Manual of Policies and Procedures

H/3.9 Distributed sites

Contact Officer

Executive Director, Facilities Management

Approval Date

03/11/2014

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/02/2018

3.9.1 Policy principles
3.9.2 Application
3.9.3 Definitions
3.9.4 Roles and responsibilities
3.9.5 Approval of distributed sites
3.9.6 Management of site
Related Documents
Modification History

3.9.1 Policy principles

QUT may invest in or utilise distributed sites to support and facilitate the achievement of its strategic priorities for high-quality research, learning and teaching, and community and industry engagement. The investments in distributed sites may include space, equipment, physical and virtual technology and infrastructure.

These investments should have effective project finance, resource and risk planning and management, according to the scale, duration and impact of the investment commitment. Information on the location, purpose, functions and management of distributed sites should be recorded centrally and accessible widely across QUT.

New distributed sites; changes to existing distributed sites; or the closure of a site are Strategic decisions that require approval in accordance with this policy.

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3.9.2 Application

This policy applies to land, buildings or parts of buildings, or physical infrastructure, vested in or under the management or control of the University on sites other than the University's campuses at Gardens Point, Kelvin Grove or Caboolture.

Distributed sites may be physical infrastructure and land comprising a QUT workplace, or may be for physical infrastructure, land or equipment that QUT is entitled to use for specified purposes. The policy applies irrespective of the period of commitment.

The following off-campus sites are not within the definition of a distributed site and are not subject to this policy:

  • Short term use of an external facility for conferences and low risk training activities for no more than 10 working days
  • Sites or locations where students engage in work integrated learning activities
  • Sites where undergraduate students undertake compulsory field or practical experience (eg schools for education practical experience) or optional service learning
  • Other higher education provider campuses where academic staff undertake professional development or teaching roles as agreed with QUT
  • Sites where low risk limited time activities are undertaken by individual staff or a small group of staff that are provided for under an agreement such as a Hospital Access Agreement, a Visitor Agreement, an Adjunct Agreement or similar which amongst other things addresses workplace health and safety requirements and QUT obligations such as costs (if any), subject to approval by the Executive Dean or Executive Director of the Faculty or Institute most relevant to the site activity.

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3.9.3 Definitions

A Campus is defined in the policy H/3.1 Site.

A Primary Distributed Site is defined as typically having the following attributes:

  • The site is located at a place other than the Gardens Point, Kelvin Grove, and
  • The site is a place where activities supporting QUT research or training programs, or QUT teaching and learning activities, or QUT administration and support services are undertaken, and
  • The site (land and/or buildings):
    • is owned by QUT, either solely or jointly with others, or QUT has agreed to occupy the site for a nominated period with occupancy entitlements and obligations (through a formal lease or other contractual arrangement), and QUT staff, contractors or students occupy the site and work there some or all of the time, or
    • is a facility or site not owned or leased by QUT but with significant direct QUT investment to provide services to QUT for research and/or teaching and learning.

An Associated Distributed Site is defined as typically having the attributes of a Primary Distributed Site except that it comprises a small QUT footprint and limited QUT investment, and has one or more of the following characteristics:

  • QUT has agreed to occupy a site that is owned by another party on a fixed term temporary basis (no more than 3 years) or infrequently over a longer period, through a formal lease or other formal agreement. QUT occupancy may be for QUT staff, contractors or students, or physical assets or equipment
  • There is no specific lease or other formal property agreement for occupancy, but QUT's right to use or occupy the land or facility is conveyed in a formal agreement such as a research project agreement or a service agreement or an adjunct professor arrangement, to which QUT and the site owner are parties. Unless stated otherwise in the agreement the site owner is responsible for site induction and any site security, safety, environmental management and operating procedures
  • The site exists to provide support services or products for, or is otherwise associated with, an existing primary distributed site/s.

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3.9.4 Roles and responsibilities

Vice-Chancellor and President

The Vice-Chancellor and President approves new primary distributed sites, changes to the purpose or strategic objectives of existing primary sites, and closure of primary sites.

Head of the relevant Faculty, Institute or Division

The Head of the Faculty, Institute or Division most relevant to the site activity:

  • approves new associated distributed sites, and changes and closures of associated distributed sites
  • approves changes to primary sites that are not changes to their purpose or strategic objectives or permitted uses
  • determines if sites are not within the definition of distributed site and are not subject to this policy in accordance with H/3.9.2
  • is accountable for the overall performance, management, operation, and compliance with the permitted use conditions of a distributed site attached to the Faculty or Institute or Division
  • obtains the endorsement of the Chief Financial Officer and Executive Director, Facilities Management on the financial and property management aspects of proposals for new associated distributed sites, changes and closures of such sites and changes to primary sites that are not changes to their purpose or strategic objectives.

Executive Director, Facilities Management

The Executive Director, Facilities Management is responsible for the negotiation and management of all property related matters for a primary distributed site, such as a property purchase or negotiation and management of a lease agreement and payment of lease fees, ensuring relevant site use approvals and authorities are in place, for project management of distributed site building improvements and maintenance, and negotiates with the relevant Faculty, Institute or Division on the provision of other services such as mail services, transport, security and core ICT, as needed and required for QUT's occupancy. The Executive Director, Facilities Management is the data custodian and owner of the QUT register of all primary and associated distributed sites.

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3.9.5 Approval of distributed sites

A decision about QUT's commitment to a primary distributed site will have regard to:

  • The alignment of the distributed site and its activities with QUT strategic priorities in teaching, research or community and industry engagement
  • The relevant project proposal or plan, including the funding sources and budget, management of risk and opportunities and overall project management
  • The advice from the expert review panel
  • The appropriate site specific risk assessment, including business, financial and health, safety and environmental risks
  • The relationship to QUT's existing property portfolio and management
  • For a research related site the alignment of the distributed site and its activities with QUT's research framework as set out in the policy relevant to the purpose of the site (D/1.2), and
  • The necessary legal agreements for site tenure and/or access, and other approvals and authorities to allow the intended use/s.

A decision about QUT's commitment to an associated distributed site will have regard to:

  • QUT's strategic priorities, any relevant overarching approved project agreements, management of risks and opportunities, alignment with QUT's property portfolio, and alignment with specific University policies.

Following approval of a distributed site, the process for entering into legal agreements for leasing or occupancy is set out in the Property policy H/3.2.5.

Expert Review Panel

Prior to a decision on QUT's commitment to a primary distributed site, an expert panel may be appointed by and at the discretion of the Vice-Chancellor and President. The panel will provide expert independent advice on proposals for and investments in primary distributed sites involving strategic and high risk investments. Panel members will have financial, research or teaching, governance, project and operational management skills and knowledge as relevant to the proposal, and will be a mix of external and QUT members. The panel is authorised to obtain all information necessary and consult with QUT staff and external stakeholders.

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3.9.6 Management of site

The Head of the relevant Faculty, Institute or Division will have primary responsibility for ensuring that operational management and performance of the site is appropriate. This includes ensuring that adequate procedures and protocols are in place for matters such as managing access and activities on the site, health, safety and environmental management responsibilities, and that other compliance, administrative and financial aspects of the distributed site are addressed, including reporting on performance objectives and benefits set out in the site business case. Relevant Divisions or Departments such as Facilities Management; Health, Safety and Environment; and Technology, Information and Learning Support will provide operational support on a needs basis.

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Related Documents

MOPP A/2.2 University Planning Framework

MOPP A/2.5 Risk management

MOPP D/1 Research and innovation

MOPP G/4.1 Budget

MOPP H/1.1 Physical facilities planning and management

MOPP H/3.1 Site

MOP H/3.2 Property

MOPP Appendix 3 Schedule of Authorities and Delegations

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Modification History

Date Sections Source Details
25.11.19 All Council Approval Authority changed from Planning and Resources Committee to Vice-Chancellor and President as per delegation (C008)
03.11.14 All Planning and Resources Committee New policy (effective 01.02.15)

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