Manual of Policies and Procedures

2020 MOPP Updates

January/February 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

A/1.6 Management of contracts, deeds and memoranda of understanding - New policy in Chapter A, revised G/6.1 Policy on management of contracts and MOUs

A/4.1 Organisational structure - Division name change from Division of Resource to Finance Business Solutions Division

A/8.2 Indigenous Australian Advisory Committee charter - Revised charter, committee formerly Indigenous Education, Research and Employment Committee

A/8.5 Resolution procedures for sexual harassment, sexual assault and discrimination related complaints - Administrative amendment to clarify disciplinary proceedings

CHAPTER B - HUMAN RESOURCES

B/5.3 Promotion for academic staff - Policy rescinded and content incorporated into new policy B/9.4 (with content from rescinded policy B/9.2 Performance planning and review for academic staff)

B/5.5 University Promotion Committee charter - Committee disestablished/renamed to University Academic Staffing Committee charter

B/7.2 General employment conditions - Revised policy incorporating content from rescinded policies B/7.3 Remuneration and allowances and B/7.4 Recognition of prior service with QUT

B/7.3 Remuneration and allowances - Policy rescinded and content incorporated into revised policy B/7.2 General employment conditions

B/7.4 Recognition of prior service with QUT - Policy rescinded and content incorporated into revised policy B/7.2 General employment conditions

B/9.2 Performance planning and review for academic staff - Policy rescinded, content incorporated into revised policy B/9.4 Performance, promotion and probation for academic staff and policy renumbered (B/9.5 to B/9.2)

B/9.4 Performance, promotion and probation for academic staff - New policy, content incorporated from rescinded policies B/5.3 Promotion for academic staff and B/9.2 Performance planning and review for academic staff

B/9.5 University Academic Staffing Committee charter - New committee established - incorporates the disestablished committee B/5.5 University Promotion Committee

B/9.6 Faculty academic staffing committees charter - New committee charter established to align with new policy B/9.4 Academic performance, promotion and probation

CHAPTER C - LEARNING AND TEACHING

No updates

CHAPTER D - RESEARCH AND DEVELOPMENT

No updates

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

E/2.1 QUT Student Code of Conduct - Editorial amendment to update the sexual harassment definition

E/4.1 Student admission - Minor editorial amendment to remove wording in E/4.1.10 Deferment

CHAPTER F - INFORMATION MANAGEMENT

No updates

CHAPTER G - FINANCIAL MANAGEMENT

G/6.1 Policy on management of contracts and MOUs - Policy rescinded - revised and new policy moved to Chapter A/1.6

CHAPTER H - PHYSICAL FACILITIES

H/3.7 Transport and mobility management - Revised and renamed policy from Vehicles to Transport and mobility management, incorporating section H/3.4.8 Parking and traffic and new delegation relating to parking fees added to Appendix 3

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

No updates

APPENDICES

Appendix 3 Schedule of Authorities and Delegations - New delegations relating to medical conditions affecting work (Enterprise Agreement) - new (VC215, VC216)

Appendix 3 Schedule of Authorities and Delegations - Revisions to human resources and finance delegations to include deputy deans of faculty as delegations - revised (C094, VC028, VC051, VC065, VC073, VC077, VC082, VC105, VC108, VC110, VC113, VC118, VC119, VC122, VC125, VC128, VC139, VC140, VC141, VC174)

Appendix 3 Schedule of Authorities and Delegations - Revised research income delegations - revised (VC023, VC024, VC025, VC027, VC157, VC158, VC159, VC163, VC164), new (VC213)

Appendix 3 Schedule of Authorities and Delegations - Revised human resources delegations to include directors of faculty services and directors of offices of divisions and institutes as delegates - revised (VC139, VC141, VC073, VC082, VC089, VC098, VC099, VC106, VC113, VC125, VC129)

Appendix 3 Schedule of Authorities and Delegations - Revised expenditure delegations and summary extract, approved 11 December 2019 - revised (C053, VC044, VC047, VC049), deleted (VC022, VC042, VC043, VC045, VC046, VC048), new (VC212)

Appendix 5 QUT Organisational Structure - Removal of departments - Enterprise Data and Analytics and International Strategy Unit

OTHER

References updated from the Asset Management Plan (AMP) to Capital Management Plan (CMP)

University 'tagline' updated from "a university for the real world" to "the university for the real world" in various policies

Division name change from Division of Resources to Finance Business Solutions Division

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March/April 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

A/1.4 QUT Seal - Periodic review - policy revised to address formal legal requirements associated with execution of deeds under seal

A/2.1 Professional services - Administrative amendments to service lead roles made as a consequence of organisational change

A/2.6 Internal control - Periodic review - minor revisions and modernised policy

A/3.5 Finance and Planning Committee charter - Amendments to 'external' membership categories

A/9.6 Infectious and communicable diseases - Periodic review - revised policy

A/9.7 QUT smoke-free premises - Periodic review - revised policy

CHAPTER B - HUMAN RESOURCES

B/6.5 Leave without pay - Periodic review - revised policy

B/8.1 QUT Staff Code of Conduct - Periodic review - policy revised

B/8.3 Public interest disclosure management - Revised policy to address Commonwealth whistleblower laws and updated Public Interest Disclosure standards

CHAPTER C - LEARNING AND TEACHING

C/3.2 Award classifications - Revised policy to include the qualification type, Higher Education Certificate

CHAPTER D - RESEARCH AND DEVELOPMENT

D/2.1 University Research and Innovation Committee charter - Revised membership resulting from qutbluebox Pty Ltd functions transferred to the Office of Industry Engagement

D/3.1 Intellectual property - Revised policy and delegations to include responsibilities of Vice-President (Business Development) and transfer of QUT bluebox operations to Division of Business Development

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

E/4.5 Leave of absence - Periodic review - minor revisions only

E/5.1 Class timetabling - Policy alert box added relating to COVID-19

E/6.3 Student academic concessions - Revised to include responsibility for ‘exceptional circumstances affecting learning and teaching’ definition, and provision of concessions available in those circumstances

CHAPTER F - INFORMATION MANAGEMENT

F/1.2 Information security - Revised policy

F/1.7 Information Technology Governance Committee charter - Committee disestablished and non-university level committee Digital Technology Advisory Committee established

CHAPTER G - FINANCIAL MANAGEMENT

G/5.5 Travel - Updates to restrictions placed on travel in relation to COVID-19 and temporary suspension to all international travel including New Zealand due to COVID-19

CHAPTER H - PHYSICAL FACILITIES

No updates

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

No updates

APPENDICES

Appendix 3 Schedule of Authorities and Delegations - New delegation for approved Power of Attorney for leasing - new (C172)

OTHER

No updates

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May/June 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

A/1.3 Compliance - Periodic review - modernised template and minor editorial changes only

CHAPTER B - HUMAN RESOURCES

B/6.8 Other types of leave - Periodic review - minor revisions only

CHAPTER C - LEARNING AND TEACHING

C/1.3 Learning and teaching grants and awards - Policy rescinded

C/3.2 Award classifications - Revised Higher Education Certificate to Undergraduate Certificate as per advice from the AQF

C/7.1 High quality teaching - Policy rescinded

CHAPTER D - RESEARCH AND DEVELOPMENT

No updates

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

No updates

CHAPTER F - INFORMATION MANAGEMENT

No updates

CHAPTER G - FINANCIAL MANAGEMENT

G/2.3 Staff gifts and benefits - Revised policy

CHAPTER H - PHYSICAL FACILITIES

No updates

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

I/1.2 QUT Engagement Framework - Policy rescinded

APPENDICES

No updates

OTHER

QUT International College to QUT College

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July/August 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

A/1.5 QUT Assurance, Risk and Integrity Services Charter - Revised and modernised policy

CHAPTER B - HUMAN RESOURCES

B/4.2 Selection and appointment - Administrative amendment to general requirements for the constitution of selection panels to clarify existing provisions

CHAPTER C - LEARNING AND TEACHING

C/3.3 Programs and non-award study - Revised policy to distinguish non-award from award and include definition of micro-credential

C/4.5 Unit and module information - Revised policy to reflect modules and CourseLoop developments and amendment to unit outline publication date

CHAPTER D - RESEARCH AND DEVELOPMENT

D/2.5 Trade controls for goods, software, technology and services - Revised policy - additional definitions to provide clarity and roles and responsibilities updated in line with QUT Trade Controls Risk Awareness Worksheet

D/3.1 Intellectual property - Revised policy

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

E/2.1 QUT Student Code of Conduct - Revised policies to address Qld Human Rights Act including freedom of expression

CHAPTER F - INFORMATION MANAGEMENT

F/3.2 Social media - Revised policy to reflect changes to Codes of conduct approved by Council (freedom of expression and human rights requirements)

F/6.1 Records management - Revised policy to include record requirements relating to children and vulnerable persons

F/6.2 Information privacy - Periodic review - minor revisions only

CHAPTER G - FINANCIAL MANAGEMENT

G/5.5 Travel - Several updates to travel policy ALERT to reflect COVID-19 Hot Spots and travel

CHAPTER H - PHYSICAL FACILITIES

H/3.8 Hire of University space - Revised and simplified policy to address freedom of expression and human rights requirements

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

No updates

APPENDICES

Appendix 3 Schedule of Authorities and Delegations - New delegations relating to signing of contracts and agreements by QUTeX for provision of pre-award and post-award courses (VC218, VC219, VC220)

Appendix 5 QUT Organisational Structure - Approved name change for Graduate Research Centre to Graduate Research and Development and for Corporate Engagement to Corporate Partnerships (effective 01.07.20)

Appendix 5 QUT Organisational Structure - Changes from the Division of Administrative Services (DAS) Change Management Implementation Plan, and changes resulting from six divisions (Administrative Services, Business Development, Chancellery, Finance Business Solutions, International, Research and Innovation) to three divisions (Chancellery, Administrative and Academic)

OTHER

References to Deputy Vice-Chancellor and Vice-President (Research and Innovation) changed to Deputy Vice-Chancellor and Vice-President (Research)

Division of Administrative Services (DAS) Review changes - position and department titles

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September/October 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

No updates

CHAPTER B - HUMAN RESOURCES

Various policies amended to include the COVID-19 schedule and reflect the variations to the Enterprise Agreements (B/4.1, B/4.2, B/6.2, B/6.4, B/6.8, B/7.1, B/7.2, B/7.11, B/9.1, B/9.4)

B/8.7 Conflict of interest - Revised policy to address foreign interference risks and include advice on materiality of interests

CHAPTER C - LEARNING AND TEACHING

C/2.2 Curriculum Standards Committe charter - Revised responsibilites to reflect the disestablishment of Programs Executive Committee and membership updated

C/2.3 Programs Executive Committee charter - Committee (PEX) disestablished

C/3.4 Graduate and professional education - Revised policy, consequential changes resulting from the disestablishment of Programs Executive Committee

C/3.5 Transnational education - Revised policy, consequential changes resulting from the disestablishment of Programs Executive Committee

C/4.1 Curriculum design, approval and accreditation - Revised policy to reflect cycle of accreditation length and roles of Programs Executive Committee (disestablished), Curriculum Standards Committee and Faculty Academic Boards

C/5.3 Academic integrity - Revised policy to clarify contract cheating

CHAPTER D - RESEARCH AND DEVELOPMENT

D/1.1 Research and innovation - Policy rescinded - elements incorporated in new policy D/1.3 External research funding

D/2.8 Management of research data and primary materials - Revised and simplified policy including a policy name change

D/1.3 External research funding - New policy - incorporates elements from rescinded policy D/1.1 Research and innovation

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

E/9.3 Student Ombudsman Office - Revised and modernised policy

CHAPTER F - INFORMATION MANAGEMENT

No updates

CHAPTER G - FINANCIAL MANAGEMENT

No updates

CHAPTER H - PHYSICAL FACILITIES

H/3.4 Security on campus - Periodic review - policy revised

H/3.5 Emergency management - Periodic review - policy revised

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

No updates

APPENDICES

No updates

OTHER

University level committees - Date of Next Review updated in line with term of office extensions and deferral of self-assessment process to 2021

Date of Next Review extended on various policies where review has been deferred to 2021 (C/5.1 Assessment and feedback, C/5.2 QUT grading, C/5.3 Academic integrity, E/4.2 Advanced standing, E/6.3 Student academic concessions)

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November/December 2020

CHAPTER A - GOVERNANCE AND ORGANISATION

A/2.2 University Planning Framework - Revised and modernised policy, retitled to University Integrated Planning Framework

A/8.11 Child protection - Revised policy

A/9.1 Health, safety and environment - New policy (incorporates former policies A/9.1 Health, safety and environment framework, A/9.2 Environmental protection, A/9.5 Radiation protection, and A/9.8 Chemical management)

A/9.2 Environmental protection - Policy rescinded - content incorporated into revised policy A/9.1 Health, safety and environment

A/9.4 Children on campus - Revised policy

A/9.5 Radiation protection - Policy rescinded - content incorporated into revised policy A/9.1 Health, safety and environment

A/9.8 Chemical management - Policy rescinded - content incorporated into revised policy A/9.1 Health, safety and environment

A/9.10 Electrical safety - Revised policy

CHAPTER B - HUMAN RESOURCES

B/7.9 Outside work, private consultancies and directorships - New policy

B/7.9 Outside employment - professional staff - Policy rescinded

CHAPTER C - LEARNING AND TEACHING

C/4.7 Evaluation of courses, units, teaching and student experience - Revised and simplified policy to align with structural changes and the new Evaluation Framework and principles

CHAPTER D - RESEARCH AND DEVELOPMENT

D/2.3 Research governance framework - Periodic review - simplified policy, revised to include the principles of recognition, collaboration and engagement, and financial management

D/2.6 QUT Code for responsible conduct of research - Revised policy to align with guidance documents recently released in support of the revised Australian Code for the Responsible Conduct of Research and to address findings of the ACCC audit as outlined in the implementation plan

D/5.1 Management of higher degree research courses - Periodic review - policy revised

D/5.2 Research Degrees Committee charter - Periodic review - revised and modernised charter

D/5.3 Higher degree research candidates - Periodic review - revised and simplified policy

D/7.1 Outside work - academic staff and senior staff - Policy rescinded

CHAPTER E - STUDENT SERVICES AND ADMINISTRATION

E/9.2 Grievance resolution procedures for student related grievances - Periodic review - policy revised

CHAPTER F - INFORMATION MANAGEMENT

No updates

CHAPTER G - FINANCIAL MANAGEMENT

G/3.5 Investments and Borrowings Committee charter - Investments and Borrowings Committee disestablished and responsibilities transferred to Finance and Planning Committee (A/3.5)

G/5.5 Travel - Policy alert box amended regarding COVID-19 advice

CHAPTER H - PHYSICAL FACILITIES

No updates

CHAPTER I - INTERNATIONAL AND COMMUNITY ENGAGEMENT

No updates

APPENDICES

Appendix 3 Schedule of Delegations and Authorities - Administrative changes to academic delegations - revised (C097, C098, C099, C159, VC198, VC199)

Appendix 3 Schedule of Delegations and Authorities - Delegations relating to health, safety and environment/radiation/radiation safety - revised (VC002), deleted (VC171)

OTHER

No updates

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