University of Melbourne Enterprise Classification Scheme

Reference: 0050

The function associated with development, delivery and review of the academic syllabus.

Includes: Course Accreditation
Faculty Approvals
Draft Course Structures

For assessment and progression of students against course performance requirements, use STUDENT ADMINISTRATION

Academic Support (Activity Descriptor)

Reference: 0500

The activities associated with the provision of extra-curricular academic assistance to students.

Access & Equity (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ACCESSIBILITY

Access Cards (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SECURITY

Access Management (Activity Descriptor)

Reference: 0550

The processes involved in providing access to information in university collections and systems.

Includes: Loan Records
Licensing

Accessibility (Activity Descriptor)

Reference: 0600

The activities associated with university compliance with diversity and anti discrimination goals and benchmarks.

Use OCCUPATIONAL HEALTH AND SAFETY for compliance with Occupational Health and Safety regulations

Accessioning (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: METADATA

Accidents (Car) (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: INCIDENTS or INSURANCE

Accommodation (Activity Descriptor)

Reference: 0650

The activities involved in the provision of student accommodation, either by the university or through external providers.

Account Reconciliations (Activity Descriptor)

Reference: 0700

The processes involved in reconciling operating bank accounts.

Accounts Payable (Activity Descriptor)

Reference: 0750

The activities associated with meeting and documenting payments to creditors.

Accounts Receivable (Activity Descriptor)

Reference: 0800

The activities involved in the management and documentation of accounts owed by debtors.

Accreditation (Activity Descriptor)

Reference: 0850

The processes involved in negotiating the content and structure of academic programs to comply with industry and professional standards.

Acquisition (Activity Descriptor)

Reference: 0900

The processes associated with acquiring physical or intellectual property, equipment, cultural collections and other assets through purchase or other means.

See also: BEQUESTS
GIFTS
TRUSTS & ENDOWMENTS

Acts (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: LEGISLATION

Admissions (Activity Descriptor)

Reference: 0950

The process of admitting students to the university.

Related Term: Use ENROLMENTwhen enrolling students for particular class and course streams.

Advertising (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: MARKETING

Advice (Activity Descriptor)

Reference: 1000

The activities involved in seeking and receiving advice concerning the implication of decisions or course of action.

Use LITIGATION for advice gathered for the purposes of a specific legal action.

Agendas (Subject Descriptor)

Reference:

Lists of discussion points prepared for meetings.

Agreements (Activity Descriptor)

Reference: 1050

The activities concerned with negotiating, drafting, amending, signing and reviewing agreements.

Allocation (Activity Descriptor)

Reference: 1100

The activities concerned with the allocating premises, offices, workspaces and equipment to university units or staff.

Related Term: Use TRAFFIC MANAGEMENT for allocation of parking spaces.

Allowances (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: REMUNERATION

Alumni Membership (Activity Descriptor)

Reference: 1150

The processes associated with recording and updating the personal and contact details of alumni.

ALUMNI RELATIONS (Function)

Reference: 0100

The function of providing services to, and maintaining life long relationships with, alumni of the University.

Amalgamation (Activity Descriptor)

Reference: 1200

The activities involved in managing the amalgamation of the university or its subsidiaries with external bodies.

Related term: use RESTRUCTURING in cases of restructuring of staff or operational units entirely within the University.

Analysis (Activity Descriptor)

Reference: 1250

The activities involved in studying systems and processes.

Includes: Information Architecture
Records Classification

Animal Management (Activity Descriptor)

Reference: 1300

The activities involved in managing livestock and laboratory animals.

Use ACQUISITION when aquiring animals for research purposes.

Applications (Activity Descriptor)

Reference: 1350

The activities associated with submitting/assessing applications for research funding.

Appointments (Activity Descriptor)

Reference: 1400

The processes involved in appointing individuals to positions on staff.

Paper Systems Note: File on personnel file.

Arrangement & Description (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: METADATA

Art (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COLLECTION MANAGEMENT

Assessment (Activity Descriptor)

Reference: 1450

The activities involved in measuring the performance of students against academic course criteria.

Audit (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: INTERNAL AUDIT
EXTERNAL AUDIT

Authorisations (Activity Descriptor)

Reference: 1500

The activities associated with delegation of financial or administrative authority to staff members or positions.

Awards (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PRIZES & AWARDS

Awareness Programs (Activity Descriptor)

Reference: 1550

The activities involved in developing and delivering programs to increase awareness of Health and Safety problems, services and policies.

Banking (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ACCOUNT
RECONCILIATIONS

Benchmarking (Activity Descriptor)

Reference: 1600

The activity of measuring processes, programs and services against like institutions or acknowledged professional or industry standards.

Bequests (Activity Descriptor)

Reference: 1650

The activities involved in receiving gifts of money or property, willed to the university by individuals.

Biosafety (Activity Descriptor)

Reference:

The activities associated with measures to ensure biological integrity and safety at the university.

Boards (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Committees for the records of University Committees and working groups.

Use: Representation when representing the University on professional associations, industry bodies or the management boards of external companies.

Bomb Threats (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: EMERGENCY
RESPONSE

Branding (Activity Descriptor)

Reference: 1700

The activities associated with the development and administration of standard templates for university published documents.

Includes: standards for publication of websites.

Budgeting (Activity Descriptor)

Reference: 1750

The activities involved in cyclical planning of revenue and expenditure.

Building (Non-preferred term)

Reference:

Non Preferred Term:

Use CONSTRUCTION

Cadavers (Non-preferred term)

Reference:

Non-preferred term:

Use relevant activities under PROPERTY ASSETS & EQUIPMENT.

eg: Acquisition, Disposal, Compliance,

Car Parking (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TRAFFIC MANAGEMENT

Career Assistance (Activity Descriptor)

Reference: 1800

The activities involved in the provision of career and employment assistance to students.

Cars (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PROPERTY, ASSETS &
EQUIPMENT

Cataloguing (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: METADATA

Celebrations & Ceremonies (Activity Descriptor)

Reference: 1850

The activities involved in arranging public or staff events and celebrations.

Use GRADUATIONS when making arrangements for Graduation Ceremonies.

Certification of Annual Accounts (Activity Descriptor)

Reference: 1900

The activities involved in gaining council certification of the University's financial accounts.

Related Term: Use FINANCIAL STATEMENTS for the production of standardised accounting reports, such as profit & Loss/Balance Sheets.

Change of Name (Non-preferred term)

Reference:

The activities involved in adjusting data contained in records and business systems to accommodate name changes by students or staff of the university.

Chaplaincy (Activity Descriptor)

Reference: 1950

The activities involved in providing religious services and faith based counselling.

Related Term: Student Counselling

Chemical Licences (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Controlled Substances

Chemicals (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Controlled Substances

Childcare (Activity Descriptor)

Reference: 2000

The activities associated with the provision of campus childcare services.

Claims (Activity Descriptor)

Reference: 2050

The activities involved in managing and responding to compensation claims brought against the university or its subsidiaries.

Cleaning (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: MAINTENANCE

Collection Development (Activity Descriptor)

Reference: 2100

The activities involved in strategic targeting of potential collection acquisitions, with a view to assessing compatibility with existing holding and teaching/learning/research outcomes.

Related Term: use ACQUISITION for the processes involved in actually acquiring collections.

COLLECTION MANAGEMENT (Function)

Reference: 0150

The function of management of the acquisition, exhibition, usage, preservation and disposal of collections of artwork, archives, museum artefacts, scientific specimens and other collections.

Includes: Selection
Purchase
Maintenance
Classification
Preservation
Exhibition
Promotion

Use INFORMATION MANAGEMENT for matters associated with the management of university information and data systems, and for University records not yet transferred into Archival custody

Commercialisation (Activity Descriptor)

Reference: 2150

The activities associated with commercial development of products and services based on patents derived from academic research.

Related Term: use INTELLECTUAL PROPERTY for the assertion of patent rights.

Committees (Activity Descriptor)

Reference: 2200

The activities associated with the operation of committees and working groups.

Record Types Include: Minutes
Meetings
Agenda
Correspondence

Related Term: COUNCIL

Related Term: Use REPRESENTATION when nominating staff to represent the University on external boards, working groups, inquiries etc.

Community Relations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: EXTERNAL RELATIONS

Complaints (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PUBLIC REACTION

Compliance (Activity Descriptor)

Reference: 2250

The activities involved in ensuring compliance with legislation, regulation and standards.

Includes: Safety Map

Concerts (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: OUTREACH

Conferences (Activity Descriptor)

Reference: 2300

The activities involved in arranging to hold, or send staff to, academic or professional conferences.

Related Term: use PRESENTATIONS when making arrangements for staff to make presentations at meetings and/or informal gatherings.

Conferrings (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: GRADUATIONS

Conservation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PRESERVATION

Construction (Activity Descriptor)

Reference: 2350

The activities involved in constructing or renovating buildings.

Related Terms:

Use INSTALLATION
when arranging the installation and testing of equipment.

Use FIT OUT for the activities involved in fitting out buildings owned and/or operated by the university.

Consultancies (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: STAFF CONTRACTS
AGREEMENTS

Contracting (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: STAFF CONTRACTS
ACQUISITION

Contractors (Non-preferred term)

Reference:

NON-PREFERRED TERM

USE: Staff Contracts
Acquisition
Vendor Management

Controlled Substances (Activity Descriptor)

Reference: 3300

The activities involved in administering the usage to posions, chemicals and other legally controlled substances.

Includes: Chemical Licences
Waste Disposal

Convocation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ALUMNI RELATIONS

Reference: 2400

The activities involved in the administering the university's compliance with copyright legislation and obligations imposed by owners of copyrighted materials.

Related Term: use INTELLECTUAL PROPERTY for the assertion and management of the University's intellectual property rights, and those of its staff.

Corporate Style (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: BRANDING

Correspondence (Committees) (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COMMITTEES

Council (Activity Descriptor)

Reference: 2450

The activities associated with conducting and documenting meetings of the university council.

Related Term: COMMITTEES

Counselling (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: CHAPLAINCY
STAFF COUNSELLING
STUDENT COUNSELLING

Course Delivery (Activity Descriptor)

Reference: 2500

The activities involved in the delivery of courses of study and their component units.

Includes: Teaching Loads
Charges
Room Bookings
Reading Materials
Schedules

Course Development (Activity Descriptor)

Reference: 2550

The activities involved in development of the structure and content of courses of study.

Eg. Bachelor of Arts course structure

Related Terms: Use CURRICULUM DEVELOPMENT when developing the syllabus and structure for individual units of study.

Course Fees (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Courses (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: ACADEMIC PROGRAMS

Cultural Gifts Valuations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: VALUATIONS

Curriculum Development (Activity Descriptor)

Reference: 2600

Processes associated with the development of curricula for individual UNITS

Includes: defining prerequisites and articulations

Use ACCREDITATION when seeking formal acceptance of curricula from Professional Associations.

Use COURSE DEVELOPMENT when developing entire courses of study

Dangerous Goods (Non-preferred term)

Reference:

NON-PREFERRED TERM

USE: Controlled Substances

Data Administration (Activity Descriptor)

Reference: 2650

The activities associated with the collection and management of original data.

Includes: Data Sheets
Data Migration
Experimental Results

Related Term: use EXPERIMENTATION when making arrangements to conduct research experiments themselves.

Data Migration (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: DATA ADMINISTRATION

Data Sheets (Subject Descriptor)

Reference:

Forms or unformatted pages containing raw experimental data.

Deaccessioning (Activity Descriptor)

Reference: 2700

The processes involved in removing complete collections, or individual items from university custody; by means of sale or otherwise.

Includes: Removal of associated descriptive metadata from information systems.

Delegations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: AUTHORISATIONS

Depreciation (Activity Descriptor)

Reference: 2750

The activities involved in depreciating university assets.

Designated Work Groups (Non-preferred term)

Reference: 2800

Non Preferred Term:

Use: Representation

Disability Support (Activity Descriptor)

Reference: 2850

The activities involved in the provision of access and equity services to disabled students.

Related Term: Use ACCESSIBILITY for matters concerning the provision of support for disabled university staff.

Disaster Recovery (Activity Descriptor)

Reference: 2900

The activities involved in planning for and mitigating the effects of fire, flood, catastrophic system failure and other recovery situations.

Disbursements (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TRUSTS &
ENDOWMENTS

Discipline (Activity Descriptor)

Reference: 2950

The management of discipline processes, including initial investigations and charges.

Notes for shared directory implementation:

For Staff: Documentation may be placed on PERSONNEL FILE

For Students: Documentation may be placed on STUDENT FILE

Discrimination (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: GRIEVANCES
DISCIPLINE

Dismissals (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TERMINATIONS

Disposal (Activity Descriptor)

Reference: 3000

The activities involved in disposing of university assets, through sale, transfer or other means.

Related Terms: use RECORDS DISPOSAL for formal authorised disposal of University records, whether or not in archival custody

Donations (Activity Descriptor)

Reference: 3050

The activities concerned with the receipt of monetary gifts

EH&S (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: OCCUPATIONAL HEALTH
& SAFETY

Elections (Non-preferred term)

Reference:

Non-Preferred

See: Representation
Committees
Student Associations

Emergency Response (Activity Descriptor)

Reference: 3100

The activities involved in developing and implementing responses to emergency situations.

Includes: Bomb Threats
Fires

Employment (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Career Assistance

Employment Conditions Agreements (Subject Descriptor)

Reference:

Documentation of specific agreements between the university and individual staff members outlining provisions to vary employment conditions.

File on PERSONNEL FILE

For University wide negotiation of conditions, use INDUSTRIAL RELATIONS

Enquiries (Activity Descriptor)

Reference: 3200

The activities involved in processing, and responding to, requests for information about the University, its products and services.

Related Terms:

Use FEEDBACK when receiving public response to university policies, services and media coverage of activities.

Use: FREEDOM OF INFORMATION when responding to FOI Enquiries

Enrolment (Activity Descriptor)

Reference: 3250

The activities involved in enrolling students into university courses.

Includes: Re-enrolment
Student Transfer

Escorts (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SECURITY

Establishment (Activity Descriptor)

Reference: 3350

The processes involved in making amendments to the organisational staffing structure.

Ethics (Activity Descriptor)

Reference: 3400

The activities associated with managing adherence to research ethics legislation, regulation or codes of practice.

Evaluation (Activity Descriptor)

Reference: 3450

The processes involved in evaluating equipment, systems or services being considered for acquisition.

Related Term: use ACQUISITION when arranging the purchase of property, equipment or other assets post evaluation.

Events (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: CELEBRATIONS &
CEREMONIES

Exchange Programs (Activity Descriptor)

Reference: 3500

The activities involved in exchanging either students or staff with external institutions.

Exhibitions (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: OUTREACH
CELEBRATIONS & CEREMONIES

Experimental Results (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: DATA ADMINISTRATION

Experimentation (Activity Descriptor)

Reference: 3550

The activities involved in conducting experiments.

Related Terms: use DATA ADMINISTRATION when administering data derived from experimental processes or projects.

Expert Witnesses (Activity Descriptor)

Reference: 3600

The activities involved in arranging for staff to appear as expert witnesses in litigation cases.

External Audit (Activity Descriptor)

Reference: 3650

The activities involved in audits of financial accounts, records, systems and processes by external auditing providers or regulatory agencies.

Related Term: Internal Audit

EXTERNAL RELATIONS (Function)

Reference: 0200

The function associated with the management of the University's relationships with the external world, including government, industry, community groups and individuals.

Includes: marketing
media relations
fundraising

Facilities Hiring (Activity Descriptor)

Reference: 3700

The activities involved when hiring out university buildings, gardens, equipment, vehicles or other infrastructure for a fee.

Feedback (Activity Descriptor)

Reference: 3750

The activities involved in seeking and/or receiving responses to the university, its activities, services, products, or projects.

Includes: external reaction and internal responses

Use: ENQUIRIES when dealing with enquiries about the university, it's products and services.

Fees & Charges (Activity Descriptor)

Reference: 3800

The activities concerned with setting and administering student fees and peripheral charges.

Fellowships (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: HUMAN RESOURCES

Financial Assistance (Activity Descriptor)

Reference: 3850

The activities involved in providing financial aid to students.

FINANCIAL MANAGEMENT (Function)

Reference: 0250

The function of managing the financial resources and obligations of the University.

Includes: Cash Transactions
Budgets
Financial Planning
External Audits

Financial Projects (Activity Descriptor)

Reference: 3900

The activities involved in administering financial project accounts in [Themis]

Financial Statements (Activity Descriptor)

Reference: 3950

The activities involved in the production of financial statements to meet regulatory or reporting requirements.

Use CERTIFICATION OF ANNUAL ACCOUNTS for process of getting executive approval for the annual financial accounts.

Finding Aids (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: METADATA

Fire Drills (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: EMERGENCY RESPONSE

Fires (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: EMERGENCY RESPONSE

First Aid (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: INCIDENTS
STAFF DEVELOPMENT

Fit Out (Activity Descriptor)

Reference: 4000

The activities involved in fitting out premises.

Related Terms:

Use CONSTRUCTION for initial building or structural alterations to buildings.

Use INSTALLATION when installing specialist equipment into University buildings.

Fleet (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PROPERTY, ASSETS &
EQUIPMENT

Freedom of Information (Activity Descriptor)

Reference: 4050

The activities involved in receiving, and responding to, requests for corporate records and information under Freedom of Information law.

Related Term: Enquiries

Functions (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: CELEBRATIONS &
CEREMONIES

Fundraising (Activity Descriptor)

Reference: 4100

The activities associated with attempts to raise money in the wider community.

Gardening (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: MAINTENANCE

Gifts (Activity Descriptor)

Reference: 4150

The activities surrounding the receipt of gifts of property to the University; including artefacts, books, artwork and real estate.

GOVERNANCE (Function)

Reference: 0300

The function associated with the development, implementation, and review of broad strategic planning for the university, aimed at determining policies and directions to act reference point for operational decisions.

Note: Includes the development of corporate business plans and policy statements

Government Relations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: EXTERNAL RELATIONS

Graduations (Activity Descriptor)

Reference: 4200

The activities associated with making arrangements to confer degrees upon students.

Grants (Activity Descriptor)

Reference: 4250

The activities involved in applications for, and administration of, funds obtained through granting bodies.

Grievances (Activity Descriptor)

Reference: 4300

The processes associated with hearing, administering and resolving grievances.

Notes for shared directory implementation:

For Staff: Documentation may be placed on PERSONNEL FILE

For Students: Documentation may be placed on STUDENT FILE

Hazard Identification (Activity Descriptor)

Reference: 6600

The processes involved in identifying and documenting potential hazards to university processes, projects, property and staff

Hazardous Waste (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ENVIRONMENTAL
MANAGEMENT

Health Services (Activity Descriptor)

Reference: 4350

The activities associated with the provision of health consultation services on campus.

Related Terms:

Use INCIDENTS for documenting initial treatment offered for injuries and illness.

Use STAFF COUNSELLING/ STUDENT COUNSELLING for provision of counselling to students or staff

Use HEALTH SURVEILLANCE for health monitoring of staff for EH&S purposes.

Health Surveillance (Activity Descriptor)

Reference:

The activities involved in monitoring the health of risk exposed staff for exposure to chemical and.or biological substances.

RELATED TERMS:

Use HEALTH SERVICES for the provision of doctors consultations.

Hiring (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: FACILITIES HIRING

Honorary Appointments (Activity Descriptor)

Reference: 4400

The activities involved in the recruitment/appointment of honorary staff.

Honorary Degrees (Activity Descriptor)

Reference:

The activities involved in the awarding of honorary degrees to dignitaries and public figures.

Includes: Deliberations and recommendations concerning the awarding of such degrees:

Related Term: Use GRADUATIONS when making arrangements for graduation ceremonies

Honours (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PRIZES & AWARDS

HUMAN RESOURCES (Function)

Reference: 0350

The function of managing employees and employee related processes for the University.

Includes: Staff Development
Performance Management
Industrial Relations
Honorary Staff
Discipline

Incident Report Form (S3) (Subject Descriptor)

Reference:

Standardised form for the reporting of workplace incidents for OH&S purposes.

Incidents (Activity Descriptor)

Reference: 4450

The processes involved in managing workplace/campus incidents.

Induction (Activity Descriptor)

Reference: 4500

The processes involved in introducing new staff to the university's policies and procedures, their working environment & the responsibilities of their role.

Industrial Relations (Activity Descriptor)

Reference: 4550

The activities involved in conducting relations with the workforce, and its representatives, with the aim of industrial harmony.

Use EMPLOYMENT CONDITIONS when negotiating conditions with individual employees.

Industry Loadings (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: REMUNERATION

Information Architecture (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ANALYSIS

INFORMATION MANAGEMENT (Function)

Reference: 0400

The function associated with managing the University's information resources, services and the intellectual systems which underpin them.

Includes: systems for the management and capture of records, library resources and university web pages

Use COLLECTION MANAGEMENT for the storage, description and access to information held in the university's archival collections.

Information Security (Activity Descriptor)

Reference: 4600

The activities involved in the protection and safeguarding of information within systems, in accordance with legislative or voluntary standards.

Includes: Processes aimed at ensuring information privacy

Injury Management (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Claims

Inquiries (Activity Descriptor)

Reference: 4650

The activities involved in participating in, and contributing to, inquiries held by external bodies.

Includes: Royal Commissions
Commissions of Inquiry

Use SUBMISSIONS (External) when submitting the views of the university in other than a formal inquiry context.

Inspections (Activity Descriptor)

Reference: 4700

The activity of checking workspaces, equipment and processes for conformity to legislative benchmarks or standards.

Installation (Activity Descriptor)

Reference: 4750

The activities involved in placing equipment in position & connecting and adjusting
it for use.

Related Terms:

Use FIT OUT for the installation of fixed fittings in buildings owned/operated by
the University.

Use CONSTRUCTION when building new premises from scratch.

Insurance (Activity Descriptor)

Reference: 4800

The activities involved in arranging to insure the university's property, students and staff against potential loss, damage, injury or death.

For claims against the university on insurable matters USE: Claims

Insurance Valuations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: VALUATIONS

Intellectual Property (Activity Descriptor)

Reference: 4850

The activities surrounding assertion and administration of the university's intellectual property, and that of its academic staff.

Related Term: use COPYRIGHT COMPLIANCE for matters involving compliance with the university's obligations to copyright holders and their representatives.

RELATED TERM: Use COMMERCIALISATION when developing products based on patents registered.

Internal Audit (Activity Descriptor)

Reference: 4900

The activities associated with formalised internal checks of systems, records and processes, against relevant legislation, regulation and standards.

Related Term: External Audit

Internationalisation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: VALUATIONS

Inventories (Activity Descriptor)

Reference: 4950

The processes involved in preparing, and auditing against, lists of assets or items in University collections.

Related Term: use METADATA when preparing archival finding aids

Investigations (Activity Descriptor)

Reference: 5000

The activities associated with conducting systematic examinations of events, processes and/or people.

Related Terms:

Use INQUIRIES in cases where the investigation is prompted by the need to respond to a Government inquiry.

Use LITIGATION where the investigation occurs in the context of an already existing legal action.

Investments (Activity Descriptor)

Reference: 5050

The activities involved in managing investment funds of the University.

Joint Ventures (Activity Descriptor)

Reference: 5100

The activities involved in establishing and participating in Joint Ventures with other educational institutions, government agencies or the private sector.

Related Terms: use AMALGAMATION for the amalgamation of the university or its subsidiaries with external bodies.

Related Terms: use REPRESENTATION for staff participation on the boards of Joint venture entities.

Key Register (Subject Descriptor)

Reference:

A document for recording the allocation of keys to premises to staff or approved visitors

Leasing (Activity Descriptor)

Reference: 5150

The activities involved when leasing real estate, equipment, vehicles or other assets to, or from, external entities

Related Terms:

Use ACQUISITION for property and equipment acquired through purchase.

Use TENDERING when inviting tenders for supply of property or equipment through Tender Board processes.

Leave Forms (Subject Descriptor)

Reference:

Standardised document for staff to request, and supervisors to approve, recreational, personal or long servic leave.

Current document form is electronic within THEMIS

Lectures (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: PRESENTATIONS
OUTREACH

LEGAL SERVICES (Function)

Reference: 0450

The function associated with the provision and management of legal services on behalf of the University and its component parts.

Includes: legal advice, litigation, legal agreements and disputes.

Use STUDENT SERVICES for matters involving provision of legal advice and assistance to students.

Legislation (Activity Descriptor)

Reference: 5200

The activities associated with the development of university statutes and regulations.

Use SUBMISSIONS (external) when providing the university's view on legislative instruments before state or federal parliament.

Lending Records (Subject Descriptor)

Reference:

Forms or database entries, documenting the loan of library or other collections.

Licences (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COMPLIANCE

Licencing (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ACCESS MANAGEMENT

Litigation (Activity Descriptor)

Reference: 5250

The activities involved in pursuing or defending legal actions.

Location Guides (Non-preferred term)

Reference:

Non-Preferred Term:

Use: Inventories

Location Guides (Subject Descriptor)

Reference:

Paper or electronic documentation concerning the physical location of collections and their component items.

Maintenance (Activity Descriptor)

Reference: 5300

The activities involved in maintaining and repairing buildings, assets and equipment.

Includes: Warranties
Gardening
Cleaning

Marketing (Activity Descriptor)

Reference: 5350

The activity of promoting products and services of the university to clients and potential clients, both inside and outside the university.

Use MEDIA RELATIONS when liaising and communicating with the print, broadcast and narrowcast media.

Media Relations (Activity Descriptor)

Reference: 5400

The activities associated with maintaining and documenting relationships with print, electronic, broadcast & narrowcast media.

Includes: Press Cuttings
Media Statements
Press Releases

Use MARKETING when running programs to advertise products, services and the university experience

Media Statements (Subject Descriptor)

Reference:

Statements prepared for media distribution by the university and/or its component parts.

Meetings (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COMMITTEES

Memorandum of Understanding (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: AGREEMENTS

Metadata (Activity Descriptor)

Reference: 5450

The processes associated with the attachment of descriptive, contextual or catalogue data to collections, systems and/or their component items.

Includes: Catalogue records
Archival Finding Aids
Location Guides

Minutes (Subject Descriptor)

Reference:

Authenticated records of the discussion points, resolutions and action points of meetings.

Moving (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: RELOCATION

Naming (Activity Descriptor)

Reference: 5500

The activities concerned with arrangements to name University buildings/gardens and streets.

OCCUPATIONAL HEALTH & SAFETY (Function)

Reference: 0500

The function of management of university work and study environments for compliance with occupational health and safety legislation, regulation and voluntary standards.

Includes: SAFETY MAP

Open Days (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: MARKETING

Operational Planning (Activity Descriptor)

Reference: 5550

The activities concerned with developing action plans to achieve objectives of the organisation.

Orientation Week (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: STUDENT EVENTS

Outreach (Activity Descriptor)

Reference: 5600

The activities involved in delivering cultural or auxiliary programs for public, and/or internal audiences.

Includes: Concerts
Exhibitions
Public Lectures

Parking (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TRAFFIC MANAGEMENT

Patent Records (Subject Descriptor)

Reference:

Documentation concerning patent claims by the University or its staff.

Patrols (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SECURITY

Performance Management (Activity Descriptor)

Reference: 5650

The activities involved in establishing and measuring individual staff objectives in the context of overall organisational goals, strategic and operational plans.

Related Term: Use STAFF DEVELOPMENT when broadening and upgrading staff skills in accordance with performance development plans

Personal Security (Activity Descriptor)

Reference:

The activities involved in the provision of security guards and other measures aimed at the phuysical security of staff, students and the general public.

Personnel Filing (Activity Descriptor)

Reference: 5700

The activity of building a consolidated work history for an employee on a single personnel or case file.

Includes: Allowances
Grievances
Discipline
Leave
Employment Conditions

Planning (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: OPERATIONAL
PLANNING

Policy (Activity Descriptor)

Reference: 5750

The activities involved in establishing directions and precedents which act as a reference for operational decision making.

Position Classification (Activity Descriptor)

Reference: 5800

The activities involved in determining the work scope and hierarchical level of new or vacant positions.

Position Description (Subject Descriptor)

Reference:

Documents detailing the duties and expectations attached to individual positions on the university staff. Each psotion is uniquely numbered.

Presentations (Activity Descriptor)

Reference: 5850

The activities associated with the development and delivery of talks and seminars by university staff.

Related Terms: Use OUTREACH for public lectures delivered by staff.

Use CONFERENCES when holding, or sending staff to, conferences.

Use MARKETING for presentations delivered in the course of promoting the university and its services.

Preservation (Activity Descriptor)

Reference: 5900

The activities associated with protection, stabilisation and/or restoration of cultural collections, heritage properties, buildings and information resources.

Press Cuttings (Subject Descriptor)

Reference:

Cuttings and scans from printed media sources concerning the university and its activities.

Press Releases (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: Media Statements

Privacy (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: INFORMATION SECURITY

Prizes & Awards (Activity Descriptor)

Reference: 5950

The activities involved in establishing and awarding prizes and awards to students or staff.

Procedures (Activity Descriptor)

Reference:

The activities involved in developing, reviewing and implementing procedures for aspects of University administration or operations.

Projects (Activity Descriptor)

Reference: 6000

The activities associated with the administration of academic research projects.

PROPERTY, ASSETS & EQUIPMENT (Function)

Reference: 0550

The function of management of the physical assets and infrastructure of the university.

Includes: real estate, buildings and fittings, equipment, furniture and vehicles

Proposals (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SUBMISSIONS (External)
SUBMISSIONS (Internal)

Protests (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SECURITY

Public Lectures (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: OUTREACH

Public Liability (Non-preferred term)

Reference:

NON-PREFERRED TERM:

USE:

Claims
Insurance

Public Programs (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: OUTREACH

Public Reaction (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use FEEDBACK

Publishing (Activity Descriptor)

Reference: 6050

The activities involved in having works of intellectual property issued for sale or distribution.

Quality Assurance Programs (Activity Descriptor)

Reference: 6100

The activities associated with the implementation of specific quality assurance programs.

Related Term: Use REVIEWING when measuring the success or otherwise of services, programs and policies.

Reading Materials (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Re-Alignment (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: RESTRUCTURING

Records Classification (Subject Descriptor)

Reference:

Document outlining approved records classification hierarchies and language terms.

Records Disposal (Activity Descriptor)

Reference: 6150

The activities involved in conducting disposal of university records in accordance with university approved instruments.

Records Management (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: INFORMATION
MANAGEMENT

Recruitment (Activity Descriptor)

Reference: 6200

The processes associated with moves to fill existing approved vacancies in the staff establishment or student body.

Related Term: use POSITION CLASSIFICATION when seeking approval to fill a vacant position, or to establish a new position.

Re-enrolment (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ENROLMENT

Regulations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: LEGISLATION

Rehabilitation (Activity Descriptor)

Reference: 6250

The processes involved in programs to assist workers with the transition to the workplace when recovering from injury or illness.

Includes: Return to Work Programs

Related Terms: Use CLAIMS when processing claims for compensation after injuries.

Relocation (Activity Descriptor)

Reference: 6300

The activities involved in relocating to alternative premises.

Remuneration (Activity Descriptor)

Reference: 6350

The activities involved in managing the payment of salaries, loadings and allowances.

Includes: Industry Loadings
Superannuation

Renovation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: CONSTRUCTION

Reporting (Activity Descriptor)

Reference: 6400

The activities associated with the development & distribution of statements addressing progress and performance against legislative & regulatory regimes, or strategic & operational plans.

Related Term: use INCIDENTS for reporting of workplace/campus incidents.

Representation (Activity Descriptor)

Reference: 6450

The activities associated with staff representation of the University or department, on professional committees, industry associations, standards bodies, government task forces or boards.

Includes: Nomination
Travel
Attendance
Minutes

Related Term: Use COMMITTEES for the records of university committees and working groups.

RESEARCH (Function)

Reference: 0600

The function associated with the management and support of academic research projects aimed at expanding/adjusting the human body of knowledge.

Includes: Applications
Patenting
Grant Applications
Research Reports

Resignations (Non-preferred term)

Reference:

Non-Preferred Term:

Use: TERMINATIONS

Restructuring (Activity Descriptor)

Reference: 6500

The activities associated with making alterations to the operations and structure of the university.

Related Terms: Use AMALGAMATION for absorption of, or integration with, other institutions.

Retirement (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TERMINATIONS

Return to Work (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: REHABILITATION

Reviewing (Activity Descriptor)

Reference: 6550

The activities involved in evaluating the effectiveness of programs, projects, systems, structures and services.

Risk Management (Activity Descriptor)

Reference: 6650

The activities associated with efforts to assess and mitigate risks.

Room Bookings (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Royal Commissions (Non-preferred term)

Reference:

NON PREFERRED TERM:

Use: INQUIRIES

Safety Map (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COMPLIANCE

Salaries (Non-preferred term)

Reference:

NON-PREFERRED TERM:

See: REMUNERATION

Schedules (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Scholarships (Activity Descriptor)

Reference: 6700

The activities involved in the management and allocation of, and applications for scholarship funds.

Secondments (Activity Descriptor)

Reference: 6750

The processes involved in arranging the transfer of individual staff to another university department or an external organisation.

Related Term: use EXCHANGE PROGRAMS where the university has an active ongoing program of exchange with an external body.

Security (Activity Descriptor)

Reference: 6800

The activities undertaken in order to protect property and equipment from unauthorised access, theft or damage.

Includes: Key Registers
Access Cards
Security Cameras

Security Cameras (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: SECURITY

Selection (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: RECRUITMENT

Seminars (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: CONFERENCES

Site Development (Activity Descriptor)

Reference: 6850

The activities associated with planning for built infrastructure on land owned or operated by the university.

Specimens (Non-preferred term)

Reference:

NON PREFERRED TERM:
Use relevant terms under COLLECTION MANAGEMENT

Sport & Recreation (Activity Descriptor)

Reference: 6900

The activities associated with the provision of sport and recreation services to students.

Staff Contracts (Activity Descriptor)

Reference: 6950

The processes involved in contracting for staff.

Staff Counselling (Activity Descriptor)

Reference: 7000

The activities associated with the provision of support and guidance services to staff.

Use HEALTH SERVICES for the provision of work related health consultations for staff.

Staff Development (Activity Descriptor)

Reference: 7050

The activities involved in developing and upgrading staff skills through formal training, professional association or other means.

Related Term: use PERFORMANCE MANAGEMENT for the processes involved in negotiating cyclical performance outcomes

Statistics (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: REPORTING

Statutes (Non-preferred term)

Reference:

NON-PREFERRED TERM

Use: LEGISLATION

Storage (Non-preferred term)

Reference:

Non-Preferred Term:

Use: Systems Management

STUDENT ADMINISTRATION (Function)

Reference: 0650

The function of administering the progress of students through academic courses and the university system.

Includes: admission, enrolment, academic progress & discipline, graduation.

Use STUDENT SERVICES for the provision of non-academic services to students.

Use ACADEMIC PROGRAMS for the development, delivery and administration of university courses.

Student Associations (Activity Descriptor)

Reference: 7100

The activities involved in administering relationships with sporting, political and social clubs of the student body.

Related Term: Use SPORT & RECREATION for the provision of sporting facilities through the student union.

Student Counselling (Activity Descriptor)

Reference: 7150

The activities associated with the provision of formal advice, support and guidance to students.

RELATED TERMS: Health Services
Chaplaincy

Student Events (Activity Descriptor)

Reference: 7200

The processes involved in the organisation of student events and non-academic activities:

Includes: Orientation Week
Student Markets

Student Filing (Activity Descriptor)

Reference: 7250

The activity of recording the interactions between the university,
departments and individual students via means of a unique case file.

Includes: Credit Transfers
Misconduct
Academic Progress
Grievances

Student Markets (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: STUDENT EVENTS

STUDENT SERVICES (Function)

Reference: 0700

The function associated with the provision of non-academic services to the students of the university.

Includes: childcare, counselling, chaplaincy, housing, employment and access & equity services

Student Transfer (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ENROLMENT

Submissions (External) (Activity Descriptor)

Reference: 7300

The processes involved in developing and submitting responses, proposals and opinions reflecting the university, to external organisations.

Submissions (Internal) (Activity Descriptor)

Reference: 7350

The activities involved in developing and submitting responses, proposals and opinions to higher management or the wider university.

Related Term: Use BUDGETING for records associated with budget submissions.

Superannuation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: REMUNERATION

Syllabus (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DEVELOPMENT

Systems Management (Activity Descriptor)

Reference: 7400

The activities involved in developing, administering, monitoring and ensuring the interoperability of systems for the storage and delivery of information.

Includes both digital and analogue information and storage systems.

Taxation (Activity Descriptor)

Reference: 7450

The activities associated with complying with the University's taxation obligations.

Teaching Loads (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Tendering (Activity Descriptor)

Reference: 7500

The activities involved in receiving and assessing tenders for the purchase of equipment, assets or the production of work which is of a value greater than $60,000.

Related Term: use ACQUISITION where tendering is not required for purposes of acquisition.

Terminations (Activity Descriptor)

Reference: 7550

The processes associated with staff concluding employment with the university.

Includes: Retirements
Resignations
Dismissals

Themis (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ACCOUNTS PAYABLE
FINANCIAL PROJECTS

Timetabling (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COURSE DELIVERY

Traffic Infringements (Activity Descriptor)

Reference: 7600

The processes associated with paying speeding tickets or parking fines involving university vehicles.

Traffic Management (Activity Descriptor)

Reference: 7650

The activities associated with management of traffic routing and vehicle parking on University properties.

Includes: Allocation of car parks.

Training (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: STAFF DEVELOPMENT
PRESENTATIONS

Transfer (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: RECORDS DISPOSAL

Transfer Form (Subject Descriptor)

Reference:

Document containing itemised descriptions of records to be transferred to the University Records Management Program

Transition Support (Activity Descriptor)

Reference: 7700

The activities surrounding programs and services aimed at easing the transition to university for students.

Travel (Activity Descriptor)

Reference: 7750

The activities involved in organising travel for staff or students.

Trust Agreements (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TRUSTS &
ENDOWMENTS

Trust Regulations (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: TRUSTS &
ENDOWMENTS

Trusts & Endowments (Activity Descriptor)

Reference: 7800

The activities associated with the administration of funds and property gifted to the university for specified purposes.

Includes: Trust Regulations
Disbursements
Trust Agreements

Use SCHOLARSHIPS for the management and allocation of funds established for that purpose.

Use GIFTS for the receipt of gifts of non monetary nature and do not come with conditions attached for their use.

Valuations (Activity Descriptor)

Reference: 7850

The activities associated with arranging and/or conducting valuations of library collections, artistic works, real estate and cultural artefacts in concert with registered valuers.

Includes: Insurance Valuations
Cultural Gifts valuations

Vendor Management (Activity Descriptor)

Reference: 7900

The processes involved in accreditiing suppliers and maintaining catalogues & product lists from vendors of assets and equipment of potential utility to the university.

Related Term: use ACQUISITION when actually purchasing items from vendors.

Visits (Activity Descriptor)

Reference: 7950

The activities involved in making arrangements for staff to pay visits or to receive external visitors.

Related Term: for open days and other campus public events, use MARKETING.

Warranties (Subject Descriptor)

Reference:

Documentation warranting equipment, technology and other durables against fault within set timeframes

Waste Disposal (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: ENVIRONMENTAL
MANAGEMENT

Websites (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: INFORMATION MANAGEMENT
PUBLISHING

Whistleblower Investigations (Activity Descriptor)

Reference: 8000

The activities involved in investigating, and responding to, matters raised by whistleblowers.

Work Experience (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: HUMAN RESOURCES

Workers Compensation (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use Claims

Working Parties (Non-preferred term)

Reference:

NON-PREFERRED TERM:

Use: COMMITTEES

University of Melbourne Enterprise Classification Scheme

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