The relevant Otago Polytechnic policies, procedures and guidelines and the New Zealand Institute of Skills and Technology (NZIST) policies, procedures and guidelines as per the Otago Polytechnic Transitioning (Grandparenting) From NZIST Policy.
1. This policy applies to Otago Polytechnic Council members and all employees of Otago Polytechnic, including contracted staff, consultants and secondees providing services for Otago Polytechnic, and those on fixed term contracts (collectively referred to as kaimahi/employees in this policy document).
Audience and Scope
Purpose
Compliance
Te Pai Tawhiti
Policy Principles
Roles and Responsibilities
References
2. The purpose of this policy is to ensure that all financial and legislative requirements are fulfilled whenever an independent contractor or consultant is engaged by Otago Polytechnic.
3. The following definitions apply to this policy:
Consultant: Someone who typically works on behalf of an external organisation on a specific deliverable - providing expert or professional advice that Otago Polytechnic kaimahi would not normally provide.
Contract or Contract for Service: An agreement entered into by Otago Polytechnic with an external party for the delivery of services required.
Contracting: A means of procuring goods and services in Otago Polytechnic.
Contractor: A self-employed individual (or someone provided by an external organisation) who is engaged in carrying out tasks or a specific service for Otago Polytechnic.
4. The Otago Polytechnic Council acknowledges that this Policy has been adopted while there is ongoing work being carried out to develop Otago Polytechnic’s Procurement Framework.
5.1. Appointing Formal Leaders should be guided by the following principles when engaging Contractors or Consultants
a Any engagement should ensure Otago Polytechnic is engaging external assistance only when kaimahi are unavailable or unable to provide the required service.
b) Any process of engagement must be fair and transparent.
c) All of Government (AoG) arrangements should be used wherever possible.
d) Reasonable rates should be agreed to.
5.2. The following policy standards apply to all Otago Polytechnic engagements of Contractors and Consultants:
a) Before engagement of a Contractor or Consultant occurs, each Formal Leader leading the process is responsible for ensuring that the following has occurred:
i. A review of requirements, including the determination that a contract for service is the most appropriate option.
ii. A Procurement Plan completed and approved.
iii. Selection and evaluation methods occur in a fair and transparent fashion.
iv. A review of requirements to ensure that the kaimahi vs contractor tests have been considered and the appropriate tax treatment confirmed before a contract for service is entered into.
b) All decisions or authorisations must be in accordance with the delegated authority of the person making the decision.
c) Any decision to appoint a recent ex-kaimahi (i.e. someone who has left Otago Polytechnic within the previous six (6) months) as a contractor must have approval from the Chief Executive and the Deputy Executive Director: People and Safety. This is for reasons relating to probity and public accountability.
d) All appointments will be made applying prudent rates for engaging independent contractors and seeking appropriate advice from the People and Culture team on these rates.
e) All kaimahi, contractors and consultants must maintain independence in all relationships and declare to their Formal Leader any personal interest that may affect, or could be perceived to affect, their impartiality in any aspect of their work.
f) The Conflict of Interest Policy must be adhered to.
g) Otago Polytechnic must honour the terms of all contracts, maintaining discretion at all times throughout the process when dealing with commercially sensitive information.
h) Otago Polytechnic Code of Conduct will apply to Consultants and Contractors and will form part of those contractual arrangements to the extent specified in the contract between that person and Otago Polytechnic. Ultimately all kaimahi, Consultants and Contractors are expected to act with integrity and honesty at all times.
i) Documentation in hard copy must be retained. This documentation is required to provide an audit trail on the activity undertaken, including the independent review/ sign-off by the authoriser.
j) All contracts must be loaded and reviewed in the relevant contract register system.
k) Under no circumstances is a contractor or consultant to work without a signed contract in place.
6. The following responsibilities apply to this policy:
Kaimahi: Kaimahi are responsible for ensuring that they follow this policy when undertaking any engagement of Contractors or Consultants on behalf of Otago Polytechnic.
Formal Leaders:
Each engagement of an independent Contractor or Consultant is due to a defined business need and that all resourcing options have been considered.
Each engagement of an independent Contractor or Consultant represents value for money, and the processes applied meet all requirements set out in this policy.
Procurement Minimum Standards are complied with where stated.
Employees, Contractors and Consultants are aware of this policy and that it is always applied when engaging contractors.
Contractor engagement occurs in accordance with financial delegations, i.e., signatories to contracts and payment approvers hold the financial delegations at a level appropriate to the action, and legal requirements.
Accurate contract records are maintained in the relevant contract system.
John Gallaher (Chairperson)
Otago Polytechnic Council
Date 18 December 2025