Australian Capital Territory
Corrections Management (Maintenance and Infrastructure Management) Policy 2016 
Notifiable instrument NI2016-582
made under the  
Corrections Management Act 2007, s 14 (Corrections policies and operating procedures)

1	Name of instrument
This instrument is the Corrections Management (Maintenance and Infrastructure Management) Policy 2016.
2	Commencement
This instrument commences on the day after its notification day.
3	Policy
I make the Maintenance and Infrastructure Management Policy, attached to this instrument, to facilitate the effective and efficient management of correctional services.
4.	Revocation
This instrument revokes the Corrections Management (Maintenance and Capital Upgrades) Policy 2014 [NI2014-401], Corrections Management (Building Security) Policy 2007 [NI2007-452], and Corrections Management (PDC: Building Security) Policy 2011 [NI2011-420].

Don Taylor
A/g Executive Director 
ACT Corrective Services
17 October 2016

Maintenance and Infrastructure Management Policy
All Facilities

Purpose
Authority
Objective
Information dissemination
1. Operating Procedure
     1.1 Required Approvals
      1.1.1 Approval of maintenance and infrastructure management work
      1.1.2 Background checking
      1.1.3 Evidence of relevant licensing
      1.1.4 Hazardous and high risk work
      1.1.5 Induction
      1.1.6 Privacy and confidentiality
      1.1.7 Escorted or Unescorted approval
      1.1.8 Vehicle and other plant approval
      1.1.9 Tools, equipment and materials approval
    1.2 Entry and movement control
      1.2.1 Registration
      1.2.2 Entry and movement control
      1.2.3 Time contractors are able to access a correctional centre
      1.2.4 Vehicle and other plant entry and use
      1.2.5 Tools and equipment entry and use
      1.2.6 Materials and waste entry, use and exit
    1.3 Contractor Escort Duties
    1.4 Compliance and Inspections
    1.5 Completion of works
    1.6 Reporting process for faults maintenance
      1.6.1 After hours faults or maintenance
2. Forms and Templates
3. Related Policies and Operating Procedures
4. Relevant Documents
5. Relevant Memorandums of Understanding
6. Legislation Requirements
7. Document Properties

Purpose
To describe the management of maintenance, capital upgrades, contracted services or deliveries at an ACT correctional centre to ensure the security and good order of the correctional centre; and to protect the safety of detainees, staff, the community, and other people who work or visit the correctional centre. 

The impact of this Policy on a detainee’s human rights has been considered consistent with the Human Rights Act 2004.  A detainee’s human rights are limited only to the extent that it is reasonably and demonstrably justifiable.

Authority
Corrections Management Act 2007, Division 9.4.5, Part 9.8 and sections 14, 81 and 82.
Work Health and Safety Act 2011, part 2.
Financial Management Act 1996, section 31.

Objective
ACT Corrective Services (ACTCS) has a duty of care to provide a safe and secure environment which minimises the risk of harm to staff, visitors, detainees and the community, and is conducive to good correctional centre management.
This Policy applies to all maintenance, infrastructure management work, contracted services or deliveries carried out at ACTCS’ facilities, and aims to ensure contractors understand their responsibilities when working in a correctional centre, and there is a process for accounting for tools and equipment used by contractors on ACTCS premises.  
Where possible, ACTCS will utilise the existing maintenance and contractors engaged by the agency.  The list of approved contractors can be located on the agency intranet.
For the good order, operations and security, a range of protocols are required when such persons or vehicles are entering and exiting an ACT correctional centre.  
This includes:
•	a process for approving work or services by external contractors;
•	the control and monitoring of access and movements by external contractors within the correctional centre;
•	 a system of security measures for external contractors’ vehicles, equipment and tools that enter a correctional centre;
•	ensuring contractors are aware of information appropriate and relevant to working within a correctional centre; and
•	ensuring all persons working within a correctional centre are accounted for.
Any contractor accessing an ACT correctional centre must adhere and be aware of the Prohibited Things Declaration and Possession of Prohibited Things Policy. 

Any person attempting to introduce a non-authorised prohibited thing into an ACT correctional centre, or found in the possession of a non-authorised prohibited thing, may be subject to one or more of the following conditions, as directed by the Area Manager (in consultation with the Deputy General Manager or above): 
•	ask that the person dispose of the article;
•	ask that the person return the article to a secured locker or vehicle;
•	confiscate the article in accordance with the Seizure of a Prohibited Thing Procedure;
•	deny a visit of any type;
•	ask the person to remove him or herself from the correctional centre immediately (non compliance may result in removal from the correctional centre in accordance with the Use of Force Policy and Use of Force Procedure); and/or
•	refer the matter to Police.

If applicable, a person’s visitor status may be reviewed and revoked.

This Policy does not apply to emergency services, Police or contracted education or training staff accessing an ACT correctional centre.  Please refer to the Visits Policy in relation to access requirements for these categories.

Information dissemination
A copy of this Policy will be available on the ACT Legislation Register, available for inspection at a correctional centre on request, and may be viewed by ACTCS staff on the ACTCS Intranet.

ACTCS will also ensure a copy of this Policy is made available to any external contractor or agency required to access an ACT correctional centre.

1. Operating Procedure 
1.1 Required Approvals
1.1.1 Approval of maintenance and infrastructure management work
Infrastructure and maintenance work at a correctional facility must not be undertaken without the approval of: 
•	either ACTCS’ Industries and Facilities Manager, Business and Security Systems Manager; or
•	Deputy General Manager, Custodial Operations (Deputy General Manager) or above;  and
•	appropriate financial delegate.

Please see the Justice and Community Safety Directorate Intranet for details of financial delegations.   

Access to a correctional centre must not occur without the approval of the Deputy General Manager (or delegate) or above.

Planned maintenance and infrastructure management works will, if possible, be scheduled to minimise disruption and security risks to the operations of the custodial environment.  

Planned maintenance and infrastructure works at court cells will, if possible, be scheduled to ensure minimal interruption to the operations of the Courts. 

1.1.2 Background checking
Contractors must submit an ‘Associations, Pending charges and Convictions Declaration’, and application for a National Police Check prior to being granted approval to access or undertake work at an ACT correctional centre by the Deputy General Manager or above (or delegate).

Where work must commence immediately, a person declaring nil associations, pending charges or convictions may be approved and granted immediate access to correctional centre by the Deputy General Manager or above (or delegate) after a check on CIS and OIS has been successfully completed.

The Deputy General Manager or above (or delegate) may approve and grant access to a correctional centre to a contractor declaring any convictions, pending charges or historic charges, having regard to the nature or seriousness of the charges and any risk to the security and proper management of the centre.  The Deputy General Manager or above (or delegate) may determine any restrictions that are to apply to contractor access within a correctional centre in these circumstances.

Returned National Police Check information will be scrutinised and compared with pre-check disclosures.  The Deputy General Manager or above (or delegate) may revoke approval and 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 approval and access to a correctional centre the Deputy General Manager or above (or delegate) may seek and consider advice from the ACTCS Intelligence unit and Victim Liaison Officer.

1.1.3 Evidence of relevant licensing 
All contractors required to conduct construction or maintenance work must hold and produce evidence of holding any current Construction Induction Card (White Card) and/or current occupational and plant licences relevant to the work being undertaken, prior to work commencing.  

A trade apprentice or trade assistant may conduct work if they hold a current White Card and are supervised by a suitably licensed person with the correct authority relevant to the work being undertaken, prior to work commencing.  

Contractors are to comply with health and safety legislation and requirements at all times whilst working within the correctional centre.

1.1.4 Hazardous and high risk work
Contractors must present the following evidence for hazardous and high risk work, prior to work commencing: 
•	risk assessment; and
•	license for that work; and
•	safe work method statement for the work being undertaken or carried out.

For urgent hazardous and high risk work or maintenance required to be undertaken, please see section 1.6.1 of this Policy.

1.1.5 Induction
All contractors must receive a site induction prior to being granted access or 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 delivered by ACTCS’ Workforce Training and Development Unit, prior to working in an area of a correctional centre for work where contractors may come into contact with detainees or enter an occupied detainee accommodation area, unless approved by the Deputy General Manager or above with a Contractor Escort.

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

All contractors entering a correctional centre must complete the acknowledgement section on the ‘Contractor Approval and Access Form’ prior to access to a correctional centre being granted by the Deputy General Manager or above (or delegate).

ACTCS will ensure a record of any Security Awareness Training and site induction undertaken is recorded on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’, and audited monthly by Operational Compliance to ensure all training and inductions are up-to-date.

ACTCS is not responsible for the loss, theft or damage of any contractor tools, materials or vehicles within an ACT correctional centre.

1.1.6 Privacy and confidentiality
Contractors must agree not to disclose confidential or private information gained as a result of working at a correctional centre, prior to work commencing.  

Confidential and private information includes:
•	any information about correctional facilities and systems, for example, security systems, building layouts or other physical infrastructure; and
•	any information about a detainee; and
•	any information about people working at a correctional centre.

All contractors must sign the acknowledgement and confidentiality statement in the ‘Contractor Approval and Access Form’ prior to accessing a correctional centre. In addition to this, contractors may be requested to complete a ‘Deed of Confidentiality’ prior to the provision of documents by ACTCS.  

1.1.7 Escorted or Unescorted approval
The Deputy General Manager or above (or delegate) 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.  

Escorted or unescorted approval and access will result in the contractor being supplied with an appropriate pass and vest, and where determined necessary personal duress alarm, radio, FOB and/or keys, as detailed in section 1.2.2 of this Policy.

Once approved by the Deputy General Manager or above (or delegate), all approvals must be recorded on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’.  The ‘Approved Contractor, Tools, Equipment and Vehicle and Register’ will be maintained by the Facilities Support Officer.

1.1.8 Vehicle and other plant approval 
The Deputy General Manager or above may authorise a contractor to bring a motor vehicle or other plant into a correctional centre.  

Unless exempt by the Deputy General Manager or above for urgent work to be completed within the correctional centre under escort, contractors are required to submit a ‘Contractor Tools, Equipment and Vehicle Approval Form’ to be approved by the Deputy General Manager or above, prior to accessing the correctional centre.  
A contractor wishing to bring a motor vehicle or other plant into a correctional centre must also present to the Deputy General Manager or above:
•	a current drivers 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; and
•	insurance policy covering use of the vehicle or plant, for example comprehensive vehicle insurance or public liability insurance.

Upon completion, details of the approved ‘Contractor Tools, Equipment and Vehicle Approval Form’ must be registered on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’.

1.1.9 Tools, equipment and materials approval 
Unless exempt by the Deputy General Manager or above for urgent work to be completed within the correctional centre under escort, contractors are required to submit a ‘Contractor Tools, Equipment and Vehicle Approval Form’ to be approved by the Deputy General Manager or above including any materials required for the work, prior to accessing the correctional centre.  

Upon completion, details of the approved ‘Contractor Tools, Equipment and Vehicle Approval Form’ must be registered on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’.

1.2 Entry and movement control
1.2.1 Registration
Once a contractor is approved and granted access by the Deputy General Manager or above (or delegate), the contractor’s details will be added to the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’. The ‘Approved Contractor, Tools, Equipment and Vehicle and Register’ will be maintained by the Facilities Support Officer.

Contractors must not be admitted to a correctional centre without approval of the Deputy General Manager or above (or delegate) on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’ and production of a fully completed ‘Contractor Approval and Access Form’.  

For urgent work or maintenance required to be undertaken, please see section 1.6.1 of this Policy.

1.2.2 Entry and movement control
Contractors must report to the correctional centre reception, reception gatehouse or sally port on arrival to undertake work, and are required to pass through appropriate security checks and searches in accordance with the Searching Policy and Searching Procedure prior to entering the correctional centre.  This may include K9 searches or scan searches with an itemiser.  

A Corrections Officer must ensure the contractor is positively identified and confirm that a maintenance or work request has been made in accordance with this Policy prior to granting the person access to the correctional centre.  

Any contractor required to access detainee accommodation areas are required to either enter through the walk-in metal detector, or be searched by a Corrections Officer with a handheld search scanner in the Sally Port, prior to access to the correctional centre being granted.

Correction Officers are required to ensure all contractors complete the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’ prior to the contractor entering or exiting the correctional centre.

The Deputy General Manager or above (or delegate) may approve a contractor access to a FOB or keys.  If a FOB or keys has been issued (must be attached to a key carrier at all times), the contractor is not required to sign in or out on the ‘Approved Contractor, Tools, Equipment and Vehicle and Register’, but is required to access the correctional centre through the iris scanner in accordance with the Iris Scanning Policy and wear a Green pass and vest whilst within the correctional centre.

Contractors must follow all directions from Corrections Officers, or an appropriately delegated ACTCS staff member, whilst they are inside the correctional centre.

Contractors working in a correctional centre will be issued with one of two types of contractor access pass as determined by the Deputy General Manager or above (or delegate) on the ‘Contractor Approval and Access Form’:
•	Green pass, which allows a contractor unescorted access to a correctional centre with an allocated personal duress alarm, and where approved, access to a locked radio, FOB and/or keys; or
•	Red pass, which requires the contractor to be escorted by a Corrections Officer at all times.

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 easily identified print, which must also be worn at all times while working in a correctional centre.

1.2.3 Time contractors are able to access a correctional centre
Contractors will not be admitted to a correctional centre outside of daytime hours between 7:30am and 7:30pm, except where a significant risk to the asset, security or safety has occurred or where admission has been approved by the Deputy General Manager or above (or delegate). 

1.2.4 Vehicle and other plant entry and use
The completed ‘Contractor Tools, Equipment and Vehicle Approval Form’ is required to be retained by the contractor and presented to a Corrections Officer for confirmation upon entering and exiting the centre.   

The Gatehouse Officer must ensure an appropriate search is conducted of all vehicles, other plants and equipment accompanying any vehicle entering the correctional centre in accordance with the Searching Policy and Searching Procedure, prior to access being granted.

All equipment accompanying a vehicle