Manual of Policies and Procedures

I/5.1 VIP visits

Contact Officer

Director, Office of the Vice-Chancellor and President

Approval Date

22/08/2019

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/09/2022

5.1.1 Purpose
5.1.2 Application
5.1.3 Roles and responsibilities
5.1.4 Principles
5.1.5 VIP visit procedure
5.1.6 International visitors
5.1.7 Definitions
Related Documents
Modification History

5.1.1 Purpose

The purpose of this policy is to coordinate QUT efforts in welcoming VIPs and promoting QUT engagement. VIP visits provide the opportunity to develop mutually beneficial partnerships with external stakeholders. The policy outlines the principles relating to the invitation and hosting of VIPs at a QUT campus or event, and assigns responsibility over the VIP visit procedure and processes by which QUT coordinates such efforts to the Office of the Vice-Chancellor and President.

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5.1.2 Application

This policy applies to all staff and students of QUT, as well as other members of the University community subject to the QUT Code of Conduct (B/8.1).

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5.1.3 Roles and responsibilities

Position
Responsibility

Vice-Chancellor and President

  • may reallocate hosting responsibility, or revise or cancel a proposed VIP visit based on risk or strategic considerations
  • establishes VIP visit procedure

Director, Office of the Vice-Chancellor and President

  • manages VIP visits based on the risk, or type of visit, or at the request of the Vice-Chancellor and President
  • approves VIP visit procedure
Manager, Campus Services and Sustainability
  • ensures that adequate campus access and services are coordinated for VIP visits
Manager, Security and Emergency Management
  • ensures that adequate campus access, security and risk management are provided for VIP visits
Manager, Integrated Transport Services
  • ensures that adequate vehicle access is provided for VIP visits
Heads of organisational area
  • approves hosting of VIP visits after assessing risk and consultation with stakeholders according to the VIP visit procedure
  • adjudicates in the event of doubt about whether a proposed visitor meets the definition for the purposes of this policy. The context and purpose of a visit may play a role in determining whether it is subject to this policy
Staff hosting a VIP visit
  • hosts VIP visits in accordance with the VIP visit procedure
Protocols Officer, QUT International
  • approves procedures for hosting international delegations and visitors
Director, Government Relations and Policy
  • advises Vice-Chancellor and President on strategic considerations
  • interfaces with VIP where relevant to Government Relations and Policy and on direction from the Vice-Chancellor and President
Vice-President (Business Development)
  • advises Vice-Chancellor and President on strategic considerations
  • interfaces with VIP where relevant to Business Development and on direction from the Vice-Chancellor and President

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5.1.4 Principles

As a University for the real world, QUT engages with high-profile academic, business, community, education, industry, political, research and community leaders and other prominent individuals. QUT has an on-going obligation to provide a safe environment for students, staff and visitors to its campuses, including VIP visitors.

QUT VIP visits should take place according to the following principles:

  • QUT requires a coordinated, whole-of-institution approach to VIP visits
  • VIPs will be afforded respect, courtesy and formality and VIP visits will be coordinated with professionalism and┬áproper care and attention
  • VIP visits require a coordinated and streamlined procedure involving a number of QUT stakeholders
  • VIPs should be provided with a single point of contact for QUT liaison. Where possible this liaison will be the final decision-maker for variations and logistics on the day of the visit
  • The Office of the Vice-Chancellor and President should ensure that the appropriate organisational areas are informed and attentive to their responsibilities with regards to VIP visits
  • In the spirit of respectful evidence-based discourse and in compliance with QUT’s staff and student codes of conduct (B/8.1 and E/2.1), QUT encourages open debate and freedom of speech and recognises the rights of staff and students to express their views on matters of public interest.

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5.1.5 VIP visit procedure

VIP visits will proceed following approval and after the assessment of risk and consultation with stakeholders.

VIP visits will be hosted and managed according to the VIP visit procedure (QUT staff access only) as determined by the Vice-Chancellor and President from time to time.

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5.1.6 International visitors

All proposed visits to QUT by international delegations - including but not limited to government officials, institutional partners, industry and agents - should be directed to the Protocols Officer, QUT International. QUT International will provide assistance in the design and management of visit programs, especially when members of the University executive are involved. The Protocols Officer should be the main contact for all matters regarding international visits. More information on organising VIP visitors is available on the Digital Workplace (QUT staff access only).

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5.1.7 Definitions

Campus means the grounds and buildings of QUT, external offices, distributed sites or any other location where QUT conducts its activities. Where a visit involves the habitation of digital spaces (i.e. a public lecture delivered remotely), that digital space will be considered part of the QUT campus.

VIP means a very important person whose presence, or the context of their visit, requires special courtesy or formality. Visitors who may be accorded VIP status will include, but may not necessarily be limited to, the following:

  • The Governor-General or Governor
  • The Prime Minister, Premier or Lord Mayor
  • Ministers or Shadow Ministers (Federal or State)
  • Members of Federal or State Parliament or Senators
  • Foreign Heads of State
  • A political candidate or figure when that visit is made during or as part of an election campaign
  • Other government representatives, diplomatic figures, political figures, or visitors designated as VIPs by the Department of the Prime Minister and Cabinet, or the Department of the Premier and Cabinet
  • Senior Members of the Judiciary (e.g. High Court and Supreme Court Judges)
  • Chancellors, Vice-Chancellors, Presidents and other high-ranking representatives of universities
  • High-profile academic, business, community, education, industry, research and social leaders.

Such persons may reside in Australia or Internationally.

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Related Documents

MOPP A/2.5 Risk management

MOPP A/9.1 Health, safety and environment framework

MOPP B/8.1 QUT Staff Code of Conduct

MOPP E/2.1 QUT Student Code of Conduct

MOPP F/3.4 Media relations

MOPP H/3.4 Physical security and traffic

VIP visits procedure (QUT staff access only)

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Modification History

Date Sections Source Details
22.08.19 All Vice-Chancellor and President Revised policy
20.12.18 All Director, Governance and Legal Services Policy renumbered and relocated to I/5.1 (formerly I/6.1) - Chapter I restructure
18.03.13 All Security Manager Periodic review - no change required
19.01.10 All Security Manager Periodic review - no change required
01.11.06 All Vice-Chancellor New policy (endorsed by Vice-Chancellor's Advisory Committee 06.09.06)

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