Information for employers

What do we need to do to be able to certify or authorise application forms for airport identity cards?

To be able to complete the “Employer certification” section of the Avsec 3.7 application form, an organisation must first be registered as an “employer” with the Aviation Security Service.

To register, your organisation must:

  • read Avsec 3.63 
  • complete a New Employer Application Form (Avsec 3.6)
  • provide evidence to show that it has the approval of the aerodrome certificate holder (airport company) to conduct activities within the security area or security enhanced area, and that other affected agencies (for example Airways New Zealand, the Airport Rescue Fire Service, New Zealand Police, New Zealand Customs) have been notified as appropriate.
  • complete a New Employer Specimen Signature Form (Avsec 3.61) which contains the names and signatures of your representatives (authorised signatories) who can certify or authorise application forms for employees who need to enter security areas or security enhanced areas.

Hardcopies of the relevant forms are also available from the following Aviation Security Services offices:

Auckland

6 Cyril Kay Road

Auckland International Airport

Monday, Tuesday, Thursday, Friday: 7.30 am to 4.00 pm

Wednesday: 7.30 am to 12 noon

 

aklaic@avsec.govt.nz

 

 

(09)   255 6014

 

Wellington

AFS Complex, Station Drive

Wellington International Airport

Monday to Friday:

8.00 am to 4.00 pm

 

Reception.WLG@avsec.govt.nz  

 

 

(04)   388 0950

 

Christchurch

10 Ivan Crescent

Christchurch International Airport

Monday to Friday:

8.00 am to 4.30 pm

 

Reception.CHC@avsec.govt.nz  

 

 

(03)   357 3500

 

Dunedin

Dunedin International Airport

Reception.DUD@avsec.govt.nz

Monday to Friday:

9.00 am to 3.00 pm

 

(03)   474 9919

 

Queenstown  

Queenstown Airport

Reception.ZQN@avsec.govt.nz  

Monday to Friday:

9.00 am to 3.00 pm

 

(03)   442 3049

 

 

 

What do authorised signatories have to do when they certify application forms?

When they certify application forms for your employees, authorised signatories must be able to confirm:

  • the validity of the employee’s identity information provided with their application form (Avsec 3.7);
  • that adequate pre-employment vetting or other necessary enquiries have been made of the employee;
  • that an adequate assessment of the employee’s work has been undertaken and they have, or will have, a regular need to access the aerodrome security or operational area.

These authorised signatories also undertake, on behalf of your organisation, to:

  • notify the Aviation Security Service of any changes to the information provided on the application form (for example any changes of name, address or other contact details for the applicant or the employer);
  • recover and return the airport identity card to the Aviation Security Service at the time that the employee leaves your employment or if the employee transfers to a position which does not require an airport identity card.

 

What do we need to do if our organisation changes its name?

If your organisation changes its name, an authorised signatory must do the following as soon as possible:

  • advise the local Aviation Security Service Station Manager in writing;
  • submit a New Employer Application Form (Avsec 3.6) using the organisation’s new name;
  • submit a New Employer Specimen Signature Form (Avsec 3.61) using the organisation’s new name;
  • submit application forms (Avsec 3.7) for each of your employees who needs an airport identity card, using the organisation’s new name;
  • ensure that all airport identity cards containing your organisation’s previous name are returned to the nearest Aviation Security Service office.

If your organisation has over 20 employees who hold airport identity cards and you would like more time to complete the changeover to cards in the new organisation name, you can seek an extension to the validity of your current airport identity cards from the CAA Security Regulatory Unit (SRU) Security@caa.govt.nz.

 

How do we let you know about changes to our contact details or authorised signatories?

If your organisation changes its postal, physical or email address or its contact phone numbers, someone who is an authorised signatory must let us know about these changes as soon as possible by completing an Employer Notification of Change form (Avsec 3.62) and sending this to the nearest Aviation Security Service office.

If your organisation wants to make any changes to its list of authorised signatories, someone who is a current authorised signatory must complete an Employer Notification of Change form (Avsec 3.62) and send this to the nearest Aviation Security Service office.

 

What do we do if our employees don’t need to enter security areas or security enhanced areas anymore?

If any of your employees no longer need to enter security areas or security enhanced areas (for example if they change jobs) you must:

  • advise the local Aviation Security Service Station Manager;
  • ensure that each employee’s airport identity card is returned to the nearest Aviation Security Service office immediately;  
  • if any employees have cards with access controls assigned to them (proximity cards), you must advise the relevant airport company.

Your organisation should have a process in place to recover airport identity cards from employees who leave your employment. Please be aware that your organisation will remain liable for any costs associated with airport identity cards which have not been recovered from former employees.

 

What will happen if we don’t pay for our airport identity cards on time?

If your organisation does not pay invoices for the issue of airport identity cards by the due date it may not be able to be issued with any more permanent or temporary airport identity cards until payment in full is received.

 

Do we need to tell employees anything in particular about being a cardholder?

You should remind your employees that they need to report immediately any loss or theft of an airport identity card to the nearest Aviation Security Service office.

You should also ensure that your employees understand the conditions of use which apply to airport identity card holders, the obligations set out in Civil Aviation Rule 19.357, and the penalties for not complying with these obligations.