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 ProfileIn 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- Complete the Assignment of Delegations Profile Form (pdf) (rtf).
- 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.
- Give a copy of the form to the delegate.
- Fax the form to the Council and Boards Secretariat (CABS) on 6125 8524. Or email a scanned copy to delegations@anu.edu.au
- File the original form in the Budget Unit's delegations file.
- Update the Budget Unit's delegations summary table.
- 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.
- 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.
- 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 RequestsCABS 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 As a result of a major review of the delegations system, changes were made to several delegation categories and profiles. The categories which have recently been changed include Category 2 - Academic; Category 4 - Finance; Category 5 - Marketing and Communications; Category 7 - Registrar and Student Services; and Category 15 - Information Infrastructure and Services. Substantial changes were also made to Category 3 - Human Resources and published in early November. Detailed summaries are available for both the combined category changes and also the Human Resources changes. In summary, the following changes to the delegations system have been made since May 2009. - Human Resources Delegations
Following a review of the Human Resources category of delegations, the Vice-Chancellor approved changes to delegations and profiles on 28 July 2009. Two versions of this category are now available - one in an employment 'life cycle' order and the other in numerical delegation number order to help users better source the information they need. The new profile of Administrative Manager HR has also been created, incorporating only the HR delegation components of the Administrative Manager profile. (Detailed Summary)
- Marketing and Communications Delegations
As a result of structural changes following the disestablishment of the former Marketing and Communications Division, the new Marketing Office and the Drill Hall Gallery will be overseen by the Director, Policy and Planning. The Endowment Office will be overseen by the Pro Vice-Chancellor (Research). The delegations page By Budget Unit: Administration has been changed accordingly. Following a review of the Marketing and Communications category of delegations, the Vice-Chancellor approved some minor changes to delegations and profiles on 30 June 2009. Most changes relate to the restructure of the former Marketing and Communications Division and the resulting changes in delegation profiles of the new responsible officers. (Detailed Summary)
Following a review of the Academic category of delegations, the Vice-Chancellor approved a number of changes to delegations and profiles on 30 June 2009. The majority of changes relate to the removal of "nesting" - restricting the exercise of the delegations to the delegates specified in the legislation. Two new profiles were also created - Student Administrator (DR&SS) and Student Administrator (College) - to exercise a specific subset of the Delegated Authority profile delegations. (Detailed Summary)
Two new delegations have been created to assist with management of S.23 and S.54 of the Freedom of Information (Miscellaneous Provisions) Regulations 1982. Both new delegations (15.22 and 15.23) have been added to the Information Infrastructure and Services category of delegations and the relevant delegation profiles.
Finance Delegations
Following a review of the Finance category of delegations, the Vice-Chancellor approved a number of changes to delegations and profiles on 30 June 2009. The changes include a name-change for the commonly-used Staff 1, 2 and 3 profiles to Finance 1, 2 and 3. Other changes include the creation of the new profiles Admin Manager Finance, Purchase Card Holder and ESP Financials Approval. The travel expenditure delegation (4.13) has been removed, with the general expenditure delegation 4.7 covering this requirement. (Detailed Summary)
(Previous news items can be found here)
Useful Links and References
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
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