Part of White Woods Academy Trust


Approved by Governors: September 2018

Review Date: September 2020

Statement of intent

Whiston Worrygoose Junior and Infant School takes its responsibility to ensure the health and safety of pupils very seriously. From time-to-time, work must be carried out on the school premises by contractors not directly employed by the school.

This policy has been created to ensure that contractors meet their legal duty to not cause risk to the health and safety of themselves or others when carrying out their activities.

Contractors, sub-contractors and specialists working on the school premises are all required to comply with relevant health and safety legislation and HSE guidance.

In addition, the school is required to ensure the safety of contractors by informing them of all risks on the premises, such as asbestos, that may affect them during their activities.

  1. Definitions

  1. Throughout this policy, the term ‘contractor’ refers to any party (company or individual) that the school hires to complete work but is not an employee.
  1. Roles and responsibilities

  1. The Governing Body is responsible for:
  1. The headteacher is responsible for:
  1. All members of school staff are responsible for:
  1. Contractors are responsible for:
  1. The planning stage

  1. Prior to commencing work, the school will identify all aspects of the work requiring a contractor and consider the health and safety implications of each.
  2. Before moving forwards, the school will ensure that:
  1. CDM regulations

  1. The school will always check whether CDM regulations apply when considering works. The CDM regulations apply to all building, maintenance, refurbishment and demolition work.
  2. If the project exceeds 30 days or involves more than 500 person days of work, the following must take place:
  1. Identifying a contractor

  1. Before confirming a contractor to work on school premises, the school must be satisfied that the contractor is competent to do the job safely.
  2. The school will pay regard to local authority approved contractors when making contract decisions.
  3. When choosing a contractor, the school will determine competency via a series of checks. These may include:
  1. Risk assessments

  1. Both the school and the contractor are required to make a ‘suitable and sufficient’ assessment of the risks associated with any activities undertaken and put in place appropriate measures to control these risks.
  2. Contractors will submit copies of site and task specific risk assessments and method statements, prior to commencing work.
  1. Safeguarding

  1. Contractors may be required to hold Disclosure and Barring Service (DBS) certificates. The requirement to undertake a DBS check will depend on the nature of the work being carried out.
  2. A contractor will require a DBS check if they meet the criteria determining ‘regulated activity’. Regulated activity is defined as:
  1. Contractors working outside, with no contact with students, do not require a DBS check. In keeping with the law, the school will not ask contractors to undergo checks if the activity is not deemed to be ‘regulated activity’.
  2. Where possible, the school will aim to effectively manage the risk of potential harm via segregation.
  1. Working together

  1. The managers and supervisors from all parties will exchange all information regarding the work to be undertaken, risks, safety procedures etc. that may affect the other party.
  2. A pre-contract meeting will take place between the school and contractor prior to work commencing. A programme of works will be established and agreed. During this meeting, the parties will discuss the following:
  1. Designated persons from each party will meet on a weekly basis, or more frequently if needed, to discuss concerns and progress.
  2. Where there is more than one contractor on site, parties will communicate to ensure that work will not affect other parties.
  1. Managing contractors

  1. The headteacher is the designated contact with contractors. No other staff member may give the contractors instructions without being delegated by the headteacher.
  2. The contractor will provide full and adequate supervision during work and provide the name of the person responsible for site supervision. There will be one point of contact for both the contractor and the school.
  3. The contractor will ensure that all agreed work practice is in place. If they utilise sub-contractors, they will ensure they adhere to the agreed work practice and that supervision is provided where necessary.
  4. Contractors are required to:
  1. Contractors are responsible for:
  1. The following activities are prohibited on school grounds:
  1. If any of these requirements are not met, the headteacher has the authority to stop work. If the headteacher believes a danger is posed to contractors, staff or pupils, they may stop work.
  1. Identification

  1. In line with established procedures, all contractors must wear a visitor’s badge at all times while on school grounds. All visitors’ badges will be returned at the conclusion of the work.
  2. No contractor will execute work on the school site without the express permission of the headteacher, other than in an emergency or to make the area safe following theft or vandalism.
  3. Staff members who encounter an unidentifiable visitor will enquire if they require assistance and direct them to reception or off site.
  4. Where there are uncooperative visitors, whether in agreement to work with the school or not, threatening violence, refusing to leave the site or carrying out physical or verbal abuse, immediate help will be sought via a 999 phone call.
  1. Reporting incidents

  1. The school will maintain an incident register. It will contain accurate details of all significant incidents. All staff members are expected to report the following incidents using the incident form provided in Appendix 1 of this policy:
  1. The school business manager will securely store all completed forms in an incident register.
  2. Together with the headteacher, the school business manager will monitor the register to identify developing patterns and to consider the need for action.
  1. Policy review

  1. This policy is reviewed every two years by the site manager and the headteacher.

Appendix 1- Incident report form

Members of staff should use this form to report incidents of trespassing, nuisance, disturbances on school premises, verbal abuse, sexual or racial abuse, threats, aggression, physical violence and intentional damage to property occurring on school premises.  

The form should be completed as fully as possible, and a staff member should complete the form for an incident witnessed by a pupil.

Member of staff reporting the incident



Personal details of person assaulted/abused (if appropriate)





Position (if staff):

Witnesses (if any)




Position (if staff):





Position (if staff):


Time and date of incident:

Type of incident: (e.g. trespassing, assault etc.).

Location of incident:

Description of incident: (describe the incident including events leading to it and who else was involved).

Outcome: (e.g. whether police were called, trespasser was removed, parents were contacted, legal action was taken etc.).

Further information: (provide any further information you feel relevant).