Before arriving on site
Before commencing any work, it is essential to complete the onboarding process and ensure awareness of potential risks across the University.
Safety is a shared responsibility, and this initiative establishes an ongoing cycle of continuous improvement across all our campuses at Victoria University of Wellington.
On boarding process
As part of the University’s contractor management process, all contractors who are new to the University must be fully onboarded, following the steps below.
- Populate the Ministry of Justice criminal records check, and contractor setup forms.
- MOJ forms need to be signed (digital signatures are not accepted) and have a valid phone number and email personal to the individual (no company contact details).
- Return completed forms to the Property Services Helpdesk (property-services-helpdesk@vuw.ac.nz) as individual PDF documents, as these are saved individually to our system.
Documents returned must include:
- a photo ID i.e., driver’s license or passport
- and a passport style photo (no hats or sunglasses, no selfies).
Once we receive the completed forms and have received a response from the Ministry of Justice, we will send out a letter confirming which individuals are approved to work on our campuses.
Induction
If you’re a contractor carrying out work at the University, you must complete our online induction before starting work.
No one is permitted to work on site until they have been inducted. Contractors and subcontractors’ workers are required to complete the safety induction every twelve months.
Laboratory inductions are offered on a quarterly basis and must be booked ahead of time via the Property Services Helpdesk. You must not enter any laboratory without permission or completing the lab induction.
If you need to access a lab space, you must contact the lab manager prior to arriving on site. The lab manager will then escort you.
We are looking to move lab inductions online for early 2025.
Contractor carparking
Parking is limited on all University campuses. Should the need arise for parking at any of our campuses, liaise with your facilities manager.
Risk assessment documentation
Before works commence at the University we ask a risk assessment/task analysis document is provided to your relevant facilities manager at least 48 hours prior to the works being undertaken. Where this isn't possible, liase with your facilties manager.
The risk assessment must be specific to the University environment and include the following details:
- the work being carried out
- how members of the University community will be kept safe
- how the work will be undertaken
- the hazards and associated risks for the workers carrying out the work and for others in the vicinity
- the controls that will be employed to mitigate the risks
- any residual risk.
Methodologies must be practical and able to be carried out onsite.