School Cleaners Wellington: How to Choose a Reliable Provider

This guide helps Wellington schools, colleges, and education facilities select cleaning providers based on systems and evidence, not marketing promises.

What Makes School Cleaning Different

Schools aren't offices. They involve:

• Vulnerable populations - Children with asthma, allergies, and varying health needs

• Strict regulations - Children's Act 2014, Health and Safety at Work Act 2015, Ministry of Education standards

• After-hours operations - Cleaning happens with minimal supervision

• High-touch environments - Desks, door handles, and shared equipment touched constantly

• Variable schedules - Term time, holidays, exams, and events require flexibility

A reliable provider understands these differences and operates accordingly.

Legal Requirements You Must Verify

Children's Act 2014 - MOJ Vetting (Non-Negotiable)

Any cleaner working unsupervised in schools must have:

1. MOJ vetting (criminal record check)

2. Identity verification and work history review

3. Ongoing monitoring - Re-vetting every 2 years minimum

4. Training on appropriate conduct around children

What to ask: "Can you provide written confirmation that all staff assigned to our school are MOJ-vetted? When were they last vetted?"

Reliable providers maintain vetting registers and produce documentation immediately when requested.

Health and Safety at Work Act 2015

Schools and cleaning contractors are both PCBUs (Persons Conducting a Business or Undertaking) with shared obligations:

Contractor must provide:

• Risk assessments for cleaning tasks

• Safety Data Sheets (SDS) for all chemicals used

• Appropriate PPE (Personal Protective Equipment)

• Incident reporting procedures

School must ensure:

• Contractors understand site-specific hazards

• Safe access to cleaning areas

• Monitoring of contractor compliance

Privacy Act 2020

Cleaners access student records, staff belongings, and confidential documents. Providers must:

• Train staff on privacy obligations

• Implement secure document disposal

• Restrict access to sensitive areas

• Maintain confidentiality agreements

Ministry of Education Compliance

Reliable providers should already know:

Teaching Space Standards:

• Daily floor cleaning (vacuum/damp mop)

• Desk and chair surface cleaning

• Whiteboard cleaning

• Bin emptying with liner replacement

Toilet Standards:

• Daily sanitization of all surfaces

• Disinfection of touch points (taps, door handles, flush buttons)

• Soap and paper towel replenishment

• Floor mopping with disinfectant

Food Area Standards:

• Food Act 2014 compliance

• Food-safe sanitizers

• Separate cleaning equipment to prevent cross-contamination

Term vs Holiday Cleaning:

• Daily maintenance during term

• Deep cleans during holidays (carpet shampooing, floor sealing, window cleaning)

• Adjusted schedules during exam periods

If a provider needs to be taught how schools operate, that's a red flag.

Product Safety in Student Environments

Classrooms contain students with asthma, allergies, and chemical sensitivities. Products must be:

• Low VOC (Volatile Organic Compounds) - Reduces respiratory irritation

• Fragrance-free or minimal fragrance - Prevents allergic reactions

• Non-toxic - Safe if accidentally touched or ingested

• Quick-drying - Prevents residue on desks and slip hazards

Look for certifications:

• Environmental Choice New Zealand

• Sensitive Choice

• Sustainable Business Network

Critical questions:

• "What products do you use in classrooms versus toilets?"

• "Can you provide Safety Data Sheets for all products?"

• "How do you handle requests to avoid certain chemicals?"

Reliable providers explain why they use certain products, not just name them.

After-Hours Access and Security

Most Wellington schools clean between 3:30 PM and 7:00 PM with minimal supervision.

Providers must have:

• Secure key management with signed registers

• Staff trained on your specific alarm system

• Entry/exit logging systems (digital or manual)

• 24/7 emergency contact for security issues

Security protocols:

• Procedures for securing all buildings after cleaning

• Verification that windows and doors are locked

• Reporting of security concerns (damaged locks, open windows)

• Restrictions on personal phone use in sensitive areas

Schools should never need to supervise cleaners during operational hours.

Quality Control Systems That Work

Consistency is the biggest challenge in school cleaning. Avoid providers who rely on trust alone.

Effective systems include:

1. Written task schedules - Specific checklists for each area (classrooms, toilets, common areas)

2. Supervisor inspections - Random daily checks, not just cleaner self-verification

3. Quality audits - Monthly formal audits with scored assessments

4. Issue tracking - Clear reporting when problems arise

5. Performance metrics - Completion rates, audit scores, issue resolution times

You should know:

• Who supervises the on-site team

• How quality is checked over time

• Who to contact when something is missed

• What happens if standards consistently slip

Red Flags - When to Walk Away

Be immediately cautious if a provider:

❌ Cannot clearly explain child safety procedures or produce vetting documentation

❌ Uses rotating casual staff without site familiarity or dedicated teams

❌ Has no written cleaning specifications - relies on verbal instructions only

❌ Treats schools like commercial offices - unfamiliar with Ministry of Education expectations

❌ Avoids documentation requests or gives vague answers about compliance

❌ Focuses only on price - significantly cheaper without explaining why

❌ Shows poor communication - slow responses, defensive about questions

❌ Has high staff turnover - frequent supervisor or team changes

Low cost never compensates for poor controls in school environments.

20 Essential Questions to Ask

Child Safety (Critical):

1. Can you provide police vetting certificates for all assigned staff?

2. What is your child safety policy and training process?

3. How often do you re-vet staff?

Experience & References:

4. How many Wellington schools do you currently service?

5. Can you provide references from similar-sized schools?

6. How long have you specialized in education facilities?

Staffing:

7. Who specifically will be assigned to our school?

8. What is your annual staff turnover rate?

9. How do you handle staff absences?

Products & Safety:

10. What products do you use in classrooms, toilets, and food areas?

11. Are products suitable for asthma-sensitive environments?

12. Can you provide Safety Data Sheets immediately?

Operations:

13. How do you manage after-hours access and alarms?

14. What are your key management procedures?

15. How do you track entry and exit times?

Quality Assurance:

16. What inspection systems do you use?

17. How often are quality audits conducted?

18. How do you handle complaints or feedback?

Flexibility:

19. How do you adjust schedules for events and exams?

20. What is your response time for urgent cleaning needs?

Reliable providers answer these calmly and specifically, with documentation ready.

Wellington-Specific Considerations

Climate factors:

• Wind and rain create higher entrance cleaning demands

• Regular mat maintenance essential

• Salt corrosion on coastal school windows

School type matters:

• Small schools (<200 students) - May suit local providers with personalized service

• Medium schools (200-500) - Need established systems and backup capacity

• Large schools (500+) - Require providers with depth and resources

Provider types available:

• National chains - Established systems, deep resources, higher cost

• Regional providers - Wellington-focused, potentially more flexible

• Specialist education cleaners - Best understanding of compliance, premium pricing

• Small local operators - Competitive pricing, may lack backup systems

No single type is automatically best - match capabilities to your specific needs and risk tolerance.

Making the Decision: Process Over Promises

Evaluation framework:

1. Verify compliance first - Police vetting, insurance, Health & Safety documentation

2. Check systems - Written specifications, inspection processes, quality audits

3. Assess experience - References from similar Wellington schools

4. Review products - Safety data sheets, environmental certifications

5. Test communication - Response times, clarity, professionalism

6. Compare value - Not just price, but systems, reliability, support

Consider a trial period:

• 3-6 month initial contract

• Intensive monitoring during trial

• Weekly feedback sessions

• Formalize contract only after proven performance

Key Takeaways

✓ Compliance is non-negotiable - Police vetting, Health & Safety, Privacy Act

✓ Systems matter more than promises - Written specs, inspections, audits

✓ School-specific experience is essential - Ministry of Education knowledge, term scheduling

✓ Product safety affects student health - Low VOC, fragrance-free, certified products

✓ Quality control prevents decline - Supervisor checks, not just self-verification

✓ Security and access require protocols - Key management, alarm training, entry logs

✓ Price is one factor, not the only factor - Cheap providers often lack proper systems

Resources

Regulatory Bodies:

• Ministry of Education: education.govt.nz

• WorkSafe New Zealand: worksafe.govt.nz

• NZ Police Vetting: police.govt.nz/advice-services/vetting

Key Legislation:

• Children's Act 2014 (safety checking requirements)

• Health and Safety at Work Act 2015

• Privacy Act 2020

• Education and Training Act 2020

Final Note: This guide provides general information for Wellington schools assessing cleaning providers. It reflects New Zealnd regulatory requirements and Ministry of Education expectations as of January 2026. Schools should consult appropriate professionals for specific compliance or legal matters.

For more detailed information on any section, schools can request additional documentation from prospective providers or contact the relevant regulatory bodies listed above.