Management of School Property

Employment of Project Managers

Project Managers will be employed to work with schools for all projects requiring a building consent.
Project Managers are selected from the Ministry of Education ‘preferred suppliers list’ – those who have completed the web FM Condition Assessment Training.

Health & safety when building contractors are on a school site

When major building work is undertaken at a school, responsibility under the HASE Act places duties on people who either control the work, or engage others to do the work.

Health and safety is the responsibility of everyone. At a school health and safety is especially the concern of a Board of Trustees as the occupier of the premises which are used by the Board’s employees (e.g. teachers) but also by members of the public (students and their families) and contractors who are engaged to work at the school.

When building work is proposed there are 2 situations that need to be addressed:
The first situation relates to building work carried out at the school by the Board of Trustees.

  1. As controller of the school grounds it’s the Board’s responsibility to institute a health & safety plan and systems (such as accident and hazard reporting) and all other steps required to eliminate, isolate or minimise hazards on the grounds. It is important that contractors coming onto the school site are notified of any hazards that might affect them in the course of their work at the School.
  2. The Board also has a responsibility for ensuring that their contractors have a health & safety plan which is approved by their project manager, the principal or school property manager, and that effective action is taken by the contractor to eliminate, isolate or minimise hazards arising from their operations. Contractors must have professional indemnity insurance, public liability insurance and motor third party insurance.

The second situation is where works are carried out at the school on behalf of the school proprietor. In such cases, health and safety responsibility lies with the proprietor and the contractor. The proprietor’s responsibility is generally in accordance with 2 above and they or their project manager would make any inspections required to ensure hazards created by the work are eliminated. School personnel do have a responsibility to alert the proprietor, Archdiocese of Wellington or their project manager immediately to any situation that they consider hazardous.

For further information refer to:

  1. Ministry of Education website “Worksafe at Schools – Toolkits 11, 11a and 11b” and the “Health and Safety Code of Practice – Construction Work at the School” and
  2. Consumer Build website Health and Safety in Employment Act and the legal requirements for keeping people safe on building sites.
  3. Department of Labour website “A principal’s guide to contracting to meet the Health and Safety in Employment Act 1992.

Condition assessments

A condition assessment is a systematic review of all the school buildings, facilities, plant and underground services to assess their current condition.

Proprietors and Boards of Trustees must assess the condition of their school property to plan work into their 10 Year Property Plan (10YPP) and keep the school in good working order, meeting all legal and Ministry of Education standards and to be safe and functional.

Archdiocesan schools participate in the Ministry of Education Condition Assessment process and use the web based “Web FM” condition assessment tool to record the assessment findings. The condition assessment is undertaken as a minimum every 5 years by a qualified and experienced project manager using the national maintenance standards and methodology. The project manager incorporates the results of the condition assessment into each school’s 10 YPP. Project managers must have undertaken the Ministry’s condition assessment training.

To ensure that the plan is kept up to date it is reviewed annually by the ADW Property Team.
Schools will be able to access their condition assessment directly from the Web FM website but will require to log onto the site. The Ministry of Education has still to provide access details for schools.

For further information contact your Schools Property Co-ordinator:

Sarita Smit
Schools Property Adviser
DDI 04 496 1772
Mobile 021 490 728