A/3.2 QUT committees structure

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3.2.1 Gender balance and equity considerations on committees
3.2.2 General powers of committees
3.2.3 Appointment of Council members to committees
3.2.4 University Academic Board
3.2.5 Planning and Resources Committee of Council
3.2.6 Physical and Virtual Steering Committee
3.2.7 Audit and Risk Management Committee of Council
3.2.8 Vice-Chancellor's Advisory Committee
3.2.9 Chancellor's Committee
Modification History

Council is assisted and advised in its roles by academic and management committees which include in their membership Councillors, members of commerce, industry, government and the professions, QUT staff and students and academics from other higher education institutions.

Arrangements for access to committee records are described at http://www.governance.qut.edu.au/ .

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3.2.1 Gender balance and equity considerations on committees

See Council Procedure 1 (Committees) .

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3.2.2 General powers of committees

See Council Procedure 1 (Committees) .

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3.2.3 Appointment of Council members to committees

See Council Procedure 1 (Committees) .

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3.2.4 University Academic Board

University Academic Board is a Council committee established in accordance with Council Procedure 1 - Committees . University Academic Board is accountable to Council for fulfilling the following terms of reference.

Terms of reference

University Academic Board:

• advises Council and recommends where appropriate on the academic strategic directions and practices of the University;
• advises Council and recommends where appropriate on quality assurance of courses and research;
• approves, on delegated authority of Council, all new course developments and significant changes to existing courses;
• approves, on delegated authority of Council, academic and research policy and procedures;
• confers, on delegated authority of Council through the Student Rules, academic awards (this authority may be delegated);
• approves, on delegated authority of Council through Council Procedure 1 - Committees, the structure of faculty and school advisory committees;
• approves, on delegated authority of Council through research structures policy ( D/4.2.3 ), establishment of collaborative centres.

Faculty academic boards ( C/1.3.2 ) report to University Academic Board, which also has standing committees addressing appeals, teaching and learning, and research. The Board may delegate any of its functions, other than those delegated to it by Council, to its standing committees, particularly matters of an operational nature.

Membership

• Deputy Vice-Chancellor (Academic) ex officio as Chair
• Vice-Chancellor ex officio
• Deputy Vice-Chancellor (Teaching Quality) ex officio
• Deputy Vice-Chancellor (Technology, Information and Learning Support) ex officio
• Deputy Vice-Chancellor (Research and Commercialisation) ex officio
• Deputy Vice-Chancellor (International and Development) ex officio
• Executive Director, Finance and Resource Planning ex officio
• Registrar ex officio
• Executive deans of faculty ex officio
• Dean of Research and Research Training ex officio
• Dean of Studies ex officio
• Chancellor or Council member nominated by Chancellor
• One Council member nominated by Council
• One academic staff member from each faculty, elected by and from academic staff of each faculty
• Six members of academic staff elected by and from all academic staff of the University, with no more than two elected from each faculty
• Two postgraduate students, nominated by QUT Postgraduate Students Association
• Six undergraduate students, nominated by QUT Student Guild Council

One member shall be nominated as Deputy Chair of University Academic Board by the Chair of the Board.

A nominee of the Registrar is secretary.

Tenure and frequency of meeting

Terms of office are as detailed in section 3 of Council Procedure 1 - Committees .

University Academic Board normally meets in the cycle of meetings leading up to Council meetings.

Reporting

Following each meeting, University Academic Board reports to the next meeting of Council.

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3.2.5 Planning and Resources Committee of Council

Planning and Resources Committee is a Council committee established in accordance with Council Procedure 1 - Committees . Planning and Resources Committee is accountable to Council for fulfilling the following terms of reference.

Terms of reference

Planning and Resources Committee brings together representatives of Council, senior management, and the University community to consider planning issues and their resource implications, as well as relevant policy matters. Planning and Resources Committee recommends the strategic directions of the University to Council, in the context of development of the University's plans and their resourcing strategies. It also provides advice to Council and senior management on issues arising from these plans. The key areas of concern to the Committee are Planning and Strategy, Financial Resources, Asset Management (including Information Technology), and Human Resources.

The implementation and management of QUT's policies and plans does not fall within Planning and Resources Committee terms of reference. Its role is strategic rather than operational.

Specifically Planning and Resources Committee will undertake the following.

Planning and Strategy

Planning and Resources Committee:

• recommends to Council the University's institutional plans and monitors progress against them;
• provides advice to Council or to the Vice-Chancellor on strategic issues raised in the context of faculty / division five year plans;
• oversees the process of faculty / division and thematic reviews and provides advice to Council on the outcomes of faculty / division and thematic reviews in the context of the University's plans, and addresses any resource implications of the reviews;
• provides advice to Council or to the Vice-Chancellor on strategic planning issues, such as student load;

Financial Resources

Planning and Resources Committee:

• considers strategic budget issues, approves the budget framework, and recommends the budget to Council annually;
• adopts, on delegated authority of Council, quarterly and annual budget reviews;
• considers reports on budget measures adopted to address identified trends or specific issues;
• approves, on delegated authority of Council, investment management policies;

Asset Management (including Information Technology)

Planning and Resources Committee:

• recommends to Council the Asset Management Plan, including priorities for capital and information technology development and maintenance, and associated resource strategies;
• recommends to Council on site planning and design matters relating to the built environment;
• approves, on delegated authority of Council, policy on use of site and facilities;
• provides advice to Council or to the Vice-Chancellor on investment in information technology;

Human Resources

Planning and Resources Committee:

• recommends to Council human resources policies, other than those developed through industrial agreements or which relate to operational staffing matters, unless those policies have significant resource impact;
• provides advice to Council on human resources strategy and trends, and workforce planning; and
• provides, on request, advice to the Vice-Chancellor on human resources policies resulting from industrial agreements or which relate to operational staffing matters.

Other

Planning and Resources Committee:

• may initiate reviews of efficiency in use of resources, and may recommend to Council policy changes;
• monitors implementation of any policy or strategic approach agreed by the Committee;
• considers any other policy or strategic matter referred to it by Council, Council committees or the Vice-Chancellor.

Membership

• Chancellor, or Council member nominated by the Chancellor, as Chair
• Vice-Chancellor ex officio
• Deputy Vice-Chancellor (Academic) ex officio
• Executive Director, Finance and Resource Planning ex officio
• Registrar ex officio
• One member of academic staff nominated by and from University Academic Board
• One executive dean of faculty nominated by the executive deans of faculty
• Six Council members, nominated by Council, one of whom shall be an elected professional staff member

A nominee of the Registrar is secretary.

It is expected that the Deputy Vice-Chancellor (Technology, Information and Learning Support), Deputy Vice-Chancellor (Research and Commercialisation) and Deputy Vice-Chancellor (International and Development), and the Director, Human Resources, for example, will attend the Committee when it is considering items relevant to their portfolios.

During discussion of Human Resources matters, members of the Committee in categories other than external members of Council may be excluded from discussion or the meeting to the extent the Committee determines.

Tenure and frequency of meeting

Terms of office are as detailed in section 3 of Council Procedure 1 - Committees .

Planning and Resources Committee normally meets in the cycle of meetings leading up to Council meetings.

Reporting

Following each meeting, Planning and Resources Committee reports to the next meeting of Council.

Planning and Resources Committee is also required to report annually to Council on implementation of post-review actions for organisational and thematic reviews ( A/2.3.5 )

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3.2.6 Physical and Virtual Steering Committee

Physical and Virtual Steering Committee disestablished by Council 13.06.07.

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3.2.7 Audit and Risk Management Committee of Council

Audit and Risk Management Committee is a Council committee established in accordance with Council Procedure 1 - Committees . Audit and Risk Management Committee is accountable to Council for fulfilling the following terms of reference.

Terms of reference

Audit and Risk Management Committee advises both Council and the Vice-Chancellor as accountable officer on the performance or discharge of functions and duties under the Financial Administration and Audit Act 1977 , the Financial Management Standard 1997 and the University's Assurance and Risk Management Services Charter ( A/1.5 ).

Audit and Risk Management Committee's main functions are to:

• assess and contribute to the audit process including evaluation and facilitation of the internal audit function;
• oversee and approve financial and operational reporting;
• assess the adequacy and effectiveness of the University’s internal controls, including the risk management and compliance frameworks.

Specifically Audit and Risk Management Committee will undertake the following:

Internal Audit

Audit and Risk Management Committee:

• approves the University's Assurance and Risk Management Services Charter ;
• considers the development and implementation of systems and procedures to ensure the internal audit function operates efficiently, effectively and is consistent with the Institute of Internal Auditors - Australian Standards;
• reviews and approves
• the Assurance and Risk Management Services strategic audit plan;
• on delegated authority of Council, the annual internal audit plan and work program;
• reports on the internal audit function in each annual report and participates in any review of the effectiveness of the internal audit function including the appointment and termination of the Director, Assurance and Risk Management Services;
• considers the way in which the internal audit function may be performed either by employees of the University or by external consultants or by a combination of both;
• considers all audit reports by the internal audit function, and quarterly activity reports, and documents the consideration, action required and officers to whom the action is assigned and ensures follow-up action is performed by reviewing the outcome, directions or recommendations made;
• reviews all financial related reports to be made public, prior to release;
• approves, on delegated authority of Council, the Annual Financial Statements;
• considers the impact of all significant accounting and audit policy changes;
• evaluates the management information systems, including those under development, including the implementation and maintenance of internal controls;
• reviews annual financial statements and other reports of controlled entities to evaluate impacts on the University.

External Audit

Audit and Risk Management Committee:

• monitors the authorised auditors including:
• consideration of the proposed external audit strategy, timeframe and fees for the year;
• review of the recommendations and comments in their reports;
• consideration of the relationship between the internal audit function, to ensure appropriate consultation to minimise unnecessary duplication of audit work and promote economy of audit activities.

Risk

Audit and Risk Management Committee:

• evaluates the adequacy and effectiveness of the University's risk management and compliance frameworks through quarterly reporting and advises Council on:
• QUT's exposure to and management of significant business risks;
• the management reporting and control systems used to monitor adherence to compliance with legislative requirements, contractual arrangements and QUT policy and procedures;
• QUT's business continuity plans;
• QUT's exposure to risks in relation to corruption and fraud;
• considers and monitors the standard of ethical conduct in areas such as conflict of interest.

General

Audit and Risk Management Committee:

• considers any other matter consistent with its functions referred to it by Council, Council committees, the Vice-Chancellor or internal audit function.

Membership

• Chancellor or external Council member nominated by the Chancellor
• Three external members with professional accounting, financial or auditing expertise nominated from or by Council (where an external member of Council has such expertise the appointment should be from Council, otherwise appointment of an external non-Council member with such expertise should be made by Council)

The Chair shall be nominated by the Chancellor from the other three members of the Committee.

A nominee of the Registrar is secretary.

The Vice-Chancellor, the Executive Director, Finance and Resource Planning, the Director, Assurance and Risk Management Services, and such other persons as determined by Audit and Risk Management Committee, shall have rights of audience and debate only.

Relationships

The internal audit function is part of both the Vice-Chancellor's and Council's accountability mechanisms (see Assurance and Risk Management Services Charter ). The internal audit function reports to Audit and Risk Management Committee of Council to ensure the governing body's designated committee receives advice on significant audit issues. The Committee then ensures Council is advised by reporting on a regular basis.

The Committee will meet at least annually and alone with each of the stakeholders, including internal audit, external audit and management.

Tenure and frequency of meeting

Terms of office are detailed in section 3 of Council Procedure 1 - Committees .

Audit and Risk Management Committee normally meets in the cycle of meetings leading up to Council meetings, with an additional meeting in February to consider draft financial statements.

Reporting

Following each meeting, Audit and Risk Management Committee reports to the next meeting of Council.

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3.2.8 Vice-Chancellor's Advisory Committee

Vice-Chancellor's Advisory Committee is a Vice-Chancellor's committee established in accordance with Council Procedure 1 - Committees . Vice-Chancellor's Advisory Committee is accountable to the Vice-Chancellor.

Terms of reference

Vice-Chancellor's Advisory Committee acts as a forum for discussion of management issues generally and provides advice to the Vice-Chancellor.

Membership

• Vice-Chancellor ex officio as Chair
• Deputy Vice-Chancellor (Academic) ex officio
• Deputy Vice-Chancellor (Teaching Quality) ex officio
• Deputy Vice-Chancellor (Research and Commercialisation) ex officio
• Deputy Vice-Chancellor (International and Development) ex officio
• Deputy Vice-Chancellor (Technology, Information and Learning Support) ex officio
• Registrar ex officio
• Executive Director, Finance and Resource Planning ex officio
• Executive deans of faculty ex officio
• Director, Human Resources ex officio
• Director, Marketing and Communication ex officio

A nominee of the Registrar is secretary.

Tenure and frequency of meeting

Terms of office are as detailed in section 3 of Council Procedure 1 - Committees .

Vice-Chancellor's Advisory Committee normally meets every two or three weeks.

Reporting

Vice-Chancellor's Advisory Committee reports to the next meeting of University Academic Board on each meeting, as a courtesy rather than a requirement.

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3.2.9 Chancellor's Committee

Chancellor's Committee is a Council committee established in accordance with Council Procedure 1 - Committees . Chancellor's Committee is accountable to Council for fulfilling the following terms of reference.

Terms of reference

Chancellor's Committee:

• on referral from Council, Chancellor, or Vice-Chancellor, considers and advises on matters related to the business of Council, and may develop proposals for consideration by Council or Council committees;
• nominates, on delegated authority of Council, prospective members of Council to relevant appointment authorities;
• recommends candidates for the award of Doctor of the University (DUniv) to Council;
• determines, on delegated authority of Council through Council Procedure 1 - Committees, reimbursement of expenses to Council members if a question arises as to the reasonableness of any expenses incurred, or whether an expense was incurred in the performance of a member's duties;
• reviews, and approves on delegated authority of Council, the remuneration and conditions of the Vice-Chancellor, and determines any changes to current practices to ensure that remuneration and conditions of the Vice-Chancellor are maintained at or near the market median, and consistent with University policy;
• reviews the remuneration and conditions of Senior Staff (SSG1 to SSG6) against the market median, as determined by the examination of practices within Australian universities and the public and private employment sectors;
• oversees the process for developing the relevant industrial instrument for Senior Staff and endorses the agreed position outlining the remuneration and conditions for Senior Staff (SSG1 to SSG6);
• approves, on delegated authority of Council, performance pay bonuses for the Vice-Chancellor, and performance pay bonuses and bonus pay for eligible senior staff (SSG6) in accordance with B/9.3.8 .

Membership

• Chancellor ex officio as Chair
• Vice-Chancellor ex officio
• Deputy Chancellor ex officio
• One external member of Council appointed by Council
• Two additional members of Council appointed by Council, who are only members when the Committee is considering nomination of prospective members of Council

A nominee of the Registrar is secretary.

The Vice-Chancellor is excused from discussion and decisions regarding determination of remuneration and conditions for the Vice-Chancellor.

Tenure and frequency of meeting

Terms of office are as detailed in section 3 of Council Procedure 1 - Committees .

Chancellor's Committee meets at least twice a year, as required.

Reporting

Following each meeting, Chancellor's Committee reports to the next meeting of Council.

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Modification History

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