Car Parking Procedure
Facilities Management Policy
1
Purpose
This protocol establishes a set of standards and processes for the management of car parking
within the University precincts.
The aims of this protocol are:
2
•
To ensure transparency, consistency and equity in car parking management
•
To maximise the benefit of the car parking amenity to the wider university community
Organisational Scope
This protocol is University Wide and applies to all staff, students, contractors and visitors to the
University.
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Definitions
For purposes of this protocol, unless otherwise stated, the following definitions shall apply:
Illegally Parked:
Parking Permit:
A vehicle which is parked improperly or in a space for which it is not
authorised. Criteria for illegally parked vehicles would be:
(i)
failure to display a valid pass or permit (including expired Pay
and Display);
(ii)
parking in a reserved space without appropriate authorisation;
(iii)
parking in a no-parking location or area not designated for
parking;
(iv)
parking in a manner likely to cause a hazard.
A valid parking permit issued, or authorised for issue, by either
Victoria University or VUWSA. This includes pay and display tickets,
mobility permits, visitors and trade permits issued by Security, and
staff and student permits.
Staff:
Victoria University employees whose primary business at the
University is work, rather than study.
Restricted Hours:
Parking restrictions apply between the hours of 0700 and 1700
Monday to Friday and at such other times as may be determined and
promulgated by the Director Campus Services with the exception of
all designated Reserved parking spaces on all campuses.
© Victoria University of Wellington
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Car Parking Procedure
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Processes and Standards
4.1
General
Campus Services Policy
(a)
Victoria University of Wellington (VUW) promotes the use of sustainable transport. All staff,
students and visitors are encouraged to walk, cycle, use public transport, motorcycle or car pool
to the University.
(b)
The management of parking on Victoria University of Wellington campus sites is the
responsibility of the Director Campus Services. Exceptions to this procedure may be applied at
the discretion of the Director Campus Services.
(c)
The Safe Campus Policy provides for the Director Campus Services to maintain a car parking
allocation and management protocol.
(d)
Any vehicle parked on campus during restricted hours and not displaying a valid parking permit
will be treated as illegally parked.
(e)
Outside of the restricted hours, free parking is available on all VUW campuses to any person on
University business, staff attending any function at the university, service vehicles and
contractors undertaking VUW business but excluding the specific Reserved parking spaces to
which parking restrictions apply 24 hours a day seven days a week.
(f)
Only staff members may apply for a permit to park on campus within restricted hours. People
employed on a casual basis, students, including postgraduate students, contractors and visitors
are not eligible for a reserved or licence to hunt permit except in circumstances specifically
outlined in these procedures. Student parking is managed by VUWSA. VUWSA will determine
the annual fee for students. The Director of Student Services will determine the fee for students
with disabilities.
4.2
Parking Permits
Campus Services issues the following types of car parking permits to control parking on VUW
campuses.
4.2.1
Designated “Reserved” Park Permit
(a)
Reserved parks will be clearly defined with signage and are for the exclusive use of the
authorised reserved park permit holder. Any vehicle parked illegally in a reserved park will be
towed away.
(b)
A Reserved SLT park permit is available on request, as of right, for the Vice Chancellor and any
member of the Senior Leadership Team (SLT). SLT members cannot reallocate their own
reserved park permit to another person.
(c)
A Reserved VUW vehicle park permit is available on request for any vehicle owned or leased by
the University.
(d)
A Reserved VUW vehicle park permit is not able to be allocated to a specific department for the
purpose of visitor and/or departmental staff parking
(e)
A Reserved Tenant park permit is available for Commercial Tenants when provided for within
the terms of their lease. It is intended that Reserved parks are not automatically made available
as part of the lease negotiations but, when necessary, they are to be negotiated on a commercial
market rental basis.
(f)
A Reserved Mobility park permit may be requested for staff with disabilities for the duration of
their illness or disability. The staff member must have their need assessed by the Occupational
Health Nurse prior to the parking permit being issued. Whilst every effort will be made to
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provide a Reserved space for staff with disabilities there is no guarantee that a Reserved space
will be available. The issue of a Reserved Mobility park permit will be at the sole discretion of
the Director Campus Services. The ongoing need for retention of a Reserved Mobility park
permit will be periodically reviewed in consultation with the Occupational Health Nurse. If a
staff member is granted a Reserved Mobility park permit, they must display their mobility card
at all times. A fee in line with the annual “Licence to Hunt” permit fee will be applicable.
(g)
A Temporary Reserved park permit may be requested, subject to availability and at the sole
discretion of the Director Campus Services for contractors or consultants appointed by the
University for the duration of their contract with the University, visitors on official University
business, conference organisers/participants under the following conditions:
(i)
Temporary Reserved park permits will state clearly the hours and day(s) for which the permit is
valid. Vehicles parked outside the stated temporary permit times will be treated as illegally
parked.
(ii)
Temporary Reserved car parking permits are issued free of charge for the first week, thereafter
at a casual rate fee which will be charged on a monthly basis. These permits are not transferable
to any other person.
(iii)
Temporary Reserved car parking permits are issued by Security and/or the Carparking team
and are subject to Director of Campus Services approval.
(h)
A Reserved park permit will allow for multiple vehicle registrations to be logged against the
permit issued, however only one permit will be allocated and can be displayed on only one
vehicle at any time during restricted hours. Photocopies will not be accepted as valid permits.
(i)
The permit holder is responsible for ensuring that the permit is clearly displayed on the front
windscreen of the vehicle. VUW accepts no responsibility for action taken against vehicles with
permits displayed in any other location on the vehicle or which do not have a permit displayed
or whereby the permit is obscured.
4.2.2
“Licence to Hunt” Park Permit
(a)
Due to the limited number of car parking spaces on campus only a predetermined number of
permits will be issued. This number will be determined and amended as necessary from time to
time by the Director Campus Services and will take into account the entitlement to Reserved
spaces, contractual obligations with VUW tenants and the number of permit holder spaces
available.
(b)
“Licence to Hunt” permits are available on request (as of right) for a Head of School (HoS) or
Central Services Unit (CSU) Head, or other managerial roles reporting directly to an SLT
member.
(c)
An SLT member may allocate 1 further “Licence to Hunt” permit each calendar year as a
recruitment incentive.
(d)
An annual “Licence to Hunt” permit will be issued to University Council members on request
for the purposes of attending Council meetings or other University business.
(e)
All other new permit applications which exceed the abovementioned predetermined number of
permits available will be placed on the appropriate waiting list.
(f)
“Licence to Hunt” permits are issued for specific campuses and can only be used to park at the
approved campuses.
(g)
All staff allocated a “Licence to Hunt” permit are required to agree to the parking conditions
and payment of an annual parking fee and any applicable future fee increases.
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(h)
The permit is not transferable and is solely for the staff member’s own use. It cannot be used by
family members or lent or sold to other members of staff, students or members of the public.
(i)
The parking permit does not reserve or guarantee any permit holder a car park at any particular
location, rather, authorises the permit holder to park a vehicle in a non-Reserved parking space
on the VUW campuses for which the permit is issued, provided that a vacant space is available.
(j)
A temporary or short-term “Licence to Hunt” permit may be requested, subject to availability
and at the sole discretion of the Director Campus Services for contractors or consultants
appointed by the University for the duration of their contract with the University, visitors on
official University business, conference organisers /participants under the following conditions:
(i)
Temporary permits will state clearly the hours and day(s) for which the permit is valid. Vehicles
parked outside the stated temporary permit times will be treated as illegally parked;
(ii)
Temporary car parking permits are issued free of charge for the first week, thereafter a casual
rate fee will be charged on a monthly basis. These permits are not transferable to any other
person;
(iii)
Temporary car parking permits are issued by Security and are subject to Campus Services
approval.
(k)
Staff can apply to the Administrator, Campus Services at carparking@vuw.ac.nz for a “Licence
to Hunt” permit. Upon receiving an email application Campus Services will put the applicant on
the campus-specific waiting list for permits. If a staff member has personal offices at multiple
campuses they may request to be placed on the waiting list of each campus they work at. This
does not include faculty or shared offices. The permit will be issued when they reach the top of
the waiting list at any one campus, however they will not be able to park at the other campuses
until they reach the top of the respective waiting lists. A staff member eligible for dual-campus
parking will be issued with a dual-campus permit.
(l)
Permits are re-issued and the waiting list reviewed periodically. Applicants will be notified
when they have reached the top of the waiting list and are eligible for a parking permit.
(m)
A “Licence to Hunt” permit will allow for multiple vehicle registrations to be logged against the
permit issued, however only one permit will be allocated and can be displayed on only one
vehicle at any time during restricted hours. Photocopies will not be accepted as valid permits.
(n)
The permit holder is responsible for ensuring that the permit is clearly displayed on the front
windscreen of the vehicle. VUW accepts no responsibility for action taken against vehicles that
have permits displayed in any other location on the vehicle or which have the permit obscured.
(o)
Staff cannot move up the waiting list because of a change in domestic circumstances (including
changes to a relationship, child care or pregnancy) or due to the location of their home.
Exceptional circumstances will be considered, however, this is at the sole discretion of the
Director, Campus Services.
4.2.3
Mobility parking for staff
Staff that require a mobility park must email Campus Services at carparking@vuw.ac.nz a Disability
Action mobility form, signed by their doctor. Final approval for mobility parks will be in consultation
with the Staff Occupational Health Nurse.
(a)
(i)
(ii)
To be eligible for a mobility permit, staff must either:
be unable to walk and reliant on a wheelchair for mobility, or
rely on mobility devices (e.g. crutches, walking sticks, walking frames), or
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(iii) be unable to walk 200 metres unassisted because of the nature/severity of their
condition.
(b)
Before a mobility permit is granted to a staff member, they must first see the Occupational
Health Nurse. If the staff member is eligible
(c)
Staff granted mobility permits will be charged for their permit at the same rate as Licence to
Hunt permit holders.
(d)
Staff must adhere to the following conditions if they hold a mobility permit
(i) Staff must park in their designated spot if one is allocated to them
(ii) Staff must let Carparking know when they no longer have need for a mobility park
(iii) Reviews of eligibility for a mobility park may be undertaken by the Occupational
Health Nurse at any time.
4.2.4
Students with Disabilities
Permits are issued on approval by the Director Student Services. The permit entitles the
permit holder to park in the specified areas as indicated on “Car Parking Maps’ on the
Campus Services website, for the duration of their illness or disability. These accessible
parks are time-tabled during restricted hours. Outside these hours the spaces are for the use
of mobility card holders only. The Director of Student Services will provide Campus Services
with a list of names together with a vehicle description for vehicles parked in these areas.
4.2.5
Visitor Parking
VUW encourage visitors to travel by foot or public transportation as visitor parking on all campuses is
severely restricted. Campus Security are able to book visitor parks on the Kelburn campus at Gate 6
and 7. This can be arranged by emailing security@vuw.ac.nz. Visitor car parks outside the Hunter
building or on the Pipitea campus can be booked through the main reception at the Hunter building.
Visitor parking at the Te Aro campus is bookable through the Te Aro reception desk by calling
extension 6200.
4.2.6
Conference Parking
Parking for conferences may be arranged depending on demand for parking on campus at the time of
the conference. This decision is at the sole discretion of the Carparking team. It cannot be guaranteed
and should not be advertised or encouraged to visitors in any way.
4.3
Recruitment Incentives
Parking permits cannot be offered as a recruitment incentive for new staff outside of these
policy requirements without prior written approval from the Director Campus Services and
Director Human Resources.
4.4
Lost Permits
An administration fee of $25 will be charged for the replacement of a lost permit.
4.5
(a)
Parking Permit Fees
Staff parking permit fees are determined annually by the Senior Leadership Team. Parking
fees are to be paid by automatic salary deduction for staff who are on the permanent fortnightly
or monthly payrolls
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(b)
Staff members who go on leave, for three months or more, may cease parking fee deductions by
providing written advice to their HRMIS advisor and the Campus Services Car Parking team
(along with the return of the permit). Payment deductions will not cease until Campus Services
advises HRMIS of receipt of the permit. Should the staff member want to revalidate their
permit upon their return, staff must advise the Carparking team by email at
carparking@vuw.ac.nz. They will then go to the top of the waiting list and will be eligible for the
next available permit.
(c)
This policy does not encompass parking at Karori Campus which has been subject to conditions
within the merger agreement between VUW and the College of Education.
4.6
Motor Cycle Parking
(a)
Parking permits are not required for motorcycles.
(b)
All motorcycles are to be parked in the designated motorcycle parking areas. Motor cycles
parked outside of these areas will be considered illegally parked.
(c)
Motorcycles must not be parked in bays designated for other vehicles.
4.7
Bicycles
(a)
Parking permits are not required for bicycles.
(b)
For the safety of building occupants in an emergency and to prevent damage to flooring and
paintwork, bicycles are not permitted inside and must not block the entry or exit to any
building.
(c)
Bicycles must not be parked in bays designated for other vehicles or motorcycle parking spaces.
(d)
Cyclists should use the bike racks provided.
4.8
Illegally Parked Cars
(a)
Campus Services are responsible for policing the car parking on all VUW campuses with the
exception of the Pipitea Campus where Wilsons Parking are responsible for enforcement.
(b)
The responsibility for illegal parking lies solely with the permit holder. The University will take
action against illegally parked vehicles and such action may be taken without warning.
(c)
The University has a number of options for dealing with illegally parked cars:
(d)
(i)
infringement notice - incurring a fine;
(ii)
clamping - incurring a spot fine for release;
(iii)
tow-away - incurring charges by external towing companies for vehicle release;
(iv)
revocation of an issued permit.
Options used are at the sole discretion of the Director, Campus Services. The Parking
Enforcement Process is provided on the Campus Services website.
4.9
Liability
The University takes no responsibility for the safety of vehicles accessing or parking within any
of its campuses. All cars on campus are solely at the owner’s risk.
4.10 Loss of or Damage to Parked Cars
(a)
If a staff member discovers that their car is missing, they should contact Security, to ascertain
whether the car has been towed.
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(b)
Campus Services Policy
Theft from or damage to cars should be reported to the Security office, telephone extension
8366 or email Security@vuw.ac.nz
4.11 Refunds and returns
(a)
Terminating staff who wish to cease their payroll deduction must return the permit to the FM
Car parking team with a written request to that effect. To avoid deductions being made from
any termination payout, the staff member should return the permit to the FM Car parking team
two weeks prior to the date of cessation. If required, a temporary permit will be issued for the
intervening period.
(b)
Permits for all staff who have left the University will be deleted from the database and if that
permit is subsequently displayed on any vehicle, that vehicle will be treated as illegally parked
and immediately towed away.
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References
Safe Campus Policy
6
Appendices
None
7
Approval Agency
Director, Campus Services
8
Contact Person
The following person may be approached on a routine basis in relation to this protocol:
Andrew Wilks
Environmental Manager
Ext: 9988
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