Information for contractors undertaking Estates Work
As a contractor working at the University, you'll need to be aware of the requirements and responsibilities for undertaking contracted works.
Please make sure you are familiar with the Code of Conduct for Contractors working on behalf of the University
The Contractor Reception is operating a remote service. Contractors should sign on and off site by calling the Facilities Helpdesk on +44 (0)1904 325555 during normal office hours (7.45am-3pm Monday to Friday, excluding bank holidays). Outside of these hours and on public holidays please call +44 (0)1904 323200.
What is Estates Work?
Estates Work - means any work impacting on the building fabric, grounds or infrastructure services, regardless of the size or nature of the work. Any work that involves breaching the University’s building fabric, grounds or infrastructure must be authorised by the Director of Estates and Campus Services or their nominee. Authorisation for such work will only be granted when the employing manager can demonstrate compliance with Estates Services, Contractor Management Process. Many types of Estates Work carried out by contractors will fall within the scope of the Construction Design and Management Regulations (CDM), which will require additional arrangements and appointments to be made.
Examples of contracted work
- Installation, repair or modification of wires, data cables or street lighting.
- Installation, repair or modification of the Fire Alarm System.
- Installation, repair or modification of water or heating systems.
- Installation, repair or modification of CCTV systems.
- Installation, repair or modification of fixed ventilation systems.
- Installation or removal of fixed catering equipment.
- Replacement of windows, frames or casings.
- Road or footpath repairs including any excavations.
- Roof repairs and maintenance activities including scaffolding.
- Decorating including plastering, wall papering, patching or repairs.
- Grass cutting, tree and forestry management.
Agency/Temporary, Mobile Workers and Delivery Drivers
Agency/Temporary, Mobile Workers and Delivery Drivers etc to University premises are not deemed a contractor carrying out 'Estates Work'. Examples of deliveries may include:
- Food deliveries.
- Stationery/office furniture supplies.
- Waste and refuse collections.
- Commercial waste collections including catering waste/recycling oils etc.
- Deliveries and collections of materials and waste products from Departments.
Service Engineers
Service Engineers do not interact with the fabric of a building. Service Engineers maintain and repair University owned or hired equipment including Academic, Research, Teaching and support equipment and are not deemed a contractor.
In most circumstances this equipment is supported by a maintenance agreement or ‘call-off contract,’ and the University Employing Manager/Departmental Buildings/Facility Manager should authorise/approve such requests.
Service Engineers are required to book in at the Department where the equipment is located. It is the responsibility of the University Employing Manager/Departmental Buildings/Facility Manager to arrange and facilitate/host the Service Engineer during their visit, ensuring Local Rules etc are followed.
Service Engineers are not required to book in to the University via Dalham Farm unless the activities involve an interaction with the fabric of a building or University grounds. If so, the Service Engineer is deemed a contractor.
Examples of Services Engineers activities may include the following:
- Photocopy maintenance and repair.
- Repair and maintenance of stand-alone research equipment, for example electron microscopes, gas chromatography and spectrometry equipment.
- Inspection and maintenance of vehicles and associated ancillaries.
- Inspection and maintenance of free standing commercial catering equipment.
- Communication Information Technology (CIT) equipment including Personal Computers (PC) and lasers printers etc.
Engineers assessing or quoting work
A Contractor or Service Engineer attending the University for assessing potential work or quotation for work (non-intrusive inspection) is deemed a visitor. Visitors to the University should book in with their respective University Employing Manager/Departmental Buildings/Facility Manager. The visitor is then the responsibility of the University Requesting Officer/Departmental Buildings/Facility Manager
The above list of examples is for guidance only and is not intended to be definitive.
Contractor requirements
Contractors are required to submit a suitable risk assessment supported by a Method Statement for their authorised work activities to the University Employing Manager/Project Manager for approval. Any Contractor undertaking 'Estates Work' must be issued with a Job Ticket authorising the contractor booking before commencing any work activities.
Contractors undertaking work covered by the Construction (Design and Management) Regulations 2015 (CDM) have specific legal responsibilities.
Site induction
Important documents
Contractors should familiarise themselves with the following documents
Code of Conduct for Contractors working on behalf of the University of York. (PDF 
, 262kb)
Management Procedure - Management of Contractors (PDF , 928kb)
Site compounds
Any site compound required needs to be arranged and agreed with the University Employing Manager in advance of any work.
Parking
The University of York is an open campus with a high level of people movement. Contractors must exercise great care when travelling on any of the University sites and give priority to pedestrians, wheelchair users, cyclists and other non-motorised vehicles. The use of reversing notifications/alarms or banksman should be considered when vehicles are interacting with pedestrian movement. The speed limit of 15 mph must be observed at all times.
Contractors must only use authorised and designated parking facilities. Contractors must comply with the University of York Parking regulations. All vehicles must be registered for a valid University of York parking permit. Driving on unprotected paved areas and footpaths is strictly prohibited, without prior authorisation.
Contractors should not park on grassed areas (unless agreed and protected) or park longer than an hour (unless stated) in delivery or service bays. Contractors will be held liable for any damage caused.
Contractor vehicles are permitted to use short-stay parking bays at no charge. Parking in these areas is restricted to between 15 minutes and one hour and users are prohibited to return within hours to any short-stay parking bay.
Contractor vehicles can park in University visitors or staff car parks upon purchase of a contractor parking permit, for £5 per day, £40 a month, or £400 a year.
All contractor permits should be purchased online via the parking portal. If you are not able to use the online system for any reason, daily and weekly permits can be purchased from the Mailroom (next to Dalham Farm).
Using the online parking portal
- In order to create an account, you must have an email address that you can access easily. Set up requires you to click on a confirmation link sent by email.
- Once an account is set up, click on permit application and select the 'contractor permit'.
- You'll be asked to provide details of your work on site and or a valid Contractor Database J Number to show you are authorised to work on campus.
Please note that you can currently add up to 3 vehicles on one permit, however, only 1 vehicle is registered to park at any one time. If you wish to change the registered vehicle, you must log back into the system and change which vehicle is active.
Access and directions
Below you can find access routes for contractors:
Campus West Contractor Access Routes
Campus East Contractor Access Routes