CONTRACTOR’ COMMENCEMENTPACK’ - University of Canberra · The University of Canberra (UC) is...

CONTRACTOR COMMENCEMENT PACK

Contents 1. UC Contractor Induction Checklist 2. UC Contractor Induction 3. Contractor Safety Guidelines 4. Contractor WHS Performance Report 5. SWMS Review Checklist

1. Contractor Induction Checklist

DOC-3010 UC Contractor Induction Checklist.doc Page 1 of 3 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

Introduction

Managing Occupational Health and Safety (OHS) Risks is an important component

of contractor management at UC. The University has a broad array of OHS risks due

to the variety of work that occurs across campus. Hazard types and workplace

settings vary greatly and include: construction work, laboratories, workshops,

hazardous chemical handling, radiation usage and infrastructure upgrades.

The University of Canberra (UC) is committed to:

• The health and Safety of all, (including: staff, students, contractors and visitors). UC

subscribes to the principle of “Zero Harm” and expects all work to be performed with

Safety as the first priority.

• Striving for environmental sustainability by managing all works in a manner that

ensures risks to the environment are mitigated prior to any work commencing.

• Complying with the Work Health and Safety Act and Regulations 2011, and all

other relevant legislation, regulations, codes of practice and national standards.

This checklist will assist UC Project Officers in ensuring contractual objectives are

met. Conceptually this process is repeated and documented for each new project. A

Project kick off meeting is appropriate in the first instance, between Project Officer

and Contractor.

Prior to work commencing onsite the Project Officer is to ensure the following

documents are provided to the Contractor and the following has been completed

Document Name Doc # Required Actions Responsibility of: Complete

Agreed contract Signed Contractor & UC Project Officer

Contractor Induction Checklist

(This document)

Read and complete UC Project Officer

UC Contractor Induction WHS-180.2 All persons to read and sign acknowledgment at the back of this manual prior to performing any work onsite. A copy of all signatures is to be sent to UC Project Officer.

Contractor

Contractor Safety Guidelines WHS-179.2 Read Contractor

Contractor WHS Performance Report

WHS-183.2 Completed Monthly and end of works. Copy sent to UC Project Officer

Contractor

SWMS – Safe Work method statement

One prepared for each high risk activity.

Contractor

SWMS Evaluation checklist FRM-2100 One completed for each SWMS received from contractor. Any SWMS that fail this check process are to be rectified and resubmitted by contractor.

UC Project Officer

After the Project kick off meeting, the UC Project Officer, UC Safety Officer & the

contractor’s nominated representative shall proceed to the proposed construction

site and agree on the contractors site administration processes, construction site

boundaries, and other stakeholder impacts including: noise, work hours, general

behaviour, proposed fencing, barricading, signage, traffic etc. During this discussion

it will be determined if any of the following high risk work activities will be undertaken.

If the contractor is to perform any of the high risk work activities listed below, then

the contractor is to undertake this work in accordance with Work Health and Safety

Act and Regulation and associated Codes of Practice which require amongst other

things completion (by the contractor) of a Safe Work Method Statement (SWMS).

This SWMS details how the risks associated with this High Risk Activity will be

controlled.

The UC Project Officer shall require a copy of this SWMS from the contractor prior to any work commencing. The UC Project Officer may require the contractor resubmit a SWMS prior to work commencing if it appears to not fully address the hazards and risks associated with the high risk work activity. The Work Health and Safety Act and Regulation specifically state: “A person conducting a business or undertaking that includes carrying out high risk construction work in connection with a construction project must, before the high risk construction work commences, ensure that a copy of the safe work method statement for the work is given to the principal contractor”.

Details of this Project:

UC Project Officer Name:

UC Project Officer Phone Number

UC Project Name:

Location of Works

Contractor’s Business Name:

Contractor Supervisor’s Name:

Supervisor’s Phone Number:

Tick if any of the following high risk activities will occur as part of this work and so require a SWMS to be prepared by the contractor and reviewed by the UC Project Officer prior to any works commencing.

Involves a risk of a person falling more than 2m Is carried out on a telecommunication tower Involves demolition of an element of a structure that is load-bearing or otherwise Related to the physical integrity of the structure Involves structural alterations\ repairs that require temporary support to prevent collapse

Is carried out in or near a confined space Is carried out in\ near a shaft\ trench with an excavated depth greater than 1.5m; or a tunnel

Involves the use of explosives/ explosive powered tools Is carried out on or near pressurized gas distribution mains or piping Is carried out on or near chemical, fuel or refrigerant lines Is carried out on or near energized electrical installations or services Is carried out in an area that may have a contaminated\ flammable atmosphere Involves tilt-up or precast concrete Is carried out on, in or adjacent to a road, railway, shipping lane or other traffic corridor that is in use by traffic other than pedestrians

Is carried out in an area at a workplace in which there is any movement of powered mobile plant

Is carried out in an area in which there are artificial extremes of temperature Is carried out in or near water or other liquid that involves a risk of drowning Requires isolation of services or stored energies Involve any Hot Works where a risk of fire or explosion may exist. Involves any lifting of loads that might require:

a lift study/ plan due to complexity or

a licensed Dogger for any reason including those listed as Appendix 5 of the UC Contractor Induction.

Asbestos disturbance

Regarding Asbestos disturbance: The Contractor is to check the UC Asbestos Register for

known and assumed Asbestos Containing Material (ACM) in the region of the works. If it appears that Asbestos will be disturbed then the UC Asbestos Management plan is to be complied with, which requires amongst other things, that the ACM is removed by a Licenced Removalist in the manner stipulated within the Code of Practice for the Safe Removal of Asbestos. Additionally the UC Asbestos Management Plan requires that this removal work also complies with any Worksafe ACT Guidance documents stipulating changes to legislative requirements in ACT. One such example is changes to the 10m

2 ACM removal rules from 2015 onwards.

WHS-180.2 UC Contractor Induction.doc Page 1 of 30 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

UC Contractor Induction

Contents

1. Welcome ......................................................................................................................... 3

2. Commencing Works on Campus ..................................................................................... 3

3. Smoking .......................................................................................................................... 4

4. Inclusive Environment ...................................................................................................... 4

5. Drugs and Alcohol ........................................................................................................... 4

6. Equal Opportunity of persons & Harassment free places of work ..................................... 4

7. Incident Reporting and Investigation ................................................................................ 4

7.1. Serious Incidents / Dangerous Occurrences ............................................................. 5

8. Operating Hours .............................................................................................................. 5

9. Speed Limits .................................................................................................................... 5

10. Pets ................................................................................................................................. 6

11. Specific Risks Associated with works ............................................................................... 6

11.1. Air Quality ............................................................................................................. 6

11.2. Asbestos ............................................................................................................... 6

11.3. Certificates of Competency ................................................................................... 6

11.4. Compressed Air Equipment/Gas Cylinders ........................................................... 7

11.5. Confined Spaces ................................................................................................... 7

11.6. Dangerous Goods and Hazardous Substances ..................................................... 7

11.7. Electrical Safety .................................................................................................... 8

11.8. Emergency Procedures ......................................................................................... 9

11.9. Equipment, Plant and Tools .................................................................................. 9

11.10. Existing Services ................................................................................................. 11

11.11. Fire Protection ..................................................................................................... 11

11.12. First Aid and Facilities ......................................................................................... 12

11.13. Hot Works ........................................................................................................... 12

11.14. Housekeeping ..................................................................................................... 12

11.15. Isolation Lockout and Tagging ............................................................................. 13

11.16. Laboratories ........................................................................................................ 14

11.17. Ladders ............................................................................................................... 15

11.18. Lifting Work ......................................................................................................... 15

11.19. Noise Control ...................................................................................................... 16

11.20. Personal Protective Equipment ........................................................................... 17

11.21. Restricted Areas .................................................................................................. 17

11.22. Working Alone ..................................................................................................... 17

11.23. Working at Heights .............................................................................................. 17

11.24. Waste (General and Hazardous) ......................................................................... 18

12. UC Site Inspections ....................................................................................................... 19

Appendix 1 - Acknowledgement of Contractor Induction ....................................................... 21

Appendix 2 - Example: UC Contractor Register .................................................................... 23

Appendix 3 – Heights Safety Rescue Plan ............................................................................ 24

Appendix 4 – Incident Notification and Investigation Report .................................................. 25

Appendix 5 - Conditions where a licenced Dogger is required .............................................. 27

Appendix 6 – Safety Inspection Report (1st of 5 pages) ........................................................ 29

Appendix 7 – Environmental Inspection Report (1st of 3 pages) ........................................... 30

UC Contractor Induction

WHS-180.1 . WHS Contractor Induction Manual doc.2017 Feb Page 3 of 30

Document Custodian: Manager Health & Safety Date of last review: Date of Next review: Jan 2018

Hardcopies of this document are considered uncontrolled please refer to UC website for latest version

1. Welcome

Welcome to University of Canberra

For the Project:

UC Project Officer is:

UC Safety Officer is:

This Induction manual is designed to provide all contractors engaged by University of Canberra

(UC) with the basic health and safety information relevant to the work they have been engaged

to undertake. The information within this booklet is not exhaustive and as such all contractors

are required to contact their UC Project Officer whenever an unexpected, unplanned or high risk

situation arises.

UC has a responsibility to ensure that any work undertaken by a contractor does not place the

contractor or others at risk of injury, or damage to facilities. UC takes Safety very seriously and

expects the same of its contractors. UC expects that safety is always considered the top priority

and Zero Harm is always our goal. So when working on UC facilities and grounds you are

expected to place Safety First.

All contractors, their staff and sub-contractors are provided with an updated induction booklet at

the commencement of each calendar year or start of new contract or project. All contractors,

their staff and sub-contractors are required to read this Induction booklet and sign the

acknowledgement attached as Appendix 1. Signing this acknowledgement means you have

read, understand and comply with the provisions of the induction booklet, and understand that

UC may either request you leave site, stop or cancel the work or contract if any unsafe activity or

incident is observed or occurs that contravenes: this induction, WHS Act and Regulation,

associated SafeWork Codes of Practice, Guidance notes; or any direction given by the UC

Project Officer or UC Safety Officer.

2. Commencing Works on Campus

The contractor is required to have the staff member in charge of the work, report to the

University Campus Service Office (CSO) (Building 8) to sign onto the UC Contractor Register

(example Appendix 2) prior to commencing new works. The UC Contractor Register identifies:

works currently occurring onsite, the company performing the work, contact details of the

supervising person, and length of time work is expected to take. The contractor’s supervising

person is then required to return to the CSO at completion of works and signoff the register.

Contractors who need to access buildings to conduct work are to contact the UC Project Officer.

The UC Project Officer will request these keys via an email to security. Given that there is limited

availability of keys it’s best if the contractor makes this request during the planning stage of

works. Keys are to be returned to Security upon completion of works or whenever the contractor

leaves site.

3. Smoking

The University of Canberra is a smoke free environment as of Semester 2 2016.

4. Inclusive Environment

UC as an inclusive organisation has staff, students and visitors with disabilities on its campus.

When planning and undertaking any works contractors are required to consider the special

needs of people with disabilities. Contractors should contact their UC Project Officer if they

require any further information about the local needs of the work site they will be working in.

5. Drugs and Alcohol

Alcohol and non-prescription drugs are not to be brought onto, or consumed, on any work site

under the control of the University of Canberra. Contractors are to have and maintain zero blood

alcohol and drug content while performing any work on UC grounds and facilities. By signing this

acknowledgement you agree to submit for alcohol and drug testing if required as part of any

incident investigation.

6. Equal Opportunity of persons & Harassment free places of work

UC has a diverse community and recognises the rights and responsibilities of all its members

including those persons engaged to undertake works on its behalf. All contractors are expected

to behave in such a way to ensure UC workplaces are free from discrimination, harassment and

bullying.

7. Incident Reporting and Investigation

Any hazard, near miss, incident observed, injury / illness or equipment damage must be reported

immediately to the UC Project Officer using the UC Incident Notification and Investigation Report

(Found on the UC Contractor Portal and also attached here as Appendix 4). The UC Project

Officer and UC Safety Officer will use this form to investigate the matter further.

If the matter is an Incident or Hazard this also needs to be inputted into the UC Incident / Hazard

Report form at the following web address (within 24 hours):

http://www.canberra.edu.au/about-uc/report-a-hazard-or-incident/online-form

7.1. Serious Incidents / Dangerous Occurrences

In the event that an incident occurs which constitutes a notifiable Incident to WorkSafe the

involved contractor shall contact the UC Project Officer immediately. The UC Project Officer will

then contact other relevant UC parties involved in investigating and reporting the incident to

Work Safe.

In the event that a notifiable incident occurs on a site under the control of a principal contractor.

It is the responsibility of the principal contractor to report the incident directly to Work Safe.

The principal contractor is to then notify the UC Project Officer by submitting a completed UC

Incident Notification and Investigation Report (Found on the Contractor Portal and also attached

here as Appendix 4).

In the event that there is a death or serious injury the site must not be disturbed beyond:

Protecting the health & safety of a person.

Aiding an injured person involved.

Taking essential action to make the site safe or to prevent a further occurrence of an

incident.

The site must be secured until directed by a WorkSafe Inspector that the site may be accessed.

8. Operating Hours

Contractors need to be aware that the operating hours of the University vary according to

operational requirements. If contractors require access to buildings before 8 am or after 5pm,

prior notification to the UC Project Officer will be required so arrangements can be made for

signing in at Security and issuing of keys etc.

9. Speed Limits

Speed limits on Campus roads are posted. These limits must be carefully observed

remembering that you are driving in a pedestrian precinct.

Contractors must ensure that their employees operate vehicles with caution in high pedestrian

activity areas. In high pedestrian activity areas vehicles are required to:

observe posted speed limits;

operate the vehicle hazard lights, to alert pedestrians of the moving vehicle; and

give way to pedestrians.

All slow moving or oversized equipment or machinery requires escort by a person to ensure

traffic safety.

10. Pets

Domestic animals are not allowed on UC property.

11. Specific Risks Associated with works

11.1. Air Quality

Contractors must take all practicable precautions to minimise changes to indoor air quality. Air

quality can be affected, for example by dust or paint fumes, and should be limited to after hours

or weekend operations with approval from the University Officer supervising the contract and

liaison with the user representative.

11.2. Asbestos

UC maintains an Asbestos Management Plan and Asbestos Register for all buildings and

facilities. Prior to any work, the UC Asbestos register is to be reviewed to ensure Asbestos

Containing Material (ACM) is not known to exist within the area of work and unlikely to be

disturbed. Any work that may disturb asbestos is to be performed in accordance with the UC

Asbestos Management Plan, WHS Regulation, the Codes of Practice for: Safe Management of

Asbestos; Safe Removal of Asbestos and Worksafe ACT guidelines and other requirements.

11.3. Certificates of Competency

All contractors and their employees must have relevant Certificates of Competency and/or

licences for the equipment being used or tasks being performed, as required by WorkSafe.

Certificates or licences must be kept on site by the contractor for presentation if requested.

11.4. Compressed Air Equipment/Gas Cylinders

Compressed Air Equipment refers to equipment such as scabblers, water/air jets, impact

wrenches, grinding tools, etc. All compressors shall have a current pressure vessel certificate.

All compressed gas cylinders are to be handled as though they are potentially explosive

devices. Cylinders are to be stored upright at all times and transported in the appropriate trolley.

All cylinders shall have a current pressure vessel certificate. Gas cylinders shall not be taken

into confined spaces unless a risk assessment and work plan are provided to the UC Project

Officer for approval Prior.

Oxy-acetylene hoses must be fitted with flash back arresters. Oxygen and gas cylinders shall be

stored away from heat, fire and / or electrical lines.

11.5. Confined Spaces

Confined spaces at the University are maintained within a Confined Space Register. This UC

Confined Space Register is to be reviewed prior to any work near or within any space that

constitutes a confined space under the WHS Regulation and Confined Space Code of Practice.

Where work requires access into a confined space, a risk assessment and work plan shall be

formulated by the contractor that ensures that work methods used control or mitigate the risk

associated with confined space hazards. This plan is to include a rescue plan and designate the

confined space safety observer by name including contact details.

Work cannot commence until the work plan and risk assessment have been submitted to the UC

Project Officer and been approved. The expectation of UC is that work performed within a

confined space will occur as per this work plan and risk assessment and will abide by the

requirements of the WHS Regulations and Work Health and Safety in Confined Spaces Code of

Practice .

11.6. Dangerous Goods and Hazardous Substances

There are a large range of hazardous substances and dangerous goods, including chemicals,

stored and used on University sites. The contractor shall confirm with the UC Project Officer that

they have been advised of any such substances stored within or near the area of work. If such

substances cannot be removed from the area, the contractor is to include these substances

within the risk assessment and work plan, and have this reviewed by the UC Project Officer prior

to commencing work.

Contractors shall not bring any hazardous substances or dangerous goods onto University

premises without first applying for approval with the UC Project Officer. The following information

is to be provided within this application:

A full description including product name, use, quantity, SDS number, etc.

A copy of the newest version of Safety Data Sheet with last review date not more than

three years old.

A copy of the risk assessment relating to use(s) of the hazardous substance

Work procedures required for safe storage, use and disposal

Training details of those required to use the substance

11.7. Electrical Safety

Electrical Work:

Prior to the commencement of any electrical work on the University campus and property, all

contractors are to:

provide documentary evidence of Electrical Contractors licence as well as licences held

by contractor employees to the UC Project Officer

Review services plans to formulate an isolation plan. Have this approved by the UC

Project Officer.

All electrical work shall also comply with the WHS Regulation and Codes of Practice for:

Managing electrical risks in the workplace, Managing the Risks of Plant in the Workplace,

Managing Work Health and Safety Risks, Managing the Work Environment and Facilities.

Electrical work is not to be carried out on electrical equipment while the equipment is energised.

NO LIVE ELECTRICAL WORK TO BE UNDERTAKEN

Requirements of all contractors:

All contractors must ensure that electrical items are tested and tagged according to the WHS

Regulation 2011 and associated Codes of Practice, Australian Standards and guidelines.

All electrical leads shall be:

Tested and tagged by a competent person,

Always supported clear of the ground or floors, or protected by approved cable covers,

Only connected to the nearest power outlet,

Removed from the power outlet when not in use;

Protected if passing under doors or through doorways.

Unless double insulated, all equipment and appliances that are plugged or direct-wired

shall be connected to a Earth Leakage Circuit Breaker (ELCB).

11.8. Emergency Procedures

If an emergency occurs while you are on campus:

Alert others around you and contact Security (6201 2222) and/or Emergency Services

Assist any person in immediate danger if safe to do so

Take steps to contain or address the emergency if safe to do so

Evacuate to a safe location

If an alarm sounds while working on campus:

Prepare to evacuate turning off and isolating hazardous equipment

Leave your site in a safe state

On the alarm evacuate calmly to the nearest exit

Follow all instructions from the area warden and / or emergency personnel

Stay with others if possible and assemble with the nearest group of University of

Canberra employees at an assembly point

Do not leave assembly point until instructed to do so

11.9. Equipment, Plant and Tools

Tools and equipment

Tools, equipment and other materials at the worksite are the responsibility of the contractor.

When in use they are not to create a hazard for persons passing by the worksite, such as an

extension cord left to lie across a footpath creating a trip hazard. When not in use they are to be

securely stored to prevent safety risks and theft. UC will not be responsible for the damage or

loss of any contractors’ tools, equipment or materials.

Barricading and signage is also to be maintained in manner that ensures site access is restricted

and clearly demarcates the pathway passers-by are to follow around the work site.

Machine Guarding

All hand tools, machinery or other equipment must be operated with effective guards in

accordance with the relevant Australian Standard.

Hand Tools

Picks, shovels, axes, crowbars, hammers, spanners, screwdrivers, etc. must be checked

regularly. Use an approved wrist-stop or lanyard to secure the tool if there is a risk of it falling

and injuring people below. Where damage or defects are present, the tool shall be tagged with

an “Out of Service” Tag and not used until repaired.

Lasers

Lasers used must conform to Australian Standards. Lasers shall only be used with the following

precautions:

Operators must have completed a recognised course in laser safety;

Up to 3A class lasers only are to be used on any constructions site;

Positioned so as not to be at eye level of persons passing by;

Warning signs are erected indicating the use of a laser in the area.

Explosive Powered Tools

No Explosive Powered tools or associated explosive charges are to be brought onto UC grounds

or facilities without first receiving approval by the UC Project Officer.

Mobile Mechanical Plant

Operator licences for all contractor employees who will operate mobile plant are to be provided

to the UC project Officer prior to any mobile equipment being brought to site. Mobile equipment

includes but is not limited to: front-end loaders, dozers, backhoes, forklifts.

Any of this equipment must have keys removed, blades and buckets lowered onto the ground

and must be chocked/blocked when not in use. A daily check of such equipment is to occur prior

to use (Pre-start check). Daily prestarts are to be documented, kept and made available for any

inspection or incident investigation performed UC staff.

Note: no mobile equipment or vehicles are to be left parked on slopes or outside your site

compound.

11.10. Existing Services

When a Contractor’s scope of works requires any form of interference (eg. temporary

disconnection, cut-in, modification, etc) of any existing building services (including, but not

limited to, fire, electrical, lifts, hydraulics, etc), these works are not to commence until

coordinated and approved by the UC Project Officer and require the use of the Isolation, Lockout

and Tagging Process described with the Isolation, Lockout and Tagging Section of this

Induction.

If any existing service including drains, watercourses, public utility, electrical, gas or other such

service is encountered, obstructed, or damaged in the course of performing the work. It must be

reported immediately as per the process described within the Incident Reporting Section of this

Induction.

Include in this report information as to:

If the service is to be continued: repair, divert, relocate as required;

If the service is to be abandoned: cut and seal or disconnect, and make safe.

In either case the rectification work must satisfy both UC and Worksafe ACT.

11.11. Fire Protection

When working on University sites, it is important you familiarise yourself with the location of

break-glass alarms, fire extinguishers and emergency exits.

Fire protection requirements must be considered prior to commencing work. The contractor must

conduct work in a manner so as to prevent any fire occurring. This may involve careful selection

of tools, work methods and materials. Contractors are also responsible for ensuring flammable

liquids remain closed when not in use and are stored in appropriate facilities.

Prior to commencing any work, the contractor is to notify the UC Project Officer of any situation

they feel may affect or activate fire detection alarm systems due to dust, fumes, sparks, flame,

smoke, water, vibration or any other probable cause. Failure to comply may result in cancelation

of the work and contractor liability for any costs associated with the attendance of the fire

brigade.

11.12. First Aid and Facilities

Contractors are responsible for:

The provision of first-aid equipment for the workplace

That each worker at the workplace has access to the equipment

Access to facilities for the administration of first-aid.

Contractors may obtain First Aid and other medical assistance from The Medical Centre located

within Building 1.

In all other University buildings, trained First Aid staff are available and their locations can be

found on notice boards within buildings.

If emergency treatment is required, an ambulance should be called, and the Security Office

should be notified to assist in directing the ambulance to the injured person.

11.13. Hot Works

Approval must be received from the UC Project Officer prior to the performance of any work that

may introduce a source of ignition or heat to an area where any flammable or combustible

materials may be present. Such Hot Work includes: Welding, Oxy Cutting, Grinding, use of any

equipment with a naked flame, use of any equipment that includes a heated element.

The UC Project Officer may require the contractor provide a fire hazard risk assessment of the

work before approving the work, and may request additional fire controls such as the use of a

fire safety watch during the hot work task. In addition all hot work is to comply with Australian

Standards and Codes of Practice for Welding Processes and Confined Spaces in relation to

performing hot work and controlling the risks.

11.14. Housekeeping

Contractors are to remove all rubbish and maintain the work area in a clean and safe state

during the works and on conclusion of the works. Where it is not possible for materials and

debris to be removed immediately, working areas are to remain barricaded and signed with

appropriate warning notices until all debris and waste has been removed by, and at the expense

of the responsible contractor.

11.15. Isolation Lockout and Tagging

All sources of energy (examples include: gas, water, electricity, pressured air) must be

isolated/locked and tagged before any work is carried out on any equipment, services or

infrastructure. The UC Project Officer is to be notified and provide approval prior to any isolation/

lockout of UC services.

All services isolated are to be locked and tagged using locks and tags supplied by the

contractor. Isolation locks are to meet the requirements of AS4145.4 Locksets Part4: Padlocks.

While signs and tags for: ‘Lock and Isolation’, ‘Out of Service’ or ‘Information’ shall comply with

AS 1319 Safety Signs for the Occupational environment.

Using the Correct Tag for the Job:

‘Danger Tags’ shall only be used along with a personal isolation lock. They allow you to isolate

a service, ‘Test for Dead’ / ‘Test for Stored Energy’ and then safely work upon it. The Personal

Isolation Lock and Danger Tag can only be removed by the individual who installed them.

‘Out of Service Tags’ can be placed by anyone but only removed by a qualified repairer upon

completion of repair.

No one shall operate equipment that has an 'Out of Service' or 'Danger' tag affixed.

‘Test for Dead’ / ‘Test for Stored Energy’

After isolation, lockout and tagging, and before commencing any work, a check must be

performed to ensure no residual energy remains in the system.

‘Information Tag’ is to be placed on any barrier or barricade erected by a contractor on

campus. It shall include the contractors contact details, reason for barricade and planned

removal date.

11.16. Laboratories

University of Canberra has a number of laboratories and workshops which contain additional

and sometimes non-visible hazards. These laboratories can contain hazardous materials

including dangerous gases and biological waste and sharps. To access and work at these

locations contractors are required to consult with the UC Project Officer prior to works

commencing.

The UC project Officer shall organise with the contractor any local inductions for these

specialised work sites prior to work commencing.

Contractors should not handle or move any substances or containers without the permission of

the relevant laboratory manager (or delegate).

11.17. Ladders

Persons using portable ladders to access heights are first required to:

Consider if the work can be performed without using ladders

Risk assess the work at heights.

Develop a plan to reduce the chance of a fall or dropped object and emergency

responses if either of these do occur.

Have this plan reviewed and approved by the UC Project Officer prior to starting work.

Must be barricaded to prevent injury to passers-by from any fall or dropped object.

Additionally this work must comply with WHS legislation and regulations and the Codes of

Practice for: Managing the risk of Falls; Preventing Falls in Housing Construction; Managing the

Work Environment and Facilities.

11.18. Lifting Work

Contractors performing any lifting operations are to perform such work as per WHS Regulations

and have the lift controlled by a licenced dogger unless:

There is a safe work lifting procedure documented for this lift that was prepared by a

competent person, so no judgment is required onsite ,and

The slinging method and appropriate slinging gear has previously been determined by a

competent person, and is included within the documented safe lifting procedure, so no

judgement is required onsite, and

The load has pre-determined lifting points, marked by a competent person, so no

judgement is required onsite, and

The plant operator is in full view of the lift at all times.

If any of these four conditions are not met then the lift must be directed by a licenced dogger.

Additionally UC requires that such a lift requires the contractor to document a risk assessment,

lift plan/ lift study for this lift, formulated by a competent person. These requirements are to

minimise the likelihood of a load shifting, swinging or being dropped. The licencing details of the

competent persons who drafted these, is to be included within these documents.

Where:

Plant means any crane, hoist or other plant used to lift any type of load.

Competent person means dogger, rigger or an engineer experienced in designing safe

work lifting procedures

Additionally the contractor shall have a licenced Dogger exercise judgement (make decisions)

whenever:

Selecting appropriate slinging methods and lifting gear by:

i. Considering load size and shape

ii. Determining load weight (its mass) and centre of gravity, and

iii. Inspecting lifting gear like chains, slings, ropes, cables and hooks used to attach

loads to plant to ensure it is not defective.

A licenced Dogger is also required when:

Directing a plant operator in the movement of a load if the load will be out of the plant

operator’s view at any time, by communicating with the plant operator using hand

signals, whistles or two-way radios.

Appendix 5 also provides further instances where a licenced Dogger will be required.

All lifting equipment shall conform to relevant legislation and Australian standards governing the

erection, use and maintenance of such equipment. Controls must be in place to prevent

movement, swinging or dropping of loads to prevent the striking of a person or property near the

load. Additionally documented evidence is to be made available to the UC Project Officer if

requested, that all lifting equipment is checked by a licenced and competent person monthly for

wear and tear.

11.19. Noise Control

Contractors are requested to take all practicable precautions to minimise noise. If noise is likely

to be generated at a level that has the potential to cause disruption to classes or university

operations this is to be considered in the work plan and approval sort from the UC Project Officer

prior to commencing any work.

Additionally all work is to comply with the requirements of WHS Legislation and Regulations and

the Code of Practice for Managing Noise and Preventing Hearing Loss.

11.20. Personal Protective Equipment

Contractors shall supply their workers with all appropriate personal protective equipment (PPE)

(e.g. hard hats, safety boots, gloves, glasses and clothing) and shall ensure that their workers

use it correctly, and as required by applicable legislation and codes of practice.

All PPE used upon UC facilities and grounds shall also comply with all relevant Australian

standards.

11.21. Restricted Areas

Due to the variety and nature of activities carried out at the University of Canberra for teaching,

research and development, contractors may come across areas which are unique when

compared to the average workplace. In many cases these areas can be hazardous and are

often designated as restricted areas. The UC Project Officer shall organise a site specific

Induction if work is occurring in or near one of these restricted access areas.

11.22. Working Alone

If any contractor is working alone, the contractor / contractor’s supervisor should consider the

risks of works performed alone. The contractor / contractor’s supervisor is to ensure that

appropriate precautions are taken, a risk assessment or Safe Work Method Statement is

completed and that controls identified are implemented. In particular, suitable emergency

communication procedures and equipment must be provided.

11.23. Working at Heights

The contractor is to provide to the UC Project Officer the certificate of competency for all

persons who will be working at heights or operating or working with Lifting equipment.

Contractors working at heights are to perform all such work as per WHS Regulations and Code

of Practice for Managing the Risk of Falls at the Workplace. A risk assessment, work plan and

rescue plan shall be formulated by the contractor prior to any work at heights to ensure the work

methods used appropriately control the risk of falls and dropped objects, and that a method of

rescue has been established (including the rescue equipment to be used).

Work cannot commence until the work plan, risk assessment and rescue plan have been

approved by the UC Project Officer. The expectation of UC is that work performed at heights will

occur as per this work plan, risk assessment and rescue plan.

In the case of Work Platforms, approval shall be sort from the UC Project Officer prior to erecting

or introducing scaffolds, scissor lifts, boon lifts or any other form of raised work system or lifting

equipment to site.

Contractors are to ensure:

• Scaffold and platforms are erected on solid foundations, regularly inspected,

maintained and repaired by suitably qualified/certified scaffolders.

• Scaffolding is protected on site to prevent damage from vehicles moving in the

immediate work vicinity.

• All staff operating equipment such as EWP’s are licenced and certified to operate

that equipment.

All lifting scaffolding shall conform to relevant legislation and Australian standards governing the

erection, use and maintenance of such equipment. Controls must be in place to prevent tools,

materials and debris from dropping from elevated locations and platforms and striking persons

below. Additionally evidence is to be made available to the UC Project Officer if requested that

all heights safety equipment is checked monthly for wear and tear.

Additionally all work at heights shall abide by all requirements defined within the WHS

Regulations and Work Health and Safety and Code of Practice for Managing the Risk of Falls at

Workplaces.

11.24. Waste (General and Hazardous)

Contractors are legally responsible for ensuring their waste is disposed of in the correct manner.

When disposing of waste, you should be aware of the following:

Contractors must NOT dispose of waste on University property

Ordinary University rubbish bins are not to be used for construction and demolition waste

Hazardous waste treatment and disposal must comply with relevant legislative

requirements

12. UC Site Inspections

Contractors are routinely inspected by the UC Project Officer and/or the UC Safety Officer using

the Safety Inspection form (Appendix 6) and Environmental Inspection form (Appendix 7). A

copy of the completed inspection forms will be provided to the contractor and include required

rectification actions for the contractor including priority rating and due time/ date. Failure to

action these rectification actions by the required time/ date can result in a stop work, request to

leave site or contract termination.

Version Control

Version Control Date Released Approved By Amendments

WHS-180.1 Jan 2013 Manager Health & Safety New Document

WHS-180.1 February 2017 Amended Document

Appendix 1 – Acknowledgement of Contractor Induction

Appendix 2 - Example: UC Contractor Register

Appendix 3 - Example: Heights Safety Rescue Plan

Appendix 4 - Incident Notification and Investigation Report

Appendix 5 - Conditions where a licenced Dogger is required

Appendix 6 – Safety Inspection Report (1st of 5 pages)

Appendix 7 – Environmental Inspection Report (1st of 3 pages)

Appendix 1 - Acknowledgement of Contractor Induction

WHS Contractor Induction Manual Issued to:

Company Name:

Address (Business Address):

All persons employed or engaged in any fashion by the above Company shall sign this acknowledgment

prior to performance of any form of work upon UC grounds or facilities.

Acknowledgement of having Read the UC Contractor Induction

By signing below, I acknowledge having read the UC Contractor Induction (WHS-180.2) and understand it

in full.

I also agree to abide by all conditions stated within this induction and any other direction by University of

Canberra in relation to ensuring the health and safety of all within university grounds and facilities.

I also advise that any other person performing work at the University of Canberra under my supervision,

responsibility or direction has also read this induction and signed below.

Name Signature Date

All staff, subcontractors or other persons engaged by the above company to perform work on

UC grounds or facilities are to read and then sign this acknowledgment. A copy of the signed

acknowledgment is then be returned to the UC Project Officer prior to work commencing.

Appendix 2 - Example: UC Contractor Register

The supervisor of works is to visit the UC security office and sign onto this register prior to

commencing any works and then visit site security office and sign off this register at completion

of the work.

Contractor Company: Supervisor Name: Location of Works Sign On Sign Off

Signature Date Signature Date

Appendix 3 – Heights Safety Rescue Plan

Appendix 4 – Incident Notification and Investigation Report

(page 1 -completed by contractor)

Contractor Supervisor to complete Part 1 and 2 and forward to UC Project Officer.

Part 1: General Information (completed by Contractor/ Site Supervisor)

Name of person in control of work (Site Supervisor):

Phone Number:

Location of Incident:

Date of incident: Time of Incident: Company Name:

Type of incident: Injury Environment Health Near Hit Security Complaint

Property/ Equipment Business Risk Witnessed Other Category (Briefly Specify):

Type of Injury (If applicable) First Aid Injury Medical Treatment Restricted Work Injury Lost time Injury

Was this incident: Significant, this was a critical Incident High Risk, there is a real risk/ potential for a significant incident to occur.

Part 2: Incident Details (completed by Contractor/ Site Supervisor)

Description of Incident:

Happened during Travel (Journey) Yes No

Your Preliminary Findings/ Cause of Incident:

Actual Consequences (injuries/ environment/ property equipment damage/ financial impact)

Potential Consequences (Possible injuries/ environment/ property equipment damage/ financial impact)

Persons Involved (Name/ Job description/ phone number):

Name: Job Description: Phone number:

Witnesses (Name/ Job description/ phone number):

Immediate Actions Taken:

List anyone notified other than the UC Project Officer:

Has Worksafe been notified? Yes No

Part 3: Investigation Preparation (completed by UC Project Officer)

Investigation Team Leader:

Investigation Team Members: (Team to include UC Safety Officer, Contractor Supervisor, UC Project Officer at a minimum.)

Appendix 5 - Conditions where a licenced Dogger is required

Activity A Dogger is required

Dogger is not required if ALL the conditions below are met.

Slinging a load

Selecting the slinging method

Judgement is required.

No judgement required because the:

selection of the slinging method is pre-determined by a competent person, and

lifting points are pre-determined by a competent person and marked on the load where appropriate.

Selecting the lifting gear

weight of the load—or load within a weight range—is pre-determined by a competent person e.g. may be marked on the load, and

selection of the lifting gear is pre-determined by a competent person.

Inspecting the lifting gear

No judgement required because the condition of the lifting gear is regularly inspected by a competent person.

Safe work lifting procedures incorporating:

selecting the slinging method and lifting gear, and

inspecting the lifting gear.

Judgement is required because there are no safe work lifting procedures.

safe work lifting procedures have been documented and signed off by a competent person, and

all workers involved have been trained and demonstrated competency in the safe work lifting procedures.

Directing the plant operator - load is in or out of view of the plant operator.

Directing required because the load is out of the plant operator's view during the lift.

No directing required because the load is in view of the plant operator at all times during the lift.

Training - as part of the Dogging Unit of Competency for a HRW licence.

A dogger is required to supervise training.

Example Dogger is required

Yes/No Why

An excavator configured to lift loads is used to place pipes in a deep trench. The lifting gear has been specifically chosen by an engineer to lift pipes which are all of a similar size and weight, therefore no judgement is required by the person slinging the pipes. The pipes cannot be seen by the excavator operator when they are being placed in the trench.

Yes A dogger is required because the plant operator cannot see the load throughout the lift and a dogger must be used to direct them.

A mobile crane is used to lift beams to the second storey of a building under construction. The beams are dissimilar and various slinging techniques are required. The mobile crane operator cannot see the landing area for the steel beams. No safe work lifting procedures have been documented.

Yes A dogger is required because:

the plant operator cannot see the load throughout the lift and a dogger must be used to direct them, and

judgement on slinging techniques is required as safe work lifting procedures have not been

documented.

A multi-purpose tool carrier—telescopic handler—with a jib attachment is used to lift pallets of bricks to the first storey of a building under construction. The pallets are all of the same size and weight. No safe work lifting procedures have been documented.

Yes A dogger is required because judgement on slinging techniques is needed as safe work lifting procedures have not been documented.

A factory making aluminium panels uses a bridge and gantry crane to move the panels around the workplace. The panels are always in view of the plant operator. Safe work lifting procedures have been documented and signed off by a competent person. All workers involved in the lift have been trained in the safe work lifting procedures.

No A dogger is not required because:

the load is always in view of the plant operator

safe work lifting procedures have been documented and signed off by a competent person, and

all workers involved in the lift have been trained in the safe work lifting procedures.

A hospital patient lifting sling and trolley is used to move a patient from one bed to another.

No A dogger is not required because:

no judgement is required on slinging techniques, and

specific slinging and moving techniques for handling patients (safe work lifting procedures) are standardised, well documented and taught to workers undertaking patient handling tasks.

Appendix 6 – Safety Inspection Report (1st of 5 pages)

Appendix 7 – Environmental Inspection Report (1st of 3 pages)

WHS-179.2 Contractor Safety Guidelines.doc Page 1 of 17 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

Contractor Safety Guidelines

Contents

1. Introduction/Background ...................................................................................................... 2

2. Scope/Purpose .................................................................................................................... 2

3. Roles and Responsibilities ................................................................................................... 2

3.1. Senior Management ..................................................................................................... 2

3.2. University Staff Supervising Contractor Work ............................................................... 2

3.3. Principle Contractor ..................................................................................................... 3

3.4. Contractors (including sub-contractors) ........................................................................ 4

3.5. Human Resources: Health and Safety ......................................................................... 5

4. Pre-Contract Approval ......................................................................................................... 5

4.1. Contractor Management Checklist ............................................................................... 5

4.2. Contract Specification .................................................................................................. 5

4.3. Contract Classification ................................................................................................. 6

4.3.1. Minor Contracts ..................................................................................................................... 6

4.3.2. Major Contracts – No Principal Contractor ........................................................................... 7

4.3.3. Major Contracts – With a Principle Contractor ...................................................................... 8

4.4. Contractor Evaluation .................................................................................................10

5. Contract Management ....................................................................................................... 11

5.1. WHS Management Plans ............................................................................................11

5.2. Safe Work Method Statements ...................................................................................12

5.3. Contractor Induction ....................................................................................................13

5.4. Contractor Incident Management ................................................................................13

5.4.1. Injuries and Notifiable events .............................................................................................. 13

5.4.2. Serious Injuries/Illness and Dangerous Incidents ............................................................... 13

5.5. Monitoring Contractors ................................................................................................14

5.6. Contractor Non-Compliance ........................................................................................15

6. Related Documents ........................................................................................................... 15

6.1. WHS-180 - UC Contractor Induction ...........................................................................15

6.2. WHS-181 – UC Contractor Induction Checklist ...........................................................15

6.3. WHS-182 - Principal Contractor WHS Evaluation Checklist ........................................15

6.4. WHS-183 – Contractor WHS Performance Report ......................................................15

7. References ........................................................................................................................ 15

8. Program Evaluation ........................................................................................................... 15

9. Version Control .................................................................................................................. 16

Contractor Safety Guidelines

WHS-179.1 Contractor Safety Guidelines.doc2013Jan Page 2 of 17

Document Custodian: Manager Health& Safety Date of last review: Date of Next review: Jan 2015

Hardcopies of this document are considered uncontrolled please refer to UC website for latest version

1. Introduction/Background

The University of Canberra is committed to providing a safe and healthy workplace for staff,

students and visitors.

To meet its obligation under the Work Health and Safety Act 2011 (Act), the University must

ensure that its employees and contractors carry out their work safely. To do this, the University

and its contractors must ensure that risk from identified hazards is eliminated or controlled to an

acceptable level which will not cause an injury. This includes:

the design and implementation of systems of work that are safe;

undertaking hazard identification and risk control activities;

providing proper and safe equipment and substances; and

providing adequate instruction, training and supervision.

2. Scope/Purpose

The aim of the Contractor Safety Guidelines is to provide a practical and relevant system for

university staff overseeing the work of contractors, to integrate workplace health and safety

requirements into contractor management and to fulfil the university’s obligations to its

contractors.

Contractors are expected to work safely at all times, in line with their obligations under the Act

and Work Health and Safety Regulations (“Regulation”) as well as relevant Codes of Practice

and Australian Standards.

3. Roles and Responsibilities

3.1. Senior Management

Senior Management are responsible for ensuring that the particulars contained within these

guidelines are implemented when contractors are engaged in areas under their responsibility or

control.

3.2. University Staff Supervising Contractor Work

University staff responsible for coordinating and managing contract work are to implement the

requirements of these guidelines as appropriate. At minimum, university officers supervising

contract work are to:

assess the competence of contractors to meet any identified WHS requirements or

specifications;

provide an WHS induction for contractors so that they are aware of University

expectations in regards to WHS including provision of the University WHS Contractor

Induction Manual;

inform contractors of any WHS hazards that may exist in the area in which they are

working;

monitor the performance of the contracted work with regards to working safely, and

initiate corrective action to remedy any deficiencies;

verifying that contractors have current workers compensation insurance and public

liability insurance of no less than $10 million and that certificates of currency are provided

by the contractor prior to commencing work.

3.3. Principle Contractor

A principal contractor is required to be identified for certain construction work and is responsible

for the contracted work at all times until the work is completed. Under the Regulation the

principal contractor must:

ensure WHS induction training is undertaken by employees, agents and contractors of

the contractor entering the university’s premises;

prepare, implement, update and make available WHS management plans;

ensure that each sub-contractor provides written safe work method statements before

commencing work;

direct and monitor compliance with applicable legislation and any safe work method

statements or procedures;

keep a register of, and other records in relation to, all hazardous and other substances

on site; and

communicate any major WHS issues as they arise, including all WorkSafe notifiable

events.

In some instances the university may act as the principal contractor. For more information on

when a principal contractor is required to be appointed please refer to Section 4.3.3.

3.4. Contractors (including sub-contractors)

Contractors have the responsibility to ensure the health and safety of their staff and that their

work activities do not affect the health and safety of university personnel, students or visitors.

Contractors are also required to observe these guidelines and information contained the UC

Contractor Induction as well as any other requirements which may be identified in the localised

induction process.

For types of work where there is a risk to the health and safety of contractor staff, University

staff, students or visitors to the university, a risk assessment (or safe work method statement)

must be produced to the responsible University staff managing the contract.

Specifically, under the Regulation, contractors must not commence construction or demolition

work unless they:

have been provided with a copy of the relevant parts of the WHS management plan

where applicable;

have undertaken a risk assessment of the work to be carried out and provided a written

safe work method statement to the principal contractor, including the risk assessment;

have ensured that the contractor and their employees have undertaken WHS induction

training as required and a university local induction;

maintain and keep up-to-date safe work method statements; and

provide the principal contractor with updated safe work method statements and other

information in relation to hazardous substances.

For construction work defined as a major contract with Principal Contractor as per Section 4.3.3

of these guidelines, a contractor must not commence work unless they have:

prepared a written WHS management plan for the workplace;

undertaken risk assessments of the work to be carried out and provided the principal

contractor with a written safe work method statement including any changes made to that

statement;

ensured that they and their workers have undertaken WHS training as required; and

taken necessary measures to eliminate and/or control the identified hazard.

3.5. Human Resources: Health and Safety

Human Resources: Health and Safety is responsible for the development, maintenance and

review of the Contractor Safety Guidelines in consultation with key stakeholders. Health and

Safety will provide training and guidance with the implementation of these guidelines and will

also monitor implementation through internal and external audits of university organisational

units.

Health and Safety are available to assist with the assessment of contractors’ WHS management

systems where appropriate.

4. Pre-Contract Approval

Prior to a contract being granted a number of assessments must be made to ensure the

potential contractor/s WHS management system is sufficient and in accordance with the

university’s WHSMS requirements.

4.1. Contractor Management Checklist

To assist with the management of contractors, the UC Contractor Induction Checklist has been

developed to assist in ensuring the university’s process for selecting, assessing and engaging

contractors is completed.

4.2. Contract Specification

While WHS legislation requires both the university and its contractors to work safely, the

documented specification of WHS requirements in relation to the work being performed prevents

confusion and incorrect assumptions.

Where it is identified that the contracted work poses a risk to the health and safety, contract

documentation is required to define the required health and safety requirements including:

appropriate legislative requirements;

identification of principal contractor if appropriate;

elements of the Contractor Safety Guidelines to be implemented;

reference to site specific health and safety risk and the controls required;

the parties responsible for the implementation of risk controls;

provisions for health and safety induction;

inspection, test or audit records; and

health and safety performance review.

At minimum, contract documentation shall include a general statement of WHS requirements.

Such a statement may include:

“The contractor acknowledges that the University of Canberra is committed to its obligations

under the Work Health and Safety Act to provide, as far as practicable, a safe and healthy

working environment for staff, students and visitors (including contractors). Accordingly, the

contractor (and its subcontractor/s, where applicable), shall at all times work in a safe manner

and not put themselves, university staff, students or others at risk. The contractor (and its

subcontractor/s, where applicable) shall comply with the university’s reasonable directions in

relation to compliance with the university work health and safety management system, including

completion of a university WHS induction, safe work method statements, and other requirements

as determined by the site specific risk. Contractors should also familiarize themselves with the

work area and any potential hazards prior to commencing work.”

4.3. Contract Classification

Contracts are classified as major or minor depending on legislative requirements and the level of

risk of workplace injury or illness of the operations being conducted as determined by the

contract specification.

Further information on how to classify contracts can be found in the:

Contractor WHS Management Checklist.

4.3.1. Minor Contracts

Minor contracts are those where there is low to negligible risk of workplace injury or illness from

the scope of operations. That is, it is unlikely that a significant injury or illness could occur in the

undertaking of the contracted work. For example, administrations labour hire or financial

auditors.

Work where hazards are controlled to minimise risk to a low or negligible risk are not classified

as minor unless the hazard has been removed from the work place in its entirety. For example,

the use of harnesses to control the risk of falling when working on roofs would still be classified

as a major risk contract.

The minimum WHS requirement that must be undertaken prior to the commencement of a minor

contract includes:

obtaining copies of any relevant licenses, insurances and workers compensation details.

UC Contractor Induction given to the contractor regarding the university, such as:

o UC WHS expectations

o parking

o amenities

o local evacuation procedures etc.

4.3.2. Major Contracts – No Principal Contractor

Contracted works are classified as major if they pose a significant risk of serious injury or illness.

Major contracts may involve any of the following tasks, but are not limited to:

construction work;

electrical work;

maintenance work; use of hazardous substances;

working in confined spaces;

excavation work;

working at a height greater than 2

metres;

entry to a laboratory or restricted

access area; and

demolition work;

Hot Works where there is risk of fire or

explosion

working with asbestos;

Involves the lifting of loads that might

require a lift study/ plan or control by a

licenced Dogger

working with gas;

use of subcontractors in any of the

activities listed here.

Isolation of energies, including but not

limited to: electricity/ gas/ fuel lines/

high pressure air.

Other contracted works may be classified as major by the UC Project Officer if it is felt that

significant risk is associated with this work for any reason.

The minimum WHS requirements that must be undertaken prior to the commencement of a

major contract without the need for a principal contractor includes:

issuing the contractor with the UC Contractor Induction;

completing the UC Contractor Induction Checklist;

Reviewing the contractors safe work method statements; and

obtaining copies of any relevant license, insurances and workers compensation details.

4.3.3. Major Contracts – With a Principle Contractor

For contracts that involve the same tasks as listed under the major contracts in Section 4.3.2 but

with one of the following inclusions:

construction work is undertaken and the cost of the work exceeds $250,000; or

high risk construction work (see below) is undertaken and the cost of the work does not

exceed $250,000; or

demolition or asbestos removal work for which a license is required under Chapter 10 to

carry on the business of that work is undertaken (regardless of the cost of the work).

High risk construction work is defined in the Regulation as:

involves a risk of a person falling more than 2m; or

is carried out on a telecommunication tower; or

involves demolition of an element of a structure that is

load-bearing or otherwise related to the physical integrity of the structure; or

involves, or is likely to involve, the disturbance of asbestos; or

involves structural alterations or repairs that require temporary support to prevent

collapse; or

is carried out in or near a confined space; or

is carried out in or near—

o a shaft or trench with an excavated depth greater than 1.5m; or

o a tunnel; or

involves the use of explosives; or

is carried out on or near pressurised gas distribution mains or piping; or

is carried out on or near chemical, fuel or refrigerant lines; or

is carried out on or near energised electrical installations or services; or

is carried out in an area that may have a contaminated or flammable atmosphere; or

involves tilt-up or precast concrete; or

is carried out on, in or adjacent to a road, railway, shipping lane or other traffic corridor

that is in use by traffic other than pedestrians; or

is carried out in an area at a workplace in which there is any movement of powered

mobile plant; or

is carried out in an area in which there are artificial extremes of temperature; or

is carried out in or near water or other liquid that involves a risk of drowning; or

involves diving work.

Where an external contractor is appointed as a principal contractor this should be written in the

contract specification. Where the university is acting as the principal contractor this should be

documented within the project file or other supporting documentation.

The minimum WHS requirement that must be undertaken prior to the commencement of a major

contract with a principal contractor includes:

completion of the Principal Contractor WHS Evaluation Checklist

issuing the contractor with the university’s UC Contractor Induction

completing the Contractor WHS Induction Checklist

obtaining copies of any relevant licenses, insurances and workers compensation details

Reviewing the WHS Management Plan and ensuring the principal contractor distributes

to all contractors (Further information found in Section 5.1)

Reviewing the contractors safe work method statements and updating the WHS

Management Plan as required.

4.4. Contractor Evaluation

The university is required to measure and assess the capacity of contractors to comply with

WHS specifications and requirements as required by WHS legislation, standards or codes of

practice. This evaluation is to be incorporated into the selection of contractors prior to

appointment.

Contracted services which are classified as major and require the appointment of a principal

contractor as outlined in Section 4.3.3 require a formal evaluation using the Principal Contractor

WHS Evaluation Checklist. The organisation being evaluated must demonstrate that there is a

WHS system in place to address the risk(s) associated with the contracted works. The Principal

Contractor Evaluation Checklist lists the minimum requirements for a potential contractor’s WHS

management system.

Assessment of the contractor’s WHS management system is to be conducted by the university

officer supervising the contract or by the tender committee. Assistance may be sought from the

WHS Unit to help assess a contractor’s WHS management system. Examples of WHS policies,

procedures, safe work method statements and risk assessments relevant to the contract are to

be included in the contractor evaluation as verification of the contractor’s WHS system. Previous

WHS performance and records of prosecutions shall also be used to help assess the capacity of

an organisation to meet WHS requirements.

Organisations which have an externally accredited WHS management system shall be deemed

capable of meeting the university’s requirements outlined in the Principal Contractor WHS

Evaluation Checklist. Where a contractor does not demonstrate an ability to meet the

established WHS requirements, the contractor cannot commence work until the university is

provided with sufficient systems and or procedures in place to manage that risk. Copies of the

contractor evaluation and supporting documentation supplied by the contractor shall be retained

by the university officer supervising the contract. Successful contractor evaluations remain

current for a period of 3 years.

For services which are classified as either minor or major and do not require the appointment of

a principal contractor, the service provider’s capacity to meet health and safety requirements

shall be assessed by the university officer supervising the work. This assessment shall include

the review of safe work method statements, risk assessments or other WHS documentation

according to the WHS risk associated with the contract activities.

5. Contract Management

5.1. WHS Management Plans

WHS Management Plans are required to be completed by the principal contractor for:

construction work exceeding the value of $250,000

demolition work or asbestos removal where a licence is required.

The WHS Management Plan must include the following as stated in the Regulation:

a statement of responsibilities listing names, positions and responsibilities of all persons

who will have specific WHS responsibilities on the site

details of arrangements for ensuring compliance with WHS induction training

details of arrangements for managing WHS incidents

any site safety rules and details for ensuring all persons at the place of work are informed

of the rules

safe work method statements for all work activities assessed as having safety risks.

The WHS Management Plan is to be reviewed by the university officer supervising the contract

prior to work commencing.

Where the university is appointed as the principal contractor, the WHS Management Plan shall

be created using the template WHS Management Plan.

The principal contractor must ensure that a copy of the WHS Management Plan is available for

inspection during the course of construction work by:

any person working at the place of work concerned and any person about to commence

work at that place, and

an employee member of an WHS committee, an WHS representative, a person elected

by the persons employed at the place of work to represent a group of employees on

health and safety matters or (if the employees so agree) an appropriate representative of

an industrial organisation of employees.

The principal contractor must ensure that copies of any parts of the WHS management plan that

are relevant to a sub-contractor are provided to the sub-contractor before the sub-contractor

commences work.

The principal contractor must also ensure that, if any change is made to the WHS management

plan during the course of the construction work, a copy of the plan that has been changed and

that is relevant to a sub-contractor is provided to the sub-contractor as soon as practicable after

the change is made.

5.2. Safe Work Method Statements (SWMS)

Safe work method statements must be provided to the university prior to the commencement of

work where:

construction work is undertaken and the cost of the work exceeds $250,000 or

high risk construction work is undertaken and the cost of the work does not exceed

$250,000 or

demolition or asbestos removal work for which a license is required under Chapter 10 to

carry on the business of that work is undertaken (regardless of the cost of the work)

any other type of work or service where the Project Officer feels one is warranted.

Where a principal contractor is identified for the contract, the principal contractor must ensure

1. The sub-contractors and all employees are inducted prior to performing any work.

2. A sub-contractor is directed to comply with:

• the safe work method statement that the sub-contractor has provided

• the requirements of the Act and Regulation.

3. The activities of a subcontractor are monitored to the extent necessary to determine

whether the sub-contractor is complying with:

• the safe work method statement that the sub-contractor has provided

• the requirements of the Act and Regulation.

Safe work method statements must comply with the Regulation as stated in Section 224 -

Definition.

5.3. Contractor Induction

All contractors, their employees and subcontractors are required to attend a local induction

involving the areas of the university which they will be working at. Local inductions are arranged

and delivered by the UC Project Officer and may involve local area University personnel as

required.

Special inductions may be required for laboratories or other high risk areas within the University

and this will be determined at the initial contractor induction.

Contracts which are classified as major require the issue of the Contractor Safety Guide and the

UC Contractor Induction, to ensure contractors are aware of their responsibilities under WHS

legislation and university specific procedures.

5.4. Contractor Incident Management

5.4.1. Injuries and Notifiable events

Where an injury, illness, near hit, property damage, environmental or security incident has

occurred to, by or witnessed by a contractor’s employee or subcontractor anywhere upon

university grounds or facilities, a notification is required using the Incident Notification and

Investigation Report attached as Appendix 4 within the UC Contractor Induction and also

available on the UC Contractor Portal.

If the injury is classified as a “notifiable incident” as prescribed in the WHS act, notification must

be lodged to WorkSafe ACT IMMEDIATELY and communicated to the university as soon

possible.

5.4.2. Serious Injuries/Illness and Dangerous Incidents

Serious incidents/illness and “dangerous incidents are defined in Part 3 of the WHS Act 2011.

In the instance of a serious incident as described below, the contractor shall contact university

security in the first instance to preserve the scene of the accident and request emergency

services.

Notification of the serious incident and corrective actions shall then be reported to the university

contract supervisor and the university Health and Safety office as soon as practicable. A joint

investigation of the causes of the incident will occur by the Health and Safety office, the

responsible officer managing the contract and the contractor.

Any WorkSafe inspection or correspondence relating to a university contract should be reported

to the university officer supervising the contract and the Health and Safety office immediately.

Corrective actions resulting from any WorkSafe inspection shall be reported by the contractor to

the university officer supervising the contract and the Health and Safety office in writing.

5.5. Monitoring Contractors

Monitoring contractor safety performance is a critical requirement in contractor management. It

sends a clear message to contractors that safety issues are a priority and ensures that health

and safety legislation, codes of practice and standards are met.

Monitoring activities of contractor performance should be conducted against their WHS

management system and any specific WHS requirements as identified in the contract. Their

WHS management system should outline items that may include but not limited to, activities for

the following:

risk management

training

sub-contractor management.

Frequency of monitoring contractors will be determined by the risk of the work involved. Major

contracts may be monitored by the following means:

the review of site inspections conducted by the contractor

advising the contractor on newly identified hazards and risks

monitoring and following up on corrective actions where non-conformances are identified

the review of accident and incident reports, third party reports (i.e. WorkSafe ACT) and

complaints.

Monitoring activities by the contract supervisor for major contracts involving the appointment of a

principal contractor are to include the following:

regular meetings with the contractor to discuss WHS performance issues. Minutes of

these meeting are to be recorded to communicate action items

periodic inspection of work activities to verify that safe work method statements are being

implemented

completion of WHS Performance Report for Contractors for major contracts which extend

over a period of 1 month

monitoring of contract specific WHS requirements as outlined in the contract.

5.6. Contractor Non-Compliance

If during the execution of a contract, a contractor or subcontractor is in breach of any WHS

requirements; all work with regards to that activity shall be suspended. The contractor shall be

alerted to the matter in person and in writing by the UC Project Officert. Work cannot

recommence until the UC Project Officer is satisfied that adequate risk controls are in place to

avoid risk of injury.

Examples of WHS breaches include non-compliance with the Act, Regulation, Codes of Practice

or not observing risk controls as stipulated in a safe work method statement.

Poor WHS performance, including one-off instances or continuous breaches of WHS

requirements, can lead to the termination of a contract and failure of not being awarded any

further contract work.

6. Related Documents

6.1. WHS-180 - UC Contractor Induction

6.2. WHS-181 – UC Contractor Induction Checklist

6.3. WHS-182 - Principal Contractor WHS Evaluation Checklist

6.4. WHS-183 – Contractor WHS Performance Report

7. References

Work Health & Safety Act 2011

Work Health & Safety Regulations 2011

8. Program Evaluation

As part of a continuous improvement system this program shall be reviewed on a regular basis

or upon recommendation of the WHS Management Committee. A review by the Health and

Safety office will take place every two years.

9. Version Control

Version Control Date Released Approved By Amendments

WHS-179.1 Jan 2013 Manger Health & Safety New Document

WHS-183.2 Contractor WHS Performance Report.doc Page 1 of 1 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

Contractor WHS Performance Report 1. Contract Details

Contract Name:

Contractor: Period/Month:

Prepared By: Date:

2. Performance Indications

Indicator Current Month Cum. Total Monthly Average

Number of lost time injuries

Working days lost due to injury

Number of personnel on return to work plans

Number of first aid treatment injuries

Number of hazard inspections/reports conducted

Number of safety meetings/forums conducted

Number of inductions completed

3. Incident Details

Date of Incident Description Days Lost Current Month

4. WHS Corrective Actions (eg from hazard and incident reports or inspections)

Status

Item No. Description Risk Open Closed

5. WorkSafe Activity (eg. Detail any visits to the site, notices served, fines ect)

6. Comments

Signed: __________________________________ ____________________________________ Contractor Representative Date UC Project Officer Date

5. SWMS Review Checklist

FRM-2100 SWMS Review Checklist.doc Page 1 of 2 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

This form is to be completed for each Safe Work Method Statement (SWMS) received from a contractor, save each completed checklist to the project folder and rename the file with the “XXX”s replaced with the company name and the work activity covered by the SWMS. If the SWMS fails to meet any of the basic checks listed here, send a copy of checklist to contractor for rectification of SWMS. Work cannot commence until the SWMS review has been repeated and SWMS passes UC’s “seems acceptable” qualification. The UC project officer is to File all uses of this form (incl. unsatisfactory results) within the project’s folder.

Legal Disclaimer

The UC representative who signs this form is not to be considered a qualified safety specialist in the task covered by the SWMS. Where this document is signed by a UC representative, such signature is intended merely to confirm for UC’s internal purposes that on its face the relevant contractor/consultant has completed a SWMS document that would seem acceptable. It does not constitute a confirmation that the information supplied by the contractor/consultant in the document is true, accurate or adequate for the purposes of work health and safety management of the Project. Nor is any review or signature by a UC representative intended to diminish or relieve the contractor/consultant of its work health and safety responsibilities or its obligation to comply with all legislative and regulatory requirements at all times.

Date of SWMS Review: Performed by:

Part 1: Details of Contractor and Project

Contractor Company/ Business Name:

ABN (Australian Business Number):

Street Address:

Postal Address:

Contact person : Phone: Mobile:

Fax: Email:

Brief Description of Contract/ Project:

Duration of works: Start Date: End Date:

Part 2: SWMS Details

Title of SWMS: Revision #

Part 3: Basic Check for required SWMS components

SWMS must Include: Missing

(contractor to rectify)

Confirmed as present

1. Organisations name and date

2. SWMS includes site specific arrangements. (i.e. SWMS specifically considers the UC work environment; for example: consideration of the large number of pedestrians and bystanders likely, such as students)

3. SWMS includes the scope of work

4. Step-by-step sequence for undertaking the high risk activity/ work.

5. Identification of the hazards associated with each work step

6. Identification of potential risks associated with each hazard

(Continued over page.)

5. SWMS Review Checklist

FRM-2100 SWMS Review Checklist.doc Page 2 of 2 Custodian: Estate and Facilities Management Reviewed: Feb 2017 Next Review: Feb 2018

SWMS must Include: Missing

(contractor to rectify)

Confirmed as present

7. Risk assessment of each risk identified uses a risk rating matrix

8. There is an individual rank/ rate for the hazards and risks

9. Identification of control measures for each risk using hierarchy of controls

10. The controls listed seem to align to the hazards/ risks identified

11. Names/ positions of personnel responsible for each control measure are listed

12. Any pre-start requirements (e.g. for machinery used, permits needed, scanning for services)

13. WHS legislation and standards/ codes that seem relevant to the applicable activity/ work are listed.

14. Details of specific training, licences required to undertake this work/ activity are listed. Including some evidence (as an example: includes licence number of the crane operator)

15. Details of any plant and equipment that will be required to undertake the work/ activity are listed

16. Any hazardous substances being brought to site for this work are listed and SDS attached NA

17. List of required Personal Protective Equipment (PPE) that will be used is listed.

18. Names of the workers consulted and involved in the development of this SWMS are included

19. Name of the contractor senior manager who approved this SWMS is listed

20. Verification that the workers who will perform this work at UC have been inducted into the SWMS and understand the content

21. All people who will work onsite under this SWMS are listed and have signed onto SWMS advising they are aware of the controls and will implement them effectively.

22. Name included of the person supervising this work who takes ultimate responsibility for ensuring work practices match SWMS.

23. This SWMS has been signed and dated by the site supervisor.

Part 4: Result of this Review

Seems acceptable

This SWMS seems to meet the minimum standard expected by UC. I have reviewed as best I can, given my limited expertise relating to this high risk activity. It is my expectation that the contractor has had a properly licenced and competent person prepare this SWMS, so that the document is true, accurate and adequate for the purposes of work health and safety management for this high risk work activity.

Not acceptable The basic requirements of a SWMS expected by UC are missing. This SWMS is to be returned to the contractor to be rectified and then re-reviewed before this project shall continue.

Part 5: Reviewer details and signature

Name: Role:

Signature: Date:

CONTRACTOR’ COMMENCEMENTPACK’ - University of Canberra · The University of Canberra (UC) is...

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