Contractor categories

Contractors must select the correct category when checking in so the school can meet safety, compliance, and site‑access requirements. The category you choose depends on the type of work you are performing and whether your role involves direct contact with students.

Child‑related contractor

Select this category if either of the following applies:

1. You are a contractor engaged by a school or the department and your work is not managed through FMWeb 2.0. This includes contractors undertaking non-child-related work such as:

• Construction or infrastructure-related projects
• Schedule of rates works
• Major capital Works
• School upgrades
• Refurbishments or fit-outs
• Other contractor work that is not managed through FMWeb 2.0.

OR

2. You are a contractor engaged by a school or the department to work directly with students, such as:

• allied health services, including speech therapy, occupational therapy or psychology
• external tutoring or coaching
• music, drama or sports instruction
• mentoring or student support programs

Important: The Child-Related Contractor category is not limited to contractors working directly with students. Contractors whose work is not managed through FMWeb 2.0 must also select this category.

Maintenance contractor

Select this category if you are performing maintenance, repair, inspection, or trade‑based work and your job is issued through FMWeb.

Typical job types include:

• electrical, plumbing, HVAC, carpentry, painting
• grounds maintenance, landscaping, tree works
• security system installation or servicing
• ICT hardware installation or cabling
• pest control
• specialist cleaning (such as asbestos hygienist, mould remediation, biohazard cleaning)
• any job issued through FMWeb.

Important: All contractors who receive their job through FMWeb must check in as Maintenance Contractor, regardless of the specific trade.

Cleaner

Select this category if you are attending the school to perform cleaning services, including:

1. DoE‑managed cleaners
2. school‑engaged or pre‑qualified cleaning contractors
3. routine or scheduled cleaning shifts.

Note: Specialist cleaners performing asbestos, mould, or hazardous material work should select Maintenance Contractor instead.

Contractor check-in and check-out procedures

A. During school hours

All contractors working on school grounds must check in at the front reception using one of the following:

• the School Visitor Check-In QR code
• iPad kiosk
• a webform on a school device (if available).

Who this applies to

Contractors are required to check in if they:

• are working anywhere within the school perimeter, including hoarded construction zones
• need to walk across, enter, or pass through school grounds to reach their worksite
• move between areas of the school during the day
• are performing any type of work, including maintenance, ICT, cleaning, specialist trades, or major capital works.

Construction Sites With External Access

Even if a construction site can be accessed directly from outside the school boundary, contractors must still check in.

Contractors must contact the school to confirm:

1. Where to check in
2. Which method to use
3. How to check out when leaving
4. Any additional site‑specific requirements

This ensures the school maintains an accurate on‑site list and evacuation roll at all times.

B. After‑hours work

If your work takes place outside school hours, you are still required to check in and check out using the school’s approved method.

Please follow these steps:

a) Contact your Asset Management Unit (AMU) Officer before arriving to confirm the correct after‑hours check‑in and check‑out procedure.

b) Be aware that after‑hours QR codes are often displayed on front office windows or external walls for easy access.

Always confirm your after‑hours access and check‑in arrangements with your AMU Officer prior to attending the site.

C. Don’t forget to check out

All contractors must check out when leaving, regardless of whether the work occurs during school hours or after hours.

Checking out ensures visitor records remain accurate and supports the school’s evacuation procedures. If you do not check out, you may be assumed to still be on‑site and contacted during an evacuation.

For instructions on how to use the system, visit the technology page. For more information, refer to the School Visitor Check‑In FAQ page.

Physical logbook

The department currently requires all maintenance contractors to complete a physical logbook when attending a school site.

Your AMU Officer or school administration will advise you when and where to fill it in.

Please make sure you complete the physical logbook as instructed, in addition to checking in and out through School Visitor Check‑In, until further advice is provided.