Schedule overview
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 (Students); Dean (Academic); Dean (Learning and Teaching Futures); Academic Registrar. 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; Director (Facilities Management and Operations); Director (Safety, Security and Sustainability). |
| 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. Vice-Chancellor University Secretary; Directors. Research and Innovation Chief Operating Officer; Directors (UniSQ Research Centres). Enterprise Services General Counsel; Directors; Associate Directors and Managers (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 and Procedure.
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 Recruitment, selection and appointment
| Policy and Procedure | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Appointments: Acting | Approve acting appointments for Provost, Deputy Vice-Chancellors. Approve acting appointment as Vice-Chancellor (in consultation with the Chancellor for periods in excess of 1 month). | Approve acting Senior Appointments (excluding University Senior Executive Appointments). | Approve acting appointments more than 6 months at academic level E and professional levels 9 to 10, with appropriate reporting to Category 2 Delegate. | Approve acting appointments of more than 6 months at academic levels A to D and professional Employee levels 1 to 8, with appropriate reporting to Category 2 Delegate. Approve acting appointments of 6 months or less at academic levels A to E and Professional Levels 1 to 10, with appropriate reporting to Category 2 Delegate. | |
| Appointments: Casual | Approval of all casual appointments. Approval allowing Employees currently employed on a full- time basis to undertake additional casual employment. | Chief People Officer | Approval of all casual appointments. Approval allowing Employees currently employed on a full- time basis to undertake additional casual employment. | ||
| Appointments: Continuing | Approve recruitment action for, and appointment to, the position of Vice-Chancellor. | Approve recruitment action for, and appointment to, positions at senior executive level. | Approve recruitment action for, and appointments to, all positions at academic levels A to D. Approve recruitment action for all positions at professional Employee levels 1 to 10. Provost, Deputy Vice-Chancellors Approve appointments to all positions at professional Employee levels 1 to 10. | Chief People Officer | |
| Appointments: Contingent Funded | Approve recruitment action for, and appointment to, contingent funded positions at senior executive level. | Approve recruitment action for, and appointments to, all contingent funded positions at academic levels A to D. Approve recruitment action for all contingent funded positions at professional Employee Levels 1 to 10. Approve internal funds to support the continuation of a contingent funded appointment. Provost, Deputy Vice-Chancellors Approve appointments to all contingent funded positions at professional Employee levels 1 to 10. | Chief People Officer | ||
| Appointments: Fixed-term | Approve recruitment action for, and fixed-term appointment to, the position of Vice-Chancellor. | Approve recruitment action for, and fixed-term appointment to, positions at senior executive level. | Approve recruitment action for all fixed-term academic positions, and appointments to fixed-term positions of more than 6 months at academic levels A to E. Approve conversion of a fixed-term Employee to a continuing appointment. Approve recruitment action for, and appointments to, fixed-term positions of more than 6 months at professional Employee levels 1 to 10. Approve appointments to all fixed-term positions for 6 months or less at academic levels A to E, and professional Employee levels 9 to 10. Approve appointments to all fixed-term positions for 6 months or less at professional Employee Levels 1-8. | ||
| Appointments: Visiting, Honorary, and Adjunct | Approval to appoint. | Recommendation to appoint. | |||
| Appointments: Internal Transfer or Secondment (Secondments within the University for a fixed period - at any level) | Approval of secondment (for a fixed period) remaining within the faculty/section. Approval for secondment (for a fixed period) outside the faculty/section and gaining agreement from Delegate for substantive position. | ||||
| Appointments: Internal Transfer or Secondment (Internal Transfer on a permanent basis - at any level) | Approval of permanent internal transfers for senior appointees. | Approval of permanent internal transfer for Employees at professional levels 1 - 10, and academic levels A to E inside or outside the substantive faculty/section. Recommendation for permanent internal transfer inside or outside faculty/section and gaining agreement from Delegate for substantive position. | |||
| Appointments: Probationary | Confirm appointment or terminate appointment during probation for Vice-Chancellor. | Confirm appointment for all positions at Senior Executive level and above, including Provost, Deputy Vice-Chancellors. Terminate appointment during probation for all Employees at all levels on recommendation of Delegate. | Confirm appointment for all positions at academic levels A to E. Recommend termination during probation for positions at academic levels A to E. | Chief People Officer | Completion of final review before expiry date. Recommendation to confirm or terminate appointments during probation at Salary Levels 1 to 10. |
| Appointments: Senior Positions | Approve appointment and re-appointment of Vice- Chancellor. | Approve appointment and re-appointment of Provost, Deputy Vice-Chancellors, Pro Vice-Chancellors, and senior positions (including senior academic appointments) that report directly to Provost, Deputy Vice-Chancellors, or Pro Vice-Chancellors. | Approve appointment and re-appointment to senior positions (including senior academic appointments) that do not report directly to Provost, Deputy Vice-Chancellors, or Pro Vice-Chancellors. | ||
| Appointments: Sponsored Chairs | Approve recruitment action for, and appointments to, all sponsored chair positions. | ||||
| Financial Assistance Upon Appointment | Approval of claims for financial assistance. | ||||
| Position Classification | Chief People Officer | ||||
| Professional Employee Position Progression | Recommend, or otherwise, advancement to the next classification level, and approve funding. | ||||
| Position Descriptions and Position Classification Standards | Ensure that position descriptions are current and accurate. | ||||
| Position Establishment | 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. | ||
| Recognition of Prior Service | Chief People Officer | ||||
| Recruitment and Selection | Approve recruitment action for, and appointment to, the position of Vice-Chancellor. | Approve recruitment action for, and appointment to, all positions at Senior Executive level, excluding Heads of School. In exceptional circumstances, appoint an individual to any position without advertisement or competitive selection. | Approve recruitment action for, and appointments to, all positions at academic levels A to D. Approve recruitment action for all positions at professional Employee levels 9 to 10. Provost, Deputy Vice-Chancellors Approve appointments to all positions at professional Employee levels 1 to 8. Provide a copy of approval to relevant DVC prior to Recruitment Review Committee. | ||
3.2.2 Employment conditions, salaries and benefits
| Policy and Procedure | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Attraction and Retention Loadings | Approval of loadings, with appropriate reporting to Category 2 Delegate. | Recommendation for loadings. | |||
| Disciplinary Action for Misconduct or Serious Misconduct | Decision (after considering the Misconduct Investigation report). | Chief People Officer | |||
| Flexible Working Arrangements | Approve requests for flexible work arrangements. | Approve requests for working from another location. | |||
| Leave of Absence | Supervisory level approvals via Employee Self Service, plus
| Approval or otherwise of Special Leave. | Supervisory level approvals via Employee Self Service, plus
| ||
| Outside Employment | Chief People Officer | Approval or otherwise of applications. | |||
| Principles of Academic Employee Contactability and Availability | Ensure on-campus availability of academic Employees. | ||||
| Professional Development Leave | Approval of PDL. | Recommendation of PDL. | |||
| Termination of Employment | Terminate appointment of Vice-Chancellor. | Terminate appointment of all University Employees at all levels on recommendation of Delegate. | Recommendation to terminate appointments at academic levels A to E. | Chief People Officer | Recommendation to terminate appointments at Salary Levels 1 to 10. |
| Travel | Approve travel to high-risk countries. Self-approval of domestic travel. | Approve upgrade of travel class. Approve variations or exceptional circumstances for travel. Self-approval of domestic travel. | Assessment and approval of international travel. Approval of intercampus transport arrangements other than the regularly scheduled University transport service. Approval of airport lounge memberships for persons other than the Chancellor, Deputy Chancellor, Vice-Chancellor, and contracted senior executive Employees. | Assessment and approval of domestic travel. | |
| Voluntary Severance, Redundancy and Redeployment | Final approval of redundancy action. | Chief People Officer | |||
| Work Allocation | Approve Divisional Academic Work Allocation Model. | Approve individual work allocation for academic Employees. | |||
| Working from Another Location | Approve international working arrangement. | Approve work from another location within Australia. | |||
| Working Hours, Overtime & Shift Work: Professional Employees | Approval of, overtime, shift work and allowances. | Approval of working hours, overtime, shift work and allowances. | |||
| Working with Children | Terminate appointment of Employees issued with a negative suitability notice. | ||||
3.2.3 Performance, development and recognition
| Policy and Procedure | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Academic Professional Development Program | Approval of Academic Professional Development Program, via Committee. | ||||
| Employee Exchange | Approval of exchange. | Recommend exchange. | |||
| Employee Induction and Onboarding | Ensure completion of all mandatory University inductions, and work unit inductions. | ||||
| Employee Recognition and Reward | Approval of all excellence award recipients. Determination of financial grant associated with Employee excellence awards. | Administration of financial grant associated with expenditure of excellence awards. | Chief People Officer | Approval of non-cash personal gifts and small incentives to the value of less than $300 (inclusive of GST). | |
| Improving and Managing Unsatisfactory Performance | Decision (upon consideration of Unsatisfactory Performance Review Committee report). | Chief People Officer | |||
| Performance Planning and Review | Ensure performance planning and review for the Vice-Chancellor occurs and is finalised annually. | Ensure performance planning and review for direct reports occurs and is finalised annually. | Approve accelerated and additional incremental increases. Chief People Officer Chief People Officer | ||
| Promotion to Level B for Academic Employees | Deputy Vice-Chancellor (Academic Affairs) or Deputy Vice-Chancellor (Research and Innovation) - Approval of promotion outcomes. | Head of Organisational Unit or above - Recommend or otherwise promotion to Level B. | |||
| Promotion to Level C, D, or E for Academic Employees | Approval of promotion outcomes. | ||||
| Study Assistance | Approval of study assistance applications. | ||||
3.2.4 Equity and diversity
| Policy and Procedure | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Aboriginal and Torres Strait Islander Employment | Chief People Officer | ||||
| Discrimination, Bullying and Harassment Complaints Against Employees | Decision as to whether or not to commence disciplinary action. | Chief People Officer | |||
| Employee Grievances | Chief People Officer | At facilitation level, ensure matter proceeds in accordance with the stated timeframes. | |||
| Prevention of Discrimination, Bullying and Harassment | Decision as to whether or not to commence disciplinary action. | Provost | Chief People Officer | ||
| Workplace Adjustments | Chief People Officer | ||||
3.2.5 Health, safety and wellbeing
| Policy and Procedure | University Council | Category 1 | Category 2 | Category 3 | Category 4 |
| Children on Campus | Approval or otherwise of children on campus. | ||||
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 | 7/9/2023 |
| Effective Date | 7/9/2023 |
| Review Date | 24/3/2023 |
| 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. 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 |