Governance

Definition and keyword terms used in delegations

Further information

Standard schedule: delegations

These are definitions of words, phrases and titles used in governance documents.

  1. Definitions
  2. Keyword terms

Definitions

Band
A band is a generic term to describe all those positions which may, but not always, be given the same delegated authority.  Standard delegations are documented on the page University Delegations.  The document Organisational Structure of the University in Terms of Levels of Delegated Authority provides a quick reference to check which band of delegated authority is relevant for a position.
Business unit
Business unit is a generic term for cost centres in the University and the term has been used in this policy in order to cover all sections of the University, whether academic or administrative.
Conflict of interest
University policies which deal specifically with conflicts of interest:
Classification of the delegation statements
All delegation statements have been classified using the Keyword AAA international standard.  Prior to approval all new delegation statements must be classified to this standard.
Dean delegate
An officer who carries out functions delegated by the Dean on behalf of a Faculty.  Each Dean Delegate is listed in the Faculty reports.
Dean equivalent
An Executive Director has two roles, one as a member of the Executive and one with similar operational functions as a Dean.
Dean Equivalent Delegate
An officer who carries out duties delegated by an Executive Director only where those duties are equivalent to the Dean.
Deputy Vice-Chancellor Delegate
An officer who carries out delegated functions on behalf of a Deputy Vice-Chancellor.
Director
Many positions within the University hold the title “Director”. Regardless of whether a director is a Head of a Business Unit, the delegated authority of each director depends on the reporting relationship of the centre, division or unit for which the director is responsible. Directors should refer to the document Organisational Structure of the University in Terms of Levels of Delegated Authority for confirmation of the band of authority they hold. Any variation to the approved delegations within bands should be documented in a Business Unit schedule and approved at the appropriate level.
Director delegate
A Finance Officer is an officer of the University who has financial responsibility delegated by an officer in Band 5a or above.
Finance Officer
A Finance Officer is an officer of the University who has financial responsibility delegated by an officer in Band 5a or above.
Library delegate
An officer who carries out delegated functions on behalf of the University Librarian.
Manager
Many positions within the University hold the title “Manager”.  Managers should refer to the document Organisational Structure of the University in Terms of Levels of Delegated Authority for confirmation of the band of authority they hold.  Supervisors are required to confirm the delegated authority of a manager.  Any variation to the approved delegations within bands should be documented in a Business Unit schedule and approved at the appropriate level.
Permanent changes
Permanent changes to delegations which have been allocated to a band have the potential to affect the operation of large parts of the university.  For this reason, permanent changes from one band to another must be approved by the Vice-Chancellor, member of the Executive or Dean of a Faculty in consultation with the Director of Central Administration responsible for the operation of the delegation.  Some variations may only be approved by the Vice-Chancellor.
Position profile
A delegate may hold standard authorities within a band and may also hold specific delegated authorities relevant to the responsibilities of the position.  Other positions in the same band may or may not hold the same specific authorities.
Standard delegation schedules
Function: This report provides an overview of delegations within the University classified in terms of function in accordance with the University's recording system (TRIM).
Administrative Unit: All delegations within the university under the administrative unit with operational responsibilities for the delegation are listed under the Administration report. For example, Human Resources is responsible for Personnel, Industrial Relations, Occupational Safety and Health and Staff Development. The Director is responsible for ensuring the schedule is kept up-to-date.
Delegation and Band: The Delegate Report indicates all delegations allocated to positions within bands and approved by the Executive. Wherever possible the source of the delegation is documented with a link to the source document.
Standard delegation schedules - variations
Business Unit: A Business Unit schedule is mandatory if variations or permanent changes to the standard University Delegations have been approved.
Faculty Report: A variation report is provided for each Faculty to clarify the delegations within Student Administration of the Dean Delegate position.
Variations
Variations and permanent changes to the standard delegations are documented in the Business Unit Schedule. (Refer to definition of permanent changes.)

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Keyword terms

UWA's keyword terms are categorised according to the international standard Keyword AAA. The keyword terms are defined as:

Community Relations
Delegations relating to the function of establishing rapport with the community and raising and maintaining the University’s broad public profile, including marketing, advertising, gifts and bequests, media liaison, alumni liaison, exhibitions, celebrations, ceremonies, speeches, official representation at functions and participation in community activities.
Establishment
Delegations relating to establishing and changing the university’s organisational structure, including restructuring, classification and grading of positions and the preparation of organisational charts. Refer to Personnel for delegations regarding recruitment to individual positions.
External Relations
Delegations relating to the administration of the formal relationship between the university and outside bodies, including other tertiary institutions, government departments, international bodies and the university's relationship with Ministers and Members of Parliament.
Facilities Management
Delegations relating to the function of managing working, storage or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property. Includes buildings and land allotments either owned, rented or leased by the University.
Financial Management
Delegations relating to the function of managing the University’s financial resources, including establishing, operating, and maintaining accounting systems, controls and procedures, financial planning and budget submissions.
Industrial Relations
Delegations relating to establishing formal relations with the university's employees and their representatives to achieve a harmonious workplace, including negotiations conducted to obtain determinations, agreements or awards, industrial disputes settled within the university or by an external arbiter and reports of the state of industrial relations within the organisation.
Information Management
Delegations relating to the function of managing the University’s information resources, including creating, capturing, registering, disposing of and providing access to records. It also includes data administration, archival records and the handling of Freedom of Information (FOI) requests. Refer to Information Management – Library for delegations relating to the Library
Information Management - Library
Delegations relating to the function of managing the University’s information resources, including the acquisition, control and disposal of library and other information products, items kept for reference purposes, and the provision of services to internal and external customers, based on information resources.
Legal Services
The function of providing legal services to the University, including the interpretation and provision of advice to the University regarding legal matters, the drawing up of legal agreements and the handling of legal action and disputes. It also includes legal advice received from in-house consultants and external sources including the Crown Solicitor's Office.
Occupational Health and Safety
Delegations relating to the implementation and co-ordination of occupational safety and health and associated legislation throughout the University, including safety policy and the monitoring of safe work practices, procedures and preventative measures.
Personnel
Delegations relating to the management of university employees including permanent, temporary and part-time employees, academic, general and research funded, including appeals, disputes, salaries, and working hours when related to persons rather than to Industrial Relations.
Publication
Delegations relating to the function of having works, irrespective of format, issued for sale or general distribution internally or to the public, including external publications (such as Annual Reports and articles for professional journals) and internal publications (such as newsletters, circulars, procedure manuals and the like). It also includes multi-media publications, CD ROM and online information services.
Research
Delegations relating to the research function within the University, namely the activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles and the like.
Staff Development
Delegations relating to University staff developing their skills and abilities (through activities, programs and events) to maximise their potential and increase their productivity.
Strategic Management
Delegations relating to the broad systematic management planning for the University, including the activities involved with the university-wide plans and long-term organisational strategies.
Student Administration
Delegations relating to the function of dealing with students through the processes of recruitment, applications, admission, enrolment, progression through courses and final accreditation by the University, including qualification for and awarding of degrees.
Student Services
Delegations relating to the provision for the physical, intellectual and mental wellbeing of students outside the scope of Student Administration.
Teaching and Learning
Delegations relating to the function of teaching and learning including structure and content of courses and methods of teaching.
Technology and Telecommunications
Delegations relating to the function of developing or acquiring, testing and implementing applications and databases to support the business needs of the University, including the evaluation of software and hardware and the acquisition, tendering, leasing, licensing and disposal of systems. Refer to Information Management for data administration for automated systems.

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