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A/1.4 QUT Seal |
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1.4.1 Use of the QUT Seal 1.4.1 Use of the QUT SealAs a body corporate established by the Queensland University of Technology Act 1998, the University has a seal as an identifier of QUT's status as a body corporate. The QUT Seal is used to authenticate documents issued in QUT's name. It is most commonly affixed to degrees, diplomas and award certificates, but is also affixed to deeds, and occasionally to other contracts and agreements. Award parchments, deeds, or other documents required to be issued under seal due to legal requirements, are only valid when the seal is affixed and when, in the case of deeds and other documents, the appropriate sealing clause is inserted. However, if there is no legal requirement to affix the seal, documents such as contracts, agreements or memoranda of understanding are valid according to their terms when signed by the appropriate delegate or authorised officer. Affixing the seal to a document imports that the document is formal or significant, or in the case of a deed, creates legally binding relations. Because of this formality or legal significance, responsibilities associated with the QUT Seal are outlined in this policy. 1.4.2 General authority to affix the sealQUT Council must authorise for the QUT Seal to be affixed to documents. As a matter of general policy, Council has authorised the Registrar to affix the seal to:
1.4.3 Circumstances in which the Vice-Chancellor may authorise the affixing of the sealThere may be other occasions when the affixing of the seal is warranted or required, and although these circumstances will be rare, Council has delegated responsibility to the Vice-Chancellor to authorise the affixing of the seal in these cases. In general, the Vice-Chancellor may authorise for the seal to be affixed to a document if the matter is formal or of special significance to the University, for instance, in executing formal diplomatic or strategic agreements with major institutions. For example, a major memorandum of understanding may be executed under seal, despite the fact that such a document has no legal force (for further explanation on MOUs, see MOPP G/6.1 ). 1.4.4 Safe custody of the sealThe Registrar is responsible for making appropriate arrangements for the safe custody of the QUT Seal. 1.4.5 Execution of documents to which the seal is affixedWhen the QUT Seal is affixed to a document (other than an award parchment – see 1.4.6 below), it must be signed by the Vice-Chancellor (or the Chancellor) and countersigned by the Registrar. This is so irrespective of the usual delegation specified for signing the document in the Schedule of Delegations and Authorities (see note (1) below). The following sealing clause must be inserted at the end of a document other than an award parchment–
(1) Note, however, that as the signatories are derived from the formal requirements for execution under seal, responsibilities associated with negotiation, risk management, development of formal terms and conditions of a contract or MOU, and management once executed, still rests with the usual delegate or operational area (dependent on the subject matter) – for further details, see policy on management of contracts and MOUs (MOPP G/6.1 ). Sufficient information should be provided to the Registrar to enable that officer to determine the appropriateness of executing the document under seal. 1.4.6 Award parchmentsDegrees, diplomas and certificates are conferred by the Registrar on delegated authority from University Academic Board under the authority of Student Rule 45(3). 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, though QUT Council has authorised for the signatures to be reproduced by electronic means. The Corporate Identity Manual specifies the format and presentation for award parchments. See also MOPP E/10.2 . 1.4.7 RecordkeepingRecords of award parchments issued by QUT (including substitute and replacement certificates – see MOPP E/10.2 ) are maintained by Student Business Services Department. Records of other documents issued under seal must be maintained by Records Management Services. 1.4.8 Reporting to CouncilThe Registrar reports to Council annually on the affixing of the seal to any document other than an award certificate. 1.4.9 Misuse of the QUT SealExcept as permitted by this policy, staff or students must not affix, or attempt or purport to affix the QUT Seal to any document whatsoever. 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 staff member or student, and may be dealt with under relevant instruments (in the case of students, Statute No 2 (Student Discipline) 1999 or, in the case of staff, the relevant industrial agreement). Related DocumentsMOPP F/2.2 QUT name, logo and seal MOPP G/6.1 Policy on management of contracts and MOUs Appendix 3 – Schedule of Authorities and Delegations Modification History
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