Contractor Management in Schools – Keeping Pupils Safe During Maintenance and Construction Work

Schools regularly employ contractors to undertake maintenance, refurbishment and improvement works. Effective contractor management helps protect pupils, staff and contractors while ensuring work is completed safely.

What Documents Should Contractors Provide?

Before work begins, schools should normally obtain:

• Public liability insurance
• Employer's liability insurance
• Risk Assessments and Method Statements (RAMS)
• Competence or qualification evidence where appropriate
• Construction Phase Plans for applicable projects
• Emergency contact details

Higher-risk work may require additional documentation depending on the activity.

Do Contractors Need DBS Checks?

Not every contractor requires a DBS check.

Whether a DBS check is required depends on the nature of the work, whether children are present and whether the contractor will be supervised. Schools should always consider safeguarding arrangements before work begins. See the detailed guide on contractor DBS checks in schools for when an enhanced check is required, when supervision is the lawful alternative, and how to record the decision.

Supervising Contractors

Schools should monitor contractors throughout their work, particularly where pupils remain on site. Good practice includes:

• Site inductions
• Visitor identification
• Segregation of work areas
• Regular monitoring
• Safe access and egress
• Communication with staff

Permit to Work Systems

Higher-risk activities may require a Permit to Work. These are commonly used for:

• Hot works
• Roof access
• Confined spaces
• Electrical isolation
• Excavations

A permit helps ensure hazards have been identified and appropriate controls are in place before work starts.

Effective Contractor Management

Good contractor management is about planning, communication and ongoing monitoring rather than simply collecting paperwork.

How SchoolSafe Systems Helps

SchoolSafe Systems provides contractor management reviews as part of a wider school health & safety audit, safeguarding compliance checks, contractor approval reviews and practical support to help schools manage contractors safely.