Statement and Purpose

Table of Contents

Because identity and authorization are a critical part of the checks and balances established by SPU's founding documents, the Board of Trustees, President's Cabinet and departments, delegating one's authority to another must be done judiciously and only as needed. There are times though (e.g.: when an employee is on leave) when it is appropriate to delegate certain approvals and tasks to others to perform.

By delegating authority within the Workday platform at Seattle Pacific University (“SPU”), the “Delegator” and "Delegate" acknowledge and agree to comply with the following expectations. These expectations are designed to promote compliance with all applicable laws and institutional policies, and to safeguard the interests of both individuals and SPU.

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Entities Affected By This Policy

All University employees and any other Workday users.

Delegator Acknowledgment

1. Scope of Delegation

   1. By assigning a Delegate (“Delegate”) via Workday, you confer upon them the authority to act on your behalf with respect to certain tasks within Workday.

2. Retention of Responsibility

   1. While delegating authority allows others to act on your behalf, you remain responsible for oversight within your area of control. Only those defined by institutional policy and Workday settings, may be selected as Delegates, unless approved by VP or President. As a delegator, you are accountable for supervising delegated tasks as much as your role allows (e.g.: auditing tasks completed by your delegates on your behalf).

3. Capability of Delegate

   1. By assigning a Delegate, you affirm that, to the best of your knowledge, the Delegate can perform the designated tasks.

4. Adherence to Laws and Policies

   1. You will use your best efforts to comply with all applicable laws and SPU policies in connection with your use and delegation of authority under Workday

5. Confidentiality and Data Protection

   1. You will use your best efforts to ensure that any confidential or protected information accessed or handled by you, or your Delegate, remains secure and is treated with care and in accordance with SPU’s data security policies and applicable laws. This serves as a reminder of our shared responsibility to protect sensitive data within the university.

6. Revocation of Delegation

   1. You can revoke delegated authority at any time via Workday, and you should do so immediately if your Delegate misuses the delegated authority or cannot be relied upon to perform the delegated task.

7. Liability

   1. SPU may hold you liable if your willful misuse of Workday or disregard of these expectations incurs financial liability for SPU.

8. Updates

   1. SPU may update these expectations at any time, and you agree to follow the updated expectations in any continued use of Workday or delegation of authority by you.

Delegate Acknowledgment

1. Scope of Delegation

   1. You acknowledge and accept the authority conferred to you by the Delegator to carry out specific tasks on their behalf in Workday.

2. Capability of Delegate

   1. By accepting the delegated authority, you affirm that you believe you are appropriately trained to fulfill the designated tasks, and you will complete the tasks in good faith and with due diligence.

3. Adherence to Laws and Policies

   1. You will use your best efforts to comply with all applicable laws and SPU policies in connection with your use of Workday and your exercise of delegated authority.

4. Confidentiality and Data Protection

   1. You will use your best efforts to ensure that any confidential or protected information accessed or handled by you remains secure and is treated with care and in accordance with SPU’s data security policies and applicable laws. This serves as a reminder of our shared responsibility to protect sensitive data within the university.

5. Limitation of Authority

   1. You will act solely within the scope of the authority granted to you by the Delegator and will not represent yourself as having greater authority than has been conferred.

6. Revocation of Delegation

   1. The delegated authority may be revoked at any time by the Delegator or by SPU, with or without advance notice. You will cease all delegated activities upon revocation of delegated authority.

7. Liability

   1. SPU may hold you liable if your willful misuse of Workday or disregard of these expectations incurs financial liability for SPU.

8. Updates

   1. SPU may update these expectations at any time, and you agree to follow the updated expectations in any continued use of Workday or exercise of delegated authority by you.

Set & Manage Delegations

In order to set up one or more delegates in Workday, or to make changes to existing delegates, follow the steps below.

1. Login to Workday

2. Click the "My Tasks" icon (looks like an inbox) in the top-right.

3. Click the "My Delegations" icon (looks like a person with a plus) at the bottom of the left sidebar.

4. Click "Manage Delegations" button.

5. Review the policy repeated there, then fill out the Requested Delegate details for one or more delegates.

6. For all Delegates it is important that you check the “Retain Access to Delegated Tasks in My Tasks” box.

   1. In line with this policy’s “Retention of Responsibility”, delegators are expected to review the tasks completed by their delegates.

7. Once all changes to Delegates have been made. Click Submit.

Your Manager will need to review your delegation request to ensure the user, time period, and scope of delegation are appropriate prior to approval.

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