5.1 Secretary to Council
In accordance with the QUT Act the Registrar, Dr Carol Dickenson, is secretary to QUT Council. The Registrar's nominee is secretary to Council committees.
As head of the Division of Administrative Services, the Registrar is responsible to the Vice-Chancellor for the leadership and operation of the Division, and for oversight of the University's People and Culture strategic plan. The Registrar works collaboratively with deans of faculty and other senior officers of the University to develop and implement policies; optimise efficiency in pursuit of the University's goals; arbitration of matters which cross boundaries, and monitoring financial control exercised by directly reporting managers.
As chief administrative officer of the University, the Registrar also is responsible to the Vice-Chancellor for the administration of the University. The Registrar
- provides support for Council and its committees
- coordinates the provision of legal advice and the preparation of legal documents
- initiates action regarding administrative matters requiring a determination by Council
- coordinates and oversees the conduct of industrial relations negotiations in respect of professional staff
- initiates reviews of the administrative organisation of the University
- carries out such other tasks as may be assigned by the Vice-Chancellor or Council.
5.2 Governance Services
The Director, Governance Services, Sarah Johnstone, reports to the Registrar and manages the provision of advice and services to University Council and its committees. Each committee secretary liaises with the Chair on the items to be included on the agenda, prepares the submissions and writes the minutes. Committee secretaries also provide information and procedural advice in meetings and in response to requests from members.
QUT is subject to the Queensland Public Records Act 2002, which describes our obligations for creating, managing and retaining records of QUT activities. All documents generated at QUT fall within its scope. The Records Management Services unit maintains the records of QUT's governing body, Council, and University committees, and of the University executive.
Governance Services also manages requests under the Freedom of Information Act 1992 and the QUT Privacy Policy which has been developed in accordance with Information Standard No 42 - Information Privacy (IS42) and supporting guidelines. Further information on freedom of information and privacy principles can be found in Section 7 (Duties and responsibilities of Board Members) of Welcome Aboard: A guide for Members of Queensland Government Boards, committees and Statutory Authorities.
The required elections for Council and committee membership are conducted by Governance Services.