Contractor Registration and Induction

Wingecarribee Shire Council workers safetly securing a tree

1. Contractor Safety Induction Introduction

Welcome

Wingecarribee Shire Council engages contractors to undertake various projects, works or services for a diverse range of facilities, activities and functions. Council requires all Contractors, Consultants, Labour-hire Companies and their employees who are performing work for or on behalf of Council to meet the requirements set by the Work Health Safety Act 2011 and Work Health and Safety Regulation 2017. To assist both the contractor and Council in achieving compliance, contractors are required to register and complete an online site-specific safety induction for Council’s main sites within Council's online Contractor Safety Management System (CSMS).

A Company representative must register the company in the CSMS and then direct ALL employees who will be undertaking work on your behalf at Council to register and complete their individual site specific inductions. Work can not commence until registration has been completed and employees require valid induction certificates.

There is no cost to complete the induction and no limit on how many employees may be inducted.

Company registration

A designated Company representative must register the company in the CSMS before any company employees can complete individual site specific inductions.

Please note: If you are a supplier who delivers products/goods, you are not required to register or be inducted.

Once registered, log into your Contractor Portal and complete a pre-qualification form which captures information regarding the company’s Work Health and Safety (WHS) systems, Insurances and other key contractor information.

Individual inductions

Online Site Specific inductions are required for our main sites:

Civic Centre - Moss Vale
Water Services - Mittagong Depot
Moss Vale Depot
Bundanoon Sewerage Treatment Plant (STP)
Berrima STP
Moss Vale STP
Bowral STP
Mittagong STP
Robertson STP
Medway STP
Medway Dam
Wingecarribee Water Treatment Plant (WTP)
Bundanoon WTP
WATER Field Pump Station and Reservoir Sites
Resource Recovery Centre(RRC)
SRLX (Southern Regional Livestock Exchange)
Bundanoon Swimming Centre
Bowral Swimming Centre

Please note that sole traders that have already registered their company, must also register as an individual to do the site-specific safety induction, i.e. a different username to the company credentials must be used.

Direct your employees to the inductions through the Contractor portal.

They will be required to register themselves and complete the Contractor Employee Details. Once the required documents section is complete, Council is notified. We will then review and approve the employee (this may take up to 24 hours). Once approved, the employee will receive an email notification to complete the Contractor Employee Details. On completion the employee will be asked “do you need another induction” they can click to see the site specific inductions

Already registered?

Click here to login

Troubleshooting tips
There are multiple ways of troubleshooting and seeking assistance with the CSMS.

Navigate to the ‘Tips’ button in the bottom right-hand corner of the CSMS screen.
Contact your Wingecarribee Shire Council contact.
Contact the Customer Service at 02 4868 0888 and request your call is directed to the WHS Officer.
Email whs@wsc.nsw.gov.au

2. How to Register my Company and Complete the Individual Induction

Step 1 - Company Registration

Company Registration

Complete all of the details to create your account.
Only 1 registration should be completed per company.
The person who completes this registration should be the main contact person or administrator for the company.
If you are a sole trader/ owner operator you will need to complete both the registration and induction sections.
Use full personal and company names to avoid confusion and double ups.

Contractor Safety Induction Introduction registration pop up screenshot

Step 2 - Company Dashboard

Once you have registered the next screen will be your dashboard. From your dashboard you can:

Register new users
View all staff for your company and their induction status

Invite staff to induct.png

Step 2a Complete the company prequalification documentation which is required to commence work with the Council.

Provide all of the details and click on the “submit and continue” button to finish the upload and complete the company registration. A message will pop up at the top of the screen ‘Thank you, details submitted”.

Step 2b Register and induct you and your employees, through the link in the top right of your portal “Invite staff to induct”.

Invite staff to induct.png

3. How to complete the Individual Inductions

Each Worker is required to complete the Contractor Employee Details Induction which will be a centralised capture of their contact details and qualifications. The Contractor Employee then needs to Complete Site-specific Inductions for the sites that are carrying out work.

Step 1 - Individual Registration into the system

The main induction registration page looks similar to the company registration page. (See below)

Type your company name in the box for Your Company (ensuring it matches the company registration completely).

Each employee needs a unique email address if they do not have an email address contact your Council contact.

Contractor Safety Induction Introduction individual registration screenshot

Step 2 - Contractor Employee Details Induction

Once an employee has registered they will see the page below (Contractor Employee Details Induction) showing two steps.

As they progress through the steps, there will be a green tick against all the elements in the panel at the right hand side of the page.

How to complete the Individual Inductions 2-Step-Induction-screenshot

Step 2a - Required Documents

Required Documents

This consists of general contact information and proof of training certificates/licenses.

Please Note:

When uploading documents, click on "Choose File".

Once you choose the file - ensure you then press "Upload".

2. Once the Required Document section is completed, Council is notified and will review approve (this may take up to 24 hours).

3. Once approved, the employee will receive an email notification to complete the Contractor Employee Details form.

Step 2b - Privacy Statement and Acknowledgement

The Privacy Statement is shown and once you hit next an acknowledgement statement is shown.

Privacy Statement.png

Sign and press Next

Step 3 - Site-specific Inductions

Once the Contractor Employee Induction is complete you will be prompted if you would like to complete another induction. (orange below)

another induction.png

Our main sites require you to complete their online induction before going to site. These sites are:

Civic Centre - Moss Vale
Water Services - Mittagong Depot
Shire Presentation - Moss Vale Depot
Bundanoon Sewerage Treatment Plant (STP)
Berrima STP
Moss Vale STP
Bowral STP
Mittagong STP
Robertson STP
Medway Water Treatment Plant (WTP)
Medway Dam
Wingecarribee WTP
Bundanoon WTP
WATER Field Pump Station and Reservoir Sites
Resource Recovery Centre (RRC)
Southern Region Livestock Exchange (SRLX)
Bundanoon Swimming Centre
Bowral Swimming Centre

Site-specific Inductions have 3 steps

Step 3a - Required Documents

Required Documents will link to the Contractor Employee detail induction and will show as complete (green tick)

Ensure you use the same email address.

Step 3b - Site Orientation Presentation

Site Orientation Presentation is a presentation of the sites general information - health and safety information, rules, identified hazards and requirements for working at this Council site.

Use the left/right arrows to navigate through until you reach the “Click here to continue” message.

Step 3c - Induction assessment

An Induction assessment follows the site orientation video to test your knowledge to ensure that you read all the information thoroughly – It requires a 100% pass rate.

If you answer a question incorrectly, you will have another chance to correct it:

incorrect answer.png

Once your answers are all correct, click the green continue button.

You have now completed your Site Specific induction.

You will receive an email with your unique QR code.

Step 4 - Certificate

On completion you will receive an email with your unique QR code.

or download or print your certificate with the QR code

there is also an option to add it to you Smart Phone Wallet

You can in with your username (email) at the kiosk or login to WorkMetrics and download or print the certificate

4. Frequently Asked Questions (FAQs)

Contractor Company FAQs

Why use this Council Online Contractor Induction Portal?

The Council Online Contractor Induction portal allows all Contractors to register and undertake their induction online prior to attending a Council site. This portal enables you the ability to register and maintain all documentation in a single location. Registration and Induction is renewed annually with notification reminders sent prior to the expiry date.

What do we need to do as business?

You will need to complete the registration information pertaining to your business and upload your current insurance certificates and relevant WHS documentation. You then need to submit your registration for review and approval.

Where do I go to undertake Company Registration?

It is preferable to use Google Chrome or Microsoft Edge (Do Not use Internet Explorer).
https://www.onlineinduction.com/wingecarribee/registercompany.php

How can I get training on how to register my business?

There is step by step instruction above and a manual in the portal.

If you have any further queries, please contact your contract manager in the first instance or contact Customer Service on 02 4868 0888 and have your call directed to Integrated Risk Management Team

How long will it take to register my business?

If you have your documents ready for uploading into the portal, it should only take approximately 10 minutes to complete.

If I am a Sole Trader do I have to register my business and undertake the Contractor Induction?

Yes, you must register your business first before undertaking the induction. You will need a different username sign on for Company and Individual.

What Insurance documents do I need to upload when registering my business?

Refer to the Contractor Registration requirements but you will need current certificates of currency for:

Public Liability Insurance
Workers Compensation (if you have workers, a contractor)
Professional Indemnity Insurance (if your business provides “advice” to Council)

What other documents do I need to upload when registering my business?

Additional information regarding your WHS System and may be requested.

What happens after I register my Business?

Once registered you will be able to forward a link to your Employees so they can register through the Contractor Employee details and the complete the site specific inductions for our main sites.

Have problems inviting employees to inductions

From your Contractor Company Portal you can invite .

Choose Contractor Employee Details
Press Register
Your Company name will automatically be filled in (once prequalification approval is complete)
You must ensure that the username (email) is a different email to the Company One.
If you are using the same computer/ browser, you must ensure that your signout of you company account before signing in as the invited Contractor Employee

Contractor Worker FAQs

Where do I go to undertake my Contractor Induction?

Your employer will send you a link to register to ensure you are recorded under the business.

The first induction each employee must complete is the Contractor Employee Details. This is where employees with record their High Risk Licenses and Competency Certificates.

What documents do I need to upload when completing the Contractor Induction?

You will need to scan in and upload the following documents (if applicable):

High Risk Construction Licences
Construction Card ie White Card
First aid certificate

Will I receive any training on how to register undertake the Contractor Induction?

The user guide above will assist you in using the Online Contractor Induction portal.

How long will it take to complete my Contractor Induction?

If you have your documents ready for uploading into the portal, it should only take approximately 25 minutes to complete.

Please note that it may take up to 24 hours for the required documents section to be approved by Council but once complete you will receive an email notification that allows you to complete registration and start the site specific inductions.

Do I have to have my photo taken?

Yes, as this ensures that you can be identified once your NSW Drivers Licence has been sighted. It ensures your identity is not being misused.

Will I be charged to use the Council Online Contractor Induction Portal?

There is no cost to complete the induction and no limit on how many employees/contractors may be inducted.

What happens after I register as a Contractor?

All Contractors working at a Council site are required to register themselves in the Council Online Contractor Induction portal, upload their trade licenses, and undertake Site Specific Inductions. Once registered in the portal, they will be able to log in as required to update their information.

A Council Contractor Induction card/certificate including QR code will be sent and there is an option to save this in your mobile phone. The card/certificate is required to sign-in and sign-out when working on Council's main sites.

If I have completed an induction with my Employer, do I still need to do the Council Induction?

Yes, in accordance with Clause #39 of the WHS Regulation NSW 2017, all contractors and their employees engaged by a Principal Contractor are considered employees and must undergo the same induction.

What if I can’t find my company business name in online portal?

You will need to wait until your company has registered in the online portal before you can undertake your induction. Please contact your Manager.

Help?

If you still need assistance with the portal, please contact your Council Contact that engaged your services or Council’s Integrated Risk Management Team

5. Contractor Registration Requirements

Requirement	Validation	Comment
Incorporated Company and ABN	Verified by the Contractor Management System.	Verified when filling out the registration form. Mandatory
Public Liability Insurance	Certificate of Currency Uploaded.	Contractor’s potential liabilities under the Contract, minimum $20 million for any one occurrence and unlimited in aggregate. It covers some types of damage to property and persons not covered by Works or Workers’ Compensation Insurance. The policy must include Council as a joint insured in respect of damage by the plant.
Professional Indemnity Insurance	Certificate of Currency Uploaded.	Consultant/Contractor This cover apples to all third parties who provide professional service and advice to Council. The requirements will be client specified limit per request for Quotation, EOI or Tender. Limit based on Risk of engagement but will in all cases exceed $1million.
Workers’ Compensation	Certificate of Currency Uploaded.	Contractor and/or Subcontractor Under NSW law, each Contractor must have a separate workers’ compensation insurance policy before commencing work. It is the Contractor’s responsibility to ensure a -contractor is properly insured.
Personal Accident and Illness Insurance and Salary Continuance	Certificate of Currency Uploaded or document or proof of payment of insurance premium uploaded.	If the Contractor is a sole trader or partnership and doesn’t hold Workers Compensation insurance Either Personal Accident and Illness Insurance or Salary Continuance Insurance for the contractor. If Contractor is unable to secure cover acceptance is required by an Executive.
Other Insurances	Certificate of Currency or equivalent uploaded.	Property Loss or Damage cover for loss or damage to property or machinery of the Contractor. While operating plant on Council sites the Contractor must ensure that all plant that is required for use on a public thoroughfare is registered. The insurance must cover liability for damage to property and the policy must include Council as a joint insured in respect of damage by the plant. Refer to IRM Team for value of minimum cover.
Company Licenses, registrations, Permits, Certificates	Relevant Documentation Uploaded. Permits to Work will be issued by Council for completion when required.	As relevant for the services that the Contractor provides.
Work Cover WHS General Induction Certificate (White Card)	Copy Uploaded.	Mandatory for all Contractors engaged in building / repair activities.
WHS Documents	Safe Work Method Statements (SWMS) Safe Operational Procedures (SOP), WHS Policy.	Required by all Contractors involved in High Risk or construction activities.
Employee qualifications certificates, licences	Trade qualifications, Security Licences, Certificates, High Risk Licences and plant operator Licenses must be uploaded.	As relevant for the services that the contractor provides to Council.
Contractor Service	No Documentation Requested.	This information will be used to ensure all company licenses and registrations as well as employee qualifications.