University Secretary's Department Standing Resolutions of Council

Chapter 4 - General Resolutions Including Protocols

4.7 Non-attendance at Conferring Ceremonies

That students eligible to be conferred with a degree or diploma from this University be permitted to obtain such degree or diploma without participating in any official ceremonies if they so request. That upon such a request suitable arrangements be made with the graduand for the collection, or if necessary the postal despatch, of the degree or diploma.

4.8 Awards for Long or Exceptional Service

  1. For long service by members of the general staff-
    1. A bronze medal will be awarded to members of the general staff who have served the University for 25 or more years. The Deputy Principal, Human Resources will contact the Head of Department to initiate the award when a staff member has served 25 years.
    2. The medal will be presented at a ceremony to be conducted at the discretion of the relevant department, faculty or division as appropriate.
  2. For exceptional service to the University in a particular capacity or field of activity-
    1. A silver medal may be awarded to honour a member of the general community or a member of staff who has provided service of exceptional distinction to the University in a particular capacity or field of activity. In the case of a member of staff the award is normally made upon or after retirement.
    2. A Dean or other senior officer of the University wishing to nominate a person for the award should forward a proposal and a draft citation under confidential cover to the Honours Committee for consideration.
    3. The person being nominated must not be informed of the submission being made.
    4. Any recommendation in this regard by the Honours Committee will be considered by Council "in confidence".
    5. After Council approval of an award the University Secretary will ask the nominee if he/she is prepared to accept the medal, and to identify the meeting of Council most convenient for the presentation.
    6. The award is normally presented at a meeting of Council with an appropriate citation.
  3. For exceptional service to the University as a whole-
    1. A gold medal may be awarded to a member of the general community or a member of staff who has provided service of exceptional distinction to the University as a whole. In the case of a member of staff the award is normally made upon or after retirement.
    2. A Dean or other senior officer of the University wishing to nominate a person for the award should forward a proposal and a draft citation, which identifies the extent and breadth of the service to the University as a whole, under confidential cover to the Honours Committee for consideration.
    3. The person being nominated must not be informed of the submission being made.
    4. Any recommendation in this regard will be considered "in confidence" by the Honours Committee.
    5. After Council approval of an award the University Secretary will ask the nominee if he/she is prepared to accept the medal and to identify the meeting of Council most convenient for the presentation.
    6. The award will be presented at a conferring of degrees, with an appropriate citation.

4.9 Incorporation of Sports Clubs

Council has agreed to support sports clubs which are closely associated with the University and affiliated with the Sports Union in their applications for incorporation.

4.10 Policy and Guidelines for Naming Proposals

Preamble

  1. The policy and guidelines on naming are to be administered in such a way as to maintain a continuing sense of history in the University. Within the guidelines given in this document, naming recommendations with some reference to the founders of the University, to its most distinguished members through its history, to its benefactors, and to its most distinguished students, will be considered. In some cases names could reflect the purpose or use of a building or facility.

Overall authority

  1. The Council of the University reserves to itself the exclusive authority to name University buildings, parts of building or other areas of the campus including roads. Ordinarily this right is exercised by the Council upon the recommendation of the Buildings and Estates Committee, which may only be made after consultation with the Vice-Chancellor. In special circumstances the Vice-Chancellor may approve a naming proposal and report this to Council or may take a recommendation for naming directly to Council.

The naming of any building or parts of a building built with University funds (or the funds of any institution which has been incorporated into the University) does not confer on any person or group associated with such naming, or to any group which may occupy part of that building, any control over or responsibility for that building or part thereof. The control of and responsibility for all such buildings rests with the University and is exercised by officers of the University as specified by the Vice-Chancellor.

Permanent names

  1. Ordinarily the permanent naming of a building or any part of a building or any area of campus including a road is to be reserved for the purposes of recognising a person who has made a distinguished contribution to the University as a whole, is a major benefactor or whose international reputation has brought credit to the University.
  2. Persons who have made a distinguished contribution to a particular discipline or area or have been significant benefactors or whose activities and reputations have brought credit to the University may be recognised by the naming of rooms or other parts of a building for a period to be reviewed after 20 (twenty) years.
  3. Recognition under 3 and 4 above may be made in respect of living persons provided they are no longer on the staff of the University and have given their consent to the proposal.
  4. Any permanent naming after a benefactor must be in accordance with an agreement between the University and the benefactor as approved by the Council.
  5. Ordinarily areas in and around the Student Union building, when named after distinguished persons, are to be named after persons who have been students of the University.
  6. When a named building or part thereof is demolished, any naming of a replacement is to be regarded as a fresh proposal.

Fixed-term names

  1. Buildings and parts of buildings may be named to recognise a period of sponsorship by a donor in accordance with an agreement between the University and the donor, for a maximum period of twenty years. If the sponsorship agreement is renewed the naming may be extended accordingly. Such agreements must include a provision that, apart from any general benefit which may flow from association with the University as a benefactor, the donor will not seek to gain direct financial or commercial advantage from the association of the donor’s name with the structure except in circumstances expressly permitted in writing by the Vice-Chancellor.

Temporary names

  1. The Buildings and Estates Committee may name buildings temporarily for identification purposes. Such names should indicate use or location, or have another neutral connotation, so that they are easily changed. Such names may be used for an indefinite period.

Form of proposal

  1. The name proposed should be brief, without titles, and where a benefactor is concerned, should preferably be the name of a person rather than a corporate entity.
  2. All proposals must be accompanied by
    1. a general statement in support of the proposal concluding with a summary paragraph suitable for use as part of any final recommendation to Council and for display at the building or place to be named, and
    2. an outline of consultations conducted with users of the area including a summary of any issues or concerns raised.
  3. Proposals for fixed term names in accordance with a proposed sponsorship agreement must attach a copy of the draft agreement.

Procedure for submissions

  1. Proposals may come from any source but ordinarily would be submitted with the support of the Dean of a Faculty, the President of the Academic Board, or the Vice-Chancellor.
  2. Proposals should be initially addressed to the Vice-Principal (Property and Campus Services) who after consultation with the Vice-Chancellor will forward it to the Buildings and Estates Committee.
  3. The Buildings and Estates Committee may investigate the proposal by interview or establishment of a working group. If it believes the proposal is appropriate and in the correct form, after consultation with the Vice-Chancellor, the Committee may make a recommendation to Council.

4.11 University of Melbourne Compliance Policy

The University of Melbourne, in its role as an international teaching and research based University offering quality undergraduate and postgraduate education, is committed to compliance with all statutory and common law requirements relating to the operations and governance of the University. The University will maintain the highest standards of diligence in all areas of public accountability, through its policies, in meeting its legal obligations, in the maintenance of a compliance management system and in the promotion of a ‘compliance culture.’

In particular, the University recognises its obligations to its students, its staff and the wider community to provide an environment that is safe, a culture that promotes equity, and an administration that adopts the highest standards of probity and accountability in all its operations.

Accountabilities

The Vice-Chancellor is accountable for communication of this policy and for compliance with its undertakings. The University Compliance Officer is accountable for ensuring effective implementation, management and monitoring of the compliance management system and its subsequent outcomes.

4.12 Sexual Harassment Policy

General

The University is committed to providing an environment within the University that is free from sexual harassment. The University has legal responsibilities to protect members of staff and students from sexual harassment. All staff and students of the University are expected to comply with the University's sexual harassment policy as detailed on the University web site at: http://www.hr.unimelb.edu.au/advicesupport/dm/definitions

4.13 Occupational Health and Safety Policy

Commitment

The University recognises its obligation to take all reasonable precautions to provide and maintain so far as is practicable, an environment that is safe and without risks to health for employees, students and visitors.

  1. Safety Objectives

1.1 Establish and maintain an OHS management system that facilitates a structured approach to the management of OHS risk.

1.2 Provide adequate human, financial and time resources to ensure the effectiveness and sustainability of the system.

1.3 Keep up-to-date with relevant health and safety legislative obligations. Achieve and maintain compliance with these obligations.

1.4 Promote a safety culture that encourages people to proactively manage health and safety risk through education, instruction, information and supervision.

1.5 Clearly define and communicate staff, students and contractor responsibilities in relation to health and safety.

1.6 Proactively identify and manage health and safety risk via a documented hazard identification, risk assessment, risk control and monitoring process.

1.7 Improve processes that ensure that incidents and hazards are promptly reported, investigated where appropriate, and control measures are put in place to eliminate or minimise the chance of a repeat event.

1.8 Maintain building infrastructure, plant and equipment in a safe condition with documented safe systems of work.

1.9 Routinely monitor and review OHS performance to achieve continual improvement.

  1. Responsibilities For Safety

Safety is the concern of all employees and, in addition, certain groups within the University community have specific responsibilities.

  1. Staff with specific responsibilities

The following staff are responsible for occupational health and safety in accordance with the requirements set out in Section 2.4 of the University of Melbourne Environment Health and Safety Manual ('the EHS Manual') as amended from time to time.

* Senior Executive Managers, Deans and Heads of Academic and Administrative Departments;

* Managers and Section Heads;

* Academic Staff;

* Supervisors (any person who controls or directs others);

* Staff with special safety duties such as building emergency controllers, radiation safety officers, emergency team members, elected health and safety representatives.

And, in addition to the requirements of section 2.4 of the Manual, these staff:

  1. are required, in association with appropriate personnel and the Environment Health and Safety Unit, to formulate and promulgate specific safety rules for activities conducted within areas under their control;
  2. are responsible for reporting to the Vice-Chancellor any aspects under their control which cannot meet safety requirements within the resources provided.
  1. Employees

All employees (including those employees referred to in paragraph 5.13.3.1 above) are to comply with the EHS Manual generally and in accordance with section 2.4 of that Manual.

And, in addition employees:

  1. must take all reasonable care for their own health and safety and that of others who may be affected by their conduct at the workplace;
  2. must not wilfully or recklessly interfere with or misuse anything provided in the interests of health and safety or welfare and must co-operate with the University in relation to actions taken by the University to comply with occupational health and safety legislation;
  3. must not wilfully place at risk the health and safety of any person in the workplace.

  1. Students

    2. All students are to comply with the EHS Manual generally, and in particular, in accordance with paragraph 2.4 of that Manual.

    And, in addition students:

    1. are responsible for adopting safe work and study practices;
    2. must not wilfully place at risk the health or safety of any person at the University;
    3. must not wilfully or recklessly interfere with or misuse anything provided in the interests of health and safety or welfare and must cooperate with the University in relation to actions taken to comply with occupational health and safety legislation.
  2. Contractors

All contractors are required to undergo appropriate induction training. Contractors must adhere to all contractual requirements of the University in relation to occupational health and safety in addition to the University's occupational health and safety requirements specified in the EHS Manual.

  1. Visitors

Visitors are required to comply with all instructions given by authorised University staff for the protection of their health and safety whilst on University premises.

  1. Consultation

The University is committed to encouraging consultation and co-operation between management and employees. For this purpose, it has established an Occupational Health and Safety Committee ('the OHS Committee) which in turn encourages the election of employee health and safety representatives who are consulted and involved in any workplace changes which could affect health and safety.

This policy will be reviewed every three years by the Occupational Health and Safety Committee, as part of the EHS Manual review.

The OHS Committee meets at least four times per year.

4.14 Approval of the Use of the University Logo

  1. Approval: Approval may be granted in one of two categories
  1. One-off use or Special Purposes: (eg. a joint Press Release, a book jacket, promotional flyer or banner). Conditions of approval may include the right for the University to check material carrying the University logo prior to its release and may include a right of veto if conditions of the original application are not met.
  2. Extended use: (eg. use on external website or in conjunction with an ongoing research project). Applicants will be required to negotiate a Licence Agreement through the Legal Office. The Licence Agreement will stipulate the general nature of the use for which permission has been granted and may, on the advice of the Legal Office and/or the Communications Office, include a requirement that the applicant seek separate authorisation/s from a nominated officer of the University for particular uses of the logo over the term of the Licence.
  1. Authority: Council has delegated to the Vice Principal University Development authority to approve the use of the University logo.
  2. Criteria: In considering approval of the use of the University logo, consideration will be given to:
    1. whether the proposed use is congruent with the University’s image and standing
    2. the nature of the existing or proposed relationship between the University and the third party
    3. whether the visual display and design standards of the proposed use are of a suitable standard
    4. any implied relationship, or any implies endorsement resulting from use of the logo
    5. whether the proposed use is consistent with the University’s teaching, research and community development objectives
    6. whether the proposed use is endorsed by a relevant Dean or Department Head
    7. the reputational risk to the University of approving or not approving the proposed use
    8. whether it is proposed that the University logo is to be used in association with an academic award or qualification, and in such cases forward these proposals for advice from the President of the Academic Board.
  3. Process: Applications from outside bodies, endorsed by a Dean or Academic or Administrative Department Head should:
    1. define all circumstances in which it is anticipated the logo will be used
    2. include a visual representation of the proposed use of the logo including any conjoint use with other logos
    3. stipulate a period for which it is intended that the approval apply
    4. provide evidence of the applicant’s relationship with the University (eg. affiliate status, recognised body etc).
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