Frequently Asked Questions

Using the Policy Directory
( Top )What is the Policy Directory

The UOW Policy Directory is an online database containing all University policy documents, listed in alphabetical order. It has a dedicated search engine allowing users to search for documents with ease.

The Policy Bulletin Board provides access to policy documents that are under review to enable readers to provide valuable feedback during the consultation stage of policy development and review. It also provides access to recently approved policy documents.

Each policy document has a navigation menu on the left hand side. The navigation menu includes information on who is responsible for the policy, links to information associated with the policy, links to historical versions and an option to print. You should always reference the online version of the document to ensure you are viewing the most up to date information.

Note, historical versions dated prior to 13th December 2023 can be obtained by contacting the Governance and Policy Division.

( Top )How do I search the Policy Directory?

The policy directory has a dedicated search engine that will only search the policy database. Use it to search for all UOW policy documents.

The search engine will allow you to search using:

  • Full Text (i.e. words within the database or in the documents themselves)
  • Keyword (i.e. words in a document's title, keywords and summary descriptions fields)
  • Management Area (lists documents by owning division, unit, and title)
  • Target Audience (lists documents based on who they apply to - i.e. students, staff or both)
  • Document Reference Number

You can access the search engine using the link at the top of this page and or from the policy homepage

( Top )Do I need a login to access the Policy Directory?

Most UOW policy documents are available publicly, so you won’t need a login. A few documents are restricted to University staff, you will require a UOW staff login and password to view these documents.

Some draft documents posted on the Bulletin Board may ask for a login in order to provide feedback.  Drafts are normally only password protected during the early stages of development when they are posted for comment by a small working group only.

If you are an author or approver of policy documents you will require an admin login. Please contact the Governance and Policy Division for more information on this.

( Top )I have a question about the Delegations of Authority Policy, who do I contact?

Please contact the Governance and Policy Division for any questions relating to the Delegations of Authority Policy.

To request a change to the Delegations of Authority Policy please complete the Delegations Change Request Form and submit to Institutional Policy.

( Top )Why does UOW have delegations?

The primary purpose of the Delegations of Authority Policy is to provide information to stakeholders regarding the delegation of authority at the University of Wollongong (UOW) relating to the following matters:

  • Financial delegations
  • Employment delegations
  • Academic delegations
  • Contract and Agreement delegations
  • IT delegations
  • Miscellaneous delegations
( Top )What is a delegate?

A delegate can be an officer or body (e.g., a committee) who is delegated to exercise specific functions.

Delegations apply to positions or committees and not to individuals.

Delegations may be granted to groups of positions which are listed in the Delegations of Authority Policy as Delegation Bands. There are four delegation bands which reflect the level of responsibility: Bands 1,2, 3, and 4.

Delegations to officers, committees and delegation bands are set out in the Schedules of the Delegations of Authority Policy and the Delegations Register.

( Top )What are delegations?

The UOW Act, and other relevant laws, authorise the University to engage in a range of functions. Functions broadly describe the types of activities in which the University can participate. For example, the conferring of degrees, the construction of residences, and the employment of staff. Under the UOW Act, the authority to engage in functions is vested solely in the University Council.

As the University Council is unable to make the decisions necessary to run a large and complex organisation like a University, on a daily basis, the UOW Act allows the University Council to delegate its authority to officers or committees of the University.

( Top )My role is not listed, or is listed incorrectly in the Delegations of Authority Register, what should I do?

Not all officers of the University have specific delegations. For example, the position may be listed in one of the four Delegation Bands.

There may be situations where the authority is considered too highly placed to facilitate day-to-day operations or a new role has been created where the officer is required to exercise decisions to function in that role. In these situations, it is a good idea to consult with your line manager in the first instance about how to manage and record these decisions.

A position requires a specific delegation, a change can be requested. To discuss the process for changes please contact the Governance and Policy Division.

( Top )How are changes made to the Delegations of Authority Register?

The Governance and Policy Division works with faculties and divisions to prepare requests for changes to the Delegations of Authority Policy and will facilitate the request through the relevant approval pathway.

To apply for a change to the Delegations of Authority Policy, the first step is to submit details of the change to the Governance and Policy Division using the relevant form.

The majority of changes to the Delegations of Authority Policy are changes to existing delegations. These require approval by the Vice-Chancellor, in accordance with the process for minor amendments as set out in the UOW Policy Management Policy. Where an entirely new delegation is proposed, this requires approval from University Council.

Once changes to the Delegations of Authority Policy have been approved, the Governance and Policy Division will inform impacted stakeholders. The Delegations Register will be updated and the amended Delegations of Authority Policy will be uploaded on the Policy Directory.

( Top )How do I know if a change I requested to the Delegations of Authority Policy or Register has been made?

The Governance and Policy Division will advise you as soon as possible regarding the amendment. You can also check the most recent version of the Delegations of Authority Policy to ensure that the change has been made.

( Top )Can I sub-delegate my delegations?

No. The Vice-Chancellor, is the only officer authorised to sub-delegate any or all of the delegated functions to another person or group of persons.

( Top )Are there record keeping requirements when exercising delegations?

Yes. The exercise of a delegation must be evidenced in writing and a record kept in an official file or system.

For routine transactions, such as travel, minor equipment purchases, petty cash etc., the signing of the relevant form or similar document by an authorised delegate is sufficient evidence of the exercise of the delegation as long as the purpose for which the exercise was made is clearly described in the document. Approval exercised online within a computerised system, which has secured login access and a unique username used for tracking the delegate’s approval against transactions, will be sufficient to meet the requirements of this clause.

The exercise of certain delegations must be reported to the next meeting of the council. These are:

  • acting on behalf of University Council on urgent matters between council meetings (Finance and Infrastructure Committee);
  • use of the University seal;
  • approval of expenditure (over $1.5m) by position or committee;
  • professorial appointments, and
  • any other matter as specified in resolutions of the University Council from time to time.
( Top )I am in an acting role, do I have delegations?

Yes. Authority is conferred on the incumbent, and not the person holding that position. This includes the acting or temporary occupant of a position where the acting or temporary appointment has been formally approved and can be evidenced in writing.

( Top )How to delegations fit in with other policies?

Where delegations are made in accordance with a specific policy or Legislation, or when the exercise of a delegation requires completing a particular form, the relevant documents are listed alongside the delegation in the Delegations of Authority Policy.

( Top )If there is a conflict of interest what should I do?

A delegate must not exercise a delegation if it involves a contravention of the Conflict of Interest Policy. For example, delegates may not approve their own appointment, any form of remuneration or payment, promotion, transfer or secondment, travel, absence or termination pertaining to themselves or to officers with whom they have a close personal relationship or external business relationship.

If a delegate is unable to carry out the duties associated with that delegation for any reason, including a potential or actual conflict of interest or an absence or incapacity, the delegation must be exercised by a superior level delegate.

( Top )Are there any limits around exercising delegations?

Yes. Should there be more than one delegate within a business area that can exercise the authority, then it is advisable to remember that all delegations are to be exercised subject to the delegate’s expenditure delegation within the relevant budget.

A delegate cannot exercise a delegation in regard to functions or staff for which the delegate does not hold line management responsibility.

( Top )Process for requesting a change to the Delegations of Authority Policy or the Delegations Register.
  1. Prior to requesting a change to the Delegations of Authority Policy, ensure that you have consulted with your line manager first as you will need their support for the requested change.
  2. Contact  Institutional Policy.
  3. Complete the online form requesting change to the Delegations of Authority Policy. 
  4. The Governance and Policy Division will liaise with you and relevant stakeholders to facilitate the request with the view to seeking approval in accordance with the Delegations of Authority Policy.
  5. If the change is approved, the Governance and Policy Division will advise you and relevant stakeholders of the approval

Contact Institutional Policy for enquiries regarding this process.

All requests for changes to the Delegations of Authority Policy must be submitted via the online form (Word document) to be considered.