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AAU Handbook

Rector’s Scheme of Delegation to Deputies

Regulations for the appointment of deputies

Published: 20.12.2018 (Last revised: 05.04.2019)

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Content

1. General provisions

1.1. Managers on levels 1, 2, 3, and 4, cf. Rector’s Scheme of Delegation, may delegate authority to another manager to act on their behalf as a deputy. Deputies can act on behalf of the relevant manager if the latter is absent or otherwise prevented from acting. The role of individual managers as deputies is stipulated in the Aalborg University Statutes and reproduced in the present instructions, cf. section 2.
 

1.2. Other managers on levels 2, 3 and 4 may appoint a deputy. Deputies may only be appointed on lower management levels, cf. Rector’s Scheme of Delegation. The appointment of a deputy, including any restrictions or conditions for fulfilling this role, must be agreed in a letter of delegation[PBH1] . The appointment may be either permanent or for a limited period of time.
 

1.3. If a manager is absent and no deputy has been appointed, an immediate superior approves a commitment or decides a case. The same applies if the deputy is absent or otherwise prevented from acting. In the event of conflicts of interests, according to the Danish Public Administration Act, decisions must be made by the immediate superior.
 

1.4. Managerial authority granted by law or the Scheme of Delegation may be exercised by the person who is appointed as that manager’s deputy. However, this applies only when the deputy is acting in the deputy role, i.e. when the manager is absent or otherwise prevented from acting. When acting as a deputy, designated managers, including vice heads of departments and heads of doctoral schools, may not employ, dismiss or sanction staff. The deputy is subject to the restrictions and conditions that follow from the Rector’s Scheme of Delegation; the manager may also stipulate restrictions and conditions for the deputy role in the letter of delegation.

 

1.5. The manager who appoints a deputy is responsible for the deputy role being performed in a responsible manner. Thus, the manager is obligated to oversee the deputy and must independently intervene in decisions that are inconsistent with current legislation or the university's internal rules, including the Scheme of Delegation, statutes, etc.

 

2. Statutory deputies


Rector > pro-rector

2.1. The pro-rector may act as the rector’s deputy if the rector is absent or otherwise prevented from acting.
 

2.2. Any restrictions or conditions on the pro-rector acting as the rector’s deputy may be agreed in the letter of delegation.
 

Rector > university director

2.3. The university director may act as the rector’s deputy if the rector as well as the pro-rector are absent or otherwise prevented from acting.
 

2.4. Any restrictions or conditions on the university director acting as the rector’s deputy may be agreed in the letter of delegation.
 

Dean > pro-dean

2.5. The pro-dean may act as the dean’s deputy if the dean is absent or otherwise prevented from acting.
 

2.6. When several pro-deans have been appointed at the same faculty, an agreement must be made between the dean and pro-deans as to who should act as the dean’s deputy.
 

2.7 Any restrictions or conditions on the pro-dean acting as the dean’s deputy may be agreed in a letter of delegation signed by the dean and the pro-dean.
 

Head of department > vice head of department

2.8 The vice head of department may act as the head of department’s deputy if the head of department is absent or otherwise prevented from acting. However, when acting as deputy, the vice head of department may not employ, dismiss or sanction staff.
 

2.9 When several vice heads of department have been appointed in the same department, an agreement must be made between the head of department and vice heads of department as to who should act as deputy for the head of department.
 

2.10 Any restrictions or conditions on the vice head of department acting as deputy for the head of department may be agreed in letter of delegation signed by the head of department and the vice head of department.

Origin, background and history

The Rector's Scheme of Delegation to Deputies was prepared by the Rector’s Office and approved by the Executive Management, 19 December 2018.

Purpose and delimitation

This scheme is specified in accordance with the Aalborg University Statutes and supports the Rector’s Scheme of Delegation.

The Rector’s Scheme of Delegation to Deputies stipulates the regulations for appointing deputies for the university’s managers.

Overall framework

The Rector’s Scheme of Delegation to Deputies is specified in accordance with the Aalborg University Statutes and supports the Rector’s Scheme of Delegation. The Rector’s Scheme of Delegation for Deputies was translated from Danish; in the event of any discrepancies, the Danish version will prevail.

Contact and responsibility

If you have any questions on how to interpret and understand this scheme, please contact Bettina Thomsen, Rector's Office by telephone or send an email to rektorsekretariatet@adm.aau.dk.

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