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Delegations from the Board to the Chief Executive and Authorities and Sub Delegations from Chief Executive

Section
Board
Approval Date
1 June 2020
Approved By
OP Board
Next Review
30 November 2022
Responsibility
Director: Business Services
Baldrige Criteria
Leadership
Purpose

The Board of Otago Polytechnic Limited is responsible for the business and affairs of the Polytechnic.  This policy sets out the delegation of authority from the Board to the Chief Executive or Interim Chief Executive (as applicable), together with the limitations on those delegations. It also sets out the Board’s agreement to certain sub-delegations by the Chief Executive.

This policy is to ensure delegations are implemented in a way that a) ensures the efficient and effective day to day management of the Polytechnic in a financially responsible manner and b) enables the Board to meet its statutory and other obligations, including public accountability.

Compliance

Education Act 1989, and all subsequent amendments

Crown Entities Act 2004, and all subsequent amendments

State Sector Act 1988, and all subsequent amendments

Public Finance Act 1989, and all subsequent amendments

Companies Act 1993, and all subsequent amendments

Local Government Official Information and Meetings Act 1987, and all subsequent amendments

Health & Safety at Work Act 2015, and all subsequent amendments

Policy

1. The Board, as authorised by the Education Act 1989 section 222, delegates to the Chief Executive all management powers and functions necessary for the operation of the Polytechnic. Delegations must be within the New Zealand Institute of Skills and Technology’s (NZIST) Subsidiaries Governance Framework (Summary - Appendix 1).

2. The Board delegates to the Chief Executive, the power to sub-delegate to members of the staff of the Polytechnic.  Appendix 2 to this Policy identifies the specific functions and powers, delegated to the Chief Executive in accordance with this Policy, which the Chief Executive may sub-delegate.  The Board has given its standing consent to the sub-delegations set out in Appendix 2.

3. Any sub-delegation must be consistent with this Policy and subject to the sub-delegate agreeing to comply with all specified delegation limitations in the form attached as Appendix 3.

4. Sub-delegations as set out in Appendix 2 must be approved by the following:

Position

Authorisation for delegation

Executive Leadership Team

Chief Executive

Directors and Head of College/Programme Head

Relevant DCE

Senior Financial Analyst

DCE Business Services

EA, Team Leaders

Relevant DCE

School Administrators, Technicians

Relevant Director/Head of College/Programme Head

Not specified

Relevant DCE

 

5. In instances of absence of an authority, the authority can be delegated by the relevant person to a person in an acting capacity.

6. The Chief Executive has not been given delegation to approve the Chief Executive’s own staff development, study leave and international travel outside Australasia.

7. The Chief Executive must act in good faith and in a manner that maintains the reputation of the Polytechnic and NZIST and is consistent with and gives effect to NZIST’s functions (section 222B of the Education Act) and NZIST’s charter (Schedule 22 of the Education Act).

8. The Chief Executive shall keep the Board informed at all times, operating on a “no surprises” basis.

9. The Chief Executive will manage the Polytechnic’s human, physical, and financial resources prudently and in the best interests of the institution.  The principal purpose of expenditure being for the benefit of Otago Polytechnic.

10. Board and/or NZIST approval is required for any transaction or contract exceeding the limits delegated to the Chief Executive.

11. The Board and NZIST is responsible for reviewing and approving the annual budget, the reforecast and the capital asset plan of the Polytechnic.

12. All financial results shall be reported against the annual budget or the approved reforecast to the Board each month, in accordance with the reporting guidelines approved by the Board.

13. Any or all delegations under this policy may be withdrawn, amended or reduced at any time by a written confirmation from the Chairperson of the Board to the Chief Executive, or by a formal Board resolution.

14. Where this policy conflicts with any laws or regulations or any decision made by the Board, the laws, regulations or Board decision (as applicable) take precedence.

15. The Chief Executive and any sub-delegates must consider if they have a conflict of interest in respect of the matter before exercising the delegated authority.  The Conflict of Interest Policy outlines guidance on managing conflicts of interest.

References

Appendix 1 - NZIST Subsidiaries Governance Framework Summary (September 2020)

Appendix 2 - Delegations Summary

Appendix 3 - Delegated Authority Change Form

Otago Polytechnic Limited Strategic Plan

Otago Polytechnic Annual Operational and Capital Expenditure budgets

Disclosure of Interests

Procurement and Purchasing Policy

Otago Polytechnic Purchasing and Credit Cards

Delivery of Programmes by External Contracts

Employment Delegations

Travel on Otago Polytechnic Business

Requests for Official Information

Signature

Approved by:
Adam La Hood
Chair: Otago Polytechnic Limited Board
01/06/2021