(1) The Constitution of the Australian Catholic University enables: (2) The purpose of the Delegations of Authority Policy and Register is to be the source of the functions which the Senate authorises particular officers and bodies of the University to carry out regularly. (3) The Delegations of Authority Policy and Register sets out authorisations conferred by the Senate on officers and bodies of the University and committees of Senate for the purpose of carrying out their functions. (4) The Delegations of Authority Policy and Register applies to the University and its controlled entities, if any. (5) The Delegations of Authority Policy and Register is not the source of all delegated authority. Register actions may be taken by University staff under implied authority arising from position descriptions, policies, procedures, schedules, guidelines and practices. (6) A delegation applies to the delegate’s position and not to the individual in that position. (7) Where a delegation is to a body (such as a Committee or a Board), it relates to the body acting as a body, not to individual members of the body. (8) In exercising a delegation, a delegate must comply with all relevant legislation, the University’s Constitution, Statutes, Resolutions of Senate; industrial awards and agreements. The Delegations of Authority Policy and Register is a ‘superior’ policy of Senate; it overrides any other University policies and procedures to the extent of any inconsistencies. (9) A delegate must act in accordance with the ACU Mission, Identity and Values and the Code of Conduct for Staff, for the purpose delegated and not for any improper purpose. (10) A delegate must not exercise a delegation that would provide the delegate with any direct or indirect personal benefit, or conflict of interest. In circumstances where an officer would obtain a personal benefit the conflicted delegate must refer the decision to their supervisor and must not exercise the delegated authority. (11) Where the delegated authority is a ‘Member of the Executive’ or a ‘Member of the Senior Executive’, approval is sought from the relevant member who is in the delegate’s direct reporting line. (12) A person appointed as a temporary or acting occupant of a position has the authority delegated to the position in which they are acting. (13) A delegate may not nominate a sub-delegate under their supervision to exercise a delegation for and on behalf of that delegate except where the Register specifically allows for a nominee, as authorised by Senate. If a delegate in accordance with the delegation register nominates a nominee, the delegate remains responsible and accountable for the decision or action. Where nomination is permitted, the nominating officer cannot exercise the same authority in a particular case if the nominee has already exercised it. (14) A person who has immediate, intermediate or ultimate line management for a delegate may exercise the delegated authority of that delegate. (15) A delegation that contains the words ‘in consultation with’, ‘on advice from’, ‘on advice of’, or ‘on recommendation of’ means that the delegation should not be exercised until the required consultation, advice or recommendation is received and considered. Written evidence of such consultation should be kept by the delegate. (16) A delegate may sign any document to give effect to their function or authority, except for legally binding agreements or contracts specifically delegated to others as set out in the Register. (17) Where a delegate is authorised to approve or enter into a legally binding agreement on behalf of the University, this also includes the authority to modify the terms of the original agreement. However, authority to terminate must be exercised by the relevant delegate upon advice from General Counsel or a legal practitioner employed as such by the University to ensure that the full legal implications of termination are considered. (18) Notwithstanding the absence of an explicit delegation in the Register, all decision-making authority exercised by any University officer must be exercised in accordance with the foregoing Principles. (19) The Approval Authority for this Policy is the Senate. (20) The Governing Authority for this Policy is the Senate Standing Committee. (21) The Responsible Officer for this Policy is the Chief Operating Officer. (22) The Director, Legal, Assurance and Governance is responsible for overseeing the operation, implementation and amendment of the Delegations, including consulting with staff and providing training with respect to the application of the Delegations. (23) In line with the Policy Development and Review Policy, this Policy is scheduled for annual review or more frequently if appropriate. (24) Further assistance may be sought from the Director, Legal, Assurance and Governance by logging a request via Service Central. Suggestions for further amendments to the Delegations may also be submitted via the Governance tab in Service Central. (25) A legal practitioner employed as such by the University, or an external legal practitioner appointed in accordance with this document (26) CPO or nominee of CPO for matters in Fair Work Commission upon the recommendation of GC (27) This schedule shall only apply in circumstances where a critical incident has been declared in accordance with ACU’s Critical Incident Management Framework. (28) The application of this Schedule will cease to have effect once the critical incident has been declared closed by the Critical Incident Convener and administrative activities associated with the critical incident are no longer required. The date of cessation of this Schedule shall be reported to, and noted by, Senate at the next available opportunity. (29) These delegations provide for streamlined decision making to ensure: (30) Delegates must retain a register of decision making taken in accordance with the delegations in this Schedule for reporting to the next meeting of Academic Board and Senate respectively. (31) The acronyms referred to in this Schedule are those used in the Delegations of Authority Policy and Register. (32) The table below authorises the relevant delegate to temporarily suspend, vary, or dispense with requirements contained in the applicable instrument in accordance with clause 3 of this Schedule. (33) The revision table includes revisions up until this document was migrated into the current policy platform. Any later changes will show in the Status and Details tab.Delegations of Authority Policy and Register
Section 1 - Purpose
Section 2 - Scope / Application
Section 3 - Acronyms
Top of Page
Section 4 - Definitions
Top of Page
Chief Executive (Management Level 1)
means the Vice-Chancellor and President.
Members of the Senior Executive (Management Level 2)
3.
Members of the Executive (Management Level 3)
Members of Senior Management (Management Level 4)
5.
Members of Management (Management Level 5)
6.
Members of Line Management (Management Level 6)
Policies procedures and guidelines
have the meanings set out in the Policy Development and Review Policy.
University
means the Australian Catholic University Limited, including its controlled entities (if any), any affiliated institution and any educational institution located on University premises.
Section 5 - Principles
Section 6 - Roles and Responsibilities
Approval Authority
Governing Authority
Responsible Officer
Other Relevant Stakeholders
Section 7 - Review
Section 8 - Further Assistance
Section 9 - Delegations of Authority Register
1. Corporate and Commercial
#
FUNCTION
DELEGATE
RELEVANT POLICY
Policies, Procedures and Guidelines
1.1
Approve:
a) Policies
Approval Authority identified as the Senate, VC or nominee being a Mem Sen Exec, or Committee with appropriate remit in accordance with the Policy Development and Review Policy or as otherwise specified in this document
b) Procedures
Governing Authority for the relevant Policy or as otherwise specified in the relevant Policy
c) Guidelines and local protocols for the implementation of University policies in the following areas:
Responsible Officer being the relevant Mem Sen Exec or Mem Exec in accordance with the Policy Development and Review Policy as follows:
i.
Academic matters
Ac Reg, Provost, DVCRE
ii.
Advancement and alumni
Dir AA
iii.
Finance
CFO
iv.
Governance
Dir LAG
v.
Privacy and Freedom of Information
COO as PO
vi.
Human Resources
CPO
vii.
Information Technology
CIDO
viii.
International activities
PVCGEP
ix.
Library and Collections
Library Director
x.
Records capture, release and destruction, including archiving and access
Dir LAG
xi.
Property
Dir Prop
xii.
Quality Assurance
Dir DASI
xiii.
Risk and compliance
Dir DASI
xiv.
Learning and Teaching
Dir CEI
xv.
Student administration
Ac Reg (Coursework); Dir GRS (HDR)
xvi.
Student wellbeing and campus life
Dir SWRL, Dir SE
xvii.
Intellectual property assets of the University
COO; DVCRE
xviii.
xviii. Corporate engagement, marketing and communication
CMO
Corporate and Governance
1.2
Approve:
Senate on recommendation of VC
a) establishment and naming of campuses; and
1.3
Approve:
VC or Mem Sen Exec nominated by VC
a) establishment, naming, reorganisation and closure of management portfolios, offices, departments
b) reorganisation of faculties
1.4
Approve establishment, naming, reorganisation and closure of units within faculties
VC or Mem Sen Exec nominated by VC
1.5
Approve establishment or participation in (whether by means of debt, equity contribution of assets or by other means):
a) Companies and other entities (including ACU controlled entities)
VC
b) Off-shore companies and other entities off-shore
Senate on recommendation of VC
c) Joint ventures
VC or COO or DVCRE
d) Cooperative teaching or research arrangements
Provost, DVCRE
1.6
Approve business names (including application, renewal, transfer and cancellation)
VC or COO
1.7
Approve and retain register of Faculty Operational Plans
Provost on recommendation of Exec Dean
1.8
Appoint University representatives to outside bodies
VC or Mem Sen Exec (with notification to the VC)
1.9
Appoint Electoral Officers in accordance with the Statutes
Corporation Secretary
1.10
Approval of strategies arising out of the Strategic Plan approved by Senate
Senate, with endorsement by Academic Board for academic strategies
1.10A
Approve enabling frameworks and operational plans
VC on recommendation of VCAC
1.11
Approve the acceptance of risk over Tolerance Levels defined by the Risk Appetite Statement
VC for all risks
Relevant Mem Sen Exec appropriate to designated areas of risk ownership
1.12
COO
1.13
Mem Exec
Determining Employee or Contractor Status Policy
1.14
a) Academic Staff
b) Professional Staff
Relevant Mem Sen Exec
c) Mem Sen Exec
VC
1.15
a) Negotiate
b) Approve and enter into, modify the terms of or terminate
DVCRE on advice of GC or legal practitioner employed as such by the university
any University-based consulting and commercial activities agreement where ACU provides services to an external organization.
1.15a
Relevant Mem Sen Mgt on advice of GC or legal practitioner employed as such by the university
a non-legally binding agreement or memorandum of understanding with a domestic or international entity to create a mutually beneficial industry partnership.
1.16
Approve dealings in the University’s intellectual property assets not otherwise covered in these Delegations including authority to manage commercial and non-commercial exploitation and infringement of the University’s intellectual property, subject to clause 28 of the Constitution of Australian Catholic University Limited
COO
2. Legal and Compliance
#
FUNCTION
DELEGATE
RELEVANT POLICY
Policies, Procedures and Guidelines
2.1
Accept service of legal documents
GC or legal practitioner employed as such by the University on recommendation of GC
2.1A
Seek advice from GC in respect of matters of corporate governance
Chancellor, Pro-Chancellor and VC in their capacities as Directors of ACU Limited, and the independent Chair ARC, on the recommendation of the Corporation Secretary (subject to GC's professional obligations and any conflicts of interest)
2.2
To submit:
a) all statements of compliance required to be made by the University or by the Senate (with the exception of financial statements); or
VC or nominee of VC being a member of the Senior Executive or Executive
b) the Annual Information Statement on behalf of the University; or
COO, Dir LAG, Nat Man Gov
COO, Dir LAG, Nat Man Gov
in accordance with legislation and the requirements of proper authorities under legislation
2.3
Hold any licence or assume any title or office where required or permitted by law to be held or assumed on behalf of the University by a natural person and exercise any function or authority relevantly, required of, or permitted to be exercised by, that officeholder by the statute
VC or nominee of VC
2.4
Settle legal proceedings or disputes
COO or nominee, VC or nominee, FRC or nominee within the limits of their respective general expenditure delegation
2.5
a) Appoint and instruct external lawyers for the purpose of obtaining legal advice or services
Chancellor, VC, GC, COO or legal practitioner employed as such by the University authorised by GC, with a copy of all external legal advice to be provided to GC
b) Instruct external lawyers on matters relating to property leasing and property licensing
COO, GC, legal practitioner employed as such by the University authorised by GC, Dir Prop or nominee on recommendation of COO or GC subject to ongoing consultation with the OGC
c) Instruct external lawyers on matters relating to employment and industrial relations
COO, GC, legal practitioner employed as such by the University authorised by GC, CPO or nominee on recommendation of COO or GC, subject to ongoing consultation with the OGC
d) Appoint and instruct external lawyers for purposes other than the provision of privileged legal advice (e.g., registered migration agent services; provision of learning and development services)
GC or legal practitioner employed as such by the University; CPO or nominee
2.6
Represent the University in a proceeding in a court or tribunal
2.7
Waive University’s right to maintain legal professional privilege in a specific instance
VC or COO
2.8
Approve the use and disclosure of personal information (including sensitive information), subject to clauses 5.8A, 5.8B, 5.8C and 5.8D
PO, on recommendation of PC, GC or legal practitioner employed as such by the University
Executing ACU Agreements / Contracts
2.9
GC
2.10
3. Finance
#
FUNCTION
DELEGATE
DELEGATION LIMIT
RELEVANT POLICY
General
3.1
Approve finance forms and authorisation approval processes prescribed for use in accounting procedures
3.2
Approve annual Operating Budget
Senate
Own Expenditure
3.3
Delegates must not approve the incurring of or the reimbursement of their own expenditures or advances even if it falls within their delegation limit. Such expenditure must be approved by that person’s immediate supervisor
All delegates
Non-Capital Expenditure Delegations
3.4
Approve expenditure and payments not otherwise included elsewhere in the Delegations and not exceeding the delegation limit in respect of any single transaction, that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted. This includes the authority to execute contracts on behalf of the University under conditions set out in the Procurement Policy or Delegations
FRC
Unlimited
VC or COO jointly with Chair, FRC
$10,000,000
VC or COO
$3,000,000
Provost
$1,500,000
CFO
$1,000,000
Note: With reference to clause 3.5 below, the financial delegation is distinct from the substantive delegation and delegates should only approve financial expenditure for areas of substantive responsibility for which they are otherwise authorised to act.
3.5
$1,000,000
Dir Prop
$250,000
Mem Exec
$150,000
Mem Sen Mgt
$50,000
Assoc Dean
$30,000
State Facilities Manager
$20,000
Mem Mgt
$10,000
$5,000
Administrative Officers
$1,000
Banking
3.6
Open and maintain bank accounts including styles, cheque signatories, signature for international authorisations for electronic transfers, payment and receipting processes, credit card facilities, and provide indemnities required by the bank on behalf of the University
3.7
Appoint officers to sign, countersign or endorse instruments required to operate University bank accounts (two signatures must be required for all documents)
CFO
Capital Funded Projects (not otherwise provided for)
3.8
a) FRC
Unlimited
b) VC or COO
$3,000,000
c) Relevant Mem Exec
$2,000,000
d) Relevant Mem Sen Mgt
$200,000
e) Senior Project Manager for the relevant project as nominated by relevant Mem Exec
$100,000
3.9
a) COO
$3,000,000
b) Relevant Mem Exec
$250,000
c) Relevant Mem Sen Mgt
$80,000
d) Senior Project Manager for the relevant project as nominated by relevant Mem Exec
$20,000
Credit Cards
3.10
Approve the issue of, and credit limits associated with, corporate credit cards to staff
CFO
Contracts and Purchase Orders for Goods and Services
3.11
Contracts and Purchase Orders for Goods and Services
CFO
3.12
Sign on behalf of the University contracts not required to be under seal for the provision of services, hire or loan of goods and rental of premises either by the University or procured for the University
a) COO
$10,000,000
b) CFO
$1,000,000
3.13
Determine rates for
a) facilities hire; and
COO on recommendation of Dir Prop
b) residential services
COO on recommendation of Dir SWRL
Fees and Charges
3.14
Approve annual schedule of tuition fees and associated tuition charges including Strategic Projects and any subsequent variations
VC on recommendation of Provost / COO / DVCRE
3.15
Approve prices of:
a) publications;
Provost; DVCRE
b) merchandise; and
COO
c) fees and charges for other University programs, services and equipment
COO; Provost; DVCRE
3.16
a) Waive or refund, in full or in part, domestic coursework student fees
COO or COO's nominee; Ac Reg
$30,000
b) Waive or refund, in full or in part, domestic HDR student fees
DVCRE or DVCRE's nominee; Dir GRS
$30,000
c) Waive or refund, in full or in part, domestic student charges
Provost; Ac Reg; Dir GRS
$5,000
d) Waive or refund, in full or in part, student library fines and charges
Information Services Librarian, Senior Library Technician
$500
e) Waive or refund, in full or in part, domestic and international student fees and charges relating to student accommodation and non-academic student programs
COO on recommendation of Dir SWRL or Ac Reg
$100,000
3.17
Discount international student fee in form of scholarship
Provost on recommendation of PVCGEP
3.18
Approve fee refund for full-fee-paying international students:
a) prior to commencement
PVCGEP (Coursework); DVCRE (HDR)
b) following commencement
Ac Reg (Coursework); Dir GRS (HDR)
3.19
Fees for external examiners
a) Undergraduate / postgraduate coursework
Provost
b) Postgraduate research
DVCRE
3.20
a) Apply for VET funding
PVCGEP
b) Oversee processes in relation to VET FEE HELP or any comparable VET funding scheme (VFH)
PVCGEP
c) Execute any Statutory Declaration or other authority certifying VET student enrolments and related VFH
CFO
3.21
Determine rates for fines and penalties
COO
3.22
Determine rates for parking
COO
Grants
3.23
Accept grants on behalf of the University:
a) Research grants
DVCRE; PVCR; Assoc Dir Res Ops
b) Special purpose/grants other than research
Mem Sen Exec
Insurance
3.24
Approve Risk Framework, Insurance Renewal
ARC on recommendation of COO
Unlimited
3.24A
Approve departure from ACU’s minimum insurance requirements in circumstances of low risk
COO upon recommendation of CFO with advice to the University’s relevant insurer
Investment of Funds
3.25
Approve policy on investment of funds
FRC
3.26
Engage and terminate the use of external fund managers
FRC
3.27
Invest monies of the University, subject to any conditions of a relevant Trust Agreement and FRC investment policy
a) FRC
Unlimited
b) COO
$10,000,000
c) CFO
$10,000,000
d) Assoc Dir Fin Ops
$7,500,000
Loan of Equipment
3.28
Authorise the loan of equipment to outside bodies
a) Mem Sen Exec
Unlimited
b) Mem Exec
$25,000
Payments to Staff
3.29
Approve detailed arrangements for the payment of salaries, wages and allowances, including remittance of salary deductions to external organisations
COO, CPO, CFO, National Manager, Payroll Services
$10,000,000
3.30
Approve payment of employer Superannuation
COO, CPO, CFO, National Manager, Payroll Services
$3,000,000
Payments to Deceased Person
3.31
Approve payment to a person other than the personal legal representative where an amount is due to a deceased person at the date of death
On advice from GC or legal practitioner employed as such by the University any of the following:
a) COO
$1,500,000
b) CFO
$1,000,000
c) CPO
$150,000
Reimbursement without Receipt
3.32
Approve limits for reimbursement without receipt
CFO
Recoveries and Write-offs (Non-property Capital Assets)
3.33
Authorise recovery of monies owed to the University by deduction from salary
3.34
Write off assets and debts
a) FRC
Unlimited
b) COO
$100,000
c) CFO
$50,000
3.35
Write off salary over-payments
a) COO
$100,000
b) CFO
$50,000
Sale, Disposal of Assets (Non-property Capital Assets)
3.36
Approve the sale, trade-in, cannibalisation, scrapping, disposal by gift or donation or write off of assets of specified written down value
a) FRC
Unlimited
b) VC or COO
$10,000,000
c) CFO
$1,000,000
d) Assoc Dir Fin Ops
$5000
Student Loans
3.37
Approve student loans (excluding Commonwealth loans schemes such as OS-HELP) in accordance with applicable policy and procedure
a) PVCGEP (international student loans)
$10,000
b) Provost; COO
$100,000
Travel
3.38
Approve overseas travel requests for their areas of responsibility (subject to relevant policies and procedures)
Mem Sen Exec
3.39
Approve domestic travel requests for their areas of responsibility (subject to relevant policies and procedures)
Collections
3.40
Approve expenditure and payments for the purpose of Library acquisitions within approved budget
Lib Dir
$250,000
Assoc Dir Lib
$100,000
Library Manager (Collections and Access)
$90,000
Library Manager (Data Quality and Digitisation)
$10,000
Debt Issue
3.41
Issue debt in either the Australian Medium-Term Note market or US Private Placement market
CFO
Within a maximum volume of $250,000,000, maturity of up to 30 years and with a yield no greater than 4.5%
4. Property
#
FUNCTION
DELEGATE
DELEGATION LIMIT
RELEVANT POLICY
General
4.1
Approve the disposing of University real property or any interest in real property
a) FRC
Up to $50,000,000
b) VC or COO
Up to $10,000,000
4.2
Approve the acquisition and transfer of real property including associated transaction costs
a) FRC
Up to $50,000,000
b) VC or COO
Up to $10,000,000
4.3
Act as the University’s agent to acquire real property at auction approved in accordance with clause 4.2, above including to:
Dir Prop
a) bid at auction;
a) Up to the relevant financial delegation of the authorised body or delegate specified in these Delegations or any lesser amount approved by resolution of the authorised body or approved in writing by the authorised delegate
b) sign the contract of sale on behalf of the University;
b) In accordance with sub-clause a), above
c) pay a deposit up to the delegation limit; and
c) Up to $2,000,000 for a deposit on a property secured at auction
d) take all other steps necessary to effect the acquisition of property at auction within the limits of the authority delegated to the delegate
d) In accordance with sub-clause a), above
4.4
Negotiate and approve conditions of a contract in relation to land acquisition, sale or development which has previously been approved by FRC or Senate
VC; COO; Dir Prop
4.5
Approve agreements, arrangements, contracts, plans or any other documents, consequential to an acquisition or disposal of land approved by FRC or Senate
4.6
Approve any document creating or effecting an approved positive or restrictive covenant, easement, mortgage or charge or effecting a subdivision of University land
4.7
a) Approve and execute Development Applications, owner's consents to Development Applications
COO, Dir Prop
b) Approve designs with respect to any approved capital, facilities or overhead works or services
4.8
Approve a lease over University-owned premises
a) FRC
b) VC or COO
4.9
Approve a lease over non-University premises
a) FRC
b) VC or COO
4.10
Approve and execute all property licences over University-owned premises or non-University owned premises
a) FRC
b) VC or COO
4.11
COO
4.11A
Approve expenditure and payments (including rental) in relation to registered leases already entered into by the University where the University is the lessee, not exceeding the delegation limit for the total annual lease commitment. Invoice splitting is not permitted.
Dir Prop
$250,000 (total annual lease commitment)
Capital Projects
4.12
Approve overall allocation of capital for the buildings and the estates’ capital plan
a) Senate
Unlimited
b) FRC
Up to $50,000,000
4.13
Approve allocation of capital in the approved Annual Capital Plan budget to individual Capital Projects and Programs of Work
a) Senate
Unlimited
b) FRC
Up to $50,000,000
c) VC or COO
Up to $10,000,000
d) Dir Prop
Up to $2,000,000
4.14
a) VC or COO
Up to $10,000,000
b) Dir Prop
Up to $2,000,000
c) Assoc Dir DCP
Up to $200,000
d) Senior Project Manager for the relevant project as nominated by Dir Prop
Up to $100,000
4.15
a) COO
$1,500,000
b) Dir Prop
$250,000
c) Assoc Dir DCP, Assoc Dir FM
$80,000
d) Senior Project Manager for the relevant project as nominated by Dir Prop
$20,000
4.16
Approve expenditure for feasibility studies (‘seed funding’) to determine the viability of property-related capital projects
a) COO
$3,000,000
b) Dir Prop
$250,000
4.17
Exercise the powers and functions of the Corporation at a meeting of the Owners Corporation or Executive Committee of any property in which the University has a strata title interest
COO; Dir Prop
4.18
Represent the University at a meeting of the Owners Corporation or Executive Committee of any property in which the University has a strata title interest subject to any written directions provided by the relevant delegate identified in clause 4.17
Dir Prop
4.19
Approve and execute contracts and purchase orders in accordance with approved facilities or maintenance plan
a) COO
Up to $10,000,000
b) Dir Prop
Up to $250,000
c) Assoc Dir FM
Up to $80,000
d) State Facilities Manager for the relevant project as nominated by Dir Prop
Up to $20,000
e) Facilities Manager
Up to $5,000
4.20
Approve:
Senate on the recommendation of the VC
a) building names;
b) changes to building names; and
c) removal of building names
4.21
Approve:
Dir Prop
$250,000
a) the hire; and
of University facilities (excluding leases and licences)
5. Information Technology
#
FUNCTION/AUTHORITY
DELEGATE
RELEVANT POLICY
Infrastructure
5.1
Design, provide, maintain, upgrade and modify digital campus networks and approve or deny device attachments and network interconnections
CIDO
5.2
Approve or deny changes to information Systems Management framework
COO upon recommendation of CIDO
5.3
Approve electronic interfaces to enterprise production systems
CIDO upon recommendation of the business system owner
5.4
Develop and implement an IT business continuity plan incorporating measures for disaster avoidance and recovery
DCOO upon recommendation of CIDO
5.5
Approve digital certificates and domain name registrations
CIDO
Information Security
5.6
Take necessary action to assure continuity and security of the digital campus
CIDO
5.7
Approve commissioning and operation of outsourced and cloud-sourced services
COO upon recommendation of CIDO
5.8
Authorise action in relation to information security requests in the context of the urgent procedures that protects computing and information systems
5.8A
Authorise access to email, network and software applications of former members of staff and students to ensure business continuity
Relevant Mem Ex in consultation with CIDO following advice from PC
5.8B
Authorise access to email, network and software applications of former members of staff and students for purposes relating to internal or external investigations involving a former staff member or student
CPO or Ac Reg in consultation with CIDO following advice from PC
5.8C
Authorise access to email, network and software applications of current members of staff to ensure business continuity (excluding workplace surveillance)
Relevant Mem Ex on advice from PC with notification to PO, CPO or Ac Reg (as relevant) and CIDO
5.8D
5.9
Restrict email, network or software application threats and malware
CIDO
Capital Projects
5.10
a) VC or COO
Up to $10,000,000
b) CIDO
Up to $2,000,000
c) Assoc Dir IT
Up to $200,000
d) Senior Project Manager for the relevant project as nominated by CIDO
Up to $100,000
5.11
a) COO
$3,000,000
b) CIDO
$250,000
c) Assoc Dir IT
$80,000
d) Senior Project Manager for the relevant project as nominated by CIDO
$20,000
6. Human Resources
#
FUNCTION
DELEGATE
RELEVANT POLICY
Own Recommendation
6.1
A delegate may not approve where they are the recommending University Officer. Members of Management Level 1 (Chief Executive) and Management Level 2 (Members of the Senior Executive) are exceptions.
All Delegates
Recruitment
#
FUNCTION
DECISION TO RECRUIT
APPROVAL OF APPOINTMENT
RELEVANT POLICY
6.2
Vice-Chancellor and President
Senate
Senate
6.3
VC
Senate on recommendation of VC
6.4
Member of the Executive
Vice-Chancellor and President
Mem Sen Exec
6.5
Academic Levels A to D
Mem Sen Exec
Mem Sen Exec
Academic Level E
Mem Sen Exec
Mem Sen Exec
Professional Staff HEW 1 to 9
Mem Sen Exec
Mem Sen Exec
Staff above HEW 9
Mem Sen Exec
Mem Sen Exec
Other Staff
Mem Sen Exec
Mem Sen Exec
6.6
Casual staff (excluding sessional staff)
Mem Exec or nominee
Nominated Supervisor with notification to Mem Exec
6.7
Nominated Supervisor with notification to relevant Mem Exec or Senior Mgt
Mem Exec or relevant Mem Sen Mgt
6.8
Not used
6.9
Placement arising from redeployment or redundancy
Mem Sen Exec on recommendation of Mem Exec
#
FUNCTION
DELEGATE
RELEVANT POLICY
6.10
Non-standard appointment (outside of normal provisions)
Mem Sen Exec with advice from P&C
6.10A
Approve appointments where an off-campus location is designated in the employment contract (domestic and international)
VC with advice from CPO
6.11
Mandate to teach theological subjects
VC with communication from the relevant ecclesiastical authority
6.12
Employer sponsorship for appointment of overseas staff including Employer Nomination Scheme, Temporary Business Long Stay and Visiting Academic
CPO or nominee makes the employer application for sponsorship appointment
6.13
Travel expenses and relocation allowance associated with appointment to the University
a) International
Mem Sen Exec on advice from P&C
b) National within limits set under Travel and Relocation Expenses Policy
Nominated Supervisor with notification to the Mem Exec and on advice from P&C
c) National outside limits set under Travel and Relocation Expenses Policy
Mem Sen Exec on advice from P&C
6.14
Secondments
a) Internal
Mem Exec
b) External
Mem Sen Exec on advice from P&C
6.15
Staff transfers
a) Academic Level E and above HEW 9
Mem Sen Exec
b) Other staff
i. Within organisational unit
Mem Exec
ii. Between organisational units
Mem Sen Exec
6.16
Academic Promotion
a) Academic Levels B, C and D
Provost when Academic Promotions Committee chaired by a nominee of the Provost who holds a substantive position at Level E
b) Academic Level E
Provost when where Academic Promotions Committee chaired by a nominee, or VC if chaired by the Provost
6.16A
Assessment of qualification experience
Exec Dean or Nat HOS
6.17
Letters of offer
CPO or nominee
Assignments and Acting Appointments
6.18
a) Deputy Dean
Deputy Provost
b) Assoc Dean
Deputy Provost
c) National Head of School
Deputy Provost
d) State Head of School
Exec Dean
e) Deputy Head of School
Exec Dean
f) Other responsibilities within a School
Exec Dean
g) Other responsibilities within an Academy
Academy Dean
h) Other responsibilities within a Research Institute
DVCRE
6.19
a) Acting Vice-Chancellor and President > 4 weeks
Senate
b) Acting Vice-Chancellor and President < 4 weeks
VC
6.20
Acting Member of the Senior Executive (Management Level 2)
VC
6.21
Acting Member of the Executive (Management Level 3)
Mem Sen Exec
6.22
Acting Academic managers
a) Deputy Dean / Assoc Dean / Academy Deputy Dean: Up to 6 months > 6 months
c) State Head of School/Deputy Head of School: Up to 6 months > 6 months
d) Deputy Head of Academy/Academy Deputy Dean: Up to 6 months > 6 months
6.23
Professional Staff acting appointment
Mem Exec
Employment Related Payments and Working Arrangements
6.24
Payment of salary loading (capped at 20%)
Mem Sen Exec with advice from CPO or nominee
6.25
Payment of timesheets for casual staff (hours worked)
Nominated Supervisor
6.26
Payment of motor vehicle expenses
Nominated Supervisor
6.27
Shiftwork for Professional Staff
a) Introduction of shiftwork arrangement
Mem Exec
b) Payment of shift allowance
Nominated Supervisor
6.28
Overtime for Professional Staff
a) Prior approval to direct staff to undertake overtime
Mem Exec
b) Time in lieu
Nominated Supervisor
c) Payment including meal allowance
Nominated Supervisor
6.29
On-Call Arrangements for Professional Staff
a) Prior approval of on-call arrangements
Mem Exec
b) Payment of overtime for on-call staff required to return to the University
Nominated Supervisor
6.30
Flexible Work Arrangements for Professional Staff
a) Operation of working arrangements
Nominated Supervisor
b) Payment of excess accumulated time credits
Mem Exec
6.31
Paid
a) Inside Work
Mem Exec
b) Outside Work
Mem Exec
6.32
a) Up to six weeks
a) Nominated Supervisor
b) Greater than six weeks
b) Mem Exec
6.33
Incremental Progression (until common incremental progression date approved and implemented)
Nominated Supervisor
6.34
Authority to direct a staff member to attend a medical examination in association with ill-health
CPO or nominee
6.35
Approval of Position Classification Request
Mem Exec
6.36
a) Associated with the birth or an infant or adoption of a pre-school age child
Nominated Supervisor
b) Foster parent leave
Nominated Supervisor
c) For staff unattached from substantive position
CPO or nominee
6.37
Leave Without Pay
a) Up to 12 months
Mem Exec
b) Over 12 months
Mem Sen Exec in consultation with P&C on a case-by-case basis
6.38
Extraordinary leave
Mem Sen Exec on advice from CPO
6.39
All other leave
Nominated Supervisor
6.40
Instruction to clear annual leave or long service leave
Nominated Supervisor
6.41
Continue annual leave accrual above 40 days
Mem Exec following advice from CPO or nominee
Managing for Performance
6.42
Probation – Confirmation of Employment
a) Continuing Academic Staff
Mem Sen Exec
b) Fixed-Term Academic Staff
Mem Exec
c) Professional Staff
Mem Exec
6.43
Nominated Supervisor with notification to Mem Exec (where necessary)
6.44
Nominated Supervisor
6.45
Study time and/or financial assistance
Nominated Supervisor with notification to the Mem Exec
6.46
Resignation or retirement:
a) In accordance with conditions of appointment
Mem Exec
b) Contrary to conditions of appointment
Mem Exec with advice from CPO or nominee
6.47
Dismissal, termination or suspension:
a) Members of Senior Management employed under a senior management employment agreement
Relevant Mem Sen Exec upon advice from the relevant Mem Exec
b) Members of the Executive
VC upon advice from the relevant Mem Sen Exec
c) Members of the Senior Executive
SSC upon advice from the VC
d) VC
Senate, upon advice from the Chancellor and SSC
e) All other staff
VC
f) In the case of suspension with pay
VC
6.48
Termination during probation
VC through relevant Mem Exec with advice from CPO or nominee
6.49
Termination during minimum employment period
VC through relevant Mem Exec with advice from CPO or nominee
6.50
Variation of employment contract due to shortage of work (casual academic staff and casual professional staff only)
Nominated Supervisor
6.51
Termination due to ill-health
Mem Sen Exec with advice from CPO or nominee
6.52
Redundancy: authority to declare a position surplus to University requirements including as part of an approved Change Plan
VC with advice from CPO or nominee
6.53
Redundancy: authority to execute a deed or any other document effecting a redundancy or separation from the University
COO, CPO following approval of redundancy by VC in accordance with clause 6.52
6.54
Acceptance, upon instructions from the relevant delegate, of a negotiated outcome arising out of conciliation or substantive proceedings in the Fair Work Commission including execution of a document, excluding a deed, substantially effecting release and/or settlement of any claim, in accordance with clause 2.10
CPO upon instructions from the VC or COO
Working with Children and Vulnerable Persons
6.55
a) Staff working with children and vulnerable persons check
CPO or nominee
b) Students working with children and vulnerable persons check
Mem Exec or nominee
c) Students in clinical placements children and vulnerable persons check
Mem Exec or nominee
Police Checks
6.56
Police checks for staff working in specific roles
CPO or CFO or their respective nominees
7. Academic and Student Matters
#
FUNCTION
DELEGATE
RELEVANT POLICY
General
7.1
Approve policies and procedures on academic matters falling under Statute 2.5 - The Academic Board
Academic Board
7.2
Approve academic calendar for each year
Academic Board on recommendation of SALPC
7.3
Award coursework degrees, associate degrees, diplomas and certificates
VC on recommendation of Chair, Academic Board
Academic Award Course Offerings
7.4
Academic Board with notification to Senate
7.5
Senate, on recommendation of Academic Board
7.6
Approve course proposals, change types and approvals pathways
The relevant approver identified in Schedule 4 of the Course Accreditation and Amendment Procedure, as amended from time to time, with notification to Senate of any subsequent amendments to the ‘Approve’ list in Schedule 4
Student Admissions
7.7
Approve admission of:
a) Domestic coursework students (including waiving GPA requirements)
Ac Reg or designated officer appointed by the Ac Reg in accordance with the Admission to Coursework Programs Policy
b) International coursework students
PVCGEP or designated officer appointed by the PVCGEP in accordance with the Admission to Coursework Programs Policy
c) HDR Domestic students
Dir GRS on recommendation of relevant ADR in accordance with the Higher Degree Research Regulations
d) HDR International Students
PVCGEP on recommendation of relevant ADR and Dir GRS in accordance with the Higher Degree Research Regulations
Student Enrolment and Progression
7.8
Approve annual enrolment load plan and subsequent amendments for:
a) Domestic coursework students
VC on recommendation of Provost
b) International coursework students
VC on recommendation of Provost and in consultation with PVCGEP
c) Domestic and International HDR students
VC on recommendation of DVCRE and in consultation with Provost
7.9
Determine minimum rate of progress in a program of study
Academic Board on recommendation of the CAQC and / or URC
7.10
Approve recognition of prior learning, advanced standing and credit transfer
a) Coursework students
Faculties; Ac Reg in consultation with Faculties
b) HDR students
Dir GRS in consultation with ADR
c) credit transfers between double and single components of a degree and between courses within a qualification pathway
Ac Reg or nominee
7.10a
Assess progression of HDR students to next stage of candidature
If progress is satisfactory, ADR; unsatisfactory progress is assessed by PVCR on recommendation of ADR
7.11
Determine that the requirements for a degree have been satisfied
a) Coursework students
Ac Reg on recommendation of Faculties
b) HDR students
Dir GRS on recommendation of ADR
7.12
Terminate candidature of a coursework student for failure to progress
Exec Dean on recommendation of Nat HOS
7.13
Cancel enrolment due to non-payment of fees or submission of falsified or fraudulent information
a) Coursework students
Ac Reg or nominee
b) HDR students
Dir GRS or nominee
Assessment
7.14
Determine whether a student has experienced a serious and unavoidable disruption to studies, for the purpose of granting special consideration
Lecturer in Charge or Course Coordinator
7.15
Approve final grade for a unit of study
Nat HOS, State/Deputy HOS on the advice of Lecturer in Charge
Prizes, Awards and Scholarships
7.16
Determine the requirements for the award of a University Medal
Academic Board on recommendation of Ac Reg
7.17
Approve the award of a University Medal within the requirements
Academic Board on recommendation of Ac Reg or Chair, Academic Board, in accordance with the Policy
7.18
Determine conditions for bursaries, scholarships, fellowships and prizes for:
a) Coursework students
Ac Reg
b) HDR students
Dir GRS
7.19
Consider and determine a review or appeal
Responsible Officer(s) or University Appeals Committee pursuant to the Student Appeals Policy and Student Appeals Procedure
7.20
Responsible Officer(s) pursuant to the Student Complaints Policy and Student Complaints Procedure
Student Misconduct
7.21
Breaches of Academic Honesty
As prescribed by the Student Academic Integrity and Misconduct Policy
7.22
Student Misconduct
As prescribed by the Student Conduct Policy and Managing Student Misconduct Procedure
Executive Approvals
7.23
Exercise the powers and authority of the Academic Board on procedural matters as per circumstances outlined in the Course Accreditation and Amendment Procedure and Course Review Procedure requiring action before the next scheduled Academic Board meeting and / or when it is not possible or practicable for the Academic Board to exercise the function in a particular case
Chair, Academic Board with notification to Academic Board at the first available opportunity
7.24
Exercise the powers and authority of the Academic Board on non-procedural matters in circumstances where a critical incident is declared requiring action before the next scheduled Academic Board meeting and/or when it is not possible or practicable for the Academic Board to exercise the function in a particular case
Chair, Academic Board with notification to Academic Board at the first available opportunity
7A. Adjunct and Honorary Titles
#
FUNCTION
DELEGATE
RELEVANT POLICY
7.A1
a) Propose or second a nomination or renewal
DVCE; Directors of Research Institutes and Research Centres; Executive Deans
b) Second a nomination or renewal
Deputy Dean, PVCE; PVCGEP; PVCR; Dean, La Salle Academy; Nat HOS; Dir CEI; Chair, Academic Board
c) Approve a nomination or renewal
VC on recommendation of the Provost and DVCRE
7.A2
a) Propose or second a nomination or renewal
DVCE; Directors of Research Institutes and Research Centres; Executive Deans
b) Second a nomination or renewal
Deputy Dean; PVCE; PVCGEP; PVCR; Dean, La Salle Academy; Nat HOS; Dir CEI; Chair, Academic Board
c) Approve a nomination or renewal
Provost and DVCRE
7.A3
a) Propose or second a nomination or renewal
DVCE; Director, PM Glynn Institute
b) Approve a nomination or renewal
Provost and DVCRE
8. Research and Higher Degree Research Administration
#
FUNCTION
DELEGATE
RELEVANT POLICY
Policy
8.1
Approve policies and procedures on academic matters falling under Statute 2.5 - The Academic Board
Academic Board
Research Administration
8.2
Establish and dis-establish University Research Centres, Academies and Research Institutes
Senate on advice of VC and Academic Board
8.3
Approve submission of Commonwealth Government reports in relation to research and higher degree research
VC on advice from DVCRE or COO
8.4
Approve participation in research arrangements that involve:
a) Establishment of an ACU controlled entity
VC or DVCRE
b) ACU involvement in an incorporated or other entity with other parties
VC or DVCRE
8.5
Approve research and higher degree research agreements with with commercial components and commercial and non-commercial partners that:
a) involve an off-shore partner
DVCRE
b) are funded by ACU (including monetary and/or other ACU resources including staff time)
DVCRE; PVCR; Assoc Dir Res Ops
c) establish international and domestic PhD arrangements, including cotutelle and joint PhD
DVCRE
8.5a
Approve agreements or any other arrangements where ACU is service provider that contain minority research components.
DVCRE
8.6
Approve research and higher degree research agreements funded by, or with contributions from, the Australian Research Council or NHMRC
DVCRE; PVCR; Assoc Dir Res Ops
8.7
Approve agreements granting any right in intellectual property arising out of research conducted by or on behalf of the University
DVCRE, PVCR, COO
8.8
Approve agreements or any other arrangements (including a Deed of Settlement arising out of a dispute) varying or revoking any right in intellectual property
DVCRE, COO
8.8A
Approve agreements for access to services, data and third-party facilities for research purposes
Assoc Dir Res Ops
Research Applications
8.9
Approve submission of external research grant applications and contract submissions that involve:
a) funding from University sources
DVCRE; PVCR; Assoc Dir Res Ops
b) in kind contribution
8.10
Approve participation in clinical trials
DVCRE; PVCR; Assoc Dir Res Ops
8.11
Approve applications for registration, alienation, maintenance and prosecution (including abandonment) of intellectual property arising out of research conducted by or on behalf of the University
DVCRE, COO
Higher Degree Research
8.12
Appoint a Principal Supervisor and at least one other Supervisor to an HDR student
ADR
8.13
Award Research Higher Degree
VC on recommendation of Chair, Academic Board
8.14
Terminate candidature of a Higher Degree Research student
PVCR on recommendation of ADR
Research Scholarships
8.15
Approve allocation of:
a) Internal HDR scholarship
PVCR
b) External HDR scholarship – funded or co-funded
PVCR
8.16
Submit HDR report to external scholarship funding agencies
DVCRE
Internal Research Funding
8.17
Approve central University funding for a research activity
DVCRE
Research Ethics
8.18
Approve conduct of research involving humans
Chair, HREC
Staff Research
8.19
[REPEALED]
8.20
Approve private and University consulting involving research for Academic Staff where the activity is not otherwise captured in clause 1.13
DVCRE on recommendation of ADR
9. Educational, Academic and International Agreements
#
FUNCTION
DELEGATE
RELEVANT POLICY
Third-Party Agreements
9.1
a) Negotiate,
VC, Provost, DVCRE, VP, DVCE, Exec Dean
b) approve and enter into,
VC, Provost, DVCRE, VP
c) modify the terms of, and
VC, Provost, DVCRE, VP
d) terminate,
VC, Provost, DVCRE, VP on recommendation of relevant Exec Dean and following advice from GC or legal practitioner employed as such by the University
an agreement or memorandum of understanding (or similar document) with another Australian educational institution or other domestic entity creating an educational partnership
9.2
a) Negotiate,
VC; Provost; DVCRE; VP; PVCGEP; DVCE; Exec Dean
b) approve and enter into,
VC; Provost; DVCRE; VP; PVCGEP
c) modify the terms of, and
VC; Provost; DVCRE; VP; PVCGEP
d) terminate,
VC; Provost; DVCRE; VP on recommendation of PVCGEP and following advice from GC or legal practitioner employed as such by the University
an agreement or memorandum of understanding (or similar document) with an international educational institution or foreign entity creating an educational partnership
Articulation and Affiliation Agreements
9.3
VC; Provost on recommendation of relevant Exec Dean subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
9.4
Approve the terms and conditions under which affiliated educational, research, or support organisations gain access to the facilities or services of the University
Provost; DVCRE; COO; DVCE
Student Placement Agreements
9.5
Provost; Exec Dean; DVCRE; PVCR subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
Third Party and Educational Partnerships Policy; Third Party and Educational Partnerships Procedure
9.6
Exec Dean; National Head of School; Dir GRS subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
Third Party and Educational Partnerships Policy; Third Party and Educational Partnerships Procedure
International
9.7
PVCGEP on recommendation of relevant Exec Dean subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
Third Party and Educational Partnerships Policy; Third Party and Educational Partnerships Procedure
9.8
PVCGEP subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
Community Engagement
9.9
a) Negotiate,
VP
b) approve and enter into,
VP in consultation with DVCRE for agreements involving research
c) modify the terms of, and
VP in consultation with DVCRE for agreements involving research
d) terminate,
VP on recommendation of Head, ACU Engagement, subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
a mutual benefit type memorandum of understanding (or similar document) for community engagement activities with an Australian educational institution or other non-commercial domestic entity without specific financial commitment
9.10
a) Negotiate,
VP
b) approve and enter into,
VP in consultation with DVCRE for agreements involving research
c) modify the terms of, and
VP in consultation with DVCRE for agreements involving research
d) terminate,
VP on recommendation of Head, ACU Engagement, subject to advice from GC or legal practitioner employed as such by the University in relation to instances of termination
a mutual benefit type memorandum of understanding (or similar document) for community engagement activities with an international educational institution or other non-commercial international entity without specific financial commitment
Leadership, Satellite and Study Centres
9.11
Senate on recommendation of VC
Commercial Activities / Agreements
9.11a
a) Negotiate
Relevant Mem Sen Mgt
DVCRE on advice of GC or legal practitioner employed as such by the university
any University-based consulting and commercial activities agreement where ACU provides services to an external organisation.
9.11b
a) Negotiate
Relevant Mem Sen Mgt
Relevant Mem Sen Mgmt on advice of GC or legal practitioner employed as such by the university
memorandum of understanding with a domestic or international entity to create a mutually beneficial industry partnership.
Other
9.12
COO on advice of GC or legal practitioner employed as such by the University
See also 2.10 (Legal – entering into contracts)
10. International
#
FUNCTION
DELEGATE
RELEVANT POLICY
General
10.1
Approve appointment of international education agents
PVCGEP
10.2
Approve commission structures of international education agents
PVCGEP in consultation with CFO
10.3
Approve establishment of off-shore agencies
Provost on recommendation of PVCGEP
10.4
Approve appointment of transnational education provider
Provost on recommendation of PVCGEP and relevant Exec Dean
Student Exchange
10.5
Approve Student Exchange and Study Abroad agreements
PVCGEP
11. Library and Collections
#
FUNCTION
DELEGATE
RELEVANT POLICY
Library
11.1
Suspend or exclude a student from the Library or impose a fine or both for a breach of Library policies, procedures, guidelines, rules or processes
Lib Dir
Collections
11.2
Approve the establishment or disestablishment of a museum or collection
DVCE
Artwork
11.3
Approve the establishment or disestablishment of an artwork collection
VC
12. Marketing, Fundraising, Alumni and Communications
#
FUNCTION
DELEGATE
DELEGATION LIMIT
RELEVANT POLICY
Marketing and Branding
12.1
Approve style of University name and logo
12.2
Approve University brand
Senate on recommendation of VC
12.3
Approve use of University logo or other indicia by other parties in third-party agreements (commercial or non-commercial)
VC or COO
12.4
Approve applications for assignment of trademarks (including cancellation)
VC or COO
12.5
Approve other dealings in trademarks (including renewals)
VC or COO
12.6
Approve marketing campaigns at:
a) University level
a) COO in consultation with Mem Sen Exec
b) Faculty level
b) CMO in consultation with Exec Dean
c) Staff Recruitment
c) CPO or nominee in consultation with Mem Exec
Fundraising, Donations and Bequests
12.7
Approve naming rights for University Chair
Senate on recommendation of VC
12.8
Approve establishment and disestablishment of foundations
VC
12.9
Approve acceptance of gifts and bequests
a) FRC
Unlimited
b) VC
$3,000,000
c) COO
$1,500,000
d) Lib Dir
$150,000 in relation to books, journals and library collections
e) Dir AA
$150,000
12.10
Approve acceptance of funding for scholarships and awards, including HDR scholarships and prizes
a) VC on recommendation of Dir AA in consultation with the DVCRE and / or Ac Reg as relevant
>$150,000
b) Dir AA in consultation with the Provost, DVCRE and / or Ac Reg as relevant
<$150,000
12.11
Approve fundraising campaigns and initiatives:
a) University-wide
VC in consultation with Mem Sen Exec and / or Dir AA, as relevant
b) Faculties and other units
12.12
Approve alumni-related University activities
Dir AA
Communications
12.13
Approve inclusion in ACU announcements and other ACU broadcast communications
Relevant Mem Exec and / or CMO
12.14
Approve media release
Relevant Mem Sen Exec and / or CMO
12.15
Approve content for corporate pages of ACU website
CMO
12.16
Approve sponsorship agreements and arrangements
a) FRC
Unlimited
b) VC
$500,000
c) COO
$150,000
d) CMO
$150,000
13. Rome Campus
#
FUNCTION/AUTHORITY
DELEGATE
RELEVANT POLICY
Rome Campus - General
13.1
Coordination of all activities associated with the Rome Campus including property, finance, academic programs, administration and students
VP (as VC Delegate Rome) in consultation with the RSC
13.2
Academic programs
Provost in consultation with the RSC
13.3
Infrastructure and administration
COO, DCOO in consultation with the RSC
13.4
Legal
COO, GC in consultation with the RSC
13.5
Finance
COO, CFO in consultation with the RSC
13.6
Properties and facilities
Dir Prop in consultation with the RSC
13.7
Staffing
VP in consultation with CPO and the RSC
13.8
Students
Provost in consultation with the RSC
13.9
Campus Management
VP, Dir RC and Dep Dir RC in consultation with the RSC
Schedule 1 – Extraordinary Delegations
Application
Operation
Academic and Student Matters
Top of Page
#
INSTRUMENT
RELEVANT PROVISION
DELEGATE
Application of Regulations, Policies, and Procedures
S1.1
Academic Regulations
VC on recommendation of the Chair, Academic Board
S1.2
Admission to Coursework Programs Policy
VC (or nominee) on recommendation of Ac Reg
S1.3
Admission to Coursework Programs Procedure
Ac Reg
S1.4
VC (or nominee) on recommendation of Deputy Provost
S1.5
Assessment Procedure
Deputy Provost
S1.6
Special Consideration Procedure
Deputy Provost
S1.7
Student Fees Policy
a) Refund of fees (ss8, 9)
VC (or nominee) on recommendation of Ac Reg
S1.8
Examination Policy
VC (or nominee) on recommendation of Ac Reg
S1.9
Common Academic Calendar Policy [includes Study Periods as approved by Academic Board]
a) Construction of the common academic calendar (s4)
VC (or nominee) on recommendation of Ac Reg
S1.10
Common Academic Calendar Procedure
Ac Reg
Section 10 - Revisions made to this Policy
Date
Major, Minor or Editorial Revision
Description of Revisions(s)
25 November 2014 (version 1)
New policy approved by Senate
17 June 2015 (version 2)
Amendments designed to broaden the scope of the authority of the Chair of Academic Board (executive approvals)
Minor
Amendment to increase the financial delegation in clause 3.25 (in relation to payments to staff of salaries, wages and allowances)
13 October 2016 (version 4)
Major, minor and editorial
Amendments designed to clarify and expand upon individual delegations and to address minor inconsistencies (first major review)
10 April 2017 (version 5)
Major, minor and editorial
Amendments designed to reflect the new Management Levels, the new Pro Vice-Chancellor roles and other minor amendments
14 June 2017 (version 6)
Minor
Amendment to give effect to the new finance delegation in clause 3.40 recommended by the Standing and Finance Committee
30 November 2017 (version 7)
Major, minor and editorial
Amendments to various delegations (second major review)
13 June 2018 (version 8)
Major, minor and editorial
Amendments to various delegations including Property delegations; clarifying delegations in relation to the Rome Campus
8 April 2020 (version 9)
Major, minor and editorial
Amendments to various delegations
3 December 2020 (version 10)
Major, minor and editorial
Amendments to various delegations
Major, minor and editorial
Amendments to various delegations
Editorial
Administrative amendment authorised by the Chief Operating Officer under clause 1.12 to rectify a transcription error in clause 6.5 (reverting to approved clause 6.5 of version 10)
Major, minor and editorial
Amendments to various delegations as a result of changes in role and position titles; a review of academic, research, legal and various other delegations
Minor and editorial
Insertion of new clause 1.13 relating to consultancy and contractor arrangements; the deletion of clause 6.8 and editorial changes to give effect to these amendments approved by the Chief Operating Officer under clause 1.12
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Dean, La Salle
Dean, La Salle Academy
Ac Reg
Academic Registrar
ADR
Associate Dean, Research
Assoc Dean
Associate Dean
Assoc Dir DCP
Associate Director, Development and Capital Projects
Assoc Dir Fin Ops
Associate Director, Financial Operations
Assoc Dir FM
Associate Director, Facilities Management
Assoc Dir Lib
Associate Director, Libraries
Assoc Dir Prop
Associate Director, Properties and Facilities [all Associate Directors]
Assoc Dir Res Ops
Associate Director, Research Operations
ARC
Audit and Risk Committee
CAQC
Courses and Academic Quality Committee
CD
Campus Dean
CE
Chief Executive (Management Level 1)
CFO
Chief Financial Officer
CIDO
Chief Information and Digital Officer
CMO
Chief Marketing Officer
COO
Chief Operating Officer
CPO
Chief People Officer
DCOO
Deputy Chief Operating Officer
Dep Dir RC
Deputy Director, Rome Campus
DIIE
Dean, Innovation & Industry Engagement
Dir AA
Director, Advancement and Alumni
Dir CEI
Director, Centre for Education and Innovation
Dir GRS
Director, Graduate Research School
Dir LAG
Director, Legal, Assurance and Governance
Dir Prop
Director, Properties and Facilities
Dir RC
Director, Rome Campus
Dir SO
Director, Strategy and Operations
Dir SE
Director, Student Experience
Dir SWRL
Director, Sports, Wellbeing and Residential Life
DP
Deputy Provost
DVC
Deputy Vice-Chancellor
DVCE
Deputy Vice-Chancellor (Education)
DVCRE
Deputy Vice-Chancellor (Research and Enterprise)
Exec Dean
Executive Dean
FRC
Finance and Resources Committee
GC
General Counsel
HDR
Higher Degree Research
HOS
Head of School
HREC
Human Research Ethics Committee
Lib Dir
Library Director
Mem Exec
Member of the Executive (Management Level 3)
Mem Line Mgt
Member of Line Management (Management Level 6)
Mem Mgt
Member of Management (Management Level 5)
Mem Sen Exec
Member of the Senior Executive (Management Level 2)
Mem Sen Mgt
Member of Senior Management (Management Level 4)
Nat Man ERS
National Manager, Employment Relations and Safety
Nat Man Gov
National Manager, Governance
NHMRC
National Health and Medical Research Council
OGC
Office of General Counsel
P&C
People and Capability
PC
Privacy Coordinator
PO
Privacy Officer
PVCE
Pro Vice-Chancellor (Engagement)
PVCGEP
Pro Vice-Chancellor (Global and Education Pathways)
PVCR
Pro Vice-Chancellor (Research)
RSC
Rome Steering Committee
SSC
Senate Standing Committee
ULTC
University Learning and Teaching Committee
URC
University Research Committee
VC
Vice-Chancellor and President
VCAC
Vice-Chancellor's Executive Board
VP
Vice President and Director, Identity & Mission
WHS
Workplace Health and Safety
Term
Definition
Agreement or Contract
includes a document having the effect, when signed or approved, of committing the University to legally binding obligations. This includes a University purchase order, deeds, consultancy or commercial contracts, research tenders, or any other document committing the University to legally binding obligations.
Delegate
means an officer or a group of persons (such as a committee) with delegated authority under this document.
Management Levels
means the following positions (in descending order):
1.
2.
means the following positions:
means the following positions:
means the following positions:
means the following positions:
means the following positions:
b) renaming and disestablishment of campuses
Approve amendments to these Delegations which are:
a) minor and do not change substance or effect of the delegations or
b) consequential on changes to a position title, policy, process or procedure
Approve the engagement of a consultant or a contractor (including agency / contract staff engaged through preferred recruitment agencies or other suppliers) under a contract for services within the delegate’s area of responsibility. In this clause:
a) the engagement must not exceed the delegated limit in respect of any single transaction. That is, the total of each individual contract, order or commitment comprising the entire transaction must not exceed the total (overall) delegation limit. Invoice splitting is not permitted;
b) clause 3.5 of the Delegations specifies the ‘delegated limit in respect of any single transaction’;
c) a ‘consultant’ means an individual or entity engaged by the University to evaluate the University’s needs and provide expert advice and opinion within their specific area of expertise on strategic, operational or other activities of the University;
d) a ‘contractor’ or ‘independent contractor’ means an individual or entity that the University engages to perform work for the University but who is not employed by the University. A contractor undertakes to produce a given result and the agreed payment becomes payable when the contractual conditions have been fulfilled;
e) contractors and consultants are engaged via a ‘contract for services’ (or ‘contract by performance’) which refers to a contractual arrangement by which one person or entity agrees to provide workplace services to another. The contract is between two principals (which can either be a person or entity) and neither is the employer of the other;
f) the exercise of this delegation relates to the following substantive areas of decision-making: academic, marketing, financial, human resources, property and information technology; and
g) in the event of any inconsistency between this clause and any other clause of the Delegations, this clause shall prevail to the extent of any inconsistency.
Approve non-research private and University-based consulting and commercial activities for:
Relevant Mem Sen Exec
Relevant Mem Sen Mgt
a) Negotiate
Relevant Mem Sen Mgt
b) Approve and enter into, modify the terms of or terminate
c) statements or information updating the corporate record including Directors’ details,
Privacy Policy and Privacy Procedures
Approve:
a) the content and form; and
b) the use and application;
of ACU standard form of contracts, agreements and deeds
A document, excluding a deed, may be executed by a person with the relevant delegated authority without the seal of the University
Note: See Section 4 (Property) for specific delegations relating to the execution of property-related documents
All delegates within their relevant delegated authority on advice of:
a) GC, or
b) a legal practitioner employed as such by the University, or
c) a delegate holding a legal practitioner’s practising certificate and who is authorised to provide legal advice to the University on specific matters (e.g., Nat Man ERS on employment relations matters)
CFO; Associate Director, Financial Operations
Approve expenditure and payments for overhead and operating budgets within the delegate’s area of responsibility not otherwise included elsewhere in the Delegations and not exceeding the delegated limit in respect of any single transaction, that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted.
This includes the authority to execute contracts on behalf of the University under conditions set out in the Procurement Policy or Delegations
COO
CFO
Approve projects within project budget approved by Senate or FRC
Approve expenditure and payments in relation to approved capital projects authorised under contracts and purchase orders not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted
Approve allocation of capital in the approved Annual Capital Plan budget
Approve and execute contracts and purchase orders for programs of work within approved Annual Capital Plan budget and substantive area of delegated responsibility
Approve expenditure and payments in relation to programs of work within approved Annual Capital Plan budget not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted
CFO; CPO
Mem Exec; Mem Sen Mgt; Mem Mgt
Note: In this section, unless otherwise indicated, there is a distinction between:
Authority to approve a document is determined by the delegations identified in this section. Authority to execute a document on behalf of the University as a corporate body is governed by section 127 of the Corporations Act 2001 (Cth) and the Power of Attorney dated 28 October 2014 (BK 4677 No 305 Registered 4 November 2014 in New South Wales).
If, upon advice of General Counsel or a legal practitioner employed as such or engaged by the University, execution of any document under the Corporations Act 2001 (Cth) or the Power of Attorney is not required, authority to execute a document shall lie with the delegate authorised to negotiate and / or approve the relevant document, unless otherwise specified in the Delegations.
VC; COO
VC; COO
Approve any documents in relation to:
a) Vacating premises leased by the University
b) Vacating premises owned by the University for the purpose of a third-party entering into a lease of the premises
c) Requiring a third-party tenant to vacate a property owned by the University
Approve and execute contracts and purchase orders for programs of work within the project budget
Approve expenditure and payments in relation to approved capital projects not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted
Approve and execute contracts and purchase orders for programs of work within approved Annual Capital Plan Budget and substantive area of delegated responsibility including minor capital works, asset replacement and end of lease capital works
Approve expenditure and payments in relation to programs of work within approved Annual Capital Plan Budget not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the entire transaction. Invoice splitting is not permitted
b) conditions of hire,
COO on recommendation of CIDO, CPO, GC, Provost or Ac Reg in combination or alone, depending on the nature of the incident
Authorise surveillance of current members of staff or students by monitoring or accessing:
a) CCTV footage,
b) ACU email accounts,
c) usage of network and software applications,
d) usage of access and security cards, and
e) other means of electronic surveillance,
including in relation to matters involving staff performance and discipline or to ensure safety and wellbeing of staff, students or members of the public
PO on advice from PC, GC, legal practitioner employed as such by the University or Nat Man ERS, as relevant, subject to the following requirements:
Workplace Surveillance Notification
CCTV Privacy Collection Notice
Approve allocation of capital in the approved Annual Capital Plan budget
Approve and execute contracts and purchase orders for programs of work within the project budget approved by Senate or FRC or appropriate committee
Approve expenditure and payments in relation to approved capital projects not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the total transaction. Invoice splitting is not permitted.
Approve and execute contracts and purchase orders for programs of work within approved Annual Capital Plan Budget and substantive area of delegated responsibility
Approve expenditure and payments in relation to programs of work within approved Annual Capital Plan Budget not exceeding the delegation limit in respect of any single transaction; that is, for the total of each individual contract, order or commitment comprising the total transaction. Invoice splitting is not permitted.
Member of the Senior Executive and PVCs
Constitution of Australian Catholic University Limited
Continuing and fixed-term (including further appointments):
Related: Expressions of Interest Policy
Sessional staff
Mem Sen Exec on recommendation of Mem Exec
Exec Dean; Deputy Provost
b) National Head of School:
Up to 6 months > 6 months
Exec Dean; Deputy Provost
Nat HOS; Exec Dean
Academy Dean; Deputy Provost
Related: Flexible Working Arrangements Policy
Variations to Employment fraction
Parental Leave
Progress Plan for Professional Staff process or equivalent
Progress Plan for Academic Staff process or equivalent
Professional development course approval
Separation from Employment
Approve establishment of a:
a) degree,
b) diploma,
c) certificate or other award course, or
d) non-award course,
including approve program, course rules and academic requirements, to be offered by ACU or by a third-party provider provided that such approval does not:
Approve establishment of a:
a) degree,
b) diploma,
c) certificate or other award course, or
d) non-award course,
including approve program, course rules and academic requirements, to be offered by ACU or by a third-party provider that:
Consider and resolve a complaint:
a) Academic matters relating to a Faculty or School
b) Non-academic matters
c) Student complaint regarding conduct of another student
In respect of the following titles:
In respect of the following titles:
In respect of the following titles of the PM Glynn Institute:
DVCRE; PVCR; Assoc Dir Res Ops
a) Negotiate,
b) approve and enter into,
c) modify the terms of, and
d) terminate,
an articulation agreement with another educational institution
a) Negotiate,
b) approve and enter into,
c) modify the terms of, and
d) terminate,
an agreement with an external organisation for the purposes of providing clinical or other experience for students as a part of their course
a) Negotiate,
b) approve and enter into,
c) modify the terms of, and
d) terminate
individual student placement agreements (including HDR internships)
a) Negotiate,
b) approve and enter into,
c) modify the terms of, and
d) terminate
academic agreements with educational providers with respect to admission of international students to the University
a) Negotiate,
b) approve, enter into,
c) modify the terms of, and
d) terminate
agreements with overseas agents with respect to international student recruitment activities or other overseas agency arrangements
Approve:
a) establishment, and
b) disestablishment
of domestic and international Satellite and Leadership Centres
b) Approve and enter into, modify the terms of or terminate
b) Approve and enter into, modify the terms of or terminate
a) Negotiate,
b) approve and enter into,
c) modify the terms of, and
d) terminate
any agreement or contract not covered elsewhere in this section 9
Senate on recommendation of VC
Dir AA in consultation with relevant Mem Sen Exec, Mem Exec or nominee
Advancement and Alumni
Note: The Delegations of Authority relating to the University’s Rome Campus are to be exercised in Italy in accordance with any “Power of Attorney to the Legal Representative” or “Special Power of Attorney” approved by Senate from time to time and appropriately notarised and apostilled in accordance with Australian, Italian and International law. Specific delegations in relation to particular arrangement involving the Rome Campus are to be exercised in accordance with the delegations set out below.
a) Withdrawal (Reg 5.3)
b) Interruption of study (Reg 5.6)
c) Results, Continuing Unit Grade (Reg 9)
a) Deferment (s17)
b) Transfers (s18)
a) Deferment (s2.3)
b) Transfers (s4)
a) Number and weighting of assessment tasks (s5.2)
b) Notification to Students of Assessment Requirements (s7)
c) Attendance and Participation Requirements (s8)
a) Processes where personal circumstances affect performance (Table 2)
b) Change to assessment task or criteria (Table 3, item 13)
c) Applications for Special Consideration (Table 3, item 18)
a) Timing and submission of application (s7)
b) Outcomes (s8)
c) Notification (s9)
d) Student responsibilities (s11)
a) Timing of examinations (s4)
b) Examination organisation (s5)
c) Location of examinations (s8)
a) Development of the common academic calendar (s2)
b) Variation from the common academic calendar (s3)
Major
Major
9 December 2015 (version 3)
14 October 2021 (version 11)
19 January 2022 (version 11a)
16 June 2022 (version 12)
8 December 2022 (version 13)