These are the procedures for creating and maintaining the standard schedule.
The University Delegations are designed to give a full list of delegations in a standard schedule, which provides reports by function, by administrative area and by position profile (reported as Delegation and Band). Separate reports, which include variations to the standard schedule, appear as Faculty reports and Business unit reports.
All delegations must be approved by the nominated member of the Executive who is responsible for the administration of the delegation. A standard template is available for submission of delegations for approval.
The Standard Schedule is constructed in the following way:
The delegation statements are classified to the international standard known as Keyword AAA which is used by the University's records management system (TRIM). The File Plan for Faculties, Schools, Centres and Institutes outlines procedures and responsibilities in accordance with the University's Record Keeping Plan.
There is an agreed style for the delegation statements, and most statements can be broken down in the following way:
Examples:
Committees:
The document entitled: Organisational Structure of the University in Terms of Levels of Delegated Authority, assigns bands of authority in relation to reporting lines within the University.
Many positions are standard. For example, School Manager and all the delegations of that position can be found within Band 5b in the “Drop-down menu” on the University Delegations page.
A generic title of a position may appear under a band; for example, Manager 5b. A manager in this band may also hold delegations specific to the position.
All positions within a band do not hold the same delegations. It is therefore important to identify the position that holds the delegation. For example: the Director Financial Services (Band 5a) has different delegations to the Director of Planning Services (Band 5a). Some individuals could have dual roles; for example, Head of School (Band 5a) and Associate Dean (Band 4b).
Once approved, all delegations are merged into a Master file for presentation on the Delegations website. The Master file is set up with all entries in a standard format and the underlying program presents each report on the website.
Each row of the Standard Schedule Excel spreadsheet contains information under the pre-determined columns in the correct order:
Examples of simple errors or omissions that can cause problems when adding delegations to the master file.
Contact Deidre De Souza, University Secretary, for instructions on how to submit changes for the master file.