Contractor code of conduct
We require contractors to behave appropriately and carry out works to a high standard whilst in our premises. All contractors undertaking works are issued with the following Code of Conduct which must be adhered to at all times.
Working in schools and other public buildings
All schools and public properties owned or managed by us are community assets, regularly accessed by members of the public. As such, any contractor activity on these sites is highly visible and contributes to public perception of our organisation.
We expect all contractors to uphold the highest standards of professionalism and behaviour while working on our premises. This Contractor Code of Conduct outlines the minimum standards required to ensure that all work is carried out safely, respectfully, and in a manner that reflects positively on the Authority.
Code of conduct
- All arrangements for access to schools or other public buildings must be agreed with the relevant Head Teacher, Responsible Premises Officer, Maintenance Officer or Facilities Manager. An appointment must be made and time agreed with the Head Teacher, Responsible Premises Officer, Maintenance Officer or Facilities Manager prior to visiting the premises.
- On arrival at the premises at the agreed time, contractors and their staff must report to reception for their appointment and all workmen must sign in and confirm their time of arrival in writing prior to carrying out any work inside or outside the building. Highland Council Contractor badges must be worn at all times whilst on site. On leaving the premises everyone must sign out at reception and confirm their time of departure.
- Contractors, on arrival on site and prior to starting work, must request a list of any specific site rules to be complied with. Moreover, if the proposed work is likely to disturb the structure and fabric of the building, then the contractor must confirm that they have reviewed the Site Asbestos Register prior to carrying out any work. If they cannot confirm this, and there is no Asbestos Register available on site - no work is to be carried out to the structure and fabric of the building. If, from the Asbestos Register, it seems likely that asbestos containing materials might be disturbed by the proposed works - no work shall be undertaken and the contractor must then report back to the instructing Maintenance Officer for further instruction.
- Contractors must sign in prior to working in Highland Council premises and must then agree all aspects of the proposed works with the Head Teacher, Responsible Premises Officer or Facilities Manager of the premises. Any work scheduled to be undertaken outside normal working hours such as evenings, weekends or during public holidays, must be specifically agreed beforehand with the relevant Head Teacher, Responsible Premises Officer or Facilities Manager.
- Contractors, prior to work commencing, must highlight to their own staff the degree of disruption and inconvenience the proposed work is likely to cause to occupants of the building and those using the surrounding areas. Contractors and their staff must then do their utmost to reduce possible nuisance and inconvenience to building occupants.
- Personal presentation and the considerate behaviour (or otherwise) of Contractors’ staff, together with quality of workmanship will be key issues when assessing Client satisfaction upon completion of the job. Contractors should:
- avoid any conduct which would lead any reasonable person to question their motivation and intentions
- stay within the agreed work area and access routes
- obtain permission if you need to go outside the agreed work area or access routes
- keep staff informed of where you are and what you are doing
- do not use profane or inappropriate language
- dress appropriately
- Contractors, sub-contractors and their staff working on school sites must not fraternise with students or communicate with them in any way other than via authorised Highland Council staff.
- In the event of problems with unruly pupils, the contractors’ staff must immediately report the incident to an appropriate member of the schools staff.
- No person can be employed to work on any Highland Council site unless they have in place effective systems to protect children or vulnerable persons who may be present within or around the work area. This applies to contractors and their staff, sub-contractors and anyone else they employ.
- Highland Council operates a ‘no smoking or vaping’ policy on all its sites. Compliance is mandatory by everyone including contractors, sub- contractors and others. Smoking and vaping are prohibited anywhere within the external boundaries of the premises.
- Contractors’ vehicles or vehicles delivering to the site must not park on grass verges or gardens or in such a way as to cause obstruction or inconvenience. A banksman (wearing hi-vis jacket) must always be used to supervise turning and reversing.
- Contractors and their staff must not use the Council’s equipment or services (for instance electricity, water or telephones) without prior agreement and consent. Only designated welfare facilities can be used by the contractor and such facilities must be kept clean and in a hygienic condition by the contractor.
- Main services, including space heating are to be left fully usable at the end of each working day unless otherwise agreed with the Head Teacher, Responsible Premises Officer or Facilities Manager.
- Unattended tools or equipment belonging to the contractor must never be left at any time in any occupied school or building.
- The contractor must provide and use dust sheets to protect all floor coverings and adjacent fittings and furniture. Ensure good housekeeping by removing all waste items and materials at the end of each working day. All areas affected by the work must be left in a clean and tidy condition and to a standard acceptable to the Head Teacher, Responsible Premises Officer or Facilities Manager.
- Any openings or holes in external walls shall be boarded up at the end of each working day to ensure the property is secure, wind and watertight. Any excavations must be suitably guarded and appropriate warning notices displayed.
- Foul or abusive language or behaviour by any contractor on any Highland Council premises will not be tolerated.
- Contractors attending Council premises only to find that the scope of work required is different to that envisaged or that the work presents unforeseen problems with significant risks which fall outside approved safe systems of work must withdraw and report to the instructing Maintenance Officer for further instruction.