To enable appropriate access for staff (kaimahi) and learners (ākonga) to Otago Polytechnic facilities, and to minimise security risks.
Building Access Policy
Section
Corporate
Approval Date
27 May 2025
Approved By
Executive Director
Next Review
27 May 2027
Responsibility
Deputy Executive Director: Operations
Pastoral Care Code Outcomes
Outcome 3: Safe, inclusive, supportive, and accessible physical and digital learning environments
Purpose
Compliance
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Health and Safety at Work Act 2015 and all subsequent amendments.
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Fire and Emergency New Zealand Act 2017 (the Act) and the Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018 (the Regulations).
Policy
1. Normal Access
1.1. Otago Polytechnic is open to the public from
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Dunedin Campus 8.00 am to 5.00 pm Monday to Friday, including computer suites
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Cromwell Campus 8.00 am to 5.00 pm Monday to Thursday and 8.00am to 4.00pm Friday.
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Auckland International Campus 8.00 to 5.00pm Monday to Friday
1.2. Exceptions are in place for other learning, e.g. night classes, and on request for an event.
2. Ākonga After-Hours Access
2. 1 After-hours access is a privilege, not a right. Any ākonga who breach the after-hours access privileges may, following investigation (or immediately if serious) of instances where they put themselves, others, or Otago Polytechnic property at risk, have their extended hours access rights revoked either temporarily or permanently. Refer to Ākonga/ Learner Discipline policy.
2.2. A Student ID card or equivalent provides extended access to the Hub (Dunedin based only) from 7.00 am until 10pm every day.
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Otago Polytechnic Auckland International Campus closes at 5pm with no after-hours access available to ākonga
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Cromwell Campus after-hours access will be determined on a case-by-case basis by the Director - Central Campus
2.3. After-hours access to the ākonga programme of study area between the hours of 5pm to 10pm must be negotiated with the Head of Programme or Director- Central Campus (refer to Clause 2.4.1). 2.4. Ākonga can request additional access hours beyond 10pm e.g. when setting up for annual ākonga exhibitions or events. In such cases, the Head of Programme may request an extension of afterhours for a specified period for ākonga (refer to Clause 2.4.1.).
2.4.1. The Head of Programme or equivalent is responsible for
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providing ākonga with area health and safety hazard register and
the Ākonga Negotiated Building Access Form
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sending the signed Ākonga Negotiated Building Access Form/s to Campus Services for action
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providing an induction, which includes machinery/equipment training and licencing and emergency procedures
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providing a copy of any relevant health and safety policies or procedures
2.5. The after-hours phone number will be displayed prominently in each building and level, including the after-hours phone number (03) 474 7290 accessible 24 hours per day seven (7) days per week.
2.6. During after-hours access ākonga must
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have a mobile phone available at all times
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never block doors open to allow others in or out
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not operate machinery/equipment without training and the relevant licence (other than a computer) if alone.
2.7. Contracted cleaning staff will complete a walk-through of all buildings and have the authority to ask ākonga to leave should they discover a safety or security breach.
3. Ākonga Access to Restricted Areas
3.1 Access to restricted areas is identified in the Hazard Register for each programme of study area.
3.2. Access to restricted areas such as workshops and areas where hazardous processes, dangerous machinery/equipment or chemicals are stored and/or used is only available during normal access hours.
3.3 Classes in workshops or restricted areas must be supervised by trained kaimahi.
3.4. An approved handler must be present when ākonga are using/handling chemicals or hazardous substances.
4. Keys/Tags
4.1. For security reasons, the number and distribution of grand master keys are controlled by Te Kāhui Manukura and determined by the Deputy Executive Director: Operations.
4.2 Campus Services is responsible for maintaining a register of grand master key holders.
4.3. Kaimahi on commencement of employment at Otago Polytechnic, will be issued with the appropriate proximity tag, or key(s) allowing 24/7 access to their work area and all open access areas.
4.4. A register of proximity tags, and keys is maintained by the appropriate system on each Campus.
4.5. Requests for additional or replacement proximity tags and/or keys must be submitted on the Report a Lost or Stolen Key Form (refer to Tūhono, Campus Services, How we can help).
4.6 Requests for access to other Otago Polytechnic buildings and/or internal spaces must be approved by the Formal Leader and confirmation emailed to Campus Services to update the register and proximity tag and/or keys.
4.7. All keys are stamped with a key identifier.
4.8. The Campus Services Team Leader, or equivalent, must approve any request and arrange for the cutting/copying of any key.
4.9. When kaimahi leave Otago Polytechnic the Formal Leader is to follow the “Departure Check List” with keys and/or proximity tags to be returned to Campus Services.
5. Incident Reporting
5.1. All incidents, accidents, near misses, and hazards must be promptly reported and require completion of an incident report in VAULT.
Ākonga Negotiated Building Access Form
Ākonga Negotiated Building Access Form V1 (click to download)
References
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Relevant area/building Hazard Registers
Approved
Approved by:
Dr. Megan Pōtiki
Executive Director
27 May 2027
Version V2
