University of Waikato Common Seal Policy

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Application

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

Purpose

2. 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

3. This policy takes account of section 273 of the Education and Training Act 2020.

Definition

4. 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

5. 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.
6. The seal is to be attached to
   1. certificates for academic qualifications and honorary awards
   2. legal document of major significance
   3. documents where other parties specifically request it.

Authorities for attaching the seal

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

   Certificates for Academic Qualifications and Honorary Awards
   The Director of Student Services

   Financial Contracts and Agreements
   The Director of Finance

   Academic Contracts and Agreements
   The Deputy Vice-Chancellor Academic

   Research Contracts and Agreements
   The Deputy Vice-Chancellor Research
   The Director, Research and Enterprise

Authorities for countersigning the seal

8. The seal has no authority unless it is countersigned by relevant authorised staff members.
9. In the case of certificates for academic qualifications and honorary awards, the seal must be countersigned by the Vice-Chancellor.
10. In all other cases the seal must be countersigned by at least two authorised staff members.
11. The staff members authorised to countersign the seal for particular purposes are:

    Financial Contracts and Agreements
    The Vice-Chancellor
    The Senior Deputy Vice-Chancellor
    The Director of Finance

    Academic Contracts and Agreements
    The Vice-Chancellor
    The Senior Deputy Vice-Chancellor
    The Deputy Vice-Chancellor Academic

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

12. The authorities for countersigning the seal are subject to the financial authorities determined under the University's Financial Authority Policy.
13. The Chancellor or 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

14. Responsibility for maintaining adequate supplies of the seal rests with the Director of Student Services.
15. Responsibility for the safe custody of the seal rests with the Secretary to Council.
16. The Secretary to Council 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.
17. 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 Secretary to Council 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

18. The Secretary to Council is responsible for monitoring compliance with this policy and reporting any breaches to Council.
19. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.

Waivers and variations

20. 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.