Information for contractors
Check-in and check-out procedures on worksites
- Any maintenance contractor conducting work on school grounds must visit front reception and use the School Visitor Check-in QR code or the iPad log in device provided by the school.
- If a contractor is working on a school construction site that cannot be accessed from outside the school perimeter, i.e., a site with hoarding, and they are required to walk across school grounds to access their worksite, then they are required to check-in at the school’s front office reception area, unless they can access the construction area directly from outside the school’s perimeter.
- If any contractor leaves their worksite and walks into, through or across school grounds during their working hours, they must check-in at the school’s front reception area regardless of their activity.
Temporary maintenance contractor site visit logbook
We have temporarily introduced a paper-based logbook for maintenance contractors and their trade staff when they attend school sites for maintenance or repair work. This is in addition to the School Visitor Check-in system.
How does the logbook work?
- The physical logbook will be held at the school reception area.
- When a contractor and their trade staff arrive at your school reception, they will all note their time of arrival on the form in person. Before leaving, they will all return to the reception area to complete the form, including their time of departure.
- School staff will confirm the form is correct and legible, and add their name and signature to the bottom of the form in the section indicated.
- Contractors will remove the white copy of the form and upload a digital version as supporting documentation against the work order when submitting their claim. The pink copy will remain in the logbook at the school.
School staff are not responsible for signing off on the quality or completion of the work. They are only expected to keep the logbook at reception and sign to confirm the contractor and their trade staff’s arrival and departure.
Please note use of the logbooks applies to maintenance and repair contractors only and not to any construction personnel working on major capital projects at schools or other contractors, such as cleaners.
Use of the logbooks will continue while we investigate a permanent digital solution that aligns with the School Visitor Check-in system.
Please check out when you leave.
Checking out assists school and emergency services in an evacuation event. If you have not checked out, you are assumed to still be onsite, and will need to be contacted to verify your location.
After hours
- If your work requires you to check in and out after school hours, please contact your Asset Management Unit Officer to find out what your after-hours sign-in procedure is.
- Schools will have QR codes on windows/exteriors of the front office reception area, particularly for contractors and other after-hours visitors.
- For security purposes, QR codes can only be accessed from the school reception. If you must conduct work on school grounds after school hours, please contact your AMU beforehand to confirm your after-hours sign in procedure.
How to use School Visitor Check-in
- Install the Service NSW app on your smartphone using the App Store for your Apple phone or Google Play for your Android phone.
- Look for the QR code at school reception and scan using the QR code reader on your mobile device.
- Alternatively, you can open the Service New South Wales app on your mobile device, select QR code check-in, and scan the QR code.
- If you don't have your own device, there is a dedicated School Visitor Check-in iPad at the school reception. School staff can help you check in and out using a web form.
- If you're already logged in, check to make sure your details are correct.
- Select contractor as your visitor type or other if you're volunteering or holding a special event.
- Enter the organization you're from and your reason for visiting.
- Your reason for visiting will be your FM web job number if you have been assigned one.
- Once you have signed in, the school will issue your visitor identification.
- When your visit is complete, return any visitor ID back to reception and check out using the service New South Wales app or web form on your device.
- By checking out, you assist the school and emergency services in an evacuation event.
- If your work requires you to check-in and out after school hours, please contact your Asset Services Officer to find out what your after hours sign-in procedure is.