Information for contractors
As a contractor working at the University, you'll need to be aware of the requirements and responsibilities for undertaking contracted works.
Please make sure you are familiar with the contractor competency checlist below, as well as our other site rules. You can also find useful information about access and parking.
Please note: The Contractor Reception is operating a remote service. Contractors should sign on and off site by calling the Facilities Helpdesk on +44 (0) 1904 325555 during normal office hours (7:45 am- 5:00pm Monday - Thursday, 7:45am - 4:00pm Friday). Outside of these hours and on public holidays please call +44 (0) 1904 323200.
Who is a contractor?
A contractor is anybody engaged in a work activity or undertaking who is not an employee of the University. Contractors are typically engaged for maintenance, repairs, installation, demolition or other routine maintenance work activities that involve an interaction with the fabric of a building or University grounds.
Examples of contracted work
- Installation, repair or modification of wires, data cables or street lighting.
- Installation, repair or modification of the Fire Alarm System.
- Installation, repair or modification of water or heating systems.
- Installation, repair or modification of CCTV systems.
- Installation, repair or modification of fixed ventilation systems.
- Installation or removal of fixed catering equipment.
- Replacement of windows, frames or casings.
- Road or footpath repairs including any excavations.
- Roof repairs and maintenance activities including scaffolding.
- Decorating including plastering, wall papering, patching or repairs.
- Grass cutting, tree and forestry management.
Agency/Temporary, Mobile Workers and Delivery Drivers
Agency/Temporary, Mobile Workers and Delivery Drivers etc. to University premises are not deemed a contractor. Examples of deliveries may include:
- Food deliveries including Bookers, 3663 and Spar Shop UK.
- Wallis stationery/office furniture supplies.
- City of York Council waste and refuse collections.
- Commercial waste collections including catering waste/recycling oils etc.
- Deliveries and collections of materials and waste products from Departments.
Service Engineers do not interact with the fabric of a building. Service Engineers maintain and repair University owned or hired equipment including Academic, Research, Teaching and support equipment and are not deemed a contractor.
In most circumstances this equipment is supported by a maintenance agreement or ‘call-off contract,’ and the University Requesting Officer/Departmental Buildings/Facility Manager should authorise/approve such requests.
Service Engineers are required to book in at the Department where the equipment is located. It is the responsibility of the University Requesting Officer/Departmental Buildings/Facility Manager to arrange and facilitate/host the Service Engineer during their visit, ensuring Local Rules etc. are followed.
Service Engineers are not required to book in to the University via Dalham Farm unless the activities involve an interaction with the fabric of a building or University grounds. If so, the Service Engineer is deemed a contractor.
Examples of Services Engineers activities may include the following:
- Photocopy maintenance and repair.
- Repair and maintenance of standalone research equipment, for example electron microscopes, gas chromatography and spectrometry equipment.
- Inspection and maintenance of vehicles and associated ancillaries.
- Inspection and maintenance of free standing commercial catering equipment.
- Communication Information Technology (CIT) equipment including Personal Computers (PC) and lasers printers etc.
Engineers assessing or quoting work
A Contractor or Service Engineer attending the University for assessing potential work or quotation for work (non-intrusive inspection) is deemed a visitor. Visitors to the University should book in with their respective University Requesting Officer/Departmental Buildings/Facility Manager. The visitor is then the responsibility of the University Requesting Officer/Departmental Buildings/Facility Manager
Please note: The above list of examples is for guidance only and is not intended to be definitive.
Contractors are required to submit a suitable risk assessment supported by a Method Statement for their authorised work activities to the University Requesting Officer/Project Manager for approval. A Job Ticket will be issued and authorised to the contractor booking in at Dalham Farm before commencing any work activities.
Contractors undertaking work covered by the Construction (Design and Management) Regulations 1994 (CDM) have specific legal responsibilities.
Contractors should familiarise themselves with the following guidelines including our competency check list and site rules:
- Contractor Competency Check List
- Contractor Competency Guidance Notes v2 February 2017
- Management Procedure - Management of Contractors (PDF , 928kb)
- Contractor Management Procedural Process Map (PDF , 736kb)
- Contractor site rules (PDF , 571kb)
- Contractors Environmental Card
- Use of Face Coverings Policy
- COVID-19 Supplementary Guidance to Contractors (PDF , 107kb)
A site compound which uses any of the University car parking facilities needs to be agreed by the Head of Facilities Services & Sustainable Transport or an Estates Project Manager.
Unless specifically agreed with the Transport Team, contractors should NOT:
- park on grassed areas
- park longer than the one hour which is permitted (or time stated on notice) in a delivery and service bay
Contractor vehicles are permitted to use short stay parking bays at no charge. Parking in these areas is restricted to between 15 minutes and one hour and users are prohibited to return within two hours to any short stay parking bay.
Contractor vehicles can park in University visitors or staff car parks upon purchase of a contractors parking permit, at a cost of £5 per day, £40 a month or £400 a year.
All contractor permits should be purchased online via the parking portal. If you are not able to use the online system for any reason, daily and weekly permits can be purchased from the Mailroom (next to Dalham Farm).
Using the online parking portal
- In order to create an account, you must have an email address that you can access easily. Set up requires you to click on a confirmation link sent by email.
- Once an account is set up, click on permit application and select the 'contractor permit'.
- You'll be asked to provide details of your work on site and or a valid Contractor Database J Number to show you are authorised to work on campus.
Please note that you can currently add up to 3 vehicles on one permit, however only 1 vehicle is registered to park at any one time. If you wish to change the registered vehicle, you must log back into the system and change which vehicle is active.
Access and directions
Below you can find access routes for contractors: