Health and Safety Approved Contractors Policy

Purpose

To provide a safe workplace by ensuring Contractors are approved by Health and Safety to work on University of Otago worksites.

Organisational scope

All University of Otago campuses and all other University work areas.

Definitions

Health and Safety Approved Contractor

A contractor who has completed the Health and Safety approved contractor application and assessment process, as set out in the Contractor Management Process.

Contractor

Any legal body that contracts to the University including individuals, companies, sole traders, individual consultants, partnerships and trusts.

JSA

Job Safety Analysis.

PCBU

Person conducting a business or undertaking.

PPE

Personal Protective Equipment, including clothing.

PCD

Property and Campus Development Division.

SSSP

Site Specific Safety Plan.

University

University of Otago.

University Identification Card

A University of Otago identity card, which records the date Health and Safety induction attended and the worker’s employer. Identification Cards are available to workers after completion of a Health and Safety induction, and are valid for two years.

Worker

As per the Health and Safety at Work Act 2015 “an individual who carries out work in any capacity for a PCBU” and includes employees, contractors and sub-contractors.

Content

1. Summary

The University of Otago requires all workers to demonstrably comply with all New Zealand Health and Safety law including Acts and Regulations, all relevant Codes of Practice; Health and Safety good practice and University Health and Safety systems. Demonstrable compliance must (except where specifically exempted in this Policy) include but is not limited to:

1. Contractors and their sub-contractors, achieving “Health and Safety Approved Contractor” status prior to working on campus.
2. Employees of Health and Safety Approved Contractors completing a University Health and Safety induction prior to working on campus.
3. Employees of Health and Safety Approved Contractors, consultants, and sole traders holding valid University Identification Cards; the presentation of which may be required by University staff.
4. All workers using appropriate Personal Protective Equipment (PPE).
5. Completion of all health and safety documentation required for the work being undertaken, which may include Property and Campus Development Division (PCD) forms, Site Specific Safety Plans (SSSPs), Job Safety Analysis (JSAs), risk assessments, permits to work, and toolbox/safety meeting minutes; and this information being provided to Health Safety and Compliance and Property and Campus Development staff as requested, in a timely manner.
6. The University undertakes to consult, cooperate and coordinate with all other PCBUs working for the University and requires all other PCBUs to work in a similar manner.

2. Exemptions

1. Emergency work: The University acknowledges that some emergency work may require contractors that are unapproved. Emergency work might include where there is an immediate or imminent and serious risk to people or property, such as fire, flood, electricity failure and earthquake. In such cases, unapproved contractors may work on campus.
2. Non-emergency work: in some cases, unapproved contractors, may be exempted from the Health and Safety approval process if the following requirements are met prior to working on campus:
   1. Written permission is obtained from (or their delegates):
      • The Director, Health, Safety and Wellbeing; or
      • The Director of Property and Campus Development; or
      • The Construction and Asbestos Health and Safety Adviser; and
   2. The University staff member giving permission is provided with:
      • Details of the work to be done, including a risk assessment, SSSP, JSA or similar.
      • Full names and contact details of the Contractor and any workers for the job; and
   3. The work is for short duration (less than three days).
   4. In some instances, the following will also be required:
      • A written undertaking that the work will be supervised either by Property and Campus Development staff or by an Approved Contractor managing the work site.
      • A copy of relevant insurance policies.

3. Property and Campus Development Capital Works

1. When the University is satisfied that the Lead Contractor has a suitable Contractor approval system in place and the corresponding site can be set up so that it does not interfere with University operations on campus, then any subcontractors will not have to be individually approved.

4. Approval

1. The Health and Safety Approval Process, including documents required, is set out in the Contractor Health and Safety Approval Process Guidelines.

Related policies, procedures and forms

• Health and Safety at Work Act 2015 and regulations
• Managing Health and Safety in Construction Policy
• Asbestos Management Plan
• Contractor Health and Safety Guidelines
• University of Otago Risk Management Framework
• AS/NZ 4801:2001 Occupational Health and Safety management systems- Specifications with guidance for use
• AS/NZS ISO 31000:2009 Risk Management – Principles and guidelines
• Lead contractor requirements at the University of Otago – Guidelines

Contact for further information

If you have any queries regarding the content of this policy or need further clarification, contact:

The Director, Health, Safety and Wellbeing
or
The Construction and Asbestos Health and Safety Adviser
Email hsa@otago.ac.nz