Delegations Policy (MPF1301)

  • Category: Governance and Management
  • Review due by: December 31, 2017
  • Version: 1
  • Approved on: December 15, 2014
  • Effective date: December 19, 2014
  • Status: Published

RELEVANT LEGISLATION

SCOPE

This policy and its subordinate procedures apply across the University.

POLICY

1. Principles

1.1  Delegates and conferees have personal accountability for decisions and actions taken under their respective delegations and conferrals. Notwithstanding this, the delegating or conferring officer or body retains an ongoing responsibility for the decisions and actions taken under the delegation or conferral.

1.2  A delegation to or conferral on a position holder refers specifically to the position, not the individual occupying the position.

1.3  A delegation to or conferral on a position holder may be exercised by another officer appointed to that position on an acting basis in the absence of the primary position holder, unless otherwise specified in the instrument of appointment.

1.4  An individual holding a position on an acting basis may attend and participate in committee meetings on behalf of the primary position holder, unless it is an elected position.

1.5  A delegation to a body refers to the body acting as a body in accordance with its terms of reference, not to individual members of that body, unless otherwise specified in the instrument of delegation.

1.6  If a position or body identified as a delegate is abolished or renamed, the delegation transfers to the principal successor to the functions of the position or body until the instrument of delegation is amended.

1.7  Officers holding a position more senior in the lines of accountability to a delegate position may exercise delegations to that position in accordance with the terms and conditions of the delegation.

1.8  Approval under a delegation or conferral may be taken to have been given where:

  • signed in writing,
  • contained and received in an official University email where the email specifically states the nature of the approval and that the approval is granted, or 
  • exercised via a University-approved electronic submission system.

1.9  A delegation or conferral to approve includes a delegation to suspend, amend or revoke an approval, where permitted at law.

2. Responsibilities and Authorities

2.1  Council has authority to make this policy and to revoke, replace or amend this policy. Council will ensure that:

  • this policy is regularly reviewed and replaced or amended as required, and 
  • the principles of this policy continue to be aligned with the strategic objectives and compliance instruments specified above, and with any similar objectives and instruments that may be or become relevant to contracts at the University.

2.2  The Vice-Chancellor has authority to make the procedures associated with this policy, and to revoke, replace or amend these procedures. The Vice-Chancellor will ensure that the procedures are regularly reviewed and replaced or amended as required, in alignment with this policy.

2.3  To ensure a strategic approach to the objectives specified above, and the consistent application of the principles specified in section 1, the following procedures apply in relation to this policy:

  • Exercising of conferrals and delegations is subject to the operating principles specified in the Delegations Procedure.

2.4  By means of this policy, the Vice-Chancellor delegates to the University Secretary the authority to approve new processes and to revoke, replace or amend existing processes that enable or support the implementation of this policy and its subordinate procedures. The University Secretary has the responsibility to ensure that:

  • processes are developed and implemented that support the overall management of entitlements in line with this policy and its subordinate procedures; and
  • such processes are reviewed and revised in a manner that facilitates their continuous improvement.

3. Delegations Procedure

3.1  Officers and bodies exercising authorities or powers that have been delegated to or conferred on them are responsible for ensuring that they act in accordance with:

  • the interests of the University 
  • any applicable legislation and internal/external regulatory requirements
  • University policy and procedure, particularly the Staff Conduct Policy and its subordinate procedures
  • any limits and requirements associated with their respective delegations or conferrals.

3.2  Officers and bodies delegating authorities or conferring powers are responsible for ensuring that:

  • the delegate or conferee has sufficient authority and capacity to implement decisions taken under the delegation or conferral
  • details of the delegation or conferral, including any associated limits and requirements, are recorded in writing in an appropriate instrument.

3.3  The Vice-Chancellor is responsible for ensuring that all individuals and bodies are aware of and understand their duties and accountabilities with respect to delegations.

3.4  Where authority is dependent the monetary value of a transaction, contract or agreement, an estimate of the total cost to the University over the term of the transaction, contract or agreement must be made for the purposes of determining which position or body holds the requisite authority.

3.5  A variation in the monetary value of a transaction, contract or agreement must be approved by the delegate or conferee who approved the original transaction, contract, or agreement, unless the revised value exceeds the financial limit of their delegation or conferral. If the revised value exceeds the financial limit of original approver’s delegation or conferral, the variation must be approved by another delegate or conferee with requisite authority.

RELATED DOCUMENTS

IMPLEMENTATION OFFICER

The University Secretary is responsible for the promulgation and implementation of this policy in accordance with the scope outlined above. Enquiries about interpretation of this policy should be directed to the implementation officer.

REVIEW

This policy is to be reviewed by 31 December 2017.

VERSION HISTORY

Version

Approved By

Approval Date

Effective Date

Sections Modified

1.0

Council

15 December 2014

19 December 2014

Moved from Promapp into Melbourne Policy Library on 20 July 2015 as Version 1.

 

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