The University of
Southern Queensland
Human Resources
Enquiries: (07) 4631 2981
HR Delegations Matrix
For all approvals Approval must be gained from the Category Delegates Supervisor where the person involved is a close relative of the relevant Delegate.
Important note: All Delegations are to be interpreted as the minimum level of delegation required to undertake an action (eg, all delegations listed for a Category 4
Delegate, should be interpreted as Category 4 Delegate or above)
**For all policies marked with dual asterisks, alternate delegation pathways and approval authorities are temporarily in place as part of the Universitys workforce
management arrangements approval authorities are available on the HR website at http://www.usq.edu.au/hr/whatsnew/hroperational.
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Academic Development and
Outside Studies Program
Appointments Acting
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Approval of ADOSP, via
Committee.
Approve acting
appointments for Senior
DVC and DVC.
Approve acting
appointment as VC (in
consultation with the
Chancellor for periods in
excess of 1 month).
Approve acting senior
appointments (excl VC,
Senior DVC and DVC).
Page 1 of 11
Approve acting
appointments for periods
longer than 6 months.
Approve acting
appointments of 6 months or
less
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Appointments Senior
Positions
Appointments
Appointment by Internal
Transfer or Secondment
(Internal Transfer on a
permanent basis at any
level)
Approve appointment and
re-appointment as ViceChancellor
Approve appointment and
re-appointment to Senior
Deputy Vice-Chancellor,
Deputy Vice-Chancellor,
Executive Deans,
Contracted Senior
Executives, Heads of
School and other
nominated Senior Appts
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Approve appointment to
Associate Dean, Deputy
Executive Dean, Campus
Coordinator
Approval of permanent
internal transfers for senior
appointees.
Appointments
Appointment by Internal
Transfer or Secondment
(Secondments within USQ
for a fixed period at any
level)
Approval of permanent
internal transfer for
employees at Professional
Levels 1 10, and
Academic Levels A to E (at
the same or higher level)
inside or outside the
substantive faculty/section.
Recommendation for
permanent internal transfer
(at the same or higher level)
inside or outside
faculty/section and gaining
agreement from Delegate for
substantive position.
Approval of secondments
(for a fixed period at any
level) to outside
faculty/section.
Approval of secondment (for
a fixed period at any level)
remaining within the
faculty/section.
Recommendation for
secondment (for a fixed
period at any level) outside
the faculty/section and
gaining agreement from
Delegate for substantive
position.
Page 2 of 11
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Appointments Casual
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Approval of all casual
appointments.
Approval allowing employees
currently employed on a fulltime basis to undertake
additional casual
employment.
Appointments
Continuing**
Approve recruitment action
for, and appointment to,
the position of ViceChancellor
Approve recruitment action
for, and appointment to,
positions at senior
executive level and
Academic Level E.
Approve recruitment action
for, and appointments to,
all positions at Academic
Levels A to D.
Approve recruitment action
for, and appointments to,
all positions at professional
employee Levels 1 to 10.
Director, HR
Make all formal offers of
appointment for all positions
at USQ.
Appointments - Fixed
term**
Approve recruitment action
for and fixed term
appointment to the
position of Vice-Chancellor
Approve recruitment action
for and fixed term
appointment to positions at
senior executive level.
Approve recruitment action
for and appointments to
fixed term positions of
greater than 6 months at
Academic Levels A to E.
Approve recruitment action
for and appointments to
fixed term positions of
greater than 6 months at
professional employee
Levels 1 to 10.
Approve appointments to all
fixed term positions for 6
months or less.
Appointments Honorary
Appointments Personal
and Sponsored Chairs
Appointments to Academic
Level A to E.
Approve recruitment action
for and appointments to all
Sponsored or Personal
Chair positions.
Approval of Chair
Appointments Committee
Page 3 of 11
Recommendations to
appoint.
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Appointments
Probationary
Confirm appointment or
terminate appointment
during probation for VC.
Confirm appointment for
all positions at Senior
Executive level and above,
including Senior DVC and
DVC.
Terminate appointment
during probation for all
employees at all levels on
recommendation of
relevant delegate.
Confirm appointment for
all positions at Academic
Levels A to E.
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Recommendation to confirm
or terminate appointments
during probation at USQ
Levels 1 to 10.
Recommend termination
during probation for
positions at Academic
Levels A to E.
Director, HR
Confirm professional
employee appointments USQ
Levels 1 to 10 on receipt of
final review.
Establish or alter positions
at VC level.
Establish or alter positions
at Senior Executive level
and Professorial Level E.
Establish or alter positions
at Academic Levels A to D.
Establish or alter positions
at Professional Employee
Levels 1 to 10.
Appointments Recruitment and
Selection**
Approve recruitment action
for, and appointment to,
the positions of ViceChancellor
Approve recruitment action
for, and appointment to, all
positions at Senior Exec
level and Academic Level E
Approve recruitment action
for, and appointments to
all positions at Academic
Levels A to D.
Approve recruitment action
for and appointments to all
positions at professional
employee Levels 1 to 10.
Decision
DVC, S&C
Ensure student related
matters proceed in
accordance with other
relevant policies and
timeframes; and provide
procedure and process
recommendations to the
Vice-Chancellor
Page 4 of 11
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Completion of final review
before expiry date.
Appointments - Position
Establishment**
Anti-Discrimination and
Freedom from Harassment
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Director, HR
Ensure employee related
matters proceed in
accordance with other
relevant policies and
timeframes; and provide
procedure and process
recommendations to the
Vice-Chancellor
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Attraction and Retention
Loadings
Approval of loading
Children on Campus
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Recommendation for
loadings
Approval or otherwise of
children on campus
Disciplinary Action for
Misconduct or Serious
Misconduct
Decision (after considering
the Misconduct
Investigation Committee
report)
Director, HR
Ensure matter proceeds in
accordance with other
relevant policies and
timeframes and provide
procedure and process
recommendations to the
Vice-Chancellor
Employee Discrimination,
Bullying and Harassment
Complaints
Decision
Director, HR
Ensure matters proceed in
accordance with other
relevant policies and
timeframes; and provide
procedure and process
recommendations to the VC
Employee Achievement
Awards
Determination of financial
support and approval of
recipients.
Employee Exchange
Approval of exchange.
Employee Induction and
Onboarding
Recommend exchange.
Ensure completion of all
mandatory USQ inductions,
and work unit inductions.
Page 5 of 11
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Employee Recognition
Approval
Employees with a Disability
Approval of funding for
Reasonable Adjustments,
within delegated financial
limits.
Financial Assistance Upon
Appointment
Approval of claims for
financial assistance.
Grievance Procedures
At facilitation level, ensure
matter proceeds in
accordance with the stated
timeframes.
Director, HR
Arrange mediation.
At mediation level, ensure
matter proceeds in
accordance with the stated
timeframes.
Director, HR
Development and
implementation of the
strategy.
Aboriginal and Torres
Strait Islander Employment
Page 6 of 11
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Job Evaluation
(Classification and
Reclassification)
Approve reclassification
outcomes after considering
recommendations of the
Moderation Panel.
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Support or otherwise
applications for
reclassification.
Director, HR
Approve classification
outcomes in consultation
with the appropriate
Delegate for new / vacant
positions.
Accept, defer, or refuse a
reclassification request
Learning and Development
Plan employee development
strategies in conjunction
with individual employee.
Ensure employees
participate in performance
planning and review.
Ensure new employees
undertake induction.
Leave of Absence
As per ESS structure, plus
Leave without Pay for
more than 6 months
(up to 2 years)
Special Leave
Page 7 of 11
As per ESS structure, plus
Parental Leave
Leave without Pay for
more than 4 weeks (up
to 6 months)
Workers Compensation
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Approve advancement to
the higher classification
level.
Linked Classification
Program for Professional
Employees
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Support or otherwise
applications for
establishment of linked
classification positions.
Recommend advancement to
the higher classification
level.
Director, HR
Approve establishment of
linked classification positions
Managing Unsatisfactory
Performance
Decision (upon
consideration of
Unsatisfactory Performance
Review Committee report)
Outside Employment
Director, HR
Ensure matter proceeds in
accordance with other
relevant policies and
timeframes and provide
procedure and process
recommendations to the
Vice-Chancellor
Approve/reject
applications.
Review and recommend
applications.
Director, HR
Review decisions
Page 8 of 11
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Performance Planning &
Review
Ensure performance
planning and review for the
Vice-Chancellor occurs and
is finalised annually
Ensure performance
planning and review for
Senior DVC and DVC level
positions occurs and is
finalised annually
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Approve accelerated and
additional incremental
increases
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Ensure performance
planning and review occurs
and is finalised annually.
Recommend accelerated and
additional incremental
increases
Director, HR
Designation of alternative
supervisor, in consultation
with Category 3 Delegate
Position Descriptions and
Position Classification
Standards
Ensure that position
descriptions are current and
accurate.
Principles of Academic
Employee Availability
Ensure on-campus
availability of academic
employees.
Professional Development
Leave
Approval of PDL.
Promotion for Academic
Employees
Approval
Recognition of Long
Serving Employees
Determination of gift value
from Corporate Fund
Page 9 of 11
Recommendation of PDL.
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Recognition of Prior Service
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Director, HR
Approval
Redundancy and
Redeployment
Final approval of
redundancy action
Director, HR
Manage the redundancy and
redeployment process and
provide procedure and
process recommendations to
the Vice-Chancellor
Study Assistance
Approval of study assistance
applications for study
undertaken at USQ.
Director, HR
Approval of study assistance
applications for study
undertaken at an institution
other than USQ
Termination of
Employment
Terminate appointment of
VC.
Terminate appointment of
all USQ employees at all
levels on recommendation
of relevant delegate
Recommendation to
terminate appointments at
Academic Levels A to E.
Recommendation to
terminate appointments at
USQ Levels 1 to 10.
Travel Directed
Approval of all directed
international travel.
Approval of all domestic
directed travel.
Travel Conference and
Assisted
Approval of all assisted
international travel.
Approval of all domestic
conference and other
assisted travel.
Page 10 of 11
Policy
University Council
Category 1
Category 2
Vice-Chancellor
Senior DVC, DVCs
Category 3
Academic Division - Heads of School;
Head of CAIS; Faculty Executive
Managers; Director OAC; CEO QCWT
Academic Services Division PVC
(Scholarly Information and Learning
Services); Executive Directors - ICT
Services, Library Services
Academic Services Division - Directors
LTS, LEM, ICT Services
Research and Innovation Division Executive Directors - ADFI, Research
Institutes
Students and Communities Division Executive Directors USQI, Marketing
and Student Attraction
University Services Division ,
Executive Directors Finance and
People Capability, SBMI, Campus
Services
Research and Innovation Division
Directors - Office of Research, Research
Training and Development, USQ Research
Centres, Office of Research Development;
Executive Manager (IAgE)
Students and Communities Division
Directors - Student and Academic Support,
Student Services and Social Justice,
Student Engagement and Leadership;
Associate Director, Student Support and
Retention
University Services and ViceChancellor's Divisions
Director, Human Resources; Director,
Legal Services; University Secretary;
Director, Corporate Comms (SBMI);
Director, Financial Reporting and Budgets
(F&BS); Managers (Campus Services);
Manager, Corporate Records (SBMI)
Approve Faculty Work
Allocation Models for
academic employees.
Work Allocation
Approve work from home.
Working from Home
Working Hours, Overtime &
Shift Work Professional
Employees
Approval of working hours,
overtime, shiftwork and
allowances.
Working with Children
Work Health & Safety
Category 4
Academic Division - Executive Deans;
Campus Executive Manager, Fraser
Coast
Terminate appointment of
employees issued with a
negative suitability notice.
Exercise due diligence and
ensure that the University
complies with its duties or
obligations under common
law and all relevant
legislation.
Page 11 of 11
