1.1. Otago Polytechnic policies and procedures are guided by and give effect to Te Tiriti ō Waitangi and honour our obligations as a Tiriti partner.
The relevant Otago Polytechnic policies, procedures and guidelines and the New Zealand Institute of Skills and Technology (NZIST) policies, procedures and guidelines as per the Otago Polytechnic Transitioning (Grandparenting) From NZIST Policy.
1.1. Otago Polytechnic policies and procedures are guided by and give effect to Te Tiriti ō Waitangi and honour our obligations as a Tiriti partner.
2.1. The purpose of this Policy is to:
a) Affirm the commitment of Otago Polytechnic to the safety and wellbeing of children to whom it provides a service; and
b) Ensure that Otago Polytechnic meets its obligations under the Children’s Act 2014 and other relevant legislation, recognising the important role kaimahi and ākonga have in the identification and reporting of potential or actual abuse or neglect of a child. and other relevant legislation, recognising the important role kaimahi and ākonga have in the identification and reporting of potential or actual abuse or neglect of a child.
3. This Policy applies to:
3.1. All employees of Otago Polytechnic, contracted staff and consultants providing services for Otago Polytechnic, and those on fixed term agreements (collectively referred to as kaimahi in this Policy document). This also extends to homestay carers, Te Pa Student Accommodation Residential Assistants, volunteers and any Otago Polytechnic approved accommodation provider; and
3.2. Ākonga (learners) who come into contact with a child during the course of their studies, including where they have work placement in Regulated Services as part of their studies and outlined in the approved programme of study document with Otago Polytechnic.
3. Definitions as they apply to this policy:
Child: A person who is under the age of:
a person who is under the age of 25 years and is receiving transition support from the department under Part 7 of the Oranga Tamariki Act 198.9.
Children’s Worker: A person who works in, or provides, a regulated service or in a regulated industry, and the person’s work:
may or does involve regular or overnight contact with a child or children (other than with children who are co-workers); and
takes place without a parent or guardian of the child, or of each child, being present.
Council: All those operating at a governance level, including Council members and members of Council’s advisory committees.
Designated Person: Key people who have received child protection training.
Key Agency Agencies whose Chief Executives are able to grant an exemption under the Children’s Act 2014:
Regulated Service: A regulated service is any service listed in Schedule 1 of the Children’s Act 2014 including Health Services, Welfare, Support and Justice Services and Education Services (as defined in that Schedule).
Safety Check/s: A series of checks which aim to ensure a safe and competent children's workforce. This includes gathering a range of key information about kaimahi or ākonga and evaluating this information to determine whether they pose any risk in being employed working with children. Information includes but is not limited to:
Verification of identity
Police Vetting
Risk assessment.
Otago Polytechnic will act in the best interests of children to whom Otago Polytechnic provides a service and will comply with all relevant legislation.
4. Safety Checking
4.1. Otago Polytechnic is committed to ensuring that its processes and practices are compliant with the Children’s Act 2014, including identification of Children’s Workers roles and the robust recruitment and safety checking of these roles.
4.2. Otago Polytechnic will Safety Check
a) Any kaimahi who may be a Children’s Worker in the context of their work with Otago Polytechnic; and
b) Any ākonga who may be a Children’s Worker as a consequence of work placement in a regulated industry as part of their programme of study.
4.3. Otago Polytechnic will undertake safety checks, including risk assessments as prescribed under the Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015, and in accordance with its procedures.
4.4. Otago Polytechnic reserves the right to appropriately restrict kaimahi and ākonga activities where:
a) A safety check identifies that they may pose a risk to children and/or
b) A police vet identifies that kaimahi or ākonga is not permitted to work with children under the Children's Act 2014; or
c) No safety check has been completed.
4.5. Otago Polytechnic recognises that kaimahi or ākonga, where otherwise restricted, may obtain an exemption from the Chief Executive of a Key Agency which allows them to work as a Children’s Worker and will consider this where an exemption is provided.
4.6. Nothing in this Policy shall limit Otago Polytechnic taking what it considers are all the necessary steps to meet its legislative obligations.
5. Education, Training and Support
5.1. Otago Polytechnic will provide induction, education and training to ensure that kaimahi and ākonga in Regulated Services are up to date and aware of their responsibilities under this Policy and its related procedures including:
a) Being able to identify the signs and symptoms of potential abuse and neglect and able to take action in response
b) Sharing information in a timely way and discussing any child protection concerns about an individual child, as appropriate and in accordance with Otago Polytechnic’s procedures
c) Ensuring kaimahi and ākonga understand the obligations around privacy, confidentiality and information sharing.
6. Reporting Child Abuse or Neglect
6.1. Kaimahi and ākonga who, in the course of their work or study at Otago Polytechnic, come to believe that a child may have been, or may be at risk of being, abused, neglected, or otherwise harmed, should take appropriate action as outlined in Otago Polytechnic’s procedures.
6.2. Kaimahi and ākonga who carry out part of their work or study in the context of a Regulated Service or other providers of children’s services, must be aware of and adhere to any child protection policies in place in those organisations.
7. Responsibilities relating to this policy:
Designated Person: Key people who have received child protection training will be given the responsibility of assessing kaimahi and ākonga ’s suitability to engage with children.
Kaimahi and ākonga: It is the responsibility of all kaimahi and ākonga to discuss any child protection concerns, including suspected abuse or neglect, with an appropriate person. These are:
In the case of an ākonga, their supervisor, Head of College, Head of School or another in a relevant leadership position.
Formal Leaders: Formal Leaders will support any administrative processes as necessary to uphold the Child Protection Policy.
People and Culture: The People and Culture team will coordinate and oversee the administration of Safety Checking processes for kaimahi and the coordination of kaimahi training as required under this Policy.
Police Vetting Administrators: The function or teams responsible for vetting of ākonga who will be Children’s Workers as part of their programme of study.
John Gallaher (Chairperson)
Otago Polytechnic Council
Date 18 December 2025