Manual of Policies and Procedures

B/8.6 Corruption and fraud control

Contact Officer

Director, Assurance and Risk Management Services

Approval Date

05/02/2015

Approval Authority

Council

Date of Next Review

01/02/2018

8.6.1 Policy principles
8.6.2 Definitions
8.6.3 Roles and responsibilities
8.6.4 Implementation of corruption and fraud control
Related Documents
Modification History

8.6.1 Policy principles

QUT is committed to maintaining an organisational culture which ensures that effective corruption and fraud prevention is an integral part of all University activities and a core management capability, consistent with the QUT Blueprint, the QUT Staff Code of Conduct (B/8.1) and relevant legislation and in accordance with the Australian Standard 8001-2008 Fraud and Corruption Control.

The University’s policy on corruption and fraud control is based on the following principles:

  • QUT operates in an environment in which ethical conduct is expected, encouraged and supported, with no tolerance for corrupt conduct, fraudulent activities or maladministration
  • Officers of the University are placed in a position of trust and are required to maintain and enhance public confidence in the integrity of the University and to advance the common good of the University community
  • The University will investigate and manage all reported cases of alleged fraud or corruption in accordance with its misconduct policies and procedures (B/8.5); Clause 45 of the QUT Enterprise Agreement (Academic Staff) and Clause 54 of the QUT Enterprise Agreement (Professional Staff) and/or criminal proceedings
  • QUT will ensure that it has in place effective operational controls and procedures for the prevention and detection of corrupt and fraudulent activities, as detailed in the University’s Corruption and Fraud Control Plan.

Top

8.6.2 Definitions

Corruption is defined in a practical way by AS8001-2008 as dishonest activity in which a director, executive, manager, employee or contractor of an entity acts contrary to the interests of the entity and abuses his/her position of trust in order to achieve some personal gain or advantage for him or herself or for another person or entity.

Fraud is defined by AS8001-2008 as dishonest activity causing actual or potential financial loss to any person or entity including theft of moneys or other property by employees or persons external to the entity and where deception is used at the time, immediately before or immediately following the activity. This also includes the deliberate falsification, concealment, destruction or use of falsified documentation used or intended for use for a normal business purpose or the improper use of information or position for personal financial benefit. Fraud can also be seen as a major subset of corruption and is a deliberate, intentional and premeditated dishonest act or omission acted out with the purpose of deceiving to gain advantage from a position of trust and authority. It includes acts such as theft, making false statements/representation, evasion, manipulation of information, criminal deception and misuse of University property or time.

Maladministration is defined in the Public Interest Disclosure Act 2010 as an administrative action that:

a) was taken contrary to law; or
b) was unreasonable, unjust, oppressive, or improperly discriminatory; or
c) was in accordance with a rule of law or a provision of an Act or a practice that is or may be unreasonable, unjust, oppressive or improperly discriminatory in the particular circumstances; or
d) was taken:

(i) for an improper purpose; or
(ii) on irrelevant grounds; or
(iii) having regard to irrelevant considerations; or

e) was an action for which reasons should have been given, but were not given; or
f) was based wholly or partly on a mistake of law or fact; or
g) was wrong.

Top

8.6.3 Roles and responsibilities

Council

Council approves policy and receives advice on the Corruption and Fraud Control Plan and Risk Assessments through Audit and Risk Management Committee as required.

Audit and Risk Management Committee

Audit and Risk Management Committee (A/3.3) endorses QUT’s Corruption and Fraud Control Plan and Risk Assessments and reports to Council as required.

Vice-Chancellor and President

As the University’s chief executive officer, the Vice-Chancellor and President is responsible for the implementation of this policy through the Corruption and Fraud Control Plan and an effective internal control structure and policy (A/2.6).

Senior managers

Senior managers are responsible in their organisational area for:

  • establishing controls and procedures for prevention and detection of any fraudulent or corrupt activities, in accordance with the Corruption and Fraud Control Plan
  • identifying risk exposures to corrupt and fraudulent activities and ensuring that regular assessment of the risks are undertaken
  • reinforcing the requirement for ethical conduct by staff and other officers and encouraging the prompt reporting of any instances of fraud, corrupt conduct or maladministration
  • ensuring that all staff are aware of the University’s policy on corruption and fraud control, and their obligations for ethical conduct in their duties, including the annual online training in Code of Conduct and Corruption and Fraud Awareness and Prevention.

Managers of operational areas

Managers are responsible in their operational area for:

  • displaying a positive attitude towards compliance with laws, rules and regulations (A/1.3).
  • ensuring that they are aware of indicators of fraudulent and corrupt conduct, and responding appropriately to such indicators.
  • establishing adequate internal controls to provide for the security and accountability of University resources to prevent or reduce the opportunity for fraudulent and corrupt activities.

All staff

All staff have a responsibility to undertake their duties in accordance with the QUT Staff Code of Conduct (B/8.1) and to promptly report any instances of fraudulent or corrupt activities to their supervisor.

Further specific responsibilities for fraud and corruption control are detailed in the Corruption and Fraud Control Plan (QUT staff access only).

Top

8.6.4 Implementation of corruption and fraud control

The University has identified the following elements as critical to its successful control of corrupt and fraudulent activity. These elements are further detailed in the Corruption and Fraud Control Plan.

a) Good corporate governance

The QUT Governance Framework (A/1.1) is integral to the control and management of corruption and fraud. Corporate governance structures, such as the University’s Schedule of Authorities and Delegations and Council Procedure 1 - Committees, improve QUT’s transparency and accountability, consistent with sound business practices and compliance, and reduces the likelihood that it will suffer financial loss or damage to its reputation as a result of misconduct by its officers.

b) Executive and management commitment

The commitment of the Council, Vice-Chancellor and President and management at all levels of the University to the proactive prevention of corrupt or fraudulent activities in a systematic way is crucial to effective fraud and corruption control.
All managers should ensure that they are familiar with the Corruption and Fraud Control Plan and that there are control mechanisms in place consistent with the Plan within their organisational area of control.

c) Internal control structure

Financial, administrative and information systems, and academic internal controls, are all essential requirements for corruption and fraud prevention. The University’s Internal Control policy (A/2.6) states that individual managers are responsible for daily operations and for maintaining a cost-effective internal control structure within their organisational responsibility. Internal controls are subject to audit and reviews by Assurance and Risk Management Services.

d) University culture of ethical behaviour

QUT values honesty, integrity and ethical behaviour and practices and is committed to maintaining a culture of high ethical standards and accountability in its teaching, research and community activities. Such a culture is reinforced with solid governance structures, management commitment, and relevant staff development and training.

e) Reporting of and dealing with complaints

All complaints of suspected corrupt or fraudulent behaviour should be reported in accordance with the QUT Staff Code of Conduct and Corruption and Fraud Control Plan.

f) Recruitment and development of staff

QUT’s recruitment and staff development policies (B/4.1 and B/12.1) and practices underpin the prevention of corruption and fraud.

Courses/seminars and presentations on the topics of ethics, corruption and fraud prevention and detection, and compliance obligations of individual staff members, are embedded into the University's ongoing staff induction, development, training and awareness programs.

Top

Related Documents

MOPP A/1.3 Compliance

MOPP A/2.5 Risk management

MOPP A/2.6 Internal control

MOPP B/4.1 Recruitment and advertising

MOPP B/8.1 QUT Staff Code of Conduct

MOPP B/8.3 Public interest disclosure management

MOPP B/8.5 Disciplinary action for misconduct and serious misconduct – senior staff

MOPP B/8.7 Conflict of interest

MOPP B/12.1 Staff development policy

MOPP D/2.6 QUT Code of Conduct for Research

MOPP Appendix 2 Council Procedure 1 - Committees

Corruption and Fraud Control Plan (QUT staff access only)

Enterprise Agreement (Academic Staff)

Enterprise Agreement (Professional Staff)

Australian Standard: AS 8001-2008 - Fraud and Corruption Control

Crime and Corruption Act 2001 (Qld)

Financial Accountability Act 2009 (Qld)

Financial and Performance Management Standard 2009 (Qld)

Public Sector Ethics Act 1994 (Qld)

Public Interest Disclosure Act 2010 (Qld)

Queensland Criminal Code Act 1899

Top

Modification History

Date Sections Source Details
05.02.15 All Director, Assurance and Risk Management Services Periodic review - minor revisions to reflect updates to Corruption and Fraud Control Plan
22.02.12 All Audit and Risk Management Committee Periodic review - policy revised to reflect Public Interest Disclosure Act 2010 definition of maladministration
20.08.08 All Council Revised policy (endorsed by Vice-Chancellor’s Advisory Committee 30.07.08 and Audit and Risk Management Committee 13.06.08)
16.07.03 All Council New policy

Top