Governance Procedures 2020  

The following documentation outlines the board’s 

procedures and is aligned with the school’s Charter 
values.  

Contents
Contents

Introduction

Governance Procedures

1. Digital Technologies (Including Cyber Safety) Policy

2​.​ Student Digital Technologies Agreement

3. Police Vetting Policy

4. Accident & Medication

5. Smokefree

6. Pandemic Plan
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DIGITAL TECHNOLOGIES (INCLUDING CYBER SAFETY) POLICY

Rationale:​ Digital technologies play an important role in learning and teaching at Te Kura o Te
Paroa. The intent of this policy is to provide a framework to ensure the safety of learners and
staff and protect the digital technology assets held by the school.

Purpose:​ This policy outlines requirements for the use of digital technology at Te Kura o Te
Paroa, with the aim of establishing good practice that will accommodate:

● future development

● safe internet use (Cyber Safety) for staff and learners

● appropriate use of school hardware and software, including compliance with the law

● mobile phone technology

● learners’ use of their own digital devices at school.

● legal use of copyright material

● the public image of the school

Policy Guidelines:

1. Learners (Y4 to Y8) and their parents/caregivers are to sign annually a Digital Technologies
Agreement (Appendix 1) which outlines their rights and responsibilities when using school
digital technology. Student accounts will be activated when signed agreement is returned to
school.

2. The school will monitor student use of the computer network.

3. Learners are not permitted to share password details with other learners.

4. Learners are not permitted to access material through the internet which is offensive (e.g.

pornographic), dangerous, inappropriate at school and/or illegal.

5. Learners may use the internet or email at school only under teacher supervision or with

permission.

6. Learners using email or other forms of messaging at school are not permitted to send any

messages which are offensive, dangerous, inappropriate at school and/or illegal.

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7. Approved student personal devices may be connected to the school network using student
username and password. The terms of school digital technologies policy apply while the device
is used at school. Insurance of personal devices is the responsibility of the owner. Te Kura o Te
Paroa will treat all personal devices with the same care as those assets owned by the school
but accepts no responsibility for any loss or damage incurred on school grounds.

8. Breach of rules may result in the removal of the right to access school technology and
networks and/or the confiscation of personally owned devices for a period of time deemed by
the principal to be appropriate for the level of the offending.

9. Learners are not permitted to upload or download content without permission e.g. music,
games, video or application.

10. Student use of the school network, including data usage, will be monitored.

11. Learners must ensure that any portable storage devices used (including USB memory
sticks and drives) are free of viruses and inappropriate content (AVG scan on computer in
office)

12. Learners and staff are to show a high level of care with equipment and furniture.

13. Learners and staff are to adhere to all copyright restrictions and rules applying to all aspects
of digital technology.

14. Learners and staff will use only legally sourced (freeware or licensed) software on school
computers. Use of digital technology in the school is to enhance learning and teaching,
although reasonable personal use of laptop computers issued to teachers is permitted.

15. Learners are not permitted to install software on school computers or servers.

16. Repairs and maintenance of school equipment are to be carried out by authorised staff
only. Any damage is to be reported to a staff member promptly.

17. Staff and learners are to take care not to display graphics, record or play sounds, or type
messages which may cause offence to others.

18. Learners must tell a teacher immediately and remove inappropriate material from the
screen.

19. Learners are not to give anyone on the internet information about themselves or others –
this includes address, phone number, photograph, or credit card information.

20. Plug-in devices (including cell phones and external memory) are to be used only under
teacher supervision.

21. Staff using external, internet-based services and workspaces in their professional capacity
at school are considered to be acting as agents of the school.

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22. Staff are required to sustain a professionally appropriate work identity/ account for online
services and workspaces used in connection with Te Kura o Te Paroa or are advised to have a
separate online workspace.

23. Staff and Board of Trustees Members are required to act with a professional demeanour at
all times and maintain appropriate teacher / student / parent and community boundaries,
including on-line interactions.

24. Staff are expected to model good digital citizenship and teach learners appropriate ways to
interact and behave online.

25. Whenever possible, online services and workspaces are to be set up as closed to the
general public and are available only to invited members (ie ‘Closed Groups’).

26. All online services and workspaces must include the Te Kura o Te Paroa Cyber Safety
Manager as a member.

27. Student participation in online services and workspaces is to be optional outside of school
hours, and not a requirement for their coursework. Lack of participation is not to negatively
impinge in anyway on a student’s progress. Students who might be disadvantaged due to
resources at home will be given the opportunity to use devices outside of class time eg before
school / lunch time.

28. Once an online service or workspace has been established, staff are expected to remain
committed and lead its use through regular contributions, until the conclusion of the course.

29. All relevant law, particularly that applying to copyright and privacy, is to be followed at all
times.

30. Video and still images may be used as per student enrolment agreement.

31. Social Media – Staff will ensure the use of social media (eg Facebook) will adhere to the
following:

a. A staff account used for school purposes must be of professional standards b. Any Social
Media linked to Te Kura o Te Paroa will ‘friend’ or otherwise register with the school’s
Cybersafety Manager c. Your group must be closed (require permission to join)

32. User IDs and passwords must:

a. not be written down (unless stored securely) b. not be disclosed, except to an authorised
staff member for legitimate purposes c. not be predictable

Conclusion: The framework provided by this policy will allow the effective, safe and increasing
use of digital technologies in learning and teaching at Te Kura o Te Paroa.

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Appendix 1: Te Kura o Te Paroa Student Digital Technologies Agreement

Appendix 2: Guidelines for Enforcing Te Kura o Te Paroa’s Digital
Technologies Policy

Appendix 1: (please retain this page)

Te Kura o Te Paroa Student Digital Technologies

Agreement

I (student) understand that:

● ​The sole purpose for school computers and other Digital Technology resources is to support teaching
and classroom learning.
● ​The school will monitor my use of the computer network.
● ​I am not permitted to share my password details with other learners.
● ​The school will do its best to keep me safe while using information systems such as the computer
and the internet.
● ​I am not permitted to access material through the internet which is offensive (e.g. pornographic),
dangerous, inappropriate at school and/or illegal.
● ​If I use e-mail or other forms of messaging at school, I am not permitted to send any messages which
are offensive, dangerous, inappropriate at school and/or illegal.
● ​I may use the internet or e-mail at school only if there is a teacher supervising me.
● ​Once approved, I may bring a personal device and connect to the school network using my personal
username and password ensuring I consent to and comply with the terms of the school digital
technologies policy.
● ​If I do not follow these rules my right to the use of this technology may be removed for an
appropriate period of time and/or the personally owned device may be confiscated.
● ​I am not permitted to upload or download content without permission e.g. music, games, video or
application.
● ​I will do my best to ensure that any portable storage devices I use (including USB memory sticks and
drives) are free of viruses and inappropriate content.

I understand how important it is to:

Take care of Digital Technology resources, such as computers and the internet. Therefore,
I will:
● ​Be careful with equipment and furniture.

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● ​Respect the copyrights on software that prohibits copying.

● ​Use only school software on school computers.
● ​Not attempt to repair or modify any school equipment. I will report any maintenance issues to my
teacher.

Be considerate of other users. Therefore, I

will:
● ​Avoid disruption of the running of any computer or network.
● ​Take care not to display graphics, record or play sounds, or type messages which cause offence to
others.
● ​Tell the teacher immediately and remove inappropriate material from the screen.

Be responsible for privacy and security. Therefore, I will:

● ​Not give anyone on the internet information about myself or anyone else – this includes address,
phone number, photograph, or credit card information.
● ​Only use plug-in devices (including cell phones and external memory) under teacher supervision.

(Please return this page to school)

Student:

I have read this Agreement ​and know the importance of the school policy for the use of digital
technologies.

I know that if I break the rules contained in this policy, I might lose the right to use a school computer,
and the school may take other disciplinary action against me, which could include my removal from any
activity that involves the use of digital technologies and the internet and/or the confiscation of personal
devices.

________________________________ __________________ Name (Printed) Year / Class

___________________________________ __________________ Signature Date

Parents /Caregivers:

I have read this Agreement and understand that my child is responsible for using school equipment and
the Internet as outlined here.

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I have gone through the Agreement with my child and explained its importance, and that there may be
consequences for breaking the Agreement.

I understand while the school will do its best to restrict learners access to offensive, dangerous,
inappropriate, or illegal material on the Internet or through email, it is the responsibility of my child to
have no involvement in such material.

I give permission for ___________________________________________ to be given access at

school to global information systems such as the Internet or e-mail.

___________________________________ __________________ Name (Printed) Date

____________________________
______ Signature

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Police vetting policy

PURPOSE ​In its role as a good employer, the Board of Trustees is required to ensure that a safe
environment is provided by meeting the requirements of the Vulnerable Children Act (2014), the
Education Standards Act (2001) and police vetting through the following procedures.

PROCEDURES ​Police Vetting

is required for:
● Non teaching staff
● Volunteers who have unsupervised access to students e.g. Camp helpers, sports coaches,
parent helpers
● If it is not possible to obtain a Police Vet in the required time frame, provision must be made to
ensure the person does not have unsupervised access to students. Contractors and their employees
who regularly work in the school during the day are vetted through the Ministry of Justice. (see Ministry
of Justice website for forms)

Police Vetting is not required for:

● Volunteers who do not have opportunity for unsupervised access to students
● Contractors who do not regularly work in the school or do not work during the school day
NB: The vetting of teaching staff is the responsibility of the Teacher’s Council. The Principal is
the Designated Person responsible for:
● Organising the signing of forms
● Receiving the completed vet
● Evaluation of the vet
● Keeping records of completed Police Vets
● Ensuring police vet forms are disposed of safely.

PRINCIPAL:
● Is responsible for vetting or viewing checks carried out by contractors working on site.
● Ensures that support staff are police vetted by the school before they can be appointed. They
must then be police vetted every three years.
● Will not police vet parents who volunteer to transport students on day trips
● Will ensure that strict confidentiality is observed (s78 CB (3). The only staff member who will
read the police vet is the Principal (the “requestor”).
● Will ensure that the subject of the police vet receives a copy of his/her police vetting and asks
the subject to validate the information in the vet if there is anything incorrect or adverse. The
subject must be given a reasonable opportunity to validate the information before the Principal can
take adverse action.

EDUCATION COUNCIL – CORE

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WORKERS
● Vets teachers every three years when they seek renewal of their teaching registration. The cost is
contained in the registration fee.
● Issues Limited Authority to Teacher (LAT) employees are treated the same as teachers. The
cost is contained in the registration fee.

SUPPORT STAFF – CORE

WORKERS
● Information on support staff positions that is sent to candidates will include information about
the requirements of Police Vetting. A Police Vet form will be included in Welcome Packs for
Support Staff appointments.
● When the provisional decision has been made to employ a person they will be asked to
complete the details found on the Police Vetting form.
● The support staff member will be requested to provide their driver’s licence or passport in order
to confirm their identity and complete Police Vetting process.
● The school will complete all details and will then submit the form.
● ONLY the “requestor” – the Principal will
open the returned information.
● If the vetting is satisfactory the Principal will complete the appointments procedure.
● If the vetting indicates an issue of concern, the Principal will give a copy of the police vet to the
applicant who will be asked to validate the information (within a 2 week period).
● If the applicant cannot satisfactorily disprove the police vet, the principal will inform the
candidate that he/she cannot be appointed.

CONTRACTORS – NON CORE

WORKERS
● Contractors will be informed that they, and any employee who will be working at the school
during school hours and have unsupervised access to children, will be required to be police
vetted and that the cost shall be borne by the Contractor.
● The Contractor will be responsible for ensuring that all employees comply with this
requirement.
● Contractors and or their employees who refuse to complete this vetting process will not be
given access to the school site during school hours or will not be used at all, at the Principal’s
discretion.
● In the case of individual contractors employed directly by the school on a regular basis will
follow the support staff vetting procedures.
● The individual contractor will be requested to provide their driver’s licence or passport in order
to confirm their identity and complete Police Vetting process.
● ONLY the requestor – the Principal– will have access to the returned information.
● If the vetting is satisfactory the principal will advise the Contractor accordingly.
● If the vetting indicates an issue of concern, the Principal will give a copy of the police vet

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directly to the applicant who will be asked to validate the information (within a 2 week period).
● If that person cannot satisfactorily explain the outcome of the police vetting then the Principal
will then inform that person, and the Contractor, that he/she cannot work at the school. No details
will be given to the Contractor.

VOLUNTEERS – NON CORE

WORKERS
● Volunteers will be vetted if they are in a situation that requires them to be left alone with
children for more than thirty minutes – a period of “vulnerability” or a “window of opportunity”.
Volunteers will be vetted by the school.
● Parents who are staying overnight on school trips or camps will also be police vetted by the
school. Police vets must be initiated one month before the trip or camp.
● From time to time, parents will be informed of Police Vetting requirements so that they
understand both the rationale and procedures to be followed.
● The parent will be requested to provide their driver’s licence or passport in order to confirm
their identity and complete Police Vetting process.
● ONLY the requestor – the Principal – will open the returned information. If the vetting is
satisfactory the Principal will inform the teacher organising the trip/camp and the parent.
● If the vetting is not satisfactory the Principal will inform the parent and discuss that person’s
options: either to provide proof that the information is wrong or to withdraw from the trip or
camp. At this stage the teacher in charge of the trip or camp will not be informed. If the
parent opts to prove the information is wrong then 2 weeks will be allowed for this.
● If the parent satisfies the Principal that the information is incorrect, and the original vetting
report is amended, the parent will be informed that they can continue with the trip/camp. The
teacher in charge of the camp will then be informed of the outcome. If the parent cannot disprove
the original vetting report then teacher in charge of trip or camp will then be informed.

EVALUATION OF A NEGATIVE POLICE

VET
● If the vet reveals criminal offences or concerns that need to be given consideration, the
following factors are to be considered:
● How serious was the offence?
● How long ago was the offending?
● Has a sentence been served, or is there Periodic Detention/Community Service still
being served?
● Was it a one off offence, or is there a pattern of offending?
● What is the employee’s/contractor’s role in the school, and how does the type of
offence relate to it?
● The concerns raised by a ‘Red Stamp’ (A Red Stamp indicates police have concerns
about the person working with children).

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Relevant Offences: ​Individuals will be disqualified from holding positions that require direct contact
with children if their criminal records include any of the following:
● Past history of sexual abuse of children
● Conviction for any crime in which children were involved
● History of any violence or sexually exploitative behaviour Other Factors that need to be
considered by the Principal/Board when evaluating criminal history records are:
● The circumstances surrounding the conduct in question.
● The age of an individual at the time of the offence.
● Societal conditions that may have contributed to the nature of the conduct.
● The probability that an individual will continue the type of behaviour in question.
● The individual’s commitment to rehabilitation and to changing the behaviour in question.

REQUIREMENTS FOR SAFETY CHECKS ​For all police vetting procedures for core and noncore
workers verification of identity is required. This is to be in the form of a current New Zealand Drivers
licence or current passport.

RIGHTS/PRIVACY ​Applicants have the right to be treated fairly and to have their privacy
respected. The information contained in a police vet is confidential, and privacy must be
safeguarded at all times.

POLICE VETTING REGISTER ​The school will operate a Register of all requests made for a
police vetting. The headings will include:● Subjects name / D.O.B.
● Category (support staff, contractor, contractor’s employee, volunteer).
● Date posted to Police
● Date the result is received
● Outcome (“pass” or “fail”)
● Date the vetting expires
● Comment (for result of appeal etc).

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ACCIDENTS AND MEDICATION

Rationale:
A policy on Accidents and Medication is necessary in order to ensure the Health and Safety of
all staff and tamariki.

Purposes:
1. To care for tamariki when injured in the school environment.
2. To maintain the health/hauora of tamariki who require the administration of ongoing or
temporary medications.
3. To ensure that the legalities concerning the medical treatment of tamariki are adhered to.

Guidelines:
1. Tamariki will only be permitted in the Sick-Bay if directed by a member of staff.
2. The names of tamariki in the Sick-Bay are to be noted in the Accident Register and a trained
First Aid person notified.
3. Whānau are to be informed if their tamariki is in the Sick-Bay or are seriously injured at kura.
This includes all head injuries and accidents where blood flow is abnormal.
4. If whānau cannot collect their child, the child will be monitored by trained First Aid staff while
in the Sick-Bay.
5. Minor accidents are to be attended by trained First Aid staff. In the event of a major
accident, the Principal or delegated representative will be informed immediately.
6. Any accident or use of medication which warrants Sick-Bay attendance is to be recorded in
the Accident Register.
7. An Emergency Action Plan (EAP) will be drawn up for all tamariki requiring urgent
intervention medication. EAP’s will be distributed to all teachers, displayed clearly in the
Staffroom and Sick-Bay and included in Yard Duty folders and Relief Teacher packs. These
will be updated on a Term by Term basis.
8. Should a student requiring urgent intervention medication travel outside the kura, the
teacher in charge of the excursion will ensure that their medication is brought along.
9. Staff will be actively encouraged to maintain and upgrade their First Aid certificates.

Conclusion:
This policy should ensure that tamariki will be cared for to the best of staff knowledge and
ability.
Review schedule: Triennially

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SMOKE-FREE/AUAHI KORE

Rationale:
Individuals have the right to enjoy a Smoke Free/Auahi Kore work environment should they so
choose.

Purposes:
1. To provide guidelines and procedures which will ensure that the principles of a Smoke
Free/Auahi Kore environment can be achieved.
2. To provide a positive example for tamariki in the kura.
3. To ensure that the provisions of the Smoke Free/Auahi Kore Act 1990 are met.

Guidelines:
1. Smoking will not be permitted in any of Te Kura o Te Pāroa’s buildings.
2. Smoking will not be permitted on Te Kura o Te Pāroa’s school grounds. Staff who choose to
smoke will be restricted to a designated smoking area out of the sight of tamariki.
3. Staff are not to smoke in the front of the school.
4. Individual staff have the right to enjoy Smoke Free/Auahi Kore facilities should they choose,
in which case the provisions of the Smoke Free/Auahi Kore Act 1990 shall be followed.
5. A Smoke Free/Auahi Kore education programme will be part of the kura’s Health curriculum.
6. Complaints against adults smoking on school grounds will be addressed by the Board of
Trustees on an individual basis.

Conclusion:
This policy should ensure that Te Kura o Te Pāroa remains a Smoke Free/Auahi Kore kura.

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Influenza Pandemic plan  

 
No one knows when a pandemic outbreak might occur or how severe it might be. In this way,
planning for a pandemic is like planning for an earthquake. The important thing is that your
School takes steps ​now ​to protect staff, students or children for future pandemic (global
event eg, influenza) or epidemic (local event eg, hepatitis, tuberculosis, norovirus, seasonal
flu, etc) events.

This supporting document should be used alongside the ​Influenza Pandemic Planning Guide for
Schools (the Planning Guide)​ available on the Ministry of Education website.

The following assumptions underpin the Influenza Pandemic Plan for Te Kura o Te Pāroa

1 Closing ECEs/Schools to students/children is part of ​New Zealand’s National Health

Emergency Plan​ to help control a serious pandemic like influenza, tuberculosis, norovirus
etc. ECE/School/TEO closures aim to reduce close contact between children.
2 During a pandemic event, your ECE/Schools may wish to provide educational materials to
their students/children for use at home.
3 State and state-integrated schools and state centres will maintain as full a service as
possible for as long as safely possible during a pandemic emergency unless directed
otherwise by health authorities.
4 A pandemic may come in several waves over a six to eight month period. At the peak of the
worst pandemic wave, up to 50% of the workforce may be sick or looking after sick
dependants.
5 State sector employees will be paid their normal salary during a pandemic, provided, with
their employers’ pre-approval, they:
➔ come to work in their usual workplace (with rigorous personal hygiene, social distancing
and cleaning regimes in place).
➔ work remotely (for example from home).

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➔ carry out additional or alternative duties for their employer or another agency.
6 State sector employees will be expected to use their leave entitlements (sick, domestic,
annual or other, with the ability to anticipate some sick and annual leave) if they are sick or
looking after sick dependants during a pandemic emergency. When all leave entitlements
and advances have been exhausted, state sector employers may provide additional paid
special leave during Stages 2 and 3 of a pandemic, but only where this will contribute to
preventing the arrival or spread of a pandemic.  
 
 
New Zealand’s Pandemic Planning
 
Ministry of Health
(MoH)/District Health
STAGE NZ STRATEGY OBJECTIVE AND ACTION
Board (DHB) ALERT
CODE
1 Plan for it WHITE Objective:​ devise a plan to reduce the health, social
(Planning) (Information/Advisory) and economic impacts of a pandemic on New
Zealand.
Full engagement of the whole government.
Consultation with and input from many agencies.
YELLOW Prepare to implement pandemic response action
(Standby) plans.
2 Keep it out RED Objective:​ keep pandemic out of New Zealand.
(Border Management) (Activation) Wide range of border management options:
closure of New Zealand’s border to all
non-nationals.
quarantine of all returning New Zealand
citizens.
Enhance internal disease surveillance and notification.
Investigate and follow up any suspect cases.
3 Stamp it out Objective:​ Control and/or eliminate any clusters that
(Cluster Control) might be found in New Zealand.
Isolate and treat patients and households.
Contact trace and treat all contacts.
Restrict movement into/out of affected area(s).
MoH directs regional closure of educational
organisations to children and students, closes other
places where people congregate, and prohibits mass
gatherings.
Maintain border management.

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4 Manage it Objective:​ Reduce the impact of an influenza

(Pandemic pandemic on New Zealand’s population.
Management) Health service reconfiguration to support community
response in affected areas.
MoH directs national closure of educational
organisations to children and students, closes other
places where people congregate, and prohibits mass
gatherings.
Social distancing measures.
Support for people cared for at home, and their
families.
5 Recover from it GREEN Objective:​ Expedite the recovery of population health
(Recovery) (Stand down) where impacted by the pandemic, pandemic
management measures, or disruption to normal
services.
Phase starts when the population is protected by
vaccination, or the pandemic abates in New Zealand.

The primary roles of participants:

Pandemic Manager: School Principal

Deputy Manager: Deputy Principal

Primary Roles of Key Participants:

Board of trustees To provide direction and support to the principal/manager/deputy to
manage the school programme and environment, ensuring that health
needs are given highest priority.

Manager/Deputy To manage the ECE/School/TEO programme and environment, ensuring

that health needs are given highest priority.

Classroom Teachers To provide clear guidance to students and children on sound

health-protection procedures and ensure they are implemented at the
classroom level.

Support Staff To ensure that vulnerable children are given additional support.

Office Staff To maintain health supplies.

To maintain effective communications with families.

Parents To ensure that students/children with symptoms of communicable

diseases are kept away from school and provided with appropriate health
care.

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Students/Children To follow health protocols put in place within the school and centre.

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Contact details; ​Please take time to fill out this form with up-to-date contact details for you as
parents/caregivers of your child (or children) at your School.
Please also provide two local emergency contacts of people your child knows (eg, family/friends) who could
take care of your child in an emergency:
 
 
   

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The following considerations underpin the Pandemic Action Plan for ECEs/Schools/TEOs and Planning
Guide:

Communication with the School community

It is likely there will be anxiety during a pandemic and this is likely to contribute to more absences and/or
increased stress for the board of trustees, managers, principals, staff, parents/whānau and students.
Ways to manage this might be to:
1. Communicate early the possibility of a pandemic and your school/centres’ preparedness to manage it
– to your board, manager or principal, staff, students and parents/whānau. ​Ministry of Health​ influenza
advice might be useful.
2. Discuss with manager, principal or staff possible health and safety issues, and leave arrangements
for them if they are ill or need to look after dependants.
3. Have a comprehensive plan in place that is clearly communicated to your board, manager, principal,
staff, students and parents/whānau. Ensure that communications management during the pandemic
is part of the plan. It will be important to have systems in place to allow your ECE/School/TEO to
communicate effectively in a pandemic.
4. In activating your plan, provide clear, timely and proactive communications to your board, manager,
principal, staff, students and parents/whānau, explaining how your School is handling the situation.
5. Establish a ‘communications tree’ for your School to circulate important messages. Consider how you
might maintain communication with:
Board, managers, principal, staff, students and parents/whānau.
Other schools/centres in your area/cluster.
Relevant agencies and community support networks.
Key suppliers and contractors.
The flowchart below outlines the screening process for the detection and management of
suspected pandemic cases.
Process
1 The pandemic manager receives a call from a person (or guardian of a student/child) or is told that they
are a suspect case of influenza
2 Do not visit the person if this can be avoided – manage the process over the telephone or maintain a
level of separation of at least one metre
3 Follow the flowchart below for a suspected influenza pandemic case

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Note – symptoms may change, so refer to the ​Ministry of Health​ website. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Supporting Document –  
Suspected Influenza Notification Form 
 
From Document 2 – Prepare, respond and recover – Red section Point 7. 
 
 

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Details of Affected Staff/Students/children 
 
Name:  Site:  Location of isolation: 

Title:  Nationality  if  visitor  to Date of birth: 

site:  (optional) 

Address: 

Telephone no: 
(W)  (H)  ​(M) 
 
Symptoms noticed: 
 
Fever ☐ Body aches ☐ 
Headache ☐ Fatigue ☐ 
Dry cough  ☐ Others   ☐ Details:   
Cold ☐ 

Time of fever on-set:   

 
Time of isolation:   

Travel history over the past eight days:  

Countries visited:     
Flights taken:  

Where referred:  

Complete Contact List (See separate page) 

 
Where referred:  

Complete Contact List (See separate page) 

 
Details of Reporter  
 
Name: 

Job title: 

Telephone no: 
(W)  (H)  (M) 

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The Ministry of Health​ definition of ​‘pandemic contacts​’​ includes people who, during the infectious period of a
suspected or confirmed case, were:
● Household members of the case.
● Close workplace contacts of the case, including people sharing an office or cubicle area or whose
work brought them into close physical proximity (sitting within 1 metre for at least 15 minutes) with the
case, but not people who share general office space.
● Members of the case’s class or child care group (up to and including tertiary education) with whom
most of the day is spent and who spent at least 15 minutes within 1 metre of the case. This definition
could also include the teacher or child care supervisor.
● Identified by the case as being in close physical contact (eg, hugging, kissing, sitting within 1 metre
for at least 15 minutes) with the case.

Note that the contact definition may change depending on the nature of the pandemic virus when a
pandemic occurs. Up to date contact definitions will be placed on the ​Ministry of Health​ and
Ministry of Education websites.

You will need to prepare this list, possibly assist in following up these people and provide it to the Medical
Officer of Health or their designated officer on request.

Name of Affected Contact Email for guardian Telephone number/s Address

Person

People with whom the affected person has interacted since displaying symptoms
Name Email Telephone number Address
1
2
3
4
5
6

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The following outlines social distancing and increased hygiene practices:

Increased hygiene practices.

Hand ​washing​ and ​drying​ are the single most important measure that will reduce the risk of transmitting
infectious organisms from one person to another. To support high standards of hygiene, you should have
posted signs in toilets and kitchens reminding staff, children and students to wash their hands with soap
and water and to dry them with disposable towels. These practices should also be used when
preparing/handling food.

Note that in the event of a pandemic, it is recommended that ECE/School/TEO staff check the following
website for the latest advice: ​www.moh.govt.nz/pandemicinfluenza​.Z

The following responses should be used at all times and particularly during the active (red) stages of a
pandemic to prevent or reduce the spread of influenza:

Hand washing and drying should also occur after:

● Coughing.
● Sneezing.
● Handling used tissues.
● Using toilets.
● Touching objects, materials or hard surfaces that may have been contaminated by someone with the
infectious illness or the infected person themselves.

Hygiene can also be maintained by:

● Using disposable towels to open toilet doors.
● Cleaning surfaces touched by someone with an infectious illness (phones etc.) or not shaking out
their clothing, linen or towels.
● Not sharing cutlery, cups or plates.
● Placing waste that could be infected (used tissues etc.) into covered plastic bag lined rubbish bins.

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● Staff, students or children who begin to display respiratory infection symptoms (colds, flu etc.) are to
follow the following etiquette whenever they are in the presence of others:
● If unwell, apply a face mask, notify the pandemic manager and wait at the assigned area for
clearance to go home or be picked up by their caregiver/guardian.
● Avoid close contact (less than one metre) with other people.
● Cover the nose and mouth with a tissue or sleeve (not hand) when coughing or sneezing
use disposable tissues to contain any secretions.
● Immediately dispose of used tissues in the nearest waste receptacle.
● Immediately wash and dry their hands.

Vaccination

Once the strain of the pandemic influenza is identified, vaccine supplies can be developed. These supplies
will be supplied by the Ministry of Health for all New Zealanders. You will be given every opportunity to
be vaccinated by a medical practitioner.

Social distancing

Where staff and/or students/children are at School during the active (red) stages of a pandemic, a distance of
at least one metre should be maintained between people wherever possible. Any form of contact with
people who are unwell with a pandemic, including visitors, should be avoided.

Any staff who have face-to-face contact with members of the public where social distancing is not possible or
practical will follow Ministry of Health guidelines and may be issued with personal protection equipment.
Staff should insist visitors and people with any form of respiratory infection symptoms wear face masks,
stay at least one metre away or leave the area.

Further steps may include the suspension of face-to-face services. Managers may also consider offering staff
the option of working outside normal work hours.

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To minimise contact​, staff are to:

1. Avoid meeting people face to face by using the telephone, video conferencing and the internet to
conduct business as much as possible, even if participants are in the same building.
2. Avoid any unnecessary travel, and cancel or postpone non-essential meetings/
gatherings/workshops/training sessions.
3. Avoid public transport. Walk, cycle, drive or leave early or late to avoid rush-hour crowding on public
transport.
4. Bring lunch and eat at a desk away from others (avoid cafeterias, lunch rooms and crowded
restaurants). Make sure lunch breaks are staggered to avoid overcrowding in common areas.
5. Avoid congregating or spending time in photocopying areas, lunch rooms or areas where people
socialise.
6. Avoid recreational or other leisure classes/meetings etc where they may come into contact with
infected people.

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Suggested response to student re COVID 19 at Te Kura o Te Pāroa

Dr Kaea Matenga, 20/3/2020

Student/Staff with symptoms Student is at school Student is at home (phone)

(e.g. fever, cough, sore throat,
shortness of breath)

​ as​ been overseas in POTENTIALLY COVID19

Individual h POTENTIALLY COVID19
the last 14 days, or been in
contact with someone who may For sick student/staff member:​ Need Stay home.​ ​Call GP clinic
have COVID 19 to be isolated, wear a face mask, then or Healthline 0800 358
go home as soon as possible. Stay 5453 for advice and to
home. ​Call GP clinic or Healthline arrange testing.​ Self-isolate
0800 358 5453​ for advice and to until swab comes back
arrange testing. Self-isolate until swab negative (needs medical
comes back negative (needs medical certificate) and symptoms
certificate) and symptoms have gone have gone (regardless of
(regardless of swab result). swab result).

For school:​ isolate, provide facemask,

and arrange for travel home of sick
individual. All rooms the sick individual
was in should be disinfected. ​Call
Healthline 0800 358 5453 for further
advice ASAP. ​ You may well be invited
to talk to local health authorities about
possible contact tracing and school
closure should the COVID19 be
confirmed or probable.

​ as not​ been NORMAL WINTER ILLNESS

Individual h NORMAL WINTER
overseas in the last 14 days or in ILLNESS
contact with someone who may Invite to go home from school until well.
have COVID 19 Phone GP practice to arrange clinical Stay home from school until
review if you feel this is needed. well. Phone GP practice to
Medical certificate should not be arrange clinical review if you
required. feel this is needed. Medical

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certificate should not be

required.

Student/Staff Student is at school Student is at home (phone)

with no
symptoms
(well person)

​ as
Individual h SELF ISOLATE SELF ISOLATE
been overseas
in the last 14 Need to go home. If develop symptoms Stay home. If develops symptoms
days, or been in within 14 days phone Healthline within 14 days phone Healthline
contact with
0800 358 5453 or GP for advice 0800 358 5453 or GP for advice
someone who
may have
COVID 19

​ as No health concerns. General prevention

Individual h No health concerns. General prevention
not​ been advice only. advice only.
overseas in the
last 14 days or
in contact with
someone who
may have
COVID 19
 
 

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Te Kura o Te Paroa Procedures

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