AppearanceThe Village is part of both the Polytechnic and the local community. You are required to maintain your room in a neat and clean state of condition/appearance. If applicable, you must, in conjunction with other residents, ensure that rooms or flats, and Common Areas are maintained to the same clean standard.

Do not place foil, cardboard or other unsightly material or objects in or on any windows in the Village or alter any window coverings in the Village.

If, in the opinion of Village Management, any item adversely affects the appearance of the Village, the resident concerned will be asked to remove it. If you are asked by Village Management to remove any item, you must do so within the timeframe set by Village Management.

Due to Health and Safety reasons and fire regulations, the use of resident BBQs are prohibited at the Village. This restriction includes the use of fire pits or any other fire apparatus, gas bottles, charcoal fires or the use by residents of any other ignition material.

Bicycles must be secured only to the bicycle racks located in bike sheds provided. Enquire at the office for a key. Bicycles must not be secured to other objects such as benches, light posts, trees, handrails or disabled access ramps.

Bicycles must not be placed in hallways or allowed to impede any means of access. Bicycles that are left in hallways, or pathways or access routes, and secured to anything other than sheds or racks, impede access or in any way present a safety hazard, will be confiscated by Village Management.

Bicycles are not permitted inside rooms or apartments, except with written permission of the Village Management. The Village is not responsible for the security of, loss of, or any damage sustained to any bicycle, which is left in the bicycle racks or anywhere else in the Village.

It is strongly recommended that D-bolt locking devices are used for securing bicycles throughout the Village.

The Village has limited parking spaces available and may not be able to provide parking facilities to all residents of the Village. A resident must have a valid Village parking permit and a current vehicle registration to be able to park within the Village.

You can purchase a parking permit from the Village Administration Office. Any vehicles that do not display a current Village parking permit or registration may be clamped or towed away. Several visitor parking spaces are available within the Village and are clearly displayed as such. Visitor parking spaces are strictly for visitors only.

Visitors who park in non-visitor areas will be clamped and/or towed away, at the owner’s expense. Several accessibility parking spaces are also available, and these spaces are strictly for residents and/or visitors with disabilities, who display a Mobility Parking Permit.

Vehicles parked in a disabled parking space not displaying such permit may be clamped or towed away at the owner’s expense.

The Village is not liable for any damage to and/or theft of any vehicle or property left within the vehicle whilst the vehicle is parked in the Village.

“Chalking”, a popular means of promoting events in the Polytechnic, is prohibited in the Village. Any chalking on Village roads, footpaths, parking areas or buildings will be removed, immediately, by Village Management and the persons responsible for such actions will be charged for the cost of cleaning.

Proper care must be taken of all Village property. Removal of any Village property from its designated location or damage to any Village property will be reported to the police.

The person responsible will be charged the replacement and/or repair costs and an administration fee of 20% of the replacement and/or repair cost for each item taken. When responsibility cannot be attributed to a specific person, Village Management reserves the right to divide the replacement or repair cost and an administration fee between all residents of the Village.

Residents are responsible for all damage to or loss of Village property in their assigned room and apartment. If the damaged or lost item was located in a room, then the resident of that room will be held responsible and billed. If the damaged or lost item was located within an apartment, then all residents who reside in the apartment will be held responsible and billed an equal share unless responsibility can be attributed to a specific person.

In addition, persons whom Village Management determine to be responsible for the damaged or lost item may be subject to disciplinary action.

Residents are also responsible for the conduct of their guests and any misconduct, injury to any person or property damage, which their guests cause.

Flyers and posters may be posted only after they have been approved by Village Management and then only at approved locations or on bulletin boards throughout the Village.

Any materials posted anywhere else will be removed and cleaning charges will be billed to the responsible individuals.

An extensive landscaping plan has been implemented for the Village and the grounds are maintained by Village Management. If you notice areas in need of attention, please let the Village Administration Office know.

Please help in keeping the Village free of litter. Residents must not remove, damage, cut or break any foliage off plants or trees.

Hazardous materials, including automotive or industrial batteries, chemicals, charcoal, fluid, propane, fuelled camping lanterns, kerosene, and corrosive materials like acid, explosives and fireworks, must not be used or stored in or around the Village, because of the safety risk to you and other occupants of the Village.

If a material is deemed hazardous, Village Management will arrange for its removal with the cost of arranging such removal to be charged to the owner of the material. Do not pour motor oil or any other hazardous material on the ground or down any drain.

Motor oil is hazardous waste material and cannot legally be recycled or discarded at the Village.

There will be a charge associated with all lock-outs at the Village. If you are locked out of your room or flat and require assistance to re-enter, there will be a $5 lock-out charge during office hours, and a $30 lock -out charge outside of office hours.

All lock-out charges are donated to charity. Your safety and security is our priority.

Any infestations that are found to have been introduced by a resident(s) will result in charges being levied for the costs of the eradication of the pests. Good housekeeping is very important. Please ensure that food is not left out or uncovered and that waste is properly disposed of. Leaving food out is unhealthy and attracts ants and other pests.

The Village engages a pest control company to carry out routine treatments. This company will only use chemicals that are permitted by law and which comply with New Zealand Standards as applicable.

Prior to any residential area of the Village being treated, 48 hours’ notice will be given to residents, except for emergencies.

No pets may be kept in the Village. No animals may be brought into any building of the Village other than guide, hearing or other registered assistance dogs.

The roofs of buildings in the Village are not constructed for pedestrian traffic. Residents are not permitted on the roof of any buildings in the Village for both their own safety and to avoid damage to the building. Resident(s) are responsible for and will be billed for any damage they cause as a result of a breach of this Rule.

Residents are responsible for the frequent removal of all rubbish from their rooms, common areas and apartments. Multiple rubbish bins are available for you to throw away your rubbish. Residents are responsible for ensuring rubbish is placed in the appropriate rubbish and recycling bins. In the interest of hygiene and aesthetics, together with everyone’s obligation to reduce landfill and plastics in our environment, please do not place rubbish adjacent to or on top of rubbish bins.

There are ample bins within the Village to cope with the rubbish from all residents. Residents should not leave rubbish outside their rooms or apartments.

Residents are not permitted to conduct a business of any description from their room, apartment or any other part of the Village except with the prior written permission of Village Management.

The Village greens/courtyards are for the use and enjoyment of all residents of the Village. Ball games such as rugby, soccer and cricket can be noisy and may disturb other residents. Residents taking part in these types of games must be considerate and respect the rights and needs of other residents and minimise the level of noise involved when taking part in playing ball games.

If a resident is directed to cease playing these types of games by an RA or Village Management they are to do so, immediately.

Wheelchair ramps, curb cuts, and building entry ways must remain clear at all times to allow residents and others who use wheelchairs, free access to their rooms/apartments and other areas of the Village. Items blocking wheelchair access will be impounded and a fee charged to retrieve them.

When moving into a room/apartment, a resident is expected to carefully inspect the room/apartment. Within 48 hours of moving in, any damaged or missing items must be reported to Village Management by returning the Room Condition Form the resident is given on arrival. This Form includes a full list of all items that should be in the room/apartment. Village Management will follow up on all reported problems and take corrective action as appropriate.

If a resident fails to advise Village Management of any problem(s) within 48 hours of moving in, the resident will be taken to have been satisfied with the condition of the room/apartment and confirmed that the room/apartment was in a good and undamaged condition at the date of moving in.

Upon vacating a room/apartment, a resident will be billed for any missing or damaged items and for damage to the room/apartment.

Damage to carpet in a room will be billed to the resident. Damage to carpet in any Common Area will be charged equally between apartment and hall residents respectively (unless the person(s) responsible is identified). Village Management will attempt to have soiled carpet cleaned at the expense of the resident(s).

In the event that a stain cannot be removed, the carpet will be replaced at the expense of the resident(s). Upon vacating a room/apartment all carpets must be in the same condition as it was in on occupation, taking into consideration general wear and tear.

The cost of returning the carpet in a room/apartment/common area to this condition, including the cost of having the carpet steam cleaned, will be charged to the resident(s).

Village Management will arrange:

• Sweeping, vacuuming and mopping of the external and internal common areas of the Village (e.g. laundry, administration & resource centre, communal bathrooms, etc.);
• Maintenance of the Village grounds and gardens;
• For flyers posted in non-designated areas to be taken down;
• For external garbage bins to be regularly emptied; and
• For cleaning external surface of buildings in the Village to be cleaned.

All residents are expected to:

• Clean and vacuum their room and en-suite on a regular basis;
• Maintain their room in a hygienic manner;
• Clean internal windows and walls in their room;
• Regularly remove rubbish from the room; and share the responsibility ofcleaning all internal common rooms, keeping them in a clean and tidy state andremove all rubbish, daily.

In addition, residents who live in apartments are also expected to:

• Participate equally with other residents in keeping the apartment commonareas clean;
• Clean all appliances and surfaces within an apartment;
• Clean the internal areas of the cook top, range hood, oven and refrigeratorequipment;
• Remove rubbish from the apartment regularly; and
• Dispose of any food not fit for consumption, is mouldy or well past the use-bydate.

Residents must supply their own cleaning materials and equipment in the Village. Residents can arrange for their room/apartment to be cleaned, professionally on a weekly or monthly basis for a fee.

Details of fees associated with these services are available from the Village Administration Office. Where it is brought to the attention of Village Management that a room/apartment is not being cleaned or is unhygienic, the resident(s) of that room/apartment will be requested to thoroughly clean the room/apartment.

If, following such notification, the room/apartment is not promptly cleaned to comply with basic cleanliness and health standards, Village Management may arrange for the room/apartment to be cleaned at the expense of the room/apartment resident(s).

Cooking is only permitted in kitchens in apartments, studios and common rooms. Cooking equipment such as microwaves, hot plates, rice cookers, electric woks and frying pans are not permitted in rooms. Barbeque grills and charcoal fluid may be a fire hazard and are not permitted inside buildings in the Village or outside on balconies, patios or decks.

Time to time, the Village will host BBQs where all residents will be invited. Residents are not permitted to use their own BBQs.

Recipients of a bill for damage have 7 days after the date of issue of the invoice by Village Management in which to pay or request a review of the invoiced claim.

Any invoiced claim not challenged within 7 days of issue is no longer subject to review. It is impossible to price all items or maintenance services in the Village, as they are generally dependent on the damage caused.

All repair work is carried out on a Do-and-Charge basis and will be invoiced at a rate equal to the actual charge from the supplier or contractor to the Village, plus a discretionary administration fee equivalent to 20% of that cost.

ApartmentsPosters may be used to decorate rooms and apartments, as long as they are only affixed to walls using non-marking re-usable adhesive. Do not fix sticky stars or other adhesive decorations to the ceiling or elsewhere in your room/apartment and do not use tape of any nature.

The use of nails or screws will damage the walls and the paint and is prohibited. If any holes are left in the walls and require patching, you will be charged not only for fixing the holes, but also for painting the entire wall. Murals or artwork must not be painted on any surface in the Village.

A number of the rooms, apartments and buildings within the Village have been fitted with facilities to assist persons requiring mobility access.

Interfering with or blocking these facilities in any way is considered misconduct and will result in disciplinary action, which may include termination of a resident's Residential Agreement and their right to reside in the Village.

If your room/flat is supplied with pots, pans, crockery and cutlery, it is the responsibility of each resident that the amount of inventory stated at the start of the year is maintained and present upon departure. Any concerns or requests to replace the pots, pans, crockery or cutlery should be submitted to the Village Administration Office for consideration. Dishes and other items must not be removed from the Village dining hall.

This equipment belongs to the operator of these facilities and removal of their equipment, dishware and other items constitutes theft and will be prosecuted accordingly.

Any application by a resident to break his/her Residential Agreement (the contract with Otago Polytechnic Ltd) is at the sole discretion of the Village Manager and may attract a break fee, which can be up to and including the full remaining amount(s) payable under the Residential Agreement and any charges and fines imposed under these Rules, and which must be paid before departure.

The following conditions will apply to all applications by residents to break his/her Residential Agreement:

• All known outstanding charges up to the date of release must be paid in full at the time of application for Early Release of Contract;
• The resident will forfeit his/her Contingency Fee;
• The resident will forfeit any discounts or OP scholarships that have been offered and applied against the resident’s account.

Failure to fully pay on departure will result in the debt being passed on, immediately, to a Debt Collection Agency.

A resident may appeal a decision relating to his/her application for Early Release of Contract, in writing, to the Te Kaihapai, whose decision is final and binding.

To prevent overloading electrical circuits and to conserve energy, please limit electrical equipment in rooms to such items as computers, study lamps, clocks, electric blankets, small stereos, hair straighteners, personal vanity items and other small appliances.

These items must be maintained in good and clean operating condition. Any electrical equipment brought into the Village and used by a resident, must be inspected and approved by Village Management, prior to being used, and must tested and tagged by an approved electrical services provider, at the resident’s own cost.

Appliances with open heating elements such as Hot Plates, Electric Heaters and Rice Cookers are prohibited in rooms and apartments, unless provided by Village Management, or approved by Village Management.

Residents must comply with the following fire and safety policies which are intended to prevent injuries in the Village and to ensure compliance with Health and Safety Regulations:

• Never modify a plug by bending or removing prongs;
• If plug prongs break off and remain in the receptacle slots after insertion or withdrawal, do not attempt to remove them, contact the Village Administration Office for assistance;
• Extension cords should only be used when absolutely necessary and only on a temporary basis. If you must use an extension cord, we recommend using a multiple outlet power strip equipped with an internal circuit breaker. If you discover any faulty electrical equipment, please report this to the Village Administration Office;
• Do not “daisy chain” extension cords and/or power strips;
• Large appliances such as fridges/freezers are not permitted in rooms without thepre-approval of Village Management;
• Promptly replace frayed or damaged cords.

The Village has a substantial asset management and maintenance schedule, which is continually being implemented, to ensure that the Village is maintained in an excellent condition.

All maintenance in the Village is carried out by suitably qualified personnel. All requests for repairs or replacements in your room/apartment can be submitted via a "fix-it request" via the Website. Requests are processed Monday to Friday by the Village Administration Office. Residents should report any problem which they believe constitutes a safety or security risk to the Village Administration Office. Depending on the nature of the problem, Village Management do their best to ensure that urgent repairs are dealt with immediately. This may not always be possible due to the availability of contractors and parts required for repairs.

Residents are not permitted to repair or replace electrical, plumbing, heating, security equipment, glass or any other item in the Village nor are they permitted to contract with any third party for such repairs. The cost of any repair or replacement in the Village which is necessitated because of a deliberate act or the negligence of a resident(s) will be charged to that resident(s).

Furniture in a room/apartment or Common Area must remain in that room/apartment or Common Area. It must not be moved to another room/apartment or Common Area, even on a temporary basis. Furniture must remain inside rooms/apartments or Common Area unless Village Management has nominated it for outdoor use.

In the interests of safety, heaters with an exposed element, small fan heaters and bar heaters are prohibited within the Village.

Failure to pay on the due date specified in your contract or invoice will result in a $50 late payment fee being added to your account and 6% interest on any accommodation fees that remain unpaid after 30 days for the relevant payment date.

For any missed payments, you must make payment no later than 5pm the following day. Your account must not remain in arrears for longer than 2 days. If this occurs, your account will be referred to Village Management for further action. You will receive an invoice for each term for the remainder of your contract.

Sometimes unexpected things will come up and you may not have sufficient funds available on your due dates, if this occurs, please advise the Village Administration Office prior to the payment due date to make alternative arrangements.

Indoor plants are permitted in rooms and apartments, but residents are reminded to be mindful of the needs of co-residents. Residents must not water plants in the showers or sinks as this can create plumbing problems.

All indoor plants must be placed on trays or other receptacles to avoid staining carpets.

Subject to complying with any relevant notice provisions, Village Management reserves the right to enter any room /apartment:

• in the case of an emergency;
• at any time between semesters;
• for the purpose of inspection, maintenance or repair;
• if requested to do so by a resident; or
• in any other circumstances prescribed by these Rules.

Residents must not change any lock or place any additional locks on any door to their room or any other doors within their apartment. Inspections of rooms/apartments are undertaken to identify maintenance needs, ensure that health, safety and cleanliness standards are being maintained and enable planning for renovation or refurbishment projects. Repeated failure to pass the cleaning inspections will result in charges to residents for professional cleaners to return the room and/or apartment to Village standards.

Prior to vacating a room/apartment, residents may request a pre-inspection of a room/apartment by contacting the Village Administration Office.

CardsResidents will be issued with keys and/or Swipe Cards, which enable access to their room/apartment and to Village common areas. Swipe Cards that are lost must be reported to the Village Administration Office immediately and with appropriate identification, a resident will be issued with a new Swipe Card at a cost of $15 via OPSA in The Hub. If your Swipe Card is faulty, please return it to OPSA in the Hub and it will be replaced at no charge. If your Swipe Card is damaged, please return it to OPSA in the Hub and you will be issued with a new Swipe Card at a cost of $15.

Residents are responsible for the keys issued to them. If a key is lost, report it immediately to the Village Administration Office. A cost of $150 will be charged to change the lock and replace the key.

Keys must not be duplicated and only Village Management or a duly appointed locksmith can alter or repair a lock. If you have lost your key and/or Swipe Card, locked yourself out of your room/apartment or if you have damaged the lock to your room/apartment, you will need to verify your identity at the Village Administration Office prior to the issue of a new key and/or Swipe Card or access being granted to your room/apartment.

If you are locked out of your room/apartment after hours contact the duty staff. The Duty Manager will have a master key with which to open your apartment/room door. Village Management strongly recommends that Residents keep their room door locked when they are not in their room/apartment.

KitchensResidents must clean the kitchen in the Village after each use. If a resident becomes aware that a kitchen appliance requires maintenance, they should advise Village Management via the "fix it request" on the Website. The cost of repairing or replacing damaged appliances will be charged to the person responsible for the damage or to all residents of an apartment/building if the person responsible cannot be identified. Faulty appliances will be repaired at no charge. For health and safety reasons, residents are not permitted in any catering kitchen area.

Any light fixture provided by a resident in addition to existing lighting must not exceed 100 watts per fixture. Residents are not permitted to repair or replace permanent light fixtures in their room/apartments under any circumstances. As a matter of safety we ask residents not to change light globes themselves, but to report blown globes via a "fix-it request" on the Website or by reporting to the administration office.

If there is an emergency situation after office hours, such as a flood, a shower that won’t turn off or a room door that won’t lock etc., please call the Duty Manager and ask for assistance on the number listed on the Stay Connected flyer in your room. All other requests for maintenance/repair must be submitted by a "fix-it request" on the Website.

If you submit a "fix-it request", you are deemed to have given Village Management permission to immediately enter your room/apartment to carry out the requested maintenance/repair. Any questions or concerns about after hour’s emergency response should be directed to the Village Administration Office.

Village Management and Residential Assistants are entitled to access rooms/apartments on the following basis:

In addition, staff will check rooms for hygiene and maintenance purposes and every attempt will be made to give notice prior to these inspections. It is preferable that you are present but management reserves the right to check in your absence. We also reserve the right to enter your room to turn down loud music or for maintenance and safety concerns.

Modifications to rooms, apartments or any other part of the Village such as installing shelves or hooks, adding new light fittings, changing light fittings, painting or repainting, or altering permanent fixtures are not permitted without the prior written approval of Village Management.

Modifications undertaken without prior written approval will be removed and/or repaired at the resident’s expense and the resident will be subject to disciplinary action at Village Management's discretion.

Two calendar months prior to the end of the academic year, all residents will be requested to confirm the date they will be vacating their room/apartment ("the vacation date") which must be prior to or on the Termination Date.

Residents must comply with the following procedures and requirements whilst moving out of their room/apartment in addition to any other reasonable requirements posted by Village Management:

1. All residents will be assumed to be vacating their room/apartment on the Termination Date, unless the resident advises VillageManagement otherwise;
2. Prior to vacating a room/apartment all fees and charges payable by the resident under the Residential Agreement must be paid in full, or arrangements satisfactory to Village Management made for their payment;
3. If a pre-inspection of a room/apartment is required they must be arranged with Village Management 14 days prior to the vacation date;
4. Subject to prior arrangement, Village staff will inspect rooms/apartments within 14 days of the vacation date and before the rooms/apartments are reoccupied;
5. Upon vacating a room/apartment it must be left in the same state of cleanliness and repair as it was in on the first day of occupation by the resident considering fair wear and tear and taking into account any notice the resident submitted to Village Management.
6. All furniture and fittings within the room/apartment must be left in the appropriate rooms and if any are damaged or missing they will be charged for in accordance with these Rules; and
7. All personal belongings must be removed from rooms/apartments by12:00pm on the vacation date and keys must be returned to theVillage Administration Office by this time. A penalty equalling the cost of a key plus change of lock (plus a 20% administration fee) will be incurred for keys not returned.

Village Management monitors utility usage throughout the Village on a continual basis, and maintains practices in an attempt to keep utility charges to an absolute minimum and reduce our carbon footprint. In order to ensure that utility charges remain low, Village Management requests that residents keep their utility use to a minimum and help make a contribution to the reduction of carbon emissions into the atmosphere.

Subject to the Residential Agreement, Village Management reserves the right to on charge residents for excessive utility usage, where usage remains unreasonably high after a resident has been notified of excessive usage by Village Management.

Vacuum cleaners are either provided in all of accommodation used by residents or are available for loan from the Village Administration Office. Vacuum cleaners must be checked regularly by residents and emptied after each use.

If a resident notice that a vacuum cleaner is in need of repair they must advise the Village Administration Office. Any resident found to be abusing or deliberately misusing a vacuum cleaner will be charged for its repair or replacement. Vacuum cleaners are not designed to absorb liquid of any sort.

The ICT infrastructure installed throughout the Village (including WiFi access points) is an essential part of the Village and residents must not tamper with or remove any part of it. Damage to the ICT infrastructure caused by resident(s) will be charged to the resident(s) responsible together with an administration fee equal to 20% of the repair/replacement cost.

The WiFi Network is an extension of the Polytechnic’s network and infrastructure. You will be allocated an account on payment of your Polytechnic Fees. All rules and regulations specified by the Polytechnic in relation to the WiFi network and infrastructure apply within the Village.

The network must not be used for any criminal activity, including port surfing or computer hacking.

The network may be monitored by the Polytechnic’s network security services. Each apartment and each common room at Village has a free-to-air television service connection, which resident(s) must not tamper with or remove. SKY television is also available at the Village.

For a fee, Residents can make use of the Village laundry facilities. Residents are expected to provide their own washing supplies and must ensure that they leave the area in a tidy state. Any laundry left in the Village laundry facilities which is not claimed within 7 days will be deemed abandoned and will be donated to a local charity.

The Village is not responsible for any damage caused to clothes or other items resulting from the use by residents of the Village laundry facilities.

The cost of repairing or replacing damaged laundry appliances and an administration fee of 20% of that cost will be charged to the person responsible for the damage or to all residents of the Village if the person responsible cannot be identified. Faulty appliances will be repaired at no charge. Residents are fully responsible for items left in the laundry, and if unclaimed will be held for seven days and then disposed of.

The primary means of communication within the Village is by email, so it is important that you inform Village Management immediately of any changes to your email address.

General notices will also be posted on social media and around the Village.

Residents wishing to receive standard mail should use the mailing address listed in the Village Handbook. When parcels are delivered by couriers or NZ Post, they will be kept at the Village Administration Office and you can check Facebook to find out if you have a parcel for collection. Residents are required to provide ID on collection of parcels.

While we accept mail from courier companies we do not accept any liability if the mail goes astray. Any arrangement to have mail delivered by courier is based on this understanding.

It is a resident’s responsibility to regularly check their mail box. Any mail not collected within one month of its delivery may be returned to sender by Village Management. Facilities for purchasing stamps and posting letters and parcels are available from the Post Office located on the Polytechnic campus.

If the Village has recreational facilities, they are for the use and enjoyment of all residents of the Village. Non-residents, if they are registered with the Village office, are also allowed to use the recreational facilities but only if accompanied by a resident. Village Management does not encourage the use of the Village's recreational facilities by non-residents on a regular basis and reserves the right to restrict non-resident use.

Village Management will remove any personal belongings from a vacated room or apartment. Items will be considered as being abandoned and will be disposed of at a cost to the resident. Any belongings left in a room after the departure date stated on the forms will be disposed of.

FirearmsThe possession of weapons (sword/knives etc.) or firearms (rifles etc.) and ammunition, including but not limited to air guns, BB guns, airsoft guns, archery equipment, slingshots, crossbows, replica firearms or toy guns that may be mistaken for genuine firearms, by a resident and/or their guests within the Village are prohibited.

If a resident is found to be in possession of a weapon or firearm or ammunition, Village Management will take disciplinary action, which may include termination of a resident's Residential Agreement, confiscation of the weapon/firearm/ammunition and also reserves the right to report the incident to the police.

If you expect to be absent from your room for more than 48 hours, you must register your departure date and expected date of return to the Village Administration Office.

Should your absence from the Village be extended, you must notify the Village of your extending your absence. Failure to do so may result in Village Management contacting your emergency contact.

Should another resident or a Residential Assistant report to Village Management that you have not been seen for 48 hours and you have not advised us of your intended absence or that you have been detained, Village Management reserves the right and has the authority to enter your room/apartment.

If you are reported as being absent for more than 72 hours, and we have no records of your whereabouts, Village Management will call your emergency contact nominated on your Application Form.

If your emergency contact details and/or their contact numbers have changed, you must ensure that you provide us with your emergency contact’s most up-to-date details.

Personal issues, such as academic stress, alcohol abuse, depression and eating disorders may strain relationships in a living situation. It is both a resident’s right and a resident’s responsibility to seek help when such issues become disruptive. Studies on alcohol abuse within tertiary institutions show that there are significant secondary effects for roommates and friends of those who drink excessively.

A resident’s concern about protecting a roommate’s privacy, where excessive drinking is involved or otherwise, should not keep them from getting support personally or for that other person.

If a resident is worried about a friend or if the behaviour of another resident affects the living habits of others, the resident should endeavour to seek help for that other person. The Polytechnic’s Health and Counselling Services contact details are included in the “stay connected” list of contacts posted on every rooms pinboard. Village Management promotes a sensible and responsible attitude towards alcohol.

Specific rules can be found in a resident’s room on arrival. Reasonable and responsible use of alcohol is important for the well-being of the community. Residents emphasise in surveys that they support particular vigilance about excessive noise and anti-social behaviour. Village Management occasionally refers residents to the Polytechnic Proctor (the person responsible for investigating breaches of discipline at the Polytechnic) or the police.

The reference is usually because of inappropriate behaviour associated with drugs or alcohol. Alcohol may be confiscated if alcohol rules have been breached.

We aim to create a climate that enables individuals to make a free and informed choice as to the level of their alcohol consumption, in an environment free of social pressures to drink to excess. Alcoholic drinking games and other activities that promote binge drinking are not permitted at the Village.

Drinking games encourage excessive drinking and drunkenness and inhibit other social interaction and pressure players to drink over their limits. Such activities can quickly make a participant very intoxicated and are dangerous. Residents may be held responsible for any negative consequences of excessive drinking.

Residents are required to comply with any policy, rule or guideline published by the Polytechnic which relate to the consumption of alcohol and will be in breach of their obligations under the Rules and their Residential Agreement if they fail to do so.

Residents are reminded to read and adhere to the Drug and Alcohol Policy of the Otago Polytechnic (as amended from time to time) using this link 

Due to risk to life and property, candles, torches, incense, shisha pipes and other open flame devices are strictly prohibited anywhere inside or around buildings in the Village, including in rooms and apartments. Burning of the above devices is likely to set off the smoke detectors in your room/apartment. Residents will be required to pay the cost of specialised fire service providers attending together with any charge imposed by Village Management if a false alarm occurs because of a resident's failure to comply with this Rule.

Residents and their guests or visitors in the Village must show respect for order, morality, personal honour and rights as members of the Village community. Residents are responsible for their guests and visitors and will be held accountable, including financially (where applicable), for any act, omission or misconduct by their guests (including breach of the Rules or non-compliance with directions given by Village Management to the guest).

In cases of serious misconduct by a guest or visitor, whilst at the Village, Village Management may take action against the resident, including issues of a breach notice and/or termination of the Residential Agreement.

Misconduct is an action or series of actions that breach your Residential Agreement, these Rules, any laws or any other generally accepted standard of behaviour.

Depending on the nature of a resident’s misconduct, Village Management is entitled to take the disciplinary action detailed in a resident's Residential Agreement and/or these Rules and reserves the right to refer any occurrence of misconduct to the Polytechnic and/or the police if, in their absolute discretion, they determined that course of action is appropriate.

Disciplinary action includes, but is not limited to, a reprimand, community work, a behaviour contract, suspension from the Village for a particular period and/or termination of a resident's Residential Agreement and the requirement for the resident to leave the Village.

Except in circumstances where Village Management do not consider it feasible (at its absolute discretion) for a resident to retain the right to reside in the Village, a warning by email or in writing will describe the unacceptable behaviour, the right of Village Management to require the resident to leave the Village and the steps which the resident must take to retain the right to continue to reside in the Village.

Should a resident fail to respond in an acceptable manner to an email or written warning and continue to behave in a manner that is detrimental to the well-being of the Village community, the resident may then have their Residential Agreement terminated and be required to leave their room/apartment and the Village.

In circumstances of serious misconduct, as determined by Village Management at its discretion, Village Management is not required to give any prior warning or notice of its intention to terminate a resident's Residential Agreement except if to do so would breach a specific term of the Residential Agreement or any legislative requirements.

A resident required to leave the Village for disciplinary reasons will not ordinarily have the opportunity to return to their room/apartment except via prior arrangement with Village Management and then only to collect the resident's possessions and under the supervision of Village staff.

In the event that a resident is asked to vacate a room for disciplinary reasons, no fees will be refunded and the Deposit paid by the resident in accordance with the terms of the Residential Agreement will be forfeited.

If a resident has had their Residential Agreement terminated and been asked to leave the Village, Village Management reserves the right to refuse to accept an application for residency in the Village from that resident in the future for such time as it sees fit.

The possession, cultivation, usage (including huffing and substance abuse), or the selling of, or gifting to another resident of any non-prescribed or illegal drugs and/or the possession of any equipment to aid the use of illegal drugs or substances is prohibited.

Any breach of this rule, in any form, by a resident is considered serious misconduct and as a consequence Village Management reserves the right to terminate a resident's Residential Agreement and also report the incident to the police. Residents are reminded to read and adhere to the Drug and Alcohol Policy of Otago Polytechnic (as amended from time to time) using this link.

For any life-threatening emergency call '111' to contact fire, police and ambulance services. For any non-emergency call '105’ to contact police. You will find these instructions on the back of your door.

False alarms waste the time of emergency services and will result in disciplinary action and the imposition of fines and charges.

You are responsible for familiarising yourself with the location of alarms and firefighting equipment in your room/apartment and in the common areas of the building in which your room/apartment is located, and with the emergency procedures for the Village.

Fire safety information is posted in all rooms/apartments.

Evacuation maps are posted in various parts of the Village indicating your location in relation to the nearest exit and steps to take to vacate the premises. Please familiarise yourself with the location of all exits from your room/apartment and the building in which your room/apartment is situated. Evacuation maps are part of the fire equipment of the Village and must not be tampered with.

In the event of an evacuation, please report to your building’s assigned emergency assembly point for further instruction from your assigned Evacuation Warden or RA. Residents must not return to any building until the Fire Services and/or the Chief Fire Warden give the “All Clear”.

The Village is regularly inspected for safety and fire code compliance. Residents are required to keep common areas clear of any items, which may affect safe egress from buildings. Whenever Village Management encounter these obstructions or are informed of their presence, they will proceed to remove the obstructions to ensure fire code compliance.

If Village Management is required to remove items left in common areas, residents will be charged, with repeated violations incurring escalating charges.

Exit signs have been located throughout the Village for the personal safety of residents and visitors. Exit signs must not be tampered with, disconnected or removed. Playing of ball games in rooms, apartments and common areas of buildings could potentially damage exit signs and is therefore prohibited.

Residents will be charged for any damage caused to signs and where the person responsible for the damage cannot be identified all residents of the apartment or building will be charged an equal share of the cost of repairing the damage.

AlarmsNever assume that a building alarm goes directly to the fire brigade. Always call '111' in an emergency situation, or the evening support number if you are unsure what to do when you hear an alarm.

The fire brigade is obligated to respond to any alarm regardless of the cause. Any resident found to have set off a false fire alarm, whether purposefully or because of carelessness, is responsible for any charges levied by specialised fire service providers and may also be subject to fines and disciplinary action.

Never shower with your bathroom door open as excessive steam can set off a fire alarm.

Fire blankets are located in all kitchens.

These must be used for small fires only such as stovetop fires where oil has ignited. Used fire blankets must be returned to the Village Administration Office for immediate replacement. Fire equipment that is not in working order jeopardises the safety of all residents and as such Village Management will regularly be checking all fire equipment including hoses, fire alarm boxes, smoke detectors, exit signs and evacuation maps.

It is against the law to tamper with fire equipment including removing or covering exit signs, damaging exit signs, altering the function of door closers, disabling or covering smoke detectors, and doing anything that may compromise the proper functioning of fire equipment.

Violators will be subject to possible criminal penalties and disciplinary action, which may include termination of a resident's Residential Agreement and eviction from the Village. Any fire equipment repair or replacement that results from resident misconduct will be charged to the resident(s) responsible.

If the responsible party cannot be determined, the fine and related damage will be charged to all residents of the building or apartment, as the case may be, in equal shares.

Hazing is defined as any mental or physical requirement or obligation placed upon any person or group of persons, which could cause discomfort, pain, fright, disgrace, injury or which may be personally degrading or which violates any policy of Otago Polytechnic, Village policy or law.

Hazing in any form is completely unacceptable in the Village.

Any resident who is found to be involved in hazing will be reported to the appropriate authorities and will be subject to disciplinary action at the discretion of Village Management, which may include immediate termination of their Residential Agreement and revocation of their right to remain in the Village.

The Village assumes no responsibility for the personal property of residents and their guests. Residents should maintain insurance protection against loss and damage to or theft of personal property.

Every resident is responsible for the maintenance of good order and reasonable quietness in their room and apartment. Residents must at all times show proper regard for other Residents right to quiet enjoyment of their room, apartment or Studio. Radios, televisions, stereos, musical instruments and other audio equipment should be at a volume that does not disturb other residents of a room, apartment or the Village. You must lower your noise level when asked to by other residents. Large speakers and/or sound systems (including DJ mixing decks) are not permitted. If you experience problems with the volume of noise that you cannot solve, please contact a member of staff. Disregarding this noise policy and not demonstrating consideration to other residents is taken very seriously by the Village Management and may compromise your ability to reside within the Village.

Residents must at all times adhere to the Village "Alcohol Policy", which contains quiet hours, a copy of which can be obtained from the Village Administration Office.

BehaviourVillage Management is committed to ensuring that anyone who is part of the Village community treats others, and is treated, at all times fairly and equitably, in an environment which is free of harassment and discrimination (whether by on-line means, such as email or via social networking sites, or otherwise).

Everyone has the right to be treated with dignity and respect, regardless of their sex, marital status, pregnancy, race, religion, disability, age, political beliefs, family responsibilities, parental status, sexual orientation, industrial activity, gender identity or physical features.

Residents must not engage in any form of discrimination, bullying, intimidation and/or harassment of any kind to any person (by on-line means, such as email or via social media, or otherwise).

The Village will enforce a "Zero Tolerance Policy" with respect to discrimination, violence and harassment of any kind to any person, details of which are set out in the Village Handbook or can be obtained from the OP accommodation Website. Any instances of discrimination or harassment are likely to result in disciplinary action, and in some instances, referral to the appropriate authorities.

The Village recognises the Prevention of Harassment and Bullying Policy of Otago Polytechnic, a copy of which can be found on the Polytechnic's website. Any obscene or harassing communications (including but not limited to written, signed, graphical, and spoken) or behaviours by a resident will be treated as a serious disciplinary issue by Village Management.

Anyone receiving such communication should report it immediately to the Village Administration Office. Outside general office hours, report such occurrences to the Duty Manager.

Village Management also reserves the right to refer the matter to the appropriate authorities. Residents who have been victim of any form of harassment or bullying are advised to contact the Polytechnic 's Student Success.

GuestsGuests must be accompanied by a resident at all times. Residents are held accountable and responsible for their guest’s actions and any damage they might cause.

Guests may stay for a maximum of two consecutive nights. Extended visits are not permitted and residents must not in any circumstances allow any other person to reside in their room or the apartment Common Areas.

To ensure compliance with fire and safety regulations, and in consideration of the rights of other residents of an apartment or building, the following procedures must be followed.

• All residents of an apartment must be aware of a guest staying overnight and have given their approval to this;
• A guest must be registered at the Village Office where they will be issued with a guest pass which must be carried with them;
• A guest must be accompanied at all times by a resident and must never be given a Swipe Card or Room Key; and
• A guest cannot stay more than two nights in any given period of 7 days.
• No guests under the age of 18 may stay overnight in the Village, without prior approval from the Village Management.

Overnight guests are not permitted during the first two weeks of each semester, nor are they permitted during the Study Break and Exam period. Any person found to occupy a room, where the above procedure has not been followed, will be deemed as unauthorised, and the resident of the room will be charged $60 for each night the unauthorised person has stayed and will be in breach of their Residential Agreement.

The unauthorised guest will be expected to vacate the Village immediately.

A guest must leave the Village immediately if requested to do so by Village Management whether or not the above procedure has been followed.

Residents must ensure that any guest or other person who is in the Village at the invitation of the resident or in the resident’s company, complies with the Villages Rules and any reasonable directions given by Village Management and does not do anything which a resident is prohibited from doing under the Village Rules and their Residential Agreement.

Residents are encouraged to discuss and debate their political and religious views, however, no resident has the right to force their opinion and views on another in a way that is abusive or which causes physical or emotional harm or distress, and no person may be discriminated against or oppressed because of their beliefs.

Solicitation is an uninvited or unwanted attempt to the purpose of promoting religious beliefs, engaging political views, or encouraging the purchase of items or tickets to an activity or event, or membership to a club or organisation. Solicitation is prohibited in the Village.

All residents are entitled to privacy and quiet enjoyment in their rooms and apartments, both from Village staff and other residents. Residents must be respectful of noise levels and allow other residents the degree of privacy they desire. When entering another resident’s room or apartment please knock on the door and do not enter uninvited. Residential Assistants hold a set of keys when on duty to deal with lockouts and emergencies. Residential Assistants are not permitted to open room doors for any reason without the permission of the occupier, except in emergencies or to conduct regular welfare checks. Any person, other than Village Management, Residential Assistants and an authorised representative carrying out urgent repairs or repairs and maintenance requested by you, requesting entry into another person’s room will be denied access unless the occupier gives permission either verbal or in writing.

All residents at Te Pā Tauira are learners at OP or other tertiary education institutions and have the right to an environment that is conducive to studying, especially leading up to and during exam and critical course evaluation periods. The Village will observe quiet hours and encourage the community to support study and learning in these periods.

Residents must not engage in anti-social behaviour/cause disruption to the rights of others to study and learn, including during those periods. Where that occurs, residents are placing their rights to remain in the Village at risk.

Where a resident engages in anti-social behaviour/causes disruption to the rights of others to study, including at the end of year examination period and where that resident has completed their assessments, Village Management may determine that to be serious misconduct under the Rules/a breach of the Residential Agreement and in those circumstances that resident may be required to leave the Village immediately and indefinitely (as determined by Village Management) with that resident forfeiting their rights to reside in the Village and without being provided refunds.

As part of the Residential Program at the Village a number of senior students assume the position of Residential Assistant. The role of an RA is to lend peer support to residents. Subject to the RAs rights to conduct regular welfare checks of residents, RAs must respect the privacy of residents and residents must in return respect the role and privacy of RAs.

The Village strives to provide its residents with a safe and secure atmosphere that is conducive to the academic life of each resident. With this in mind, there are several ways in which residents can further increase their level of safety and security by:

• Ensuring that your room/apartment door closes and locks behind you when you enter or leave your room/apartment;
• Ensuring that building external doors are kept locked at all times;
• Not propping open doors;
• Disallowing people that you do not know from following you into a building;
• Getting to know your neighbours;
• Never lending your key or Swipe Card to another person;
• Not leaving your apartment key on the frame of the door jamb;
• Not leaving windows wide open when you are not in your room/apartment;
• Not leaving money or valuables in full view when you are not in your room/apartment.
• Securing your bike to a bike rack using a quality lock such as a D-bolt;
• Notifying the office or Polytechnic security if you notice any suspicious people
• Not disabling or covering any smoke detector located in your room or your apartment. Disabling or covering a smoke detector is in breach of the Village Rules and poses a serious health and safety risk.

The Village and the campus of the Polytechnic are non-smoking areas - smoking of any substance, the use of electronic cigarettes, electronic nicotine delivery systems and vaping are prohibited. This includes all internal and external spaces inside the Village boundaries. Residents who wish to stop smoking should contact the Polytechnic’s Student Health for assistance.

Village Management is bound by the Polytechnics "Privacy Policy", a copy of which can be obtained from the Otago Polytechnic Website.

It is a resident's responsibility to ensure that Village Management has their up-to-date personal details. Residents can update their personal details held by the Village by contacting the Village Administration Office.

The Village has no gates and boundary walls to keep out trespassers and we encourage the Polytechnic community to visit and see the Village facilities. Unauthorised persons (including non-residents, uninvited visitors or any other person(s) deemed to be unauthorised by Village Management at its absolute discretion) will be asked to and must leave the Village.

Any person whose behaviour is unacceptable, or who is behaving in a suspicious manner will be asked by Village Management to leave the Village and if they do not leave the Village will be trespassing.

Unauthorised persons and residents who have been asked to leave but have not left the Village after having their Residential Agreement terminated will be trespassed. Village Management reserves the right to report all trespassers to the police.

VisitorsA visitor is defined as a person who is meeting with a resident for a short period of time, while a guest is defined as a person who is staying overnight with a resident. All visitors are required to leave the Village by Quiet Hours. Any visitor present in the Village after quiet hours will be considered an “unauthorised person” and requested to leave the Village.

Overnight guests are not permitted during the first two weeks of first semester, nor are they permitted during the Study Break and Exam period. Residents who allow a visitor to stay over these times will be charged the room rate for each night the unauthorised guest has stayed.

The unauthorised guest will be expected to vacate the Village immediately. Visitors are expected to adhere to the Village Rules and residents are responsible for their visitors’ actions at all times.

To ensure compliance with Fire and Safety Regulations, and in consideration of the rights of other residents, the maximum amount of people allowed at any given time in a room or double rooms are 5 people and 10 people in apartments.

The Village may implement policies and procedures from time to time as required by law or which it considers in its sole discretion are in the interests of the health, safety, security and wellbeing of residents and/or Village staff, agents or invitees. Residents must comply with such policies and procedures as notified by the Village and failure to do so may be considered to be misconduct (refer paragraph 53). 

This includes policies and procedures implemented as a result of the COVID 19 pandemic, such as social distancing, increased hygiene measures and self-isolation (including relocation of residents from the accommodation allocated to them at the commencement of their residential agreement where required).