Driving and Vehicle Safety Policy

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: 

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.  

• The College/Service Area will cover the cost of training and maintaining licence currency (if applicable). 

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.  

9. Driving Risk Mitigation: When driving as part of business-related activities Otago Polytechnic has the following expectations that 

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