Operational Policy

The principal shall not cause or allow any practice, activity or decision that is unethical, unlawful, and imprudent or which violates the board’s charter or expressed values or commonly held professional ethic. The key contribution is day-to-day management of the school.

1. Responsibilities of the Principal

The principal is responsible for overseeing the implementation of board policy. Reference in documentation to the school, management and staff is to be read as principal for responsibility for implementation. From time to time the chairperson of the board may issue discretion in policies of the school, in minutes of the board, or by written delegation. The responsibilities of the principal are:
  1. Meet the requirements of the current job description 
  2. Meet the requirements of the Principal’s Professional Standards 
  3. Act as the education leader of the school 
  4. Manage the school effectively on a day-to-day basis within the law and in line with board policies. 
  5. Develop an Annual Plan in line with the board’s Strategic Plan and seek approval from the board by 1 March each year. 
  6. Implement the (annual) operational plans and give priority to the school’s annual targets. 
  7. Use resources efficiently. 
  8. Put good employer policies into effect. 
  9. Approve staff attestation for salary increments 
  10. Allocate pay units for management positions 
  11. Oversee teacher appraisals and staff professional development. 
  12. Hire, deploy and terminate relieving and auxiliary staff positions 
  13. Preserve assets (financial and property) 
  14. Communicate with the community on operational matters 
  15. Keep the board informed of information important to their role. 
  16. Report to the board on the compliance with their policies. 
  17. Organise operations within the boundaries of prudence and ethics established in board policies on Operations 
  18. Act as Protected Disclosures Officer [see STA Link 2001/01] 
  19. Appoint, on behalf of the board, the Privacy Officer and EEO Officer. 

Only decisions made by the board acting as a board are binding on the principal. Decisions or instructions of individual board members, committee chairs, or committees are not binding on the principal except in rare circumstances when the board has specifically authorised it

The relationship is one of trust and support. Both parties work to ensure ‘ no-surprises”. The principal is not restricted from using the expert knowledge of individual board members acting as volunteers.

2. Special Character 

The Special Character of St Kevin’s College is the reason for its existence. It is legislated in the Private Schools Conditional Integration Act 1975. The Special Character of St Kevin’s College is that it is an Edmund Rice School established by the Christian Brothers Order which owns, promotes and supports the school.

Therefore the Principal may not fail to:
  1. Ensure the Private Schools Conditional Integration Act 1975 and Deed of Agreement requirements are honoured. 
  2. Foster and deepen the Special Character of the College. 
  3. Ensure that the Special Character permeates all curriculum and school activities. 
  4. Promote understanding of the Dominican and Christian Brothers heritage, educational philosophy and charisms. 
  5. Ensure that genuine pastoral concern is exercised throughout the St Kevin’s Community. 
  6. Ensure that applicant for positions at St Kevin’s College and all employees understand and uphold the requirements of the Special Character. 
  7. Endeavour to maintain the required core of teaching staff with tagged positions. 
  8. Provide adequate and appropriate Special Character focused professional development. 
  9. Ensure that non-preference enrolments numbers do not endanger the Special Character of St Kevin’s College. 
  10. Encourage and support students in service activities. 
  11. Ensure procedures exist to facilitate the provision of health nurse advice reflecting the Special Character of St Kevin’s College and the Catholic Tradition. 

3. Disciplinary Process

In the event the board determines that policy violation(s) has (have) occurred and the board judges the degree and seriousness of the violation(s) to warrant initiating a disciplinary process, the board shall seek free advice in the first instance from an NZSTA Industrial Advisor and follow due process.

4. Principal Professional Expenses

A budget for professional expenses and for professional development will be established annually. Spending within budget occurs at the discretion of the principal except in the case of overseas professional development. All overseas trips for professional development must be approved first by the board of trustees. Professional development expenses may include but are not confined to: continuing education, books and periodicals, mentoring, and attendance at professional conferences.

5. Reporting to the Board Policy 

The principal reports to the board as a whole and keeps it informed of the true and accurate position of the outcomes of programmes and services; financial position; and all matters having real or potential legal considerations for our school. Thus the board is supported in its strategic decision-making and risk management. Therefore, the principal may not fail to: 
  1. inform the board of significant trends, implications of board decisions, issues arising from policy matters or changes in the basic assumptions upon which the board’s strategic goals are based. 
  2. submit written reports covering the following management areas at each board meeting: a. principal’s management report including: Strategic Goals, Personnel, Finance, Variance Report, Key Performance Indicators and,  b. the coordination of reports with a focus on: i. Pastoral Guidance ii. Academic and Curriculum Achievement 
  3. inform the board in a timely manner of any significant changes in staffing, programmes, plans or processes 
  4. submit the monitoring data required in a timely, accurate and understandable fashion. 
  5. report and explain financial variance against budget. 
  6. report on the number of stand-downs, suspensions, exclusions and expulsions on a per meeting basis 
  7. report and explain roll variance against year levels and reasons on a per meeting basis 
  8. present information in a suitable form – not too complex or lengthy. 
  9. inform the board when, for any reason, there is non-compliance of a board policy. 
  10. recommend changes in board policies when the need for them becomes known. 
  11. highlight areas of possible bad publicity or community dis-satisfaction 
  12. ensure that management/staff reports to the board are coordinated by the principal and presented to the board under the principal’s authority 
  13. limit public statements about the official position of the board on controversial social, political, and/or educational issues to what the board has formally adopted as positions of record. 
  14. seek approval from the board each year for the annual plan 
  15. regularly report on the implementation of the annual plan 
  16. report on any matter requested by the board and within a negotiated timeframe 

6. Curriculum delivery

Delivery of the curriculum shall foster student achievement. Therefore the principal may not fail to: 
  1. ensure opportunities for success in all essential learning areas and key competencies of the New Zealand curriculum. 
  2. report on progress and achievement of students. 
  3. identify students at risk of not achieving including those gifted and talented students and implement teaching and learning strategies to address needs. 
  4. consult with our school’s Maori community about the policies/plans for improving the achievement of Maori students. 
  5. provide career information and guidance for Year 9 and above. 
  6. Seek board approval before changes to the school curriculum requiring increased expenditure or significant changes to programmes or staffing are made. 
  7. Ensure achievement of the Charter goals and targets. 
  8. Ensure the Religious Education program follows the Bishops direction. 

7. Personnel

The board delegates responsibility to the principal on all matters relating to the management of staff in the expectation that they will be managed in a sound, fair, and respectful manner in accordance with the current terms of employment documents. Therefore, the principal may not fail to: 
  1. Ensure that employees are not discriminated against on other than clearly job-related criteria, individual performance or qualifications. 
  2. Ensure all employees their rights to personal dignity, safety and access to an approved and fair internal grievance process. 
  3. Ensure that all required staff are registered or have a current Limited Authority to Teach. 
  4. Provide a smoke free environment 
  5. Provide for all staff an employment agreement 
  6. Provide a suitable professional development programme which takes into consideration the requirements of the strategic and annual plan 
  7. Carry out annual performance appraisals 
  8. Meet current employment legislation 
  9. Take reasonable steps to protect staff from unsafe or unhealthy working conditions 
  10. Meet the requirements of the Health and Safety in Employment Act 1992 
  11. Provide Protective Disclosure protection. 

8. Appointments 

To assist in the appointment of quality staff to any vacancy which may arise appointment committees with expertise relevant to the vacancy will be selected to carry out the appropriate appointment procedures.Therefore, the principal may not fail to:
  1. Meet legal requirements  
  2. Act as a good employer 
  3. Appoint the best person for the job 
Composition of the various appointment committees schedule:
  1. Appointment of the principal is the responsibility of the BOT who will determine the process. 
  2. Appointment of the Deputy-Principal will involve an appointment committee consisting of the principal, the BOT chairperson, and further trustees as deemed necessary by the BOT. 
  3. Appointment of head of departments/senior teachers will involve an appointment committee consisting of the principal, the BOT chairperson, a further trustee (should the BOT feel the need to include one) and a specialists determined by the Principal and BOT Chair. 
  4. Unless determined otherwise by the BOT, appointment of all other, teachers, part time teachers, long term relieving teachers, and non-teaching staff will be the responsibility of the principalin consultation with the BOT Chairperson or delegate.

9. Financial Planning

Budgeting shall not fail to reflect the board’s strategic results, risk financial jeopardy nor fail to show a generally acceptable level of foresight. Thus the budget should not neglect to:
  1. Reflect the results sought by the board. 
  2. Reflect the priorities as established by the board. 
  3. Comply with the board’s requirement of a balanced budget. 
  4. Ensure adequate working capital. 
  5. Demonstrate an appropriate degree of conservatism in all estimates. 

10. Financial Condition

The financial viability of the school must be protected at all times. The board understands that the possibility of theft or fraud cannot be entirely eliminated however the principal is required to show there are in place safeguards and robust, clear procedures to minimise the risk of either event. Reference should be made to Appendix 2 of the Financial Information for Schools Handbook (FISH). Therefore, the principal shall not:
  1. Incur unauthorised debt. 
  2. Violate generally accepted accounting practices or principles. 
  3. Use tagged funds for purposes other than those approved. 
  4. Spend more funds than have been allocated in the fiscal year. 
  5. Fail to ensure all money owed to the school is collected in a timely manner. 
  6. Fail to make timely payment to staff and other creditors. 
  7. Sell or purchase unauthorised property. 
  8. Spend on single items beyond a board-established limit. 
  9. Fail to ensure that all relevant government returns are completed on time. 
  10. Fail to ensure that no one person has complete authority over the school’s financial transactions. 
  11. Make any purchase: 
Of over $5,000 without having obtained comparative prices and quality. 
Of over $5,000 without an adequate review on on-going costs, value and reliability 

11. Asset Protection

Assets may not be unprotected, inadequately maintained or unnecessarily risked. The board of trustees is responsible for over viewing the programming and funding of general maintenance of the school grounds, buildings, facilities and other assets to provide a clean, safe, tidy and hygienic work and learning environment for students and staff. Accordingly, the principal may not:
  1. Fail to insure assets. 
  2. Allow unauthorised personnel to handle funds or school property. 
  3. Subject plant and equipment to improper wear and tear or insufficient maintenance or inappropriate use 
  4. Fail to maintain an up to date asset register for all items of furnishing, plant machinery, equipment, text and library books costing more than $2000 
  5. Fail to ensure the implementation of the 10 year property maintenance plan 
  6. Fail to engage sufficient property maintenance staff for the school within budget limitations 
  7. Fail to receive board approval for maintenance contracts over $5000 for any one contract via the finance committee 
  8. Fail to conduct competitive tenders for all contracting 
  9. Fail to protect intellectual property, information and files from loss or significant damage or unauthorised access or duplication. 
  10. Receive, process or disburse funds under controls that are insufficient to meet the board-appointed auditor’s standards. 
  11. Invest or hold operating capital in insecure accounts, or in non-interest bearing accounts except where necessary to facilitate ease in operational transactions. 

12. Health & Safety

Students and staff shall have a safe physical and emotional learning environment. Therefore, the principal shall not fail to:
  1. take reasonable steps to protect students from unsafe or unhealthy conditions 
  2. comply with the provisions of the Health and Safety Act 1992.
  3. provide a smoke free environment 
  4. ensure a risk analysis management system (RAMS) is carried out where and when appropriate. 
  5. consult with the community regarding the health programme being delivered to students. 
  6. provide privacy of personal documentation held at school. 

13. Legal Responsibilities

School procedures will meet the legislative statutes and regulations as set down in the appropriate Acts, Ministry of Education circulars and the Education Gazette. Examples include: Protected Disclosure, Privacy of Information, Child Abuse and Neglect, Harassment, Drug and Alcohol, Personnel,  Internet Use, OSH 

14. Procedures and Guidelines

The school procedures will reflect relevant legislation and the following BOT directives: 

1. Finance: refer to these procedures in the appendix which cover: Finance, Credit Card Use and Theft and Fraud. 
2. Overseas Tours.
  • Equity issues for students wishing to be involved. 
  • Affordability and impact on community funding streams. 
  • A requirement for the approval of the Board of Trustees at the initial phase. 
  • A requirement for a RAMS and a Communication Plan that include all stakeholders. 
3. EOTC. 
  • The trip approval process requires the consent of the Principal. 
  • There will be differentiated requirements for activities at various levels of risk. 
  • All activities have Risk Management and Safety (RAMS) or Safety Action Plans. 
  • EOTC uses experienced instructors and best practice. 
  • Equity of access and accessibility through cost and/or disability. 
  • A requirement for a Communication Plan that include all stakeholders. 
4. International Fee Paying Students 
  • BOT approval will be required if the number of International Fee Paying Students is to exceed 10% of the maximum roll in any given year. 
  • The College will be a signatory to the Code of Practice for International Students. 
5. Student Vehicles. 
  • Use of a vehicle is a privilege that can be revoked. 
  • Infringement my result in confiscation of keys and/or a temporary or permanent ban on vehicle use. 
6. Discretionary Leave –not defined by a relevant employment agreement. 
  • Applications are made through the Principal and in writing. 
  • The application to the BOT should be timely. (normally at least one term in advance) 
  • The application should detail the reason for leave, benefits to the College, potential disruption to learning for students, cost to the College, availability of a suitable reliever, time and duration of the leave and years of service of the person making the application. 
7. Communication and Consultation. 
  • Stake holders will receive regular and timely communication in a range of media. 
  • College procedures published in the school planner and more detailed material is accessible to all stakeholders on request. 
  • Consultation processes will be transparent, appropriate to the issue, inclusive and will have equity of access. 
8. Nutrition 
  • Contractors will be required to provide food and beverage that is nutritionally balanced, age appropriate and meets specific dietary requirements of students. 
9. Sun Smart 
  • Sun Smart strategies will be incorporated in EOTC and school activity planning. 
10. Privacy of Information 
  • The College will have procedures in place that meet the requirements of the Privacy Act (1993). 
11. Protected Disclosures 
  • The College will have procedures in place that meet the requirements of the Protected Disclosure Act. They will afford staff of the College an avenue to disclose information about serious wrongdoings in or within the College and to protect staff who make these disclosures. 
12. Child Abuse and Neglect 
  • The College will have procedures in place that ensure that all appropriate steps will be taken to address any known incidents of child abuse or neglect. 
13. ICT Use 
  • The College will endeavour to provide quality ICT to staff and students of the College for the purpose of effective administration and teaching and learning. 
  • The College will have procedures in place that ensure that ICT is available in a safe environment for users. 
14. Health Nurse 
  • The College will allow students on-site access to health professionals. 
  • The College will have procedures in place to ensure that information distributed by Health Professionals is appropriate to the Special Character of the College. 
15. Delegations of Authority 

The College will have defined delegations of authority which include:
  • The Principal is the schools designated Privacy Officer. 
  • The Principal is the schools designated Protected Disclosure Officer. 
  • The BOT Chair is responsible for the appraisal of the principal and the principal is responsible for the appraisal of all other staff. 
  • The Deputy Principal will be the designated Health and Safety Officer. 
  • The Assistant Principal will be the designated Equal Employment Opportunities Officer. 
  • The Board Chair and the Principal are responsible for authorising media communications. 
  • The Principal is responsible for deciding and managing the closure of the School in extraordinary circumstances. 
16. Complaints against Staff 
  • The College will have procedures for dealing with complaints against staff. 
17. Drug and Alcohol 
  • The College will have procedures to deal with inappropriate use of alcohol or illegal drugs. 
18. Harassment 
  • The College will have procedures for in place to uphold the right of all members of the College to work and learn in a harassment free environment. 

15. Hostel Operational Policies

Written procedures will ensure compliance with the code of practice relating to management of hostels. The legal ownership of the hostel rests with the St Kevin’s College Hostel Trust, while the day to day management is delegated to the Principal who manages the Director of Boarding.

Regulation 53: Boarders not to be accommodated in unlicensed hostels

The Principal shall not fail to ensure that boarders are not accommodated in the hostel at any time when the hostel is an unlicensed hostel.

Regulation 54: Policies and operating procedures

The Principal shall not fail to ensure that the hostel is managed in accordance with written policies, and written operating procedures, documented in the Operational Policies and Hostel Procedural Manuals.

The Principal shall not fail to ensure that the boarders: 
1. are supported in a positive learning environment; and 
2. are given the opportunity to develop positively within reasonable boundaries; and 
3. feel secure and valued; and 
4. have ready access to people they can trust and confide in, and are supported in raising problems and issues that are of concern to them; and 
5. have ready access to, and a degree of choice about, health and other personal services they may require. 
The Principal will, on a request for the purpose, make a copy of the policies and procedures available for inspection and copying by a member of the hostel’s staff, a boarder, or a parent of a boarder. 

Regulation 55: Policy on relationships and protection from ill-treatment 

The Principal will not fail to ensure that:
1. every boarder is given positive guidance promoting appropriate behaviour, having regard to the boarder’s stage of development; and 
2. every boarder is given positive guidance by the use of praise and encouragement and the avoidance of blame, harsh language, and belittling or degrading responses; and 
3. boarders being given direction and guidance are not subjected to any form of discrimination (including favouritism or antipathy), physical ill-treatment, solitary confinement, or deprivation of food, drink, warmth, shelter, privacy, or protection; and 
4. physical restraint of a boarder is used only in circumstances, and only in accordance with restrictions and conditions, specified in the policy. 

Regulation 56: Procedure for granting boarders leave of absence

The Principal will ensure that the procedures for granting the boarders leave of absence from the hostel specify:
1. how the boarders may apply for and be granted leave of absence from the hostel; and 
2. conditions that may apply to leave, including when the permission of a parent is required and the arrangements necessary to enable contact between the boarder and the hostel during leave; and 
3. how checks are to be made of the suitability of the places where, and people with whom, each period of leave is to be spent; and 
4. steps to be taken if a boarder is identified as missing or absent without leave; and 
5. how recreational and other associated activities (such as transport to and from venues) are to be assessed to identify any risks involved, and how arrangements are to be made to manage those risks; and 
6. how records of the boarders’ absences on leave from the hostel are to be created and maintained, how they are to be created and maintained with an appropriate degree of confidentiality, and the minimum period for which they must be retained. 

Regulation 57: Review of, and consultation on, policies and procedures 

The Principal will, at least once every 3 years, review the policies and procedures and as part of the review, the Principal must take all reasonably practicable steps to consult the boarders and their parents on the terms of the policies and procedures.

Regulation 58: Abuse, harassment, or serious neglect of boarders

If the Principal believes on reasonable grounds that a person (whether a member of the hostel’s staff or boarder or not)

1. has harmed (whether physically, emotionally, or sexually) or ill-treated a boarder; or
2. has, in directing or guiding a boarder, subjected him or her to discrimination (including favouritism or antipathy), solitary confinement, physical restraint contrary to hostel policy, or deprivation of food, drink, warmth, shelter, privacy, or protection; or 
3. has otherwise abused, harassed, or seriously neglected a boarder. 

The Principal will ensure that the person does not, so far as practicable, come into contact with the boarder concerned, and must, so far as practicable, require the person to stay off the hostel premises if the Principal regards a requirement of that kind as necessary to ensure no boarder is ill-treated.

The Principal within 24 hours of forming the belief that abuse, harassment, or serious neglect has occurred will not fail to:
a) give written notice of the matter to the parents of the boarder concerned or the Department of Child, Youth and Family Services, and the New Zealand Police. 
b) advise the authority when, and to whom, the notice was given; and 
c) give the authority a copy of that notice. 

Regulation 59: Records

The Principal must ensure that there are created and maintained, for each boarder, records of:
1. the boarder’s name, date of birth, and home address or addresses; and 
2. the name and, if it differs from the boarder’s address, the home address of all guardians of the boarder; and 
3. the place at which, or the means by which, at least 1 guardian of the boarder (or a person nominated by a guardian of the boarder) may be reached while the boarder is accommodated at the hostel; and 
4. particulars of every accident and every illness occurring to or experienced by the boarder while at the hostel, and of any actions taken in response; and 
5. details of any chronic illness from which the boarder suffers, and of any medication the boarder has to take as a result; and 
6. details of all medicines of any kind administered by hostel staff to the boarder while at the hostel, the occasions on which they were administered, and by whose authority they were administered; and 
7. the names and addresses of people who (by direction of a person who has the role of providing day-to-day care for, or custody of, the boarder) should be consulted if the boarder is ill or injured; and 
8. the names and addresses of the people authorised by a guardian of the boarder to collect the boarder from the hostel and, if applicable, people who, by law: 
(i)are entitled to have contact with, or access to, the boarder; or 
(ii)are forbidden to have contact with, or access to, the boarder, or have an entitlement to have contact with, or access to, the boarder, that is subject to conditions. 

Regulation 60: Duties related to records

The Principal must not fail to ensure that the required records are:
(a)created and maintained with an appropriate degree of confidentiality; and 
(b)are archived for later viewing. 

Regulation 61: Supervision, staffing, and security

(1) The Principal must ensure that, at all times while boarders are present at the hostel those boarders, or the staff members who supervise those boarders, are supervised by a responsible person.
(2) The Principal must not fail to ensure that: 
a. all permanent staff members are adults; and 
b. all permanent staff members, and all people (other than boarders and their parents) who have regular access to the hostel or have unsupervised contact with boarders, are the subject of rigorous suitability checks (including Police vetting); and 
c. no staff member has been convicted of a crime involving dishonesty and sentenced for that crime within the preceding 7 years, or has been convicted of any offence involving harm to children or violence, or has been convicted of any sexual offence, or is unfit to be a staff member because of mental illness or serious behavioural problems; and 
d. there is substantial supervision of ancillary, contract, temporary, or voluntary staff, and others who visit the hostel occasionally and who have not been the subject of a suitability check; and 
e. staff and boarders are encouraged to maintain positive relationships with each other; and 
f. security measures are used to prevent unauthorised access to the hostel’s premises. 
g. any person who has regular access to the hostel or has unsupervised contact with boarders will be police vetted 
(3) The Principal must ensure that the hostel is at all times staffed with a ratio of staff to boarders present at the hostel that ensures the safety of those boarders. 

Regulation 62: Supervision of boarders on excursions outside hostel

The Principal must, while boarders are taken in the care of the hostel on any excursion or activity outside the hostel, ensure that there are enough members of hostel staff or other adults with the boarders taken outside the hostel to ensure the safety of those boarders having regard to:
(a) the number of them and their ages and needs; and 
(b) the nature of the excursion or activity (including its location and time of day); and 
(c) the training and qualifications of the staff or other adults concerned. 

Regulation 63: Food and drink

The Principal must ensure that:
(a) food is served in the hostel at such times, and in such variety, quantity, and quality, as to meet the boarders’ nutritional needs; and 
(b) food is, when stored, prepared, and served, free of, and adequately protected against, contamination; and 
(c) an ample supply of potable water is available at all times to the boarders for drinking. 

Regulation 64: Infectious and other diseases, etc

(1) The Principal must take all reasonably practicable steps to ensure that:
(a)a boarder or member of hostel staff suffering from, or suspected to be suffering from, an infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 is excluded from the hostel for the period of isolation shown for that disease in the second column of that schedule or for a lesser period the Medical Officer of Health determines; and 
(b)a boarder or member of hostel staff exposed to an infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 is excluded from the hostel for the period of isolation shown for that disease in the fourth column of that schedule or for a lesser period the Medical Officer of Health determines. 
(2) The Principal must give the Medical Officer of Health or an Environmental Health Officer all information that he or she may request concerning cases of infectious disease and contacts with them. 
(3) The Matron or Dean may exclude from a hostel for a reasonable period determined after consultation with a suitably qualified medical practitioner a boarder who is suffering from a disease to which Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 an does not apply, or from an ailment, illness, or other condition affecting the boarder’s health. 
(4) The Principal must take all reasonably practicable steps to ensure that: 
(a) every person working in any capacity in the hostel is in good health and not suffering from any infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966; and 
(b) the boarders do not come into contact with a member of hostel staff, or another person on the premises, who is suffering from a disease or condition capable of being passed on to boarders and that is likely to cause them serious harm if passed on to them. 

Regulation 65: Protection or promotion of health

(1)The Principal must ensure that the hostel has available an area and facilities suitable for the temporary isolation and care of at least 1 sick boarder.
(2)In the case of an accident to, or a serious illness of, a boarder occurring or noticed at a hostel in circumstances that seem to call for immediate medical aid, a supervisor must, without delay, ensure that all reasonably practicable steps are taken to get medical aid and to notify a parent or other appropriate family member of the boarder. 
(3)The Principal must take all reasonably practicable steps to facilitate access by a boarder, at his or her own expense, to a full range of general health and other support services (including personal counselling) delivered by suitably qualified personnel in a way that protects individual privacy and confidentiality. 
(4)The Principal must take all reasonably practicable steps to ensure that no member of hostel staff present and performing duties at the hostel, and no boarder present at the hostel, uses, or is affected by, alcohol or any other substance to the extent that it is an actual or potential cause or source of harm to the person or another person or both. 

Regulation 66: Parents’ contact with, or access to, boarders

(1)The Principal must ensure that a boarder’s parent can have contact with, or access to, the boarder whenever:
(a)the boarder is present at the hostel; and 
(b)no good reason exists to deny that contact or access. 
(2)Good reason exists to deny contact or access if the parent: 
(a)is subject to an order of a court that prohibits contact with, or access to, the boarder (either with respect to the boarder generally, or while the boarder is accommodated at the hostel); or 
(b)is subject to a warning under section 4 of the Trespass Act 1980 to stay off the premises; or 
(c)is suffering from an infectious disease, or from some other disease, that is contagious and is likely to harm the boarders if passed on to them; or 
(d)is, in the opinion of a responsible person, under the influence of alcohol or any other substance to the extent that it is an actual or potential cause or source of harm to the parent or another person or both; or 
(e)is, in the opinion of a Matron or Dean, exhibiting behaviour that is or is likely to be disruptive to the hostel’s effective operation. 

Complaints about The Hostel by students or parents

Regulation 67: Who may complain and how

(1)A boarder, boarder’s parent, or Board of Trustees may complain to the Hostel Trust about non-compliance with Hostel Policy and, or any aspect relating to or involving the hostel.
(2)A complaint to the Hostel Trust may be made in writing or orally. 
(3)A complaint made orally will be put in writing by the Director of Boarding as soon as practicable. 

Regulation 68: Procedure for resolving complaints

(1)The Principal will facilitate the fair, simple, speedy, and efficient resolution of complaints that relate to or involve the hostel.
(2)In particular, the Principal must ensure that— 
(a)a complaint relating to or involving the hostel is, if made orally, put in writing by the Director of Boarding and 
(b)the complaint is (unless earlier resolved to the complainant’s satisfaction) acknowledged in writing within 5 working days of receipt; and 
(c)the complainant is informed of complaints procedures and given a copy of these on request; and 
(d)the response to the complaint is documented; and 
(e)the complainant receives a copy of all information held by the Director of Boarding that is or may be relevant to the complaint; and 
(f)the Hostel Trust decides whether the complaint is justified. 

Regulation 69: Hostel Trust must decide whether complaints justified

(1)The Hostel Trust must, within 10 working days of acknowledging a complaint, decide if the complaint is justified or not; or if additional time is needed to investigate it.
(2)After making a decision The Hostel Trust will determine how much additional time is needed; and decide as soon as practicable whether the complaint is justified. 
(3)If the Hostel Trust determines that the additional time required to investigate the complaint is more than 20 working days, the Hostel Trust will inform the complainant as soon as practicable of the fact of, and reasons for the determination and that the Hostel Trust is required to decide as soon as practicable whether the complaint is justified. 

Regulation 70: Hostel Trust must inform complainant of decision, etc

(1)As soon as practicable after the Hostel Trust decides that a complaint is or is not justified, the Hostel Trust must inform the complainant of:
(a)the reasons for the Hostel Trust decision that the complaint is or is not justified; and 
(b)any actions the Hostel Trust proposes to take; and 
(c)the Hostel Trust appeal procedure and 
(d)the role of any relevant external agency that may (depending on the nature of the complaint and resources available at the time) be available to assist the complainant or to investigate the complaint if it is not resolved to the complainant’s satisfaction. 
(2)Relevant external agencies may include the Chief Review Officer (if the complaint relates to the provision of a safe physical and emotional environment that supports learning for students accommodated in the hostel), the Children’s Commissioner, the Department of Child, Youth and Family Services, and the New Zealand Police.