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About ANU

Delegations

The Governance Office (formerly CABS) is responsible for the University's delegations framework.

ANU has developed an online system to manage the University's delegations framework. The system forms part of the HR Management System (HRMS) and enables staff to use HORUS to view the delegations they hold. Staff are also able to view the delegations of staff reporting to them through the Manager Self Service function in HORUS. Reports showing delegations by location are generated from the system and are published on the delegations website weekly.

Delegations are assigned to positions within HRMS and staff appointed to these positions hold the specified delegations. The process for assigning delegations to positions is outlined below.

It is important to note that delegations have been renumbered sequentially. A map of the old delegation numbers to new (PDF, 379KB) is available for download.

    

Delegation profile

In accordance with the Delegations of Authority policy, the Principal Delegate is responsible for determining which positions in the budget unit may hold a specific delegation profile or individual transferrable delegations, and any limits to them. The Principal Delegate is also responsible for informing the incumbent of their delegations or changes to them. The Principal Delegate needs to arrange for the necessary delegations to be entered on HRMS against the appropriate position number, and is ultimately responsible for the accuracy of the information being entered on the system.

The delegations assigned must be signed off not only by the Principal Delegate but also by the incumbent staff member who, in doing so, accepts the assigned delegations.

Automation of this approval process will form part of the next stage of the online system.

    

Steps to appoint a new delegate or to change an existing profile

HRMS Delegations System user documentation is available.

Please note that only staff trained by Human Resources Business Services are able to access the delegations system to enter data (ext. 59622 or HR Helpdesk)

  1. Complete the Assignment of Delegations Profile Form, taking into account the points listed at 5. below.
  2. Check that the Principal Delegate and the delegate/staff member have both signed the form and that the delegation start and end dates are correct.
  3. Give a copy of the form to the delegate/staff member and keep the original on the position file.You may also wish to keep a copy of all forms centrally for easy reference.It is most important that approval documentation is kept - areas will be periodically audited to ensure the accuracy of the information on the on-line system.
  4. Enter the new delegation(s) into HRMS against the relevant position number.
  5. Remember:
    1. always take into account the level/duties of the position when assigning delegations or profiles
    2. some delegations are non-transferrable and can only be allocated to a position by assigning a specific delegations profile which contains that delegation
    3. if a specific delegations profile is assigned to a position, the ‘exclusions' tab on the online system can be used to exclude individual component delegations if necessary
    4. only the Education Dean can approve the assignment of the Delegated Authority profile
    5. there are some transferrable delegations which cannot be assigned by the Principal Delegate because they belong to profiles such as the Director of HR or a member of the University Executive. These
    6. delegations can only be assigned by the staff member holding this executive position, for example, the approval of the College Head is required to assign delegation 326 (old 9.2) within a College. Checking the delegations by category will show whether a delegation requires the approval of someone other than the Principal Delegate
    7. people who undertake work for a budget unit but don't hold a formal position at the ANU (e.g. students, ANU Officials such as external Council Members, people on secondment from government etc) can be given delegations using the Person of Interest (POI) functions in the online delegations system
    8. if a staff member 'acts' in another position for a period of time, there are two ways of reflecting this on the delegations system.  If the 'acting' person is being transferred into the relevant position on HRMS for that period, a new record must be added to that position in the delegations system with an effective date reflecting the acting period.  Another record must be added at the end of the acting period to reflect the return of the incumbent.Alternatively, if the 'acting' person is taking on some of the delegations of the absent person without recompense, additional delegations may be added to the acting position's existing delegation suite for the acting period.  In this case, it is important to return the positions' delegation level to normal at the end of the acting period
    9. each delegations record should reflect the complete delegations suite for that position during each effective dated period.
  6. Once delegations or changes to them have been entered into the system, set the Delegation Status to 'LA Submitted' (Local Area Submitted), tick the Principal Delegate Approved box and save the record.
  7. Alternatively, you may skip steps 1 - 3 and enter new delegations directly into HRMS without using a Profile Form.  If you choose to do this, simply print out the online entry and have both the Principal Delegate and the delegate/staff member sign it.  File the original printout as described in 3 above.
  8. It important to note that it is no longer necessary to forward documentation to the Governance Office - hence the need to maintain records locally.  The Governance Office will no longer be checking the accuracy of entries on the on-line system and, as mentioned above, Principal Delegates should be aware that they are now ultimately responsible for the accuracy of entries on the system. Areas will be audited periodically to ensure this accuracy.
  9. Contact the Governance Office if you have any questions about the delegations framework, the assignment of delegations and other related matters (email: delegations@anu.edu.au or phone: +61 2 6125 2113). HRMS-related issues including access problems can be resolved by contacting the Human Resources Business Solutions team (phone: +61 2 6125 9622 or email: hr.help@anu.edu.au).

Related links

The Power of Attorney was granted to the Investment Manager and executed under the Common Seal of the University on 4 September 2003. The Attorney may sign, seal, execute and deliver certain documents relating to investment and property matters.

Delegation enquiries contact

Jan O'Connor
Head, Governance Office
Office of the Vice-Chancellor
T + 61 2 6125 2113
F + 61 2 6125 8524
E delegations@anu.edu.au

Updated:  02 March 2012/Responsible Officer:  Director Marketing/Page Contact:  Contact ANU