Purchasing or hiring goods and services
Last reviewed: August 2026
Before purchasing or hiring goods, equipment or related services, identify and address any health and safety risks. Considering these risks before committing to a purchase helps prevent new hazards being introduced into the workplace.
These requirements apply to purchases and hires by University staff and students across all campuses and controlled entities.
Before you purchase or hire
For an initial purchase or hire:
- Identify how, where and by whom the item will be installed, used, maintained, stored and disposed of.
- Consult employees who may be affected and their Health and Safety Representative, where applicable.
- Complete the relevant sections of the Health & Safety pre-purchase checklist.
- Document any required controls, specifications or actions before the purchase is approved.
- Provide relevant health and safety requirements to the supplier.
- Obtain confirmation from the Authorising Officer before placing the order or making a purchasing commitment.
Refer to the Purchasing and hiring goods and services requirements for the University’s complete requirements.
When is a pre-purchase checklist required?
| Purchase or hire | Pre-purchase checklist |
|---|---|
| Low-risk office stationery and supplies | Not normally required. The purchaser must still confirm that the goods do not present a health and safety risk. |
| Personal protective equipment and clothing | Complete the PPE section. |
| Office and workstation furniture | Complete the office furniture section. |
| Portable equipment, such as trolleys, ladders, step stools and whiteboards | Complete the portable equipment section. |
| Chemicals and substances, including biological materials | Complete the chemicals and substances section. |
| Radiation sources | Complete the radiation section and consult the relevant radiation safety adviser. |
| Plant, equipment and electrical equipment | Complete the plant and equipment section. |
| Other goods that may introduce a health and safety risk | Complete the relevant sections and document any additional considerations. |
For a repeat purchase, the Authorising Officer must verify that the checklist completed for the initial purchase is available and remains applicable. Complete a new or updated checklist if the product, supplier, intended use, location or required controls have changed.
What should be considered?
Depending on the purchase, consider:
- whether the item is suitable for its intended purpose and users
- hazards associated with installation, operation, cleaning, maintenance, storage, transport and disposal
- the space, access, services and environmental conditions needed to use the item safely
- whether safer alternatives are reasonably available
- applicable Australian Standards, approvals, licences, registrations or permits
- guarding, emergency stops and other safety features
- manual handling, ergonomic, noise, electrical and exposure risks
- required personal protective equipment
- supplier safety information, including manuals, instructions and safety data sheets
- training, competency or licensing requirements
- inspection, maintenance and testing requirements
- emergency arrangements and waste-disposal pathways.
The Australian Standards commonly used in purchasing may help identify relevant standards. Seek specialist advice if you are unsure which requirements apply.
Purchasing goods with associated services
If a supplier will install, commission, maintain, repair or otherwise perform work for the University, the relevant contractor management requirements also apply.
- For goods only, follow the purchasing requirements on this page.
- For goods with associated services, follow both the purchasing and contractor requirements.
- For services only, follow the Engage a contractor process.
When the goods arrive
The person receiving the goods or putting them into service must check that they meet the health and safety requirements provided to the supplier.
Do not put an item into service if it:
- does not meet the specified health and safety requirements
- is damaged or unsafe
- is missing required safety information, guards or controls
- cannot be safely installed, used, stored or maintained.
Where requirements have not been met, refuse delivery or isolate the item from use until the issue is resolved. Record the verification on the purchase order, invoice, delivery record or another appropriate local record.
Office and workstation furniture
Purchase office and workstation furniture through the University’s preferred supplier arrangements wherever possible. The approved range has been evaluated against University requirements and relevant standards.
Refer to Workstation furniture and equipment for preferred suppliers, furniture selection and non-standard requirements.
Documents and support
- Purchasing and hiring goods and services requirements
- Pre-purchase checklist
- Australian Standards commonly used in purchasing
- Health and Safety Representatives
- Health and Safety Business Partners
Contact your local Health and Safety Business Partner before purchasing if the risks, applicable standards or required controls are unclear.