Honorary Award Procedure

Intent

This procedure details the process for the nomination, granting and revocation of Honorary Awards of James Cook University.

Scope

This procedure applies to members of Convocation who wish to nominate a person for an Honorary Award of the University and to members of Council or its Committees, staff, students, the general public or organisations external to the University who seek to have an Honorary Award reviewed.

Definitions

The definitions used in this policy are found in the Policy Glossary.

Distinguished: very successful, authoritative, and commanding great respect

Eminent: highly prominent and respected within a particular sphere; standing well above others in some quality or position.

Honoris causa: a degree awarded without examination, as a mark of esteem.

Honorary: conferred as an honour, without the usual requirements or functions.

Introduction

The categories of Honorary Awards of the University are:

a. Honorary Doctor of the University (HonDUniv)

b. Honorary Doctorate

c. Fellow of the University (Fellow JCU)

d. Honorary Doctorate honoris causa

Appendix 1 to the procedure provides the names of degrees available within each category.

Appendix 2 to the procedure is a Quick Reference Guide for the information of nominators and nominees.

Procedure

1. Criteria

1.1 The following criteria must be addressed in a proposal for an Honorary Award.

i. Honorary Doctor of the University

The award of Honorary Doctor of the University will generally be conferred upon a person who has had a strong association with the University and/or whose eminent achievement is not based on a particular discipline or field of study, but rather through service to the University, or wider society through business or public service.

Factors to be taken into consideration for the Award of an Honorary Doctor of the University:

• service that an individual has rendered to the University which is of an exceptional or exemplary nature which has significantly contributed toward the advancement of the University's well-being or reputation;
• the length of time the nominee has been involved with, contributed to, or employed by, the University in a senior capacity; and
• have upheld the ethical principles as outlined in the Staff Code of Conduct and Public Sector Ethics Act 1994 (Qld), and the legal and statutory duties applicable to directors under the Corporations Act 2001 (Cth) (Corporations Act) and common law.

ii. Honorary Doctorate

The University may award an Honorary Doctorate of Letters, or a discipline based honorary doctorate:

• An Honorary Doctorate of Letters will generally be conferred upon a person who has made an eminent contribution in a field or discipline for which JCU does not have a named degree.
• An Honorary Doctorate in a named discipline will generally be conferred upon a person who has made an eminent contribution in a field or discipline for which JCU has a named degree.

Factors to be taken into consideration for the award of an Honorary Doctorate include one or more of the following:

• outstanding service or distinguished public contribution to the northern Queensland and/or Singaporean communities;
• exceptional service which an individual has rendered to the University, comprising either academic excellence, distinguished creative achievement or the exercise of outstanding leadership;
• exceptional contributions beyond the expectations of the nominee’s particular field of endeavour, which have influenced the thinking or general well-being of humanity; and
• have upheld the ethical principles as outlined in the Staff Code of Conduct and Public Sector Ethics Act 1994 (Qld), and the legal and statutory duties applicable to directors under the Corporations Act 2001 (Cth) (Corporations Act) and common law.

iii. Fellow of the University

The award of Fellow of the University will generally be conferred upon a person who has made a distinguished contribution to the University or to wider society, through public service or academic achievement.

Factors to be taken into consideration for the Award of a Fellow of the University include one or more of the following:

• significant service to the northern Queensland and/or Singaporean communities;
• significant service which an individual has rendered to the University;
• significant contributions to the advancement of human well-being; and
• have upheld the ethical principles as outlined in the Staff Code of Conduct and Public Sector Ethics Act 1994 (Qld), and the legal and statutory duties applicable to directors under the Corporations Act 2001 (Cth) (Corporations Act) and common law.

Other factors that may be taken into account:

• significant support for the improvement of the University;
• major contributions toward activities resulting in the significant development or promotion of the University.

iv. Degree Honoris Causa

Factors to be taken into consideration for the award of a degree honoris causa:

• exceptional achievement and academic eminence in a field of study or discipline offered by the University;
• as well as recognising normally either outstanding service which an individual has rendered to the University beyond the level customarily expected in the execution of the person's duties; or
• exceptional contributions to the advancement of human well-being; and
• have upheld the ethical principles as outlined in the Staff Code of Conduct and Public Sector Ethics Act 1994 (Qld), and the legal and statutory duties applicable to directors under the Corporations Act 2001 (Cth) (Corporations Act) and common law.

2. Nomination and Selection

2.1 Nomination of Potential Recipients

i. In respect of seeking and facilitating the development of nominations for an Honorary Award of the University, the overall balance based on community standards and the University's equity policies, and that the prime focus for searching should be based on the regions of northern Queensland and/or Singapore or people who have links with either region, but which is not necessarily limited to the those regions.

ii. Each year the Secretariat will issue a call for preliminary nominations for honorary awards. Members of the University’s community are invited to submit preliminary nominations via a Preliminary Nomination Form.

iii. Nominators must declare any actual, potential or perceived conflict of interest in relation to the nomination, in accordance with the University’s Conflicts of Interests Policy – University Council and its Committees, or Conflict of Interest Policy, as applicable.

iv. A report, summarising the preliminary nominations, will initially be provided to the University Executive for consideration. A report listing all the potential nominees who have been endorsed by the University Executive will then provided to the Awards and Ceremonies Committee for its consideration.

v. The Committee will consider preliminary information on potential recipients and recommend whether a full proposal should be developed.

2.2 Submission of a Full Proposal for an Honorary Award

i. The Secretariat will provide advice to the relevant Deputy Vice Chancellor and nominators regarding the development of a full proposal.

ii. A full proposal for an Honorary Award shall be made by completing the relevant form and submitting to the Secretariat. The full proposal shall be signed by not fewer than three members of Convocation and shall include:

• the full name and address of the person nominated for the award;
• the Honorary Award which is proposed;
• a detailed statement of the reasons why the award should be made which addresses the criteria in section 1 above, relevant to the Honorary Award being proposed; and
• the preferred Graduation Ceremony at which the award would be conferred, if the nomination is successful.

On receipt of the full proposal, the University Executive, in consultation with the Secretariat, shall:

• make an initial determination of the extent to which the proposal meets the criteria specified for the Honorary Award being proposed; and
• refer all proposals that meet the criteria and endorsed by the University Executive to the Awards and Ceremonies Committee, together with any other comments in relation to the overall merits of the proposal.

iii. The Vice Chancellor, on behalf of the University Executive may make written and/or oral submissions to the Committee regarding any proposal for the bestowal of an Honorary Award of the University.

2.3 Consideration and Approval of a Proposal for an Honorary Award

i. The Awards and Ceremonies Committee will consider full proposals, and if appropriate, endorse proposals for Honorary Awards.

ii. In respect of all proposals for any classification of Honorary Award, the Committee shall:

• undertake appropriate and sufficient due diligence to confirm the accuracy of the information contained in the nomination, and to identify any undisclosed information that may be of relevance to the nomination to ensure there are no known reasons why the proposed Honorary Award should not be made;
• ensure alignment with the University’s mission and values;
• undertake a risk assessment to identify any risks associated with the proposal in line with the University’s Risk Management Framework; and
• consider whether the nomination promotes the University’s gender equity and diversity agenda, or represents the diversity of the communities in which the University operates.

iii. In respect of proposals for Honorary Doctor of the University and Honorary Doctorate or a Fellow of the University, the Committee can:

• decide, relative to the criteria in Clause 2.3(ii) above:
  • whether, in its opinion, an Honorary Award should be made; and
  • if so, whether the Honorary Award proposed is the appropriate one and, if not, which Honorary Award should be made;
• subject to its decision under this clause being in the affirmative, consult the relevant Deputy Vice Chancellor concerning the appropriateness of the award of an Honorary Award.

iv. In respect of proposals for the awarding of a degree honoris causa, the Committee can:

• decide, relative to the criteria in Clause 2.3(ii) above:
  • whether, in its opinion, a degree honoris causa should be be made; and
  • if so, whether the degree proposed is the appropriate one and, if not, which higher doctorate degree should be made;
• subject to its decision under this clause being in the affirmative, obtain and take account of the opinion of a scholar or scholars outside the University on whether the proposal has satisfied the primary criteria.

v. If the Committee believes the proposed award is appropriate and justified it will then seek the confidential views of Council members in relation to any known reasons why the proposed Honorary Award should not be made and in the absence of any reasons shall submit the Committee report and recommendations to Council for approval.

vi. If reasons why an Honorary Award shall not be made are submitted then the Committee will further consider the nomination in the light of any additional information provided by members of Council.

vii. If the Committee then decides that the proposed Honorary Award remains appropriate, the Committee shall submit its report and recommendations to Council for approval.

viii. The awarding of an Honorary Award shall be approved by the University Council.

3. Notification

3.1 If Council resolves to grant an Honorary Award, the Chancellor will contact the recipient as to whether the award is accepted.

3.2 If the recipient accepts the award, a formal letter of offer will be made to the recipient by the Chancellor.

3.3 The Secretariat will inform the University’s Ceremonies Officer of the names of recipients so that arrangements can be made for conferring the Honorary Award at the relevant Graduation Ceremony.

3.4 The Secretariat will inform the nominators of the outcome of their proposal for an Honorary Award.

3.5 The Secretariat will inform the Vice Chancellor’s office so that citations can be developed for each relevant Graduation Ceremony.

4. Special Considerations

4.1 A person nominated for an Honorary Award shall not be consulted beforehand, nor at any time prior to the Council's decision on the proposal, and all deliberations, investigations and recommendations relating to the nomination shall be treated as strictly confidential by all persons concerned therewith.

4.2 The names of those nominees approved by Council are released only after they have accepted the Council’s offer of award.

4.3 All Honorary Awards ordinarily will be awarded at a Graduation Ceremony of the University except in extenuating circumstances e.g. serious ill-health where officers of the University may visit the recipient to confer the award. Honorary Awards are not conferred in absentia.

4.4 The bestowal of an Honorary Award shall be evidenced by a Testamur issued under the Seal of the University.

4.5 The bestowal of any Honorary Award of the University shall entitle the recipient to:

• membership of Convocation;
• the right to wear the Academic Dress, gifted by the University and approved for that Honorary Award, on ceremonial occasions; and
• the receipt of reasonable travel-related expenses to attend the Graduation Ceremony, such expenses to be borne by ‘University Commitments Account – Overheads – Council Expenses’.

4.6 Other than in exceptional circumstances of which the Council shall be the sole judge, an Honorary Degree shall not be approved in respect of any person at a time when such person is:

• a current member of staff;
• a serving member of Council; or
• an adjunct appointee remunerated to the level which substantially equates to the salary a member of staff would receive in performing the same duties.

4.7 Only in exceptional circumstances shall an Honorary Award be awarded to:

• politicians in office;
• politicians who have left office for less than 12 months;
• politicians no longer in office who are still active in the political arena; or
• members of the community with a current pecuniary interest in the University.

4.8 In any consideration of a proposal for an Honorary Award, financial contributions or endowments to the University may be taken into account, but such contributions or endowments will never alone be a sufficient basis for the award of an Honorary Award.

4.9 If the nominee passes away after a nomination is submitted, the award may be conferred posthumously with a representative accepting the award on behalf of the deceased.

Consideration of nominees for Honorary Awards who have died prior to the nomination being made would be an extraordinary exception and solely at Council’s discretion, on the advice of the Awards and Ceremonies Committee. Honorary Award nominations for a deceased person would only be considered for those rare individuals whose imprint on the University is of great and enduring  significance, and as a mark of the University’s greatest respect for the person’s legacy, contributions and eminence.

5. Revocation of an Honorary Award

5.1 Council may, at its sole discretion, and on the advice of the Awards and Ceremonies Committee, revoke an Honorary Award to mitigate any reputational risks if, in its view, a recipient’s continued association with the University would bring the University into disrepute. It is acknowledged that information from the past may subsequently come to light, or events may occur in the future which call into question the University’s decision to honour an individual.

5.2 Such new information may relate to past or current events or behaviours involving the award recipient which may:

• render the original criteria for making the award invalid; or
• not align with the University’s values and mission; or
• significantly damage the University’s reputation.

5.3 While this list is not exhaustive, examples of actions and/or behaviour that may trigger such a review include if the award recipient:

• has been convicted of a serious criminal offence, or the subject of any adverse finding in civil proceedings; or
• has been the subject of adverse findings in disciplinary proceedings by regulatory authorities or professional bodies; or
• has been dismissed from a position of trust, or there is evidence of serious misconduct in their employment; or
• has acted in a way that fundamentally contradicts the ethical principles outlined in the Staff Code of Conduct and Public Sector Ethics Act 1994 (Qld); or
• any commentary in the media, including social media, that is considered abhorrent in the light of contemporary societal values e.g. hate speech.

5.4 Requests for a review of an Honorary Award may be submitted by members of Council or its Committees, staff, students, the general public or organisations external to the University. Anonymous requests will not be accepted. Such requests must be marked confidential and submitted in writing to the University Secretary via email to universitysecretary@jcu.edu.au and include a supporting statement and accompanying evidence setting out the grounds upon which the proposed revocation is considered to be warranted.

5.5 The University Secretary will inform the Chancellor, Vice Chancellor, Chair and Secretary of the Awards and Ceremonies Committee of a request for review as soon as possible and the holders of these positions will collectively determine if there is a prima facie case for review of the Honorary Award, in accordance with this procedure and the criteria for the award.

5.5.1 Where it is determined there is no prima facie case, no further action will be taken other than to communicate this to the party, or parties, who requested the review in writing.

5.5.2 Where it is determined there is a case for review, further due diligence by the Secretary of the Awards and Ceremonies Committee will be undertaken, which may involve taking further advice from the nominators, an investigation, probity and verification checks.

5.6 The Awards and Ceremonies Committee will review the supporting statement, accompanying evidence, and any further advice arising from the conduct of further  investigations and checks. In forming a judgement, the Committee will take into account the societal values and context, at the time the award was conferred and the period from which the additional information dates.

5.6.1 If the Awards and Ceremonies Committee determines that the award recipient has no case to answer, no further action will be taken other than to communicate this to the party or parties who requested the review in writing.

5.6.2 If the Awards and Ceremonies Committee determines there is sufficient evidence to warrant revocation, in the interests of natural justice and procedural fairness, the award recipient (or the nearest relative of the award recipient if they are deceased) will be afforded the opportunity to make a submission with regard to the proposed revocation.

5.7 Having reviewed any submissions made by the award recipient (or the nearest relative of the award recipient if they are deceased) the Awards and Ceremonies Committee will make a determination on whether the proposed revocation is warranted and draft a report, including a formal recommendation and the rationale for revocation, for consideration by Council.

5.8 Council will review the report from the Awards and Ceremonies Committee and, having satisfied itself that a fair process has been followed, will resolve whether to approve the report’s recommendation or not. If necessary, Council may request additional information or explore the matter further, as appropriate, before a formal resolution is made.

5.9 If Council’s decision is to revoke the honorary award, the award recipient (or the nearest relative of the award recipient if they are deceased) will be informed in writing by the Chancellor, outlining the grounds for revocation, the rationale for the decision and the outcome. The party or parties who requested the review will also be informed.

5.10 The decision of Council is final and there is no right of appeal.

5.11 If there is to be any public statement on the revocation, this will be handled by the Head, Media and Communications, in conjunction with the Chancellor and Vice Chancellor.

5.12 Confidentiality will be maintained as far as possible by all involved in the process, while it is ongoing and beyond, particularly if it is determined there is no case to answer under items 5.5.1 and 5.6.1.

Related policy instruments

Award Finalisation and Graduation Policy

Conflict of Interest Policy

Conflicts of Interests Policy – University Council and its Committees

Staff Code of Conduct

Schedules/Appendices

Appendix 1 – Honorary Awards list

Appendix 2 - Quick Reference Guide - James Cook University Honorary Awards

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History