Manual of Policies and Procedures

Appendix 3 - Schedule of Authorities and Delegations

Legislation and compliance

QUT corporate identity and marketing

Policy

Codes of conduct

Principal officers

Council and committees

Honorary awards

Contracts and agreements

Associated entities

Planning

Organisation

Physical facilities

Information Technology and Information Management

 

 

 

 

Expenditure / commitment of funds

Hospitality expenditure

Specific financial arrangements

Investments and borrowings

Write-offs

Budget

Audit

Fees

 

 

 

 

 

 

 

 

 

 

 

 

Industrial agreements

Distinguished appointments

Creation of positions

Appointment of staff and confirmation of probation

Honorary appointments

Specific academic appointments

Termination of employment

Changes to positions

Promotion

Reclassification

Progression

Reward and recognition

Salary, loadings and bonuses

Higher duties

Leave

Staff development

Conference leave

Official travel

Outside work

Workplace conduct and performance

Courses

Evaluation of courses, units and teaching

Course requirements

Admission and credit

Enrolment and progression

Assessment

Review of grades

Unsatisfactory performance, academic dishonesty and student misconduct

Graduation and conferral of awards

Student Consultation

 

 

 

 

 

 

 

 

 

 

Governance

REF AUTHORITY / DELEGATION DELEGATED TO REPORTING REQUIREMENTS

Legislation and compliance

C004 Determines matters relating to membership, elections and meetings of QUT Alumni (QUT Act, s33, Council Procedure 7 Conduct of Elections, I/5.1). Council Decision recorded in Council minutes.
VC001 Determines matters relating to the Gene Technology Regulator (Gene Technology Act 2000). Deputy Vice-Chancellor and Vice-President (Research and Innovation)

Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on file.

VC189 Determines matters relating to the care and use of animals for scientific purposes in accordance with the Animal Care and Protection Act 2001 and the Australian code for the care and use of animals for scientific purposes (D/2.4). Deputy Vice-Chancellor and Vice-President (Research and Innovation) Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on file.
VC190 Determines matters relating to the Defence Trade Control Act 2012 (D/2.5). Deputy Vice-Chancellor and Vice-President (Research and Innovation) Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on file.
VC002 Holds radiation possession licence on behalf of QUT (Radiation Safety Act 1999).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on file.

VC171 Approves acquisition, transport, relocation, disposal and radiation safety protection plans for registered sources and operations in organisational area (Radiation Safety Act 1999). Executive Dean, Faculty of Health, Science and Engineering Faculty, University Radiation Safety Officer Records of actions and decisions kept on file
VC003 Receives and acts on public interest disclosures, and keeps records of disclosures and actions (Public Interest Disclosure Act 2010, B/8.3).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on confidential file.

VC148 Obtain, possess or give a restricted drug (S2, S3 or S4) to a member of the University for use in research or teaching Health (Drugs and Poisons) Regulation 1996, sections 179A and 265A; A/9.8). Head of Pharmacy, Faculty of Health Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

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QUT corporate identity and marketing

VC006

Approves QUT Brand Centre - corporate identity (F/2.1).

Vice-Chancellor and President

Vice-Chancellor and President reports to Council as required.

VC007

Approves use of QUT name, logo and slogan (F/2.1).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC008

Approves use of QUT logo on student assignments (F/2.1).

Heads of school or equivalent

Records of actions and decisions kept on file.

VC201

Approves the engagement of all external advertising agencies, manages agency briefs for corporate branding campaigns and approves QUT corporate advertising (including the format for staff recruitment) before publication (F/3.3).

Director, Marketing and Communication

Records kept on file.

Policy

C005

Approves policies and procedures relating to the operations of Council and its committees (Council Procedure No 1 - Committees).

Council

Published in MOPP (Council Procedure No 1 – Committees).

C006

Approves policies relating to governance, planning and organisation of the University.

Council

Decision recorded in Council minutes. Policies published in MOPP.

C156 Approves policy on distinguished titles consistent with overall framework for granting of formal and honorary titles (B/2.1). Vice-Chancellor and President Vice-Chancellor and President reports to Council on an annual basis on distinguished titles.

C007

Approves human resources policies, other than policies developed through industrial agreements / instruments or relating to operational staffing matters.

Council

Policies published in MOPP.

C011 Approves human resources policies developed through industrial agreements / instruments; and human resources policies relating to operational staffing matters including recruitment and selection. Vice-Chancellor and President Vice-Chancellor and President reports to Council as required. Policies published in MOPP.
C146 Approves operational policies other than those delegated or reserved by Council and recorded elsewhere in this schedule. Vice-Chancellor and President Policies published in MOPP.

C008

Approves policies on use of site and facilities.

Planning and Resources Committee

Decision recorded in Committee minutes. Planning and Resources Committee reports to Council after each meeting. Policies published in MOPP.

C009

Approves research policies.

University Academic Board

Decision recorded in Board minutes. University Academic Board reports to Council after each meeting. Policies published in MOPP.

C010

Approves academic policies (A/3.6).

University Academic Board

Decision recorded in Board minutes. University Academic Board reports to Council after each meeting. Policies and requirements published in MOPP and on Student Services website.

C012

Approves financial management policies resulting from statutory requirements (Chapter G).

Vice-President (Resources) and Chief Financial Officer

Policies published in MOPP and Financial Management Practice and Procedures Manual.

C013 Approves operational University health, safety and environment policies resulting from statutory requirements. Vice-President (Administration) and Registrar Policies published in MOPP.

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Codes of conduct

C014

Approves QUT Staff Code of Conduct (B/8.1).

Council

Code of Conduct published in MOPP.

C015

Approves QUT Code for responsible conduct of research (D/2.6).

University Academic Board

Decision recorded in Board minutes. University Academic Board reports to Council after each meeting. Code of Conduct published in MOPP.

C016

Approves QUT Student Code of Conduct (E/2.1).

University Academic Board

Decision recorded in Board minutes. University Academic Board reports to Council after each meeting. Student Charter published in MOPP.

Principal officers

C017

Elects a Chancellor (QUT Act, s30(2)).

Council – MAY NOT BE DELEGATED

Decision recorded in Council minutes.

C018

Elects a Council member as Deputy Chancellor (QUT Act, s31(2)).

Council – MAY NOT BE DELEGATED

Decision recorded in Council minutes.

C019

Appoints a Vice-Chancellor and President (QUT Act, ss32(2) and (3)).

Council – MAY NOT BE DELEGATED

Decision recorded in Council minutes.

C020

Investigates allegations of misconduct, incapacity or negligence against the Vice-Chancellor and President, and determines appropriate penalty or outcome (Council Procedure No 4 - The Vice-Chancellor and President).

Council

Decision recorded in Council minutes.

C021

Approves the remuneration and conditions of the Vice-Chancellor and President (A/3.4 , B/9.3.8).

Chancellor's Committee

Decision recorded in Committee minutes.

C022

Approves performance pay bonus for the Vice-Chancellor and President (A/3.4).

Chancellor's Committee

Decision recorded in Committee minutes.

C023 Draws up Vice-Chancellor and President's performance agreement and assesses Vice-Chancellor and President's performance against that agreement (Reference: Council 4/6/03, item 6.4.1)

Chancellor

Chancellor reports to Council.

C024 Authorises arrangements for the management of the University during periods when the position of Vice-Chancellor and President is vacant or in transition (A/3.1.2)

Chancellor

Chancellor reports to Council.
Transition documentation to be retained by Human Resources Department.

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Council and committees

C025

Establishes Council committees and determines membership, terms of reference and reporting requirements (Council Procedure No 1 - Committees, ss1.2, 1.3).

Council

Decision recorded in Council minutes.

C026

Nominates prospective members of Council to relevant appointment authorities (A/3.4).

Chancellor's Committee

Decision recorded in Committee minutes.

C027

Determines reimbursement of expenses to Council members if a question arises as to the reasonableness of expenses incurred (A/3.4).

Chancellor’s Committee

Decision recorded in Committee minutes.

C030

Establishes faculty committees and determines membership, terms of reference and reporting requirements (Council Procedure No 1- Committees, ss 1.7, 1.8).

Faculty academic boards

Decision recorded in Board minutes.

C031

Establishes Vice-Chancellor and President's committees and determines membership, terms of reference and reporting requirements (Council Procedure No 1- Committees, ss1.4, 1.5).

Vice-Chancellor and President

Vice-Chancellor and President reports to each Council meeting. Constitution of committee published in MOPP.

C032

Acts as returning officer for Council and committee elections (Council Procedure 7 Conduct of Elections, s5).

Vice-President (Administration) and Registrar (may be delegated further)

Vice-President (Administration) and Registrar reports results of elections to the Vice-Chancellor and President. Vice-Chancellor and President reports to Council as required. Any delegation by the Vice-President (Administration) and Registrar for specific elections is made in writing and kept on the appropriate University record.

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Honorary awards

C033

Awards or revokes honorary degrees (A/3.1.7).

Council

Decision recorded in Council minutes.

C034

Confers the award of Doctor of the University (A/3.1.7).

Council

Records of actions retained through Chancellor's Committee and decisions recorded in Council minutes.

Contracts and agreements

Deeds may be signed by the specified officer subject to a power of attorney being put in place by QUT Council.
Where marked #, a power of attorney has been approved.
If there is no power of attorney for a particular class of deed, the deed must be signed under seal in accordance with (A/1.4.5)

C035

Authorises affixing of the QUT seal in cases other than to award parchments, deeds or contracts (A/1.4 ).

Vice-Chancellor and President

Vice-Chancellor and President reports to Council as required.

C036

Affixes the QUT seal to all award parchments (A/1.4).

Vice-President (Administration) and Registrar (may be delegated further)

Vice-President (Administration) and Registrar approves the graduand list on delegated authority from University Academic Board.

C037

Affixes the QUT seal to deeds or contracts as required (A/1.4).

Vice-President (Administration) and Registrar

Vice-President (Administration) and Registrar reports to Council annually.

C152

Executes documents (other than award parchments) under seal (A/1.4).

Vice-President (Administration) and Registrar and any one of the following officers: Chancellor, Vice-Chancellor and President, Provost

Vice-President (Administration) and Registrar reports to Council annually.

C038

Signs all agreements or contracts on behalf of the University unless otherwise delegated as recorded in this Schedule.

Vice-Chancellor and President

Vice-Chancellor and President reports to Council as required.

C039

Signs all formal documentation required to register, protect and commercialise registrable intellectual property rights of the University throughout the world. (Reference: Council 10/12/03, item 7.6 and Council 30/04/08, item 6.1.1).

Vice-Chancellor and President / Deputy Vice-Chancellor and Vice-President (Research and Innovation) / Vice-President (Administration) and Registrar

Deputy Vice-Chancellor and Vice-President (Research and Innovation) and Vice-President (Administration) and Registrar report to the Vice-Chancellor and President. Vice-Chancellor and President reports to Council as required.

C040

Signs all agreements and deeds associated with assigning and licensing intellectual property owned by the University for commercialisation purposes (D/3.1).

Deputy Vice-Chancellor and Vice-President (Research and Innovation)#

Records of actions and decisions kept on file.
Office of Research Services maintains a register of deeds executed under Power of Attorney, for inclusion in Vice-President (Administration) and Registrar’s annual report to Council on affixing of the QUT seal.

C041

Signs agreements and deeds for student intellectual property assignment and confidentiality (A/1.4.6, D/3.1).

Deputy Vice-Chancellor and Vice-President (Research and Innovation)#

Records of actions and decisions kept on file.
Office of Research Services maintains a register of deeds executed under Power of Attorney, for inclusion in Vice-President (Administration) and Registrar’s annual report to Council on affixing of the QUT seal.

C158 Signs agreements relating to Work Integrated Learning (WIL) activities (including agreements relating to confidentiality and intellectual property of QUT staff and students) which are required to be signed by QUT  (C/4.4). Associate deans (learning and teaching) Records of actions and decisions kept on file.
C154 Signs all agreements and deeds associated with assigning and licensing intellectual property owned by the University for publication purposes. Executive Director, Office of Research Services Records of actions and decisions kept on file.
C155 Signs agreements and/or deeds for staff and visitor intellectual property assignment and confidentiality. Executive Director, Office of Research Services Records of actions and decisions kept on file.

VC010

Approves University-level strategic agreements (Policy to be developed).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC011

Approves standing offer agreements for provision of goods and services relating to the officer's particular portfolio (G/6.1).

Deputy vice-chancellors / heads of division

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC012

Signs all non-disclosure/confidentiality agreements and/or deeds not covered by other delegations (G/6.1, D/3.1, A/1.4.6 and D/7.1).

Pro Vice-Chancellor (Graduate Research and Development) / Executive Director, Office of Research Services#

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

Office of Research Services maintains a register of deeds executed under Power of Attorney, for inclusion in Vice-President (Administration) and Registrar’s annual report to Council on affixing of the QUT seal.

VC196

Signs non-disclosure/confidentiality agreements relevant to the functions and activities of the organisational area (G/6.1).

Deputy vice-chancellors / heads of division (may be delegated further)

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC014

Approves international cooperation agreements (I/1.4).

Deputy Vice-Chancellor and Vice-President (International)

Reports annually to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC015

Signs student exchange agreements (I/1.6).

Deputy Vice-Chancellor and Vice-President (International)

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC016

Approves all University-level agreements, including Memoranda of Understanding, not delegated to other officers, on recommendation of relevant faculty/division (Note: If doubts arise as to the appropriate signing authority, agreements should be referred to the Vice-President (Administration) and Registrar for determination) (G/6.1).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC017

Sign information resources, information technology and software licensing agreements to be used by the University and copyright amendments with Copyright Agency Limited and Screenrights (F/5.1).

Chief Information Officer

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC018

Signs faculty, school-level or institute contracts, agreements and Memoranda of Understanding not delegated to other officers (G/6.1).

Executive deans of faculty / institute directors

Reports to the Vice-Chancellor and President through the Provost. Records of actions and decisions kept on file.

VC019

Signs contracts for appointment of agents for international recruitment representatives (I/1.5).

Executive Director, QUT International

Reports to the Vice-Chancellor and President through the Deputy Vice-Chancellor and Vice-President (International).

VC022

Approves information technology and software licensing agreements where value is greater than $500,000 (exclusive of GST where applicable), and all faculty level information technology and software licensing agreements where value is greater than $250,000 (exclusive of GST where applicable) ( F/1.1).
Note: Information technology and software licensing agreements may be signed by other officers up to the officer's expenditure limit only after consultation with the Division of Resources in accordance with established protocols.

Chief Information Officer

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file. Project to which agreement relates is recorded on IT Project Register.

VC023

Signs all funding agreements and deeds, all subcontracts, collaborative research agreements and deeds, and any associated agreements, deeds and documents (including deeds of variation) relating to research funding through a research grant scheme when the total value being received is $1,000,000 or less (exclusive of GST where applicable) (G/6.1).

Executive Director, Office of Research Services#

Reports to the Vice-Chancellor and President through the Deputy Vice-Chancellor and Vice-President (Research and Innovation). Records of actions and decisions kept on file.

VC024

Signs commercial research agreements and deeds when value being received is $1,000,000 or less (exclusive of GST where applicable) (G/6.1).

Executive Director, Office of Research Services#

Reports to Vice-Chancellor and President through the Deputy Vice-Chancellor and Vice-President (Research and Innovation). Records of actions and decisions kept on file.

VC025

Signs agreements or deeds for University outside work when value being received is greater than $1,000,000 but less than or equal to $2,000,000 (exclusive of GST where applicable) (G/6.1 and D/7.1).

Deputy Vice-Chancellor and Vice-President (Research and Innovation)#

Reports annually to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC027

Signs agreements and deeds for University outside work when value being received is

  • $1,000,000 or less but more than $10,000 (exclusive of GST where applicable); or
  • value is $10,000 or less (exclusive of GST) and a standard QUT contract has not been used.

(G/6.1 and D/7.1).

Executive Director, Office of Research Services#

Reports annually to the Vice-Chancellor and President through the Deputy Vice-Chancellor and Vice-President (Research and Innovation). Records of actions and decisions kept on file.

VC028

Signs agreements for University outside work when value is $10,000 or less and standard QUT contract is used (G/6.1 and D/7.1).

Executive deans, institute directors / heads of school or equivalent / heads of department or independent section

Reports annually to the Vice-Chancellor and President through the Deputy Vice-Chancellor and Vice-President (Research and Innovation). Records of actions and decisions kept on file.

VC147

Signs agreements and contracts for grants not deemed research. (C/1.3)

Executive Director, Office of Research Services

Records of actions and decisions kept on file.

VC152 Signs gift agreements and incoming sponsorship agreements where value is up to $50,000 (exclusive of GST where applicable). Executive deans / Executive Director, Advancement Office / deputy vice-chancellors / Vice-President (Resources) and Chief Financial Officer / Vice-President (Administration) and Registrar Reports to the Vice-Chancellor and President through the Vice-President (Business Development). Records of actions and decisions kept on file.
VC153 Signs gift agreements and incoming sponsorship agreements where value is more than $50,000 but less than $100,000 (exclusive of GST where applicable). Executive Director, Advancement Office Reports to the Vice-Chancellor and President through the Vice-President (Business Development). Records of actions and decisions kept on file.
VC154 Signs gift agreements and incoming sponsorship agreements where value is greater than $100,000 but less than $250,000 (exclusive of GST where applicable). Vice-President (Business Development) Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.
VC155 Signs gift agreements and incoming sponsorship agreements where value is greater than $250,000 (exclusive of GST where applicable). Vice-Chancellor and President Vice-Chancellor and President reports to Council as required.
VC157 Signs all agreements and deeds associated with variations to a Cooperative Research Centre's arrangements that are not related to QUT's financial contribution and other externally funded research centres. Deputy Vice-Chancellor and Vice-President (Research and Innovation)# Annual Reports to Council on research activities. Records of actions and decisions kept on file.
VC158 Signs all agreements and deeds associated with increasing the University's financial contribution to, a CRC or other externally funded research centre where the contribution by QUT is equal to or less than $2,000,000 (excl GST). Deputy Vice-Chancellor and Vice-President (Research and Innovation)# Annual reports to Council on research activities. Records of actions and decisions kept on file.
VC159 Signs all funding agreements and deeds, all subcontracts, collaborative research agreements and deeds, and any associated agreements, deeds and documents relating to research funding through a research grant scheme, commercial research agreements and deeds where the total amount being received is less than or equal to $2,000,000 (exclusive of GST where applicable). Deputy Vice-Chancellor and Vice-President (Research and Innovation)# Annual Reports to Council on research activities. Records of all actions and decisions kept on file.
VC160 Signs Material Transfer Agreements and deeds and other associated documents under which QUT provides or obtains materials relating to research projects and grants. Executive Director, Office of Research Services# Records of actions and decisions kept on file.
VC161 Signs all agreements and deeds in relation to postgraduate research scholarships administered by the Research Students Centre. Pro Vice-Chancellor (Graduate Research and Development)# Records of actions and decisions kept on file.
C161 Approves entry into collection loan agreements and exhibition programs (I/3.1). Curator Reports to Deputy Vice-Chancellor and Vice-President (International) through the Executive Director, QUT Precincts.
C162 Approves major strategic acquisitions of artworks with a value over $200,000. Vice-Chancellor and President Reports to Council.
VC163 Signs all agreements and deeds associated with initially establishing and funding or winding-up a CRC or other externally funded research centre (whether incorporated or not). Vice-Chancellor and President Annual Reports to Council on research activities. Records of actions and decisions kept on file.
VC164 Signs all agreements and deeds associated with varying the University's interest or shareholding in, or increasing the University's financial contribution to, a CRC or other externally funded research centre where the contribution by QUT is greater than $2,000,000 (excl GST) Vice-Chancellor and President Annual Reports to Council on research activities. Records of actions and decisions kept on file.
VC165 Approves Therapeutic Goods Administration regulated clinical trials where QUT is the Sponsor, and/or where the trial will be conducted at a QUT site, and/or where the Principal Investigator is a QUT researcher, and signs all agreements, deeds and formal documentation associated with conducting clinical trials Deputy Vice-Chancellor and Vice-President (Research and Innovation)# Records of actions and decisions kept on file.
VC166 Signs non-HDR QUT scholarship agreements administered through QUT faculties and institutes. Executive Dean/Institute Director Records of actions and decisions kept on file.

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Associated entities

C042

Approves QUT Student Guild constitution (QUT Act, s38(2)).

Council

Decision recorded in Council minutes.

C043

Approves establishment of controlled entities and appointments to the board of directors of controlled entities owned directly by QUT.

Council

Decision recorded in Council minutes.

C044

Approves establishment of subsidiary companies (controlled and participatory) of QUT Enterprise Holdings Pty Ltd (QEH) and appointments to the board of directors of QEH subsidiary companies.

QUT Enterprise Holdings Pty Ltd (QEH)

Decision recorded in QEH Board minutes.

C147 Approves and signs documents relating to QUT shareholding or membership of incorporated bodies. Vice-Chancellor and President Vice-Chancellor and President reports to Council. Records of actions and decisions kept on file and noted in QUT Related Parties Register.
C148 Approves and signs documents regarding QUT appointments and removal of shareholder representatives and proxies for CRCs and other incorporated externally funded research centres. Deputy Vice-Chancellor and Vice-President (Research and Innovation) Annual Reports to Council on research activities. Records of actions and decisions kept on file.

VC029

Approves acquisition, transfer, sale or disposal of shareholdings in non-controlled entities, on recommendation of Vice-President (Resources) and Chief Financial Officer.

Vice-Chancellor and President

Vice-Chancellor and President reports to Council. Records of actions and decisions kept on file and noted in QUT Related Parties Register.

VC030

Approves financial commitments (in cash and in kind), and appointments and exits of QUT staff for non-controlled entities (companies, partnerships, joint ventures or associations), on recommendation of executive dean of faculty or head of division other than financial commitments in respect of CRCs and other externally funded research centres covered by delegation VC163 and VC164.

Vice-Chancellor and President

Vice-Chancellor and President reports to Council. Records of actions and decisions kept on file and noted in QUT Related Parties Register.

VC031 Approves appointments and exits of QUT staff for non-controlled entities (companies, partnerships, joint ventures or associations) where QUT has no financial commitment to entity. Executive deans of faculty / heads of division / Institute directors Records of actions and decisions kept on file and noted in QUT Related Parties Register.

Planning

C045

Approves institutional plan (A/2.2.9).

Council

Decision recorded in Council minutes.

C047

Approves faculty / division / institute plans (A/2.2.9).

Vice-Chancellor and President

Faculties / divisions / institutes report against plans.

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Organisation

C048

Approves establishment and closure of faculties, schools, institutes and centres (A/4.1.8)

Council

Decision recorded in Council minutes.

C049

Approves establishment and closure of divisions, departments and sections (A/4.1.8).

Vice-Chancellor and President

Vice-Chancellor and President reports to Council as required.

C164 Approves new museums and collections and approves the disestablishment including deaccession and disposal of an entire museum or collection (I/3.1). Council Decision recorded in Council minutes.

VC032

Approves establishment and closure of faculty research groups, nodes, laboratories or programs.

Executive deans of faculty / institute directors

Reports to the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

Physical facilities

C051

Approves building names (H/3.3.1).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC033

Discloses surplus property on State Government Register (Land Act 1994 and H/3.2.2).

Executive Director, Facilities Management

Reports to the Vice-Chancellor and President through the Vice-President (Administration) and Registrar. Records of actions and decisions kept on file.

VC034

Appoints authorised persons under Schedule 1 (Control of Traffic and Conduct on University Land) of QUT Act QUT Act, Schedule 1, s1).

Security Manager

Reports to the Vice-Chancellor and President through the Vice-President (Administration) and Registrar. Records of actions and decisions kept on file.

VC144

Authorises closure of classes, buildings and/or campuses for health and safety or emergency purposes, subject to other regulatory requirements.

Vice-Chancellor and President (may be delegated to Vice-President (Administration) and Registrar as required)

Records of actions and decisions kept on file.

Information technology and information management

C052

Specifies categories of persons who may use information facilities and conditions to be imposed on users (F/1.8)

Vice-Chancellor and President

Published on QUT website.

VC004 Undertakes internal review of University RTI and Information Privacy decisions (Right to Information Act 2009, F/6.3 and Information Privacy Act 2009, F/6.2).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President.
Records of actions and decisions kept on confidential file.

VC005 Makes decisions under the Right to Information Act 2009 (F/6.3) and the Information Privacy Act 2009 (F/6.2).

Right to Information/Privacy Officer

Reports to the Vice-Chancellor and President through the Vice-President (Administration) and Registrar. Records of actions and decisions kept on confidential file.

VC036

Approves destruction of official QUT records (F/6.1).

Director, Governance and Legal Services

Reports to the Vice-Chancellor and President through the Vice-President (Administration) and Registrar. Records of actions and decisions kept on file.

VC037

Approves administrative access to records held at Queensland State Archives (Public Records Act 2002).

Director, Governance and Legal Services

Reports to the Vice-Chancellor and President through the Vice-President (Administration) and Registrar. Records of actions and decisions kept on file.

VC180 Approves disposal of research data and primary materials (D/2.8). Executive Deans Records of actions and decisions kept on file.

VC038

Investigates breaches of acceptable use of information and communications facilities and determines appropriate action (F/1.11).

Chief Information Officer

Reports to the Vice-Chancellor and President through the Chief Information Officer. Records of actions and decisions kept on file.

VC035

Appoints responsible officers for the purpose of imposing penalties for breaches of library borrowing conditions (F/1.8).

Vice-President (Administration) and Registrar

Reports to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC040

Imposes penalties for student breaches of library borrowing conditions (F/1.8).

Compliance Officer, Library

Records of actions and decisions kept on file.

VC041

Reviews appeals relating to library borrowing conditions (F/1.8).

Library Review Officer

Records of actions and decisions kept on file.

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Financial Management

REF AUTHORITY / DELEGATION DELEGATED TO REPORTING REQUIREMENTS

Expenditure / commitment of funds
( **subject to availability of funds within approved budget limits and consistent with University plans, policies and procedures, and exclusive of GST where applicable)

C053

Approves expenditure / commitment of funds within approved budget limits and consistent with University plans, policies and procedures.

Vice-Chancellor and President

Expenditure monitored by Planning and Resources Committee. Planning and Resources Committee reports to Council after each meeting.

VC042

Approves expenditure / commitment of funds** for salaries and associated costs, investments, utilities, other recurrent services, and capital and maintenance funds up to and including $2,000,000 (G/6.1 and G/5.3).

Vice-President (Resources) and Chief Financial Officer

Budgets managed by organisational area and monitored by the Division of Resources.

VC043

Approves expenditure / commitment of funds up to and including $1,000,000** of capital and maintenance funds (G/6.1 and G/5.3).

Executive Director, Facilities Management

Budgets managed by organisational area and monitored by the Division of Resources.

VC044

Approves expenditure / commitment of funds up to and including $2,000,000** (G/6.1 and G/5.3).

Provost / Deputy Vice-Chancellor and Vice-President (Research and Innovation) / Vice-President (Administration) and Registrar / Vice-President (Resources) and Chief Financial Officer

Budgets managed by organisational area and monitored by the Division of Resources.

VC045

Approves expenditure / commitment of funds up to and including $1,000,000** (G/6.1 and G/5.3).

Executive deans of faculty / other heads of division / Executive Directors of IHBI and IFE

Budgets managed by organisational area and monitored by the Division of Resources.

VC046

Approves expenditure / commitment of funds up to and including $1,000,000** (G/6.1 and G/5.3).

Executive Director, Finance Resource Management / Executive Director, Facilities Management

Budgets managed by organisational area and monitored by the Division of Resources.

VC047

Approves expenditure / commitment of funds up to and including $500,000** (G/6.1 and G/5.3).

Heads of school or equivalent / centre directors / heads of department or independent section

Budgets managed by organisational area and monitored by the Division of Resources.

VC048

Approves delegations to University officers to approve recurrent expenditure** of relevance to their business undertakings (G/6.1 and G/5.3).

Vice-President (Resources) and Chief Financial Officer

Budgets managed by organisational area and monitored by the Division of Resources.

VC049

Approves further delegations to officers below the level of head of school/department /independent section, including delegations for corporate card expenditure and petty cash, to commit up to and including $100,000** (G/6.1 and G/5.3).

Director, Finance Operations (on recommendation of relevant deputy vice-chancellor, head of division or executive dean) Budgets managed by organisational area and monitored by the Division of Resources.

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Hospitality expenditure
(++ subject to availability of funds within approved budget limits and consistent with University plans, policies and procedures and inclusive of GST)

VC050

Approves expenditure associated with business-related hospitality and official functions of more than $75.00 per head++ (G/5.6)

Deputy vice-chancellors / executive deans of faculty / heads of division

Budgets managed by organisational area and monitored by the Division of Resources.

VC051

Approves expenditure associated with business-related hospitality and official functions of up to and including $75.00 per head++ (G/5.6).

Heads of school / department /independent section

Budgets managed by organisational area and monitored by the Division of Resources.

Specific financial arrangements

C054

Approves expenditure of funds available to the University by way of bequest, donation or special grant (QUT Act, s11(2)(c) , G/2.1).

Council - MAY NOT BE DELEGATED

Reported in financial statements of Annual Report to Parliament.

C055

Approves use of net commercialisation revenue by faculties, divisions and institutes (D/3.1).

Vice-Chancellor and President

Records of actions and decisions kept on file.

C056

Determines distribution to contributors of net commercialisation revenue received from teaching materials (D/3.1).

Deputy Vice-Chancellor and Vice-President (Research and Innovation) and Provost

Distribution reported to organisational area and monitored by the Division of Resources.

C057

Determines increased distributions to contributors of net commercialisation revenue from non-teaching materials (D/3.1).

Deputy Vice-Chancellor and Vice-President (Research and Innovation) and Provost

Distribution reported to organisational area and monitored by the Division of Resources.

C140

Approves the personal expenses of the Chancellor, in accordance with the requirements of (G/5.2).

Vice-Chancellor and President

Reported quarterly to Chair, Audit and Risk Management Committee.

C141

Approves the personal expenses of the Vice-Chancellor and President, in accordance with the requirements of (G/5.2).

Vice-President (Resources) and Chief Financial Officer (following endorsement by the Chancellor)

Records of actions and decisions kept on file.

VC054

Approves expenditure / commitment of funds for New Professors Scheme (B/4.11).

Executive deans of faculty / institute directors

Budgets managed by organisational area and monitored by the Division of Resources.

VC055

Approves issue of University corporate cards, sets corporate card transaction limits and determines limits for monthly expenditure (Finance Manual Chapter 5.2).

Director, Finance Operations (may be delegated further)

Records of actions and decisions kept on file.

VC056

Approves banking arrangements including the opening of bank accounts and appointment of signatories (G/3.1.2).

Executive Director, Finance Resource Management

Records of actions and decisions kept on file.

C163

Approves acquisitions and de-accessioning of artworks, subject to financial delegations (I/3.1).

Executive Director, QUT Precincts

Reports to Deputy Vice-Chancellor and Vice-President (International).

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Investments and borrowings

C003 Approves loans on behalf of QUT where repayable within three years or on demand* (Statutory Bodies Financial Arrangements Act 1982)
(* Note: Queensland Treasury approval is required for loans repayable over a period of three years or more).
Council Decision recorded in Council minutes.
VC145 Invests with approved fund managers and financial institutions up to the limit of available funds (G/3.2.4). Treasury Manager, the Division of Resources (following approval of Manager, Financial and Capital Management or Executive Director, Finance Resource Management)

Reported quarterly to Planning and Resources Committee (through Executive Director, Finance Resource Management and Vice-President (Resources) and Chief Financial Officer).

Planning and Resources Committee endorses list of approved financial institutions annually.
VC146 Approves derivative (hedging) transactions up to the limit of known foreign currency planned expenditures (G/3.2.5). Executive Director, Finance Resource Management Reported monthly to Treasurer of Queensland and quarterly to Planning and Resources Committee.
VC142 Approves access to funds from the short-term Queensland Treasury Corporation (QTC) Working Capital Loan Facility for up to 30 days and within preapproved limits (G/3.4) Executive Director, Finance Resource Management Reported after each transaction to Planning and Resources Committee. Records of actions and decisions kept on file.

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Write-offs

C058

Authorises the write-off of bad debts and assets exceeding value of $100 000 (exclusive of GST where applicable) (Financial Management Practice and Procedures Manual) (G/3.1).

Vice-Chancellor and President

Reported in financial statements approved by Council. Records of actions and decisions kept on file.

VC205

Authorises the write-off of bad debts and assets to value of $100 000 (exclusive of GST where applicable) (Financial Management Practice and Procedures Manual) (G/3.1).

Vice-President (Resources) and Chief Financial Officer

Reported in financial statements approved by Council. Records of actions and decisions kept on file.

VC057

Authorises the write-off of bad debts and assets to value of $25 000 (exclusive of GST where applicable) (Financial Management Practice and Procedures Manual) (G/3.1).

Executive Director, Finance Resource Management/Associate Director, Finance Operations

Reported in financial statements approved by Council. Records of actions and decisions kept on file.

VC058

Authorises the write-off of bad debts and assets equal to or less than the value of $10 000 (exclusive of GST where applicable) (Financial Management Practice and Procedures Manual) (G/3.1).

Executive deans of faculty / executive directors of institute / heads of division / heads of school / heads of department or independent section /directors of faculty services / directors of division and institute managers

Reported in financial statements approved by Council. Records of actions and decisions kept on file.

Budget

C059

Adopts annual University budget (QUT Act, s11(2)(b) and s54(1)). Council - MAY NOT BE DELEGATED Budget monitored by Planning and Resources Committee. Planning and Resources Committee reports to Council after each meeting.

C060

Considers budget reviews and recommends revisions to Council for approval (A/3.5).

Planning and Resources Committee

Planning and Resources Committee reports to Council after each meeting.

C061

Approves University budget framework (A/3.5).

Planning and Resources Committee

Planning and Resources Committee reports to Council after each meeting.

Audit

C062

Approves QUT Assurance and Risk Management Services Charter, strategic audit plan and annual internal audit plan (A/3.3).

Audit and Risk Management Committee

Audit and Risk Management Committee reports to Council after each meeting.

C063

Approves Annual Financial Statements.

Council

Decision recorded in Council minutes.

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Fees

VC182

Sets Student Contribution Amounts and tuition fees (all categories) (E/7.1).

Vice-Chancellor and President

Fees published on QUT website.

C065

Sets tuition fees (E/7.1).

Vice-Chancellor and President

Fees published on QUT website.

C066

Determines fees for use of information facilities (Library Borrowing Conditions, F/1.8).

Vice-President (Administration) and Registrar

Fees published on QUT website.

C067

Determines circumstances in which students may be granted exemption from payment of fees (E/7.1).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC183

Determines whether a student is granted exemption from payment of fees (E/7.1).

Vice-President (Administration) and Registrar (may be delegated further)

Records of actions and decisions kept on file.

VC184

Determines whether a student is permitted to defer payment of fees (E/7.1).

Director, Student Business Services (may be delegated further)

Records of actions and decisions kept on file.

VC186

Approves cancellation charges and administrative charges relating to student services (E/7.1).

Vice-President (Administration) and Registrar (may be delegated further)

Fees published on QUT website.

VC187

Sets incidental fees for goods and services imposed under Student user charging policy (E/7.1).

Vice-Chancellor and President

Fees published on QUT digital
workplace.

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Human Resources

REF AUTHORITY / DELEGATION DELEGATED TO REPORTING REQUIREMENTS
Industrial agreements
C073 Signs industrial agreements on behalf of the University. Vice-Chancellor and President Vice-Chancellor and President reports to Council as required. Industrial agreements published on the QUT Digital Workplace.
C149 Acts as returning officer for industrial agreement ballots (Council Procedure 7). Vice-President (Administration) and Registrar (may be delegated further) Vice-President (Administration) and Registrar reports results to the Vice-Chancellor and President. Vice-Chancellor and President reports to Council as required. Any delegation by the Vice-President (Administration) and Registrar for specific elections is made in writing and kept on the appropriate University record.

Distinguished appointments

C074

Awards or revokes title of Professor Emeritus and Distinguished Professor Emeritus (B/2.1.4).

Council

Decision recorded in Council minutes.

C075

Confers award of Life Fellow (A/3.1.6).

Council

Decision recorded in Council minutes.

C076

Awards or revokes title of Distinguished Professor (B/2.1.3).

Vice-Chancellor and President

Vice-Chancellor and President reports to Council as required. Records of actions and decisions kept on file.

VC181

Grants or revokes title of Vice-Chancellor's Professorial Fellows (B/2.1.5).

Vice-Chancellor and President

Vice-Chancellor and President reports to Council annually. Records of actions and decisions kept on file.

Creation of positions

VC059

Creates all senior staff positions at levels SSGA - SSGE (B/3.1).

Vice-Chancellor and President

Director, Human Resources reports to Vice-Chancellor and President as required.

VC060

Creates all ongoing and fixed-term academic positions at levels D - E (B/3.1).

Vice-Chancellor and President

Executive deans of faculty/heads of division provide recommendation through the Provost to the Vice-Chancellor and President. Reported in workforce plan for organisational area.

VC063

Creates ongoing and fixed-term (of more than 12 months, or more than 24 months for research only staff) academic staff positions at levels A – C, within workforce planning parameters (B/3.1).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to the Executive dean of faculty/head of division. Director, Human Resources reports to Vice-Chancellor and President as required.

VC207 Creates ongoing and fixed-term positions, for any period of appointment (exception applies), at HEW levels 1-10 within defined service portfolio. Service leads (QUT staff access only)  

VC064

Creates ongoing and fixed-term (of more than 12 months, or more than 24 months for research only staff) professional staff positions at HEW levels 1-10, within workforce planning parameters (B/3.1), which are not within a defined service portfolio (Service leads - QUT staff access only).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to the Executive dean of faculty/head of division. Director, Human Resources reports to Vice-Chancellor and President as required.

VC065

Creates fixed-term (of 12 months or less, or 24 months or less for research only staff) academic staff positions at levels A - C (B/3.1).

Vice-Chancellor and President / deputy vice-chancellors / heads of division / executive deans of faculty - for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

VC139

Creates fixed-term (of 12 months or less, or 24 months or less for research only staff) professional staff positions at HEW levels 1-10 (B/3.1), which are not within a defined service portfolio (Service leads - QUT staff access only).

Vice-Chancellor and President / deputy vice-chancellors / heads of division / executive deans of faculty - for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

Privately funded positions
VC061 Approves creation and naming of privately funded academic positions at level E (B/3.3). Vice-Chancellor and President Records of actions and decisions kept on file.
VC062 Approves creation and naming of privately funded academic positions at levels C - D (B/3.3). Provost Provost reports to Vice-Chancellor and President as required.

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Appointment of staff and confirmation of probation

By invitation
C077 Approves appointment of staff by invitation (B/4.2). Vice-Chancellor and President Vice-Chancellor and President reports to Council as required.
Senior Staff

VC066

Approves appointment and confirms probation to all senior staff positions at levels SSGC - SSGE (B/4.2 and B/9.3).

Vice-Chancellor and President
(Head of School appointments through Provost for recommendation)

Director, Human Resources reports to Vice-Chancellor and President as required.

VC067

Approves appointment and confirms probation to all senior staff positions at levels SSGA -SSGB (B/4.2 and B/9.3).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty/heads of division. Director, Human Resources reports to Vice-Chancellor and President as required.

Academic Staff

VC068

Approves appointment and confirms probation to all academic staff positions at level E (B/4.2 and B/9.2).

Vice-Chancellor and President

Executive deans of faculty/heads of division provide recommendation through the Provost to the Vice-Chancellor and President. Director, Human Resources reports to Vice-Chancellor and President as required.

VC069

Approves appointment and confirms probation to all academic staff positions at level D (B/4.2 and B/9.2).

Provost

Executive deans of faculty/heads of division provide recommendation to the Provost. Director, Human Resources reports to Vice-Chancellor and President as required.

VC070

Approves appointment and confirms probation to all ongoing and fixed-term (of more than 12 months, or more than 24 months for research only staff) academic staff positions at levels A - C (B/4.2 and B/9.2).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty/heads of division. Director, Human Resources reports to Vice-Chancellor and President as required.

VC140

Approves appointment and confirms probation to all fixed-term (of 12 months or less, or 24 months or less for research only staff) academic staff positions at levels A – C (B/4.2 and B/9.2).

Vice-Chancellor and President / deputy vice-chancellors / heads of division / executive deans of faculty / executive directors of institute- for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

VC071

Approves appointment of sessional staff (B/4.2).

Heads of school or equivalent / heads of department or independent section / discipline leaders across all schools as appropriate (may be delegated further)

Records of actions and decisions kept on file.

Professional Staff
VC208 Approves appointment to ongoing and fixed-term positions, for any period of appointment (exception applies), at HEW levels 1-10 within defined service portfolio. Service leads (QUT staff access only)  

VC072

Approves appointment to ongoing and fixed-term (of more than 12 months, or more than 24 months for research only staff) professional staff positions at HEW levels 1-10 (B/4.2), which are not within a defined service portfolio (Service leads - QUT staff access only).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty/heads of division. Director, Human Resources reports annually to Vice-Chancellor and President.

VC143

Confirms probation to all ongoing and fixed-term (of more than 12 months, or more than 24 months for research only staff) professional staff positions at HEW levels 1-10 (B/9.1).

Vice-Chancellor and President / deputy vice-chancellors / heads of division / executive deans of faculty / executive directors of institute - for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

VC141

Approves appointment and confirms probation to all fixed-term (of 12 months or less, or 24 months or less for research only staff) professional staff positions at HEW levels 1-10 (B/4.1 and B/9.1), which are not within a defined service portfolio (Service leads - QUT staff access only).

Vice-Chancellor and President / deputy vice-chancellors / heads of division / executive deans of faculty - for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

VC073

Approves appointment of casual professional staff.

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.

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Honorary appointments

VC076

Grants or revokes title of Adjunct Professor and Adjunct Associate Professor (B/2.1.6).

Provost

Executive deans of faculty/heads of division/executive directors of institute provide recommendation to the Provost. Provost reports to Vice-Chancellor and President as required.
Records of actions and decisions kept on file.

VC176 Engages or revokes Conjoint academics or conjoint professionals (B/2.1.7). Provost Executive deans of faculty/heads of division provide recommendation to the Provost.
Provost reports to Vice-Chancellor and President as required.
Records of actions and decisions kept on file.

VC077

Grants or revokes title of Visiting Fellow, Industry Fellow (B/2.1.8), Visiting Associates (B/2.1.10) and Clinical titles (B/2.1.9).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty/heads of division.
Executive deans of faculty / heads of division / Executive Director of Institute report annually to Provost.

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Specific academic appointments

VC074 Approves appointment of Executive Director of Institute (D/1.2). Vice-Chancellor and President Records of actions and decisions kept on file.
VC075 Approves appointment of faculty-based research centre directors (D/1.2). Vice-Chancellor and President Records of actions and decisions kept on file.

VC078

Appoints course coordinators B/3.5).

Executive deans of faculty or equivalent

Records of actions and decisions kept on file.

VC079

Appoints study area and program coordinators, year coordinators and major coordinators (B/3.5).

Executive deans of faculty (may be further delegated)

Records of actions and decisions kept on file.

VC080 Appoints unit coordinators (B/3.5). Heads of school or equivalent Records of actions and decisions kept on file.
VC172 Appoints unit coordinators for faculty level course (B/3.5). Executive deans of faculty (may be further delegated) Records of actions and decisions kept on file.

Termination of employment

VC081

Approves termination of employment on medical grounds – senior staff ( B/7.12).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC082

Accepts staff resignation of employment.

Vice-Chancellor and President / Provost / deputy vice-chancellors / heads of division / executive deans of faculty / executive directors of institute - for directly reporting staff

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

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Changes to positions

VC083

Declares positions redundant.

Vice-Chancellor and President (may be delegated further)

Records of actions and decisions kept on file.

VC177 Calls for applications for voluntary redundancy. Vice-Chancellor and President (may be delegated further) Records of actions and decisions kept on file.

VC084

Approves applications for voluntary redundancy.

Vice-Chancellor and President (may be delegated further)

Records of actions and decisions kept on file.

VC085

Approves applications for Early Retirement Scheme.

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC086

Approves pre-retirement fixed-term appointments (B/7.5).

Vice-Chancellor and President / Provost / Deputy vice-chancellors / heads of division / executive deans of faculty / executive directors of institute - for directly reporting staff


Heads of school or equivalent / department / independent section provide recommendations to executive deans of faculty / heads of division / executive directors of institute / deputy vice-chancellors.
Records of actions and decisions kept on file.

VC087

Approves redeployment of staff to a suitable position (B/11.3.5).

Vice-Chancellor and President (may be delegated further)

Records of actions and decisions kept on file.

VC088

Approves Category B internal secondment of staff to other organisational units (B/12.6.2).

Executive deans of faculty / heads of division / deputy vice-chancellors

Records of actions and decisions kept on file.

VC089

Approves Category A internal secondment of staff to other organisational units (B/12.6.2).

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.

VC090

Approves conversion from casual to non-casual employment and offer of non-casual employment (professional staff) where there is no requirement for creation of an additional on-going position (B/4.10).

Director, Human Resources

Executive deans of faculty/heads of division provide recommendation to the Director, Human Resources. Records of actions and decisions kept on file. Director, Human Resources reports to Vice-Chancellor and President as required.

VC091

Approves creation of additional on-going position in the case of conversion from casual to non-casual employment for professional staff (B/4.10).

Executive deans of faculty / heads of division / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty/heads of division. Director, Human Resources reports annually to Vice-Chancellor and President.

Promotion

VC092

Approves academic promotion to levels D and E (B/5.3).

Vice-Chancellor and President

University Promotion Committee provides recommendation to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC093

Approves academic promotion to levels B and C (B/5.3).

Executive deans of faculty / heads of division / deputy vice-chancellors

Executive deans of faculty / heads of division report annually to the Vice-Chancellor and President through the Provost. Records of actions and decisions kept on file.

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Reclassification

VC094

Approves reclassification of SSGC - SSGE positions.

Vice-Chancellor and President
(Head of School appointments through Provost for recommendation)

Records of actions and decisions kept on file.

VC095

Approves reclassification of SSGA - SSGB positions.

Director, Human Resources (may be delegated further)

Director, Human Resources reports annually to the Vice-Chancellor and President on reclassification patterns. Records of actions and decisions kept on file.

VC096

Approves reclassification of professional staff positions HEW level 1 - 10.

Director, Human Resources (may be delegated further)

Director, Human Resources reports annually to the Vice-Chancellor and President on reclassification patterns. Records of actions and decisions kept on file.

Progression

VC097

Approves progression for senior staff of movement within a total remuneration range (B/7.14).

Performance Pay Committee

Records of actions and decisions kept on file.

VC098

Approves accelerated progression for professional and academic staff (through more than one salary increment) (B/7.8).

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.
Heads of school / department / independent section report annually to Vice-Chancellor and President through relevant executive dean of faculty / head of division.
Director, Human Resources monitors instances of accelerated progression.

VC099

Approves withholding of incremental progression for professional and academic staff (B/7.8).

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.

Reward and recognition

VC100

Approves Vice-Chancellor’s Awards for Excellence (B/5.1).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC101 Approves Vice-Chancellor’s Performance Fund awards (B/5.2). Vice-Chancellor and President Executive deans / heads of division / deputy vice-chancellors recommend awards to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC179

Awards Distinguished Service Medal (B/5.7).

Vice-Chancellor and President

Records of actions and decisions kept on file.

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Salary, loadings and bonuses
Note: “Salary "movement within a total remuneration range" for senior staff” is covered in first entry under “progression” above

VC102 Approves overtime for eligible staff. Relevant supervisor Records of actions and decisions kept on file.
Senior staff

C079

Approves performance pay bonuses for the Vice-Chancellor and President and the Vice-Chancellor and President's eligible senior staff direct reports in the SSGE range (B/7.14.3 and B/9.3.9).

Chancellor's Committee

Decision recorded in Committee minutes.

VC173 Approves performance pay bonuses of up to 12% of the staff member's total salary for eligible senior staff (SSGA-SSGE, excluding the Vice-Chancellor and President's direct reports in SSGE range) (B/7.14.3 and B/9.9.8) Performance Pay Committee Decision recorded in Committee minutes
VC174 Approves exceptional performance bonus in excess of 12% to a maximum of 20% of the senior staff member's total salary for eligible senior staff (B/7.14.3) Vice-Chancellor and President Executive deans of faculty/heads of division provide recommendation to the Vice-Chancellor and President. Records of actions and decisions kept on file (through Performance Pay Committee and/or Chancellors Committee).

VC175

Approves loading for senior staff for total remuneration amount higher than the maximum range for their level (SSGA-SSGE) (B/7.14.2(c))

Vice-Chancellor and President

Records of actions and decisions kept on file. Director, Human Resources monitors and reports as required to Vice Chancellor.

Academic staff

VC191

Approves salary loading of more than 20% for academic staff levels A - E (B/7.10 ).

Provost

Executive deans of faculty / heads of division / deputy vice-chancellors / executive directors of institute provide recommendation to Provost.
Records of actions and decisions kept on file.
Director, Human Resources monitors and reports as required to Vice-Chancellor and President and Provost.

VC192

Approves salary loading of up to and including 20% for academic staff levels A - E (B/7.10).

Executive deans of faculty / heads of division / institute directors / deputy vice-chancellors

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty / heads of division / executive directors of institute / deputy vice-chancellors.
Records of actions and decisions kept on file.
Director, Human Resources monitors and reports as required to Vice-Chancellor and President and Provost.

Professional staff

VC193

Approves salary loading of more than 20% for professional staff (B/7.10).

Vice-Chancellor and President

Executive deans of faculty / heads of division / executive directors of institute provide recommendation to the Vice-Chancellor and President.
Records of actions and decisions kept on file.
Director, Human Resources monitors and reports as required to Vice-Chancellor and President.

VC194

Approves salary loading of up to and including 20% for professional staff (B/7.10).

Executive deans of faculty / heads of division / deputy vice-chancellors / executive directors of institute

Heads of school or equivalent / department / independent section provide recommendation to executive deans of faculty / heads of division / deputy vice-chancellors / executive directors of institute.
Records of actions and decisions kept on file.
Director, Human Resources monitors and reports as required to Vice-Chancellor and President.

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Higher duties

VC103

Approves higher duties allowance for directly reporting officers.

Vice-Chancellor and President
Provost

Records of actions and decisions kept on file.

VC104

Approves higher duties allowance for position of executive dean of faculty.

Provost

Records of actions and decisions kept on file.

VC105

Approves higher duties allowance for positions below executive dean of faculty / heads of division / deputy vice-chancellors.

Executive deans of faculty / heads of division / deputy vice-chancellors

Records of actions and decisions kept on file.

VC106

Approves higher duties allowance for positions below head of school / department / independent section.

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

Leave

VC107

Approves period of paid leave for exceptional circumstances.

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC108 Approves all leave for directly reporting officers. Vice-Chancellor and President
Provost
Executive deans of faculty / heads of division / deputy vice-chancellors / executive directors of institute
Records of actions and decisions kept on file.
VC178

Approves a partial cashing out of accrued long service leave in exceptional circumstances on the grounds of compassionate or financial hardship (B/6.4)

Executive deans of faculty / heads of division / deputy vice-chancellors (consultation with Director, Human Resources as required)

Records of actions and decisions kept on file.

Academic staff

VC110

Approves for academic staff:

  • Recreation leave
  • Parental leave
  • Defence reserve forces leave
  • Personal leave
  • Jury service
  • Long service leave
  • Sick/carer's leave
  • Compassionate leave
  • Aboriginal and/or Torres Strait Islander Cultural and Ceremonial leave
  • Trade Union leave
  • Leave without pay.

Heads of school or equivalent / heads of department or independent section

Records of actions and decisions kept on file.

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Professional staff

VC113

Approves for professional staff:

  • Recreation leave
  • Personal leave
  • Sick/carer's leave
  • Compassionate leave
  • Parental leave
  • Defence reserve forces leave
  • Jury service
  • Long service leave
  • Aboriginal and/or Torres Strait Islander Cultural and Ceremonial leave
  • Leave without pay
  • Trade Union leave.

Heads of school or equivalent / heads of department or independent section / director of faculty services / office directors or appropriate supervisor

Records of actions and decisions kept on file.
The work area must retain a record of the delegation.

 

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Staff development

VC116

Approves professional development leave (PDL) for deputy vice-chancellors and heads of division.

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC117

Approves professional development leave (PDL) for executive deans of faculty.

Provost

Provost reportsas required to the Vice-Chancellor and President. Records of actions and decisions kept on file.

VC118

Approves professional development leave (PDL) for academic staff greater than 20 working days (PDL-Long) (B/12.7.1).

Executive deans of faculty / head of division / deputy vice-chancellors

Executive deans of faculty report as required to Provost on PDL for academic staff. Records of actions and decisions kept on file.

VC119

Approves professional development leave (PDL) for academic staff up to and including 20 working days (PDL-Short) which involves overseas travel (B/12.7.1).

Executive deans of faculty / head of division / deputy vice-chancellors

Executive deans of faculty report as required to Provost on PDL for academic staff. Records of actions and decisions kept on file.

VC120

Approves professional development leave (PDL) for academic staff up to and including 20 working days (PDL-Short) not involving overseas travel (B/12.7.1).

Heads of school or equivalent

Records of actions and decisions kept on file.

VC121

Approves professional development programs (PDP) for professional staff (B/12.8).

Vice-President (Administration) and Registrar (may be delegated further)

Records of actions and decisions kept on file.

VC122

Approves participation in the QUT Study Assistance Scheme; and leave to attend class and complete examination requirements (if relevant) for the approved study (B/12.3).

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.
Executive dean of faculty / head of division / executive director of institute / deputy vice-chancellors may be the authorised officer in accordance with preferred local practice.

Conference leave

VC123

Approves conference leave for deputy vice-chancellors and heads of division.

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC124

Approves conference leave for executive deans of faculty.

Provost

Records of actions and decisions kept on file.

VC125

Approves conference attendance for professional staff (B/12.4).

Heads of school or equivalent / department / independent section

Records of actions and decisions kept on file.

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Official travel
## Specific approval is required for travel to DFAT high risk destinations (G/5.5.4)

VC202

Approves domestic and international travel for the Vice-Chancellor and President and for Council members (G/5.5).

Chancellor

Records of actions and decisions kept on file.

VC126

Approves domestic and international travel for deputy vice-chancellors and heads of division (G/5.5).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC127

Approves domestic and international travel for executive deans and institute executive directors (G/5.5).

Provost

Records of actions and decisions kept on file.

VC128

Approves

  • international travel for all staff within the faculty, institute, division or portfolio ##
  • travel class upgrades for all staff within the faculty, institute, division or portfolio and
  • domestic travel for all direct reports (G/5.5).

Executive deans / institute executive directors / heads of division / deputy vice-chancellors

May delegate approval of international travel to heads of school (or discipline leaders in Creative Industries Faculty), heads of department/independent section, for that officer’s direct or indirect reports. Approval of high risk travel may not be delegated G/5.5.4.

Records of actions and decisions kept on file.

VC129

Approves domestic travel for staff reporting directly or indirectly to the delegate (G/5.5).

Heads of school / department / independent section / discipline leaders in the Creative Industries Faculty

Records of actions and decisions kept on file. Discipline leaders in the Creative Industries Faculty consult the Head of School.

VC204

Approves high risk international travel where Department of Foreign Affairs and Trade travel advice risk is ‘do not travel’ (G/5.5).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC203

Approves high risk international travel where Department of Foreign Affairs and Trade travel advice risk is ‘reconsider your need to travel’ and high risk domestic travel to a remote or isolated area (G/5.5).

Executive deans / institute executive directors / heads of division / deputy vice-chancellors

Records of actions and decisions kept on file.

Outside work

C090

Approves outside work for Vice-Chancellor and President (D/7.1).

Chancellor

Office of Research Services maintains Register of Outside Work. Vice-Chancellor and President's outside work reported to Chancellor's Committee.

C091

Approves outside work for deputy vice-chancellors (D/7.1).

Vice-Chancellor and President

Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required through the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

C157 Approves outside work for senior staff who are heads of division (D/7.1). Vice-Chancellor and President Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required.

C092

Approves outside work for executive deans of faculty (D/7.1).

Provost

Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required through the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

C093 Approves outside work for institute executive directors (D/7.1). Deputy Vice-Chancellor and Vice-President (Research and Innovation) Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required through the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

C094

Approves outside work for heads of school or department and other academic staff or senior staff who report to executive deans of faculty (D/7.1).

Executive deans of faculty

Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required through the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

C095

Approves outside work for academic staff (D/7.1).

Executive deans of faculty (may be delegated to heads of school or equivalent)

Office of Research Services maintains Register of Outside Work and reports to the Vice-Chancellor and President as required through the Deputy Vice-Chancellor and Vice-President (Research and Innovation).

C096

Approves outside employment for professional staff (B/7.9).

Relevant supervisor

Records of actions and decisions kept on file.

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Workplace conduct and performance

VC130

Determines outcomes relating to discrimination related grievances (A/8.5).

Vice-Chancellor and President

Records of actions and decisions kept on file.

VC131

Determines disciplinary action relating to unsatisfactory performance (Enterprise Agreements and B/9.5).

Vice-Chancellor and President
(may be further delegated)

Records of actions and decisions kept on file.

VC132

Determines disciplinary action relating to misconduct / serious misconduct (Enterprise Agreements and B/8.5).

Vice-Chancellor and President
(may be further delegated)

Records of actions and decisions kept on file.

VC133

Suspends an employee with or without pay (Enterprise Agreements and B/8.5).

Vice-Chancellor and President (may be further delegated)

Records of actions and decisions kept on file.

VC134 Deals with matters relating to Code of Conduct where no other appropriate procedures exist under Enterprise Agreements. Vice-President (Administration) and Registrar (may be further delegated) Vice-President (Administration) and Registrar reports to the Vice-Chancellor and President.
Records of actions and decisions kept on file.

VC206

Determines outcomes relating to staff complaints (B/10.1)

Director, Human Resources (may be further delegated)

Director, Human Resources reports to the Vice-Chancellor and President on any recommended remedial or disciplinary action.
Records of actions and decisions kept on file.

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Academic

REF AUTHORITY / DELEGATION DELEGATE REPORTING REQUIREMENTS

Courses

C097

Approves curriculum development as follows:  
  • accreditation of new courses (C/4.1)
  • reaccreditation of existing courses (C/4.1)
  • addition of new and revised Study Areas A (C/4.1, C159)
  • substantive changes to the Course Learning Outcomes, and
  • university wide non-award programs (C/3.4).
University Academic Board

Decision recorded in Board minutes.

C159 Approves a range of curriculum and policy change, including course reaccreditation, where not identified as higher-risk, as determined by University Academic Board (C/4.1.3). Curriculum Standards Committee Decision reported to University Academic Board.

C098

Approves:  
  • curriculum changes involving change to less than 30% of mapped components of an accredited course (C/4.1)
  • new or revised Study Areas B (C/4.1)
  • discontinued courses, study areas and units (C/4.1), and
  • new or revised units and unit outlines (C/4.1) (may be delegted further).

Faculty academic boards

Decision recorded in Board minutes.

C099

Approves discontinuation of courses, Study Areas and units (C/4.1).

Faculty academic boards

Decision recorded in Board minutes.
Faculty academic boards report to University Academic Board as required.

VC197 Approves business case and investment in Graduate Professional Education (GPE) programs that are Massive Open Online Courses (MOOC) and Small Private Online Courses (SPOC) (C/3.4). Programs Executive Committee Annually to the Vice-Chancellor and President.
VC198 Approves business case and investment for corporate programs, including transnational education programs (C/3.5), except where Programs Executive Committee approval is required, or where faculty-level approval is sufficient (C/3.4).

Executive Dean, QUT Business School (may be delegated further)

Annually to Programs Executive Committee and Faculty Academic Boards.
VC199 Approves business case and investment for small-scale corporate programs (C/3.4).

Executive Deans (may be delegated further)

Annually to Programs Executive Committee on public programs and small-scale corporate programs.

VC200

Approves academic quality of proposals for all graduate and professional education programs, including transnational programs (C/3.5), and approves small-scale corporate programs (C/3.4).

Faculty academic boards (may be delegated except for credit-bearing programs)

Decision recorded in Board minutes.

VC195 Approves transnational programs for offering, including delivery in a language other than English (C/3.5, C/3.4). Provost Records of actions and decisions kept on file.

VC135

Approves transnational education award courses for offering (C/3.5).

Vice-Chancellor and President

Records of actions and decisions kept on file.

Evaluation of courses, units and teaching
VC137 Approves evaluation instruments for courses, units, teaching and student experience (C/4.7). Deputy Vice-Chancellor (Learning and Teaching) Records of actions and decisions kept on file.

Course requirements

C101

Specifies requirements for admission, enrolment, academic progress, assessment and granting of degrees and awards (A/3.6).

University Academic Board

University Academic Board reports to Council after each meeting. Requirements published in MOPP and on QUT website.

C102

Approves entry requirements, duration, modes of study, structure, content and objectives of courses (A/3.6 , C/4).

University Academic Board

Decision recorded in Board minutes.

C103

Determines credit points for units (C/3.1.5).

University Academic Board

Decision recorded in Board minutes.

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Admission and credit

C104

Specifies minimum entry requirements for courses (E/4.1).

Faculty academic boards

Decision recorded in Board minutes.

C105

Makes offers of admission (E/4.1).

Vice-President (Administration) and Registrar

Records of actions and decisions kept on file.

C106

Approves applications for deferment (E/4.1).

Vice-President (Administration) and Registrar

Records of actions and decisions kept on file.

C107

Determines the amount and type of academic credit to be granted (E/4.2).

Course coordinator

Records of actions and decisions kept on file.

C108

Approves advanced standing precedent lists (ASPLs) (E/4.2).

Course coordinator

Records of actions and decisions kept on file.
ASPLs are administered by Student Business Services Department.

C109

May revoke any advanced standing previously granted (E/4.2).

Course coordinator or equivalent delegate

Records of actions and decisions kept on file.

Enrolment and progression

C110

Approves the academic calendar for each year.

Vice-Chancellor and President

Published on QUT website; records of actions and decisions kept on file.

C111

Designates teaching periods and sets dates for teaching periods within the academic calendar (E/4.3.5).

Vice-President (Administration) and Registrar (may be delegated further)

Published on QUT website; records of actions and decisions kept on file.

C112

Designates unit addition and withdrawal periods (E/4.3).

Vice-President (Administration) and Registrar (may be delegated further)

Published on QUT website; records of actions and decisions kept on file.

C113

Sets dates for unit addition and withdrawal (E/4.3).

Vice-President (Administration) and Registrar (may be delegated further)

Published on QUT website; records of actions and decisions kept on file.

C114

Prescribes relevant dates and procedures relating to enrolment (E/4.3).

Vice-President (Administration) and Registrar (may be delegated further)

Published on QUT website.

C115

Determines application for leave of absence (E/4.5).

Vice-President (Administration) and Registrar (may be delegated further)

Records of actions and decisions kept on file.

C116

Approves variations to standard enrolment programs E/4.3.3).

Course coordinator

Records of actions and decisions kept on file.

C117

Permits a student to enrol in a specified unit without having satisfied the conditions for enrolment in that unit (E/4.3).

Unit coordinator ( May not be delegated further)

Records of actions and decisions kept on file.

C118

Permits a student to add a unit to their enrolment program in a teaching period, after the unit addition date (E/4.3).

Unit coordinator (May not be delegated further)

Records of actions and decisions kept on file.

C165 Determines appeals by students where mandatory leave, suspension or other conditions have been imposed under the fitness to study policy (E/3.2). Appeals Committee Decision recorded in Committee minutes.
C167 Determines appeals by students against a preparedness for professional experience decision made by an Executive Dean (E/3.3). Appeals Committee Decision recorded in Committee minutes.

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Assessment

C120

Determines the outcome of an application for a deferred examination (E/6.3).

Executive dean of faculty
Director, QUTIC

Records of actions and decisions kept on file.

C121

Approves a student's final grade for a unit (C/5.1).

Executive dean of faculty
Director, QUTIC

Records of actions and decisions kept on file.

C122

Determines the outcome of an application for special consideration (E/6.3).

Executive dean of faculty

Records of actions and decisions kept on file.

C124

Approves alternative arrangements for assessment (E/6.3.3).

Course coordinator

Records of actions and decisions kept on file.

C126

Approves extensions to due dates for assessment (E/6.3.3).

Unit coordinator (may be further delegated )

Records of actions and decisions kept on file.

Review of grades

C127

Reviews faculty academic board decisions to exclude students where the student made a show cause submission to the Faculty Academic Board in accordance with E/6.7.

Appeals Committee

Decision recorded in Committee minutes.

C128

Determines appeals against refusal of admission to a course, or readmission to a course following exclusion (E/1.2).

Appeals Committee

Decision recorded in Committee minutes.

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Unsatisfactory performance, academic dishonesty and student misconduct

C129

Determines student appeals arising from the imposition of penalties for major student misconduct (E/1.2).

Appeals Committee

Decision recorded in Committee minutes.

C131

Excludes students from enrolment for unsatisfactory academic performance (E/6.7).

Faculty academic boards

Decision recorded in Board minutes.

C166 Excludes students from courses and programs if previously excluded (E/6.7). Vice-President (Administration) and Registrar Records of actions and decisions kept on file.

C133

Determines students to be placed on probationary enrolment (E/4.3).

Vice-President (Administration) and Registrar (may be delegated further)

Records of actions and decisions kept on file.

C142

Suspends student where major misconduct is alleged (E/8.1.9). Vice-President (Administration) and Registrar Recorded on file and reported to relevant misconduct committee.
C132 Determines cases of major academic student misconduct (E/2.1, E/8.1, C/5.3). Faculty Academic Misconduct Committee Records of actions and decisions kept on file.

C143

Determines cases of major non-academic student misconduct (E/8.1.4, E/1.4). Student Misconduct Committee Vice-President (Administration) and Registrar and annual to Vice-Chancellor and President.

C144

Determines major research student misconduct (E/8.1.4, D/2.2). Research Student Misconduct Committee Vice-President (Administration) and Registrar and annually to the Vice-Chancellor and President.

C145

Imposes penalties for major student misconduct  (E/8.1.8).

Vice-President (Administration) and Registrar (may be delegated where misconduct occurring wholly within one faculty) Records of actions and decisions kept on file and annual report to University Executive Committee and University Academic Board (academic and research only).

Graduation and conferral of awards

C135

Confers or revokes academic awards and medals, including posthumous awards (E/10.1, E/10.4).

University Academic Board

Subject to a requirement to consult with University Academic Board for any recommendations outside of existing policies and standards, University Academic Board has sub-delegated the authority to confer academic awards and medals to the Vice-President (Administration) and Registrar.

Records of actions and decisions kept on file.
Vice-President (Administration) and Registrar reports annually to University Academic Board on all awards conferred.
Decision to revoke an award recorded in Board minutes and reported to Council.

C136

Determines whether a student has completed all course requirements and recommends conferral of coursework awards (E/10.1).

Faculty academic boards

Decision recorded in Board minutes and recommendations forwarded to Vice-President (Administration) and Registrar, through Student Business Services Department.

C139

Determines whether a research higher degree candidate has completed all course requirements and recommends conferral of research higher degree awards (D/5.3, E/10.1).

Research Degrees Committee

Decision recorded in Committee minutes and recommendations forwarded to Vice-President (Administration) and Registrar and Student Business Services Department.

C137 Approves QUT Outstanding Doctoral Thesis Awards (D/5.3.11). Deputy Vice-Chancellor and Vice-President (Research and Innovation) Records of actions and decisions kept on file.

Student Consultation

C151

Approves annual consultation with students on uses of proceeds from Student Services and Amenities Fee (SSAF) (E/3.1)

Vice-President (Administration) and Registrar

Reports annually to Council regarding the Student Services and Amenities Fee.

 

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