Contractor information

Contractors Working for the University of Derby

To help maintain a safe and compliant working environment, all contractors must complete the University of Derby Contractor Management Process before carrying out work on University premises. Supervisors/People leading on the works must complete via this link the Contractor Site Access Request and Safety Declaration Form for each requested project.

1. Contractor Onboarding Process

Before any work can take place, your company must be approved through the University's contractor onboarding process.

If you are undertaking work for the Estates Department, please contact the Estates Service Centre to complete the contractor Onboarding Process. If you are carrying out work for another University department, your University contact or site lead should arrange Onboarding through the Health and Safety Team.

This includes providing:

• Employers' Liability Insurance
• Public Liability Insurance
• Relevant licences, qualifications and accreditations
• Health and safety documentation, where required

2. Complete the Contractor Induction

All contractors must complete the University Contractor Health & Safety Induction and assessment before attending site, unless it has been completed within the previous 12 months.

The induction provides essential information on:

• Site safety rules
• Emergency procedures
• Campus safety arrangements
• Contractor responsibilities

Links to the induction, assessment and Site Safety Rules are provided below and completion records are automatically recorded.

• The University Health and Safety Induction and assessment
• Contractor Site Safety Rules

3. Submit a Contractor Site Access Request

The contractor supervisor, manager or person leading the works must complete the Contractor Site Access Request and Safety Declaration Form for each requested project.

This form confirms:

• Details of the proposed works
• Names of personnel attending site
• Completion of the Contractor Induction
• Insurance arrangements
• Any permit requirements
• Any supporting documentation required for the work
• Risk Assessments and Method Statements (RAMS)
• Evidence of competence, training and qualifications
• DBS or safeguarding information
• Permit-to-Work requests
• Other project-specific safety documentation

Once submitted, the request will be reviewed and forwarded to the relevant University representative for approval.

4. Asbestos/Asbestos Containing Materials (ACM’s) Information

We strongly advise all contractors to contact the Compliance Team to confirm whether asbestos is present in the area where work is to be undertaken. If your work has the potential to disturb or come into contact with asbestos or asbestos-containing materials (ACMs), you must contact the Compliance Team so that the asbestos register can be reviewed before work is approved. Any building constructed before 2000 should be presumed to contain asbestos unless confirmed otherwise. Any asbestos-related risks must be considered within your risk assessment and method statement before work commences.

5. Site Access and Arrival

Once the required checks have been completed and approval has been granted, a date and time for the visit will be agreed. The University Site Contact will arrange site access and necessary bookings with Security.

On arrival, contractors must:

• Sign in at Reception or the designated sign-in location
• Collect and display their contractor pass
• Report to their University Site Contact
• Obtain any required permits before commencing work

Work must not start until all approvals, permits and control measures are in place.

6. During the Works

Contractors must:

• Work in accordance with approved RAMS and permit requirements
• Maintain safe working practices at all times
• Keep work areas safe, secure and tidy
• Comply with University health, safety, fire and security requirements
• Report incidents, hazards, near misses or concerns immediately

Any significant changes to the scope of work must be agreed with the University before work continues.

7. Completion of Works

Before leaving site, contractors must:

• Leave the work area safe and tidy
• Remove waste materials and equipment, where applicable
• Close and sign off any permits issued
• Return passes, keys and any other issued items
• Sign out
• Report any issues, incidents or defects to their University Site Contact

8. Contractor Checklist

Before attending site, please ensure:

• Company approval has been completed
• Contractor induction & assessment completed within the last 12 months
• Contractor Site Access Request & Safety Declaration Form has been submitted
• Required supporting documentation has been provided
• RAMS have been approved
• Any asbestos queries have been discussed with the Compliance Team
• Permits have been obtained (where required)
• Site access approval has been granted
• Visit date and time have been confirmed
• Refreshed yourself with the Contractor Site Safety Rules

Thank you for helping us maintain a safe environment for our staff, students, visitors, and contractors across all University of Derby sites.

Contact Information

Estates Service Centre: estatesservicecentre@derby.ac.uk

Health & Safety Team: healthandsafety@derby.ac.uk

Security: 01332 597777 or security@derby.ac.uk

If you have any questions regarding contractor approval, site access, inductions, permits, or health and safety requirements, please contact the appropriate team using the details above.