IR-01-25-17730
6 June 2025
Walter McArthur
[FYI request #30961 email]
Tēnā koe Walter
Request for Information
Thank you for your Official Information Act 1982 (OIA) request of 13 May 2025, in which you
requested information about body armour system (BAS) discomfort.
My response to each of your questions can be found below.
1. I'm writing to ask if you have a policy concerning officers who experience discomfort
or back pain with the body armor system. If so could you please provide it.
There are several policies and guidance that speak to the situation you describe. Firstly,
the Body Armour System (BAS) policy requires al employees issued with individually fitted BAS
to wear it in accordance with the information, training and instructions given by Police.
Correct use of BAS assists the prevention of discomfort and injury.
Preventative measures aim to minimise the risk of BAS discomfort or injury. Every employee is
encouraged to use the online Wellness Hub to access resources such as back strengthening
programmes. These and other exercise programmes can be implemented in Police gyms.
The Health Standards for Constables aim to ensure that our people are fit for the role, which
includes the wearing of BAS.
The enclosed guidance about
Incidents and Recovery guides employees to report pain
early (refer enclosed
Notice Of Discomfort - Early Report Form) and seek support. Once
Recorded and Reported, supervisors receive notification to review the situation with staff. Health
and Safety Advisors in district automatical y receive al incident reports and work closely with
supervisors to ensure a safe and healthy outcome. Further guidance and support is applicable
if an employee’s health professional indicates a
Work Related Injury (refer enclosed) or if
Light Duties are indicated.
2. Are exceptions made to officers who experience discomfort?
3. Are exceptions made to officers who have back issues?
4. If exceptions are not made, how are officers who have their issues accommodated?
Support for an employee experiencing discomfort or pain is specific to the individual
circumstances, as outlined in the policies and guidance previously referred.
Please note that as part of its commitment to openness and transparency, Police proactively
releases some information and documents that may be of interest to the public. An anonymised
version of this response may be publicly released on the New Zealand Police website.
Nāku noa, nā
Superintendent Mel Aitken
Director, Safer People
New Zealand Police
NOTICE OF DISCOMFORT - EARLY REPORT FORM
Most muscle discomfort and pain is harmless and clears up on its own. It may even have little to do with work or a specific
injury but early intervention in addressing discomfort and pain is the best approach to managing it.
Please fil out this form and hand it to your immediate supervisor. Also complete an incident reporting form in MyPolice
(desktop/tablet) or SAP (NZ Police mobile).
If at any stage you are concerned, consult a medical professional.
This information is confidential to your supervisor, medical professionals and NZ Police Wellness and Safety for the purpose of
assisting with your condition.
Name
QID
Role
Supervisor
Describe the problem (including what makes it worse/better and what it is like when not at work)
Mark each area where you feel discomfort or pain on the diagram. Next to each area write the number that shows the
severity of the discomfort or pain you feel there, and the letter that indicates how long you’ve been noticing it there.
Severity
1. Severe pain
2. Pain
3. Mild pain
4. Discomfort
Duration
A. Discomfort/pain always present
to some degree
B. Discomfort/pain stays after work,
but improves after a night’s rest
C. Only at work
D. Occasional
When did you first notice discomfort/pain?
Is the problem (tick one)
getting worse
getting better
remaining the same
Have you ever had this (or similar discomfort/pain) before?
yes
no
If yes, specify
Can you think of any reasons you may have this problem?
yes
no
If yes, specify
Is the problem present outside the workplace?
yes
no
What are you doing about the problem (including any self-help strategies)?
RED FLAGS
Check the list of symptoms below. They may be an indication of a specific condition. If you are experiencing any of these
symptoms, or have any concerns, talk to your supervisor and you may wish to consult a health professional.
Pain that’s worse when you lie down
Pain that doesn’t go away at night
Fever
Unexplained weight loss
A history of cancer
Numbness around the groin area
Bladder or bowel problems
There are seven groups of contributory factors that in combination can result in feeling discomfort or pain. If left unattended
they can lead to injury. To manage discomfort and pain effectively, al seven groups of factors must be addressed as much as
possible. Even if some factors only exist outside your work environment they may stil be affecting you at your work.
1. Workplace layout and awkward positions – having to reach a lot, sit in awkward positions, twist to do your work etc.
2. Loads and forceful movements – what sort of loads need to be pushed, pulled, handled and how hard is it to do that.
3. Variation in the job – whether you do the same thing al day, or hold a certain position with al or part of your body for
long periods. Also includes whether your work is mental y tiring or boring.
4. Work environment – hot, cold, noisy, draughty, bright, stuffy, wet, etc
5. Work organisation – do you take scheduled breaks? Do you work long hours or shifts? Are there peaks and troughs in your
workload? Does the chain of command at your workplace cause any issues?
6. Your lifestyle – do you keep fit, do you smoke, are you overweight, do you get enough sleep, do you drink too much, etc.
(You don’t have to put anything down here if you don’t want to, but you do need to be aware that these may contribute
to the presence of discomfort or pain.)
7. Things that upset or stress you – relationship issues (family or workmates), money worries, lack of support, fear of re-
injury etc. (You don’t have to put anything down here if you don’t want to, but you do need to be aware that these may
contribute to the presence of discomfort or pain.)
Signed
Date
ACTION PLAN
Supervisor to complete, in consultation with worker
No Category
Action
Completed
1
Self management
2
Workplace redesign
3
Workplace assessment
4
Other
5
Other
Supervisor name
Supervisor QID
Supervisor signature
Next review date
Adapted from ACC
Early report form
Version 2: 16/03/17
link to page 5
Incidents and Recovery
This page details what to do if someone gets injured at work or if there is an
incident at work.
Work-related accidents, injuries, and near misses are warnings of uncontrolled or poorly
controlled risks. All such incidents should be notified to a supervisor, recorded and
reviewed. To report an incident, follow the incident reporting guide for employees (PC
version, Mobility version) and non-employees (detainees, contractors, visitors), and the
Incident review guide for supervisors.
Engage with a Health and Safety Advisor for advice on managing the incident, the reporting
and reviewing process, and possible next steps.
Ensure that those involved are able to connect with a Health and Safety Representative or
Wellness Advisor for support.
Report a possible
security breach relating to a person, building or printed material in
the ServiceNow-based SPIR application.
Prevent injury and report pain early
A Workstation Assessment will help office workers to setup their workstation efficiently to
prevent discomfort and injury.
It is important to identify and manage pain and discomfort early to prevent the progression
of gradual process injuries.
What to do if someone gets hurt
1. Apply First Aid and seek help to ensure the injured person receives the appropriate
medical treatment
2. Consider the possibility of unseen harm:
psychological harm - contact a Wellness Advisor for assessment and support
head injury or smoke inhalation - if suspected, you must obtain an assessment
by a Health Practitioner
illness or disease - prevent cross-contamination and obtain an assessment by a
Health Practitioner
3. Consult the relevant guidance for the next steps
Work related injuries
Non-work related injuries
Illness related absences
4. Check if Accident Compensation applies
5. Complete rehabilitation with guidance from the Return to Work team.
Head injuries
Any suspected head injury must be assessed by a Health Practitioner. This applies to all
workers, and to visitors and people in Police custody if it occurred as a result of Police
activities.
Head injuries can result from a knock or punch to the head, the head hitting the ground or
an object, being hit by an object, a fall or a vehicle accident. This may result in concussion,
a blood clot or a bleed to the brain.
A head injury may not always be immediately evident, and signs and symptoms can be
delayed. For example, a person can be concussed without losing consciousness, and a
concussed person may not remember what happened and be unaware they are concussed.
Symptoms can differ from person to person.
The potential head injured person must not transport themselves to get medical care – it is
the responsibility of any other Police worker present to arrange transport or an
ambulance/paramedic/health practitioner to be called.
Any worker with a potential head injury must:
1. be removed from duty immediately, and the situation communicated to their
supervisor, and
2. be assessed by a Health Practitioner and follow their guidance, and
3. consult with their supervisor and Return to Work Advisor, and
4. have medical clearance prior to returning to full duties.
Last modified: 17/01/2025
link to page 7 link to page 12 link to page 7
Work related injuries
Summary
Purpose
This chapter details:
the
employee and
supervisor responsibilities and rehabilitation procedures in
relation to work- related injuries
the role of
agencies in managing work-related injury claims.
Research shows the sooner an injured person gets back to work and everyday life, the
better it is for their health, wellbeing, and recovery.
Definitions
Work-related personal injury
Work-related personal injury is defined in the Accident Compensation Act 2001 (s21B, s24,
s26, s28, s29 and s30).
Medical certificates
Medical certificate Description
ACC45
Is the first medical certificate completed by either a Doctor,
Physiotherapist or Nurse Practitioner (note a Physiotherapist
cannot certify time off work)
ACC18 or ARC18
Are the subsequent medical certificates completed by a Doctor or
Nurse Practitioner
Related Police Manual chapters
For related information see:
Rehabilitation policy and procedures (applies to all illness or injury related absences)
Non-work-related injuries
Illness-related absences
Light duties policy
Agency that manages work-related injury claims
NZ Police are an ACC Accredited Employer and contract Third Party Administrator Howden
Care to support the management of our claims on our behalf. Howden Care Wallet cards
must be shown to all health professionals at the time of receiving treatment. These cards
are available from your Return to Work Advisor, or a printable version is available on
TenOne – Return to Work or view from your NZ Police device. By providing a Howden Care
Wallet card, any associated costs will be directed to Howden Care for payment.
ACC have contracted the management of most work-related motor vehicle accidents, (the
costs for which are met by the Motor Vehicle Account) to Howden Care. Police will
reimburse any ACC surcharges for work- related motor vehicle accidents.
Note: For all reimbursements, receipts are required.
ACC surcharge
By showing the Howden Care card to health professionals there should be no
surcharges. If the health professional insists, all receipts should be kept and an
expense claim reimbursement form completed and submitted with along with an
Incident Report to the Director: Safer People, PNHQ
For work-related motor vehicle accidents, ACC surcharges will apply. All receipts
should be kept, and an expense claim reimbursement form completed and submitted
along with an Incident Report to the Director: Safer People, PNHQ.
Employee's responsibilities (work-related injuries)
Promoting recovery
Taking these steps will enable all parties to work together to promote recovery and a safe,
timely and sustainable return to work after a work-related injury.
Initiating recovery
Step Action
1
Advise your supervisor at the earliest opportunity about your injury or arrange
for someone else to advise your supervisor.
2
Complete an Incident Report in MyPolice. If you are unable, your supervisor will
need to complete an incident report on your behalf. (The incident report will
generate a notification to your Return to Work Advisor).
3
Within 24 hours, you and your supervisor will receive an ‘Information Pack’ from
the Return to Work Team (via email) which will have all relevant information and
instructions on next steps. Included in the pack is contact information for
Howden Care, as well as a template of an Organisational Care Plan – Return to
Work which will be required for absences of ten days or more.
3
Ensure that a copy of your ACC medical certificate (ACC45) is handed to your
supervisor within 2 days of the incident (by doing this Police are able to fulfil
their obligations under the ACC Partnership Programme). Your supervisor will
forward your medical certificate to the relevant district med certs email inbox.
4
Ensure a Leave Request is entered into My Police. If you are unable to attend to
this, your supervisor will complete the request on your behalf. ACC Payroll will
convert any leave entered, covered by your medical certificate, into MyPolice to
ACC leave, once all paperwork confirming a work-related injury has been received
and processed.
Continuing recovery
Take these actions if your absence is more than ten days:
Step Action
1
Send further medical certificates (ACC18s) to your supervisor as soon as
possible. Your supervisor will forward these to the relevant district med certs
email inbox.
2
Ensure Leave Requests are entered into My Police. If you are unable to attend to
this, your supervisor will complete the request on your behalf.
3
Expect your supervisor or Return to Work Advisor to contact you to discuss an
Organisational Care Plan with you. The Organisational Care Plan will provide the
opportunity to discuss your recovery needs as well as document any
responsibilities between you and the organization relating to your recovery and
return to work. .
4
Expect a call from Howden Care who will work with you your supervisor and/or
Return to Work Advisor or health professional to prepare an Individual
Rehabilitation Plan, which will focus on your medical and rehabilitation needs.
5
Be available for any rehabilitation meetings as soon as possible after the
commencement of your incapacity and to attend any subsequent appropriate
rehabilitation meetings as necessitated by your Howden Care Case Manager, or
Return to Work Advisor
6
Howden Care will ask you to sign a consent form so that they and Police can work
together to discuss and manage your medical rehabilitation and return to work
needs from your work-related injury.
7
Be available to attend ongoing recovery meetings where your ‘Organisational
Care Plan - Return to Work’ will be updated regularly throughout your recovery.
(See a template for an Organisational Care Plan - Return to Work). You may have
a support person attend. This may include a service organisation representative.
8
Keep your supervisor and Return to Work Advisor updated with any changes in
your situation.
9
A Wellness Advisor may also contact you if this is appropriate, or you may
contact your Wellness Advisor directly.
10
Contact your supervisor or your Return to Work Advisor if you are unsure about
any aspect of your return to work.
Completing recovery
Follow these actions, once you have sufficiently recovered from your injury, for a safe and
supported return to work.
Step Action
1
If you were absent for more than:
5 days, provide your supervisor with a medical certificate
10 days, provide your supervisor with a medical clearance certificate which
states you are
cleared to resume your normal duties.
2
If your health professional certifies you fit for light duties only, provide your
supervisor with that medical certificate indicating you are fit to resume light or
alternative duties. The certificate should note any restrictions.
3
Your supervisor or Return to Work Advisor will convene a 'return to work' meeting
when you resume full duties to ascertain if you require anything to ensure you
can continue working safely.
Note: this does not preclude your supervisor conducting regular return to work
meetings from the outset of your absence. Research shows the sooner an injured
person gets back to work and everyday life, the better it is for their health,
wellbeing and recovery. The Return to Work team, alongside your Supervisor,
want to support your safe, timely and sustainable return to work. Regular
meetings are an important part of this process to ensure everyone is working
together with the relevant information.
4
If you are returning to work on alternative duties or reduced hours, there will be
ongoing return to work meetings until you are fully fit to undertake your pre-
injury role. Your supervisor or Return to Work Advisor will arrange timeframes for
these meetings.
Refer to the Light Duties policy for further information about the context,
eligibility, options, restrictions, process, and support for light duties.
5
The recovery process usually ends when you have provided a medical clearance
certificate and are back to work fulltime (usually in the position you held before
your injury) and it has been established that you have no further difficulties or
ongoing concerns in relation to your injury.
If you have any concerns about how you are managing at any stage, inform your
Supervisor or Return to Work Advisor
Participation in the recovery process
Section 72 of the Accident Corporation Act 2001 sets out your responsibilities as a claimant
who receives entitlement. You are required to meet these responsibilities and failure to do
so may result in your ACC entitlements ceasing.
From a Police perspective, the recovery process depends on co-operation and good faith
between you and your supervisor, or whoever else within Police is managing your recovery.
As a usual condition of employment, you have a duty to maintain regular contact with your
supervisor and to co- operate with the agreed recovery programme. If you fail without
adequate reason to comply with the recovery process, then Police may consider this as a
disciplinary matter and will proceed accordingly.
Employees must comply with the Code of Conduct.
Failure to recover or progress
If it becomes obvious to Howden Care (based on medical advice) that you are unlikely to
regain your full fitness to resume your pre-injury or an alternative suitable role within
Police, then sections 107-109 of the Accident Compensation Act 2001 sets out the 'Vocational
Independence' process. Howden Care will discuss this with you and arrange for the
necessary medical and vocational assessments.
The question of your overall fitness to do the job after a serious injury or illness and
whether you will ever be able to return to work must also be addressed by Police. Each case
will be dealt with on its merits and on the basis of two up-to-date medical assessments. At
the request of the District Commander or Director, the Director: Safer People will arrange
for the assessments as per section 74 of the Policing Act 2008.
You will be invited to attend an options meeting where these matters will be discussed. You
are able to bring a support person or representative with you.
Before any decision requiring an employee to leave Police under section 74 is made, the
Commissioner must be satisfied that they have an incapacity that is related to their
inability to meet any standards prescribed under section 72 (see Health standards for
constables) and have failed or are unlikely to respond within a reasonable time to
treatment, counselling or other remedial assistance. (If you are a non-constabulary
employee, the determination of fitness is based on fitness to fulfil the role as per your
Position Description).
In these circumstances, as a further option, you may choose to leave Police voluntarily,
either under section 76 or by resigning.
See the Leaving Police on health grounds Police Manual chapter for more information.
Supervisor's responsibilities (work-related injuries)
Promoting recovery
Initiating recovery
Taking these steps will enable all parties to work together to promote recovery within the
workplace.
Step Action
1
Contact your employee to offer support and attend to any immediate work
rearrangements. This should be within 2 days of hearing about the accident.
2
If your employee is unable, complete an Incident Report in MyPolice as soon as
practicably possible.
3
You will receive an Information pack from your Return to Work Advisor, which
documents next steps.
4
If the employee's absence is likely to be more than 10 days, discuss the Light
Duties Policy and/or Rehabilitation policy and procedures with them. This
discussion can occur sooner if required.
5
Ensure that a Leave Request is entered into My Police. If your employee is unable
to do this, then it is your responsibility to make the Leave request. If there are
no leave types available, you will need to enter Sick Leave Without Pay.
6
Expect to receive a copy of the ACC45 medical certificate from the employee.
Forward the medical certificate to your district med certs email inbox.
7
Ensure medical certificates are kept current and forwarded appropriately, for as
long as your employee is unable to work or on Light Duties.
Continuing recovery
Take these actions if the absence is more than ten days:
Step Action
1
Commence the rehabilitation process detailed in the Light Duties Policy and/or
Rehabilitation policy and procedures chapter if it becomes clear that the
employee will need to take more than 10 days off work.
2
Maintain regular weekly contact with the employee while they are unable to
work, complete the ‘Weekly Rehab Monitoring’ form, and email to your Return to
Work Advisor or Howden Care for the attention of the relevant Case Manager or
[email address]
3
Ensure that consecutive medical certificates (ACC18s) are received from the
employee and attached to any subsequent leave requests.
4
Convene an early recovery meeting to discuss completing an Organisational Care
Plan - Return to Work. (Ideally this should be within 14 days of the first date of
absence).
All parties must sign the 'Organisational Care Plan - Return to Work'. (For more
information about 'Organisational Care Plan - Return to Work', see ‘Rehabilitation
process outlined’ in the Rehabilitation policy and procedures chapter.
5
Expect to be contacted by a Howden Care Case Manager. The Howden Care Case
Manager will, in consultation with you and the employee, review the
'Organisational Care Plan - Return to Work' to consider current medical,
vocational and social needs throughout the duration of the claim.
6
Continue to submit leave requests in MyPolice for any absences.
7
As the supervisor, it is appropriate for you to maintain regular weekly contact
with the employee while they are unable to work.
Completing recovery
Follow these actions to support your employee’s safe return to work.
Step Action
1
If the employee has been absent for more than 5 days, ensure that they provide a
medical certificate, and if absent for more than 10 days, a medical clearance on
their first day back at work.
2
Convene a return to work meeting on the day the employee resumes duties (this
is not necessary for absences less than 10 days).
3
If the employee has been cleared to work light duties and/or limited hours,
continue to have monthly rehabilitation meetings to update the Organisational
Care Plan - Return to Work (Your Return to Work Advisor can provide advice).
A Howden Care Case Manager may be involved in this process to address specific
rehabilitation needs.
Research shows the sooner an injured person gets back to work and everyday life,
the better it is for their health, wellbeing and recovery. Regular meetings are an
important part of this process to ensure everyone is working together with the
relevant information.
If return to work is not possible or rehabilitation is protracted
If it becomes apparent that your employee is not able to return to work or is unlikely to
regain full fitness, all parties will need to meet to discuss options.
Step Action
1
Keep your Manager, Area Commander/District Commander or Director updated of
the situation.
2
Howden Care or ACC may commence the Vocational Independence process (VI) as
per section 107 of the Accident Compensation Act 2001 when all rehabilitation
recommendations have been completed. This matter will be discussed with the
employee.
3
Your Manager with your input, must now convene a meeting where Police
employment options will be considered. This may include voluntarily or
compulsorily leaving the Police due to incapacity.
For constabulary employees see Health Standards for Constables and also
Leaving Police on Health grounds. For Police employees the consideration is
whether they are able to undertake the full range of duties as set out in their
Position Description.
4
The Director: Safer People should be advised in these situations and must,
following a request endorsed by the District, Area Commander or Director, take
the appropriate steps to arrange for medical assessment with the relevant health
professional. Depending on the prognosis a further assessment may be made
under section 74 of the Policing Act 2008. See Leaving Police on health grounds.
Note: this process is separate from the ACC Vocational Independence process
referred to above.
Additional guidance
If you are unsure about what to do at any stage, contact your Manager or Return to Work
Advisor
Forms
Organisational Care Plan - Return to Work – this should be completed within first 14
days of the employees' absence and updated regularly and when an employee returns
to work on alternative duties or partial hours.
Medical consent form - available from a Return to Work Advisor. This must be signed
by an employee so that Police can seek information on their health which is solely
related to absence and recovery and return to work needs.
