Functions and Activities
Below are definitions for the Functions and Activities used in the Monash University Retention and Disposal Authority.
Functions - the broadest unit of business performed within the University
Activities - major tasks or areas of service undertaken with the each function
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The function of providing support services, such as childcare, accommodation and counselling, to the community of Monash University. Includes matters relating to both staff and students.
Activities
Accommodation
The activities involved in assisting staff and students to find residential accommodation. Includes provision of accommodation services and management of students within student accommodation.
For the provision of physical space for staff, faculties and teaching, use FACILITIES & INFRASTRUCTURE - SPACE ALLOCATION.
For the construction, fit-out and maintenance of office and teaching facilities, use FACILITIES & INFRASTRUCTURE.
Childcare
The activity of providing child care services. Includes matters relating to the enrolment, care and management of clients, and child care facilities such as kindergartens, creches, and vacation care.
Counselling & Health Services
The activity of giving guidance and advice to students and staff in relation to career, personal, financial and health matters. Includes provision of counselling programs or activities and arrangement of student loans.
For staff grievances and other work related issues, use HUMAN RESOURCES.
Functions & Events
The activity of arranging events for the purpose of promoting the activities, services and projects of the university.
For orientation and transition activities, and the arrangement of graduation ceremonies, use CAMPUS SUPPORT SERVICES - Functions & Events
For conferences and seminars, use EXTERNAL RELATIONS - Functions & Event
Sport & Recreation
The processes associated with the provision of a wide range of sports across all campuses. Includes sporting clubs, social sport, inter-university sport and sports coaching.
For study tours, use STUDENT ADMINISTRATION - Exchange Programs & Study Tours
Student & Staff Associations
The activity of providing sporting, cultural and other social groups for students and staff.
Study Support
The activities associated with the provision of language and academic skills support. Includes teaching students study skills, how to write assignments, and the provision of resources to assist with their studies.
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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.
For library, records and archives collections, use INFORMATION MANAGEMENT.
Activities
Audience Engagement
The development and management of educational programs; and the promotion of exhibitions and related services and resources aimed at engaging audiences to increase understanding and interpretation of the collection.
Collection Development & Management
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.
Exhibition Management
The activity of providing a program of exhibitions. Includes travelling exhibitions, competitions and exhibitions assembled from the permanent collection or from borrowed works.
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The function of managing the commercial activities of the university including establishment and operation of Monash companies, licences and agreements. Includes commercialisation of Monash products, services and results of research.
For marketing of Monash services and products, use EXTERNAL RELATIONS - MARKETING.
Activities
Business Development
The activity of investigating and developing commercial opportunities for the university's products.
Consultancy Services
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
Establishment
The activity of planning, establishing and implementing university faculties, departments and other entities. Includes restructuring and company registration. Also includes reviews.
For university faculties and departments, use GOVERNANCE - Establishment
For commercial and collaborative ventures, use COMMERCIAL OPERATIONS - Establishment
For staffing matters, use HUMAN RESOURCES.
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The function of managing the university's relationship with the community, government, and industry groups. Includes promoting the university to the general 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 AND STRUCTURE.
Activities
Alumni Services
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 Monash Alumni Association Inc., etc.For Alumni awards use EXTERNAL RELATIONS - Recognition
External Funding & Gifts
The activity of receiving funds and gifts for any university purpose from external sources such as individuals, firms, corporations, government bodies, or foundations.
For management of research grants, use RESEARCH - RESEARCH MANAGEMENT
Functions & Events
The activity of arranging events for the purpose of promoting the activities, services and projects of the university.
For orientation and transition activities, and the arrangement of graduation ceremonies, use CAMPUS SUPPORT SERVICES - Functions & Events
Marketing
The activity of making university clients and potential clients aware of the university's products through promotional activities. Includes liaison with the media and maintaining the university's brand.
Presentations
The activity of giving presentations for professional and public relations purposes.
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
Recognition
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.
For prizes presented to current students see STUDENT ADMINISTRATION - SCHOLARSHIPS & PRIZES
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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.
For the payment of rates, use FINANCIAL MANAGEMENT.
For services related to publishing, use INFORMATION MANAGEMENT - PUBLICATION.
For the administrative structure and organisation of the university, use GOVERNANCE - ESTABLISHMENT
For residential accommodation arrangements and assistance, use CAMPUS SUPPORT SERVICES - ACCOMMODATION.
Activities
Construction & Refurbishment
The processes involved in building or improving premises, grounds and roads.
For the maintenance of premises, use PROPERTY MANAGEMENT
Equipment & Supplies
The activity of acquiring, distributing, installing and maintaining furniture and fittings, and items of equipment and consumables. Includes computer hardware.
For the management of computer software, use TECHNOLOGY & TELECOMMUNICATIONS - Software
Fleet Management
The activity of acquiring, providing, use, maintaining and selling vehicles used by the university.
For insurance, use FINANCIAL MANAGEMENT - Insurance
Property Management
The activity of acquiring, maintaining, leasing and selling premises and roads, for use by the university.
For the construction and refurbishment of property, use FACILITIES & INFRASTRUCTURE - Construction & Refurbishment
Security
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
Space Allocation
The activities involved in arranging and providing physical space and associated facilities for meeting, learning, teaching, research, and administrative needs.
For the provision of student and short term housing, use CAMPUS SUPPORT SERVICES - Accommodation
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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 CAMPUS SUPPORT SERVICES - COUNSELLING & HEALTH SERVICES.
Activities
Accounting
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.
Auditing
The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance.
Authorisation
The process of delegating power to authorise a financial activity.
Budgeting
The activity of planning the use of expected income and expenditure over a specified period.
External Funding & Gifts
The activity of receiving funds and gifts for any university purpose from external sources such as individuals, firms, corporations, government bodies, or foundations.
For management of research grants, use RESEARCH - RESEARCH MANAGEMENT
Financial Reporting
The activities associated with the provision of formal responses on the financial position of the university. They can be in response to requests that are either internal, external or as a requirement of university policies. This activity descriptor should only be used for formal reporting against budgets.
For the day to day reporting of financial activities - use FINANCIAL MANAGEMENT - ACCOUNTING
Insurance
The activity of taking out premiums to cover loss or damage to property or injury to staff, students or visitors.
Taxation
The activity of preparing and lodging university tax returns and business activity statements. Includes income, payroll, fringe benefits (FBT) and goods and services (GST) taxation.
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The function of establishing and managing the structure and strategic policies and directions of the university and its components.
For the establishment and management of commercial entities, use COMMERCIAL OPERATIONS.
Activities
Auditing
The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance.
Establishment
The activity of planning, establishing and implementing university faculties, departments and other entities. Includes restructuring and company registration. Also includes reviews.
For university faculties and departments, use GOVERNANCE - Establishment
For commercial and collaborative ventures, use COMMERCIAL OPERATIONS - Establishment
For staffing matters, use HUMAN RESOURCES.
Inquiries (formal)
The activity associated with liaising with bodies carrying out formal inquiries and participating in them; eg. Royal Commissions, Parliamentary and Ombudsman's inquiries. Includes the provision of evidence in the form of records, submissions or staff
Licencing
Includes licences and permits relating to compliance with regulations surrounding research activities including laboratories and animal housing, collections; and the provision of alcohol, beauty services, food services and other institutional services designed to support teaching and learning activities.
For building permits use FACILITIES & INFRASTRUCTURE
Planning & Reporting
The activity of developing strategic plans and providing a formal response to a situation or request (either internal, external, or as a requirement of university policies).
For financial reporting, use FINANCIAL MANAGEMENT - FINANCIAL REPORTING
Policy & Procedures
The activity of developing and establishing decisions, directions, precedents and standard methods of operation for the university.
Registration
Activities involved in the development , final submission and outcomes of university applications to become, or continue to be, an approved registered education or training provider, by a State or Australian regulatory authority. Includes registrations with TESQA, ASQA, VRQA and CRICOS.
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The function of implementing and coordinating statutory occupational health, safety and environmental measures throughout the university to ensure legislative compliance. Includes establishing policy and procedures, and monitoring practices.
For the management of injuries following an incident, use HUMAN RESOURCES - INJURY MANAGEMENT
Activities
Auditing
The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance.
Awareness Programs
The activity of developing, coordinating, implementing and managing programs and activities designed to improve health, safety and environmental awareness within the university.
Environment Management
Activities associated with the university's commitment to minimise its environmental impacts through the implementation of sustainable and environmental best practices and the development of innovative approaches to environmental management. Includes developing, coordinating, implementing and managing programs and activities designed to improve the university's environmental management
Incident Management
The activity of dealing with actual or potential mishaps or accidents causing injury or damage to persons or the environment. Includes incident notifications, investigations and reports, and measures to prevent accidents occurring.
Planning and Reporting
The activity of developing strategic plans and providing a formal response to a situation or request (either internal, external, or as a requirement of university policies).
For financial reporting, use FINANCIAL MANAGEMENT - FINANCIAL REPORTING
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he 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, SAFETY AND ENVIRONMENT.
For the provision of support services such as personal counselling for staff, use CAMPUS SUPPORT SERVICES - Counselling and Health Services.
Activities
Auditing
The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance.
Consultants & Contractors
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.
Employment Conditions
Activities associated with managing the general conditions of employment for staff. Includes leave, flexible working arrangements, work from home, hours of duty (voluntary reduced year), meal breaks.
Grievances, Complaints & Misconduct
The activities of receiving, handling and resolving staff or student grievances. Includes complaints over perceived discrimination, the academic environment or workplace generally, admissions or academic progress. Includes investigations, charges, formal inquiries, punishment and appeals.
For matters relating to the Grievance Committee, use GOVERNANCE - Committees & Boards
Industrial Relations
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.
Injury Management
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.
Performance Management
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.
Position Classification
The activity of relating tasks to be performed to specific job codes and positions, and classifying and developing appropriate generic or specific position descriptions.
Recruitment & Appointment
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.
For volunteers, use HUMAN RESOURCES - Employment Conditions
Remuneration
The activity of paying, rewarding, or compensating individuals for their services. Includes salaries, bonuses, allowances, and superannuation.
Staff Development
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).
Staff File
The activity of managing and maintaining a range of staff related documentation on a file relating to an individual employed by the university.
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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 FACILITIES & INFRASTRUCTURE - Equipment and Supplies.
For management of university systems and software, use TECHNOLOGY & TELECOMMUNICATONS
Activities
Access Management
The activity of authorising, providing, and monitoring access to, the university's information resources.
Auditing
The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance.
Control
The activities associated with creating, maintaining and evaluating control mechanisms.
Intellectual Property
The activities involved in managing the university's intellectual property, 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.
Publication
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 Projects Outputs Management
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The function of providing legal advice and other legal services to the university.
Activities
Advice
The activities associated with the offering of opinions to the university as to an action or judgement. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements and contracts.
Litigation
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.
University Legislation
The activities associated with establishing and implementing the university's statutes and regulations.
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The function of undertaking original academic investigations aimed at the creation of new knowledge. Includes the provision of services to support research projects and activities.
For consultancies not related to research, use COMMERCIAL OPERATIONS - Consultancy Services.
Activities
Research Administration
The administration of the university's research operations. Includes registration of all research projects undertaken by the university as well as the management of specific research projects.
See GOVERNANCE - AUDITING for internal or external audits of research activities.
Research Data Management
The activities associated with the creation and management of data and materials, in any format, created as part of the research process. Includes data created or collected by both staff and students of the university. Research data and materials include, but are not limited to: questionnaires, recordings, specimen samples, biological material, test results, transcripts, laboratory notes and notebooks, field notes, digital collections or datasets, or other primary or secondary data and materials.
Research Project Outputs Management
Management of outputs from research undertaken by the university. Research outputs include, but are not limited to: publications; conference papers or proceedings; audiovisual material, computer software; design work; and creative works and exhibitions.
For outputs submitted by students, including Masters and Doctorate theses, use TEACHING.
For records relating to the commercialisation of research, use COMMERCIAL OPERATIONS
Research Specimen & Animal Management
The activities associated with managing human, animal and plant specimens and live animals held by the university for research and teaching purposes. Includes records associated with acquiring, monitoring, use and disposal of specimens and animals, and tracking of consent obtained to use the sample.
See GOVERNANCE & STRUCTURE - LICENCING for records related to the licensing of the university as a premises for undertaking scientific procedures or breeding animals.
For records of ethics and biosafety committees, use GOVERNANCE & STRUCTURE - COMMITTEES & BOARDS
For maintenance of facilities and laboratories, use FACILITIES & INFRASTRUCTURE - PROPERTY MANAGEMENT
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The function of managing all students, including international students. Includes administering admissions, and academic progress, and handling student grievances.
For student counselling services, use CAMPUS SUPPORT SERVICES - Counselling & Health Services
For the provision of student housing, use CAMPUS SUPPORT SERVICES - ACCOMMODATION
Activities
Admissions, Enrolments & Progression
The activity of selecting, admitting and managing the initial and continuing enrolment and progression of students for courses at the university. Includes academic progression and monitoring the overall academic performance against academic standards. Includes undergraduate and postgraduate.
For the ongoing assessment process, use TEACHING - ASSESSMENT
For student grievances and appeals, use STUDENT ADMINISTRATION - GRIEVANCES, COMPLAINTS & MISCONDUCT
Completions & Graduations
The conferring of degrees or qualifications on students. Includes activities undertaken to process applications to graduate, including notifying students of their eligibility, as well as the finalised summaries of graduates. Includes activities to provide academic award verifications, statements of completion, AHEG statements, replacement testamurs and academic transcripts.
Exchange Programs & Study Tours
The application, selection and management of students participating in an exchange program where credit is given for the overseas study undertaken; and participation in study tours organised by the university. Includes formal exchange programs between institutions and individually negotiated study abroad programs. Includes students of the university who study elsewhere (outbound) and students from other institutions who come to study at Monash.
Grievances, Complaints & Misconduct
The activities of receiving, handling and resolving staff or student grievances. Includes complaints over perceived discrimination, the academic environment or workplace generally, admissions or academic progress. Includes investigations, charges, fromal inquiries, punishment and appeals.
For matters relating to the Grievance Committee, use GOVERNANCE - Committees & Boards
Scholarships & Prizes
The activity of establishing, managing and bestowing recognition for academic or service achievements by students. Includes awards, prizes, scholarships and medals conferred as honour or distinction.
For the process of conferring graduation awards, use STUDENT ADMINISTRATION - COMPLETIONS & GRADUATIONS
For scholarships and prizes for staff, use HUMAN RESOURCES - STAFF DEVELOPMENT.
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The function of imparting knowledge, giving instruction and facilitating learning. Includes research and development of educational methods, teaching materials and study notes.
Activities
Assessment
The activity of developing, conducting, and coordinating assessment of the university's students. Includes examinations, reports and mid terms reviews of research students, and records of results.
Course Delivery
The activity of delivering a program of study through lectures, tutorials, and the provision of course materials.
Course Development & Review
The activity of designing and developing new courses to respond to changing requirements, performance issues or wider trends. Includes identifying needs for new courses; developing new courses; reviewing and redesigning existing courses.
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The function of developing or acquiring, testing and implementing applications, systems and databases to support the business needs of the university, and to capture, store, retrieve, transfer, communicate and disseminate information through automated systems.
Includes the evaluation of software and hardware and the acquisition, leasing, licensing and disposal of systems. Also includes ommunication network systems such as video conferencing, voice mail and email and technical aspects of the Internet, Intranets and websites.
For the provision of computer hardware, use FACILITIES & INFRASTRUCTURE - Equipment & Supplies
Activities
Control
The activities associated with creating, maintaining and evaluating control mechanisms.
Security
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
Software
The activity of acquiring and maintaining computer related software.
Systems Development & Management
The activity associated with building, prototyping, testing and maintaining databases. Includes the development and management of rules (eg. access hierarchy) and monitoring usage.
For management of data, use INFORMATION MANAGEMENT - CONTROL