Needs-based staff parking policy
Type: Policy
Version: 2.0
Issued by: Non-Clinical Support and Delivery
Level:
Applicable to: All CCHV sites, staff, contractors
Contact person: Kenny McCaul, Head of
and tenants
Contracted Services
Purpose:
Capital Coast and Hutt Valley District (CCHV) operates a staff parking management system that
ensures staff with the greatest need to park are given priority access.
The CCHV Staff Parking Policy (Policy) is designed to:
Provide an equitable and transparent framework to allocate staff parking based on genuine
need on those sites where demand for staff parking exceeds supply.
Categorise staff who are based at the CCHV sites by need to access parking.
Background:
The CCHV have committed to needs-based access for staff car parks with the underlying premise
that access and parking strategies for health care workers should be equitable and must be applied
in a consistent manner across those sites where demand for staff parking exceeds supply.
This policy is supported by broader CCHV initiatives around travel planning. Managing the provision
of car parking is a critical element of efforts to make it easier for staff to get to and from work.
Parking availability is a key aspect of travel decision making and can fundamentally influence travel
behaviour. Strategic parking management can support (or hinder) uptake in a range of travel modes,
which can, in turn, impact on demand for the parking supply.
Policy principles:
This policy is underpinned by the following principles:
Access and parking strategies for health care workers should be equitable and must be
applied in a consistent manner across all our sites where demand for staff parking exceeds
supply.
CCHV promotes the use of sustainable transport. Wherever possible staff are encouraged to
walk, cycle, use public transport, motorcycle or carpool to their worksite.
It is recognised that public or active transport (eg, walking and cycling) is not always practical
or possible for many of our staff.
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 1 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
CCHV discourages the use of private vehicles for work purposes and wherever possible staff
should be using fleet cars. It is recognised that in some circumstances this may not be
practical.
Access and parking provisions are to consider staff safety and practicality in terms of travel
time.
Equitable, accurate and efficient allocation of staff parking will require accurate provision of
information, and a high level of trust and honesty from all stakeholders.
Staff parking is not a right of employment. CCHV do not offer parking as a recruitment
incentive or as part of an employee’s employment conditions.
No financial disadvantage should exist between employees with priority access to parking
and those without priority access to parking.
All parking applications will be assessed against the priority groups as outlined below.
There will be transparent and robust methodology for the assessment of all applications and
the permit allocation decisions.
Access to public parking for patients and their support persons should not be impacted by
CCHV staff and contractors.
Scope:
This Policy is applicable to staff access to parking, (as opposed to visitor and patient parking).
This Policy will be applicable to those CCHV sites where demand for staff parking exceeds supply.
This Policy will be applied to CCHV sites (including Wellington Regional Hospital, Hutt Hospital,
Kenepuru Hospital, Kapiti Health Centre, and satellite offices) as and when sites require more
intensive management of staff parking. The decision on implementation at sites will be made by
Non-Clinical Support and Delivery as required based on supply and demand.
Many staff work across multiple sites so a CCHV approach is important to capture and manage their
parking needs.
Dedicated parks included in lease agreements with external organisations are out of scope.
Definitions:
The following definitions apply to this document:
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 2 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
Term
Definition
Call back car park / permit
Parks that are dedicated to staff who are called back while on call
and the permit that give staff access to these parks.
Call-back staff
Staff who are rostered to remain readily available outside
their normal hours of duty to return to their workplace at
short notice. This does not include staff who choose to
attend work of their own accord outside of regular
contracted hours.
Reactive contractors delivering time sensitive / urgent
services.
Car poolers
Accepted registration on the CCHV formal carpool register.
Dedicated staff car park(s)
A car park or collection of car parks that are solely for the use of a
particular type of vehicle or user. eg, mobility parks, fleet vehicle
parks, call back parks.
Fleet vehicles
Vehicles owned or leased by CCHV services that are used in day-to-
day operational delivery of CCHV services.
General staff carpark /
The staff car parks not dedicated to particular users or vehicles,
permit
and the permit that give staff access to these parks.
Home worksite / usual
The primary location a staff member works at.
worksite
Low income
An income below the living wage as determined by Living Wage
New Zealand.
Mobility permit holder
An individual who holds a mobility permit issued by the Mobility
Parking Permit scheme administered by CCS Disability Action.
Night shift
A shift that falls completely within the hours of 9pm and 8am.
Permit year
The standardised 12-month period that permits are valid for.
PM shift
PM shift is any rostered shift that finishes between 8pm and
midnight. Non rostered staff that have been asked to work
between these hours can be considered to be working a PM shift at
the discretion of CCHV Contracted Services.
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 3 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
PM shift carpark / permit
The PM shift car park is intended for those working PM shifts.
A permit is required to access parking in this area.
Primary carer
A Staff member who:
a) in respect of a child or children up to and including 14 years of
age, has the greatest responsibility (usually the person who
provides the greatest amount of care) for the child/children’s:
day to day care
welfare, and
development
b) in respect of a person with a disability or a long-term health
condition who is not living in a respite or other care facility, who
provides (and is likely to continue to provide for a further six
months) the majority of assistance to the person with one or more
of the following core activities:
day to day care
mobility
communication
Guidance Notes
only one person can be a Primary Carer for another person
at a point in time
if two of more individuals (e.g. parents) provide equal care
to a child or person, then either individual can nominate as
the Primary Carer, but only one person can be Primary
Carer
day-to-day care includes feeding, dressing, bathing,
handling medical appointments and other similar activities
welfare includes housing, well-being, transport, medical
attention and other similar activities
mobility includes assistance with the relevant person’s day-
to-day movements including transportation
development includes the intellectual, psychological and
emotional growth that occur in a child up to the conclusion
of adolescence
Reactive contractors
Facilities and infrastructure trades people who do reactive repairs
across all sites at short notice.
Lead Maternity Carers
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 4 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
Regular daytime workers
Staff who are employed to work inside of Monday to Friday 7:00
am to 6:30 pm.
(Note: Staff who have the option to work between 7:00am and
6:30pm but choose to start or finish outside of these hours for
personal preference or other similar reasons not related to their
employment will be considered as regular daytime workers.)
Regularly work unsociable
In these contexts, ‘regular’ is defined as five or more days per
hours /
regularly work
month.
across health sites
Special dispensation
Special dispensation allocation of parking permits may be granted
allocation (temporary)
by CCHV Contracted Services on advice from CCHV Occupational
Health and Safety.
(These permit allocations will be temporary and will provide
parking access to staff who, for example, may have a temporary
medical condition that affects mobility, or are experiencing other
exceptional circumstances that affect their need for parking.)
Staff
An employee of CCHV, any employee of a CCHV tenant, or long-
term service provider, irrespective of their length of service. This
includes:
Employees of regular service providers, eg, laundry,
catering, parking services
Employees of reactive contractors, e.g. trades contractors,
Lead maternity carers
Pre-registration/undergraduate students on clinical
placements.
This excludes:
Consultants (3rd party engineers, architects etc) /
contractors / self-employed workers
Agency workers
Employees of short or fixed term contractors who are non-
clinical
Volunteers
Unsociable hours
Required hours of work outside of Monday to Friday 7:00am to
7:30pm.
Note: Staff who have the option to work between 7:00am and
7:30pm but choose to start or finish outside of these hours for
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 5 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
personal preference or other similar reasons not related to their
employment will not fall into any ‘unsociable hours’ categorisation.
Roles and responsibilities
The person holding the position of
Head of Contracted Services in CCHV Non-Clinical Support and
Delivery is responsible for ensuring compliance with this Policy.
Policy content
The following applies to staff access to staff car parks at those CCHV sites where this policy has been
implemented.
All staff parking permits will be issued on the basis of demonstrable need, with reference to the
needs criteria listed below.
All staff wishing to park at a site covered by this policy are required to apply for a parking permit
via the approved process.
Successful applicants will be awarded one, or multiple, of the following permit types:
o general staff parking permit
o PM shift parking permit
o call-back parking permit
Staff parking permit allocations, conditions and access are subject to change upon reasonable
notice from CCHV
Non-Clinical Support and Delivery.
CCHV may re-categorize carparks from time to time to best fit business needs and may manage a
limited number of car parks and/or permits that sit outside of the needs-based policy.
Visitor car parks are for use by patients and visitors only, not staff, irrespective of whether they
hold a staff parking permit or not.
Staff parking permits are not valid in the visitor car parks.
Staff attending a site as a visitor (for personal reasons) may park in a visitor car park and pay
visitor rates.
Unless otherwise advertised, permits issued are valid until 30 April each year. All eligible staff,
and all previous applicants will be required to apply/reapply each year for a parking permit.
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 6 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
There is no guarantee that existing permit holders will be awarded a permit in the following
permit year.
At the time of annual permit allocation, staff parking permit applications can be made only
during the published application period. Late applications will not be accepted and must be
resubmitted during the next available application round.
Applications from new staff can be made and will be assessed throughout the permit year.
Applications from new members of staff will only be accepted once their details are available in
the relevant CCHV human resource system. Applications from new staff must be submitted
within 4 weeks of their employment start date.
Applications from staff whose circumstance change (where relevant to this policy) can be made
and will be assessed throughout the permit year. Where relevant (e.g. change in address),
applications will only be accepted once their details are updated in the relevant CCHV human
resource system.
Applicants must provide appropriate supporting evidence for all criteria they are applying
against with their application. Incomplete applications will not be processed. Guidance on
accepted supporting evidence is included in the document ‘
Guidance on applying for a staff
parking permit’.
There will be a right to appeal in the first 1 month after the permit application process ends.
After the 1month appeal period there is no right to appeal an unsuccessful permit application,
but unsuccessful applicants may reapply at the following advertised permit allocation
application period.
The staff parking permit (of any particular site) entitles the holder to park subject to space being
available. A staff parking permit does not reserve or guarantee any permit holder a parking bay,
rather, it authorises the permit holder to park provided that a vacant space is available.
Due to the limited number of car parking spaces on our sites only a predetermined number of
permits will be issued at each site covered by this policy. This number will be determined and
amended as necessary from time to time by the General Manager of CCHV Non-Clinical Support
and Delivery and will take into account land use changes, contractual obligations with CCHV
tenants and the number of permit holder spaces available.
It is the responsibility of the permit-holder to ensure that the correct vehicle is active on the
parking permit in advance of being parked in a general staff car park at a site covered by this
policy.
If a permit-holder has multiple registered vehicles against their permit. Only one vehicle is
eligible to be parked on site at a time.
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 7 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
Staff permits are held on an electronic register. There are no physical dashboard permits.
Needs based allocation
Demand for parking at some CCHV sites is such that the CCHV has implemented a “needs-based”
application process for allocating parking permits to staff. The application process is designed to
identify the staff with the greatest need to park to ensure they are allocated a permit.
Staff parking permits are valid for 12 months. All eligible staff requiring a permit need to
apply/reapply during the advertised application period. Applications are assessed, and permits are
allocated as appropriate to a pre-defined parking space/permit ratio. More information on the
application process and the application windows and deadlines can be found in the ‘Guidance on
applying for a staff parking permit’.
Criteria
Applicants are required to answer a series of questions to ascertain their need for a permit. The
agreed criteria for priority are summarised into the following categories:
Mobility
Unsociable working hours
Essential business use
Lack of reasonable public transport
Carer responsibilities
Priority groups for access to staff car parking
Parking access is granted in accordance with the defined priority groups below and the number of
available staff car parks. The number of people wishing to park onsite at any particular time may
vary and a park cannot be guaranteed.
Priority group 1
Mobility permit holders mobility permit holders will have access to
dedicated parking - but still need to apply for a staff parking permit.
(dedicated
parks for
Call back staff when called back (call-back permit)
particular staff
Afternoon shift staff when rostered on afternoon shift (PM shift
user groups)
permit)
Night shift staff currently no permit required for night shift parking
(and no restriction on where night shift staff can park)
Priority group 2
Staff who are required to regularly work unsociable hours, who are
not catered for with a PM shift permit, call-back permit or have access
(general
to night shift parking. This excludes those who have the option to work
permit)
between 7:00am and 7:30pm but chose to start or finish outside of
these hours for personal preference or other similar reasons not
related to their employment.
Special dispensation allocation (temporary) on advice from CCHV
Occupational Health and Safety. These allocations may apply to staff
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 8 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
with a
short-term medical condition that affects mobility (but they do
not qualify for a mobility permit) or are experiencing
exceptional
circumstances that affect their need for parking.
Staff whose journey to the worksite is not serviced by reasonable
public transport. Defined as a journey to work at peak times greater
than 60 minutes, including walking and transfer times.
Staff who regularly work across health sites within a day where fleet
cars are not an option.
Priority group 3
Staff who have
primary carer responsibilities for a disabled, elderly or
ill dependent.
(ballot
allocation of
Staff who have
primary carer parental responsibilities and who
remaining
transport their own child(ren) up to and including the age of 14
general
immediately before or after work to/from pre-school, school or
permits if
childcare. *
approved
applications
exceed number *For assessment purposes, the age of a child is based on their age on the first
of available
day of the permit year to which the application relates.
permits)
Priority group 4
All other staff, (eligible to apply for a parking permit) who wish to apply
but do not meet any of the above criteria.
(ballot
allocation of
Pre-registration/undergraduate students on clinical placements.
remaining
Employees of CCHV site tenants.
general
permits)
Ineligible
Those who live within a 15-minute public transport travel time area.
Defined as a journey to work at peak times less than 15 minutes,
including walking and transfer times. (Staff eligible for dedicated
permits under Priority Group 1 including those holding mobility parking
permits living within this exclusion zone will be granted access to
dedicated parking when applicable.)
Non-clinical short term contract staff with contracts less than 12
months.
Students and contractors of CCHV site tenants.
Dedicated parks for other users or vehicles
CCHV sites also provide dedicated parks for the following vehicles. The drivers of these vehicles do
not need to apply for a parking permit.
fleet vehicles
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 9 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
carpool vehicles (as per the CCHV carpool policy and procedures)
car share vehicles
couriers, delivery, service and short-term operational contractor vehicles, eg, trades and
facilities maintenance
taxis
emergency vehicles (note that in addition to dedicated parks emergency services (Police,
Fire, Ambulance) may park at no charge anywhere on CCHV sites.)
Permits for short term operational contractors are issued by approval through
Contracted Services.
Volunteers
CCHV provide free onsite parking permits for volunteers, and free onsite access and short-
term parking permits for volunteer drivers from pre-approved organisations.
A volunteer’s right to a parking permit is strictly limited to periods when they are providing
rostered volunteer services on site.
Volunteer permits are managed by the Wellington Hospitals Foundation Volunteer
coordinator.
Formal car pooling
CCHV encourages staff to carpool wherever possible. Carpooling refers to two or more staff
members commuting to and from work together in one car. Carpooling reduces staff travel costs,
and lessens the demand on our on-site parking, impact on the environment, and traffic congestion.
CCHV has a formal carpooling system that enables staff to connect and share transport. CCHV will
provide car parks for carpool vehicles that are identified as part of the formal carpool system.
Rules and procedures apply to the CCHV carpooling scheme and full detail can be found in the
Carpooling policy and on the transport hub of the staff intranet.
Guaranteed ride home
CCHV offers a guaranteed ride home scheme for those who need to travel home in emergency or
unforeseen circumstances and do not have a car available. This scheme has been designed
particularly for those who are registered car-poolers and those who are reliant on public transport.
Rules apply to the guaranteed ride home scheme and full detail can be found in the Guaranteed Ride
Home policy and on the transport hub of the staff intranet.
Staff chaperone service
CCHV recognise that due to the size of sites, some staff may feel vulnerable when leaving or
returning to their car during the hours of darkness. A chaperone service is available to ensure that
employees are not put at risk leaving or returning to their cars.
Rules apply to the chaperone service and full detail can be found in the Staff Chaperone Service
policy and on the transport hub of the staff intranet.
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 10 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
Parking pricing
The price of parking across CCHV sites is governed by the CCHV Parking Pricing Policy. The Parking
Pricing policy includes provision for low income workers.
Staff with a successful parking permit application granted under this policy who earn at, or less than,
the living wage as determined by Living Wage New Zealand (rate as at time of application) are
eligible for a reduced parking price as detailed in the pricing strategies.
Parking permit application deadlines and permit award dates
1 April – Permit applications open
30 April – Permit applications close
1 May – Permits awarded
30 April – Previous years permits expire
1 May – New permit year begins
Related Documents:
Wellington Regional Hospital Travel Action Plan
Guidance on applying for a staff parking permit:
(under development)
CCHV car park use terms and conditions
Staff parking FAQs
CCHV Parking Pricing Policy
Parking permit application deadlines and permit award dates:
(to be developed) Carpool scheme policy and staff information
(under development) Car share policy and staff information
(to be developed) Guaranteed Ride Home policy and staff information
(under development)
Staff chaperone service policy and staff information
(under development)
Crime Prevention Through Environmental Design plan
Parking concessions and validators policy
Policy custodian
Enquiries relating to this policy can be emailed to:
[email address]
Review
This Policy will be reviewed as outlined:
Version
Effective from:
Effective to:
Amendments:
1.1
1 September 2022
1 September 2024
Original version
2.0
1 March 2025
1 March 2027
First reviewed version post original term
Document author: Jay Hadfield and Kenny McCaul
Authorised by: Shane King
Issue date: 01/04/2025
Review date: 01/04/2027
Date first issued: 01/09/2022
Document ID: capitalDocs ID
Page 11 of 11
CONTROLLED DOCUMENT – The electronic version is the most up to date version. The DHB accepts no
responsibility for the consequences that may arise from using out of date printed copies of this document.
