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University of Waikato Common Seal Policy


Responsibility for policy: Chief Financial Officer
Approving authority: Council
Last reviewed: March 2016
Next review date: May 2018

Print Version

Application

  1. This policy applies to all staff of the University of Waikato.

Purpose

  1. The purpose of this policy is to
    1. establish authorised purposes for attaching the seal to a document
    2. establish authorities for attaching the seal to a document and
    3. establish authorities for countersigning the seal.

Related legislation

  1. This policy takes account of section 167 of the Education Act 1989.

Definition

  1. The University of Waikato Common Seal ('the seal') means the emblem of the University that represents the signature of the Council of the University of Waikato.

Purpose of the seal

  1. The presence of the seal on a document, countersigned by relevant authorised staff member, is conclusive proof of an act or undertaking on behalf of the University of Waikato.
  2. The seal is to be attached to
    1. certificates for academic qualifications
    2. legal document of major significance
    3. documents where other parties specifically request it.

Authorities for attaching the seal

  1. The authorities who may attach the seal for particular purposes are:

    Certificates for Academic Qualifications
    The Director of Student Services

    Financial Contracts and Agreements
    The Chief Financial Officer

    Research Contracts and Agreements
    The Deputy Vice-Chancellor (Research)

Authorities for countersigning the seal

  1. The seal has no authority unless it is countersigned by relevant authorised staff members.
  2. In the case of certificates for academic qualifications, the seal must be countersigned by the Vice-Chancellor.
  3. In all cases other than certificates for academic qualifications, the seal must be countersigned by at least two authorised staff members.
  4. The staff members authorised to countersign the seal for particular purposes are:

    Financial Contracts and Agreements
    The Vice-Chancellor
    The Chief Financial Officer

    Research Contracts and Agreements
    The Vice-Chancellor
    The Senior Deputy Vice-Chancellor
    The Deputy Vice-Chancellor (Research)

  5. The authorities for countersigning the seal are subject to the financial authorities determined under the University's Financial Authority Policy.
  6. The Chancellor and Vice-Chancellor may authorise the attachment and countersigning of the seal where other parties specifically request it for purposes other than those listed in section 7 of this policy.

Responsibilities for custodianship of the seal

  1. Responsibility for maintaining adequate supplies of the seal rests with the Director of Student Services.
  2. Responsibility for the safe custody of the seal rests with the Chief Financial Officer.
  3. The Chief Financial Officer is responsible for ensuring that a register is maintained, recording the date and purpose on each occasion on which the seal is provided to an authority under section 7 or 13 of this policy.
  4. The uplifting of seals by anyone other than those listed in section 7 of this policy, as a regular practice or otherwise, may be allowed by the Chief Financial Officer only on written authority of the Chancellor, the Vice-Chancellor or one of the persons listed in section 7 of this policy, who will be accountable.

Responsibility for monitoring compliance

  1. The Chief Financial Officer is responsible for monitoring compliance with this policy and reporting any breaches to Council.
  2. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.

Waivers and variations

  1. Only the Chancellor or Vice-Chancellor may waive or vary the provisions of this policy in individual cases; any such waivers or variations must be reported to Council.

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