Human Resources Delegations Policy

 

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Human Resources Delegations Policy

Responsible officer: Vice-Chancellor

Approval: Council C95/14, 22 March 1995

Last amended: Council C07/22, 20 March 2007; Vice-Chancellor 15 February 2008

Related policies:

Overview

This policy identifies the responsibilities and requirements for approval of the University's human resource functions. It is the responsibility of delegates to ensure that delegations are exercised in accordance with the University of the Sunshine Coast Act 1998, approved work area budgets and associated audit requirements.

1. Scope of delegations

1.1 Human Resources (HR) delegations apply to a position or committee.

1.2 The delegated power to incur expenditure can only be exercised where funds are available within the approved work area budget.

1.3 A delegate may not exercise a delegation that will result, either directly or indirectly, in some tangible benefit to the delegate.

1.4 A delegate who has been formally appointed to act in a position can exercise any delegations attached to that position, unless written instruction advising otherwise has been given to HR.

2. University governance

2.1 Under the University of the Sunshine Coast Act 1998, the University Council is responsible for the management and control of affairs, properties and finances of the University. The Council has approved the delegation of authority to certain positions in relation to HR functions or committees within the University.

2.2 The Vice-Chancellor (VC) is the Chief Executive Officer of the University and may exercise the powers and perform the functions conferred on the VC by the Act or as delegated by University Council. The VC has ultimate responsibility for all University operations and may delegate authority for specific HR activities to an appropriately qualified staff member. The VC may exercise any of the delegations specified in this document, except those which must be exercised jointly with other officers, those which have been delegated to a committee, or those which cannot be exercised because no approving authority has been delegated by Council.

2.3 The Deputy Vice-Chancellor (DVC) may exercise any of the delegations specified in this document, except those which must be exercised by the VC, those which must be exercised jointly with other officers, those which have been delegated to a committee or those which cannot be exercised because no approving authority has been delegated by Council.

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3. HR delegations

Delegations are categorised by position or committee, as follows:

3.1 University Council
  • Approve new and revised HR-related Governing Policy and any HR-related Institutional Operating Policy which Council has retained the power to approve (via the Planning and Resources Committee); and
  • Approve the creation of Executive positions.
3.2 Position of Chancellor
  • Overall responsibility for authorising HR functions associated with the position of VC including those related to professional development and processing of leave; and
  • In conjunction with the Deputy Chancellor, consideration and approval of the VC's remuneration package.
3.3 Position of Deputy Chancellor
  • In conjunction with the Chancellor, consideration and approval of the VC's remuneration package.
3.4 Position of Vice-Chancellor

The VC has overall responsibility for authorising HR functions associated with the organisational units and all positions that report directly to the VC. The VC is also responsible for:

  • Approving
    • The creation of Professorial positions that are consistent with the Strategic Plan and within the existing Budget
    • The creation of Professorial positions that are not consistent with the Strategic Plan and/or not within the existing Budget, following consultation with the Chancellor and the Deputy Chancellor
    • Ensuring that the creation of Professorial positions are reported to Council at the earliest opportunity
    • The creation of all other new ongoing positions except Executive positions
    • Executive and Professorial appointments
    • Authority to Recruit requests for his/her areas of responsibility
    • Appointments for his/her areas of responsibility
    • Career progression for APT staff for his/her areas of responsibility, including any acting arrangements
    • Membership of Professional Development Program and Promotion Committees
    • HR Institutional Operating and Area Policies and related procedures
    • Action related to voluntary separation (redundancy)
    • Action related to termination of employment by the University
    • Action associated with the instigation of medical examinations for staff; and
    • Disciplinary action to be taken.
  • Authorising letters of employment for Senior positions, Professors and Associate Professors.
  • Considering, and if appropriate, approving recommendations made by Promotion Committees and the Professional Development Program Committees.
  • Determining the need for, and appointing, an alternative supervisor within his/her areas of responsibility, upon request from a staff member.
  • Establishing review committees in relation to allegations of unsatisfactory performance, misconduct, serious misconduct and redundancy issues and deciding on appropriate action based on advice received from such committees.
  • Reviewing the remuneration level of all senior positions.
3.5 Position of Deputy Vice-Chancellor

The DVC has overall responsibility for authorising HR functions associated with the organisational units and all positions that report directly to the DVC. The DVC is also responsible for:

  • Approving:
    • Authority to Recruit requests for his/her areas of responsibility
    • appointment forms for his/her areas of responsibility
    • adjunct and visiting appointments and notifying the VC of these appointments
    • conversion of sessional appointments to part time appointments
    • equivalent accreditation or standing for T and R staff
    • requests from staff to undertake outside employment
    • career progression for APT staff for his/her areas of responsibility, and,
    • international travel for T and R staff within the Faculties
  • Authorising letters of employment for all T and R staff up to and including Senior Lecturer.
  • Establishing dispute resolution committees where required.
  • Establishing appeals committees and making decisions based on advice received from the committees.
3.6 Position of Pro Vice-Chancellor, International and Quality

The Pro Vice-Chancellor, International and Development is responsible for:

  • Approving:
    • higher duties allowances
    • in conjunction with the substantive Cost Centre Manager, staff requests to undertake multiple modes of employment within the University
    • all short term appointments
    • work experience or rehabilitation placements
    • all overtime, penalty rates and meal allowances
    • all types of staff leave
    • staff development within their area, and
    • international travel for staff
  • Accepting resignations and waiving notice periods.
  • Completing and submitting authorised HR forms by the relevant cut-off dates.
  • Developing and monitoring probation and performance plans with all staff or delegate this to the relevant Supervisor.
  • Drafting new position descriptions and justify the need for changes to established positions.
  • Ensuring availability of funds for all appointments.
  • Monitoring staff increments and advising HR if an increment is not to be paid.
  • Recommending study assistance requests and reimbursements.

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3.7 Position of Director, Human Resources (HR)

The Director, HR is responsible for:

  • Approving:
    • offer letters of employment for APT staff up to and including positions at level 10
    • and processing all other HR correspondence
    • classification and reclassification of positions, excluding Senior positions
    • recruitment advertising
    • the membership of Selection Committees, excluding senior positions
    • claims for, and recovery of, relocation expenses, and,
    • recognition of prior service
  • Acting in an advisory role to all University staff with regard to all HR matters.
  • Coordinating the University's Recruitment, Selection & Appointment process.
  • Coordinating the University's Staff Development Program.
  • Coordinating and conducting HR induction sessions.
  • Ensuring compliance to relevant legislative requirements.
  • Ensuring that at least one staff member in HR is a certified Workplace Rehabilitation Coordinator.
  • Ensuring that study assistance requests and reimbursements are supported by University Policy.
  • Maintaining hardcopy and electronic staff files.
  • Producing and maintaining the Certified Agreement (CA).
  • Producing and maintaining HR documents and forms.
  • Processing relevant annual and routine staffing reports as required.
  • Reviewing and approve all position descriptions (created or amended), excluding Senior positions.
3.8 Position of Cost Centre Manager

Within their area of responsibility the Cost Centre Manager will:

  • Approve:
    • higher duties allowances
    • in conjunction with the substantive Cost Centre Manager, staff requests to undertake multiple modes of employment within the University
    • sessional appointments
    • all short term appointments
    • work experience or rehabilitation placements
    • all overtime, penalty rates and meal allowances
    • all types of staff leave, and,
    • staff development within their area
  • Accept resignations and waive notice periods.
  • Complete and submit authorised HR forms by the relevant cut-off dates.
  • Develop and monitor probation and performance plans with all staff or delegate this to the relevant Supervisor.
  • Draft new position descriptions and justify the need for changes to established positions.
  • Ensure availability of funds for all appointments.
  • Monitor staff increments and advise HR if an increment is not to be paid.
  • Recommend study assistance requests and reimbursements.
3.9 Role of Supervisor

Within their area of responsibility the Supervisor will:

  • Allocate and monitor the workload of their staff.
  • Develop, maintain and communicate shift rosters to shift workers.
  • Ensure that all employment matters relating to staff are conducted in a fair, timely and professional manner.
  • If delegated the role of PPR Supervisor, monitor, conduct, document and follow up performance reviews with APT staff.
3.10 Chief Financial Officer
  • Transfer payroll funds to staff bank accounts.
  • Process the reimbursement of study assistance payments.
  • Administering the University's payroll.
3.11 Staff Consultative Committee
  • Implement outcomes of the Certified Agreement.
3.12 Selection Committees
  • The Chairperson has overall responsibility for the Committee's actions.
  • Select applicants for advertised positions in accordance with the University's Recruitment, Selection and Appointment Policy and Procedures.
  • Recommend probationary periods.
3.13 Promotion Committees
  • The Promotion Committees are responsible for assessing promotion applications.
3.14 Professional Development Program Committees
  • The Professional Development Program Committees are responsible for assessing Professional Development Program applications.

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