The function of managing the university's artwork, artefact, specimen, and other object collections. Includes selecting, acquiring, maintaining, classifying and promoting items in the collection. Also includes those collections held by departments.

The activity of authorising, providing, and monitoring access to University collections.

The activity of bringing together artwork, artefacts, specimens and other objects to form a collection. Includes the acquiring of items through purchase, donation, or through teaching and research activities.

The activity of providing a program of exhibitions. Includes travelling exhibitions, competitions and exhibitions assembled from the permanent collection or from borrowed works.

The activity of managing the University's library subscriptions to collection material.

The function of managing the commercial activities of the university including establishment and operation of Deakin companies, licences and agreements. Includes commercialisation of Deakin products, services and results of research. For the marketing of Deakin services and products, use ENGAGEMENT AND COMMUNITY RELATIONS - Marketing.

The activity of investigating and developing commercial opportunities for the university's products.

The activity of providing professional consultancy services for internal or external clients, by university staff. For provision of services to the university by external consultants or contractors, use HUMAN RESOURCES - CONSULTANTS & CONTRACTORS. Variants: Professional and Community Service (Academics)

The activity of establishing companies, associations or trusts owned by the university or established in partnership with other organisations Includes restructuring and company registration. Also includes reviews. For university faculties and departments, use GOVERNANCE  ESTABLISHMENT & RESTRUCTURING.

The function of managing the university's relationship with the community, government, and industry groups. Includes promoting the university to the public through activities such as exhibitions, undertaking marketing and fundraising activities, liaising with prospective students and the media, and facilitating corporate sponsorship. For liaison with government bodies in relation to compliance and other governance issues, use GOVERNANCE For orientation and transition activities use SUPPORT SERVICES - Functions and Events

The activity of giving addresses (presentations) for community relations purposes. For records relating to the administrative arrangements for addresses, use ENGAGEMENT & COMMUNITY RELATIONS  CELEBRATIONS, CEREMONIES AND FUNCTIONS. For the publication of presentations and addresses by the university, use INFORMATION MANAGEMENT  Publication. For presentations given for the purposes of teaching and learning, use TEACHING - Course Delivery. For presentations given as part of staff development and training, use HUMAN RESOURCES - Staff Development.

The activity of providing advice about University operations to external organisations and the community.

The activity of maintaining relations with the university's graduates. Use for all alumni business and affairs including membership conditions and benefits; contact details; national and international activities; papers and proceedings of the Deakin Alumni Community, etc. For Alumni awards use ENGAGEMENT & COMMUNITY RELATIONS - RECOGNITION.

The activities associated with arranging and managing festivities to honour a particular event. Includes launches, closures, award ceremonies, etc. For orientation and transition activities, and the arrangement of graduation ceremonies, use SUPPORT SERVICES - FUNCTIONS & EVENTS.

The act of receiving and responding to complaints made by members of the public or clients of the University.

The activities involved in arranging conferences or seminars. Includes management of registrations for participants, publicity and evaluations by participants.

The activities associated with the planning, monitoring and evaluation of customer services provided to clients by the agency.

The activities associated with managing money, items, artefacts or property donated or bequeathed to the agency, or by the agency to charities, etc. Includes managing unsolicited donations. For records documenting the financial management of donated items, use FINANCIAL MANAGEMENT  ACCOUNTING.

Enquiries and correspondence of appreciation or suggestions from members of the public or clients of the University. Includes enquiries received in relation to the Universitys core functions.

The activities involved in soliciting and receiving expert advice on issues concerning the University.

The activities associated with the application for and receipt of non-research grants by the University. Relates to the allocation of financial assistance provided by an agency for various grants and funding programs. For research grants received by the University, see RESEARCH - GRANTS

The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects.

The process of analysing and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. For policy records see GOVERNANCE - POLICY & PROCEDURES. For records of the drafting of marketing material, use INFORMATION MANAGEMENT - PUBLICATIONS For financial records, use FINANCIAL MANAGEMENT  ACCOUNTING. Variants: Advertising, Corporate Identity, Merchandise, Promotion, Public Affairs

The activities associated with establishing a relationship between the media and an agency. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

The activities involved in the recognition of excellence, service or contributions to the university and to society at large. Includes the presentation of honorary degrees and the maintenance of honour rolls, walls/halls of fame or similar. Includes all awards issued to university alumni in recognition of excellence, service or contributions to the University or broader community. For prizes presented to current students see STUDENT ADMINISTRATION - SCHOLARSHIPS & PRIZES. For organising events at which prizes or awards are presented, see ENGAGEMENT & COMMUNITY RELATIONS  CELEBRATIONS, CEREMONIES AND FUNCTIONS. For records where the recipient of the prize or honour is determined by a committee or board see GOVERNANCE  COMMITTEES & BOARDS.

The activities associated with the provision and receipt of sponsorship for programs and events. Includes financial support and the provision of other resources.

Information, documents and records associated with recruiting potential students, including international students, and associated marketing programmes.

The activities involved in arranging visits by other organisations, the public and students to the University, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other organisations. For financial records associated with visits and tours, use FINANCIAL MANAGEMENT  Accounting.

The function of acquiring, supplying, maintaining, repairing and disposing of equipment and stores stocked and used by the University. Items of equipment include instruments, implements, tools, machines, computers, audio and visual, furniture, furnishings, fixtures and fittings. Stores include chemicals, hardware items, kitchen/cleaning items, medical supplies and stationery.-

The process of gaining ownership and disposing of equipment or other items required in the conduct of business through purchase or requisition.

The process of allocating and dispersing equipment or stores to employees within the University.

The activities involved in the delivery of equipment and stores.

The activity of acquiring, providing, use, maintaining and selling vehicles used by the university.

The activity of storing and using instructions for University equipment

The activities involved in maintaining University equipment/ensuring it remains functional.

The activity of taking measures to protect people, premises, equipment and information from accidental or intentional damage, loss or unauthorised access. For security personnel, use HUMAN RESOURCES. Variants: Surveillance See also: TECHNOLOGY AND APPLICATIONS  SECURITY.

The processes involved in preparing and auditing against, lists of University assets or items

The activities involved in storing University equipment.

The function of managing the university's financial resources. Includes receipt, payment, recording, management and control of financial resources. For the provision of personal financial advice to staff and students, use SUPPORT SERVICES – Counselling and Health Services.

The activity of collecting, recording, classifying, summarising and analysing information on financial transactions, and subsequently on the financial position and operating results of the university. Includes financial statements, and the implementing and maintenance of the university's accounting systems and internal controls. Variants: Accounts Payable, Accounts Receivable, Invoices, Receipts.

The activity of providing of advice about financial management activities.

The activities involved in recording in a subsidiary ledger all fixed assets owned by the University. Includes the date of purchase, depreciation expense, written down value as well as stocktaking and auditing notations.

The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance. Variants: Operational assessments, Quality assurance

The process of delegating power to authorise a financial activity.

The process of planning the use of expected income and expenditure over a specified period.

The activity of recovering debt owed to the University.

The process of compiling annual financial statements showing income and expenditure for the current financial year and assets and liabilities at the end of the year, with comparative figures for the previous financial year, as required by the Financial Management Act 1994.

The activities associated with the disclosure of fraud. Includes fraudulent activities carried out by those within and outside of the university. For records documenting the misconduct by employees, use HUMAN RESOURCES  MISCONDUCT.

The activities carried out by the university to receive money or a benefit through donations. For records relating to the administrative arrangements of fundraising activities, use COMMUNITY RELATIONS AND EXTERNAL ENGAGEMENT.

The activity of taking out premiums to cover loss or damage to property or injury to staff, students or visitors.

The activity of acquiring financial loans to the University for the provision of services and the financing of University programs. Includes the administration of borrowing by the University.

Activities associated with the disclosure of pecuniary interests of employees or members of boards or committees

The process of managing the payment of salaries to personnel.

The activities involved with administering taxation matters. For taxation records specific to an employee, such as group certificates and tax declaration forms, use HUMAN RESOURCES  REMUNERATION.

The oversight of the University’s registration, licensing and performance to ensure it is compliant with regulatory requirements; and the measuring of the University against other universities. For intellectual property including the registration and management of patents see INFORMATION MANAGEMENT – INTELLECTUAL PROPERTY.

Activities associated with monitoring the universitys work performance and projects to ensure they are effective and comply with internal and external requirements and expectations. Includes audits and other compliance monitoring. For Financial Management see FINANCIAL MANAGEMENT  AUDIT. For Information Management see INFORMATION MANAGEMENT  AUDITING. For Occupational Health and Safety see HEALTH AND SAFETY  AUDIT.

The process of measuring and comparing a rival's product according to specified standards in order to improve one's own product.

The activity of establishing and managing committees and boards to consider and oversee particular matters and actions. Includes membership and composition, agenda, minutes, papers, items of business and correspondence. Includes advisory committees, boards, working parties, subcommittees, groups, task forces, etc. Includes but is not limited to

University Council

Academic Board

Academic Board Executive Committee

Audit and Risk Committee

Chancellors Advisory Committee

Course Standards Committee

Finance and Business Affairs Committee

Honorary Degrees Committee

Investment Committee

Legislation Committee

Remuneration Committee

Research and Research Training Committee

Teaching and Learning Committee

University Appeals Committee

The activity of planning, establishing and implementing University faculties, departments and other entities. Includes restructuring and company registration. Also includes reviews. For commercial and collaborative ventures, use COMMERCIAL OPERATIONS – ESTABLISHMENT AND DEVELOPMENT OF COMPANIES, ASSOCIATIONS, AND TRUSTS. For staffing matters, use HUMAN RESOURCES. Variants: Collaborative Ventures, Organisational Structure, Registration

The activity associated with liaising with bodies carrying out formal inquiries and participating in them; e.g. Royal Commissions, Parliamentary and Ombudsman's inquiries. Includes the provision of evidence in the form of records, submissions or staff.

Activities associated with ensuring the institution holds the correct licences and permits to run its operations, undertake specific services or hold restricted materials. For records relating to Intellectual Property see INFORMATION MANAGEMENT  INTELLECTUAL PROPERTY. For records relating to software licensing see TECHNOLOGY AND APPLICATIONS  SOFTWARE LICENSES. For records relating to occupational health & safety see HEALTH & SAFETY.

The process of formulating ways in which objectives can be achieved. Includes determination of services, needs, and solutions to those needs. For strategic or corporate reports, use GOVERNANCE - REPORTING

The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making or as the basis from which the University’s operating procedures are determined.

Activities associated with developing, implementing and managing corporate, capital works, strategic and operational projects. This includes the processes involved in developing tools and methodologies for the management, reporting and closure of projects.

Information, documents and records involved in the development, final submission and outcomes of the Universitys application to become, or continue to be, an approved registered education or training provider by State or Australian regulatory authority. This includes (but is not limited to):  Australian Skills Quality Authority (ASQA)  Victorian Registration and Qualifications Authority (VRQA)  Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).

Tertiary Education Standards Quality Agency (TESQA)

The processes associated with initiating or providing a formal response to a situation or request (either internal, external, or as a requirement of university policies), and to provide formal statements or findings of the results of examination or investigation. For financial statements and reports, use FINANCIAL MANAGEMENT - FINANCIAL REPORTING. Variants: Quality Assurance, Reporting

The activity of assessing and managing risks to the University.

The function of implementing and coordinating Occupational Health & Safety (OH&S) and associated legislation throughout the university. Includes safety policy and the monitoring of safe work practices, procedures and preventative measures. For committees established to investigate and advise on health and safety issues in the workplace, use GOVERNANCE – COMMITTEES AND BOARDS. For OH&S matters that result in litigation, use LEGAL SERVICES – LITIGATION. Variants: Emergency Procedures, Occupational Health and Safety (OH&S), Risk Management, Safety

The activities associated with the offering of opinions by or to the University as to an action or judgement.

The activities involved in the process of appeals against decisions by application to a higher authority.

The activities associated with officially checking quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards regarding OH&S. For other audits see the relevant Function and Activity.

The activities of providing compensation to personnel and visitors injured while proceeding to or from work, during work hours or on the agencys premises. Includes the rehabilitation of injured workers. For records of compensation claims for damage to property, use LEGAL SERVICES  COMPENSATION.

The activities associated with complying with mandatory or optional accountability, fiscal, regulatory or quality standards or requirements to which the University is subject in relation to OH&S.

Activities involved with providing counselling services to University staff and students.

Processes involved with storing and managing hazardous substances.

The process of promotion by the University of programs which encourage the establishment and maintenance of a healthy work environment.

The activities involved in dealing with mishaps or hazards causing death or injury on an agencys premises. Includes injury or death to an employee travelling for the purposes of employment (while on duty or official business), or to visitors or the general public while on the agencys premises. Also includes hazards that may impact upon a number of people. For records relating to damage caused to vehicles as a result of an accident, use EQUIPMENT AND STORES - FLEET MANAGEMENT. For records relating to damage caused to property as a result of an accident, use PROPERTY MANAGEMENT  SECURITY.

The process of official examinations of facilities, equipment and items to ensure compliance with agreed standards and objectives.

The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the University or their co-workers as OH&S representatives.

The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate practices and procedures to treat the risks. Includes risk assessments.

The function of managing all staff of the university, including continuing, fixed term, casual and sessional employees. Includes developing and managing human resources policies and procedures, and planning and managing the overall employment process. For the provision of safe working conditions for staff, use HEALTH AND SAFETY. Variants: Employees, Personnel, Staff, Training Needs Analysis

The activities involved in arranging, procuring and managing the performance of work or the provision of services by an external consultant or contractor, or by using external agency or bureau services. Includes the administrative arrangements regarding the engagement of consultants and contractors. For records that result from the actual work or services provided by an external contractor or consultant, refer to the function and activity to which they specifically relate. Variants: Casual Staff

Activities involved with providing counselling services to University staff and students.

The process where employees negotiate increased pay or other benefits with their employers in exchange for the implementation of working arrangements that improve the performance of the agency. Includes the activities associated with enterprise bargaining and with establishing and implementing a workplace agreement. For workplace agreements relating to individuals, use HUMAN RESOURCES  WORKPLACE AGREEMENTS. Records relating to workplace agreements applying to the University which are of a precedent-setting nature or which affect a majority of University employees.

The process of determining the suitability of potential or existing programs, systems or services in relation to meeting the needs of the given situation.

The activity of receiving, handling and resolving staff grievances. Includes complaints over perceived discrimination, the academic environment generally, admissions or academic progress.

The activity of establishing formal relations with university staff and their representatives to achieve a harmonious workplace. Includes negotiations conducted to obtain determinations, agreements or awards; industrial disputes settled within the university or by an external arbiter; and reports of the state of industrial relations within the university.

The activity of restoring injured persons to the fullest physical, psychological, social, vocational, and economic usefulness of which they are capable; consistent with pre-injury status.

The process of administering leave for which staff are eligible. Includes unauthorised leave taken by staff.

The activities and actions associated with the handling of misconduct. Includes investigations, charges, formal inquiries, punishment and appeals. Includes both proven and unproven instances of misconduct.

The activity of identifying, appraising and developing corporate and staff work performance so that the University's goals and objectives are achieved. Includes benefiting employees through recognition, performance feedback, catering for work needs and offering career guidance. See also: HUMAN RESOURCES - INDUSTRIAL RELATIONS, HUMAN RESOURCES  REMUNERATION. Variants: Academic Promotion, Increments, Probation

The activity of relating performance-based tasks to specific job codes and positions, and classifying and developing appropriate generic or specific position descriptions. Variants: Job Classification and Design

The activity of recruiting which includes applying for approval to fill vacancies, the advertising of vacant positions, and the handling of applications, selection and appointment. Variants: Appointments (Staff), Awards (Industrial), International Appointments, Volunteers

The activity of paying, rewarding, or compensating individuals for their services. Includes salaries, bonuses, allowances, and superannuation. See also: HUMAN RESOURCES  PERFORMANCE MANAGEMENT. Variants: Bonuses, Increments, Paid Outside Work, Salaries

The activity of encouraging staff to develop their skills and abilities (through activities, programs and events), to maximise their potential and increase their productivity. Includes identifying needs, developing and providing appropriate training and programs (internal and external). Variants: Conferences, Leadership Retreats, Training

The activity of managing and maintaining a range of staff related documentation on a file relating to an individual employed by the university

The activities involved in arranging a journey or trip - includes preparing travel itineraries, authorisations, entitlements etc. For allowances paid to staff for travel purposes, use HUMAN RESOURCES - ALLOWANCES. For financial records, use FINANCIAL MANAGEMENT - ACCOUNTING.

The activity of managing volunteers and students undertaking work experience placements at the University.

The function of managing the University's information resources including maintenance and provision of access to, and authorised disposal of, library, records and archival material. Includes management of the university's intellectual property and publications. For the provision of computer hardware, use EQUIPMENT AND STORES. For management of university systems and software, use TECHNOLOGY AND APPLICATIONS. See also: COLLECTIONS MANAGEMENT. Variants: Archives, Information Technology, Library Management, Records Management, Technology (Systems)

The activity of authorising, providing, and monitoring access to, the university's information resources, including dealing with Freedom of Information requests.

The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance. Variants: Operational assessments, Quality assurance

The activities associated with creating, maintaining and evaluating control mechanisms. Variants: Catalogues, Disposal

The activity of managing and responding to requests for information filed under the Freedom of Information Act 1982 (Vic).

The activities involved in managing the University's intellectual property (IP), both published and unpublished, and the use of material held by the University in which another party owns the intellectual property. Includes copyright, design, patents and trademarks, royalties and matters of confidentiality such as trade secrets that are not available to the public under FOI legislation.

Information, documents and records involved in ensuring the University meets its obligations under the Privacy and Data Protection Act. This includes requests made in relation to access to or correction of personal information held by the University.

The activity of having works, irrespective of format, issued for sale or general distribution. Includes drafting, production and supply of publications by the University. Also includes publications and leaflets, which aim to promote the services and public image of the university. For the acquisition and management of publications, use INFORMATION MANAGEMENT- CONTROL. For the publication of research outcomes to funding bodies and others, use RESEARCH - RESEARCH PROJECT OUTPUT MANAGEMENT. Variants: Distribution, ePress, Printing

The activities associated with measures taken to protect information from accidental or intentional damage or from unauthorised access. For records associated with security for information technology systems, use TECHNOLOGY & TELECOMMUNICATIONS  SECURITY.

The function of providing legal advice and other legal services to the University.

The activities associated with the offering of opinions to the University as to an action or judgement. Includes the process of advising.

The processes associated with the establishment, maintenance, review and negotiation of agreements and contracts. For records relating to tendering, use CONTRACTING OUT  Tendering.

The activities of providing compensation to personnel and visitors for damage to property where such damage is claimed as the Universitys responsibility. For claims relating to death or personal injury, use HEALTH & SAFETY  COMPENSATION.

The activities involved in managing lawsuits or legal proceedings between the university and other parties in a court or other tribunal. Includes briefs for counsel, copies of documents required by or lodged with a court, consultation with outside counsel, and records documenting compliance with court instructions, e.g. subpoenas and discovery orders.

The activities associated with establishing and implementing the university's statutes and regulations. Specify by name and date of legislation.

The activities associated with the handling of disclosures about staff of the University under the Whistleblowers Protection Act 2001.

The function of managing the physical resources and infrastructure of the university. Includes construction, fit-out, installation, maintenance, repair and other associated building, grounds and equipment services.

The process of gaining ownership or use of property or other items required in the conduct of business through purchase or requisition. Includes acquiring items for the collection.

The activities involved with conserving property owned by the University.