Read in conjunction with the relevant Te Pūkenga Academic Policies, current Otago Polytechnic policies (as per Te Pūkenga Transitioning (Grandparenting) of Former Subsidiaries Policy) and Otago Polytechnic Business Division Procedures.
To provide rules and guidelines, raise awareness and mitigate risk associated with driving and to highlight safe driving practices that Otago Polytechnic expects all Otago Polytechnic staff (hereinafter referred to as “kaimahi”) to follow when driving on Otago Polytechnic business-related activities.
Exceptional Circumstances: an unforeseen event beyond a person’s control for which there is no opportunity to prepare in advance such as a medical emergency.
Field Trips: any ākonga approved learning and teaching located off-campus.
Otago Polytechnic business-related activities: all activities related to operating activities including the management, delivery, support of ākonga learning and teaching.
1. All kaimahi driving on Otago Polytechnic business-related activities are expected to abide by all Land Transport Acts, Regulations and Rules
i. Any breach Land Transport Acts, Regulations and Rules may result in disciplinary action, as well as incur legal consequences and costs such as impoundment of the vehicle and or fines.
ii. Otago Polytechnic will not be liable for, nor pay for, any fines or legal expenses in circumstances where there has been any traffic infringement, including parking tickets
2. Kaimahi who drive for or as part of Otago Polytechnic work (on-road and off-road) must hold a current full or a restricted licence for the class of vehicle driven and have completed the Kaimahi Driver's Agreement Form.
i. Kaimahi Driver’s Agreement Form accompanied by a copy of their current driver’s licence, and this will be uploaded to VAULT by kaimahi work area administrator and copy sent to People and Culture to be held on kaimahi personnel file.
ii Kaimahi are required to inform their Formal Leader if there is a change in status of their driver’s licence (other than kaimahi obtaining their full licence).
3. Ākonga are not permitted to drive Otago Polytechnic fleet vehicles, or rental vehicles unless in extenuating circumstances.
4. When unauthorised use of Otago Polytechnic fleet vehicles or rental vehicles occurs, the kaimahi and ākonga will be liable for any costs incurred.
5.i. If it is not possible to use an Otago Polytechnic fleet vehicle with the approval of the kaimahi Formal Leader, the most appropriate vehicle choice must be made relating to type and distance to be travelled:
Taxis, using the preferred provider (refer to Travel on Otago Polytechnic Business Procedure)
Uber (kaimahi to be reimbursed via Webexpenses)
Use a rental vehicle.
5.ii. If none of the above are applicable to the type and distance of travel only then consider the use of kaimahi own vehicle (Clause 6).
6. Kaimahi Approval to Use Own Vehicle: To assess a request for a kaimahi to use their own vehicle on Otago Polytechnic business-related activities the Head of College/Service Area Director or equivalent will require the kaimahi to:
i. Complete the Otago Polytechnic Kaimahi Driver's Agreement Form accompanied by a copy of their current driver’s licence.
ii. State if this is a one-off occurrence or multiple occurrences and reason requiring the use of their own vehicle to carry out Otago Polytechnic business-related activities.
iii. Provide documentation kaimahi have checked with their insurance covers/offers extension for Otago Polytechnic business-related activities.
iv. If kaimahi insurance does not cover use for business-related activities refer to Clause 4.
v. Kaimahi are not permitted to use Otago Polytechnic vehicles or rental vehicles for personal use unless in exceptional circumstances and only with Formal Leader approval and must have completed the Kaimahi Driver's Agreement Form.
vi. Reimbursement for approved use of kaimahi own vehicle on business-related activities will not be paid unless Clause 2. has been adhered to the following reimbursement can be claimed and includes the cost of petrol in the daily amount:
Whichever is the lesser of:
a. $1.04c per Km (IRD rates)
OR
b. A maximum for one (1) round trip of $180
7. Where specialist vehicles are being used by kaimahi (i.e., tractor, forklift, minivan, bus) the appropriate driver’s licence is required.
8. Zero Tolerance: When driving as part of business-related activities Otago Polytechnic has a zero tolerance for
i. alcohol consumption and drug use (refer to Drug and Alcohol Procedure)
ii. smoking or vaping (refer to Smokefree/Auahi Kore Policy)
iii. using cell-phones, with the exception of the safe use of the vehicle’s Bluetooth enabled hands-free functions for essential calls and texts only.
9. Driving Risk Mitigation: When driving as part of business-related activities Otago Polytechnic has the following expectations that
Weather conditions are checked before driving, if unsafe conditions such as ice/snow/flooding/high winds to reschedule driving, if applicable (refer to Tūhono, Health and Safety - Seasonal Information for Cromwell and Dunedin).
Driving with lights on at all times.
Travel time is to be included as part of kaimahi work-day and should
not extend beyond eleven (11) hours per day
include a minimum ten (10) minute refreshment break every two (2) hours when driving for prolonged periods
not normally occur between the hours of 10.00pm and 6am.
All users of fleet electric or hybrid vehicles will receive and induction from Campus Services before use.
All passengers in all vehicles, with seatbelts must wear them. Kaimahi driver must refuse to take anyone not wearing a seatbelt.
All loads carried on or in an Otago Polytechnic fleet vehicle or rental vehicle, being towed must be secured and contained appropriately and in accordance with Land Transport Acts, Regulations and Rules.
10. Off-campus Learning Activities (Field Trips)
i. Field trip management plans must be completed at least three (3) days prior to any field trip (refer to Tūhono, Health and Safety, Field Trip Safety Management).
ii. Kaimahi are required to manage and coordinate transport to and from field trips for ākonga.
iii. Kaimahi cannot require/request ākonga to drive other ākonga to field trips or equivalent locations.
iv. Costs related to booking or renting vehicle/s for example a bus or minivan, for field trips are part of the course/programme of study; there shall be no on-charge to ākonga.
11. Ākonga Placements: It is recommended that all ākonga driving to work-placement, clinical placements or equivalent complete the Learning Management System (Moodle) Driving Ākonga Training Module.
12. Minivans: All kaimahi driving a minivan as part of Otago Polytechnic business-activities must have
i. completed the minivan competency assessment prior to driving a minivan
ii. Formal Leader approval to rent/book any minivans or similar prior to using.
13. Incident reporting: In the case of an incident or near miss involving an Otago Polytechnic vehicle, rented vehicle or kaimahi vehicle (approved by the kaimahi Formal Leader to use refer to Clauses 13) must be reported on VAULT and to the Formal Leader as soon as possible.
14. Otago Polytechnic Fleet Vehicles: Maintenance, warrant of fitness and registration of fleet vehicles is the responsibility of the Campus Services and must comply with all Land Transport Acts, Regulations and Rules.
i. First Aid Kits and Fire Extinguishers: All fleet vehicles must have a fully stocked first aid kit and current fire extinguisher; it is the responsibility of Campus Services to ensure fleet vehicles are stocked before use
ii. For those areas which have a dedicated vehicle/s, oversight, and maintenance of vehicle first aid kits and fire extinguishers is the responsibility of the Formal Leader.
iii. Kaimahi who use any of the vehicle first aid kit or fire extinguisher must notify Campus Services or Formal Leader as soon as possible for replenishment/replacement.
Kaimahi Driver's Agreement Form (click to download)
Otago Polytechnic Business Division Policies and Procedure
Other Reference Documents
Policy Version: V7.1
Approved:
Dr Megan Pōtiki
Executive Director
Date: 25/08/2025
