Manual of Policies and Procedures

Appendix 2

Council Procedure 3 - Election of Chancellor and Deputy Chancellor

 

PART A - CHANCELLOR

1. Requirements of QUT Act

1.1 Council must elect a Chancellor whenever there is a vacancy in the office. The term of office will not be longer than five years as determined by Council pursuant to section 30 of the Queensland University of Technology Act 1998 (the QUT Act).

2. Eligibility

2.1 Subject to the requirements set out in section 30(4) of the QUT Act, a person eligible for nomination to the office of Chancellor need not be a serving member of Council.

2.2 Council has determined the characteristics and attributes sought for the role of Chancellor, as set out in the role statement at Annexure 1 of this procedure.

3. Chancellor Nomination Panel

3.1 Council will establish a Chancellor Nomination Panel:

a. a minimum of six months before the incumbent's term is due to expire
b. if the incumbent has resigned, at the meeting of Council at which the resignation is noted; or
c. if the incumbent has died, at the first meeting of Council following the incumbent's death.

3.2 The Panel will normally consist of the membership of the Chancellor's Committee, except that the current incumbent does not serve on the Panel. The Chancellor Nomination Panel may appoint an external member, being a current or recently retired Chancellor from another University.

3.3 If any member of the Panel wishes to be considered for the position of Chancellor or is otherwise unable to serve on the Panel, Council will nominate a replacement external member of Council to the Panel.

3.4 The Deputy Chancellor chairs the Panel. Where the Deputy Chancellor does not serve on the Panel, Council will appoint one of the external members of Council on the Panel to act as chair.

3.5 The Secretary to Council will be Secretary to the Chancellor Nomination Panel.

4. Candidate search

4.1 The Chancellor Nomination Panel is responsible for identifying suitable candidates and may choose to engage an external search firm to assist with the process of identifying a wide and highly qualified pool of candidates.

4.2 The Panel may make such enquiries as it considers appropriate in respect of any potential candidate and will determine a shortlist of candidates.

4.3 The Chancellor Nomination Panel will meet with the shortlisted candidates to determine their interest, and provide information on the role and the level of commitment required. Candidates should be invited to respond to the Chair of the Panel within two weeks to indicate their availability.

4.4 The Chancellor Nomination Panel will then select a preferred candidate. 

5.  Nomination and election process

5.1 Nominations for the office of Chancellor are formally called by the Secretary to Council by email to Council members, as soon as practicable after any vacancy occurs. In the case of a vacancy which will arise due to the conclusion of the incumbent’s term, nominations should be called a minimum of 30 days prior to the expiration of the term.

5.2 A nomination of an eligible person as a candidate for election to the office of Chancellor must:

a. be in writing
b. include evidence in writing of the person's consent to be nominated
c. include detailed information about how the person is considered to meet the characteristics and attributes for the role of Chancellor
d. be seconded by two other members of Council; and
e. be submitted to the Secretary to Council by the date specified for the close of nominations.

5.3 Nominations remain open for at least 7 days.

5.4 The Chancellor Nomination Panel will nominate the preferred candidate identified by the Panel’s search process.

5.5 If only one candidate is nominated for the office of Chancellor, the Secretary to Council will declare the candidate elected.

5.6 If more than one candidate is nominated for office, an election will be held by secret ballot consistent with the requirements of MOPP Appendix 2 Council Procedure 7 - Conduct of Elections relating to the conduct of ballots and voting.

6. Re-election of Chancellor

6.1 Where the incumbent has indicated a willingness to continue in the role of Chancellor at the conclusion of their current term, Council may decide to consider the incumbent for re-election without the requirement to establish a Chancellor Nomination Panel. In making this determination, Council should consider:

a. the requirements of section 23(2) of the QUT Act setting out a maximum term for Council members
b. the performance of the Council and the Chancellor as assessed through the biennial evaluations of Council performance; and
c. the continuing suitability of the incumbent to assist the University to achieve its strategic objectives.  

6.2 Provided that a submission is put to Council in writing in advance of a meeting addressing the matters set out in section 6.1, the process set out in section 5.2 is not required, and the election may be conducted at the Council meeting. Should a ballot be required, the Secretary to Council determines the procedures.

PART B – DEPUTY CHANCELLOR

7. Requirements for Deputy Chancellor

7.1 Council must elect a Deputy Chancellor whenever there is a vacancy in the office. Pursuant to section 31 of the QUT Act, the term of office will be no longer than two years as determined by Council.

7.2 A person nominated for the position of Deputy Chancellor must be a serving member of Council, filled on a rotating basis.

7.3 Council may appoint one of its members as Acting Deputy Chancellor, in the absence of the Deputy Chancellor; or due to the inability of the Deputy Chancellor to act, or while the Deputy Chancellor is acting as Chancellor.

8. Nominations and election process for Deputy Chancellor

8.1 When a vacancy in the office of Deputy Chancellor occurs or the term of office is due to expire in 30 days, the Secretary to Council formally calls for nominations by email to Council members.

8.2 A nomination of an eligible person as a candidate for election to the office of Deputy Chancellor must:

a. be in writing
b. include evidence in writing of the person's consent to be nominated
c. be seconded by two other members of Council; and
d. be submitted to the Secretary to Council by the date specified for the close of nominations.

8.3 Nominations remain open for at least 7 days.

8.4 If only one candidate is nominated for the office of Deputy Chancellor, the Secretary to Council will declare the candidate elected.

8.5 If more than one candidate is nominated for office, an election will be held by secret ballot consistent with the requirements of MOPP Appendix 2 Council Procedure 7 - Conduct of Elections relating to the conduct of ballots and voting.

ANNEXURE 1 - ROLE STATEMENT FOR CHANCELLOR

The Chancellor is the formal head of the University by virtue of being the chair of QUT’s governing body, Council, and presiding at its meetings.

As such, the Chancellor is responsible for the efficient operation of Council and for providing leadership to ensure it carries out its responsibilities in an effective manner. This includes:

  • articulating and reinforcing the role of Council, including its relationship to management of the University
  • ensuring the proper flow of relevant, accurate, timely and sufficient information to Council, in order to keep Council properly informed of the performance, finances, opportunities and challenges of QUT
  • managing the conduct of meetings
  • ensuring mechanisms are in place, and appropriate support is provided to members to assist them in performing their role and to facilitate open and constructive communications amongst Council members; and
  • assessing the performance of Council, its members, and committees on a regular basis.

The Chancellor on behalf of Council is specifically responsible for:

  • determining the Vice-Chancellor and President’s performance agreement (in conjunction with the Chancellor’s Committee) and the process for review and assessment of their performance
  • providing advice and support to the Vice-Chancellor and President; and
  • authorising arrangements for the management of the University during periods when the position of Vice-Chancellor and President is vacant or in transition.

The Chancellor, in addition to their role as chair of Council, participates in committees as determined by Council and as set out in committee charters.

The Chancellor is supported by a Deputy Chancellor who is elected on a two year rotating basis. The Deputy Chancellor acts in the role, including chairing meetings of Council if required, where the Chancellor is unable to perform the duties of the role due to absence or other commitments.

The Chancellor has a significant ceremonial role, including officiating at graduation ceremonies and attending University or related activities as either guest of honour, presenter or University representative. Some of these activities may be delegated to the Deputy Chancellor or another member of Council.

The Chancellor also has an outreach role, which not only includes their ceremonial role, but has a broader dimension in representing the University in the wider community. In particular, the cultivation of ‘friends’ of the University is an important activity, whether these be individuals, companies or governments.

Personal attributes

  1. Deep knowledge of contemporary governance practice, including extensive relevant experience as a company director or board chair in the private or not-for-profit sectors.   
  2. Collaborative leadership skills, specifically to promote the participation of the Council membership in setting the aims and strategies of the University and overseeing its management and operations.
  3. Effective communication and interpersonal skills.
  4. Personal integrity, a commitment to personal and professional ethics and the proper discharge of fiduciary obligations.
  5. Deep commitment to education and the role of universities in society, and an understanding of and commitment to QUT, including its brand and positioning within the university sector.
  6. External networks at senior levels in the public and private sectors, including deep linkages to the Brisbane, Queensland, national and international communities which QUT serves.
  7. Availability to undertake University commitments.

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Modification History

DATE SOURCE DETAILS
17.04.19 Council Revised and modernised all sections of Council Procedure 3
28.08.14 Council Revised sections 4.9 and 5.6 following lapsing of Queensland University of Technology (Conduct of Elections for elected members of Council) Statute 2003 and approved new Council Procedure 7 - Conduct of elections (effective 01.09.14)
22.11.05 Secretariat Revised details of term of office for Deputy Chancellor, consistent with QUT Act
02.06.04 Council Approved revised Council Procedure 1 - Committees and Council Procedure 3 - Election of Chancellor and Deputy Chancellor
16.04.03 Council Approved revised Council Procedure 1 - Committees
17.2.99
Council
Approved Council Procedures (1-3)

Return to Appendix 2