Procedure overview
1 Purpose
To outline the circumstances and process whereby Special payments may be made to staff employed in Senior Positions of the University.
2 Scope
This procedure applies to all Senior Positions of the University.
3 Procedure Overview
This procedure describes the circumstances in which, and the process for, the University to make Special payments to individuals employed in Senior Positions.
4 Procedures
4.1 Definition of Special Payments
Special payments, also referred to as ex-gratia payments, are discretionary payments not legally mandated by contract or any other obligation.
4.2 Circumstances for Special Payments
Special payments may be considered in situations such as employment termination involving health and safety risks, redundancies, resignations due to personal circumstances, reputational concerns, resolution of litigation, or when standard performance or disciplinary processes are deemed inappropriate. The Vice-Chancellor and President, in consultation with the Chief People Officer, is responsible for determining the appropriateness of a special payment under these circumstances for all Senior Positions excluding the Vice-Chancellor and President.
Council is responsible for determining the appropriateness of a special payment for the Vice-Chancellor and President.
4.3 Determining Payment Amounts
The assessment of payment amounts is conducted on a case-by-case basis, considering commercial norms, contractual notice periods, Employee tenure and seniority, the particulars surrounding the cessation of employment, potential risks to the organisation, health and safety liabilities, and possible legal claims. All determinations must adhere to public sector ethical standards.
4.4 Approval and Documentation
Council is authorised to approve special payments for the Vice-Chancellor and President. The Vice-Chancellor and President is authorised to approve special payments for all other Senior Positions. Such payments must be properly documented, generally through a deed of separation where applicable. Comprehensive records of Decisions, approvals, and the rationale for payments will be maintained for accountability.
4.5 Delegations
| Position | Delegation |
| Council |
|
| Category 1 Delegate |
|
5 References
Nil.
6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the table below.
7 Procedure Information
| Accountable Officer | Chief People Officer |
| Responsible Officer | Chief People Officer |
| Policy Type | University Procedure |
| Policy Suite | |
| Subordinate Schedules | |
| Approved Date | 3/6/2026 |
| Effective Date | 3/6/2026 |
| Review Date | 3/6/2031 |
| Relevant Legislation | |
| Policy Exceptions | |
| Related Policies | |
| Related Procedures | |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
| Council means the governing body, the University of Southern Queensland Council....moreCouncil means the governing body, the University of Southern Queensland Council. A determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University....moreA determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University. Delegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy....moreDelegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy. A formal authority or power granted to Council members, Employees and Council committees to make Decisions on behalf of the University....moreA formal authority or power granted to Council members, Employees and Council committees to make Decisions on behalf of the University. A person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University. University of Southern Queensland Enterprise Agreement 2023-2026....moreUniversity of Southern Queensland Enterprise Agreement 2023-2026. The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. The person bearing the title of Vice-Chancellor and President, or as otherwise defined in the University of Southern Queensland Act 1998 , including a person acting in that position....moreThe person bearing the title of Vice-Chancellor and President, or as otherwise defined in the University of Southern Queensland Act 1998 , including a person acting in that position. | |
| Definitions that relate to this procedure only | |
| Senior Positions Means a position that is not classified at Academic Level A to E, or Professional Level 1 to 10 as set out in Schedules A and C of the Enterprise Agreement, respectively. | |
| Keywords | Senior, appointment, senior executive |
| Record No | 26/532PL |