IntroductionWelcome to Green Your Scene! This programme recognises the collective impact of staff and students taking small steps, every day, to help make the University of Otago more sustainable. You will be able to connect with a community of people who believe in the power of positive change to create the world we all want to live in, here at our University and in the local community.

Some key things you can start with before you get stuck into Green Your Scene: • Chat to your colleagues about forming a team. • Follow our social media channels for updates. • Look through this guide to gain a clear idea of your next steps. • Are some of your colleagues particularly passionate about waste, travel or energy? Why don’t they register as a champion and lead your team in this area? • Talk to leaders in your department about getting involved with Green Your Scene. • Explore the Sustainable Development Goals (SDGs) and how you might adopt these into your actions with Green Your Scene.

Keeping trackSharing your progress with success advisors (student volunteers) allows us to keep your team’s record of achievements up to date. As you take action throughout the year, you can keep track of your efforts by using your Activity Report located in your team’s Google Drive folder. Additional materials such as photos, email messages, calendar invitations etc. can be kept and uploaded to your teams Google Drive folder, as these can help demonstrate what you’ve achieved. Please note: you will need to log into a Google account in order to upload your materials. Should you have any issues with this please contact the Sustainability Office.

Before you get started

AwardsThere are three award levels: seedling, sapling and kōwhai. To achieve a Green Your Scene award, teams must fulfil criteria across six themes: engagement, resource use, travel, energy, health and well-being, and innovation and leadership.It’s up to you how you approach the award levels: however, each of your actions can only be counted towards one criterion. You don’t have to get it all done at once. Making a start is already making a difference.

Seedling Sapling Kowhai

All seedling actions completed

75% of actions from four themes completed

including seedling actions

90% of actions from five themes completed

including seedling actions

Get Involved

Green Your Scene Workplace team registrations open Feb 10th

Green Your Scene Workplace team registrations close Mar 13th

Workplace Travel Champion Training(one hour session) Mar 26th

Workplace Energy Champion Training(one hour session) Apr 23rd

Workplace Waste Champion Training(one hour session) May 21st

Workplace Mid-Year Check-In(two hour session) July 3rd

Green Your Scene awards are open to teams of any size – from a single office or floor to an entire department or building. It’s up to individual teams to decide at what scale to participate. The Green Your Scene actions are flexible and can be adapted to fit most areas of the University.

Please ensure your champions are registered before each relevant training session as we don’t want anyone missing out! Champions can register online at otago.ac.nz/sustainability.

We’ll touch base closer to the time to confirm details. Please pencil it into your calendars as it would be great to have two representatives from each team attend the mid-year check-in!

Training

Green Your Scene Workplace Activity Reportand evidence due Sept 1st

Submission and Sense Checks

Submit your team Activity Report to share your success with the Sustainability Office and get your efforts recognised. Fill in your Activity Report online in your teams Google Drive folder and confirm your submission by emailing greenyourscene@otago.ac.nz.

It’s important that achievements can be demonstrated if not immediately visible. After you submit your completed Activity Report, trained student success advisors will meet with team leads to chat about your actions, discuss your experience and set goals for next year.

You will receive confirmation of your results within two months of the submission date. This will include confirmation of the Green Your Scene award level achieved and feedback where applicable to help you get to the next level.

Workplace Sense Check and Results Oct

Submission and Sense Checks

We are here to help. Be sure to connect with us online and in person.

facebook.com/sustainabilityatotagogreenyourscene@otago.ac.nz

03 479 4295 instagram.com/sustainability_at_otago

Seedling Actions

• We have publicised that we are participating in Green Your Scene this year and encourage staff and students to get involved. You could put posters up in your kitchen or on digital screens, mention your involvement in meetings or include the Green Your Scene email signature (found in “Resources” folder on the Green Your Scene Google Drive) in your communications.

• Our team has got together and talked about our motivations in taking small steps together towards sustainability, and have created a brief action plan to help guide our initial actions.

• We regularly include sustainability in our meeting agendas and record key discussion points in our meeting minutes.

• We include sustainability in staff inductions by asking new staff to review the sustainability website (otago.ac.nz/sustainability). We also provide new staff with department specific information, such as the location of the nearest secure bike storage, sustainable travel options and well-being resources.

• We have made a commitment to sustainability on a public platform and described the sort of actions that we take. This could include Yammer, newsletters or a website.

• We have met with our head of department or other relevant leaders in our division and talked about participating in Green Your Scene. This is a great way to secure senior support in making small and big changes in the work place! Written template provided in the “Resources” folder on the Green Your Scene Google Drive.

Sapling and Kowhai Actions

• We have a designated space (physical or digital) that we use to provide staff (and students) with up-to-date sustainability tips and information related to practices, events and groups, as well as to celebrate individual and team accomplishments.

• We have actively promoted key members who are on our Green Your Scene team to the wider workplace so they know who to talk to about sustainable changes.

• We have sought sustainability related ideas from our staff and students and used this to help guide our next steps in Green Your Scene. • Our team members have attended at least one University of Otago event this year that captured a Sustainable Development Goal (https://www.globalgoals.org/).

• Our area has integrated sustainability as a concept into our events, and uses the Sustainability Office’s event guide as a tool to help our planning.

• At least one staff member is subscribed to the Otago Bulletin Board and Sustainability Office social media accounts and disseminates relevant information to the team.

Facebook – @sustainabilityatotago Yammer – Green Your Scene I Staff Instagram – sustainability_at_otago • An environmental statement is included in PDR’s for all staff within the team.

• Our team has sent at least two photos accompanied by a caption to the Sustainability Office (greenyourscene@otago.ac.nz) to be celebrated on social media.

• Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

Seedling Actions

• We have circulated the waste minimisation email. A template, to which you can add specific information, is found in the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”.

• We have appointed a Waste Champion to act as a source of support and information on good waste minimisation practices. Champions receive training and support throughout the year. Register your Waste Champion at otago.ac.nz/sustainability. • We regularly take action to reduce paper consumption when printing is unavoidable. Some ideas to help, beyond having your default settings to print double-sided and in black and white, might be to: - Scan rather than photocopy documents for circulation. - Make documents available online as PDFs. - Send agendas and notes electronically rather than printing. - Use screens to project documents in meetings. - Use booklet format where possible to limit toner and paper consumption.

• We ensure bins are correctly labelled with posters; fixed on or above each bin. The following bins should be labelled: co-mingled recycling; glass; paper and cardboard; general waste (other). Posters can be printed from the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”. • We recycle toner cartridges, mobile phones and obsolete IT equipment (otherwise known as e-Waste). Find out how: otago.ac.nz/its/services/help, or contact Property Services.

• Tea and coffee purchased for catered events and shared kitchens is Fairtrade. Talk to your buildings supplier to find out how.

• Where not otherwise instructed by health and safety regulations, we use cleaning products such as hand soap, dishwashing detergent and powder that are certified for environmental protection (e.g. Environmental Choice New Zealand).

Sapling and Kowhai Actions

• Our Waste Champion has attended their training session. Please see timeline on page two for dates.

• We have run a competition, campaign or activity this year to engage staff, and students if you wish, in waste and recycling. Here are some ideas: - Run a waste and recycling survey to gauge understanding about bin streams. - Run a “guess what goes in what bin” workplace competition to teach people how to use bins correctly. - Invite Keep Dunedin Beautiful to host a creative education session regarding waste and recycling, with interested staff members. Contact them via keepdunedinbeautiful@dcc.govt.nz • We have run a campaign or activity this year to engage staff, and students if you wish, in reuse to minimise waste. Here are some ideas: - Provide reusable containers, coffee cups or shopping bags for use. - Run an “amnesty” where staff can exchange unwanted office stationary, electronic equipment or other items. - Host an upcycling workshop.

• We take action to streamline ordering and reduce our impact from purchasing. Here are some ideas: - We avoid placing small orders (less than $50) unless absolutely necessary. - We keep an inventory of items already in stock to reduce duplication and over-ordering.` - We consolidate orders between teams into one larger order to reduce duplication and delivery numbers. - We order less frequently. - We choose environmentally and socially responsible products (e.g. Fairtrade/WFTO or Environmental Choice New Zealand). • When sending mail we use envelopes without plastic windows and recycled or biodegradable packaging.

Sapling and Kowhai Actions

• We take regular action to reduce food waste. Visit the Love Food Hate Waste website (lovefoodhatewaste.co.nz) for more information about cutting food waste at work and at home. Some ideas including: - Composting food scraps produced by staff. - Labelling food in communal fridges. - Taking steps to reduce waste from delivered catering. - Create a spot in your kitchen for shared leftovers.

• We run responsible purchasing initiatives. For example, we organised an initiative, competition, campaign or activity this year to engage staff, and students if you wish, in responsible purchasing practices. Here are some ideas: - Run a bake off during Fairtrade Fortnight (24 February - 8 March 2020) where at least two ingredients are Fairtrade. - Organise a Fairtrade coffee break or bake sale. - Promote local cafes in your area that sell Fairtrade coffee.

• We avoid purchasing through reuse. This year, we have avoided at least one large-scale purchase through reuse, or obtained redundant items from elsewhere. For information about the Universities Recycling Centre visit propertyservices/recycling-centre.

• We have set up a Terracycle collection point for objects such as pens. Visit terracycle.com/en-NZ/brigades for more information on what objects you can collect for recycling. • Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

Seedling Actions

• We have circulated the health and well-being email to all staff. A template, to which you can add specific information, is found in the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”.

` • We encourage people to sit less and move more. Resources from the Health Promotion Agency are available in the “Additional Resources” folder on the Green Your Scene Google Drive or explore online here: sit-less-move-more. • We encourage the five ways to well-being (Connect, Be Active, Keep Learning, Give, and Take Notice), reminding staff (and students) to do the simple things that make a difference. • We have at least two natural plants in our office space.

• We have actively promoted staff memberships and activities from local gyms (Unipol). To find out about Unipol staff memberships check this link: Unipol/memberships

• We have arranged a team shared lunch in a green space e.g. Dunedin Botanical Gardens.

Sapling and Kowhai Actions

• We have organised an initiative, competition, campaign or activity this year to engage staff, and students if you wish, in physical activities. Here are some ideas: - Host walking meetings. - Run a workplace stair or step challenge. - Have a regular exercise group at lunch or after work. - Get a group together and take part in local events.

• We have run an initiative, competition, campaign or activity this year to engage staff, and students if you wish, in healthy eating. Here are some ideas: - Organise a pot-luck lunch with a focus on healthy food. - A healthy recipe exchange. - A kitty to purchase fruit and other healthy snacks. - If the department has vending machines, ensure healthy options are included. • Staff are encouraged to bring excess produce from their gardens, and there is a "free to a good home" basket in a visible location in the kitchen / tea room.

• We have actively promoted desk-based exercise activities such as desk yoga and blood moving movements. • We have created a staff sports team outside of work hours

• We have created a wellbeing space for staff to use when they can’t get outside for some fresh air. • We have worked with the wider team to create a shared office culture statement based around sustainability. • Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

• We have a designated space (physical or digital) that we use to provide staff (and students) with up-to-date sustainability tips and information related to practices, events and groups, as well as to celebrate individual and team accomplishments.

• We have actively promoted key members who are on our Green Your Scene team to the wider workplace so they know who to talk to about sustainable changes.

• We have sought sustainability related ideas from our staff and students and used this to help guide our next steps in Green Your Scene. • Our team members have attended at least one University of Otago event this year that captured a Sustainable Development Goal (https://www.globalgoals.org/).

• Our area has integrated sustainability as a concept into our events, and uses the Sustainability Office’s event guide as a tool to help our planning.

• At least one staff member is subscribed to the Otago Bulletin Board and Sustainability Office social media accounts and disseminates relevant information to the team.

Facebook – @sustainabilityatotago Yammer – Green Your Scene I Staff Instagram – sustainability_at_otago • An environmental statement is included in PDR’s for all staff within the team.

• Our team has sent at least two photos accompanied by a caption to the Sustainability Office (greenyourscene@otago.ac.nz) to be celebrated on social media.

• Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

Seedling Actions

• We encourage our staff and students to use public transport and active travel options for local business journeys, and avoid the use of hire cars and taxis where possible.

• We have circulated the sustainable travel email. A template, to which you can add specific information, is found in the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”. • We promote sustainable travel information and options to our visitors about how they could travel to the department using public or active travel options (e.g. a map or written instructions) including the main walking, cycling and bus routes to your workplace and information on end of trip facilities.

• We have appointed an Active Travel Champion. Active travel champions act as a source of guidance and information on active travel options. Champions receive training and support throughout the year. Register your Travel Champion at otago.ac.nz/sustainability.

Sapling and Kowhai Actions

• Our Travel Champion has attended their training session. Please see timeline on page two for dates. • We have organised an initiative, competition, campaign or activity this year to encourage staff, and students if you wish, to travel sustainably. Here are some ideas: - Organise regular walks or bike rides. - Take part in a Smart Travel Challenge, and promote Smart Travel competitions where people can record their sustainable journeys and get rewarded the more they walk, cycle, bus and rideshare. - Set up a bike buddy scheme to encourage cycling to the University with the help of a more experienced colleague. - Set up a carpooling speed dating session.

Sapling and Kowhai Actions

• We are actively identifying and introducing additional measures to reduce emissions from business-related travel, such as: - Sharing tips to help avoid unnecessary air travel. - Planning travel more efficiently. - Increasing the use of non-travel options like videoconferencing (i.e. Zoom). • The team has an active system in place to monitor and record the number of business miles travelled by different modes of transport including departmental vehicles, private vehicles, taxis, planes and bicycles.

• We have promoted to staff ‘better car use’ tips. This could include: - When their car is in traffic and stationary for long periods of time it is better to switch off the engine rather than letting it “idle”. Anything over 10 seconds generates more greenhouse gases than stopping the engine and restarting – and saves money as well! - Keep tyres properly inflated! Under-inflated tyres don’t roll as efficiently as fully inflated ones, so your engine burns more fuel getting you places – which means more carbon emissions. - Reduce the road rage. When you drive aggressively or accelerate rapidly, you’re making your car burn more fuel than it needs to and it isn’t that great for your health either!

• We have encouraged staff within the department to “give it a go” in order to travel more sustainably by walking, cycling, using public transport or car sharing where they would previously have taken a car on their own – this could be part of an active travel campaign.

• We have hosted a sustainable travel competition where staff are encouraged to get to work “car free” in the most creative way.

• We have hosted guest speakers electronically through Zoom rather than in person (for more information, see: Videoconferencing for Climate)

• Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

• We have circulated the waste minimisation email. A template, to which you can add specific information, is found in the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”.

• We have appointed a Waste Champion to act as a source of support and information on good waste minimisation practices. Champions receive training and support throughout the year. Register your Waste Champion at otago.ac.nz/sustainability. • We regularly take action to reduce paper consumption when printing is unavoidable. Some ideas to help, beyond having your default settings to print double-sided and in black and white, might be to: - Scan rather than photocopy documents for circulation. - Make documents available online as PDFs. - Send agendas and notes electronically rather than printing. - Use screens to project documents in meetings. - Use booklet format where possible to limit toner and paper consumption.

• We ensure bins are correctly labelled with posters; fixed on or above each bin. The following bins should be labelled: co-mingled recycling; glass; paper and cardboard; general waste (other). Posters can be printed from the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”. • We recycle toner cartridges, mobile phones and obsolete IT equipment (otherwise known as e-Waste). Find out how: otago.ac.nz/its/services/help, or contact Property Services.

• Tea and coffee purchased for catered events and shared kitchens is Fairtrade. Talk to your buildings supplier to find out how.

• Where not otherwise instructed by health and safety regulations, we use cleaning products such as hand soap, dishwashing detergent and powder that are certified for environmental protection (e.g. Environmental Choice New Zealand).

Seedling Actions

• We have circulated the energy saving email. A template, to which you can add specific information, is found in the “Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”.

• We have appointed an Energy Champion (per building). Energy Champions help promote energy savings in your area. Champions receive training and support throughout the year. Register your Energy Champion at otago.ac.nz/sustainability. • We have labelled light switches and other equipment as appropriate, so people know to switch things off. The Sustainability Office can provide switch prompt decals to help (email us greenyourscene@otago.ac.nz to order).

• We have ensured there are no obstructions in front of heaters.

• We encourage colleagues to put their computer to sleep when not in use. • We encourage staff to use daylight instead of lights during the day.

• We ensure the dishwasher is full before turning it on. The use of signage may help the whole team work on this.

Sapling and Kowhai Actions

• We have done an energy walk-around with our Energy Champion, Energy Efficiency Co-ordinator Mark Mason (mark.mason@otago.ac.nz), and invited our Facility Manager to learn about heating in our building before the Energy Champion training in April.

• Our Energy Champion has attended at their training session. Please see timeline on page two for dates.

• We use an energy meter to determine the energy usage of everyday items to get people thinking about energy use. Contact Property Services to borrow one.

Sapling and Kowhai Actions

• We have requested a monthly energy report for our building/s and displayed this in a communal area. Contact Property Services for this request.

• We have run an energy saving initiative this year to engage staff, and students if you wish, in energy saving. Here are some ideas: - Run a competition for people in the building to propose energy saving ideas. - Run a campaign about a particular issue identified during energy walk-around. - Host seasonal energy campaigns.

• We have let energy management know when our building in occupied so it’s not heated or lit unnecessarily. Email: ps.energysupport@otago.ac.nz

• We have worked with our team, to adopt and promote some key energy saving ideas through GenLess.

• We actively encourage staff to take the stairs where appropriate.

• Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

Seedling Actions

• We have a sustainability group (with at least two members) that meet regularly to review our contribution to Otago’s Green Your Scene initiative.

• We have identified a team lead whom others can contact with ideas, questions, and comments regarding the Green Your Scene initiative.

• Our champions keep up to date with recent developments, new projects and information via social media, share this with online networks, and actively champion sustainable practices at our internal meetings.

• We promote and get involved in volunteer activities in our local community, such as beach clean-ups, charity street appeals, planting day etc.

• We have thought of a few actions to continue over the summer to ensure positive long-term change.

• Submit your (partially) completed checklist by this year’s submission date and get your contribution towards helping the University become more sustainable recognised.

Sapling and Kowhai Actions

• Staff in the team have participated in two or more charity initiatives in the past 12 months. • Support the establishment of a new team (not yours) to participate in Green Your Scene for the first time.

• We’ve written a success story about an impactful or innovative action our team has taken this year around one of the themes of Green Your Scene. This story could be shared on the Otago Bulletin Board, Yammer, Facebook or Instagram. You can use the Success Story proposal template available in the “resources” folder on the Green Your Scene Google Drive.

• A departmental sustainability plan has been developed, which contributes to the goals outlined in the Sustainability Strategic Framework – available in the “Additional Resources” folder on the Green Your Scene Google Drive or online at otago.ac.nz/sustainability under “Resources”.

Sapling and Kowhai Actions

• We've put together a step-by-step guide for other offices to adopt one of our significant changes this year.

• We've collated our team’s sustainable actions this year, connected them to the relevant SDGs and shared this information within our workspace.

• We have collaborated with another staff team to run an initiative, event or campaign which involved the two teams actively coming together to participate. For example: - A pot luck lunch for the two teams to get together. - A combined Relay for Life team. - A team versus team Fairtrade bake-off.

• We’ve solicited feedback from our department on where they wish to see sustainable action within our workplace.

• We have proposed two new criteria for next year’s Green Your Scene Guide – Workplace and have sent these to greenyourscene@otago.ac.nz. Please refer to the University’s Sustainability Strategic Framework to ensure the criteria aligns with the overarching activities and goals of the University. The Framework can be found at otago.ac.nz/sustainability under “Resources”.

• Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

• We have organised an initiative, competition, campaign or activity this year to engage staff, and students if you wish, in physical activities. Here are some ideas: - Host walking meetings. - Run a workplace stair or step challenge. - Have a regular exercise group at lunch or after work. - Get a group together and take part in local events.

• We have run an initiative, competition, campaign or activity this year to engage staff, and students if you wish, in healthy eating. Here are some ideas: - Organise a pot-luck lunch with a focus on healthy food. - A healthy recipe exchange. - A kitty to purchase fruit and other healthy snacks. - If the department has vending machines, ensure healthy options are included. • Staff are encouraged to bring excess produce from their gardens, and there is a "free to a good home" basket in a visible location in the kitchen / tea room.

• We have actively promoted desk-based exercise activities such as desk yoga and blood moving movements. • We have created a staff sports team outside of work hours

• We have created a wellbeing space for staff to use when they can’t get outside for some fresh air. • We have worked with the wider team to create a shared office culture statement based around sustainability. • Got a better idea? Does your department’s approach go above and beyond our criteria? Share what you’ve been doing with us and this action could count towards your sapling or kōwhai award.

Please note: Links are embedded throughout –refer to your digital copy of the guide (found in your google drive folder) to be sent to the relevant websites. Otherwise simply google key words to source the webpage mentioned.

We look forward to seeing what your team achieves over 2020!

Green Your Scene. Get Amongst It!