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Council Delegations Schedule

Schedule overview

1 Purpose

To provide a framework and guidance for the Delegation of authority at the University.

2 Scope

This schedule must be read in conjunction with the Delegations Policy and is subordinate to it.

The schedule applies to all Council members, Employees, Students, members of Council committees, other University committees and non-incorporated bodies of the University such as centres, associations and institutes.

3 Schedule

3.1 Council Delegations Schedule

The governing authority of the University of Southern Queensland (the University) is the Council. The Council is empowered to delegate its powers, authorities, duties and functions.

The Council delegates its powers, authorities, duties and functions in a variety of ways, including:

  1. resolutions;
  2. approval of policies and procedures; and
  3. approval of Rules made pursuant to Statutes.

The Council Delegations Schedule is an extract of Delegations from various sources such as the University of Southern Queensland Act 1998 (USQ Act), policies and procedures documents of the University and resolutions of the Council of the University. The Council Delegations Schedule does not seek to introduce new Delegations for Council or to vary existing Delegations.

The purpose of the Council Delegations Schedule is to enable Delegations of the Council, and/or its Committees, and/or officers of Council, to be easily identified.

The Council Delegations Schedule is also a means by which Council formally endorses changes brought about by changes to the USQ Act, and/or terms of reference of its Committees.

The Council Delegations Schedule will make clear the authority of Council, its Committees and designated officers to make Decisions or take actions; and defines the limits of that authority.

Some important principles apply:

  1. Council may not delegate its powers to another group/individual unless specifically stated in the Delegation;
  2. This document is intended as a quick reference. It does not relieve Council/Members from their duty to be fully conversant with the source materials that affect them and which give the context and rationale for the exercise of their powers.
  3. In carrying out its Delegations, Council will need to consider budgetary constraints.
  4. All Delegations must be carried out in good faith and in accordance with the USQ Act, the Charter of University Governance and, where appropriate, University policies.

Queries or comments on the Council Delegations Schedule or on a particular Delegation, should be directed to the University Secretary.

3.2 USQ Act

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Appoint, and terminate the appointment of, the Vice-Chancellor of the University

Council

Procedure 'Appointments: Senior Positions Procedure'

Council, through the Remuneration Sub-Committee, reviews the performance, remuneration arrangements and renewal of contracts for senior executive positions, as provided in the Terms of Reference of the Remuneration Sub-Committee

USQ Act S32(1), S32(2) and S39D-F

Delegate powers and duties of the Vice-Chancellor of the University

Vice-Chancellor

USQ Act S32(4), S32(5)

Terms of appointment of the Vice-Chancellor

Council

USQ Act S32(3)

Confer and revoke degrees, diplomas and certificates

Council

Policy 'Award Eligibility and Graduation Policy'

USQ Act S5(e)

Power to invest certain moneys

Council (delegated via the Financial Delegations Schedule)

Policy 'Investments and Cash Management Policy'

USQ Act S49-S55

Financial Management Practices Manual

Power to make Statutes or Rules

Council

Cannot Delegate

USQ Act S11(2)(a), S56

Power to adopt the annual budget

Council

Cannot delegate

USQ Act S11(2)(b)

Power to approve expenditure of funds received by way of bequest, donation or special grant

Council

Cannot delegate

USQ Act S11(2)(c)

3.3 Common Seal

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Safe custody of the Common Seal

University Secretary

Policy 'Use of the University Seal Policy and Procedure'

Use of the Common Seal

Council (delegated to Vice-Chancellor)

Policy 'Use of the University Seal Policy and Procedure'

Affixing the Common Seal to Statutes made by Council, and documents authorised to be sealed by Council

University Secretary

Policy 'Use of the University Seal Policy and Procedure'

Signature of documents with the Common Seal affixed

Any two of: Chancellor, Vice-Chancellor, Deputy Vice-Chancellor, University Secretary or such other person appointed by Council

Policy 'Use of the University Seal Policy and Procedure'

Recording the use of the Common Seal

University Secretary

Policy 'Use of the University Seal Policy and Procedure'

University Rules

Council

Cannot Delegate

USQ Act S11(2)(a), S59

3.4 Election of Staff and Student Members to Council

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Perform the role of Returning Officer

University Secretary

University of Southern Queensland (Conduct of Council Elections) Statute 2010

3.5 Council Committees

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve establishment of Council Committees and working parties

Council

Charter of University Governance 1.3

All Terms of Reference of Council Committees and the Academic Board are determined by Council. This includes any review of the roles, functions and membership provisions of committees

Council

Charter of University Governance 1.11 and 1.12

3.6 Academic Board

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Establish an Academic Board

Council

USQ Act S39

The Academic Board must:

Advise the Council about teaching, scholarship and research matters concerning the University; and

Formulate proposals for the academic policies of the University; and

Monitor the academic activities of the University's faculties; and

Promote and encourage scholarship and research at the University.

Academic Board

Academic Board Terms of Reference

USQ Act S39(3)

Exercise all the functions of the Academic Board during the periods between ordinary meetings of Academic Board on any matter which the Chair, Academic Board has determined to be of an urgent nature that ought not await consideration by the Academic Board at its next meeting

Academic Board Executive Committee

Academic Board Executive Committee Terms of Reference

Authority to relax any Academic Policy of the University to provide for exceptional circumstances

Vice-Chancellor

Academic Board Executive Committee Terms of Reference

3.7 Entitlements of Community Members of Council

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve attendance at overseas graduation ceremonies

Vice-Chancellor and Chancellor

Authorise reimbursement of expenses incurred at overseas graduation ceremonies

Vice-Chancellor

Authorise reimbursement of travel and accommodation expenses for community members of Council

University Secretary

Financial Delegations Schedule

Financial Management Practices Manual

Authorise reimbursement of expenses for community members of Council

University Secretary

Financial Delegations Schedule

Financial Management Practices Manual

3.8 Internal Audit Charter

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve Internal Audit Charter

Council (on recommendation of Audit and Risk Committee)

Audit and Risk Committee Terms of Reference

3.9 Chancellor's Committee

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Exercise all the powers, authorities, duties, and functions of the Council (other than powers specifically excluded under legislation) during the periods between ordinary meetings of Council on any matter which the Chancellor has determined to be of an urgent nature that ought not await consideration by the Council at its next meeting and report back to Council

Chancellor's Committee

Chancellor's Committee Terms of Reference

Nominate, on delegated authority of Council, prospective members of Council to the relevant appointment authorities

Chancellor's Committee

Consider and approve the appointment and termination of the University Secretary

Chancellor's Committee

3.10 Honorary Awards Committee

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve honorary awards and titles and report to Council on awards to be conferred

Honorary Awards Committee

Honorary Awards Committee Terms of Reference;

Policy 'Honorary Award and Title Policy'

Confer honorary awards and titles

Council

Revoke an honorary award or title

Council

3.11 Audit and Risk Committee

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Internal Audit

Approve the appointment of and any subsequent changes to the Head of Internal Audit position, including any proposed termination of employment of the Head of Internal Audit by the University

Audit and Risk Committee

Audit and Risk Committee Terms of Reference

Review and approve a Strategic Internal Audit Plan on a triennial basis

Audit and Risk Committee

Review and approve the annual internal audit plan, its scope and progress and any significant changes to the plan

Audit and Risk Committee

3.12 Finance and Facilities

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Financial and Business Operations

Monitor the strategic planning basis for, and assessment of, the University's financial position, including its controlled entities

Evaluate and make recommendations for Council's approval, of borrowings by the University

Consider and recommend for Council's approval, the annual budget and the Operational and Resource Management Plan

Consider and recommend for the joint endorsement of the Committee and the Audit and Risk Committee for Council's approval, the annual accounts and financial aspects of the Annual Report

Review and monitor financial performance indicators

Maintain guidelines for the financial budgeting process and reviewing any variations to the budget on a semester basis

Review and monitor the financial aspects of endowments and donations and making recommendations to Council

Review fees and charges for Award bearing Courses imposed by the University and recommending same to Council

Review funding levels of the Capital Management Plan and making recommendations to Council

Review financial statements and making recommendations to Council on adoption of such statements

Review finance policies and practices and levels of debt arrears and monitoring recovery actions

Review and monitor cost reduction strategies and initiatives

Monitor financial performance of University controlled entities

Review changes to financial Delegations and making recommendations to Council.

Asset Management

Consider significant asset acquisition and disposal and making recommendations to Council as appropriate

Review and monitor asset replacement programs and effectiveness of same

Review and monitor the management and utilisation of buildings and grounds within a campus plan

Monitor program status against contractual arrangements

Review and monitor capital projects and works program of the University

Monitor insurance arrangements for University assets.

Investment Management and Contract

Review and monitor the investment strategy of the University and making recommendations to Council as appropriate

Monitor the level of assets to be held in investment pools

Monitor the performance of investment pools including the performance against benchmarks relative to marked performance

Receive regular reports on changes in the management of investment portfolios

Oversee, monitor and review business case, contract development and contract performance for University projects

Advise Council on proposals to form, participate in, or be a member of companies and other entities

Oversee, monitor and review arrangements for commercialisation of Intellectual Property.

Council

Finance and Facilities Committee Terms of Reference

Fee Adjustment

Adjustment (from 2014 onwards) of any service fee payable by Students

Vice-Chancellor

Within the Commonwealth indexation cap. Any increase in approved fee to be reported to Council.

Council decision 10 December 2012

3.13 Vice-Chancellor

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Report to Council on the affairs of the University

Vice-Chancellor

Charter of University Governance 1.6

Delegate powers and duties of the University Secretary

University Secretary

Charter of University Governance 1.9

Position Description of University Secretary held by Human Resources

3.14 Appointment, Performance and Remuneration of the Vice-Chancellor

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve and amend Appointment, Performance and Remuneration of Vice-Chancellor Policy

Council (Chancellor's Committee on recommendation of Remuneration Sub-Committee considers the performance and remuneration of the Vice-Chancellor)

Chancellor's Committee and Remuneration Sub-Committee Terms of Reference

Appointment of the Vice-Chancellor

Council

Procedure 'Appointments: Senior Positions Procedure'

USQ Act S32(2)

Annual Review of Vice-Chancellor's Performance

Council (delegated to Chancellor and Deputy Chancellor)

Charter of University Governance 1.7

USQ Act S32(3)

Recommend the appointment of an Acting Vice-Chancellor

Vice-Chancellor (in consultation with Chancellor for acting appointments in excess of 1 month)

Policy 'Human Resources Delegations Schedule'

Recommend the composition of Selection Panel for Vice-Chancellor

Council

Charter of University Governance 1.8, Procedure 'Appointments: Senior Positions Procedure'

3.15 Appointment, Performance and Remuneration of Senior Executives

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Determine the position establishment of the University

Council and Vice-Chancellor

Procedure 'Position Establishment and Classification Procedure'

Approve composition of Selection Panel for the above

Vice-Chancellor

Procedure 'Recruitment and Selection Procedure'

Recommends appointments

Selection Panel

Procedure 'Recruitment and Selection Procedure'

Determines whether to accept recommendation from Selection Panel

Vice-Chancellor

Procedure 'Recruitment and Selection Procedure'

Consider and approve recommendations from the Remuneration Sub-Committee relating to the performance and remuneration of the Senior Management Team (excluding the Vice-Chancellor), and report to Council on remuneration arrangements for these positions

Chancellor's Committee

Chancellor's Committee Terms of Reference

3.16 Strategic Planning

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

University Strategic Plan:

Approve/
Review

Implement/ Monitor

Council, Vice-Chancellor and Senior Executive team

Policy 'Institutional Planning Policy and Procedure'

3.17 Establishment, Operation and Review of Organisational Structures and Operational Units

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve the establishment, operation and review of a Division

Vice-Chancellor

Procedures 'Organisational Section Reviews Policy and Procedure'

Approve the creation, dissolution or merger of units

Vice-Chancellor

Procedures 'Organisational Section Reviews Policy and Procedure'

Approve the establishment of a University company, and the appointment of Chairperson and Board members

Council (on advice and recommendation from the Vice-Chancellor)

USQ Act S60-S61

3.18 Establishment and/or Affiliation of University Colleges

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve College affiliations and related (University) land leases, new building specifications and improvements

Council

The Governor in Council must approve the establishment of the college before the Council makes the statute

USQ Act, S38

3.19 University Policy

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve new and revised policies and procedures concerning University wide operations

Refer to Policy and Procedure Framework

Governance Policy - Council

Academic Quality Policy - Council (recommended by Academic Board)

Executive Policy - Vice-Chancellor or Vice-Chancellor's nominated officer

University Procedure - Vice-Chancellor or Vice-Chancellor's nominated officer

3.20 Academic Matters

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Approve graduates eligible for Awards 'with Distinction' Faculty Prizes and University Medals

Vice-Chancellor (on the recommendation of the Senior Deputy Vice-Chancellor)

Policy 'Medals and Awards with Distinction Schedule'

Approve Awards for:

Teaching Excellence

Programs and Services that Enhance Learning

Research, Scholarship or Postgraduate Research Supervision

Vice-Chancellor

Procedure 'Employee Recognition and Reward Procedure'

Approve new, and changes to existing, academic policy

Council (on the advice of Academic Board)

Academic Board Terms of Reference

3.21 Students - Graduation

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Determine Academic Dress

Deputy Vice-Chancellor (Students and Communities)

Policy 'Award Eligibility and Graduation Policy - Academic Dress Schedule'

Determine Format of Testamurs

Council

Posthumous Awards

Chancellor

Policy 'Award Eligibility and Graduation Policy'

Any Awards approved are to be reported to Council

3.22 Appeals

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Academic Appeal

Academic Appeals Committee

Academic Appeals Committee Terms of Reference

Policy 'Student Complaint and Appeal Policy'

Procedure 'Academic Appeal Procedure

Non-academic Appeal

Non-Academic Appeals Committee

Non-Academic Appeals Committee Terms of Reference

Policy 'Student Complaint and Appeal Policy'

Procedure 'Non-Academic Appeal Procedure'

University Appeal

University Appeals Panel

University Appeals Panel Terms of Reference

Policy 'Student Complaint and Appeal Policy'

Procedure 'University Appeal Procedure'

3.23 Grievance Resolution

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

In terms of the broader University community and its operations, determine whether a Complaint is upheld or dismissed

Vice-Chancellor

Policy 'Code of Conduct Policy', 'Conflict Resolution Mechanisms and Grievances for Committees and Boards Policy', and Policy 'Disciplinary Action for Misconduct or Serious Misconduct'

In terms of Council and the conduct of its business

Chancellor

Policy 'Policy on Complaints Involving Council Members'

3.24 Students - Conduct

Delegated Authority

Existing Delegation

Policy/Council Delegation (where applicable)

Scope/Limits of Delegation

Source of Authority

Power to exclude Students

Vice-Chancellor

Policy 'Student Code of Conduct Policy'

Set and apply penalties for Student misconduct

Vice-Chancellor

Policy 'Student Code of Conduct Policy'

Student General Misconduct

Student General Misconduct Committee

Student General Misconduct Committee Terms of Reference

Policy 'Student Code of Conduct Policy'

Procedure 'Student General Misconduct Procedure'

4 References

Nil.

5 Schedule Information

Accountable Officer

University Secretary

Policy Type

Governance Policy

Approved Date

9/5/2016

Effective Date

9/5/2016

Review Date

6/7/2018

Relevant Legislation

University of Southern Queensland Act 1998

University of Southern Queensland (Conduct of Council Elections) Statute 2010

Related Policies

Award Eligibility and Graduation Policy

Code of Conduct Policy

Conflict Resolution Mechanisms and Grievances for Committees and Boards Policy

Honorary Award and Title Policy

Institutional Planning Policy and Procedure

Investments and Cash Management Policy

Organisational Section Reviews Policy and Procedure

Policy on Complaints Involving Council Members

Research Code of Conduct Policy

Student Code of Conduct Policy

Student Complaint and Appeal Policy

Use of the University Seal Policy and Procedure

Related Procedures

Academic Appeal Procedure

Academic Integrity Procedure

Appointments: Senior Positions Procedure

Disciplinary Action for Misconduct or Serious Misconduct Procedure

Employee Recognition and Reward Procedure

Non-Academic Appeal Procedure

Position Establishment and Classification Procedure

Recruitment and Selection Procedure

Research Conduct Complaint Procedure

Student General Misconduct Procedure

University Appeal Procedure

Related forms, publications and websites

Academic Appeals Committee Terms of Reference

Academic Board Terms of Reference

Academic Integrity Procedure Penalty Schedule

Audit and Risk Committee Terms of Reference

Chancellor's Committee Terms of Reference

Charter of University Governance

Council Committee Terms of Reference

Council Terms of Reference

Finance and Facilities Committee Terms of Reference

Honorary Awards Committee Terms of Reference

Medals and Awards with Distinction Schedule

Non-Academic Appeals Committee Terms of Reference

Remuneration Sub-Committee Terms of Reference

Student General Misconduct Committee Terms of Reference

Student General Misconduct Procedure Penalty Schedule

University Appeals Panel Terms of Reference

Definitions

Terms defined in the Definitions Dictionary

Award

The qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award include: Associate Degree, Diploma, Bachelor Degree, Bachelor Honours Degree, Graduate Certificate, Graduate Diploma, Master Degree (both Coursework and research), Doctoral Degree (both Coursework and research) and Higher Doctorate....moreThe qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award include: Associate Degree, Diploma, Bachelor Degree, Bachelor Honours Degree, Graduate Certificate, Graduate Diploma, Master Degree (both Coursework and research), Doctoral Degree (both Coursework and research) and Higher Doctorate.

Complaint

An expression of dissatisfaction made in relation to an action, Decision or omission within the responsibility and control of the University, a University Member or a Student, where a response or resolution process is expected wherever possible....moreAn expression of dissatisfaction made in relation to an action, Decision or omission within the responsibility and control of the University, a University Member or a Student, where a response or resolution process is expected wherever possible.

Council

Council means the governing body, the University of Southern Queensland Council....moreCouncil means the governing body, the University of Southern Queensland Council.

Decision

A determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University....moreA determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University.

Delegate (verb)

Delegate (verb) means to authorise an officer, Employee or committee of the University with decision-making power or authority to decide to take action in a specified area....moreDelegate (verb) means to authorise an officer, Employee or committee of the University with decision-making power or authority to decide to take action in a specified area.

Delegation

A formal authority or power granted to Council members, Employees and Council committees to make Decisions on behalf of the University....moreA formal authority or power granted to Council members, Employees and Council committees to make Decisions on behalf of the University.

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Student

A person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program....moreA person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

Definitions that relate to this schedule only

Keywords

Schedule, delegation, responsibilities, authority, spending, procurement, opinion, represent USQ, financial, purchasing

Record No

13/549PL

Failure to comply with this Policy or Policy Instrument may be considered as misconduct and the provisions of the relevant Policy or Procedure applied.

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