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