Delegation of Authority Policy - Dietitians Association of ...Delegation of Authority Policy Policy...
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DAA General Policy & Procedure Manual Structure Governance and Planning A 1/8 Phipps Close, Deakin ACT 2600 | T 02 6189 1200| E [email protected] | F 02 6282 9888 | W daa.asn.au ABN 34 008 521 480 Adopted: November 2004 Revised annually to: May 2017 To be reviewed: August 2018 Delegation of Authority Policy Policy Statement Final authority for all matters in DAA rests with the elected Board of Directors. Boards are concerned with strategic priorities and direction, and oversight of compliance activities. Much of the Board’s authority is delegated to and through the CEO to ensure appropriate governance processes. This policy cannot provide an exhaustive guide which names every activity, where a specific situation is not listed the pathway applying to a similar issue can be used as a guide. Authority may be delegated by a higher level of authority to a lower one, either in specific cases or until revoked. A higher authority may over-rule the decision of a lower authority. See Appendix 1. In using this policy, certain conventions need to be understood. The Board sets overall strategic and policy framework within which these processes fit. The Chief Executive Officer (CEO) and staff act in line with Board approved policy and the law. Some decision- making processes are prescribed by law and no discretion is possible. There may be more than one level of approval for a process. There may be one or two recommendation points. Where an activity is new or substantially altered, and is clearly strategic in nature, the Board (or President if timeframe is short) will have final approval. Where an activity is clearly operational or part of approved strategy the final approval will be made by CEO or nominee. Some areas of decision making may vary between strategic and operational and in this case options on final approval are listed. Choice of with whom final approval will rest is based on time factors, whether it is covered by existing policy or strategic direction and upon risk assessment of each issue. Glossary of Terms and Acronyms
Transcript of Delegation of Authority Policy - Dietitians Association of ...Delegation of Authority Policy Policy...
DAA General Policy & Procedure Manual
Structure Governance and Planning
A 1/8 Phipps Close, Deakin ACT 2600 | T 02 6189 1200| E [email protected] | F 02 6282 9888 | W daa.asn.au ABN 34 008 521 480
Adopted: November 2004 Revised annually to: May 2017 To be reviewed: August 2018
Delegation of Authority Policy
Policy Statement
Final authority for all matters in DAA rests with the elected Board of Directors. Boards are concerned with strategic priorities and direction, and oversight of compliance activities. Much of the Board’s authority is delegated to and through the CEO to ensure appropriate governance processes.
This policy cannot provide an exhaustive guide which names every activity, where a specific situation is not listed the pathway applying to a similar issue can be used as a guide.
Authority may be delegated by a higher level of authority to a lower one, either in specific cases or until revoked.
A higher authority may over-rule the decision of a lower authority. See Appendix 1.
In using this policy, certain conventions need to be understood.
The Board sets overall strategic and policy framework within which these processes fit.
The Chief Executive Officer (CEO) and staff act in line with Board approved policy and the law.
Some decision- making processes are prescribed by law and no discretion is possible.
There may be more than one level of approval for a process. There may be one or two
recommendation points.
Where an activity is new or substantially altered, and is clearly strategic in nature, the Board (or
President if timeframe is short) will have final approval.
Where an activity is clearly operational or part of approved strategy the final approval will be
made by CEO or nominee.
Some areas of decision making may vary between strategic and operational and in this case
options on final approval are listed. Choice of with whom final approval will rest is based on time
factors, whether it is covered by existing policy or strategic direction and upon risk assessment of
each issue.
Glossary of Terms and Acronyms
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ARJS – Accreditation, Recognition and Journal Services
CaPS – Credentialing and Professional Services
DC - Dietitian: Credentialing
DCC – Dietetic Credentialing Council
DSR - Dietetic Skills Recognition
EDC - Engagement and Development Committees
EM-ARJS – Executive Manager - Accreditation, Recognition and Journal Services
EM-CaPS – Executive Manager - Credentialing and Professional Services
EM-MSO Executive Manager – Member Services and Operations
ET – Executive Team (CEO and the three Executive Managers)
MPS - Manager Professional Services
OSO Operations Support Officer
PRM – Manager Public Relations
SDR – Senior Dietitian Relationships
SMMAC – Social Media and Marketing Advisory Committee
SPO Senior Policy officer
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Use of the Risk Assessment Matrix in determining level of decision making
SEVERITY OF EFFECT
Catastrophic Major Moderate
Minor Insignificant
POTENTIAL TO OCCUR
Almost certain 1 1 1 2 3
Likely 1 1 2 3 4
Moderate 1 2 3 4 5
Unlikely 2 3 4 4 5
Rare 3 4 5 5 5
A risk score of (1) requires immediate attention with detailed assessment, planning and management strategies implemented at the highest levels. (Board or President’s decision depending on time frame)
A risk score of (2) requires a management plan and close monitoring at senior management level. (Board or President’s decision depending on time frame)
A risk score of (3) requires awareness and a contingency plan developed. (Operational decision by CEO in consultation with the President or relevant Director - Board informed)
A risk score of (4 to 5) is of no major concern and can be managed through routine procedures. (Operational decision by CEO - Board informed if necessary)
1 = High Risk
2 = significant risk
3 = Moderate risk
4 to 5 = Low risk
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Appendix 1
Delegations table
Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Organisation
Constitution
DAA Staff
Solicitor
(Working party if required)
CEO
Board
Members at special general meeting
By-law DAA Staff
Solicitor (if required)
Executive Team (ET) member
CEO Board
Purpose
Vision/Mission DAA Staff Relevant committee President Board
Policy
Association wide DAA Staff Relevant committee or ET member
Director responsible or CEO
Board
Administrative DAA Staff Senior staff NA EM-MSO
Human Resources Corporate Administrator ET NA CEO
WHS
WHS Committee WHS Committee CEO
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Planning
Strategic plan Executive Staff
Relevant Committees and Working Parties if required
CEO
President (after consultation with the membership)
Board
Annual plans - National Executive staff
CEO President Board
Annual Plans – Branches and Interest groups
Branch EDCs and IG Leaders MPS EM-CaPS Board
Structure of Association
Councils, Committees and Working Parties – Terms of Reference
DAA Staff Director responsible if appointed or executive staff member
NA Board
Councils, Committees and Working Parties – Establishment
Executive Staff CEO NA Board
Councils, Appointments DAA Staff Selection committee (if required)
Relevant Executive Staff Board (does not apply to
automatic appointments for 2nd terms)
Committees and Working Parties – Appointments
DAA Staff Selection committee (if required)
Relevant manager CEO unless contentious (does not apply to automatic appointments for 2nd terms)
PEN content developers CaPS staff NA PEN Translational Research Leader
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Interest/Discussion Groups – Establishment and decommissioning
> 10 members for DG
> 100 members for IG
MPE
EM-CaPS NA Board
Media Spokespersons – Appointments
PRD Selection committee including chaired by PRM
EM-MSO CEO
Reference Groups – Appointments
DAA Staff NA Relevant Executive Manager or SPO
National/jurisdictional representatives (Permanent) – Appointments
PSU Staff Selection Panel or by invitation
Executive Manager
CEO
National/jurisdictional representatives (Ad hoc) – Appointments
PSU Staff Selection Panel or by invitation
Senior Staff CEO
Finance
Membership Fees Membership officer CEO and Finance Officer
Director responsible for Finance
Board
Investments (routine bank accts/interest bearing deposits)
Finance Officer Finance Officer NA CEO
Investments – new directions Finance Officer CEO Director responsible for Finance
Board
Annual Association Budgets Finance officer and Executive managers
CEO Director responsible for Finance
Board
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Material Expenditure additional to budget
DAA Staff Relevant committee/Council chair or CEO
Director responsible for Finance
Board
Individual DAA Staff Remuneration
Finance Officer Relevant Executive Manager
N/A CEO
Authorisations of payments within approved unit budgets
Finance Officer Unit staff Relevant Executive Manager
Authorisations of payments outside approved unit budgets
Finance Officer Relevant Executive Manager
CEO
Reimbursement to Directors/Executive staff
Finance Officer Corporate administrator
NA CEO
Reimbursements – other Finance Officer Relevant manager/EDC or IG leader
CEO
Communication
Media Releases – strategic or controversial
Communications staff PRM/EM-MSO NA CEO or President
Submissions
Decision to prepare submission DAA Staff, Interest group, reference group or committee
CEO or relevant staff member in consultation with SPO
NA CEO or SPO
Approval for Final Submission DAA Staff Group or staff member developing submission
relevant senior staff member
CEO or delegate
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Advertising
Advertising in association with our Journal
Journal Publishers Journal Publishers NA EM-ARJS
Weekly member update Member Communications Manager
Executive Managers NA CEO
Special Mailing - copy MSO Administrator Marketing Manager NA EM-MSO
Trade exhibitions SDR & Conference organiser CEO NA Conference Management Committee
Endorsement
External Publications / Campaigns
MSO/CaPS staff
Reference group if required
EM-CaPS and/or EM-MSO
NA CEO
Publications - internal Relevant DAA Group and /or DAA Staff
Relevant Executive Manager
EM-MSO CEO
Reference to DAA (not endorsement)
DAA staff Relevant Executive manager
NA EM-MSO
Sponsorship
National MSO staff EM-MSO NA CEO
Branch / Interest Group Branch EDC/ IG convenor (SRM for advice)
SDR and EM-MSO EDC Sponsorship Coordinator/ IG convenor
EDC / IG leader/s
Corporate Partnerships
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Formal engagement and contracts
MSO staff
Legal opinion if required
EM-MSO
(may be referred to SMMAC for advice)
CEO
Board (for decision to proceed)
CEO - Contracts
Accreditation and Recognition
Accreditation of Dietetic Courses
Australian Dietetics Council, ARJS Staff
Australian Dietetics Council
EM-ARJS Board
Recognition and Examination of Overseas Qualifications
Overseas qualified dietitian - Eligibility for and outcomes of DAA Examinations / Mutual Recognition
Applicant DSR Administrator NA EM-ARJS
Appeals Level 1 Applicant DSR Administrator NA EM-ARJS
Appeals Level 2 Applicant and DSR Administrator
Appeals Panel of Australian Dietetics Council
NA Full Australian Dietetics Council
Appeals Level 3 Applicant and ARJS Independent Appeals Panel
NA Board
Membership/ Credentialing
Ratification of DAA Members and APDs
APD Admin NA NA CEO
Membership Renewals and Change of Status
Membership Administrator NA NA EM-MSO
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
APD Renewals/change of status/resumption of practise
APD Admin NA EM-CaPS (and DCC panel depending on risk)
Alternate Process Credentialing Dietitian NA EM-CaPS (and DCC panel depending on risk)
Advanced APD Credentialing Dietitian and assessors
Assessors EM-CaPS CEO
Fellow DAA Credentialing Dietitian and assessors
DCC EM-CaPS Board
APD audit outcomes CaPS staff EM-CaPS DCC
Awards and Prizes
Nominations (awards and prizes - all
See Hierarchy of Awards and Prizes
Member Services
Conferences
location keynote speakers budget
Corporate Administrator, CEO
Conference Management Committee
Director Responsible Board
Journal
Supplements Recognition Dietitian Supplement Editor Journal Editor or Editor in Chief
EM-ARJS (or Board if extra funding required)
Content and copy Journal Administrator NA NA Journal Editor or Editor in Chief
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Short Courses (CAL)
Type and contents External party or DAA Group EM-CaPS CEO
Publications
Content and copy DAA Staff Relevant Unit EM-MSO CEO
Annual Report
Content and copy DAA Staff, representatives, committee chairs
Operations Coordinator
EM-MSO CEO
Acceptance Operations Coordinator President NA Members at AGM
Website
Content DAA Staff, Web Manager Relevant Executive Manager
Complaints
Related to Code of Professional conduct
CEO and Dietitian, Credentialing
Solicitor if necessary
DCC Chairperson, Complaints Hearing and Investigation Panel
DCC (for APD sanctions)
Board (for membership sanctions)
General CEO or relevant Executive Manager
- - Dependent on nature of complaint
Legal
Contracts or Agreements DAA Staff
Solicitor (if required)
Relevant Executive Manager
NA CEO
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Issue Action required from Recommendation 1 / Operational responsibility
Recommendation 2 / Operational responsibility (if req)
Final approval by
Grants DAA staff Relevant Executive Manager
NA CEO (or Board if large and impacting significantly on strategic direction).
Partnership Agreements -within guidelines
Relationships Manager EM-MSO NA CEO
Human Resources
Terms and Conditions for Employment of Staff
Corporate Administrator NA NA CEO
Appointment of CEO Corporate Administrator NA Selection Panel appointed by Board
Board
Appointment of ExecutiveManagers
CEO NA Selection Panel appointed by Board (includes CEO and at least one director)
CEO after advising the Board.
Appointment of Dietetic Staff Executive Manager Selection Panel NA CEO
Appointment of Administrative Staff
Relevant Executive Manager Selection Panel CEO
Appointment of Consultants Senior staff Executive Manager or Selection Panel if required
NA CEO
Creation of New Employment and Consultant Positions outside budget
Relevant Executive Manager CEO Director responsible for finance
Board
