Australian Capital Territory
Corrections Management (Maintenance and Capital Upgrades) Policy 2014
Notifiable instrument NI2014-401
made under the  
Corrections Management Act 2007, section 14(1) (Corrections policies and operating procedures)

1	Name of instrument
This instrument is the Corrections Management (Maintenance and Capital Upgrades) Policy 2014.

2	Commencement
This instrument commences on the day after it is notified.
3	Policy
I make the

MAINTENANCE AND CAPITAL UPGRADES POLICY

to facilitate the effective and efficient management of correctional services.

Bernadette Mitcherson
Executive Director 
ACT Corrective Services
8 August 2014

ACT Corrective Services
All Facilities and Operations

maintenance and capital
upgrades policy

Purpose
Authority
Scope
Policy
Approval of maintenance and capital upgrade work
Access and movement control
Background checking
Induction
Conduct of work
Privacy and confidentiality
Vehicles and other plant
Tools and equipment
Materials and waste
Forms/Templates
Related policies and procedures

Purpose
To outline a policy for managing maintenance and capital upgrades at correctional centres.

Authority
Legislation
Corrections Management Act 2007, sections 14, 81, 82, 145.
Work Health and Safety Act 2011, part 2.
Financial Management Act 1994, section 31.

Scope
This policy applies to all maintenance and capital upgrade work carried out at ACT correctional centres.  It governs approval to conduct work, access to a correctional centre by contractors and related vehicles, and provides an approach for managing tools, equipment and materials necessary for undertaking the work.  It also governs control over the movement of maintenance contractors around a correctional centre.

Policy
Approval of maintenance and capital upgrade work
Maintenance work at a correctional centre must not be undertaken without approval of a suitable ACT Corrective Services (ACTCS) officer.

Maintenance work may be approved by ACTCS facilities maintenance officers, to the limit of their financial delegations.  Maintenance work exceeding the limit of these officers’ financial delegation may be approved by the General Manager, Custodial Operations or Executive Director as required.

All capital upgrade work requires the approval of the Executive Director and may also require the approval of the JACS Executive.

Planned maintenance and capital upgrade works will be scheduled to minimise disruption to custodial operations and best maintain security at the relevant correctional centre.  Contractors will not be admitted to the Alexander Maconochie Centre outside of daytime hours between 7:30am and 7:30pm, except where urgent maintenance is required.

Planned maintenance and capital works at court cells will be scheduled to minimise work occurring while court proceedings are underway.

Maintenance work may be initiated by the Night Senior Officer to address maintenance issues that arise outside of business hours.  The Night Senior Officer will assess the urgency of the issues according to a two-tier hierarchy: urgent or routine.  Urgent maintenance issues will be escalated to the on call Operations Manager for approval or further escalation.

Urgent maintenance issues are those issues that present an immediate risk to safety or security at a correctional centre, for example, failure of a critical security system such as perimeter controls or a security server, or a major plumbing or electrical fault.  Routine maintenance issues are those issues that do not present an immediate risk to safety or security at a correctional centre and can be adequately managed through interim arrangements until business hours resume.  For example, it may be possible to manage failure of a security camera in a non-residential area through increased patrols.

Urgent maintenance work may only be undertaken by pre-approved contractors.

Access and movement control
Contractors will not be admitted to a correctional centre without approval of the General Manager, Custodial Operations.

Contractors working in a correctional centre will be issued with one of two types of contractor access pass:
•	Green pass, which allows a contractor unescorted access to a correctional centre
•	Red pass, which requires the contractor to be escorted by a corrections officer at all times.

The General Manager, Custodial Operations will determine when approving access for a contractor whether escorted or unescorted access is suitable for the contractor based on the nature and location of the work, and operational considerations (e.g. the extent to which the contractor will interface with detainees).  Contractor access will be limited to areas of the centre necessary to undertake the related work.

Contractors must wear their issued contractor access pass at all times while working in a correctional centre.  Contractors will also be issued a high visibility vest displaying the word ‘contractor’ in green or red print, which must also be worn at all times while working in a correctional centre.

Contractors must report to the correctional centre reception on arrival to undertake work.  Reception officers must positively identify a contractor and confirm that a maintenance request has been made in accordance with this policy prior to granting a contract or access to the correctional centre.  The entry and exit of all contractors at a correctional centre will be logged on the Daily Register of Contractors.

Background checking
Contractors must make an associations, pending charges and convictions declaration, and make application for a National Police Check prior to undertaking work at a correctional centre.

Where work must commence immediately, a person declaring nil associations, pending charges or convictions may be granted immediate access to correctional centres by the General Manager, Custodial Operations.

The General Manager, Custodial Operations may grant access to correctional centres to a contractor declaring minor convictions not involving a custodial sentence, including a suspended sentence or periodic detention.  The General Manager, Custodial Operations may at their discretion grant access to correctional centres to a maintenance contractor declaring pending charges, having regard to the nature or seriousness of the charges and any risk to the security and proper management of the centre.

Returned National Police Check information will be scrutinised and compared with pre-check disclosures.  The General Manager, Custodial Operations may revoke access previously granted to a contractor where a National Police Check identifies convictions or pending charges, having regard to the nature or seriousness of the charges and any risk to the security and proper management of the centre.

Prior to granting a contractor access to a correctional centre the General Manager, Custodial Operations may also consider advice from the ACT Corrective Services Intelligence unit and Victim Liaison unit.

Induction
All contractors must receive a site induction prior to undertaking work in a correctional centre.  The site induction will include a general security briefing for work where contractors will not have contact with detainees or will not enter a detainee accommodation area.

All contractors must complete ACTCS Security Awareness induction training prior to working in an area of a correctional centre for work where contractors may come into contact with detainees or enter a detainee accommodation area.

Contractor induction will detail emergency procedures for the centre in which a contractor is working.

All contractors entering a correctional centre must complete and supply to ACT a Contractor Acknowledgement Form.

Conduct of work
All contractors must hold a current Construction Induction Card (White Card).  Additionally, contractors must hold current occupational and plant licences relevant to any work being undertaken.  Contractors must present to an ACTCS facilities maintenance officer their White Card and relevant licences prior to undertaking work in a correctional centre.

Contractors must supply to an ACTCS facilities maintenance officer a Safe Work Method Statement relevant to the work being undertaken, and must comply this statement in the conduct of work.

For unplanned maintenance work occurring outside business hours, contractors may present their White Card and Safe Work Method Statement to the Night Senior Officer.

Privacy and confidentiality
Contractors must not disclose confidential or private information gained as a result of working at a correctional centre.  Confidential and private information includes:
•	Any information about correctional facilities and systems, for example, security systems, building layouts or other physical infrastructure
•	Any information about any detainee
•	Any information about people working at a correctional centre.

The General Manager, Custodial Operations may determine that due to the nature of a contractor’s work the contractor must make a Deed of Confidentiality.

Vehicles and other plant
The General Manager, Custodial Operations may authorise a contractor to bring a motor vehicle or other plant into a correctional centre.

A contractor wishing to bring a motor vehicle or other plant into a correctional centre must present to the General Manager, Custodial Operations:
•	current driver licence or high risk plant licence, if required for the type of plant for which authorisation is sought
•	current vehicle or plant registration certificate, if required for the type of vehicle or plant for which authorisation is sought
•	insurance policy covering use of the vehicle or plant, for example comprehensive vehicle insurance or public liability insurance.

All equipment accompanying a vehicle or other plant must be managed according to this policy and must be secured within or to the vehicle or plant.

Vehicle or plant keys will be retained by the Contractor Escort at all times while the vehicle or plant is not in use.

Contractor vehicles and other plant will be removed from correctional centres at the end of each day.

Tools and equipment
Tools and equipment brought into a correctional centre by a contractor will be subject to strict controls.

Contractors may only bring into a correctional centre tools and equipment that are required for the work being undertaken.  Tools and equipment brought into a correctional centre by a contractor will be securely maintained at all times when not in use by the contractor.

The Gatehouse Area Manager or an ACTCS facilities maintenance officer may authorise a contractor to bring tools and equipment into a correctional centre.  The entry and exit of all tools and equipment brought into a correctional centre by a contractor will be recorded on a Contractor Tool Form by the officer authorising entry of the tools or equipment.  Removal of all tools and equipment will be verified by the Gatehouse Area Manager or an ACTCS facilities maintenance officer and recorded on the related Contractor Tool Form.

In general, all contractor tools and equipment will be removed from a correctional centre by the end of each day.  The General Manager, Custodial Operations may authorise storage of tools and equipment in a correctional centre overnight, and must designate a place for secure overnight storage of the tools and equipment.  Contractors storing tools and equipment in a correctional centre overnight must secure the tools and equipment in the designate place at the end of each day.  A corrections officer or ACTCS facilities maintenance officer must verify that all tools recorded on the related Contractor Tool Form have been secured.

Contractors must immediately report a correctional officer any tools or equipment that cannot be immediately accounted for.

Materials and waste
Materials and waste related to maintenance or capital upgrade work will be subject to strict controls.

Contractors may only bring into a correctional centre materials that are required for the work being undertaken.  Materials and waste generated by maintenance or capital upgrade work will be securely maintained at all times.

The Gatehouse Area Manager or an ACTCS facilities maintenance officer may authorise a contractor to bring materials into a correctional centre.  

In general, all unused materials and waste generated by maintenance or capital upgrade work will be removed from a correctional centre by the end of each day.  The General Manager, Custodial Operations may authorise storage of unused materials and waste in a correctional centre overnight, and must designate a place for secure overnight storage of the unused materials and waste.  Unused materials and waste retained in a correctional centre overnight must be securely stored in the designated place at the end of each day.

A corrections officer or ACTCS facilities maintenance officer must at the end of each day verify that all unused materials and waste has been removed from the area where work occurred or securely stored in the designated place.

Contractors must immediately report to a correctional officer any materials or waste that cannot be immediately accounted for.

Forms/Templates
Contractor Tool Form
Daily Register of Contractors
Authorized Visitor Form
AFP Criminal Record Check
Contractor Acknowledgement Form

Related policies and procedures
Searching Policy
Searching Procedure
Possession of Prohibited Things Policy
Prohibited Things Declaration
Management of Tools Policy
AMC Post Duties: Contractor Escort