Check in before you step in

Help keep everyone safe by using your smart phone/device to check in everywhere you go on campus.

The University of Waikato has implemented a QR code system to keep track of where our students, staff and visitors have been on our campuses.

Why do I need to check in?

It is a Government requirement for all tertiary providers to have contact tracing processes in place through the different alert levels.

Whether it’s to go to class, get a coffee, to the library or to Unirec, by checking in everywhere you go, it means we can let you know if you may have been exposed to a confirmed case of Covid-19 while on campus.

It’s really important that:

  • If you feel unwell - stay at home
  • You check in before you step in - you don't need to check in using every poster you see, just the spaces you intend on spending time in
  • Regularly wash your hands with warm water and soap for 20 seconds


A message from Waikato Students’ Union President, Kyla Campbell-Kamariera, and Ella Quigley, find out more about how to check in before you step in.

Where are the QR codes?

There is a QR code at the entrance of every building, floor, and room on our Hamilton and Tauranga campuses, and all other University of Waikato sites. That’s an incredible 5000 QR codes!

How do I check in?

You will need to have either Wi-Fi or data enabled on your phone to check in.

  1. Open the camera on your phone/device
  2. Put the camera up to the QR code (like you are taking a photo)
  3. Follow the prompts to complete your check in
  4. Then you can enter the building, floor or room you are visiting.

You can also watch the video above for a demonstration on how to check in.

What if I can’t scan the code - I don’t have a smartphone/device or it isn’t working?

  • You must manually enter the details of where you have been at
  • This will mean you need to keep notes of where you have been during the day, including:
    • the location code on the QR posters of those buildings, floors or rooms you have visited; and
    • what time you visited each location
    • This will ensure you provide all the information we need when you do get to a computer.
  • If you have a smartphone/device but your camera won’t recognise the QR code, you will need to download a QR reader. A range of these are readily available for free in either the Google Play store or Apple store by searching QR reader. Once it's been installed you should be able to scan the QR codes.

What if I forget to check in, or I left my phone/device at home?

  • Follow the same process as above, and manually enter the details of where you have been at

Do I need to check in multiple times if I am just on my way to use one room?

  • We ask that you check in to any space you intend on using. If you are entering a building and going up three floors to a meeting room or office, the most important check in is the room you are going to stay in. If you want to, you can check in using all the posters on your way there.

Do I need to check out as well?

  • At the bottom of the check in form, there is also an option to check out, just follow the same process using the same poster and QR code. The ‘check out’ button is next to the ‘check in’ button.
  • It’s most important that you check in each time, but if you want to check out too, that’s great. Otherwise you will automatically check out when you complete your next check in, or the system will check you out at midnight.

Is the government’s new QR code app (NZ COVID Tracer) compatible with the  University’s QR system, Check in before you step in?

No it is not, so please check in using the QR codes around the campus when you are visiting.

What happens if there is a confirmed case of Covid-19 connected to the University of Waikato?

The Ministry of Health website details the steps it will take if someone at the University tests positive for Covid-19:

  • Once a case has been identified, the Ministry of Health and district health boards track down people who may have been exposed to the virus through a process called contact tracing.
  • Health services use contact tracing to find people who may have been exposed to an infectious disease. There are two types of ‘contacts’ – close contacts and casual contacts. Health services give advice to both of these contact types on what they need to do.
  • See the Ministry of Health website for more information on contact tracing and what to do if you have had casual or close contact with a confirmed case.

Privacy information

Why is this information being collected?

  • Your information is being collected to assist in the management of the Covid-19 pandemic.
  • Your information may be disclosed to a third party. These may include government agencies dealing with contact tracing of a confirmed or probable case, likely to be the Ministry of Health and the local DHB, or the Tertiary Education Commission.

Under what conditions will this information be shared with third parties?

In the event of a confirmed or probable case of Covid-19 on a University of Waikato campus or site, or if this information is otherwise requested or audited by the Tertiary Education Commission.

How long will you hold my information for?

  • We will hold the information for a minimum of two months, and otherwise for as long as required for the purpose of contact tracing.
  • You have the right to request access to and correct the information held by the University by contacting the IT service desk on 07 838 4008 or emailing

Is it mandatory for you to collect my information?

It is a compliance requirement of the University by the Tertiary Education Commission.

I’m concerned this is going to be a long term measure / the ‘new normal’

The QR codes will stay in place as long as the Tertiary Education Commission requires us to maintain an up-to-date record of all people (staff, learners, contractors, etc.) who visit or attend our campuses and facilities.