Queensland University of Technology 2011 Annual Report - QUT

The new Tertiary Education Quality and Standards Agency(TEQSA) assumed the responsibility for quality assurancefrom the former Australian Universities Quality Agency from30 July 2011. TEQSA will begin its regulatory functions fromJanuary 2012.The Quality Steering Group, chaired by the DeputyVice-Chancellor (Academic), met 13 times during 2011and continued its oversight of QUT’s preparation for theTEQSA Cycle 2 Audit. The preparation included a trialaudit with external panel members in March, and thesubmission of QUT’s Performance Portfolio and supportingmaterials in July, as well as the logistical and organisationalarrangements for the audit visit (including the interviewschedule and information sessions).The Cycle 2 audit visit, which took place in the period17–20 October, focused on QUT’s Quality ManagementSystem and two themes: Building Research Capacity andInternational Activities. The audit panel spent two daysat the Kelvin Grove campus and one day at the GardensPoint campus and spoke with approximately 300 peopleduring the audit visit. Interviewees included the Chancellorand external members of Council, the Vice-Chancellorand senior management, academic staff, professionaland sessional staff, representatives of staff and studentassociations, undergraduate and postgraduate students andrepresentatives from the external community. It is expectedthat TEQSA will release the full audit report in February 2012.In November 2011, TEQSA confirmed that from 29 January2012, QUT will automatically be registered as a highereducation provider until 31 October 2018.Corporate reviews were suspended in 2011 to accommodatepreparation for the TEQSA Cycle 2 audit and an evaluationof the review process. Reviews will resume in 2012, withpreparations for the first review having been undertaken inlate 2011.The corporate reviews policy and processes were evaluatedin 2011, in response to Planning and Resources Committeediscussions in 2010 and recent revisions to the planning andquality frameworks. In 2012, the Corporate reviews policy willbe further assessed to ensure that future corporate reviewssupport the directions and planning and quality framework ofthe University.Manual of Policies and ProceduresAll University-level policies are contained in the Manual ofPolicies and Procedures (MOPP), an online policy frameworkwhich is accessible to all staff and students. The MOPP alsocontains the University’s statutes, rules, Council proceduresand the Schedule of Authorities and Delegations whichcomprehensively details the authorities of Council andthe Vice-Chancellor and their delegations. All policies arereviewed on a regular basis by responsible officers.RecordkeepingUnder the Public Records Act 2002, the University is requiredto make and keep full and accurate records of its activitiesin accordance with recordkeeping standards and policiesissued by the State Archivist. The University’s RecordsManagement Policy states that all staff and organisationalareas have responsibilities for recordkeeping and specifiesrequirements for records capture and retention.The University’s strategic approach is to capture records inelectronic formats, taking account of the manner in whichmost transactional business is now conducted. For thispurpose, the University uses an electronic recordkeepingand document management system, TRIM, which meetsthe system requirements of the relevant legislation andstandards. Substantial work has been undertaken by theUniversity to implement TRIM in a comprehensive way, andto integrate it with corporate information systems supportingkey business processes. This work continued during 2011.The University’s recordkeeping program is documentedthrough its policies and procedures, a business classificationscheme and a University sector-specific retention anddisposal schedule. Audits of recordkeeping compliance areconducted annually in key areas and are also consideredas part of the audits and reviews conducted by theUniversity’s Assurance and Risk Management Services.A Records Management Services unit within the Divisionof Administrative Services is responsible for implementingQUT’s records management program and for supportingfaculties and divisions in undertaking their recordsmanagement activities.PAGE 10 | QUT ANNUAL REPORT 2011