Schedule overview
- 1 Purpose
- 2 Scope
- 3 Schedule
- 3.1 Categories of Delegation
- 3.2 Delegated activities and authorities
- 3.2.1 Academic Promotion
- 3.2.2 Professional Development
- 3.2.3 Performance Planning and Review
- 3.2.4 Recognition and Reward
- 3.2.5 Employee Diversity and Inclusion
- 3.2.6 Position Establishment and Evaluation
- 3.2.7 Recruitment, Selection, and Appointment
- 3.2.8 Employee Complaints
- 3.2.9 Flexible Work and Working Arrangements
- 3.2.10 Conflict of Interest
- 3.2.11 Health, safety and wellbeing
- 4 References
- 5 Schedule Information
1 Purpose
To enable the efficient and effective operation of the University by providing necessary and appropriate Human Resources Delegation to officers to enable them to discharge their responsibilities.
2 Scope
This schedule must be read in conjunction with the Delegations Policy and is subordinate to it.
This schedule applies to all Human Resources activities at the University which require approval by the Delegate prior to action and implementation.
Human Resources Delegations are allocated to a 'position' in the University organisational structure and not an 'individual'. As such, any individual occupying the delegated position (in either a continuing, acting or fixed-term capacity) automatically assumes the Delegations for the period they are undertaking the role.
Human Resources Delegations are approved by the Chief People Officer.
3 Schedule
3.1 Categories of Delegation
Human Resources Delegations operate in a matrix which establishes five categories of Delegation. Each category of Delegation is assigned certain authorities and responsibilities for various People Portfolio activities.
| Category of Authority | Definition | Delegated Position |
| Category 1 | Highest ranking position in charge of management of the University. | Vice-Chancellor |
| Category 2 | Senior executive positions with authority and responsibility for leading and representing a major function of the University, normally including members of the Vice-Chancellor's Executive Committee. | Provost; Deputy Vice-Chancellors; Pro Vice-Chancellors. |
| Category 3 | Senior leadership positions responsible for leading one or more large sections or departments at the University. | Academic Heads of School and Deans; Executive Director (Professional Services); Executive Directors; University Librarian and Director (Library Services); Head of College and Dean (Pathways Education); Dean (Academic Transformation); Dean (Academic); Dean (Learning and Teaching Futures); Associate Provost. Vice-Chancellor Head of College (College for First Nations) Research and Innovation Executive Directors; Dean (Graduate Research School); Director (Office of Research). Enterprise Services Chief Financial Officer; Chief People Officer; Chief Information Officer; Executive Directors. |
| Category 4 | Leadership positions responsible for leading (solely or jointly) one small-medium organisational unit at the University. | Academic Chief Executive Officer (QCWT); Deputy Academic Registrar and Director (Student Administration); Directors; Deputy Directors; Deputy Head (Education). Vice-Chancellor University Secretary; Directors; Chief of Staff to the Vice-Chancellor; Associate Director (UniSQ Brisbane). Research and Innovation Chief Operating Officer; Directors (UniSQ Research Centres); Research Services Manager. Enterprise Services General Counsel; Directors; Associate Directors (Facilities Management); Associate Directors (ICT). |
In parallel with specified Delegate categories, Supervisors also have a range of responsibilities for People Portfolio activities for their direct reports. These responsibilities are contained within the specific Policy Instrument.
3.2 Delegated activities and authorities
All Delegations outlined in this schedule are to be interpreted as the minimum level of Delegation required to undertake an action (e.g. all Delegations listed for a Category 4 Delegate, should be interpreted as 'Category 4 Delegate or above').
Where the People Portfolio activity being undertaken involves a Close Relative of the relevant Delegate or represents an actual or perceived Conflict of Interest, approval must be gained from the Delegate in the next Delegation category.
3.2.1 Academic Promotion
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Academic Promotion Procedure | Approve promotion to Level C, D, or E. Approve equivalent standing of academic qualifications for promotion purposes. | Approve promotion to Level B. | |||
3.2.2 Professional Development
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Academic Employee Development Procedure | Approve Academic Professional Development Program applications. Approve Doctoral Support applications. | ||||
| Professional Employee Development Procedure | Approve employee exchange. | Approve professional development leave. | |||
| Study Assistance Procedure | Approve study assistance applications. | ||||
3.2.3 Performance Planning and Review
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Performance Planning and Review Procedure | Decide accelerated increment. Chief People Officer | ||||
3.2.4 Recognition and Reward
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Recognition and Reward Procedure | Approve Employee excellence award winners. Set value of the financial grant for Employee excellence awards. | ||||
3.2.5 Employee Diversity and Inclusion
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Nil | |||||
3.2.6 Position Establishment and Evaluation
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Position Establishment and Evaluation Procedure | Establish or alter positions at Vice-Chancellor level. | Establish or alter positions at Senior Executive level and professorial level E. | Establish or alter positions at academic levels A to D. Establish or alter positions at professional Employee levels 1 to 10. | Chief People Officer (or nominee) | |
3.2.7 Recruitment, Selection, and Appointment
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Recruitment, Selection, and Appointment Procedure (other than contracted Senior Positions) | Approve direct appointment (continuing, contingent-funded, or fixed term). Terminate appointment of an Employee during probationary period. | Approve recruitment action for, and appointment to, all positions except for Provost, Deputy Vice-Chancellor and Pro Vice-Chancellor, and all contracted Senior Positions that report directly to Provost, Deputy Vice-Chancellor, or Pro Vice-Chancellor. Approve Internal Transfer for Employees except for contracted Senior Positions. Approve a secondment. | Approve higher duties or responsibility allowance. Chief People Officer Confirm appointment of an Employee. Approve attraction allowance. Approve retention allowance. | Approve casual appointment. Approve claim for relocation assistance. | |
| Contracted Senior Positions Appointment Procedure | Approve recruitment action for, and appointment/re-appointment to the position of Vice-Chancellor. Confirm appointment of the Vice-Chancellor. Terminate appointment of the Vice-Chancellor during the probationary period. Approve salary arrangements for the Vice-Chancellor, Provost, and Deputy Vice-Chancellors. | Approve recruitment action for, and appointment/re-appointment to, Provost, Deputy Vice-Chancellor and Pro Vice-Chancellor, and all contracted Senior Positions that report directly to Provost, Deputy Vice-Chancellor, or Pro Vice-Chancellor. Approve Internal Transfer for contracted Senior Positions. Terminate appointment of an Employee during probationary period. Approve salary arrangements for contracted Senior Positions. | Approve recruitment action for, and appointment/re-appointment to, all contracted Senior Positions that do not report directly to Provost, Deputy Vice-Chancellor, or Pro Vice-Chancellor. |
| |
| Visiting Academic, Adjunct, and Honorary Titles Procedure |
|
|
| Approve or renew the awarding of a visiting academic, adjunct, or honorary title. | |
3.2.8 Employee Complaints
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Managing Misconduct or Serious Misconduct (Enterprise Agreement) | Relevant Senior Officer On receipt of the investigation report, decide whether or not Disciplinary Action is warranted against an employee. | Chief People Officer | |||
| Employee Complaints Procedure | Relevant Senior Officer On receipt of the investigation report, decide whether or not Disciplinary Action is warranted against an Employee. | Chief People Officer Decide to manage a Complaint in accordance with the Employee Complaints Procedure or another policy or procedure. Decide and issue reasonable directions to resolve Complaint. Refer a Complaint for management in accordance with section 47 of the Enterprise Agreement (Managing Misconduct or Serious Misconduct). Recommend to suspend an Employee. | |||
| Employee Complaints (Sexual Harassment, Sexual Assault, and Sex Discrimination) Procedure | Relevant Senior Officer On receipt of the investigation report, decide whether or not Disciplinary Action is warranted against an Employee. | Chief People Officer Decide and issue reasonable directions to resolve Complaint. Refer a Complaint for management in accordance with section 47 of the Enterprise Agreement (Managing Misconduct or Serious Misconduct). Recommend to suspend an Employee. | |||
3.2.9 Flexible Work and Working Arrangements
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Flexible Work and Working Arrangements Procedure | Approve a vacant specialist position to be undertaken as fully remote. | Approve overtime. | Approve hybrid work arrangement for over forty percent per week. Approve flexible work arrangement. Approve purchased leave. Approve claims for overtime. Approve claims for meal allowance. Approve claims for on-call allowance. | ||
| Leave Procedure | Approve special leave. Approve leave without pay more than six months and up to one year. | Approve leave without pay of four weeks or more, up to six months. Supervisor | |||
| Parental Leave Procedure | Approve parental leave. | ||||
3.2.10 Conflict of Interest
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Conflict of Interest Procedure | Approve Conflict of Interest Management Strategy completed by a Category 2 Delegate | Approve Conflict of Interest Management Strategy completed by a Category 3 Delegate | Approve Conflict of Interest Management Strategy completed by a Category 4 Delegate Approve Conflict of Interest Management Strategy completed by an Employee that does not hold a delegation | ||
| Outside Work Procedure | Approve, reject, or withdraw outside directorships when the Employee is a University appointee or nominee. | Approve, reject, or withdraw an Employee's request for related Outside Work. Approve, reject, or withdraw outside directorships when the Employee is not a University appointee or nominee. | |||
3.2.11 Health, safety and wellbeing
| Policy Instruments | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Children on Campus Procedure | Approval or otherwise of children on campus. | ||||
| Workplace Adjustments Procedure | Chief People Officer | ||||
4 References
Nil.
5 Schedule Information
| Accountable Officer | Deputy Vice-Chancellor (Enterprise Services) |
| Responsible Officer | Deputy Vice-Chancellor (Enterprise Services) |
| Policy Type | Governance Policy |
| Policy Suite | |
| Approved Date | 6/12/2024 |
| Effective Date | 6/12/2024 |
| Review Date | 24/3/2025 |
| Relevant Legislation | |
| Policy Exceptions | |
| Related Policies | |
| Related Procedures | |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
| Close relatives for this purpose are spouse/partner, parent, mother-in-law, father-in-law, sister, brother, sister-in-law, brother-in-law, daughter, son, stepdaughter, stepson, stepfather, stepmother, stepsister, stepbrother, half-sister, half-brother, grandparent, granddaughter, grandson, son-in-law, daughter-in-law, any other person approved by the Vice-Chancellor or delegated office...moreClose relatives for this purpose are spouse/partner, parent, mother-in-law, father-in-law, sister, brother, sister-in-law, brother-in-law, daughter, son, stepdaughter, stepson, stepfather, stepmother, stepsister, stepbrother, half-sister, half-brother, grandparent, granddaughter, grandson, son-in-law, daughter-in-law, any other person approved by the Vice-Chancellor or delegated officer. If a University Member has an interest that conflicts or may conflict with the discharge of the University Member's duties the University Member should Declare the nature of the interest and the conflict to the University Member's Supervisor as soon as practicable after the relevant facts come to the University Member's knowledge and must not take action or further action relating to a...moreIf a University Member has an interest that conflicts or may conflict with the discharge of the University Member's duties the University Member should Declare the nature of the interest and the conflict to the University Member's Supervisor as soon as practicable after the relevant facts come to the University Member's knowledge and must not take action or further action relating to a matter that is or may be affected by the conflict until authorised. An Executive Leader may direct a University Member to resolve a conflict or possible conflict between an interest of the University Member and the University Member's duties. A reference to an interest or to a Conflict of Interest is a reference to those matters within their ordinary meaning under the general law, and, in relation to an interest, the definition in the Acts Interpretation Act 1954, Schedule 1, does not apply. A Conflict of Interest will arise when a University Member's Private Interests conflict with their duty to the University or to serve the public interest as a University Member. The risk of having a conflict of interest increases where a University Member's responsibilities include the authority to make decisions. A conflict of interest may be potential, perceived or actual - when a University Member is in a role where future decision making may be influenced by their Private Interests if a certain condition is fulfilled, they have a potential conflict of interest; a perceived conflict of interest arises where it appears that decisions a University Member make in the course of their University employment may be influenced by their Private Interests, whether or not this is in fact the case; an actual conflict of interest exists where a University Member's actions could be unduly, improperly or excessively influenced by their Private Interests. Serious misconduct can occur when a conflict of interest is concealed, understated, mismanaged or abused. Delegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy....moreDelegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy. 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. A person employed by the University and whose conditions of employment are covered by the 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 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. A high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy....moreA high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy. A Policy Instrument refers to an instrument that is governed by the Policy framework. These include Policies, Procedures and Schedules....moreA Policy Instrument refers to an instrument that is governed by the Policy framework. These include Policies, Procedures and Schedules. An operational instruction that sets out the process to operationalise a Policy....moreAn operational instruction that sets out the process to operationalise a Policy. The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. | |
| Definitions that relate to this schedule only | |
| Supervisor Any person responsible for leading the activities of others. In the context of this Procedure, a Supervisor includes Employees at any classification level or title who have responsibilities for leading, managing or supervising work teams and/or individual Employees. | |
| Keywords | Human Resources Delegations, Delegations, authorities, approvals |
| Record No | 14/2963PL |