Manual of Policies and Procedures

A/1.4 QUT seal

Contact Officer

University Legal Officer

Approval Date

04/05/2017

Approval Authority

Council

Date of Next Review

01/05/2020

1.4.1 Purpose
1.4.2 Application
1.4.3 Roles and responsibilities
1.4.4 Execution of documents to which the seal is affixed
1.4.5 Award parchments
1.4.6 Power of attorney for execution of deeds
1.4.7 Responsibilities for management of obligations
1.4.8 Recordkeeping and reporting
1.4.9 Misuse of the QUT seal
1.4.10 Definition
1.4.11 Delegations
Related Documents
Modification History

1.4.1 Purpose

As a body corporate established by the Queensland University of Technology Act 1998 (the QUT Act), the University has a seal as an identifier of its status as a body corporate. This policy outlines the requirements for use of the QUT seal.

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1.4.2 Application

The QUT seal is used to authenticate documents issued in QUT's name. It is affixed to award parchments, deeds that are not signed under power of attorney, documentation for land transactions, and occasionally to other ceremonial documents.

The policy does not apply to documents such as contracts, agreements or memoranda of understanding where there is no requirement to affix a seal. These are valid according to their terms when signed by the appropriate delegate or authorised officer.

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1.4.3 Roles and responsibilities

Position
Responsibility

Vice Chancellor

  • authorises the seal to be affixed to a document if the matter is of formal or special ceremonial significance to the University, including strategic or diplomatic agreements or memoranda of understanding with major institutions (even if such a document has no legal force, the policy on management of contracts and MOUs (G/6.1) provides further explanation)

Registrar

  • affixes the seal to:
    • award parchments issued in respect of a degree, diploma or other formal academic qualification to which a person has been admitted
    • a deed to which QUT is a party (unless that deed is to be signed under power of attorney)
    • a contract where there is a legal requirement that the contract is executed under seal (for example, leases and other land transactions)
  • makes appropriate arrangements for the safe custody of the QUT seal
  • reports to QUT Council annually on the use of the QUT seal (other than on award parchments) and on the execution of deeds under power of attorney

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1.4.4 Execution of documents to which the seal is affixed

When the QUT seal is affixed to a document other than an award parchment, it must be signed (irrespective of the usual delegation which may apply in the Schedule of Authorities and Delegations) by the Registrar and one of the following officers: the Chancellor, Vice-Chancellor, Senior Deputy Vice-Chancellor. Sufficient information should be provided to enable the Registrar to determine the appropriateness of executing the document under seal on behalf of QUT.

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1.4.5 Award parchments

Award parchments are valid only when the seal is affixed.  An award parchment must state that the document is ‘given under seal’ and the seal must be affixed. Parchments must be signed by the Chancellor, Vice-Chancellor and Registrar.  These signatures can be reproduced by electronic means.

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1.4.6 Power of attorney for execution of deeds

QUT Council may, if the circumstances warrant it, authorise a person or officer acting on behalf of QUT to sign deeds under a power of attorney in relation to specified classes of deeds. For this authority to be valid, the person or officer is appointed in a document executed by QUT under seal.  The QUT seal is not required for deeds signed under power of attorney.

All appointments of attorneys for execution of deeds must be recorded in the Schedule of Authorities and Delegations and a register of documents executed under power of attorney is maintained.

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1.4.7 Responsibilities for management of obligations

The signatories for deeds or other contracts, agreements or Memoranda of Understandings (MOUs) executed under seal are derived from the formal requirements set out in this policy. General responsibilities associated with negotiation, risk management, and management of legal obligations and performance once the document is executed, remain with the usual delegate or operational area. The policy on management of contracts and MOUs (G/6.1) provides further details.

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1.4.8 Recordkeeping and reporting

A register of award parchments issued by QUT under seal, including replacement and substitute award parchments (E/10.2) is maintained by Student Business Services Department.

Records of other documents to which the seal is affixed are held in the corporate records system.  The Registrar maintains a register of documents to which the seal is affixed and reports annually to Council on the use of the QUT Seal.

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1.4.9 Misuse of the QUT seal

Unauthorised, attempted or purported use of the QUT seal, or use or purported use of a seal which so nearly resembles the QUT seal as to be likely to deceive, may constitute misconduct by a student or staff member, and may be dealt with under relevant misconduct instruments.

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1.4.10 Definitions

Award parchment is an official document issued to an individual who has completed the requirements of an award course.  For further details refer to Award parchments (E/10.2) and the Courses and awards (C/3.1) policies.

Deed means a formal legal instrument under which a promise is given to meet an obligation to do or to refrain from doing something. There are formal execution requirements.  Unlike a normal contract or agreement, deeds do not require consideration (that is, money or another benefit provided in return for a legally binding promise) to be enforceable.

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1.4.11 Delegations

Refer to Appendix 3 Schecule of Authorities and Delegations (VC012, C035, C036, C037, C041, C152).

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Related Documents

MOPP E/10.2 Award parchments

MOPP G/6.1 Policy on management of contracts and MOUs

Queensland University of Technology Act 1998 (the QUT Act)

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Modification History

Date Sections Source Details
04.05.17 All Council Periodic review – policy simplified

20.04.11

All

Council

Policy revised to clarify execution of documents under the QUT seal

26.08.09

All

Council

Revised policy

13.06.06

A/1.4.6

Student Business Services Department

Editorial amendment consistent with delegation of authority from University Academic Board to the Registrar to confer awards

20.04.05 All Council New policy, issued as a result of repeal of Council Procedure 5 - The QUT Seal

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