| 1. What is a delegation? |
A delegation is a formal authority or power to do something - allocate budgets, admit students, appoint staff, and the like.
A delegation can be highly specific or quite general, and it usually is accompanied by limits. A highly specific delegation may be, for example, the authority to hear promotion appeals, while a more general one may be to expend budget unit funds for unspecified operational purposes. A limit may be expressed in several ways: a delegation may be limited by time, by its application to an area (e.g., to a department of a faculty), or by a dollar limit.
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| 2. How do I know if I am a delegate? |
- Check the Delegations by Academic or Administrative unit on the Delegations website. If your name and position appear on this summary table, you are a delegate.
- When a new delegate is appointed the principal delegate is responsible for informing the new delegate of the delegations and limits. The principal delegate completes a form which sets out the delegations and limits, and that form is signed by the new delegate as acceptance of the delegations assigned and the responsibilities that flow on from the delegation.
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| 3. What does NT mean next to a delegation? |
NT = Not Transferrable. Only the delegates specified may exercise that delegation. A delegate with a non-transferrable delegation may seek advice from individuals or committees, but must make the final decision.
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| 4. What's the difference between a principal delegate and the head of a budget unit? |
None, strictly speaking. The University recognises the heads of budget units as the principal delegate of that budget unit.
Principal Delegate tends to be used when referring to the authority to determine which other staff in a budget unit may hold and exercise delegations.
Head of Budget Unit tends to be used when referring to exercising delegations to operate a budget unit.
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| 5. Can my supervisor overturn a decision I make under delegation? |
Yes. A supervisor or superior office does have the authority, but in the normal course of events will probably not overturn a decision made under the delegation of a subordinate.
The supervisor of a delegate will hold more authority over a wider area of responsibility. A supervisor's delegations will exceed those of a subordinate. The University expects delegates to be fully aware of their responsibilities and delegations limits, and to know and understand policy and accepted practice, and thus to exercise delegations properly and wisely.
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| 6. I have been asked to recommend a system of delegates and delegations for our budget unit. Where should I start, and what should I do? |
- Read the delegations policy and outline the structure of your budget unit and how it best operates. The principal delegate is responsible for determining which staff have delegations profiles, so you will need to have a clear idea of the structure your principal delegate wishes to have - some areas are devolved (and appoint more delegates) while others are centralised (and appoint fewer delegates).
You may also want to refer to the University's former Delegations and Agencies System.
- Start looking through the delegations and profiles to see which might best suit your purposes.
At this stage you can also contact the Delegations Administrator, who will visit your area and, if required, provide assistance and advice.
- Your principal delegate will then need to formally assign delegations and profiles to the staff nominated using a form.
- Complete the budget unit summary table and email it, together with the Assignment of Delegations forms, to delegations@anu.edu.au. The Council and Boards Secretariat will check over the summary table and publish it on the Delegations website.
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| 7. What is a profile? How is a profile assigned? |
A profile is a recommended set of delegations and limits that can be assigned to staff within any budget unit. A profile is assigned by a principle delegate using the Assignment of Delegations Form.
Profile names are fairly broad, because they are intended to cover a wide range of functions, responsibilities and position titles. For instance, the "Head of Department" profile is one that can be assigned to a second- or third-tier organisational unit within a budget unit, academic or administrative. A staff member assigned a "Head of Department" profile will usually be responsible for a section of a budget unit, whether this is a School of a Faculty, a Division of a School, a Department of a Centre, or a Branch of a Division. The principal delegate, in assigning a "Head of Department" profile to a staff member, can either assign the profile limits, or can assign lower limits. These limits should be set out in the Assignment of Delegations Form and in the budget unit summary table.
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| 8. I think a delegation needs to be changed or added. What should I do about that? |
You need to contact the Delegations Administrator (Delegations@anu.edu.au) to discuss the matter. If there is a need for a new delegation, the Delegations Administrator will recommend accordingly to the Vice-Chancellor for approval. Once a new delegation is approved, principal delegates will be notified and the new delegation will be published on the Delegations website.
If there is a need for change, the Delegations Administrator may ask you to make a formal request in writing for review of the delegation. If required, a review will be done and a recommendation made to the Vice-Chancellor to amend or delete the delegation. When a delegation is changed, principal delegates will be notified and the change will be published on the Delegations website.
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| 9. What do I do if a policy is inconsistent with a delegation? Which should I follow? |
Notify the Delegations Administrator and the head of the appropriate administrative division or office. The Delegations Administrator and the administrative head will confer to resolve the situation, and you will be notified of the outcome. The Policy on Policies sets out the development pathway for new and revised policies. The pathway includes formal notification to the Delegations Administrator so that the connection between delegations and policies can be kept consistent.
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| 10. Are delegations senior to Statutes, Rules and Orders? If there is a conflict, which should I follow? |
The ANU's enabling legislation is the ANU Act 1991, and is the authority under which Statutes, Rules and Orders are made. The Act, Statutes, Rules and Orders are superior to delegations and policy. If you notice a conflict, please notify the Head of the Council and Boards Secretariat by email head.cabs@anu.edu.au
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| 11. Can I organise a briefing on delegations for new staff? |
The Delegations Administrator can conduct briefing and training sessions. The Delegations website also includes material your new delegate(s) can refer to.
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| 12. What do I do with my area's summary table? |
The summary table is the responsibility of the principal delegate, who should do the following.
- Create an official University file and file the area's summary tables, correspondence on delegations and appointment of delegate forms.
- Update the summary table (excel format) every time there is a change in delegate, delegation or limit. The updated version should be filed on the area's official delegations file, and a copy emailed to Delegations@anu.edu.au. The Council and Boards Secretariat checks the updated file and posts it in your area's listing on the Delegations website.
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| 13. What do I do about others exceeding the limits of their delegations? |
The action you take depends on the nature of the misdeed. If the staff member is NOT under your supervision you should notify the principal delegate of your observations, in writing. For details, see the delegations policy, principles 9 and 10 and procedure 4.
If the staff member is under your supervision discuss it with them.
Then, at the very least, you need to write a file note outlining your observation, the evidence, and a brief summary of your discussion with your staff member, and place the file note on your area's official delegations file. The principal delegate should be informed.
You should also take care to ensure that that delegate does not repeat the offence, and this may mean regular monitoring of the delegate's actions. You may also wish to discuss the incident with the Delegations Administrator, who may be able to advise on any other appropriate action.
If the incident recurs, you should immediately notify your principal delegate who has the authority (and the responsibility) to investigate. For details, see the delegations policy, principles 9 and 10 and procedure 4.
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14. What do I do when a delegate leaves the University?
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When a delegate leaves the University your summary table must be amended to show an end date for their delegations. Do not delete their name from the table as this information is needed for historical purposes. Email a copy of your amended summary table to the Delegations Administrator who will post the table on the web. Your email should include details of who has left and the date of departure from the University.
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