Permanent Airport Identity Cards

Application forms

Application process

Conditions of use

AIC holder obligations leaflet (PDF)


Application forms

You can type your information into this form, but you may need to print the form out to sign it. If you need to do this, make sure that all of the fields are filled in before you print the form for signing by the relevant people.

If you have your signature stored electronically you will be able to go to ‘Fill and Sign’ in the tool bar, ‘Add/Place’, ‘Select/Use’ image, click to place.

- Applicants’ signatures must match those on their identity documents.

- Employers’ signatures must match the authorised specimen signature as provided on form Avsec 3.61.

 

(An airport identity card applicant needs to complete this form ONLY if they do not have a driver licence, passport, etc - see "What documents do I need to provide with my application?" below.)

 

Application process for permanent Airport Identity Cards 

Who can apply for a permanent airport identity card?

How long do permanent airport identity cards last?

How much does it cost to apply for a permanent airport identity card?

How do I complete the application form?

What documents do I need to provide with my application form?

How do I provide my photograph?

Do I have to agree to a security check?

What happens to my personal information?

How long does it take to get a permanent airport identity card?

Do I have to complete the application process, or pick up my airport identity card, within any particular time limits?

Where do I send the application form?

 

 

Who can apply for a permanent airport identity card?

You can apply for a permanent airport identity card if:

  • you are employed by, or contracted to work for, an organisation that is registered with the Aviation Security Service AND
  • you are required to carry out work in a secure area at a security designated airport  OR
  • you work at a non-security designated airport where the airport management or airline management require the use of airport identity cards.

 

How long do permanent airport identity cards last?

Permanent airport identity cards can last for up to three years. They will last for a shorter period of time if you have a work permit that will expire in less than three years, if you are only required to work at the airport for a limited time (less than three years), or at the discretion of the relevant Aviation Security Service Station Manager.

 

How much does it cost to apply for a permanent airport identity card?

The application fee for a permanent airport identity card is $62.45 (including GST). This fee is set out in regulation 10A of the Civil Aviation Charges Regulations (No 2) 1991.

Fees are incurred upon application and each time an airport identity card is reissued (for example if your card expires, your card is lost or damaged, or your name or your organisation’s name changes). Your employing organisation will be invoiced for these fees.

 

How do I complete the application form?

Read all of the instructions carefully. From 17 September 2015 you will be able to either complete the form by hand or complete the form electronically (by typing in the information).

Completing the form by hand

  • Print out the form from our website (www.avsec.govt.nz) or pick up a hardcopy from one of our offices.
  • Complete and sign the form using a black or blue ballpoint pen.
  • Post or scan and email the form to us.

Completing the form electronically

  • Type all of your information into a form from our website.
  • Upload digital signatures or print out the form so it can be signed by the relevant people.
  • Email the form to us.

If you need to submit more than one application to us, please send a separate email for each application and include the applicant’s name in the subject line of the email and in the file name.

Who needs to complete the form?

The applicant must fill in the “Your information” sections on pages 1 and 2 of the application form.

An authorised signatory from the applicant’s employer must always complete the “Employer certification” section on page 2 of the form after the applicant has filled in all of their information. The order is important because the person who signs this section is confirming the validity of the information provided by the applicant.

In addition, if the applicant will only need an airport identity card for a limited time, the responsible manager from the airport company (aerodrome certificate holder) or from the main contractor for sub-contractors must complete the “Contractor’s authority” section on page 2 of the form including the contract start and finish dates.

Does all of the information on the form need to be correct?

It is an offence to knowingly provide false information to the Civil Aviation Authority or the Director of Civil Aviation relevant to the Authority’s or the Director’s exercise of powers under the Civil Aviation Act 1990, or regulations or rules made under the Act. Such an offence is punishable by a term of imprisonment not exceeding 12 months or a fine not exceeding $10,000. (Section 49 of the Civil Aviation Act 1990 and section 56A of the Civil Aviation Act 1990).

Do I need to include my postcode?

We need you to tell us the postcode for your home address. You can find this out at: postcode finder.

 

What documents do I need to provide with my application form?

You application form will need to be accompanied by a legible copy of one of the following forms of identification:

  • New Zealand Driver Licence – can be current or expired within the last two years, but cannot be cancelled, defaced or a temporary licence. Must show your signature and the expiry date; or
  • New Zealand Passport – can be current or expired within the last two years, but cannot be cancelled or defaced. Must show your signature; or
  • Overseas Passport – must be current and cannot be expired, cancelled or defaced. Must show your signature; or
  • New Zealand Firearms Licence – must be current and cannot be expired or defaced; or
  • Permanent Airport Identity Card – must be current and cannot be expired or defaced; or
  • Proof of identity form or statutory declaration.

In addition you must also provide:

  • proof of your legal change of name (for example, a marriage or civil union certificate or a dissolution of marriage or civil union) – if your legal name changed after you were issued with your most recent airport identity card;
  • proof of New Zealand citizenship – if you are a New Zealand citizen who was born outside New Zealand and you are not providing a copy of a New Zealand passport with your application;
  • a copy of your work visa or student visa – if you are not a New Zealand or Australian citizen and you are in New Zealand on a work visa or student visa.

When do I provide my photograph?

When you submit your application, you must provide either an electronic file containing a passport-style photograph of you or have your photograph taken at one of our offices in Auckland, Wellington, Christchurch, Dunedin or Queenstown.

Submitting an electronic file

If you submit your photograph as an electronic file it must meet our requirements as listed below.

Technical requirements

File type

Jpg or Jpeg

File size

Greater than 500 kb and less than 10 MB

Dimensions

Minimum: 900 pixels wide x 1200 pixels high

Maximum: 4500 pixels wide x 6000 pixels high

Aspect Ratio

3:4 (width : height ratio)

photo requirements

Image requirements

  • Photo must be less than 6 months old
  • Photo must be in focus, with no red-eye and no reflected light on the face
  • Photo must be a true image, not altered in any way
  • High quality colour photo showing natural skin tones (black and white photos are not acceptable)
  • The background must be plain and light coloured (preferably white)
  • There must be a strong contrast between the image and background, with no shadows
  • Face the camera straight on, with your head straight, eyes open and mouth closed
  • Maintain a neutral expression, not smiling or frowning
  • Eyes must be clearly visible, ensure you have no hair across your face or eyes
  • Head must be centred, with a clear gap around the sides and top of the head, including hair
  • Maximum size of head, including hair, must be 75% of the photo
  • Eyes must be clearly showing through glasses with no reflection
  • Remove glasses with heavy-rimmed frames
  • Do not wear sunglasses, or glasses with tinted lenses that obscure your eyes
  • No head-covering or headband should be worn in the photo, unless you must wear either for religious or medical reasons.

 

What happens if my photo doesn’t meet your requirements?
If your photo doesn’t meet our requirements, we will let you know and we will ask you to either submit another photo or have us take your photo.

 

Do I have to agree to a security check?

You must consent to the Aviation Security Service carrying out a security (background) check to determine whether you pose a threat to aviation security. If you refuse to consent to a security check, your application for an airport identity card will not be considered.

In carrying out a security check, we ask people or organisations to disclose information about you. For example we can seek: a recommendation from the New Zealand Security Intelligence Service, information about your criminal record (if any) from the Ministry of Justice, or information from the New Zealand Customs Service or the New Zealand Immigration Service.

You and your employer will be informed whether you have received a favourable security check determination or an adverse security check determination. Advice to your employer will be limited to confirming whether a favourable, adverse or proposed adverse security check determination has been made, but not the reason for, or details of, any determination.

Favourable security check determination

You need to receive a favourable security check determination in order to be granted a permanent airport identity card.

Adverse security check determination

In the case of an adverse security check determination, you have the right to have the determination reviewed under section 77G of the Civil Aviation Act 1990. However, if your objection is based solely on a recommendation from the New Zealand Security Intelligence Service, you must follow a complaint process with the Inspector-General of Intelligence and Security under the Inspector-General of Intelligence and Security Act 1996.

If new information comes to light at any time, we can reconsider a favourable security check determination and revoke your airport identity card. In this case, you should refer to section 77F of the Civil Aviation Act 1990.

 

What happens to my personal information?

Information contained in your application will be kept in the strictest confidence and handled according to the principles of the Privacy Act 1993. Under the Privacy Act you have the right to request access to, or correction of, any personal information held by the Aviation Security Service.

Application forms are retained for a period of eight years from the time the card is issued.

 

How long does it take to get a permanent airport identity card?

We aim to process each request within 10 working days of the date that we receive the completed application.

Helpful tips to avoid delays

  • If you are handwriting the form, write clearly.
  • Attach readable copies of your identification and other documents.
  • Check that all of the information on the form is correct before you send it to us.
  • Ensure that you and your employer or main contractor have signed the form in the right places.

Your application will not be processed and will be returned to you if the application is incomplete or illegible and the required documents have not been provided.

If your photograph does not meet requirements, we will let you know so that you can provide another photograph or come in to have your photograph taken at one of our offices.

 

Do I have to complete the application process, or pick up my airport identity card, within any particular time limits?

If you submit an incomplete application and don’t provide the missing material to us within 90 days, or if you fail to pick up your airport identity card within 90 days of submitting a complete application, you may be asked to reapply and have to start the process again. 

 

Where do I send the application form?

You should send your completed application form, accompanying documents, and electronic photograph file if you are providing this, to the following Aviation Security Service offices:

Airport

Email application to

Post application to

Auckland

aklaic@avsec.govt.nz

PO Box 53008, Auckland International Airport,   Manukau 2150

Hamilton

aklaic@avsec.govt.nz

PO Box 53008, Auckland International Airport,   Manukau 2150

Tauranga

aklaic@avsec.govt.nz

PO Box 53008, Auckland International Airport,   Manukau 2150

Rotorua

aklaic@avsec.govt.nz

PO Box 53008, Auckland International Airport,   Manukau 2150

Hawkes Bay

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

New Plymouth

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

Palmerston North

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

Wellington

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

Blenheim

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

Nelson

Reception.WLG@avsec.govt.nz

PO Box 21009, Kilbirnie, Wellington   6241

Christchurch

Reception.CHC@avsec.govt.nz

PO Box 14083, Christchurch   International Airport, Christchurch 8544

Queenstown

AIC.Southisland@avsec.govt.nz   

PO Box 14083, Christchurch International   Airport, Christchurch 8544

Invercargill

AIC.Southisland@avsec.govt.nz   

PO Box 14083, Christchurch   International Airport, Christchurch 8544

Dunedin

Reception.DUD@avsec.govt.nz

PO Box 245, Mosgiel, Dunedin 9053

 

How do I receive my airport identity card?

You can pick your airport identity card up from the office that you sent your form to or you can ask us to send your card to one of our other offices for you to pick up (Auckland, Wellington, Christchurch, Queenstown, Dunedin). To uplift your card you will need to show us the original identity document that you copied for submission with your application form.

If you are an approved authorised signatory (as held on file by us) and your employing organisation has been registered with us for 12 months or more:

  • you can pick up multiple cards for distribution to your organisation’s applicant employees. (To uplift these cards you will need to show us an original identity document which contains your photograph and your signature.)
  • you can provide a written authority on your organisation’s letterhead which identifies another person who will pick up multiple cards for distribution to your organisation’s applicant employees. (To uplift these cards this person will need to show us an original identity document which contains their photograph and their signature.)

Conditions of use

What do I have to do if I have been issued with a permanent airport identity card?

If you have been issued with a permanent airport identity card you must do the following while you are in a security or a security enhanced area:

  • wear the card so that it is clearly visible to other people,
  • only remain in the security or a security enhanced area for the purpose of your work,
  • comply with the airport’s safety and security rules,
  • produce your card for inspection if asked to do so by an authorised person.

You must return your card straight away to the Aviation Security Service if:

  • a replacement card is being issued to you or
  • you are no longer employed in a position for which the card is required or
  • you have changed employers or
  • you have changed your legal name or
  • your employer has changed their name or
  • you have been requested to return your card by the Aviation Security Service.

Failure to return your card may incur a penalty of up to $1,000.

You must notify the Aviation Security Service if:

  • your card has been lost, stolen or damaged or
  • you change your name or address or
  • you change your job title or your employer.

 

 

What is a security or a security enhanced area?

The diagram below shows security and security enhanced areas.

security enhanced areas                       

Are there any penalties for not complying with my obligations?

Fines and infringement fees for the following offences and infringement offences are set out in the Civil Aviation (Offences) Regulations 2006:

  • entering or remaining in a security area or a security enhanced area without an identity card or other authorised documentation,
  • remaining in a security or security enhanced area for non-work related purposes,
  • failing to produce  an identity card or other authorised documentation when requested by an authorised person,
  • failing to return an identity card when no longer entitled to hold the card.

 

What do I do if I lose my card?

If you lose your permanent airport identity card you must report this immediately to the Aviation Security Service.

If your card includes access to facilities at an airport, you must also report loss of the card immediately to the access administrator at the relevant airport.

If you need a replacement airport identity card you will have to complete a new application form (Avsec 3.7) and pay another application fee.

Please let us know whether you would like us to produce:

  • a new card with the same expiry date as the lost card (this can be done straightaway) or
  • a new card with an expiry date which is up to three years from the date of issue (this should be able to be processed within 10 working days).

 

What do I do if I have changed my name?

If you have changed your name (for example by deed poll or by marriage) you should apply for a new airport identity card as soon as possible. You will have to complete a new application form (Avsec 3.7), pay another application fee, and provide proof of your change of name.

 

Can I lend my permanent airport identity card to someone else?

A permanent airport identity card is not transferable and can only be used by the person named on the card.

 

Where can I get a holder for my permanent airport identity card?

Holders for your permanent airport identity card are available from Aviation Security Service offices.

Make sure that you insert your card into the holder in a way that does not obscure any of the information on the card, particularly the expiry date.