I/5.1 VIP visits
Policy Owner | 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.
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).
5.1.3 Roles and responsibilities
Position |
Responsibility |
---|---|
Vice-Chancellor and President |
|
Director, Office of the Vice-Chancellor and President |
|
Manager, Facilities Services |
|
Manager, Security and Emergency Management |
|
Manager, Integrated Transport Services |
|
Heads of organisational area |
|
Staff hosting a VIP visit |
|
Protocols Officer, Government Relations and Policy |
|
Director, Government Relations and Policy |
|
Vice-President (Business Development) |
|
5.1.4 Principles
As the 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 proper 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.
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.
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, Government Relations and Policy. Government Relations and Policy 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).
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.
Related Documents
MOPP A/2.5 Risk management
MOPP A/9.1 Health, safety and environment
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/2.1 Security on campus
VIP visits procedure (QUT staff access only)
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) |