1. Purpose and Objectives

These procedures outline the processes for the implementation in University systems of approved changes to all reportable entities within the organisational structure of The University of Queensland.

2. Definitions, Terms, Acronyms

Approving Authority - The designated authority for approving changes to the University’s organisational structure (see Organisational Unit Types, Reporting Lines and Approving Authorities (PPL 1.30.04d2 [3]))

Designated Officer - An officer of the University designated as having responsibility for an organisational unit, and to whom the unit leader reports

Reportable Entity - A reportable entity is an approved organisational unit

Unit - A formal grouping of staff, physical facilities and equipment established to conduct academic programs, be responsible for a major functional area of administrative and/or educational services or perform a discrete set of administrative or research activities

UNIT ID - A unique reference number generated by UQORG for each reportable entity in the University’s organisational structure

Unit Type - Each unit is allocated an organisational Unit Type by the designated Approving Authority (see Organisational Unit Types, Reporting Lines and Approving Authorities (PPL 1.30.04d2 [3]))

UQORG - The University of Queensland Organisational Database is the authoritative database for recording the University’s organisational structure

3. Procedures Scope/Coverage

These procedures apply to the implementation in University systems of approved changes to all reportable entities within the organisational structure of The University of Queensland.

4. Procedures Statement

The University is organised into academic, academic service and administrative units that are based on identifiable areas of mutual interest or activities. Each unit is accountable to a Designated Officer, through an appointed leader.

UQORG facilitates the sharing, management, and reporting of organisational data in University systems, for every reportable entity within the University. In addition to its functional requirements, it must accurately record the history of changes to the University’s organisational structure.

Other University systems, such as the Data Warehouse, UniFi [4], Aurion [5], SI-net [6] and ARCHIBUS, make use of the concept of organisational units. These systems attach their own information to units and use different system identifiers such as a character or number, which map to a UNIT ID. UQORG allows mapping between the different identifiers.

To ensure the integrity of the data in the University’s organisational structure and its reporting in University systems, strict protocols define the processes for the approval and management of the data.

5. Rules and Principles for Approval and Management of Organisational Data

The business rules and principles define requirements and processes related to the governance of the University, the approval of changes to the University’s organisational structure, and the sharing, management and reporting of data in UQORG and other University systems.

5.1 Approval

Changes to the University’s organisational structure in University systems, and the allocation of a Unit Type, must be approved by the designated Approving Authority, as identified in the document Organisational Unit Types, Reporting Lines and Approving Authorities (PPL 1.30.04d2 [3]).

5.2 Request to implement approved changes to organisational data in UQORG

Approved changes to the organisational structure will be implemented in UQORG at the written request of the Approving Authority. The Approving Authority will be notified when the changes have been made.

When requesting establishment of an organisational unit, or changes to organisational data, the Organisational Unit - Request to Establish or Change - Form (PPL 1.30.04d3 [7]) must be completed and forwarded to the UQORG system administrator. When requesting the disestablishment of an organisational unit, the Organisational Unit - Request to Disestablish - Form (PPL 1.30.04d5 [8]) must be completed and forwarded to the UQORG administrator. In the case of complex changes, supporting documentation is required (see 5.2.1 Major restructure of organisational units).

Clarification of the relevant terminology is provided in Terms Used in UQORG Change Request Forms - Form (PPL 1.30.04d1 [9]).

Administrators of University systems are automatically notified when approved changes to the organisational structure have been implemented. Mapping between systems may commence on notification. The changes in UQORG will be displayed on the University website on the following day.

5.2.1 Major restructure of organisational units

When a revised structure is approved by the Approving Authority, written approval must be given for changes to the current structure, including advice on the organisational status of each unit i.e., each unit must be identified as having:

(i) no change to its status

(ii) been disestablished

(iii) a change of name

(iv) a change of unit type

(v) a change in reporting structure.

Changes to the current structure must be implemented in UQORG before a revised structure can be entered.

The relationship between a current unit and a new unit must be clearly defined in the request for change, e.g. a change of name, or a split or merge with another unit/s. This ensures the integrity of organisational data in University systems and accurately records the history of changes to the University’s organisational structure.

5.2.2 Minor changes to the structure of organisational units

Minor changes include changes to the organisational structure which occur outside a formal review or restructure, and which impact on the integrity of the data in UQORG.

5.2.3 Changes to the structure of organisational units for reporting purposes only

In certain circumstances a unit which is not part of the formal organisational structure of the University, may be established in UQORG to map data to other University systems for reporting purposes only. In such circumstances the unit will not be displayed on the UQ Website.

5.3 Request to implement changes to contact information

A unit’s contact details may be changed in UQORG without the approval of the Approving Authority. It is the responsibility of each unit to ensure their contact details remain current by advising the UQORG system administrator.

Requests to implement changes to contact details may be made through the Feedback mechanism on the UQ Website.