How the University of Wollongong centralised contractor compliance with Quartex

The challenge: a fragmented manual process across nine campuses

The University of Wollongong (UOW) employs over 2,470 staff and oversees contractors across nine campuses, serving more than 30,000 students. While highly ranked globally, UOW faced a compliance gap: contractor health and safety documentation—including insurances, licences, and WHS training—was managed manually and inconsistently across its locations.

Paper-based records were stored locally by individual campus staff, offering no centralised visibility or reporting. UOW required a digital contractor management system that could:

• Unify contractor compliance and training across all campuses
• Automate monitoring of insurances, licences, and qualifications
• Ensure consistency with NSW WHS Act 2011 and self-insurance policies
• Be fully configurable to suit UOW’s specific workflows
• Offer daily user support and a branded experience for contractors

The solution: a single, scalable contractor platform

UOW selected Quartex Software as its contractor management solution. Quartex configured a branded portal tailored to UOW’s internal processes. Contractors can self-register, upload compliance documents, and complete online training before being approved for work.

To streamline site access, verified contractors receive a UOW-branded induction card with a unique QR code for on-site identification and check-in.

The Quartex team also supported UOW in managing internal expectations, ensuring clarity about system capabilities and building strong staff buy-in during rollout.

The results: oversight, access and stronger compliance

Today, 179 individual users and 61 contracting companies actively use our site access & onboarding solution at UOW. Administrators now have centralised access to contractor records across all campuses, ensuring compliance and visibility.

Initial resistance quickly shifted to advocacy as users began seeing the system’s ease of use and the increased transparency it brought to contractor onboarding and oversight. The UOW team was particularly impressed with Quartex’s responsiveness, and their suggestions continue to inform ongoing product improvements.