A–Z policies

This section contains statutes, policies and procedures for the governance and management of Victoria University of Wellington.

A

Academic Agreements Policy

This policy ensures all academic agreements support the university's strategic direction and do not pose risk and where appropriate are commercially viable. Effective from: October 2014

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Academic Approvals Handbook

This handbook sets out the University’s policies and processes for approving new courses and programmes, and for changing existing courses and programmes.

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Academic Board Statute

This statute defines the membership, functions and powers of the Academic Board of Victoria University of Wellington. Effective from: April 2021

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Academic Dress Policy

The purpose of this policy is to set out the details of academic dress for Victoria University of Wellington. Effective from: September 2020

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Academic Grievance Policy

This policy sets out how perceived academic disadvantage and academic grievances are to be resolved. Effective from: October 2014

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Academic Integrity Educative Measures Procedure

This Procedure is to be used when a student has failed to meet the Academic Integrity Policy but not seriously enough to warrant a formal misconduct process. Effective from: November 2022

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Academic Integrity Policy for Students

This Policy sets out the high-level principles relating to academic integrity and academic misconduct for students at the University. Effective from: November 2022

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Academic Leave Allowances Policy

The purpose of this policy is to set out the rules that apply to the expenditure of academic leave allowances. Effective from: February 2023

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Academic Misconduct Procedure

The purpose of this Procedure is to give effect to the Student Conduct Statute (the Statute) in relation to Academic Misconduct. Effective from: November 2022

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Academic Progress for Continued Registration Procedure

This procedure outlines the processes to be used when reviewing a student's academic progress under section 12.2 of the Admission and Enrolment Regulations. Effective from: November 2022

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Academic Reviews and Monitoring Policy

This policy defines the principles and intentions that underpin the University’s academic reviews and monitoring processes. Effective from: March 2019

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Academic Transcripts and Certificates Procedure

This procedure defines the official documents issued by the University to record academic achievements of individual students, and outlines issuing procedures. Effective from: September 2021

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Academic Year Dates Policy

Acceptable Use of Information Systems Statute

This statute provides a framework for use of network and information systems, including breaches of this statute, Student Conduct Statute and Conduct Policy. Effective from: November 2022

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Access and Use of Victoria University of Wellington's Relationship Management Database (RMD) Policy

This policy outlines operational procedures of viewing, recording, extracting and use of information in the University’s Relationship Management Database.

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Adjunct and Visiting Staff Policy

This policy outlines the circumstances for persons outside the University appointed to adjunct or visiting positions, approvals and how exceptions are managed. Effective from: June 2015

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Admission and Enrolment Regulations

These regulations outline the eligibility criteria for admission and the process for enrolling in programmes and courses offered by the University. Effective from: June 2022

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Alcohol on Campus Policy

Animal Ethics Policy

This policy ensures that the University complies with the code when using live animals for teaching and research.

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Assessment Handbook

The Assessment Handbook sets out Victoria University of Wellington’s assessment policy and practice for all undergraduate and taught postgraduate courses. Effective from: February 2023

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Asset Management Procedure

This procedure ensures capital expenditure is planned, evaluated, authorised, implemented, monitored and reported in a systematic manner. Effective from: October 2020

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Awarding of Qualifications Posthumously Policy

Awarding Qualifications under Extraordinary Circumstances Policy

These Procedures set out the University’s process for granting a qualification to a student who has experienced extraordinary circumstances. Effective from: May 2023

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B

Business Continuity Management Policy

This policy outlines the BCM framework, responsibilities and principles to effectively prepare for and achieve strategic aims through times of major crisis. Effective from: March 2010

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C

Cancellation of Course Offerings Policy

Cancellation of Programme Intakes Policy

Cancellation or Refusal of Enrolment Procedure

This procedure defines the criteria and process for cancelling or refusing to permit the enrolment of a student on these grounds. Effective from: October 2014

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Car Parking Procedure

These procedures establish a set of standards and processes for the management of car parking within the University precincts. Effective from: May 2023

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Cash Handling Procedure

This procedure ensures consistency of cash handling practices across the University.

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Changing Mode of Delivery of Existing Courses Policy

Child Protection Policy

This policy is to protect the safety and wellbeing of children aged under 18 years who are receiving Children’s Services from Victoria University of Wellington. Effective from: August 2018

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Children on Campus Policy

Class Representative Policy

This policy provides a framework for the management of class representation in order to support a teaching-learning partnership between staff and students. Effective from: November 2013

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Collection Development and Management Policy

This policy sets out the overarching principles and general framework which inform strategies related to the Library’s collections. Effective from: August 2022

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Conflicts of Interest Statute

This statute ensures staff use discretion to manage any conflicts of interest and act in a manner consistent with institutional responsibilities. Effective from: June 2011

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Consultation for Employment Matters Policy

This policy sets the principles and requirements of the consultation processes to be followed regarding change, strategic planning and policies affecting staff. Effective from: February 2013

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Contract for Services Policy

This policy sets the procedures to determine the nature of engagement, and the subsequent relationship, between the University and its contractors. Effective from: June 2010

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Council Elections Procedure

This procedure sets out the process by which staff members and students will be elected to the Council.

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Council Membership Statute

The purpose of this Statute is to ensure the overall composition of Council provides effective governance of the University.

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Course Registration Procedures

This procedure sets out the provisions for managing a student’s registration in courses, including amending their set of courses within an enrolment period. Effective from: September 2021

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Course Scheduling and Constraints Policy

This policy provides a framework for determining the layout of the academic year and consideration of any constraints on course scheduling and capacity. Effective from: October 2016

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Credit Transfer and Recognition of Prior Learning Regulations

These regulations govern the credit awarded towards Victoria University of Wellington programmes from courses taken at other tertiary institutions. Effective from: September 2020

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Cyber Security Procedures

These procedures assign responsibility for ensuring that cyber security is maintained as per the Information and Records Management and Security Policy. Effective from: June 2021

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D

Data Governance Policy

This policy formalises the University’s data governance bodies and sets out the fundamental principles that guide its data management practices. Effective from: December 2022

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Dealing with Sexually-Explicit Material (SEM) Procedure

A primary focus of this procedure is to clarify steps that will be taken when SEM is imported to or made available on the University’s IT systems. Effective from: June 2009

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Dealing with Student Plagiarism and Related Academic Misconduct Procedure

Deans List Policy

This policy aims to encourage the retention of high-achieving students to complete their undergraduate degree and continue into postgraduate study at University Effective from: October 2014

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Delegations Statute

This Statute sets out delegations and provides the basis for, and the limits on, the exercise of all Delegated Authority at Victoria University of Wellington. Effective from: April 2023

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Deletion of Qualifications, Majors, Subjects and Courses Policy

Disclosure of Personal Information Procedures

These Procedures ensure that staff members and students understand when Personal Information may be disclosed to third parties, and how to do so. Effective from: December 2020

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Disclosure of Wrongdoing (Whistleblower) Policy

Diving and Boating Procedure

The purpose of this Procedure is to ensure that teaching and research-related operations that involve diving and boating comply with statutory obligations. Effective from: January 2022

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Doctoral Procedures

These procedures give effect to the Degree of Doctor of Philosophy Statute and the Doctoral Policy and should be read in conjunction with those documents. Effective from: March 2020

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Doctoral Regulations: for PhD and other Doctorates with Theses

These regulations govern the admission, enrolment, registration, supervision and examination of candidates for the PhD and other doctoral degrees with theses. Effective from: March 2020

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Dogs on Campus Policy

E

Editorial Advice Policy

This policy sets out acceptable limits to the practice of giving editorial advice on, and proof-reading of, Masters and PhD theses. Effective from: January 2016

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Entitlement to Undertake Private Work Policy

The policy outlines the responsibilities of staff, and the conditions that apply, when undertaking private work.

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Environmental Policy

This policy defines the environmental obligations of the University and considers how implementation of the policy should occur. Effective from: August 2008

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Environmentally Sustainable Procurement Guidelines

These guidelines provide staff with assistance to make purchasing decisions that reflect the University’s commitment to environmental sustainability. Effective from: October 2008

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Equal Employment Opportunities Guidelines

The purpose of these guidelines is to provide information and guidance to managers and staff enabling equity and diversity across the University. Effective from: March 2014

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Equity, Diversity and Inclusion Framework

Effective from: December 2018

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Evaluation and Review Handbook

Events Management Procedures

These procedures are standards and protocols for management of events held on our campus and/or events supported and sponsored by the University. Effective from: February 2019

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F

Fees Policy

This policy establishes the basis for fee charging and related policies at Victoria University of Wellington. Effective from: February 2023

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Fees Schedule 2023

This schedule shows the fees at Victoria University of Wellington for 2023 academic year, unless otherwise stated. Effective from: February 2023

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Financial Delegated Authorities Policy

Financial Delegated Authorities Statute

Fraud Policy

This policy addresses the risk of fraud and outlines the actions the University will take when any suspected fraud is reported or discovered.

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G

General Academic Statute

This statute states overarching requirements for academic matters including admission and enrolment of students, and offering and conferring qualifications. Effective from: September 2020

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General Misconduct Procedure

The purpose of this Procedure is to give effect to the Student Conduct Statute (the Statute) in relation to General Misconduct. Effective from: November 2022

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General Programmes of Study Regulations

These regulations set out the general provisions relating to qualification requirements and how they are to be met by students’ personal programmes of study. Effective from: August 2022

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Gift and Koha Policy

This policy provides a framework for staff around the giving and receiving of gifts and koha on behalf of the University.

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Graduation Procedures

These procedures set out the Victoria University of Wellington's requirements in relation to graduation. Effective from: October 2021

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Guideline for enrolment of international PhD students who are offshore

Guidance on the special conditions of enrolment that pertain to international doctoral students who wish to undertake a doctorate outside New Zealand. Effective from: May 2023

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Guideline for the Appointment of Tutors and Other Teaching and Research Support Staff

This guideline sets out the appointment processes for tutors and other teaching and research support staff. Effective from: April 2023

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Guidelines for Managing Performance Issues

These guidelines outline the process for managing performance issues.

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Guidelines for Resolving Alleged Misconduct

These guidelines outline the informal, formal and Tikanga Māori processes for resolving alleged misconduct.

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Guidelines on cotutelle degrees and other doctoral study overseas

Guidance on doctoral degrees where the student spends a substantial period overseas, including guidance on arrangements for cotutelle doctoral degrees.

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H

Health and Safety Policy

This policy confirms Victoria University of Wellington’s commitment to providing a safe and healthy environment for staff, students, and visitors. Effective from: April 2016

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Higher Doctorate Regulations

These regulations govern qualifications, application, admission and examination procedures and the process for awarding Higher Doctorates. Effective from: June 2019

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Higher Doctorates Guidelines for Applicants and Examiners

These guidelines provide additional information about the application and examination process for a Higher Doctorate. Effective from: October 2014

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Higher Doctorates Statute

Holidays, Sick Leave and Leave Without Pay Policy

Procedures to inform staff about holidays and sick leave, to confirm the University’s systems and procedures for managing these types of leave. Effective from: December 2022

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Honorary Degrees and Hunter Fellowships Statute

This statute sets out the regulations and procedures governing the conferment of Honorary Degrees and the award of Hunter Fellowships.

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Hotwork Procedure

The purpose of this procedure is to provide a safe environment in the University’s buildings where Hotwork may be performed.

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Human Ethics Policy

This policy ensures all University research and relevant teaching activities involving human participants conform to ethical standards. Effective from: April 2018

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Human Ethics Policy Guidelines

These Guidelines provide detailed information on the conduct of ethical research at the University.

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I

Information and Records Management and Security Policy

This policy ensures that the University’s information and records are appropriately and securely managed, and comply with legal and/or contractual obligations. Effective from: June 2021

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Insurance Deductible and Additional Cost Recharge Policy

This policy ensures that insurance deductibles are correctly accounted for and attributed to the School or Central Service Unit (CSU).

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Intellectual Property Policy

The purpose of this policy is to address issues related to ownership, benefit sharing and management of intellectual property. Effective from: July 2013

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Internship, Placement or Practicum Course Procedure

This Procedure sets out the requirements for offering an internship, placement or practicum as a credit-bearing course. Effective from: November 2022

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Intimate and Close Personal Relationships Policy

This policy establishes expected standards of behaviour governing intimate relationships between members of the University community and students. Effective from: September 2022

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L

Library Statute

This statute is for the mutual benefit of Library users to ensure every user can undertake work related to study and research without unnecessary disturbance.

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Limitations on Courses and Programmes Statute

M

Management of External Research Consultancy and Related Contracts Policy

This policy deals with the organisation and administration of ERCI, the costing and pricing of research and consultancy, and the distribution of the income. Effective from: July 2013

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Management of the Promotion of Alcohol on Campus Procedure

This procedure outlines the restrictions of advertising or promoting excessive consumption of alcohol by students on campus. Effective from: November 2008

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Master's Thesis Policy

Master’s Thesis Regulations

This regulation states the University’s position on the enrolment, supervision, and examination of candidates for Master’s theses worth 90 points or more. Effective from: October 2021

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Meeting the Needs of Students with Impairments Policy

This policy outlines provision of support and accommodations to allow students with impairments to demonstrate their abilities, participate in university life. Effective from: October 2014

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Micro-credentials Policy

Minimum Value of Privately Funded Prizes and Scholarships Guidelines

These guidelines set the minimum value of prizes and scholarships for the University and ensure that the value of the prize or scholarship is meaningful. Effective from: August 2009

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N

Naming Rights Statute

This statute outlines criteria and procedures for awarding Naming Rights to university assets, activities or academic employment positions to specified parties. Effective from: July 2009

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O

Off-Campus Activities Policy

This policy provides protocols for a safe and healthy environment for all staff members and students participating in off-campus activities. Effective from: August 2009

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Open Access Guidelines

The purpose of these guidelines is to assist in compliance with the University's Open Access Policy. Effective from: December 2020

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Open Access Policy

This policy provides details on the open dissemination of our scholarly research output—online, world-wide, and free of charge. Effective from: December 2020

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P

Policy Framework

This policy provides a framework for the development, implementation and review of Policy Documents at the University. Effective from: April 2023

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Position Management and Position Classification Guidelines

These guidelines provide information and guidance on the creation of positions, position management, job analysis, role descriptions and job evaluation.

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Privacy Breach Procedures

These Procedures ensure that Privacy Breaches are managed in accordance with the University’s Privacy Policy and obligations under the Privacy Act 2020. Effective from: December 2020

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Privacy Impact Assessment Guidelines

These Guidelines assist staff members undertake a Privacy Impact Assessment (PIA) when required under the Privacy Policy. Effective from: December 2020

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Privacy Policy

This policy ensures that personal information is managed in accordance with good global privacy practice, all relevant laws, and the principle of manaakitanga. Effective from: July 2023

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Procedures for Managing Potential Conflicts of Interest

These are the procedures for managing potential conflicts of interest. Effective from: June 2011

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Procedures for Recognising and Responding to Child Abuse or Neglect

These procedures set out the obligations required of the University in relation to the identification and response to suspected child abuse and neglect.

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Procurement Policy

This policy ensures continued accountability and robust governance, critical to the procurement functions carried out within the University. Effective from: November 2008

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Programme and Course Design Handbook

The handbook sets out the University’s expectations and gives guidance for good quality programme and course design. Effective from: April 2014

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R

Receipt of Donations Policy

This policy ensures donations received by the University are transferred to the Victoria University of Wellington Foundation, unless stated by the donor. Effective from: October 2009

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Recognition of Authorship Policy

The purpose of this policy is to ensure that all contributing or participating authors receive appropriate recognition for their work. Effective from: November 2016

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Recognition of Prior Informal Learning Policy

Recording by Students of Lectures and other Teaching Policy

This policy sets out the conditions under which students may record lectures and other teaching. Effective from: October 2014

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Records and Information Management Procedures

These procedures outline requirements for the management of information and records as per the Information and Records Management and Security Policy. Effective from: June 2021

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Research Policy

This policy sets the framework to develop and implement research policy at the University, affecting staff research obligations and graduate research support. Effective from: December 2016

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Responding to a Sudden Death Procedure

Provides clear guidance to staff on procedures to be followed in the event of a sudden death of a University staff member or student, either on or off campus.

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Responding to Suicidal Behaviour by Students Policy

The policy aims to identify and help students at risk of suicide, and to provide more effective intervention and support following any suicidal behaviour. Effective from: October 2014

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Risk Management Policy

This policy explains the University’s underlying approach to risk and risk management. Effective from: December 2008

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S

Safe Campus Policy

This policy outlines the University’s commitment to providing a safe, clean and hospitable environment for its community and for visitors. Effective from: March 2013

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Scholarships Policy - Externally Funded

This policy sets the guidelines to awarding externally funded scholarships. Effective from: July 2013

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Scholarships Policy - Internally Funded

This policy sets the guidelines for awarding internally funded scholarships. Effective from: November 2021

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Security Policy

This policy establishes the context within which security services are provided within the University precincts. Effective from: April 2023

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Sensitive Expenditure Policy

This policy provides a framework for staff entering into and approving sensitive expenditure.

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Setting up a Postgraduate Scholarship Guidelines

This provides guidance to staff prior to setting up a new postgraduate scholarship regarding the nature of postgraduate scholarship support at the University. Effective from: March 2010

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Sexual Harassment Response Policy

The purpose of this policy is to help give effect to the University’s core ethical values and promote an environment in which sexual harassment is unacceptable. Effective from: August 2023

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Sexual Harassment Response Procedures

These procedures give effect to the Sexual Harassment Response Policy and apply to all disclosures or complaints made under the Policy. Effective from: August 2023

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Smoke-Free Environment Policy

Software Licensing Policy

This policy is to define roles and responsibilities on the licensing of software within Victoria University of Wellington. Effective from: September 2008

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Staff Conduct Policy

This policy sets out expected standards of conduct at Victoria University of Wellington and outlines processes to be followed when these standards are not met. Effective from: September 2022

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Staff Development Policy

This policy is a university-wide policy, which applies to all permanent staff members, and those employed on a fixed-term contract of greater than 12 months.

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Staff Workload Policy

This policy ensures employees have an equitable, reasonable and safe workload, regularly reviewed by their manager, in consultation with the employee.

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Student Conduct Statute

This statute sets out the principles that apply when a student’s conduct does not meet the University’s expectations. Effective from: November 2022

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Student Feedback on Teaching and Courses Policy

The purpose of this policy is to outline the processes for collecting, analysing and reporting course and teaching feedback from students. Effective from: November 2016

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Student Services Levy Procedure

This policy establishes the basis for charging the Student Services Levy at Victoria University of Wellington for 2023 academic year, unless otherwise stated. Effective from: February 2023

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Student Workload Policy

This policy ensures student workloads are equitable, supported and manageable and the course time required allows a student of average ability to obtain a pass. Effective from: October 2014

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Study Assistance Guidelines for Staff Members Enrolling in Tertiary Studies

The purpose of these guidelines is to provide information about staff eligibility for study assistance, which supports the Staff Development Policy.

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T

Te Tiriti o Waitangi Statute

This statue outlines the principles adopted by Council to enact the University’s obligations from section 281(b) of the Education and Training Act 2020. Effective from: February 2019

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The Use of Te Reo Māori for Assessment Policy

This policy provides for students to use Te Reo Māori in work being submitted for assessment as part of a course of study. Effective from: November 2015

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Threshold Standards for the Online Student Learning Experience

Travel and Expenses Policy

This policy provides the framework for university travel and guidance on the process for incurring ordinary, necessary and reasonable travel expenses.

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Travel Insurance Procedure

This procedure defines the criteria and process for the provision of travel insurance for staff, students and other authorised persons.

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Treasury Statute

This statute provides a framework within which Victoria University of Wellington can effectively manage and safeguard its financial resources. Effective from: December 2013

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Tutors Policy

The purpose of this Policy is to ensure the consistency of tutoring quality at Victoria University of Wellington. Effective from: August 2018

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U

Use of Private Vehicles Policy

This policy sets out the terms and conditions that apply to the use of personal vehicles for university business.

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W

Web Publishing Policy (out for review)

The policy outlines standards for content publishers and owners when publishing material online. Effective from: October 2007

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Whistleblower Policy

This Policy's purpose is to provide guidance on making disclosures of serious wrongdoing under the Protected Disclosures (Protection of Whistleblowers) Act 2022 Effective from: December 2022

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Withholding of Theses Procedures

This procedure allows a thesis to be withheld for a limited period, where harm could arise through situations such as disclosure of sensitive information. Effective from: August 2011

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