6. Record keeping
The principal or their delegate must ensure the following records are maintained in relation to contractor OHS management:
- copy of the contractor(s):
- workers’ compensation and public liability insurance
- Working with Children Check (if applicable)
- Safe Work Method Statements (SWMS) completed template if high-risk work was undertaken
- Job Safety Analysis (JSA) or equivalent templates
- completed confined space entry permit(s) if contractor has undertaken confined work
- completed contractor OHS induction checklist(s)
- record of approved contractors in the school, either on AIMS or using the available contractor register template or equivalent
- minutes of meetings/communications (where applicable)
- copies of all sign in and sign out sheets/registers for contractors that have come on school site.
Where a contractor is engaged for school asset and facilities maintenance by the school, records must also be maintained and stored on AIMS or available contractor register template or equivalent. The AIMS system provides a platform for the following records to be maintained:
- individual Working with Children Checks
- individual licences
- certificates at a company level such as labour hire license, public liability, company registration, Victorian WorkCover policy and so on.
Where a contractor is engaged for purposes other than school asset and facilities maintenance, eduSafe can complete, store and maintain OHS inductions electronically in this digital platform. Guidance for creating or uploading OHS inductions can be found in the Managing OHS inductions how to in eduSafe Plus.
Please refer to the Records Management policy and included School Records Retention for more details.
Legislation, compliance codes, standards and guidance
Reviewed 04 July 2025