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Student Handbook 2016
TE RANGI HIROA COLLEGE University of Otago
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You have been carefully selected to live in this special place as you launch your tertiary career. Our unique college environment is made up of four residential floors, which are
complimented by additional communal spaces. You will be a part of this special community and will over the course of the year, help to establish its character and philosophy.
As a college, we operate on a ‘high trust’ model. As such there is an inherent expectation of respect for our community and knowing the ‘right’ thing to do. This builds a strong sense of collegiality amongst our students, to strengthen the experience of living in a college.
A basic premise is to remember that every individual has the right to be able to sleep and work uninterrupted before anyone else has the right to be noisy and disturb others.
Welcome
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Meet the staff
Warden
Mr Ashley Day QSM, JP BA (Hons) Otago, DipTchg
Chevalier dans L’ordre des Palmes Academiques
(Office) +64 3 4794332
(Mobile) 021 234 0617
Deputy Warden
Mr Kurt Murphy
BMus (Hons), BA (Fren) Otago, ATCL
(Office) +64 3 4794334
(Mobile) 021 225 5460
Finance and Administration Manager
Ms Joanne Gruppelaar
(Office) +64 3 479 4334
(Fax) +64 3 479 4331
Reception hours are 8:30-5:00pm, Monday-Friday.
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Our RA team
Te Rangi Hiroa College has a Residential Assistant (RA) team consisting of six RAs.
You will have either one or two RAs on your floor and after hours a “Duty RA” will
be available to assist with anything you may need.
Get to know your floor RAs (and the wider RA team) as they are an invaluable source of support and knowledge. Each RA has been a first year student in a college themselves, and is still actively studying within the university. The RA team will be available as your first point of contact for all questions you may have about our college and the university in the first few weeks.
RAs are involved in a wide range of duties around the college. As well as completing set rostered evening and weekend duties, getting to know residents and providing general support, they oversee housekeeping matters such as the weekly linen change.
One of the main situations in which you will encounter RAs is during their evening rounds. Evening rounds have several functions. As well as ensuring an appropriate atmosphere for study and sleep, RAs will be monitoring noise and checking for health and safety risks throughout the college.
RAs are tasked with acting on behalf of College management in the evenings, and as such, students are to follow their instructions at all times.
When they are not on rounds, the rostered duty RA can be found at the main office on the ground floor. Each evening the rostered RA will be on duty from 5:00pm until 10:30pm, after which time a staff member will remain ‘on call’ throughout the night.
The name of the Duty RA is displayed on the wall beside the main office, in the foyer. Next to this is a direct line which will connect you to the Duty RA or Duty Staff Member. If you need assistance outside of business hours, the Duty RA should be your first point of contact.
Duty Phone Number: 021 279 4330
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College, Campus & Area Map
Te Rangi Hi roa Co l lege Phone : +64 3 479 4330
192 Cast le S treet Fax: +64 3 479 4331
Dunedin 9016 Duty Staf f : 021 279 4330
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Te Rangi Hiroa provides high standard living facilities for our students. We expect that
when you leave at the end of the year, the room will be in the same condition in which
it was found at the beginning of the year.
What follows is general information about the facilities themselves and the way in
which they are to be used:
In order to preserve the paintwork, we ask that nothing be stuck to the walls and
that you instead use the provided pin-boards for any posters. Please also be
careful to protect the surface of the provided study desk.
The cost of any repairs other than general ‘wear and tear’ will either be invoiced
at the time or following a room inspection at the end of the academic year.
You will be required to complete an inventory list
both at the beginning and end of the year.
You are, at all times, responsible for your own
room and the behaviour of visitors and
happenings within, whether you are present or
not. This is why we recommend locking your
door at all times, when you are not in your room.
Be considerate and noise aware at all times to
ensure your fellow students can study and sleep
without disruption.
There are to be no room swaps.
Please refrain from removing any furniture away
from your bedrooms or communal areas.
To ensure your room is adequately ventilated, please open your windows on a
daily basis.
Your Space
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Rubbish from your room should be regularly taken to the recycling bins and
rubbish skip via the corridor behind reception on the ground floor.
Personal heaters, electric jugs and toasters are not permitted at the College.
Instead jugs and toasters will be supplied in some of our common areas.
All electrical gear brought to the college must be certified by an electrician - this is
especially important for devices such as phone and computer chargers which
undergo heavy use on a daily basis. This is a University Health & Safety
expectation.
During the year, you will get to know your cleaner as part of the Te Rangi Hiroa
experience. Show him/her the respect they deserve by tidying up after yourself both
in your bedroom and bathroom as well as communal areas, so they can do their job.
Your room will be cleaned once a week. The room will be vacuumed, dusted and
mirrors cleaned and your bathroom will also be cleaned. You will be informed at
the beginning of the year, which day your room will be serviced.
Each week, on your rostered day, you will need to be out of bed and ensure that
your space is tidy and the floor is clear. In order to clean efficiently, our cleaning
staff asks that all bench spaces and sinks be clear of items.
You will need to supply your own soap, shampoos and towels. You will also need
to supply your own bath mats with good safety and hygiene practices in mind.
Each student must also keep their fridge tidy and hygienic. It is essential that
great care be taken regarding the storage of any food in your fridge and our
cleaning staff will be checking this regularly to ensure good health standards are
being maintained.
Cleaning Services
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Alcohol may be stored in fridges (outside of the alcohol free area) in modest
quantities. Eg. No more than a dozen cans of beer at any one time (no bottles) or
one bottle of wine. Any abuse of this privilege could well see the fridge being
removed.
We ask that you store any personal crockery or cutlery you might have, in your
bedroom. No crockery or cutlery items are to be removed from the dining room.
The dining room is equipped with a kitchen area including basic appliances and
gear to prepare hot drinks and snacks. Everyone has a responsibility to clean up
after themselves. This is not the job of the cleaning staff and students found to be
leaving undue mess, may find themselves excluded from using the dining room
facilities outside of meal times.
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Upon arrival to the college, your room will already be equipped with:
Mattress & Mattress Protector
Pillows & Pillow Protectors
Sheets & Pillowcase
You will need to be able to account for this provided bedding during your end of year
inventory check. Some extra blankets may be available on request.
Please note that you will be invoiced for any items that go missing or are
damaged in your room during the year.
A linen change service is provided each Thursday evening in the linen room on the
ground floor. Here you may exchange your sheets and pillowcase for clean ones.
Please don’t bring your mattress protectors or duvet covers to linen change.
The laundry facilities are free to use – you will only need to provide your own washing
powder and a (named) washing basket.
When using our laundry facilities, please be considerate of others sharing the space.
Some simple guidelines to ensure appropriate use are as follows:
Do not turn off dryers or washing machines being used by others, before cycles
have finished.
After a previous load has finished, place the existing washing into the student’s
basket before using the machine.
Avoid long lapses between each laundry process. This will help to avoid laundry
going missing & ‘hogging’ of equipment.
Please be careful not to overload machines and ensure all loads are evenly
spread around the machine. If in doubt, do two loads.
Manage any muddy clothing or sports gear in the laundry tubs and thoroughly
clean up after yourself.
Keep windows open when using any clothing racks in bedrooms, to ensure
proper ventilation and to avoid condensation.
Linen & Bedding Materials
Laundry Facilities
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Access Cards: You will be given a personalised bedroom access card when you arrive
at the college, which will give you 24/7 access to your bedroom and the front
entrance doors of the College.
Please note that cards need to be carried with you at all times as the college
building is permanently locked outside of business hours for security purposes. This
includes weekends.
The main College entrance will be open on weekdays between 8:30am – 5pm*
*There may be occasions within these times that the door may be locked due to staff
unavailability.
DO NOT lend your key card to other people.
Please do not give any person, especially non-college residents, access into the
building unless they are your bona fide personal guest. This is considered a
security breach on your part. If you are concerned about unknown people at
the College entrance, please contact the duty member of staff.
Please ensure doors are shut behind you after you have come in. This is both
for your safety, and the safety of others.
Please be noise aware and considerate of others if you come home at a late
hour.
Be aware that bedroom doors are on automatic closers / locks and as such, you
will need to consistently carry your own key card.
We have a security staff member for several nights every week. This person is
based down in the foyer area and is tasked with ensuring the safety of the
college and occupants. All students (and their guests) are to adhere to
Security’s instructions at all times.
Like the wider University campus, Te Rangi Hiroa College property is a strictly
smoke-free environment, including the entrance, driveway and rear car park.
Security
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Fire safety regulations strictly prohibit the burning of candles or incense in the
college building. All rooms are fitted with highly sensitive smoke alarms that can be
set off by deodorant spray, hair straighteners or steam, for example.
‘Fire Exit’ doors will automatically unlock in a fire evacuation – and may only be
used in this circumstance.
Any fire callout caused through resident/guest carelessness will be charged to the
resident responsible.
Should you exit the building through the rear emergency stairwell, please follow
the yellow marked path (pictured below left) out to the street.
The official college evacuation meeting point is the car park on the south side of the
college, on Castle Street (pictured below right). Please do not leave this area until
the ‘all-clear’ has been given by a member of staff.
Fire Safety / Evacuation
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You are in a unique environment of scholars with extensive resources to help foster
habits of time management, self-discipline and balance between academic pursuits
and recreation. The study habits and requirements of each student are vastly
different and a key part of the University experience is learning what suits you
individually.
The Warden and Deputy Warden are the key support people for all academic
matters. This includes:
Being available for conversations about work management.
Referring other academic resources in the wider University.
Helping with the transition into tertiary study.
Overseeing the college academic support programme.
Monitoring the various study areas and resources.
Providing advice and recommending resources to sick / impaired residents especially during assessments and exams.
Providing accurate information for the academic noticeboard near the dining room and advising students of key dates and memos.
(Click the links below to visit the respective web pages)
Student Services Directory
The Student Learning Centre
Disability Information and Support
Student Health Centre
The Career Development Centre
Academic Support
Related Student Resources
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Drinking in the college is to be in a controlled, civilized manner so that the rights of others
are not compromised and personal health and safety is ensured. Self-regulatory behaviour
and a high level of maturity is expected around consumption and quantity purchased and
stored.
The ability to have a drink within the college is a privilege, not a right, and as such may be
revoked for those found not adhering to college expectations.
Legislation regarding the under-age purchase, possession, storage and consumption of alcohol is to be adhered to at all times.
Alcohol may be consumed in bedrooms (excluding those in alcohol-free areas) until 10:15pm; however this is at the discretion of duty staff.
No more than 6 people are to be in a bedroom at any one time.
Kegs, funnels and drinking games are strictly prohibited.
No more than 12 cans of beer/RTDs (no bottles), or one bottle of wine may be stored at any one time. Any excess may be confiscated by duty staff.
The consumption of alcohol is not permitted in any public areas including hallways, common room, theatre, dining room, ground floor recreation area and the college grounds. The only possible exceptions to this rule, are College organised social events promoted during the year.
Residents will have open vessels disposed of, and may face penalties if discovered with an open vessel in a public area (including walking between bedrooms). Legal liquor bans define an ‘open vessel’ as including bottles which have been opened and have had the lid reapplied.
Empty vessels must be taken to the college recycling bins on the ground floor.
The return of any confiscated alcohol must be negotiated with the Deputy Warden and usually involves a half-semester time penalty.
Alcohol Expectations
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Being grossly intoxicated on site is a breach of contract with severe consequences. We expect our students to conduct themselves in an appropriate manner both at and away from the college.
These rules (and any changes) are enforced at the discretion of Duty Staff and any questions can be directed to the Warden or Deputy Warden.
Please note: As a college we do provide reasonable opportunity for our students to drink
and be social with the expectation that, in doing so, they use moderation and show maturity and common-sense. Students choosing to let themselves and the college down in this respect
will be required to meet with college management.
Some students have opted to reside in an alcohol-free environment. As such it is expected that students will abstain from using, possessing or storing alcohol in this designated area.
They will return to their floor in a quiet manner if alcohol has been consumed elsewhere and will assist in holding others accountable to maintaining this environment. Each resident is responsible for ensuring any personal guests adhere to these expectations.
Alcohol-Free Areas
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Your wellbeing is of paramount concern for us, but you need to take ownership in the first instance.
Take extra care with hand washing and make good use of the hand-sanitiser stations outside the common-areas in the college.
Be aware that having a Community Services Card can dramatically reduce the cost of services such as Student Health Services and the Urgent Doctor. Students are usually eligible and can apply for a Community Services Card here.
First aid services are available in the college as required – ask at reception or call the Duty Phone for assistance. Alternatively, your floor RA has a first aid kit. Please note that we are unable to supply paracetamol and other pain relief supplies.
Feeling Sick?
Please let your RA or a Duty Staff member know so we can assist. eg. Academic matters, arrange for meals, student health and medical services.
Always tell a member of staff if you are feeling unwell so you can be checked regularly.
It is essential that a member of staff are involved or informed
immediately if an ambulance is called.
Health & Wellbeing
Student Heal th (A lbany St reet) 0800 479 821
After Hours Urgent Dr – (Hanover S t) (03) 479 2900
Emergency Psych ia tr i c Serv i ces (Hospi ta l ) (03) 479 0999
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Being away from the College
If you plan on being away from the college over night or longer, please sign the ‘Not in Residence’ book at the main office. This is so we can contact you as needed and assist in our management of emergency evacuations. If you intend to be away, it’s important to mention this to your RA too.
Car Parking
We have a small number of car parks available for lease. These are charged out at University rates and you should contact reception well in advance of arrival to make arrangements. There is limited metered on-street parking available, but this is at your own risk and can be competitive at certain times of day.
There is temporary visitor car parking available at the rear of the college for service vehicles. NB. It is expected that students with cars at the college will at least have third-party insurance, to protect the interest of other students/staff.
Breach of Communal Living Expectations
Occasionally a conversation with the Warden, Deputy Warden or Senior RA is required. Consequences are negotiated on a case-by-case basis. In extreme circumstances residency may be terminated. (Refer Section 7, College Terms & Conditions).
Drugs
Except in the case of medical prescriptions, the use of drugs is banned at Te Rangi Hiroa College. Confirmation of such a breach will result in immediate dismissal from the college and the forfeiture of fees. (Refer Section 7, College Terms & Conditions).
Duty Staff & ‘Lift-Up’ Phone
There is someone available on duty 24/7 at the college. The RAs have a rostered duty each evening and during the weekends. They can be contacted via 021 279 4330 or by picking up the direct dial phone in the foyer. Outside of business hours, this is your first point of call.
General Information
Facilities
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Computer Room (First Floor)
We currently have three desktop computers available on the first floor in the small computer lab, opposite the theatre. There are also printing facilities (charged at University rates) available here. This is a quiet workspace available to Te Rangi Hiroa residents only.
Gaming or viewing offensive material is strictly prohibited. Be aware that personal usage can be monitored by University IT Services.
Study Centre (Ground Floor)
The Study Centre is located on the ground floor. Students have 24/7 access to this environment, which is a quiet study zone at all times. In the evenings, priority is given to our tutorial programme – and students not enrolled maybe asked to vacate during a tutorial to allow space for others.
Please do not ‘set up camp’ in the Study Centre as the area is often used for meetings and other purposes. We have provided cubby holes at the rear of the room so books can be stacked neatly between study sessions.
Aside from bottled water, there is to be no food/drink in the Study Centre.
Resident Common Room (Fourth Floor)
This is a multi-purpose area available 24/7 for your relaxation. It has limited kitchen facilities and a large deck for student use. Please note that neither the deck nor the piano, are to be used after 10:30pm for noise reasons. The wall mounted TV in this room, has access to limited Sky TV Channels.
It is extremely important that this room is kept tidy to allow our cleaners to service it. This includes cleaning up after yourself and ensuring that no dishes are left in the sink or on the bench area.
Access to this area can be revoked should it not be kept in an acceptable state.
Theatre (First Floor)
The Theatre on the ground floor is open all day until 10:30 at night and has equipment for watching Sky TV, DVDs and connecting laptops. Viewing offensive material is
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strictly prohibited. Aside from bottled water, there is strictly to be no food/drink in the theatre.
Ground Floor Recreation Area
The Recreation Area on the ground floor is open until 10:30pm with a small gym, table tennis, foosball and air hockey, pool and snooker tables. Some of the equipment (especially the snooker table) in this area is old and has a lot of history behind it – so extra care needs to be taken to ensure its ongoing care and maintenance. Please follow the instructions in the room to ensure the appropriate care is applied.
Aside from bottled water, there is strictly no food/drink allowed in this area.
Laundry
The Laundry is on the first floor, near the theatre (see page 9 for further instructions on use). Students will need to supply their own washing powder and washing basket. Laundry is open daily between 8am and 10:30pm.
Smoke Detectors
False-alarms form the bulk of Fire Service callouts. Each one costs the College $1350 and this can be on-charged to the culprit whether malicious or accidental, so be aware.
Common activators include; touching/tapping a detector in any way, heat from hair dryers and straighteners, excessive use of alcohol based sprays and deodorants. Make sure your room is well ventilated and please note that tampering with fire equipment in any way, is a breach of college guidelines.
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The Dining Room is open between meal times and overnight, should students wish to study quietly or meet for a hot drink. Toast is kept out in the evening as an ‘extra’ for students – provided that the surrounding area is kept in an acceptable state. Should this area prove to be consistently messy, this privilege may be revoked. Under no circumstances is cutlery or crockery to be removed from the dining room.
Details on meal times are displayed outside the dining room on the second floor. Keep an eye out as these are likely to change during holiday periods.
Please note that during some holiday periods, some meals may be provided at Cumberland College (one block further down Castle Street), in cases where student numbers are low.
There is an option each weekday morning to make a packed lunch, should you be
unable to return to the college. Please note that both packed lunches and late
dinners are an alternative to in-college meals, and students are not able to have both.
Appropriate behaviour and a reasonable standard of dress whilst queuing and dining are expected – this includes:
No mobile phones or laptops use during meal times Wearing of shoes at all times Sitting down whilst eating No hats No distasteful t-shirt/clothing messages Adequate body coverage
Please also note, that as a health and safety issue, bags are not to be brought in or left directly outside the dining room. You can leave these in your room prior to meal times.
Menu Choice: Most nights there will be a choice between white meat, red mean or vegetarian main course. One of these dishes may be ‘low fat’. These are ‘either/or’ choices. We ask that any dietary requirements eg. Allergies/intolerances are discussed with our head chef, Dylan, immediately upon your arrival.
Meal Times (Dining Room)
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Notices & Information
There are several different ways in which we will communicate with you at the college. Please check these frequently as there will often be time-sensitive information which requires immediate action:
There will be a closed College-only Facebook page, used almost daily to
communicate with the student body and to promote events. The Academic Noticeboard near the dining room, updated daily with
tutorial timetable and other various notices.
Floor Whiteboard at the end of the corridor (near lifts) updated with weekly notices. Duty RAs also write reminder notes on these boards.
The Dining Room has an electronic screen updated daily with important notices from the college and also the wider university.
The pin-board opposite the mail-slots on the ground floor has a wealth of academic and extra-curricular information available.
Mail will generally be put in the slots around the corner from Reception and are sorted by last name. Any larger parcels will be placed in the large white tubs underneath the mail slots. As a protection, we ask that you only collect your own mail and not on behalf of others.
Payment & Administration Queries
Any queries about accommodation fees should be directed to our Finance and Administration Manager, Joanne, at reception.
Pets
Residents are not permitted to have pets of any kind during their residency.
Newspaper
Free copies of the Otago Daily Times are available in the College Foyer. Please ensure these make their way to recycling when you have finished with them.
General Information
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Non-Staying Guests: You are more than welcome to have friends and family come and visit you in the college during the day. If these guests are not registered to stay overnight, then they must leave by 10:15pm at the latest. This time may be brought forward by Duty Staff without prior notice.
If your guest is coming outside of office hours, it is your responsibility to meet them downstairs and bring them into the college. Under no circumstances are you to give anybody else your key card.
Non-college guests are not to bring alcohol into the college and it is your responsibility as the host to ensure that they understand and abide by college guidelines at all times.
Overnight Guests: You may also have one overnight guest stay with you at the college at certain times during the year.
The current cost for an overnight guest is $5 per night, regardless of whether or not extra bedding is required. These guests may stay for a maximum number of 3 nights (and any possible request to extend this period must be approved by college management well in advance).
NB. Guests can be signed in and paid for at reception during office hours, or alternatively can be signed in with college security/an RA in the evening and paid for the following day. Once signed in, your guest will receive a white guest pass and must keep this with them during their stay.
Unfortunately we are currently unable to offer meals for non-college guests.
As above, it is your responsibility as host, to ensure these guests abide by college guidelines, or they will be asked to leave immediately and penalties may be issued.
Non-Guest Periods: We are unable to accommodate any college guests during Orientation week. In addition to this, there are several other non-guest periods through-out the year (please see your College Wallplanner for details). During most of these periods (excluding Orientation Week), an exception may be made for parents, providing the student seeks permission in advance from College Management.
(Refer Section 10 – College Terms & Conditions)
Policy for Non-College Guests.
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Holiday Periods
In advance of each holiday period you will be asked to accurately fill out an online form, indicating your plans, so we can adjust our systems and procedures. Remember, you will need to seek permission to have any overnight guests over the break and check ‘no-guest’ times on your college wall planner.
Insurance
Take the time to check if your parents have an extended Insurance Policy to cover you living in a residential college, otherwise you should consider obtaining your own personal effects policy.
The College is not responsible for any loss or damage to personal
property. We also advise that students adopt the habit of always locking
their rooms, right from the beginning of their residency.
A few more things…
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It is important that our students understand they have a number of support
options available, should they have any issues/concerns.
Talk To:
College Warden (Ashley Day)
College Deputy Warden (Kurt Murphy)
Any member of the Residential Assistant team
External Supports:
OUSA Advocacy Service
University Ethical Behaviour Committee
Student Support
Te Rangi Hiroa College staff are able to support you in all manner of things
that may come your way during your stay with us. We consider our staff
team to be safe, well trained and experienced in all manner of life
circumstances.
If you need help, are not sure where to get help, or just want to talk about
something that has happened to you, or you would like to talk about
something that you are worried about, feel free to talk to one of us.
Of course we always welcome a good old chat, so don’t be afraid to drop in
to see us for a catch up about nothing in particular.
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The Te Rangi Hiroa team look forward
to welcoming you to the College
University of Otago in 2016.
