Delegations

Welcome

Responsibility for the delegations function currently rests with the Council and Boards Secretariat (CABS). The delegations process is listed below and includes the steps to follow if you need to appoint a new delegate or to change an existing profile. Please take a moment to download the current Assignment of Delegations Profile form and to read the information.

Delegation Profile

In accordance with the Delegations of Authority Policy, when a new delegate is appointed or when changes are made to a staff member's delegation profile, the principal delegate is responsible for informing the staff member of the new/changed delegations and limits.

The principal delegate needs to complete the Assignment of Delegations Profile Form which sets out the delegations and limits. The form is also signed by the new delegate as acceptance of the delegations assigned and the responsibilities that flow on from the delegation.

Steps to Follow  to Appoint a New Delegate or to Change an Existing Profile

1. Complete the Assignment of Delegations Profile Form (pdf) (rtf).
2. Check that:
   • the principal delegate and the delegate/staff member have both signed the form; and that
   • the delegation start and end dates are correct.
3. Give a copy of the form to the delegate.
4. Fax the form to the Council and Boards Secretariat (CABS) on 6125 8524. Or email a scanned copy to delegations@anu.edu.au
5. File the original form in the Budget Unit's delegations file.
6. Update the Budget Unit's delegations summary table.
7. Check that:
   • the data in the summary table is exactly the same as the details approved on the Assignment of Delegations Profile Form; and that
   • the delegation start and end dates are correct.
8. Tidy up the spreadsheet:
   • delete any entries with an end date more than 12 months old;
   • check that the print area has been reset to include any new delegates added to the bottom of the spreadsheet; and then
   • view the spreadsheet in 'print preview' to ensure that the formatting is correct.
9. Email the delegations summary table to delegations@anu.edu.au (do not send to personal email accounts):
   • insert the name of the Budget Unit into the subject of the email; and
   • include your contact details in the email.

Processing of Delegation Requests

CABS will make every effort to ensure that delegation profile forms are processed and summary tables are published as soon as possible.

• Forms must be signed, dated and complete or they will be sent back to the Budget Unit.
• Although CABS will check the information, each Budget Unit is responsible for maintaining the accuracy of their own summary table. (CABS will not make any amendments to the spreadsheets, to avoid confusion over which version is the latest).
• Only the summary tables that correspond exactly with the delegations approved on the profile forms will be published on the Delegations website.

We expect to only receive profile requests from each Budget Unit no more frequently than once per week. Please send several changes together, rather than piecemeal (particularly if the changes are relatively minor or if the delegation is only effective for a few days). This will enable CABS to efficiently process all requests as they are received.

Latest News 

The following changes to the delegations system have been made since September 2008. A detailed summary of the changes is also available.

• Executive Delegations

In December 2008, the Vice-Chancellor approved the creation of a new transferrable Executive delegation to provide for the authority to sign a statutory declaration on behalf of the University (1.11A).

• Research Management Delegations

In December 2008, the Vice-Chancellor approved a change from Director to College Dean for grant and consultancy applications and for signing research contracts and grant and consultancy agreements (9.2, 9.3 and 9.4).  The Head of Budget Unit profile has also been given these delegations.

• Council and Boards Secretariat Delegations

Delegates who can direct the affixation of the University Seal have been revised to accord with the provisions of the University Seal Statute.  The Council and Boards Secretariat delegations have been changed accordingly (11.5).

(Previous news items can be found here)

Useful Links and References

• Assignment of Delegations Profile Form (pdf)
• Assignment of Delegations Profile Form (rtf)
• Summary Table Example (pdf) 
• Blank Summary Table (excel spreadsheet)
• Glossary of Terms   
• Delegations of Authority Policy 
• 2001 Review of the Delegations and Agencies System (pdf):
• CAC Act 1997: Commonwealth Authorities and Companies Act 1997
• ANU Act 1991: Australian National University Act 1991
• The Power of Attorney was granted to the Investment Manager and executed under the Common Seal of the University on 4 September 2003. The Attorney may sign, seal, execute and deliver certain documents relating to investment and property matters. 

Delegation enquiries should be directed to:

Jan O'Connor, Head, Council & Boards Secretariat
Office of the Vice-Chancellor
Email: delegations@anu.edu.au
Phone: 02 6125 2113
Fax: 02 6125 8524