• Section 1 - Introduction/Background
• Section 2 - Scope/Purpose
• Section 3 - Approval for Invitations to / Communication with High Level Visitors and High Level Event Planning
• Section 4 - Inviting the Chancellor, Deputy Chancellors, Council Members and/or Vice-Chancellor and President to Events
• Chancellor, Deputy Chancellors, Council Members and/or Vice-Chancellor and President to Events
• Section 5 - Correspondence with Politicians and Government
• Section 6 - Membership to Government Board or Committee
• Section 7 - Visits by and Invitations to High Level Visitors
• Inviting and Hosting Visiting International Dignitaries
• Inviting and Hosting Visiting Australian Officials/Dignitaries
• Hosting High Level Visitors at the University or a UOW Event
• Section 8 - Presentation and Receipt of Institutional Gifts
• Section 9 - Media Enquiries and Attendance at UOW Events
• Section 10 - Other Considerations for High Level Visits and UOW Events
• Flag Protocol
• Welcome to Country or Acknowledgement of Country
• Section 11 - Roles and Responsibilities
• Section 12 - Definitions

Section 1 - Introduction/Background

(1) The University of Wollongong (the University) values its many relationships with leading educational institutions, government bodies, research and industry organisations, local, national and international businesses. The University attracts delegations and distinguished/high profile visitors both nationally and internationally, and values the contribution of such visits.

(2) It is important that UOW staff are aware of and follow procedures involved in the planning, communicating and facilitating of activities relevant to high level visitors and significant events and, in communication with government.

(3) This Procedure has been prepared as a guide to hosting visits by high level visitors, and highlights the importance of protocol, including courtesy and cultural awareness that must be considered and respected.

Section 2 - Scope/Purpose

(4) This Procedure has been prepared to guide UOW and UOW controlled entities staff and students involved with the planning, organising and conducting of various functions and high level activities. It aims to provide direction to ensure a consistent approach to important protocol related activities at UOW, such as event planning and communicating with high level visitors.

(5) This Procedure also addresses procedural information regarding important and potentially sensitive activities related to high level activities, including the presentation of gifts, media, and Welcome to Country or Acknowledgement of Country, and outlines steps to be taken when communicating with government, such as submissions to government on behalf of the University.

(6) This Procedure emphasises the need to contact key UOW staff when planning a major high level event or communicating with high level visitors and other key stakeholders, such as government officials and politicians.

(7) This Procedure should be read in conjunction with existing procedures associated with UOW events such as Graduation, Orientation and Open Day, where required.

Section 3 - Approval for Invitations to / Communication with High Level Visitors and High Level Event Planning

(8) The staff and/or work units who should be kept informed and communicated with about particular high level events or visitors vary dependent on the nature of the event and/or type of guest involved. Examples of the types of high level events, visiting delegations and officials to the University and the units responsible for these visits are set out in the table below.

(9) Due to the important nature of the University’s relationship with high level visitors and the significant protocols that must be adhered to with these stakeholders, it is important that UOW and its controlled entities staff contact the work unit or individual listed in the table below before progressing contact.

(10) Heads of Units who plan to hold a high level event, communicate with, or invite a high level visitor to the University must seek prior approval from the relevant Senior Executive, Director or work unit, as listed in the below table.

(11) The relevant Senior Executive/ Director/ Unit will determine whether to approve the high level visit, communication or event and will notify the applicant accordingly.

(12) After approval, relevant units may proceed to plan the event, communication or visit in accordance with relevant legislation and University policy regarding internal security and safety requirements. It is important that key contacts be kept informed of preparations and details.

(13) If a member of the University is approached by high level visitors regarding a visit to the University, they should contact the relevant Senior Executive, Director or Chief Officer, as listed in the table below, in the first instance for approval.

Section 4 - Inviting the Chancellor, Deputy Chancellors, Council Members and/or Vice-Chancellor and President to Events

(14) As the University’s highest officials, the Chancellor, Deputy Chancellors and Vice-Chancellor and President preside over Graduation ceremonies and related events, attend UOW Council and UOW Council sub-committee meetings, as well as attend the Fellowship and Alumni Awards Dinner and other special events.

Chancellor, Deputy Chancellors, Council Members and/or Vice-Chancellor and President to Events

(15) To invite the Chancellor, Deputy Chancellors or UOW Council Members to an event, staff members should contact the Senior Executive Assistant (SEA) to the Chancellor and Council Members in the first instance. Due to diary constraints, for an invitation to be considered, as much lead time as possible is required.

(16) The SEA to the Chancellor and Council Members will require the staff member to complete a High Level Visit or Event Profile form with information about the event. This form will be provided for completion by the SEA. This information is to be provided to the SEA at the earliest opportunity.

(17) The SEA to the Chancellor and Council Members will advise of the Chancellor's/Deputy Chancellor's availability, or otherwise, and any requirements for their attendance at the event.

(18) For further information on the University Council, its members and committees, refer to the UOW Council webpage.

Vice-Chancellor and President

(19) To invite the Vice-Chancellor and President to an event, staff members should contact the SEA to the Vice-Chancellor and President with details of the event. The SEA will require the staff member to complete a High Level Visit or Event Profile form with information about the event. This information is to be provided to the SEA at the earliest opportunity.

Section 5 - Correspondence with Politicians and Government

(20) The University has relationships with a broad range of political and government stakeholders. It is important that a consistent approach to maintaining and building the University’s relationships with these stakeholders is maintained.

(21) Staff should contact the Director, Government and Community Relations prior to any communication with politicians, including but not limited to Members of Parliament at state and federal level as well as Local Government Councillors. This includes verbal and written communication about issues, letters, invitations, submissions and proposals. Instances where a staff member is approached by any of these stakeholders should be reported to the Director, Government and Community Relations as soon as possible.

(22) In general, UOW Submissions to government inquiries are made by the Government Relations Unit. Any UOW Work Unit or staff member wishing to make a submission to government or request funding to Government offices on behalf of the University should contact the Director, Government and Community Relations in the first instance prior to making a submission.

(23) Letters to politicians at any level should not be sent without prior approval of the Director, Government and Community Relations.

(24) The Director, Government and Community Relations should be provided with a record of correspondence on such matters, including a copy of final submissions.

Section 6 - Membership to Government Board or Committee

(25) UOW staff should contact their immediate manager if they wish to be, or have been invited to be, a member of a particular government board or committee.

(26) Before becoming a member, staff should gain approval from their Executive Dean and/or relevant member of the UOW Senior Executive who will consider the request in consultation with the Director, Government and Community Relations.

(27) In accordance with the UOW Conflict of Interest Policy, staff and affiliates must disclose information about actual, potential or perceived conflicts of interest including secondary employment, financial, business and family interests, gifts, and other conflicts. This may include membership on a government board or committee. Such information should be detailed by staff and affiliates on the Conflict of Interest Declaration Form.

Section 7 - Visits by and Invitations to High Level Visitors

(28) The University has a responsibility to ensure that high level visitors are provided appropriate regard and security, and enjoy their visit to UOW and at UOW events.

(29) It is essential that the relevant Senior Executive is informed and approval is provided before an invitation is extended to a high level visitor. It is likely that a High Level Visit or Event Profile form with information about the event will need to be completed prior to approval of the visit.

(30) All invitations to high level visitors must be sent by the Vice-Chancellor and President.

(31) Invitations to events where the Vice-Chancellor and President will be playing a significant role must also be sent from the Vice-Chancellor and President.

(32) Where visits are initiated by the high level visitors staff members must inform the relevant person identified in the table at clause 3.6 above to inform them of the proposed visit and seek approval.

Inviting and Hosting Visiting International Dignitaries

(33) In the first instance, staff members should liaise with the Office of the Deputy Vice-Chancellor (Global Strategy) and/or the Director, Government and Community Relations before inviting or hosting international dignitaries.

(34) When coordinating Visiting International Delegations, staff should be mindful of cultural expectations and plan the visit appropriately, including identifying the most suitable UOW representatives to escort the visit and coordinating the provision of visit relevant gift/s if culturally appropriate. Enquiries about Protocol for international dignitaries should initially be directed to the Deputy Vice-Chancellor (Growth and Global). 

(35) The Director, Government and Community Relations can advise on appropriate UOW liaison for officials/dignitaries visiting UOW to ensure suitable representation by UOW is afforded to high level visitors during their visit. The Director, Government and Community Relations will liaise with Australian State/Federal Minister counterparts if required/relevant and, as a courtesy, local Members/Ministers may be invited to attend as appropriate.

Inviting and Hosting Visiting Australian Officials/Dignitaries

(36) All University staff members should liaise with the Office of the Vice-Chancellor and/or the Director, Government and Community Relations before inviting and hosting visiting Australian Officials or Dignitaries.

(37) Visits from the Governor General/ Governor – The Office of the Vice-Chancellor must be advised well in advance and will work with the Protocol Officer and Director, Government and Community Relations with regard to arrangements for the visit.

(38) Visits from the Prime Minister/ Premier/ Senior Minister - The Office of the Vice-Chancellor is to be advised in advance and will work with the Director, Government and Community Relations with regard to arrangements for the visit.

(39) When inviting a State or Federal Minister, Members of Parliament, Ambassadors, High Commissioners, and high level Consulate Officials to UOW and/or a University event, the invitation is to be signed and sent from the Office of the Vice-Chancellor, and copied to the Director, Government and Community Relations.

Hosting High Level Visitors at the University or a UOW Event

(40) Before extending an invitation to a dignitary such as the Governor, Premier or an Ambassador, staff members must liaise with the Director, Government and Community Relations to advise of the intended invitation. 

(41) When dignitaries accept an invitation to UOW, the Office of the Vice-Chancellor is to be advised of the visit and, if available, the Vice-Chancellor and President will meet the high level visitor(s).

(42) Relevant procedures for annual UOW events such as Graduation, the Fellowship and Alumni Awards Dinner, Ceremony of Appreciation (biennial) where the Chancellor/ Deputy Chancellors/ Vice-Chancellor and President are in attendance can be found on the intranet, or can be provided by the relevant administrative unit organising the event.

(43) Typically, events will include:

1. Master of Ceremonies – a member of the Senior Executive team; and
2. Welcome to Country – refer to Section 10.

(44) Typically, the following people will officiate at the event:

1. Chancellor and/or
2. Vice-Chancellor and President; and
3. Visiting Dignitary/Partnership representative if relevant.

Section 8 - Presentation and Receipt of Institutional Gifts

(45) There are three (3) levels of gift presentation for visiting dignitaries to UOW:

1. Faculty/unit for first visit
2. International Office for first/second visit
3. Protocol/Deputy Vice Chancellor (Global Strategy) office for high level visitors.

(46) Gifts presented to high level visitors meeting with the Vice-Chancellor and President are arranged by the Protocol Officer. A database will be maintained by the Deputy Vice-Chancellor (Growth and Global) to identify gifts presented to both visiting dignitaries at UOW and for presentation at international visits made by members of the UOW Senior Executive to avoid duplication/repetition. Visit details required are dates, what staff attended, visitor names, what gift was given, any gifts received and purpose of visit.

(47) Consideration of appropriate cultural protocols with regard to gift etiquette should be observed. For example, clocks are not acceptable to be presented to Chinese delegates and, depending on religious beliefs, leather should be avoided. Printed publications such as Kiss, Bow or Shake Hands and the Debrett’s Handbook are also useful resources. Enquiries regarding the suitability of particular gifts should be directed to the Protocol Officer.

(48) In accordance with the UOW Conflict of Interest Policy, all gifts offered to an individual by an external party, whether accepted or not, with an annual estimated value of more than $299, must be disclosed by the intended recipient, within 14 days of the gift being offered, by completing and submitting a Reportable Gift Form to the Chief People and Culture Officer.

Section 9 - Media Enquiries and Attendance at UOW Events

(49) Event organisers must seek advice from the Media and Public Relations Unit about media involvement in major events, and matters relating to high level visitors. This includes being approached by the Media about an event or guest, wanting to initiate contact with the media about these matters and hosting a high profile guest. The UOW Brand and Reputation Policy should be referred to.

Section 10 - Other Considerations for High Level Visits and UOW Events

Flag Protocol

(50) Security is responsible for the management of flags flown at the entrance to the Wollongong campus. Security is advised by the Commonwealth Flag Officer regarding official requests for flags to be flown.

(51) Requests to fly or display flags on University grounds should be made to the Vice-President Operations for consideration and decision.

Welcome to Country or Acknowledgement of Country

(52) Please contact the Vice-President Indigenous Strategy and Engagement for information about Welcome to Country or Acknowledgement of Country when organising a special or high level event.

(53) For relevant high level UOW events, liaise with the Executive Director (Indigenous Strategy) for inquiries and assistance in securing a local Elder to perform a Welcome to Country. 

Section 11 - Roles and Responsibilities

(54) The Director, Government and Community Relations, as Policy Custodian, has overarching responsibility for this document.

(55) Key contacts with responsibility for high level visitors, communications and events are outlined in the table in clause 13.

Section 12 - Definitions