Contractor Registration and Induction
All contractors, consultants and suppliers must be registered and compliant in the University’s contractor management system prior to starting work with the University. This system is used to ensure contracted companies are aware of, and maintain compliance with, University and legislative requirements.
Registration, Induction and Sign In
Prior to working with La Trobe University, your organisation must complete the registration process which requires the following:
- Assign a Company Administrator (an invitation to register will be sent to the Company Administrator), who will be responsible for:
- Creating an account and verify your company name and ABN.
- Completing the preferred supplier questionnaire and uploading:
- Related documentation,
- Company insurances (as related to the works being done, as stated in the relevant contract documentation).
- La Trobe University will then review your registration information and either approve your company or request further information.
- Once your company is approved, the Company Administrator will be notified and will then be required to issue passwords to employees and subcontractors for them to access and complete the mandatory online induction course.
- Only inducted staff and subcontractors from compliant companies are able to sign in on campus.
- All contractors and subcontractors must sign in and out every day.
The following documents will be required from all contractors:
|Public and products liability insurance||$20,000,000|
|Work Cover||Sole traders must provide evidence of exemption|
|Professional Indemnity Insurance*||$5,000,000 including run-off cover for six years|
|Personal Injury Insurance||Sole traders only|
|Safe Work Method Statement||Example of SWMS|
*Professional Indemnity Insurance required by all companies who provide professional advice.
For more detailed information, please refer to the Contractor Management System User Guide.
If you have questions about our contractor management system upgrade which is proposed to occur in July 2017 please refer below to our FAQ.
Frequently Asked Questions
Why will I need to re-submit my documents?
Infrastructure and Operations has received a great deal of feedback from our contractors and our staff on our contractor management system and how it can be improved for a more streamlined and targeted approach to contractor risk management.
In order to update the registration process, all companies must re-register under the new system.
In line with our quality management processes, we will be requesting that companies re-register every 3 years to ensure we continue to hold up to date information on our contracted companies.
What type of questions will be asked during the registration process.
I&O have made a Registration Questionnaire Guideline document available to provide guidance on the topics that will be asked as part of the E-Form Questionnaire. This document also explain what type of evidence we are expecting to see to demonstrate your company's compliance. Not all questions will be relevant to your company as questions are populated based on your company personnel type.
How long will the registration process take?
I&O anticipates that the registration process should take between 10 and 45 minutes. However, this is dependent on your company’s classification and risk profile.
Our company doesn’t have a document or procedure being requested, what do I do?
Please answer NO to the question or provide some comments on why the question is not applicable or how your company manages this aspect. Not all requirements are mandatory and we wish to provide some flexibility to organisations who have a small risk profile.
Why do I have to re-do my Induction?
La Trobe requires contractors to re-do these inductions every 2 years. With the upgrade to Rapid, we took this opportunity to update our inductions for the purposes of:
- Updating the contents to reflect current policies and practices,
- Making the contents more relevant to our contracted companies based on their (new) classification.
How long will the induction take?
It should only take 15 minutes and will hopefully provide you with some new, updated, and helpful information about working with La Trobe.
I still need help!
For technical assistance, please contact the Rapid Global Team on:
Ph: 1800 374 595 (Mon-Fri, 8:30 - 6:00)
For questions regarding the registration process, please contact I&O’s Rapid Administrators, Lana MacKichan or Rachel Beaton on:
Ph: 9479 6660 or 9479 3048 (Mon-Fri, 9.00 - 5:00)
For questions related to the work you will be undertaking, please contact your La Trobe Representative.
Companies may become non-compliant in our system due to expired documentation and will be unable to continue work until the issue has been rectified.
Staff and subcontractors will be required to redo their inductions every two years.
Notifications regarding expirations will be sent to the company’s nominated Administrator. Please make sure to keep your company contact details up to date to ensure emails are being sent to an appropriate mailbox.
For technical assistance with La Trobe University’s contractor management system, please contact the Rapid Induct Support team on 1800 307 595.