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 Senior Deputy Vice Chancellor; or

(b) the Deputy Vice Chancellor Academic.

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.

Senior Deputy Vice Chancellor

• 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 Academic

• 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

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]