in a confined space.
Record approved school engaged contractors

The Workplace Manager and/or Management OHS Nominee are to record approved
contractors in the Contractor Register or equivalent template. The equivalent template must
include the following information:
Company name
Individual Contractor name
Services provided
Address
Telephone number
Email address
Licence details (e.g. electrician licence number)
Public Liability Insurance expiry date
Workers Compensation Insurance expiry date (not required for sole traders)
Induction date
Completion of SWMS.
3.3

Contractor OHS Induction

The Workplace Manager and/or Management OHS Nominee and/or Facilities Manager are to
induct all school and DET engaged contractors and sub-contractors, using the Contractor OHS
Induction Checklist, or equivalent template.
Contractor inductions are valid for 12 months, except where the provision of a SWMS is
mandated for high risk work. In this instance, the contractor must be re-inducted (see
section 3.5 of this procedure).
If an equivalent template to the Contractor OHS Induction Checklist is utilised, it must include the
following details:

OHS policies, procedures and requirements

emergency procedures
asbestos management processes
hazardous substance and/or dangerous goods management processes
hazard and incident reporting
first aid and infection control procedures
Personal Protective Equipment (PPE)
security and access
contractor behaviour/conduct while on site

The Contractor OHS Induction Handbook can be used to assist in providing guidance on school
specific and DET OHS requirements to contractors.
3.4 Sign in / sign out
The Workplace Manager and/or Management Nominee are to inform all contractors, prior to the
commencement of any works or services, to report to the general office upon arrival at the school.
This requirement is indicated on signage located at all entrances to the school. Contractors must

Central Office Use Only

No. DET ESWB 24-1-4

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

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Contractor OHS Management

Procedure
sign in/out and a visitors pass is to be issued and worn at all times while remaining on DET
premises.
3.5

Provision of Safe Work Method Statements for high risk work

.5.1

DET engaged contractors

The relevant DET department is responsible for obtaining and reviewing the supplied SWMS
and providing a copy to the DET school, prior to the commencement of works.
.5.2
School engaged contractors
The Workplace Manager and/or Management OHS Nominee are to ensure that a contractor
supplies a Safe Work Method Statements (SWMS) or equivalent template, prior to the
commencement of works, based on the level of risk or as mandated by DET for the following
high risk work:

confined space entry

demolition works

hazardous manual handling

hot works (e.g. welding)

powered mobile plant ( e.g. forklift)

removal or disturbance of asbestos

temporary supports for structural alterations

tilt-up or precast concrete.

trenches or shafts deeper than one and half metres

use of explosives

use of Hazardous Substances and Dangerous Goods

working at height (two metres or more)

works in tunnels

Work that is in, on or near:

o

artificial temperature extremes (e.g. work in an operating cool room or freezer)

chemical, fuel or refrigerant lines

contaminated or flammable atmospheres

electrical installations or services

pressurised gas distribution mains or piping

roads

telecommunications towers

water/liquids that pose a drowning risk

If the proposed work requires a SWMS, the works cannot proceed until the Workplace
Manager and/or Management OHS Nominee has reviewed and signed the SWMS, to verify
it has been sighted. A new SWMS will be required if scope of works change.
The Workplace Manager is to retain a copy of the completed SWMS.

Central Office Use Only

No. DET ESWB 24-1-4

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

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Contractor OHS Management

Procedure
The Contractor Hazard Identification and Control Guide can be used to aid in assessing the
quality of a SWMS submitted as part of a contractor approval process.
3.6 Confined Space Entry Permit
The Workplace Manager and/or Management OHS Nominee and contractor are to complete, sign
and prominently display the Confined Space Entry Permit, authorising entry and completion of
works conducted in the confined space.
The Workplace Manager and/or Management OHS Nominee are to retain the original copy of the
Confined Space Entry Permit.
For further information, see the Confined Space Procedure.
3.7

Supervision of contractors
.7.2
School engaged contractors
The Workplace Manager and/or Management OHS Nominee are to retain a general
supervisory power over general work undertaken by a contractor.

3.8 Working with Children Checks

A Working with Children Check (WWC) is not mandatory for all contractors working at DET schools.
A WWC may be required based on the nature of the work, and the type of contact the contractor will
have with children. A WWC Check may be required if the contracted work is child related, and
involves, or is likely to involve, regular and direct contact with a child; where the contact is not
directly supervised by another employee (e.g. music lessons, cooking demonstrations or sports
coaching).
Further information relating to the Working with Children Check; see the Department of Justice
website.
3.9

Contractor OHS non-conformance

.9.1

DET engaged contractors

The Workplace Manager can cease works, if a DET engaged contractor fails to comply with
OHS requirements and/or is working in an unsafe manner. In this instance, the Workplace
Manager is to contact the relevant DET department, who will work to rectify the nonconformance with the contractor in consultation with the Workplace Manager.
.9.2 School engaged contractors
The Workplace Manager can cease works and/or terminate the engagement of the contractor,
if a school engaged contractor fails to comply with OHS requirements and/or is working in an
unsafe manner. The Workplace Manager can also issue the contractor with Contractor OHS
Non-conformance Report, if deemed required.
3.10 Consultation and communication
The Workplace Manager and/or Management OHS Nominee are to inform their employees,
students, parents and visitors about any risks, or any special arrangements that are put in place,
during works.

Central Office Use Only

No. DET ESWB 24-1-4

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

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Contractor OHS Management

Procedure
3.11 Incident reporting
The Workplace Manager and/or Management OHS Nominee are to ensure all incidents involving
contractors are reported on eduSafe and investigated as outlined in the Incident Investigation
Procedure.
4.

Defined terms

All terms defined by the DET are hyperlinked to the Defined Terms website, located on the DET
Defined Health, Safety Terms website. Defined roles will appear in bold.
5.

Related references:

Occupational Health and Safety Act 2004

Occupational Health and Safety Regulations 2007
Working with Children Act 2005
Working with Children Regulations 2006
Victorian WorkCover Authority Information on Engaging Contractors May 2005
School Infrastructure Principal Design Consultants and Project Managers Site
School Policy and Advisory Guide - Legal responsibilities of schools with regard to contractors
6.
Related documentation:
Confined Space Procedure
Contractor Hazard Identification and Control Guide
Contractor Non Conformance Report
Contractor OHS Induction Checklist
Contractor OHS Induction Handbook
Contractor OHS Management Procedure
Contractor Register
Incident Investigation Procedure
OHS Consultation and Communication Procedure
Confined Space Entry Permit
Safe Work Method Statement

7.

Version control

Version

Section
Amended

Amendment

Date
Created

Author

All

Updated to include SWMS

July 2011

EHU

All

Two yearly review as per OHSMS

requirements.

July 2013

ESWB

January

Marsh

Change to header to as per

requirements in AS/NZS 4801:2001.
Addition of Working with Childrens
Check
4

All

Central Office Use Only

No. DET ESWB 24-1-4

Addition of SWMS section.

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

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Contractor OHS Management

Procedure
Review of general content.

2014

Removal of definitions section

replaced with links to a definitions
website.

February
2016

ESWB

Removal of Responsibilities section,

with content incorporated into
relevant sections of the procedure.
Addition of example services a
contractor could provide
Addition of capital and project
managed works OHS requirements.
Clarification for the approval of
contractors process.
Change to the requirement for the
completion of contractor inductions.
Change to the requirement to use the
Contractor Register. DET schools
can now use an alternate template if
it meets the requirement to use the
register.
Addition of DET mandate list for
works requiring the completion of a
SWMS.
Change to the requirements for
Permit to Work completion
Addition of section 4.8 Consultative
Arrangements
Addition of section 4.9 Shared
Facilities
Change to the requirement to use the
Contractor Non-Conformance Report.

Central Office Use Only

No. DET ESWB 24-1-4

Issue Date: August 2015

Last Reviewed: February 2016

Next Reviewed Date: February 2018

Authorised by: Manager, ESWB

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

Page 6 of 6