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As part of the response to COVID-19, the Ministry of Health requires the University to keep detailed records of every individual who visits our premises.
All staff, students, contractors, and visitors who are studying, working, visiting, and living in Halls of Residence need to register their entry and exit to university buildings while on campus.
Gathering this information is important. We will need it to carry out contact tracing should we have a probable or confirmed case of COVID-19 on campus.
Before you arrive on campus
Before you arrive on campus, download ‘Power Apps’ to your phone. This app makes it easier for you to access the COVID19—Sign in form, which will be displayed on the app once you have signed in using your University account information.
Once downloaded, sign into the Power Apps app using your university account and then open the COVID 19—Sign in form in PowerApps.
You will need to allow Power Apps use of your camera, which is required by the app to scan QR codes. Your camera will only be used when selecting the ‘Scan Building QR Code’ button—it does not monitor any other applications or websites.
If you have not downloaded the app, you can access the COVID19—Sign in form on your web browser.
Every day you come to campus, you will need to use the app or website to record when and where you arrived and where you go.
Most building entrances on campus now haves a unique QR code. Staff and students can scan the QR code in Power Apps to register their arrival on campus. Scanning the QR code in Power Apps is the quickest option for registering your presence on campus.
Staff and students will also need to use their university ID cards to access buildings on campus. This will also provide information to help the University keep track of who is on campus, and where, should contact tracing be required.
Using QR codes
You can register yourself on campus with a QR code by following these steps:
- Open Power Apps on your phone.
- In Power Apps, open ‘COVID 19—Sign in’.
- Select ‘Scan Building QR code’.
- Scan the code when prompted on your screen by holding your camera in front of the QR code, being guided by the lines on your screen.
- Complete the rest of the form.
If your building needs a poster with a QR code, send an email to firstname.lastname@example.org with your building name and entry points.
QR codes are being developed for use outside all teaching spaces, including lecture theatres and seminar rooms.
Moving between buildings on campus
You will need to update the form in Power Apps each time you move between different buildings on campus by signing out of the form and from your original location. You can sign back in using by using the QR code, or by typing in your building name.
Keep your university ID card on you as you will need to swipe in and out of individual buildings.
Keeping a personal log
You are also required to keep track of where you have been on campus, and who you have interacted with. We advise keeping a note on your phone, or in a notebook, and adding to this throughout the day.
You will need to enter the time that you leave campus on the app or online form at the end of the day.
If you are not able to complete the online form on the app or in your web browser you will need to track your movements on campus using a paper form. Once completed, you will need to keep this safe and secure. These forms should be emailed through to email@example.com.
Visitors on campus
If a staff member is hosting a visitor on campus, you will need to register their presence on campus—including their entry and exit time—in the app or the online form. This can only be managed by staff and is additional to any paper forms they may be required to complete at building entry.
Ministry of Health app—NZ COVID Tracer
Work is underway to determine if the NZ COVID Tracer app is appropriate for use at Victoria University of Wellington.
The current QR codes being used on campus do not work in the NZ COVID Tracer app. You must scan the University’s QR codes from ‘COVID 19—Sign in’ in Power Apps.
The level of detail required in these records is determined by the Ministry of Health.
The University’s contact tracing app/online form captures the following information:
- person’s name
- contact telephone number
- location visited
- time in
- time out.
The University recently updated its privacy notice to give you a clearer idea of what the University does with the personal information that it collects and holds. One of the reasons why the privacy notice was updated was to ensure transparency around the University’s use and disclosure of personal information for contact tracing and public health purposes.
We can assure staff that the University’s collection, use or disclosure of any personal information (including that collected for contact tracing) will be done in accordance with the provisions of the Privacy Act 1993 and the University’s privacy notice. Access to that information (including by staff members) will be limited to those persons who have a genuine need to access that information and only for one of the purposes identified in the privacy notice.