Form
Form - Contractor Orientation Checklist
Document FSSMS-FRM-52Stage 1Revision 4Version 0.3.3
Topic pages open on your jurisdiction, and requirements tables show its line. You can change this on any page.
Completed with every contractor worker before work starts in a department workplace, and every year for standing contractors (Policy - Contractors and Mutual Aid 5.2 to 5.5; Contractor and Mutual Aid Safety Program sections 5.1 to 5.5). The department contact (the station officer or facilities contact; the training division on a training ground) confirms Part B before the contractor arrives, delivers Part C in person or by phone, attaches the hazard disclosure in Part D, lists permits in Part E, and keeps the signed form. Low-risk visits such as deliveries use the short form in Part F. Coordinating with contractors to identify and control hazards is an operational control of the management system (ISO 45001:2018, cl. 8.1.4), and the applicable OHS statute extends the employer’s duties to people at or near the workplace who are not its employees (J02 Duties of Employers, Supervisors, Workers and Contractors).
| Field | Entry |
|---|---|
| Contractor firm; site supervisor (role and contact); purchase order or contract number | |
| Work to be done; location (station and room, shop, training ground); dates and hours | |
| Department contact (role); supervision level: continuous / periodic / orientation only |
| Item | Confirmed (date; by role) |
|---|---|
| Workers’ compensation registration and clearance | |
| Liability insurance certificate (expiry) | |
| Licences the work needs (electrical, gas, asbestos abatement, elevating devices, pressure equipment) | |
| Contractor safety program on file (high-risk work); subcontractors listed and prequalified |
| # | Item | ✓ |
|---|---|---|
| C1 | Station emergency plan, alarms, assembly point and how to call for help | |
| C2 | Apparatus may leave at any time: stay clear of bay doors, aprons and the apparatus path; when the tones sound, move to the side | |
| C3 | Zones: where you may go; no entry to the red zone without an escort; no food or drink in the bays | |
| C4 | No idling of your vehicles in a bay; exhaust capture is for apparatus only | |
| C5 | The building’s asbestos register; do not disturb any suspect material | |
| C6 | Lockout under the department’s procedure with your own locks; the isolation points for your job | |
| C7 | Permits: no hot work, confined space entry, energized electrical work, work at heights or excavation without a department permit (Part E) | |
| C8 | Pressure systems: the fill station, compressors, receivers and cylinders are not to be operated | |
| C9 | Hazardous products you bring: safety data sheets, storage, spills | |
| C10 | Work that will take a life-safety system out of service (alarm, sprinklers, exhaust capture, bay doors, compressor, generator) is agreed in advance with an interim measure | |
| C11 | Sign in and out every day; when working alone, check in with the department contact at agreed times | |
| C12 | Report every injury, near miss or hazard to the department contact the same day | |
| C13 | Either of us may stop the other’s work if it endangers anyone; you will not be penalized by the department for stopping | |
| C14 | PPE for this site and this work; smoking and vaping rules; first aid kit and defibrillator location |
☐ Asbestos register extract for the work area ☐ Lockout points ☐ Zoning plan ☐ Known hazards in the work area (falls, confined spaces, pressure systems, electrical) ☐ Training schedule blocked (training ground only) ☐ Other: ____
| Permit type | Number | Issued by (role) | Valid from and to | Closed and area re-inspected (date) |
|---|---|---|---|---|
Items C1, C2, C3, C11 and C13 covered ☐ Escort named (role): ____
| Who | Signature | Date |
|---|---|---|
| Contractor worker (name and employer) | ||
| Contractor site supervisor | ||
| Department contact (role) |
| Field | Type | Required | Who completes |
|---|---|---|---|
| Part A fields | Text; dates; pick list | Yes | Department contact |
| Part B items | Date; role | Yes before arrival (except short form) | Department contact or procurement |
| Part C items | Ticks | Yes, all that apply | Department contact |
| Part D attachments; Part F short form | Ticks; files; role | Part D for every full orientation; Part F for low-risk visits | Department contact |
| Part E rows | Type; number; role; dates | One per permit | Permit issuer |
| Part G signatures | Signature; date | Yes | Contractor worker; contractor supervisor; department contact |
Retention. For the life of the contract plus at least five years (05 Document Control and Records). Privacy. Only the information the orientation and sign-in need is collected about contractor workers.
This chapter relies on the following legal requirements, which differ by province and territory. Check your jurisdiction’s section on each topic page before adopting it.
| Topic | What to check in your jurisdiction | Page |
|---|---|---|
| Duties of Employers, Supervisors, Workers and Contractors | The duties the OHS statute places on employers, contractors, constructors and owners toward people at or near the workplace, which this orientation and hazard disclosure help discharge | J02 Duties of Employers, Supervisors, Workers and Contractors |
| Fall Protection and Rope Access | The height or condition at which fall protection is required for contractor work in department workplaces (item C7) | J16 Fall Protection and Rope Access |
| Confined Space | How the confined space rules apply to contractor entries in department workplaces (item C7) | J17 Confined Space |
| Lockout, Machine Guarding and Electrical Safety | The lockout and energy isolation rules contractors follow in department workplaces (item C6) | J19 Lockout, Machine Guarding and Electrical Safety |
| WHMIS, Hazardous Materials and Asbestos | The asbestos disclosure duty and when abatement must be done by a licensed contractor (item C5 and Part D) | J21 WHMIS, Hazardous Materials and Asbestos |
| Workers’ Compensation and Firefighter Presumptions | Workers’ compensation registration and the clearance a contractor must hold before work starts (Part B) | J32 Workers' Compensation and Firefighter Presumptions |
International Organization for Standardization. (2018). ISO 45001:2018, Occupational health and safety management systems: Requirements with guidance for use. https://www.iso.org/standard/63787.html