How do I know if a contractor needs to submit a risk assessment?

If there is a foreseeable risk that any person could potentially incur illness or injury as a direct result of the work done by a contractor, the contractor will require a risk assessment.

What information should be included in a risk assessment?

What is included in a risk assessment will be determined by the work being undertaken by the contractor and level of risk involved. A risk assessment must contain:

• A list of hazards identified associated with the work to be undertaken
• The controls the are to be implemented to reduce the risk associated with these hazards

What do I do with the risk assessment once it has been submitted?

You should be familiar with the work you are engaging the contractor to do, so ensure that the work is covered in the risk assessment. Check that the controls the contractor has listed are actually designed to reduce the risk. Think about what you would want in place to prevent injury if you were doing the task. If you are not sure, consult with UniSC HSW and/or your colleagues. If the risk assessment is not satisfactory discuss your concerns with the contractor and if necessary, request that they resubmit the risk assessment (addressing your concerns). All risk assessments must be captured in an approved records management system in accordance with the University’s Information and Records Management – Procedures.

For more information about information and records management, visit MyUniSC (staff-only service) or contact records@usc.edu.au.

Does a Contractor need to submit a risk assessment every time they come to work at UniSC?

If the work they are doing is different from what is on their previously submitted risk assessment – yes. If the risk assessment is over twelve months old it must be reviewed by the Contractor and resubmitted (all risk assessments must be reviewed every twelve months, or if there is any change to the activities/ tasks and/or work environment). If the work the contractor is doing is similar (in that it has the same hazards and controls) to the work on their previous risk assessment; there are no new hazards in the environment they are to work in and the risk assessment is dated less than twelve months ago, they do not need to submit a new risk assessment.

What do I do if the Contractor is doing work that is not specified in their risk assessment?

This is considered a safety breach, treat accordingly. A contractor must cease undertaking any work that is not in their risk assessment and resubmit more detailed safety documents (detailing all work) before they can recommence work this work.

iF i AM ORGANISING AN ACTIVITY WITH A PROVDER (CONTRACTOR) OFF CAMPUS, DO I STILL NEED TO GET SAFETY DOCUMENTS FROM THE PROVIDER/CONTRACTOR?

Yes - If you are engaging a provider/contractor it is your responsibility to ensure that the contractor/provider can safely undertake the activity they are being contracted for, even if it is at another location. E.g. you should review risk assessments for the activity to be undertaken, ensure they have the required insurance, incident reporting procedures, establish if they provide first aid onsite etc. You must take all reasonable steps to ensure that the contractor you are engaging has processes in place to fulfil their health and safety obligations. You must retain records to demonstrate that you have done this (before engaging the contractor).

What actions do I take if there is a safety breach?

If you become aware of a safety breach you are to ask the contractor to cease work. Make them aware of the breach and indicate that it is not in accordance with the details of their contract, and that they must rectify the breach before they are to recommence work. If the contractor does not comply with your request, contact both the UniSC staff member who engaged their services and UniSC HSW. If they do comply but further breaches are observed, request that they cease work and contact both Safe USC and HR HSW.

What do I do if the work specifications of the contract change?

If the specifications of the contract change you should revisit the UniSC Contractors Health and Safety Guidelines and associated documents to ensure that both you and the contractor have fulfilled your obligations. You must ensure that the safety documents the contractor has submitted cover the new work they are doing, if not they may have to update their documents.

When does a contractor need to submit a Safe Work Method Statement?

When undertaking high risk work in connection with a construction project.

What is high risk work?

 As defined by Work Health and Safety Regulations 2011, is any work that involves any of the following:

• a risk of a person falling more than 2m
• work carried out on a telecommunication tower
• demolition of an element of a structure that is load-bearing or otherwise related to the physical integrity of the structure
• is likely to involve, the disturbance of asbestos
• involves structural alterations or repairs that require temporary support to prevent collapse
• work carried out in or near a confined space
  • work carried out in or near a shaft or trench with an excavated depth greater than 1.5m, or
  • a tunnel
• involves the use of explosives
• work carried out on or near pressurised gas distribution mains or piping
• work carried out on or near chemical, fuel or refrigerant lines
• work carried out on or near energised electrical installations or services
• work carried out in an area that may have a contaminated or flammable atmosphere
• involves tilt-up or precast concrete
• work 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
• work carried out in an area at a workplace in which there is any movement of powered mobile plant
• work carried out in an area in which there are artificial extremes of temperature
• work carried out in or near water or other liquid that involves a risk of drowning
• involves diving work

What should be included in a Safe Work Method Statement (SWMS)?

 In accordance with WHS Regulations 2011 a Safe Work Method Statement must:

• identify the work that is high-risk work
• state hazards relating to the high-risk work and risks to health and safety associated with those hazards
• describe the measures to be implemented to control the risks
• describe how the control measures are to be implemented, monitored and reviewed

A SWMS should also include the following information:

• the person conducting a business or undertaking’s name, address and ABN (if they have one)
• details of the person(s) responsible for ensuring implementation, monitoring and compliance with the SWMS
• if the work is being carried out at a construction project:
• the name of the Principal Contractor
• the address where the high risk construction work will be carried out
• the date the SWMS was prepared
• the review date (if any)

A SWMS may also include the names of workers that have been consulted on the content of the SWMS, the date the consultation occurred and the signature of each worker acknowledging their participation in this consultation and the opportunity to discuss the proposed measures.

How does the contractor complete the Online Safety Training?

Please forward this link to your contractor: https://sine.co/wf/7sMNqnN9

If they have not used Sine before they will be prompted to register and will then be directed to the Online Safety Training. If they have trouble accessing or completing this induction please contact sine@usc.edu.au 

Who is required to complete the Online Safety Training?

All contractors (their employees, subcontractors or labour hire personnel) and volunteers, working at or for UniSC are required to complete the Online Safety Training before arrival or beginning any works. This includes sub-contractors and labour hire personnel and those attending site for a short period of time (eg those quoting a job), and contractors undertaking work for UniSC but not actually at a USC site.

The only exceptions are contractors undertaking services for UniSC at the contractors' place of work, or off campus location selected by the contractor e.g. engaging the services of a training or activity provider where UniSC staff or students attend an off campus location to undertake the activity or training.

How can I view if a contractor has completed their Online Safety Training or if it is due for renewal?

Once you’ve logged into your Sine account, click the 'W' (‘Workflows’ which leads to the Online Safety Training). Click the ‘Online Safety Training’. This will then show a list of contractor names, companies, and completion/expiry dates. Use the ‘Search’ bar to narrow down your search, e.g. First/last name, contact number etc.

Are Contractors and their workers required to complete the Online Safety Training every time they work at or for USC?

Completion of the Online Safety Training is required on an annual basis. If you are unsure if the contractor, you have engaged is up to date with the safety training you can check the completion date in Sine.

I can’t view any safety module related content on Sine. How can I change this?

If you can’t view safety module related content, then it is likely you have not been granted access. Please email sine@usc.edu.au to request access to this information. Please note, not all staff will have full access. Access will depend on your role with respect to engaging with contractors.

How can I view the contractors that are currently on site or have been on site?

Contact sine@usc.edu.au to learn how to access this information.

Can my contractor access the Online Safety Training from the Sine website?

Your contractor needs the specific link: https://sine.co/wf/7sMNqnN9  in order to access the Online Safety Training.

Can multiple contractors use the one work email address?

No. We must be able to identify who has completed the training, this requires each individual contractor to have their own Sine account. If they do not have a work email, they can use their personal email address.

Can one contractor complete the induction on behalf of everyone else?

No. Each individual contractor (subcontractor, labour hire personnel, volunteer etc.), who works at or for UniSC, is required to complete their own UniSC Induction.

Can contractors complete the induction on their phones?

Yes. The inductions are smart phone friendly. Simply copy the link (https://sine.co/wf/7sMNqnN9) into your internet browser and sign in from there.

Do contractors have to download the Sine Pro app?

No. However the app is user friendly and provides a geofence which will prompt contractors to check in once they’ve arrived on site (ensure location services are set to ‘Always On’). Downloading the app also means they can check in wherever they are, which prevents the need to present to the Customer Service Desk to check in, e.g. Check in while at the Stadium, rather than presenting to Safe USC at Building J beforehand.

The Sine app is available from the App Store or Google Play.

How do contractors check in?

Contractors can check in using the SinePro app available on the App Store or Google Play, or by using the iPad located at the Customer Service Desk locations listed below. They will be asked a series of questions regarding the nature and location of the work being undertaken and will be required to choose a UniSC Contact person.

Where does my contractor check in if they do not have the app on a smart phone?

They can present to the Customer Service Desk and use the iPad to check in.

The iPads are located at:

Sippy Downs:               Building Q - FM Front Desk
                                   Building J - SafeUSC

Moreton Bay:                Room G.116 – SafeUSC
                                   Outside Room G.122

Fraser Coast:                Building C – FM Front Desk

Gympie:                       Building GY1 – Front Desk

Thompson Institute:      Room G.02 – MRI Reception Front Desk

I’m not in the UniSC Contact person host list. How can I be added?

Email sine@usc.edu.au and request to be added to the Sine contact person host list.

Does successful completion of the Online Safety Training cover contractors for all USC sites and/or any work for UniSC?

Yes, the Online Safety Training is UniSC wide and will be valid for any site the contractor attends, however, there may be other inductions your contractors need to complete depending on the work they are undertaking or the location they are performing their work. It is the responsibility of the person engaging in the contractor (the UniSC Contact Person) to ensure the contractor has completed all inductions necessary before they begin any works.

How is contractor information stored and protected?

You can view Sine’s Security Policy here

I can see my contractor has completed their induction but their check in is being rejected, why?

Check the mobile/email they are using to check in with matches the mobile/email on their Online Safety Training submission. If they have changed mobile numbers or email addresses, please request they update their profile and then try again.

If they are using the iPad located at the Customer Service Desk and this is their first time checking in after creating an account, request they try checking in as a ‘First Time User’ instead of a ‘Return Contractor’.

If they are still having issues checking in, please email sine@usc.edu.au

I want more access in Sine, who do I contact for this?

Depending on your needs/role with engaging contractors, you may only qualify to access certain elements of Sine. If you believe you require more access, email sine@usc.edu.au with your enquiry.

Can I export any reports from Sine?

Yes. Contact sine@usc.edu.au for reports or to learn how to access reports.

Who do I contact for further help with Sine?

Email: sine@usc.edu.au

Note: If you are interested in adding additional training modules into Sine (for contactors, visitors or volunteers), please email: sine@usc.edu.au

What do I do if the Contractor I wish to engage will not complete the Online Safety Training and/or will not submit the required safety documents?

It must be emphasised to Contractors that UniSC’s Online Safety Training module and the requirement for specific safety documents are legislative requirements. Contractors who refuse to complete UniSC’s safety requirements cannot be engaged to work at or for UniSC.

Why do I need to conduct a site induction if the Contractor has already done the Online Safety Training and has the Contractor Induction Guide?

The online induction and the Induction Guide give general UniSC information, not necessarily specific to the area where the contractor is going to be working. They need to know specific emergency escape routes, location of the emergency evacuation assembly area for where they are working, location of nearest amenities and if there are any specific hazards in the area they are to be working (eg. they may be working outside a full lecture theatre, from which 200 students will leave while they are working; there may be other contractors in the area that could affect their work and/or access; there might be exams in progress; UniSC might have a planned utilities outage during the day that they should know about).