1. The purpose of our procedure
This procedure explains how Adelaide University staff obtain legal assistance and how external legal providers are engaged.
Please read this procedure in conjunction with our Legal Services Policy.
2. Who our procedure applies to
2.1 Inclusions
This procedure applies to:
- Adelaide University activities in Australia or overseas
- directors and officers of controlled entities under applicable deeds of indemnity
- academic and professional staff
- honorary titleholders
- contractors.
2.2 Exclusions
This procedure does not apply to:
- legal services provided by or through the legal clinics operated by or with the support of Adelaide University’s School of Law
- the engagement of independent legal advisors where:
- advice is provided by a legal provider to and for the benefit of an individual staff member or a member of the governing body, and
- Adelaide University is not the client or beneficiary of the advice.
- In both cases, the engagement must be authorised under an existing delegation, in accordance with the Delegation Policy.
3. Our Legal Services Procedure
3.1 Designation of categories of legal services
The General Counsel identifies and updates the categories of legal services for which approved and alternate providers may be appointed to support Adelaide University. This occurs annually or as required. See Schedule 1 – Categories of legal services.
Any staff member may formally or informally request the General Counsel to add, remove or amend these categories.
3.2 Requesting legal assistance
To request legal assistance, staff must email Services Hub. Include a summary of the matter and any relevant attachments.
The [Office of the General Counsel (OGC)] reviews and triages requests within two business days to determine whether the matter:
- can be handled in-house
- requires external support
- needs more information.
If external legal assistance is recommended, the requester must complete and submit a Request to Engage Form. See Schedule 2 – Request to Engage Form.
The [OGC] assesses requests based on:
- Adelaide University’s interests
- available funding
- whether the work can be done in-house
- whether external engagement is appropriate.
Once a request for external legal assistance is approved, the relevant business partner must raise a purchase order and confirm the funding source. No instructions may be issued to external counsel until this step is complete, unless written approval for urgent engagement is provided by the [OGC].
The [OGC] issues the instructions letter to the provider. The relevant business partner and internal client manage day-to-day communication.
3.3 Responsibility for payment of external legal fees
The internal client must:
- confirm the funding source for external legal fees
- follow Adelaide University financial procedures, including raising purchase orders
- review and approve invoices
- arrange payment.
A written exemption from these steps may be granted by an authorised delegate.
3.4 Appointment of approved providers
The [OGC] establishes and manages a panel of external legal firm providers.
After initial appointment, the [OGC] advises each approved provider of Adelaide University’s legal service requirements. It also monitors performance to ensure approved providers continue to meet Adelaide University’s needs.
4. Who holds a responsibility within this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
4.1 General Counsel is required to:
- approve appointment, continuation or removal of status as an approved provider, subject to any applicable insurance policy that grants an underwriter the right to appoint legal providers for investigations or representation under an indemnity
- designate alternate providers
- approve the appointment, continuation, or removal of status as an alternate provider
- review requests to engage an approved provider, submitted by relevant business partners, and notify them of approval or refusal.
4.2 The Deputy Vice Chancellor - Corporate is required to:
- consider and approve, in designated circumstances, the provision of legal services to Adelaide University’s controlled entities by the [OGC].
4.3 The relevant business partner and internal client are required to:
- allocate financial liability for external legal fees before services commence
- identify and confirm the funding source for payment of professional fees.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Alternate provider means a legal services provider not designated by the [Office of the General Council (OGC)] as an approved provider but approved by the [Office of the General Council (OGC)] to provide legal services to Adelaide University, or to an entity of which Adelaide University is a member, on a particular matter due to specific requirements (for example, funding or insurance).
Approved provider means a legal services provider designated by the [Office of the General Council (OGC)] to provide legal services to Adelaide University.
Controlled entity means a person, group of persons or body corporate over which Adelaide University has control.
Internal client means a college, school, portfolio, or functional area within Adelaide University that requires legal services, or for which relevant business partner has requested legal services.
Relevant business partner means the internal business partner supporting an internal client (for example, People and Culture, Information Technology, Finance, Estates and Facilities, International and External Engagement, Research and Innovation, Indigenous, and Corporate).
Titleholder means any person upon whom Adelaide University has conferred an honorary academic title.
7. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Legal Services Policy |
|---|---|
Policy category | Corporate |
Policy owner | Deputy Vice Chancellor - Corporate |
Procedure owner | General Counsel |
Approving authority | Co-Vice Chancellors/Vice Chancellor and President |
Responsible officer | [Title] |
Effective from | 1 January 2026 |
Review date | [3/4/5 years after date this version is approved, TBC] |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |