1.1 Koha is given as a cultural practice when Mana Whenua are invited to participate and/or support Otago Polytechnic in events or activities, and where no set fee or payment is expected.
1.2 Otago Polytechnic representatives as Manuhiri (visitors) are to give a koha when visiting or staying on a Marae regardless of the length of duration of stay.
1.3 Koha is to be given when Otago Polytechnic representatives attend occasions that involve a Powhiri/welcome or Mihi Whakatau, or when visiting Marae for ceremonies and more formalised gatherings.
1.4 The following are examples of when to gift koha:
- Kaumatua assistance with traditional welcomes, Whakawātea and rituals relevant to the developments of Otago Polytechnic.
- Kaumatua/Mana Whenua guidance, support and cultural mentoring to an Otago Polytechnic kaimahi or College/Service Area.
- Takiaue or a Tangihanga (funeral). 1.5. In instances where Otago Polytechnic kaimahi may be conducting one-on-one or very small and informal meetings a koha is not normally required. Although provision of kai/food is expected through enacting maanaki ki te takatap. As an option, kaimahi may consider taking some kai/food for morning/afternoon tea as a goodwill gesture.
2.1. Kaikōrero, or orator are the appropriate people to speak and give the koha on behalf of Otago Polytechnic during the Powhiri.
2.2. It is not always expected that an individual Otago Polytechnic kaimahi or representative(s) pay koha from their personal monies on behalf of or when representing Otago Polytechnic. However, it is appropriate for kaimahi who wish to give a personal koha to do so.
2.3. If there is a group of Otago Polytechnic representatives, only one (1) koha should be given which represents the entire group or organisation.
3. Appropriateness of Koha
3.1 The amount of koha should reflect the occasion, the mana, and the prestige of the reason for attending the hui. If the Executive Director, Te Kāhui Manukura/Executive Leadership Team are attending a hui, then a koha which is befitting the rank and the status of the hui being attended should be given and should reflect the status of their role.
3.2 Koha should not be confused with payments for services, i.e., when attending a hui at one of the papatipu Marae or function the koha or gift is just that, and no receipt is expected.
3.3 Separate and in addition to koha there may be catering, accommodation, and venue hire costs, for which an invoice is required. These costs are to be confirmed and agreed upon separately with the hosts, prior to the event taking place, unless there is a specific request from the host that only a koha be given.
3.4 In some situations, it is appropriate for koha to be in the form of gifts which is appropriate to the donor and the division being represented, e.g., books/book token(s); plants, petrol vouchers, or vouchers may be presented to Mana Whenua as a koha.
3.5 Generally, money in the form of cash may be given as a koha.
3.6 Koha is to be allocated to account code 349 and the appropriate activity budget for which the hui is being attended.
3.7 Budget Managers have delegated authority to authorise koha financial contributions from their respective budgets.
