Contractor Management Procedure

Contractor Management Procedure
1 Purpose
To ensure that all contractors meet the requirements of contractor management at the
University.
2 Scope
This Procedure applies to all Employees and contractors.
3 Procedure Overview
Work Health and Safety Legislation in Queensland requires employers to provide for the health
and safety of their Employees.
This responsibility is extended not only to an employer's own workers, but to other persons who
may be required to work on the employer's premises or to persons who carry out work under the
direction of a Principal Contractor.
These people are often engaged in activities which expose them to high levels of risk. The
University of Southern Queensland places a high priority on ensuring that these risks are
minimised when contractors and subcontractors are engaged, by setting and maintaining high
health and safety standards and placing a requirement on the contractor to abide by these
standards.
This document establishes workplace health and safety guidelines which managers and
Supervisors must follow when engaging contractors and subcontractors.
4 Procedures
4.1 Risk Management
Risk Management is integral to all activities at the University and must be completed prior to any
work commencing. There are various tools available including the Project Zero Contractor Quick
Risk Assessment. This sheet is only to be used for minor works or for vendors or stall operators
and must be escalated to a full Risk Management Plan if the resultant risks are moderate or
higher.
4.2 Categories
Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University. A hard copy of this
electronic document is uncontrolled and may not be current as the University regularly reviews and updates its Policies and Policy Instruments.
The latest controlled version can be found in the University’s Policy and Procedure Library.
There are numerous circumstances in which contractors and subcontractors are engaged in the
University's operations due to the diversity of University activities.
Five basic categories cover most contracting situations at the University and the category type
determines the manner of induction, identification and registration required.
Quick Reference Guide to Contractor Categories

Category 1 Category 2 Category 3 Category 4 Category 5
Description Light Deliveries Heavy Deliveries Consultants and Minor Works Major Works
Contract Workers
Common applications Mail, couriers, small Usually involves Labour-hire, long term Building maintenance, Construction Works
suppliers handling equipment (annual or period) cleaning, repairs, over $80,000 and P
such as forklifts, contracts for cleaning various trade or rincipal Contractor
cranes or multi and maintenance, technical work and appointed. New
person lifts security personnel, minor modifications buildings, major
auditors, volunteers, grounds works, major
gardeners, visiting modifications.
lecturers, work
experience personnel,
vendors and stall
operators
Induction Nil Nil Staff Online Safety UniSQ Contractor As required by the P
Induction or Safety Induction rincipal Contractor
equivalent. Vendors delivered online, self- but must also
and stall operators briefed using the complete the UniSQ
are to use the UniSQ Contractor Contractor Safety
Contractor Safety Handbook or Induction if access to
Induction or presented by an the work site is
equivalent appropriate UniSQ through other
staff member.
Regardless of the University public
method used a record areas
of the induction must
be kept by the
Contract Liaison O
fficer
Identification Uniform and/or Uniform and/or Nil or annual or period Must wear either Must wear company
company ID company ID pass if issued UniSQ authorised ID or be readily
contractor registration identifiable when
certificate (issued outside the
daily) or a UniSQ construction area
contractor
identification pass
issued annually by
Facilities
Management
Registration Nil (unless entering Nil (unless entering Nil (unless required All minor works As required by the P
hazardous or hazardous or by work area) contractors (other rincipal Contractor
controlled area) controlled area) than those with
annual/period
passes/IDs) must
register on a daily
basis at the Campus
Safety and Security
Office.
4.2.1 Category 1 - Light deliveries
Light deliveries are typified by couriers, mail and small amounts of supplies that are generally
able to be handled by one person without using power equipment or trolley jacks etc.
Typically, the risks are generally 'quite low' for light delivery activities and given the variable
frequency and timing of arrival, it is not cost effective or workable in many cases to insist on full
safety inductions for these people.
Requirements:
Induction - Nil
Identification - Uniform and/or company ID
Registration - Nil (unless entering hazardous or controlled areas).
Key controls:
clear signage e.g. 'All deliveries and couriers must report to reception...'
limited entry points, to extent possible
clear travel route to approved delivery point e.g. colour coded path or map
if there is a need to proceed past reception unattended, issue short relevant instructions
e.g. site safety rules card or specific route to take and key 'do's and don'ts' for delivery
activities
schedule periodic monitoring of delivery activities.
4.2.2 Category 2 - Heavy deliveries

Heavy deliveries are different from light deliveries as they often involve cranes, forklifts or other
equipment to load or unload trucks.
Drivers normally spend less than one hour on site and the process can involve different
personnel on any particular visit, making it difficult to conduct personal safety inductions for
each visit.
Requirements:
Induction - Nil
Identification - Uniform and/or company ID
Registration - Nil (unless entering hazardous or controlled areas)
Key controls:
site safety rules for truck drivers
issuing rules for truck drivers to trucking companies and request all drivers be briefed on
rules
display rules at each entry point e.g. large sign
prominently display rules at each truck loading or unloading area
ensure system for appropriate level of supervision for delivery activities.
4.2.3 Category 3 - Consultants and contract workers

Consultants and contract workers can include labour-hire, security personnel, auditors,
volunteers, gardeners, visiting lecturers and work experience personnel. Workers in this
category may be short or long term and in white or blue collar areas. This category particularly
addresses the requirements of vendors and stall operators for University events such as Open
Day, and any other vendors operating on University grounds.
Consultants and contract workers are deemed Employees for safety purposes and are subject
to the same safety induction, training and supervision as for full-time Employees.
Requirements:
Induction - Staff Online Safety Induction or equivalent. Vendors and stall operators are
to use the Contractor Safety Induction or equivalent.
Identification - Nil or as required by work area (e.g. Security)
Registration - Nil (unless required by work area).
4.2.4 Category 4 - minor works

Minor works may include building maintenance, cleaning, repairs, various trade or technical
work and minor modifications.
Many of these activities are conducted in close proximity to Employee work areas and Student
or public areas.
Requirements:
Induction - UniSQ Contractor Safety Induction delivered online, self-briefed using the
UniSQ Contractor Handbook or presented by an appropriate University Employee.
Regardless of the method used a record of the induction must be kept by the Contract
Liaison Officer.
Identification - Must wear either a UniSQ authorised contractor registration certificate

(issued daily) or a UniSQ contractor identification pass issued annually by Facilities
Management.
Note: If the contractor will be involved in 'Construction Work' as defined by the

Work Health and Safety Act 2011 (Qld), each individual must produce a
Construction Industry Blue Card prior to issue of a UniSQ ID card or registration.
Registration - All minor works contractors (other than those with annual passes/IDs)
must register on a daily basis. On Toowoomba campus this is done using the Visitor
Registration System (VRS) in the Security Office or Facilities Management in building
O3. All other sites are to use the paper-based UniSQ Contractor Sign-in Register. Sign-
in registers are available at:
Security
Facilities Management
Ipswich
Springfield
Queensland College of Wine Tourism.
Key controls:
maintenance of an 'approved contractors' list
pre-qualification to be on 'approved' list
allocation of clear responsibilities
signage e.g. 'All contractors prior to commencement of work'
safety inductions for every individual worker
periodic licence and certification checks
permit to work system, including authority to commence work for hot works, work at
heights, confined spaces etc.
Work Method Statements for high risk work
supervision, as appropriate for circumstances
exit briefing.
Other considerations for minor works maintenance contracts:
Written Contract. A long term contractor's contract must include more than a directive to
work safely. It should detail all the requirements of compliance with the University's
Workplace Health and Safety program.
Induction. A long term contractor must be given a full site specific induction training
program as for a University Employee.
Routine Health Surveillance. There are situations where the health of a contractor could
have an impact on others, e.g. drivers of goods vehicles or where the contractor could
be exposed to potential hazards on campus, such as noise or dust. When this is the
case, these people must be included when routine health surveillance is arranged such
as hearing tests, chest surveys and driver's medicals.
Workplace Health and Safety Committee. It is important that contractor's input and
involvement with health and safety issues is sought and they should therefore be
represented on local Workplace Health and Safety committees.
Standard Working Procedures. As well as ensuring that long term contractors are
conversant with all relevant standard work Procedures, it is important that their input is
sought when Procedures that relate to their work have to be developed. Particular
emphasis must be given to lockout and tagout Procedures.
Emergency Procedures. Long term contractors must be fully conversant with the
University's emergency Procedures and must be involved in practice drills.
Personal Protective Equipment. All contractors are required to wear the recommended
personal protective equipment where relevant.
Incidents, Injuries and Property Damage. As well as the necessity to report incidents,
injuries and property damage, such incidents involving contractors must be the subject
of a full investigation. Causes of the incident or injury should be discussed and remedial
action to prevent a recurrence determined. The incident must also be included for
discussion in the Workplace Health and Safety committee agenda. Investigations will be
conducted by the contractor, the University project manager/Supervisor and the
University Safety team.
University Workplace Health and Safety. The service provided by the University Safety
team (and other services) is extended to all aspects of contractor health and safety.
4.2.5 Category 5 - Major works (where the Principal Contractor is other than the
University)
Major works are usually typified by new building constructions which are fenced off and access
controlled by a Principal Contractor but can also include refurbishments, installation of major
items of plant and facility extensions.
Requirements:
Induction - As required by the Principal Contractor but must also complete the UniSQ
Contractor Safety Induction if access to the work site is through other University public
areas. The UniSQ Contractor Safety Induction can be delivered online, self-briefed using
the UniSQ Contractor Handbook or presented by an appropriate University staff
member. Regardless of the method used a record of the induction must be kept by the
Contract Liaison Officer.
Identification - Must wear company ID or be readily identifiable when outside the

construction area.
Registration - As required by the Principal Contractor.
Key controls:
contract specifications include OHS standards
OHS evaluated as part of tender process
selection based on capacity and willingness to comply with OHS requirements
planning and consultation Procedures
Safety Plan for the project
project KPIs and monitoring and reporting processes
documented roles and responsibilities, including shared areas
communication processes e.g. Incidents or faults
risk assessment of all phases of project, including pre-project
periodic audit system to ensure compliance.
4.2.6 Further requirements for Category 4 and Category 5 contractors

Regardless of the situation, the following Procedures must be followed when engaging a
Category 4 or 5 contractor or subcontractor:
Contractor Safety Record - Contractors must provide details of their safety record as
well as their technical and commercial ability, for consideration when their suitability for
the work is assessed.
Documented Safety Requirements - The written contract, even if this is only a letter of
engagement to carry out the specific task, must include a reference to the University's
requirements for adherence to specific safety standards.
Insurances, Licences, Registrations and Certificates - The University project manager or

Supervisor must ensure that contractor's or subcontractor's Employees possess the
insurances, licences, registrations and certificates required by Federal, State or local
legislation.
Pre-Work Campus Safety Induction - Before work is commenced on any University

property, all persons who will be working at the University must complete the induction
training program. The easiest way to do this is for the individuals to complete the UniSQ
Online Contractor Induction presentation.
Standard Induction - A standard induction is available for those contractors who are
unable to complete the Online Contractor Induction. The Contract Liaison Officer should
present this induction or organise assistance from the University Safety team. The
Contract Liaison Officer should also inform the contractor that this induction will take
approximately one hour.
Site Induction Handbook - A Site Induction Handbook with a record of induction training
is available from Facilities Management, the University Safety team and online. This
handbook should be used in conjunction with a verbal brief and the record of training
kept by the Contract Liaison Officer (CLO).
Standard Work Procedures - Where applicable, copies of the University's written

standard work Procedures must be given to the contractors. Particular attention must be
paid to lockout or tagout Procedures. Where relevant, copies of the contractor's written
standard work Procedures must be provided, particularly if the work to be carried out is
unusual for that site, e.g. roof repairs.
Supervision - The University project manager must arrange for the work of the contractor
or subcontractor to be monitored and supervised to ensure their compliance with
standard work Procedures, maintenance of tools or equipment and observance of good
housekeeping. The person hiring a contractor will usually be held accountable for all
actions of the contractor including accidents.
Feedback - If the contractor or subcontractor is not working to expected health and

safety standards, the manager or Supervisor must discuss the deficiencies with the
persons concerned and work with the contractor to resolve the problems.
Reporting Incidents, Injuries and Property Damage - Contractors, subcontractors, or

tradespersons must be advised that all incidents, injuries or damage to property must be
reported to the relevant person on site, e.g. manager or Supervisor and the University
Safety team.
Emergency Procedures - Campus specific emergency Procedures must be explained

and contractors or subcontractors will be required to take part in practice drills should
they occur when the contractor or subcontractor is on campus. This can be undertaken
during the safety induction training given by the University Safety team.
Environmental Protection - the University's environmental requirements must be clearly

outlined and the contractor or subcontractor must understand that strict adherence to
these standards is required. This applies to noise, dust, gas or fume emissions, spillages
and preservation of the local ecology.
Property Security - Contractors, subcontractors or tradespersons must be made aware

that they will be responsible for the security of their own property while on campus.
4.3 Considerations when requesting tenders for major projects

When tenders are called for major projects such as new plant construction or equipment
installation, it is essential that health and safety management forms an integral part of the
contract. The following areas should be considered in addition to the above requirements:
The Tender. The call for tender must include a request for a copy of the prospective
contractor's health and safety management plan covering both their own Employees and
all subcontractors and a history of their injury experience for the past five years.
Choice of Contractor. The final choice of contractor should be based not only on their
technical and commercial competence, but wherever possible on such issues as:
a good record of health and safety performance
active program for the management of subcontractors which the contractor may
employ
demonstration of a Work Health and Safety management plan
well controlled worker's compensation costs
compliance with legislation
demonstration of the contractor's senior management commitment to the health

and safety program.
Appendix B is a list of items which must be addressed in assessing contractors'

safety programs. Safety must be considered to be an aspect of quality
management and have similar weighting with scheduling and costs. For
significant contracts, managers should visit the contractor's facilities to observe
how the business is being operated and to question senior management on their
role and attitude to safety among other topics.
The Contract. The written contract must contain details of the safety requirements
applicable to the job in question. These details must have been agreed by all parties
before the contract was awarded and must include an outline of how the safety plan will
be administered. This will ensure that adherence to good safety practice is managed in
the same way as time and quality.
The objectives of the safety clauses in the contract are to:
clarify responsibilities
ensure compliance with regulations
minimise incidents and injuries to Employees and subcontractors and damage to

property
ensure proper induction of Employees and subcontractors
ensure incidents and hazards are properly investigated
ensure plant and equipment is maintained in good condition.
Appendix C is a sample of a checklist developed for assessing a prospective

contractor's Workplace Health and Safety program.
Ongoing Management of Safety Performance. There must be an agreed Procedure for

ongoing management of the workplace health and safety aspects of the project which
should include some or all of the following points:
University management must assign responsibility for co-ordination of this

activity to one of its key people involved in the project.
Regular liaison must take place between nominated project co-ordinators to

review health and safety issues.
A site Workplace Health and Safety committee may be established, where
relevant, with representatives from the University and the contractors.
All incidents, injuries and property damage must be investigated jointly and
remedial actions developed.
Regular safety inspections must take place with involvement of representatives

from relevant parties.
As well as Employee induction training, the need for ongoing Work Health and
Safety training should be reviewed on a regular basis and implemented when
required.
5 References
Nil.
6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the
table below.
7 Procedure Information
Accountable Officer Executive Director (Facilities Management)
Responsible Officer Executive Director (Facilities Management)
Policy Type University Procedure
Policy Suite Work Health and Safety Policy
Subordinate
Schedules
Approved Date 7/6/2021
Effective Date 7/6/2021
Review Date 3/4/2024
Relevant Legislation Work Health and Safety Act 2011 (Qld)
Work Health and Safety Regulation 2011 (Qld)
Policy Exceptions Policy Exceptions Register
Related Policies
Related Procedures Incident and Hazard Reporting and Investigation Procedure
Smoke-Free Procedure
Related forms, Safety induction training

publications and
websites
Definitions Terms defined in the Definitions Dictionary
Employee
A person employed by the University and whose conditions of

employment are covered by the Enterprise Agreement and includes
persons employed on a continuing, fixed term or casual basis.
Employees also include senior Employees whose conditions of
employment are covered by a written agreement or contract with the
University.
University
The term 'University' or 'UniSQ' means the University of Southern

Queensland.
Definitions that relate to this procedure only
Contract Liaison Officer (CLO)
The CLO is an Employee of the University who has been delegated

the role of supervising the contractor or consultant. The CLO must
ensure the contractor complies with all aspects of the University WHS
Procedures.
Contractor Sign-in Register
The Contractor Sign-in Register is a book of carbon copy tear out

sheets to be issued as ID tags for contractors as described in
Category 3 below. The registers are located in Facilities Management,
Security, University Safety team, Faculty of Health, Engineering and
Sciences and ICT Services. Registrations are for one day only and the
tags must be returned to the place of issue at the end of the shift.
Tags will not be issued without evidence of completion of an approved
Safety Induction Training Activity.
Construction Work
For a full definition see the Workplace Health and Safety Fact Sheet
or contact the University Safety team. Construction Work includes
repair but not maintenance. Construction Work is:
1. work to erect, construct, extend, alter, convert, fit-out,

commission, renovate, repair, refurbish, disassemble or
decommission a structure, or part of a structure; or
2. work connected with site preparation, excavation and

landscaping for work mentioned in paragraph(1); or
3. the assembly or installation of prefabricated components to

form a structure, or part of a structure, for work mentioned in
paragraph (1); or
4. the disassembly of prefabricated components for work

mentioned in paragraph (1) that, immediately before the
disassembly, formed a structure or part or a structure; or
5. a prescribed activity that is asbestos removal work or

demolition work.
General Safety Induction Card (Construction Industry Blue Card).
This card is generally referred to as "Blue Card" and is issued

following successful completion of a course of instruction in General
Safety Induction (Construction Industry). Possession of this
qualification and card is compulsory for access to a worksite where
Construction Work is being performed.
Principal Contractor
The Principal Contractor is the person who is in control of

Construction Works where the final price of the construction has an
estimated value of more than $80,000. Principal Contractors have
specific obligations in the WHS Act.
Supervisor
Any person responsible for leading the activities of others. In the

context of this Procedure, a Supervisor includes Employees at any
classification level or title who have responsibilities for leading,
managing or supervising work teams and/or individual Employees.
Keywords Contractor management, risk management, contractor safety

assessment
Record No 13/287PL
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Quick Reference Guide to Contractor Categories

Identification - Uniform and/or company ID

Registration - Nil (unless entering hazardous or controlled areas).

limited entry points, to extent possible

schedule periodic monitoring of delivery activities.

4.2.2 Category 2 - Heavy deliveries

Registration - Nil (unless entering hazardous or controlled areas)

site safety rules for truck drivers

display rules at each entry point e.g. large sign

prominently display rules at each truck loading or unloading area

ensure system for appropriate level of supervision for delivery activities.

4.2.3 Category 3 - Consultants and contract workers

Identification - Nil or as required by work area (e.g. Security)

Registration - Nil (unless required by work area).

4.2.4 Category 4 - minor works

Identification - Must wear either a UniSQ authorised contractor registration certificate

Note: If the contractor will be involved in 'Construction Work' as defined by the

Queensland College of Wine Tourism.

maintenance of an 'approved contractors' list

pre-qualification to be on 'approved' list

allocation of clear responsibilities

signage e.g. 'All contractors prior to commencement of work'

safety inductions for every individual worker

Work Method Statements for high risk work

supervision, as appropriate for circumstances

Other considerations for minor works maintenance contracts:

Identification - Must wear company ID or be readily identifiable when outside the

Registration - As required by the Principal Contractor.

contract specifications include OHS standards

OHS evaluated as part of tender process

selection based on capacity and willingness to comply with OHS requirements

planning and consultation Procedures

Safety Plan for the project

project KPIs and monitoring and reporting processes

documented roles and responsibilities, including shared areas

communication processes e.g. Incidents or faults

periodic audit system to ensure compliance.

4.2.6 Further requirements for Category 4 and Category 5 contractors

Insurances, Licences, Registrations and Certificates - The University project manager or

Pre-Work Campus Safety Induction - Before work is commenced on any University

Standard Work Procedures - Where applicable, copies of the University's written

Feedback - If the contractor or subcontractor is not working to expected health and

Reporting Incidents, Injuries and Property Damage - Contractors, subcontractors, or

Emergency Procedures - Campus specific emergency Procedures must be explained

Environmental Protection - the University's environmental requirements must be clearly

Property Security - Contractors, subcontractors or tradespersons must be made aware

4.3 Considerations when requesting tenders for major projects

a good record of health and safety performance

demonstration of a Work Health and Safety management plan

compliance with legislation

demonstration of the contractor's senior management commitment to the health

Appendix B is a list of items which must be addressed in assessing contractors'

The objectives of the safety clauses in the contract are to:

ensure compliance with regulations

minimise incidents and injuries to Employees and subcontractors and damage to

ensure proper induction of Employees and subcontractors

ensure incidents and hazards are properly investigated

ensure plant and equipment is maintained in good condition.

Appendix C is a sample of a checklist developed for assessing a prospective