University Seal Policy

Policy Corporate Governance University Seal Policy

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Intent

This policy determines the custody and use of the Seal of the University.

Scope

This policy applies to the University Secretary or officer delegated by the University Secretary, Vice-Chancellor and other authorised persons as appointed by the Chancellor to affix the Seal of the University, in accordance with this policy.

Definitions

Testamur - the official document signed by the Chancellor, Vice-Chancellor, and the University Secretary as confirmation of the conferral of an Award.

Policy

The Seal is used to authenticate documents in the University’s name and is most commonly affixed to Testamurs, deeds, and other documents requiring the Seal as approved by the University Secretary including some contracts and agreements.

Affixing the Seal to a document indicates that the document is formal, or in the case of a deed, creates legally binding relations.

1. Custody and Affixing of Seal

The Seal of the University must remain in the custody of the University Secretary.

The University Secretary is empowered to affix the Seal of the University in accordance with this Policy and the University Seal procedure.

In the absence of the University Secretary the officer duly appointed by the Chancellor to act in that role is empowered to affix the Seal of the University in accordance with this Policy and the University Seal procedure. If no such person is duly appointed, the Vice-Chancellor is empowered to affix the Seal of the University.

The University Secretary from time to time may authorise the affixing of the Seal of the University by an officer, other than those referred to in this Policy, for the sole purpose of certifying a Testamur or replacement Testamur.

2. Recording Use of Seal

The University Secretary will maintain a register of the Seal of the University which will record all uses including the information prescribed in the attached procedure.

3. Misuse of the Seal

Except as permitted by this Policy and the University Seal procedure, no person may affix or attempt or purport to affix the Seal of the University to any document whatsoever.

Unauthorised, attempted or purported use of the Seal of the University or use or purported use of a Seal that is intended to resemble the Seal of the University so as to be likely to deceive, may constitute serious misconduct on the part of any staff or student involved and may be dealt with under the relevant policy, instrument or agreement.

Related policy instruments

University Seal Procedure

Related documents and legislation

Nil

Administration

Approval Details

Policy Sponsor:

Vice Chancellor

Approval Authority:

Council

Approval date:

24/06/2015

Version no:

V2.0

Date for next review:

10/04/2017

Revision History

Version

Revision date

Description of changes

Author

3.0

24/06/2015

Policy sponsor and approval authority amended to reflect approved policy framework. Published 25/06/2015.

Quality, Standards and Policy

2.0

10/04/2014

Policy reviewed and procedure removed and placed into a separate procedure document. Refer to Council minutes 3/14 10 April 2014 for further details.

Policy Officer – Governance and Corporate Services

1.0

06/12/2007

Policy established

Version 1.0 previously referred to as 07-1

 

Keywords:

Seal, University Seal, affixing the seal

There are no other related documents.