(1) As a body corporate established by the Queensland University of Technology Act 1998, the University has a Seal (section 4, QUT Act). This Policy outlines the requirements for use of the QUT seal. (2) The QUT seal is used to authenticate certain documents issued in QUT's name. It is affixed to (3) This Policy does not apply to documents such as contracts, agreements or memoranda of understanding where there is no requirement to affix a seal. Such documents are executed by the appropriate signing delegate or authorised officer following the usual contract signing procedures as specified in the Contracts and Legal Instruments Management Policy. (4) This Policy assists the University to satisfy the provision of standards within 6.2 Corporate Monitoring and Accountability, specifically Standard 6.2(1)(a) of the Higher Education Standards Framework (Threshold Standards) 2021, to “comply with the requirements of the legislation under which the provider is established, recognised or incorporated, any other legislative requirements and the entity’s constitution or equivalent.” (5) When the QUT seal is affixed to a document other than an (6) (7) QUT Council may, if the circumstances warrant it, authorise an officer or person acting on behalf of QUT to sign specified classes of legal documents under a power of attorney. The authorisation is granted only where formal legal requirements necessitate this, for example, for transactions relating to interests in land. For this authority to be valid, the officer or person is appointed in a power of attorney executed by QUT under seal. The QUT seal is not required to be affixed to documents signed under power of attorney. (8) All appointments of attorneys for execution of legal documents must be recorded in the Register of Authorities and Delegations. (9) The signatories for documents requiring the seal be affixed are derived from the formal requirements set out in this Policy (Section 4 above). General responsibilities associated with negotiation, risk management, and management of legal obligations and performance once the document is executed, remain with the usual delegate or operational area. The Contracts and Legal Instruments Management Policy provides further details. (10) A register of (11) Records of other documents to which the seal is affixed are held in the corporate records system, QRecords. The Vice-President (Administration) and University Registrar maintains a register of documents to which the seal is affixed and reports annually to Council on the use of the QUT Seal. A register must also be maintained by Campus Services recording all documents executed under powers of attorney. (12) Unauthorised, attempted or purported use of the QUT seal, or use or purported use of a seal which so nearly resembles the QUT seal as to be likely to deceive, may constitute misconduct by a student or staff member, and may be dealt with under relevant misconduct instruments. (13) Refer to Register of Authorities and Delegations (VC012, C035, C036, C037, C041, C135, C152, C172) (QUT staff access only).QUT Seal Policy
Section 1 - Purpose
Section 2 - Application
Section 3 - Roles and Responsibilities
Top of Page
Section 4 - Relationship to TEQSA Threshold Standards
Section 5 - Execution of Documents to which the Seal is Affixed
Section 6 - Award Parchments
Section 7 - Power of Attorney for Execution of Certain Legal Documents
Section 8 - Responsibilities for Management of Obligations
Section 9 - Recordkeeping and Reporting
Section 10 - Misuse of the QUT Seal
Section 11 - Delegations
View Document
This is the current version of this document. To view historic versions, click the link in the document's navigation bar.
Position
Responsibility
Vice-Chancellor and President
Affixes the seal and authorises the seal to be affixed to:
Vice-President (Administration) and University Registrar
Affixes the seal to:
Makes appropriate arrangements for the safe custody of the QUT seal.
Reports to QUT Council annually on the use of the QUT seal (other than on award parchments ) including execution of legal documents under power of attorney.