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- Policy for the Affiliation of a Residential College
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Records Management Policy
- Reportable Gifts Policy
- Social Media Policy
- Risk Management Policy
- Right to Information Policy
- University Archives - Access
- University Seal Policy
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Equity
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
-
Financial Management
-
Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Plant and Equipment
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
-
Equity (FMPM 500 - FMPM 599)
-
Expenses (FMPM 700 - FMPM799)
-
Financial Management and Control (FMPM 800 - FMPM 899)
-
Further Applications (FMPM 900 - FMPM 999)
-
Introduction (FMPM 100 - FMPM 199)
-
Liabilities (FMPM 400 - FMPM 499)
-
Revenue (FMPM 600 - FMPM 699)
-
Appendices
-
Human Resources
- Academic Promotion Policy
- Adjunct Appointments and Vice Chancellor's Fellow Policy
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Early Retirement Policy
- Enterprise Agreement 2016
- Employment and Recruitment of Casuals
- Human Resources Delegation Policy
- Infectious Diseases Policy and Immunisation Guidelines
- Market Loading Policy
- Optional Working Hours System (Op-Time)
- Overpayment of Wages Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Staff Study Assistance Policy
- Statement on Staff External Activities - Existing
- Supported Wage System (SWS) Policy
- Visiting Appointments
-
Health, Safety and Environment
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Information and Communications Technology
-
International
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Satisfactory Academic Progress (SAP) Requirements for US Federal Aid Loans Eligibility
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Aid Loans – Return to Title IV
-
Learning and Teaching
- Annual Review of Subjects with Low Enrolments
- Blended Learning Policy
- Casual Teaching by Students Policy
- Charter of Responsibilities for Academic Quality and Governance
- Curriculum Approval, Accreditation, Monitoring, Review and Improvement Policy
- English Language and Numeracy Policy
- Framework for Postgraduate Courses Policy
- First Year Experience and Retention Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Honours Assessment and Postgraduate Coursework Awards Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Experience of Learning and Teaching (SELT) Policy
- Student Retention Policy
- Subject Outlines Policy
-
Quality and Planning
- Annual Report Policy
- Course Performance Reports and Division Academic Program Reports – Policy
- Financial and Operational Performance Management Policy
- Planning Management Policy
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Policy Development and Review Policy
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
- Quality Enhancement Framework
-
Research Education
-
Research Management
-
Student Services
- Academic Progression Policy effective from Jan 2019
- Administration of Commonwealth Scholarships Policy
- Admissions Policy
- Appointment of Examiners - Near Relatives Policy and Procedure
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy (Applies to graduations after 1 September 2018)
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Scholarships, Bursaries, Grants and Prizes Policy
- Credit Transfer Procedure
-
Coursework Enrolment Policy
- Enrolment Requirements for International Student Visa-Holders Policy
- Examination Requirements Policy
- Intervention Strategy for Students Who Have Not Made Satisfactory Academic Progress
- Library Use Policy
- Publications by Members of Staff
- Review of Assessment and Student Access to Examination Scripts and Materials Policy
- Special Consideration, Supplementary, Deferred and Special Examinations Policy
- Student Access to a Dictionary During an Examination Policy
- Student Review and Appeals Policy
- Student Code of Conduct
- Student Complaint Management Policy and Procedures
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Student Fee Payments and Refunds Policy
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Policy University Delegations Academic and Student Delegation Management Procedure
Academic and Student Delegation Management Procedure
Intent
The purpose of this Procedure is to provide effective governance and clear accountability for the management of James Cook University Academic and Student Delegations of authority contained in the James Cook University Academic and Student Delegation Register, including how to:
- Establish a new Delegation
- Amend an existing Delegation
- Disestablish an existing Delegation
- Communicate changes to Delegations
Scope
This Procedure applies to all members of University Council and all staff of James Cook University while acting in their official capacity and in accordance with Delegations associated with the following policy domains:
- Learning and Teaching
- Student Services
- Research Management
- Research Education
Definitions
Co-sponsor – means:
(a) the Provost; or
(b) the Deputy Vice Chancellor (Students).
Delegation - is the authority granted to a Delegate by a person or body in whom a power is vested by legislation or otherwise, to independently exercise that power.
Delegate - an appropriately qualified officer or group of persons empowered to act through a Delegation.
Implementation Date - the date from which a new or amended Delegation, or the disestablishment of a Delegation, takes effect:
- for a new or amended Delegation, it is the date the new or amended Delegation is published in the Academic and Student Delegations Register in the Policy Library; and
- for the disestablishment of a Delegation is the date that the Delegation is removed from the Academic and Student Delegations Register in the Policy Library.
Major Amendments: a change to a Delegation that impacts the intent and/or limits of the Delegation. Major amendments may include changing the limits of the delegated authority, changing the position/s to which the Delegation is made or the addition, consolidation, or removal of a Delegation from a register (refer to the approval process outlined in Section 4.4 of this Procedure). Major Amendments must be approved by Council.
Minor Amendment - a change to a Delegation that does not impact the intent or limit of the Delegation or the position carrying the Delegation. It may include editorial or administrative changes or renaming of positions that does not result in a material change to a position’s Delegations (refer to the approval process outlined in Section 4.3 of this Procedure).
Requestor - a University staff member who proposes:
(a) the establishment of a new Delegation;
(b) the amendment of a Delegation; or
(c) the disestablishment of an existing Delegation.
Introduction
The management of James Cook University Academic and Student Delegations will be made in accordance with the following instruments:
- James Cook University Act 1997 and relevant legislation
- Academic and Student Delegation Policy and this procedure
- JCU Academic and Student Delegation Register
Delegation Management Procedure
1. Governance of Delegations
1.1 University Council has approved the governance arrangements for Delegations with the extension of the JCU Policy Framework to become the JCU Policy and Delegation Framework.
1.2 The University Council is the governing body for the management of Delegations at James Cook University and the approval of the University Council is required for:
- all new Delegations;
- the disestablishment of a Delegation; and
- the making of a Major Amendment to a Delegation.
1.3 Policy and Delegations Sponsors maintain oversight of the development and review of policies and Delegations within their respective domains.
2. Roles and Responsibilities
Quality, Planning and Analytics (QPA)
- Management, maintenance and custodianship of the Policy and Delegation Framework, the Register, this procedure and supporting resources.
- Support and advice to Policy and Delegation Sponsors in the review and implementation of the Academic and Student Delegation Policy, Register and this Procedure.
- In conjunction with Business Units within the Learning and Teaching, Student Services, Research Management and Research Education Policy Domains,provide training to relevant staff to allow competent exercise of Delegations.
- In conjunction with the Requestor, through the relevant Co-sponsor, draft a communication plan and ensure that it is lodged with Quality, Planning and Analytics prior to the Implementation Date for any approved new, amended or disestablished Delegation.
- Receive and archive evidence that communication plans have been activated.
Business Units within the Learning and Teaching, Student Services, Research Management and Research Education Policy Domains
- Maintenance of Delegations within individual policies and procedures.
- In conjunction with Quality, Planning and Analytics, provide training to relevant staff to allow competent exercise of Delegations.
Provost
- Co-sponsorship of the Academic and Student Delegation Policy, Procedure and Register.
- Endorse the establishment of new Delegations relevant to the Policy Domains of Research Management and Research Education;
- Endorse Major Amendments to Delegations relevant to the Policy Domains of Research Management and Research Education;
- Approve Minor Amendments to Delegations relevant to the Policy Domains of Research Management and Research Education; and
- Endorse the disestablishment of Delegations relevant to the Policy Domains of Research Management and Research Education.
Deputy Vice Chancellor (Students)
- Co-sponsorship of the Academic and Student Delegation Policy, Procedure and Register.
- Endorse the establishment of new Delegations relevant to the Policy Domains of Student Services and of Learning and Teaching;
- Endorse Major Amendments to Delegations relevant to the Policy Domains of Student Services and of Learning and Teaching; and
- Approve Minor Amendments to Delegations relevant to the Policy Domains of Student Services and of Learning and Teaching; and
- Endorse the disestablishment of Delegations relevant to the Policy Domains of Student Services and of Learning and Teaching.
Policy Sponsors and Co-sponsors of the Academic and Student Delegation Register
- Responsible for ensuring processes and systems are implemented that support and enable Delegates to exercise their Delegations and to ensure all audit and compliance requirements are met.
Chair Academic Board
- Oversight of the Delegations Register(s)
- Responsible for the Charter of Academic Quality and its annual review.
Council
- The University Council is the governing body for the approval of Delegations at James Cook University.
All Staff
- Exercise Delegations held within authorised limits
3. Establish a new Delegation
3.1 Determine whether there is the requirement to establish a new Delegation having regard to:
- whether or not the required Delegation can be reasonably enacted by existing Delegations; and
- the term ‘nominee’ is not recognised by the University as a legitimate Delegate and as such cannot be used to allocate a Delegation; and
- the requirement that the need to introduce a new Delegation must be supported by the relevant Co-sponsor; and
- the proposed Delegation being held at the most appropriate position in accordance with the principles outlined in the Academic and Student Delegation Policy.
3.2 Engage in consultation with key stakeholders and Quality, Planning and Analytics prior to submission for approval.
3.3 Present a proposal for the new Delegation using the Delegation Request Form and submit it to the relevant Co-sponsor clearly describing the need for the Delegation and the business requirements.
3.4 Co-sponsor to return the completed Delegation Request Form to the Requestor indicating whether or not the Co-Sponsor endorses the new Delegation.
(a) If the Co-sponsor endorses the new Delegation, Requestor to submit endorsed
Delegation Request Form to Quality, Planning and Analytics who will forward the proposal to establish a new Delegation to Council for consideration, in accordance with the Policy and Delegations Framework procedures.
(b) If the Co-sponsor does not endorse the new Delegation, there is no further action required.
3.5 If Council approves the new Delegation:
- Quality, Planning and Analytics will update and publish the Academic and Student Delegations Register; and
- a communication plan must be activated by the the Requestor, through the relevant Co-sponsor and in conjunction with Quality, Planning and Analytics, to inform stakeholders of the new Delegation (refer to Section 6 - Communication and Implementation of Delegation Changes).
4. Amend an existing Delegation
4.1 Establish the requirement to amend an existing Delegation. To ensure the proposed amended Delegation is held at the most appropriate position, due consideration must be given to the principles outlined in the Academic and Student Delegation Policy.
4.2 Decide whether the required amendment to the existing Delegation is a Major Amendment or a Minor Amendment.
4.3 Minor Amendment:
- Engage in consultation with key stakeholders and Quality Planning and Analytics and Directors of Academic Quality and Strategy (as required) prior to submission for approval.
- Present a proposal for a Minor Amendment by completing a Delegation Request Form and submitting it to the relevant Co-sponsor for consideration.
- Co-sponsor to return Delegation Request Form to the Requestor indicating whether or not the Co-sponsor approves the Minor Amendment.
- If the Co-sponsor approves the Minor Amendment, Requestor to submit approved Delegation Request Form to Quality, Planning and Analytics who will update and publish the Academic and Student Delegation Register.
4.4 Major Amendment:
- Engage in consultation with key stakeholders and Quality Planning and Analytics and Directors of Academic Quality and Strategy (as required) prior to submission for approval.
- Present a proposal for the Major Amendment using the Delegation Request Form and submit it to the relevant Co-sponsor for consideration, clearly describing the need for the amendment and the business requirements.
- Co-sponsor to return Delegation Request Form to Requestor indicating whether or not the Co-sponsor endorses the Major Amendment.
- If the Co-sponsor endorses the Major Amendment, Requestor to submit endorsed Delegation Request Form to Quality Planning and Analytics who will forward the proposed Major Amendment to Council for consideration in accordance with the Policy and Delegations Framework procedures.
- If the Co-sponsor does not endorse the Major Amendment, there is no further action required.
- If Council approves the Major Amendment, Quality, Planning and Analytics will update and publish the Academic and Student Delegation Register.
4.5 In the case of both Minor Amendments and Major Amendments, activation of a communication plan by the Requestor, through the relevant Co-sponsor and in conjunction with Quality, Planning and Analytics, is required to inform stakeholders of the amended Delegation (refer to Section 6 - Communication and Implementation of Delegation Changes).
5. Disestablish an existing Delegation
5.1 To be undertaken when an existing Delegation is no longer required.
5.2 Due consideration must be given to the impact of disestablishing the Delegation.
5.3 Engage in consultation with key stakeholders and Quality, Planning and Analytics prior to submission for approval to disestablish.
5.4 Present a proposal for the disestablishment of the Delegation using the Delegation Request Form and submit it to the relevant Co-sponsor for consideration, clearly describing the need for the Delegation to be disestablished.
5.5 Co-sponsor to return completed Delegation Request Form to Requestor indicating whether or not the Co-sponsor endorses the disestablishment of the Delegation.
(a) If the Co-sponsor endorses the disestablishment of the Delegation, Requestor to
submit endorsed Delegation Request Form to Quality, Planning and Analytics who will submit the proposed disestablishment of the Delegation to Council for consideration in accordance with the Policy and Delegations Framework procedures.
(b) If the Co-sponsor does not endorse the disestablishment of the Delegation, there is no further action required.
5.6 If Council approves the disestablishment of the Delegation:
- Quality, Planning and Analytics will update and publish the Academic and Student Delegation Register; and
- activation of a communication plan by the Requestor, through the relevant Co-sponsor and in conjunction with Quality, Planning and Analytics, is required to inform stakeholders of the disestablished Delegation (refer to Section 6 - Communication and Implementation of Delegation Changes).
6. Communication and Implementation of Delegation Changes
6.1 Communicating changes to Delegations is necessary to keep staff informed of Delegations which affect them. The information provided will vary depending on the type of Delegation and the change to be made.
6.2 Communication plans are required when:-
- A new Delegation has been developed and approved
- Amendments to a Delegation have been approved
- Disestablishment of a Delegation has been approved
6.3 The communication plan must provide information which identifies:
- When the changes will take effect (Implementation Date)
- Who will be impacted directly or indirectly by the approved new, amended or disestablished Delegation
- How the impacts will be addressed and the approach that will be taken to communicate this information
6.4 A communication plan will be drafted by the Requestor, through the relevant Co-sponsor and in conjunction with Quality, Planning and Analytics, and must be:
- lodged with Quality, Planning and Analytics prior to the Implementation Date for the approved new, amended or disestablished Delegation; and
- activated immediately after a new or amended Delegation has been approved, or the disestablishment of a Delegation has been approved, in order to inform stakeholders of all approved Delegations changes.
6.5 When communication plans are activated, evidence of activation must be forwarded to the Quality, Standards and Policy Officer for archiving.
Related policy instruments
Academic and Student Delegation Policy
Policy and Delegation Framework (as approved by Council July 2015)
Delegation Request Form
Administration
Approval Details
Policy Co-sponsors | Deputy Vice Chancellor (Students) and Provost |
Version | 18-1 |
Date for next Major Review (in accordance with the Policy Handbook) | 12/07/2019 |
Revision History
[Approval date - the date the Policy Sponsor approved the establishment, minor or major amendment or disestablishment]
[Implementation Date - the date the procedure was published in the Policy Library and is the date the procedure takes effect]
Version | Approval date | Implementation date | Details | Author |
18-1 | 30/04/2018 | Changes made to reflect headline restructure 30/04/2018. | Quality, Standards and Policy | |
16-1 | 12/07/2016 | 13/07/2016 | Procedure established | Quality, Standards and Policy Office |
Keywords | Delegation management |
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