Delegations Policy

Application

All delegates and staff who act as sub-delegates of Waipapa Taumata Rau, University of Auckland.

Purpose

To define the framework of delegations of authority for key functions at the University as delegated by the Vice-Chancellor.

Policy

1. Schedules detailing delegations of authority for the following areas will be prepared and reviewed from time to time:

2. The schedules will be available on-line to all staff.

Note - The Finance schedule is incorporated in the Financial Delegations Policy.

3. Each delegation given under this document relates to the delegate’s position, not to the individual in that position (i.e., if an individual moves from one position in the University to another position, the delegations relating to the initial position will no longer apply to that individual).

4. The delegate is authorised to take any action or sign any document (subject to any legal requirements and/or protocols of the University within the authority of the delegation.

5. Where expressly permitted in a schedule, the delegate may authorise another person, the sub-delegate, to exercise the delegation (or any part of it). However, the delegate remains responsible for ensuring that the function is properly exercised.

6. The delegate may still perform the function and the sub-delegate cannot give a further sub-delegation to a third party.

7. A sub-delegate must report the exercise of a delegation to the delegate.

8. Each delegation and sub-delegation must be documented in writing or within a resource management system.

9. Any delegation or sub-delegation must be within the limits of the relevant approved budget or other approved source of funds.

10. Delegates alternates, and sub-delegates are always subject to the direction and authority of the Vice-Chancellor and any emergency statute or direction.

11. The Vice-Chancellor has authority to exercise any delegation of authority specified in this document.

12. The delegate’s supervisor may exercise the same level of authority as the delegate, and has authority to withdraw, or amend, delegations within his or her line of responsibility.

13. Such withdrawal or amendment is to be documented in writing or within a resource management system.

14. A delegation or sub-delegation is prohibited if the position to receive the delegation holds an inherent conflict of interest or a conflict of interest develops or occurs.

15. Staff members who act outside their approved level of delegation will be regarded as acting in contravention of established University policy and may be in breach of their employment agreement.

Definitions

The following definitions apply to this document:

Alternate is a staff member of the University who is authorised in writing by the Vice- Chancellor to exercise any function or powers, or to take action or sign documents on behalf of an authorised delegate, that lie within the delegate’s authorised specified span of control.

Conflict of interest is a set of circumstances that creates a risk that professional judgement or actions regarding a primary interest will be unduly influenced by a secondary interest. The term applies both to actual conflicts and to situations where a conflict of interest may reasonably appear to exist.

Delegates includes deans, deputy vice-chancellors, registrar, pro vice- chancellors, directors, heads of department, heads of school, and other managers at the levels designated in the HR Delegations Schedule.

Sub-delegate is a staff member authorised to exercise a delegation (or part of it) on behalf of the delegate.

Staff member refers to an individual employed on a full or part time basis.

University means the University of Auckland and includes all subsidiaries.

Key relevant documents

Include the following:

Document management and control

Content manager: Director of University Operations
Owner: Deputy Vice-Chancellor Operations & Registrar
Approved by: Vice-Chancellor
Date approved: 27 May 2024
Review date: 27 May 2029