University Seal Procedure

Policy Procedures University Seal Procedure

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Intent

The following procedures are to be used to ensure acceptable use of the University Seal and must be read in conjunction with the University Seal Policy.

Scope

This procedure applies to the University Secretary or officer delegated by the University Secretary, Vice-Chancellor and other authorised persons appointed by the Chancellor to affix the Seal of the University.

Definitions

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

Introduction

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.

Procedure

When to Use Seal

Step

Action

1.

The Seal of the University will only be affixed by the University Secretary when the University Secretary is satisfied that:

(a) in the case of a Testamur, the person has properly been, or is eligible to be, conferred with such award;

(b) in all other cases:

(i) the agreement or document has been approved by the appropriate University authority; and

(ii) it is appropriate to affix the Seal of the University.

The University Secretary may request such additional information or evidence as the University Secretary considers appropriate in order to determine whether or not the Seal of the University may be affixed.

2.

The Seal of the University may be Affixed to:

(a) any document certifying the conferral of an Award of the University upon an individual.

(b) any document or agreement that is required by law (for example, execution of an agreement as a Deed) or for ceremonial reasons to be under seal;

(c) any agreement to which the University is a party in circumstances where another party to the agreement insists upon the University executing the agreement under seal;

(d) any document or report prepared by the University for submission to the Commonwealth or State government, or any of their agencies or departments, in circumstances where that government or its agency or department requires the affixation of the Seal; or

(e) as otherwise approved by the University Council or the Chancellor.

Affixing of Seal

Step

Action

1.

The University’s “impress” Seal must be affixed over the top of the University’s Secretary’s signature with the exception of its use on a Testamur where the signature will appear immediately below the Seal.

2.

Where appropriate, the following words, or equivalent, should appear on the document adjacent to the Seal’s impress;

The Seal of the James Cook University was hereto affixed by the University Secretary,(name of officer) as the officer duly authorised by the University Council”

3.

The Seal of the University must not be affixed to a Testamur by the University Secretary unless the University Secretary is satisfied that the proposed recipient of the Award being conferred has properly been, or is eligible to be, conferred with such Award.

Recording Use of Seal and Prescribed Information

Step

Action

1.

The following information must be recorded in the Seal Register each time the Seal is used:

(a) the authority for affixing the Seal;

(b) the nature and details of the document to which the Seal was affixed;

(c) the date of sealing of the document;

(d) the signature of the Officer who affixed the Seal;

(f) the signature of any witness required to witness the signature under Seal.

Reporting Requirements

Step

Action

1.

The use of the Seal of the University must be reported to the next ordinary meeting of the University Council.

Related policy instruments

University Seal Policy

Schedules/Appendices

Nil

Related documents and legislation

Nil

Administration

Approval Details

Procedure Sponsor

Vice Chancellor

Procedure Approval Authority

Vice Chancellor

Date for next review

10/04/2017

Revision History

[Approval date - the date the approval authority approved the establishment, minor or major amendment or disestablishment]

[Implementation Date - the date the policy was published in the Policy Library and is the date the policy takes effect]

Version

Approval date

Implementation date

Details

Author

15-1

9/07/2015

4/08/2015

Procedure Approval Authority amended to align with the approved Policy and Delegations Framework

Quality, Standards and Policy Office

1.0

10/04/2014

Procedure established

Policy Officer – Governance and Corporate Services

Keywords

University Seal, Seal, affixing of Seal