Use of the University Seal - Governing Policy
Responsible Officer: Vice-Chancellor
Designated Officer: Vice-Chancellor
Approving Authority: Council
Approval: C08/82, 14 October 2008
Last Amended:
Effective Starting Date: 15 October 2008
Any policies replaced by
this policy: Policy on the Use of the University Seal
Policy Number: G16.
Related Policies:
Due date for next review: 14 October 2013
Part A: Preliminary
1. Purpose of Policy
As a body corporate established by the University of the Sunshine Coast Act 1998, the University has a Seal as an identifier of its status as a body corporate. The Seal is used to authenticate documents in the University’s name and is most commonly affixed to testamurs and other award certificates, but is also affixed to deeds, and occasionally to other 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.
This Policy determines the custody of the University Seal, the documents to which the Seal is to be affixed, the signatories to the Seal, and the recording of the use of the Seal.
Part B: Policy
2.1 The Seal of the University will be kept in the custody of the Vice-Chancellor.
2.2 The Seal will be affixed to:
(a) documents which are required by law or for ceremonial purposes to be under seal;
(b) all Rules made by Council;
(c) all certificates to be issued in respect of a degree or other award which is to be conferred by the University;
(d) any agreement to which the University is a party where the other party insists that the agreement be executed under seal;
(e) any document or report prepared by the University for submission to the Commonwealth or State Government where the relevant department requires that the Seal be affixed;
(f) such other documents as Council determines.
2.3 Every document to which the Seal is affixed will be signed by any two of the Chancellor, the Vice-Chancellor and the Deputy Vice-Chancellor, or such other person/s appointed by Council for that purpose.
2.4 In affixing the Seal to testamurs the following form of words will be used:
Given under the Seal of the University of the Sunshine Coast
on the ….. day of ….. 20.. by the authority of the University Council
………………………………………… ……………………………………..
[signatory] [signatory]
2.5 In affixing the Seal to documents other than testamurs the following form of words will be used:
The Seal of the University of the Sunshine Coast was hereto affixed
on the ….. day of ….. 20.. by the authority of the University Council
………………………………………… ……………………………………..
[signatory] [signatory]
2.6 The Vice-Chancellor will maintain a register of use of the Seal of the University in which must be recorded:
(a) the authority for the affixing of the seal;
(b) the nature of the document to which the seal is affixed;
(c) the date of signature of the document;
(d) the signatures appearing on the document.
2.7 The Seal may only be used in compliance with this Policy. Unauthorised use of the Seal, or use of a seal purported to be the University of the Sunshine Coast Seal, may constitute misconduct by a staff member or student.
2.8 The use of the Seal will be reported to the next meeting of the University Council.
2.9 Records of all testamurs and other award certificates issued by the University of the Sunshine Coast will be maintained by Student Administration.
2.10 Relevant staff within the Office of the Vice-Chancellor will be responsible for ensuring that records of all documents to which the Seal has been affixed, other than testamurs and other award certificates, are registered and retained within the University’s records management system.
END