- What are my responsibilities as a DOA Specialist?
DOA Specialists must:
- manage delegations (adds, changes, deletes) as requested in writing by the delegators within your units;
- work with the unit to complete and respond to the annual review request from OIC;
- Investigate and correct delegations that appear on exception reports distributed by OIC;
- maintain the required documentation of DOA activity; and
- respond to other requests from OIC (e.g., producing documentation during a monitoring cycle
- How much time would it typically take to perform my DOA specialist responsibilities?
There is no one answer to this question. Dependencies include the size of your unit, the number of changes (e.g., new hires, retirements, position changes). If your unit is relatively stable, there should not be much of a time investment annually.
Annual activities include a review of all delegations within your college/campus/department. This work would often be performed with the leaders within your unit to confirm that the listed delegations are appropriate for the individuals who hold them. This is a good time to determine if there are any gaps, or if an individual no longer needs one or more delegations.
- What documentation is required and who is responsible for the retention?
All changes or edits to delegations must be in authorized and in writing prior to making the system update. The documentation would include the details around the required changes, what authority limitations (if any), scope of the authority and the name of the individual who will be impacted by this change. This authorization typically occurs via email but it could be paper documentation as well. This documentation is retained by the DOA specialist and must be available to provide to OIC upon request when OIC is monitoring compliance with the policy.
The other document that is required is the notification that was then sent to the delegatee of changes or additions to their delegations of authority. We encourage the DOA specialist to retain this information. However, the delegator may choose to retain that notification. Whomever is keeping the email or equivalent must be able to prove it to OIC upon request.
- What is OIC’s role in maintaining my department’s delegations?
OIC does not maintain your delegations but acts in an advisory and oversight capacity, with few exceptions. In the event that a unit is lacking a DOA specialist, OIC is able to make those authorized changes until such time as a new individual has been hired/designated and trained. OIC would also make changes to authorities for DOA specialists because the system prohibits a DOA specialist from modifying their own delegations.
While we do minimal maintenance on behalf of a unit, we do forward information from exception reports that applies to your area and will provide guidance, when needed, for you to correct these issues.
- Because there are so few changes or fixes to our delegations, it’s difficult to remember the steps to take these actions when a change is needed. What help is available to me?
You may always refer back to your training materials. We have also provided job aids for managing delegations as well as for handling items identified on exception reports. We recommend that this be your primary source of information. That said, we also recognize that there may be some unusual circumstances or additional questions that you might have. Feel free to send those requests to [email protected] and we will assist you.
- What if I retire or leave my position?
All DOA specialists that replace retiring/resigning specialists must be identified in writing by the senior leader in your unit. OIC will reach out to the appropriate senior leader to get this information. All new DOA specialists must also attend training. There are no exceptions. This establishes the baseline knowledge for those individuals, highlights navigation of the website, and provides an opportunity to practice the common activities for which the individual will be responsible.
Printed on: 02/29/2024. Please go to policy.umn.edu for the most current version of the document.