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: October 2014

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Academic Dress Statute

The purpose of this statute is to set out the details of academic dress for Victoria University of Wellington. Effective from: September 2015

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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 Leave Allowances Policy

The purpose of this policy is to set out the rules that apply to the expenditure of academic leave allowances.

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Academic Progress Statute

This statute provides a framework to identify students in need of support, and require conditions to be met for continued enrolment. Effective from: June 2015

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Academic Quality Statute

The Academic Quality Statute replaces the Assessment Statute. Effective from: October 2014

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Academic Transcripts and Certificates Policy

This policy outlines the documents used to ensure the information provided by the University about students’ achievements is appropriate and consistent. Effective from: October 2014

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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.

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Access and Use of Victoria Universitys 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.

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Admission and Enrolment Statute

This statute outlines the eligibility criteria for admission and the process for enrolling in programmes and courses offered by the University. Effective from: November 2015

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Alcohol on Campus Policy

This policy establishes the standards and protocols for management of social gatherings held within the university premises where alcohol is sold or supplied. Effective from: June 2007

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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’s assessment policy and practice for all undergraduate and taught postgraduate courses. Effective from: August 2015

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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: November 2008

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Awarding of Qualifications Posthumously Policy

This policy sets out procedures and criteria to award posthumous qualifications in a consistent and appropriate manner. Effective from: October 2014

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B

Blackboard Guidelines (for staff)

These guidelines outline the considerations when deciding to use Blackboard to support courses and clarify the level of support that is currently available.

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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.

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Cash Handling Procedure

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

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Cellular Phone Antennae Guidelines

The purpose of these guidelines is to provide a safe environment by defining parameters for the installation of cellular phone antennae.

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Changing Mode of Delivery of Existing Courses Policy

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: November 2009

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Collection Donations Policy

This policy provides a framework for the management by the University Library of potential donations of published and original resources, and donor information. Effective from: July 2013

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Conduct Policy

This policy sets out expected standards of conduct at Victoria University and outlines the processes to be followed when these standards are not met.

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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 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 Scheduling and Constraints Policy

Credit Transfer and Recognition of Prior Learning Policy

Effective from: September 2016

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D

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 Victoria. 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: January 2017

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Deletion of Qualifications, Majors, Subjects and Courses Policy

Disclosure of Wrongdoing (Whistleblower) Policy

This policy protects employees, secondees, former employees and contractors who raise concerns about serious wrongdoing at Victoria University of Wellington.

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Doctoral Policy: for PhD and other Doctorates with Theses

This policy states the University procedures for admission, enrolment, supervision and examination of candidates for PhD and other doctoral degrees with theses. Effective from: November 2015

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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 and Diversity Policy

The purpose of this policy is to support the University in achieving its Strategic Objectives, in particular those relating to Equity and Diversity Strategy. Effective from: October 2014

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Evaluation and Review Handbook

This handbook is issued by the Academic Office Te Waikura and covers quality assurance in learning and teaching at Victoria University of Wellington.

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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: May 2008

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F

Fees Statute 2015

This statute establishes the basis for fee charging and related policies at Victoria University of Wellington for 2015 academic year, unless otherwise stated. Effective from: September 2014

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Fees Statute 2016

This statute establishes the basis for fee charging and related policies at Victoria University of Wellington for 2016 academic year, unless otherwise stated. Effective from: September 2015

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Fees Statute 2017

This statute establishes the basis for fee charging and related policies at Victoria University of Wellington for 2017 academic year, unless otherwise stated. Effective from: September 2016

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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

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 Statute

The purpose of this statute is to set out the details for graduation requirements for Victoria University of Wellington. Effective from: October 2013

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Guidelines for Managing Ongoing Poor Performance

These guidelines outline the process for managing ongoing poor performance.

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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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H

Health and Safety Policy

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

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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

This statute outlines regulations governing qualifications, application, admission and examination procedures and the process for awarding Higher Doctorates. Effective from: October 2014

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Holidays, Sick Leave and Leave Without Pay Policy and Procedure

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

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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: March 2016

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I

Information Security Policy

The purpose of this policy is to ensure that the University’s information assets are secured to the appropriate degree. Effective from: April 2009

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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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L

Legislative Compliance Policy

This policy assists Victoria to comply with its legal obligations, thus maximising the likelihood of staff and agents of the University complying with the law. Effective from: March 2011

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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

This policy outlines the University procedues for enrolment, supervision and examination of Master’s by thesis candidates where thesis value is 90pts or more. Effective from: November 2015

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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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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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Mobile Devices Access and Use Procedure

This procedure is to ensure the most efficient use of mobile phone services and to ensure accountability for personal calls.

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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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Nominations Panel—Terms of Reference

The Nominations Panel, a Committee of the Council, makes recommendations to Council on its membership in accordance with the Council Membership Statute.

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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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P

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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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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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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Q

Qualifications Statute

This statute outlines granting of awards by the Council of Victoria University of Wellington in accordance with s193(2)(a) of the Education Act 1989. Effective from: March 2017

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R

Receipt of Donations Policy

This policy ensures donations received by the University are transferred to the Victoria University 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 Management Policy

This policy assigns responsibility to ensure accurate records of the University’s business activities are maintained and disposed of in a controlled manner. Effective from: August 2013

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Research Policy

This policy sets the framework for developing and implementing research policy at Victoria, 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 to awarding internally funded scholarships. Effective from: July 2013

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Security Management Guidelines

The purpose of these guidelines is to outline the management of security service provision at Victoria University of Wellington.

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Security Policy

This policy establishes the context within which security services are provided within the University precincts. Effective from: November 2008

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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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Smoke-Free Environment Policy

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 outlines expected standards of conduct at Victoria University and outlines the processes to be followed when these standards are not met.

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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 Computing Environment—Guide to Student Obligations

These obligations apply whenever students are using the ITS-student computing environment.

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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: February 2017

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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 Protests Policy

This policy sets the university management’s expectations and likely responses to student protests for protesters and other members of the university community. Effective from: November 2007

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Student Services Levy Policy

This policy establishes the basis for charging the Student Services Levy at Victoria University of Wellington for 2016 academic year, unless otherwise stated. Effective from: September 2015

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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

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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Timetable Policy

see

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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Treaty of Waitangi Statute

This statute outlines the principle-based framework adopted by Council to discharge its duties under the Treaty of Waitangi.

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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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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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