Risk Reporting Process

Risk Reporting

As part of the University's risk reporting process each Division/Corporate area is required to prepare a divisional risk register report on an annual basis and a risk register update form every six months. For details in respect to risk assessments and the reporting process refer to Swinburne's risk management policy and framework. The below information directs you to the appropriate risk reporting form that you may be required to complete, when the form must be submitted to Governance and Assurance, and generally, the risk reporting process.

Line Management Risk Register Update Form

Risk Record Template

Risk Coordinator Risk Register Update Form

Each Division/Corporate area has a designated Risk Coordinator who administers the below process.

By way of summary, the risk reporting process requires that the relevant area prepare a risk register update form each half year and a divisional risk register report annually to Governance and Assurance. In turn, Governance and Assurance will collate the reports and risk registers providing them to senior management for sign off. Once signed by senior management the update forms will be returned to Governance and Assurance a Swinburne risk register summary report will be created and forwarded to the Vice-Chancellor. The Vice-Chancellor will note the University's risk profile and submit report to the Audit and Risk Committee.

The table below outlines the step by step risk reporting process.

STEP 1
Action	Half yearly report forms (see below) to be completed and sent to the relevant Division/Corporate area Risk Coordinator
Responsibility	Deans (HEd) and Heads of School Division/Corporate directors for offices/departments under the Pro Vice-Chancellor *(PVC* ), Deputy Vice-Chancellor ( *DVC* ) and Vice President ( VP ) areas.
Forms	Line Management Risk Register Update Form Risk Record Template
Deadline	First report period: 1 October - 31 March Due No later than 21 April	Second report period: 1 April - 30 September Due no later than 21 October
STEP 2
Action	Reports to be collated according to relevant area (i.e. 6 reports from the various Deans) and sent to Governance and Assurance together with the relevant Risk Coordinator's Risk Register Update Form. (NOTE: The Divisional Risk Register and Summary is due anually at the second report period for the year.)
Forms	Risk Coordinator Risk Register Update Form
Responsibility	Relevant Division/Corporate area Risk Coordinator
STEP 3
Action	Upon receipt of the Risk Cordinator Risk Register Update form and reports from Directors/Executive Directors/Deans/Heads of School etc a memo will be forwarded to all Pro Vice-Chancellor *(PVC 's), Deputy Vice-Chancellor ( DVC's* ) and Vice President ( VP ) noting relevant Division/Corporate area risk profile and including a signed Risk Coordinator Risk Register Update form and any relevant risk record templates.
Forms	Senior Management Risk Register Update Form
Responsibility	PVC (International & Development) DVC (Research, HED and TAFE) VP (Student and Corporate Services) Risk Coordinator in conjunction with Governance and Assurance administer the process
Deadline	Upon receipt of the Divisional risk register report from Governance and Assurance, Senior Management must complete and attach relevant risk records to their signed risk register update form and send to Governance and Assurance within 30 business days.
STEP 4
Action	A Swinburne Risk Register summary report is created and forwarded to the Vice-Chancellor for noting
Responsibility	Governance and Assurance
STEP 5
Action	Reports submitted to Audit and Risk Committee for monitoring and assessment.
Responsibility	Vice-Chancellor

Practical example of the above: Higher Ed

Each Dean will contribute to the Hed Divisional Risk Register and is responsible for advising the Hed Risk Coordinator of risks within their area.
The Dean will sign the Line Management Risk Register Update Form (which may attach a risk record if applicable, depending on whether there have been any new risks identified for the reporting period.)
The Dean will send their risk register update form to the relevant Hed Risk Coordinator, where the reports of all 6 faculties in HED (including Sarawak) will be reviewed and collated.
Once all Hed forms received the Hed Risk Coordinator will complete the Risk Coordinator risk register update form and return it with any applicable risk records to Governance and Assurance. (NOTE: The Hed Division Risk Register and summary will be sent to Governance and Assurance annually at the second report period.)
A memo noting the Hed Risk profile together with the signed Hed Risk Coordinators risk register update form will be sent to the DVC (Academic) for their completion of the Senior Management Risk Register Update Form
Once all PVC, DVC and VP signed risk register update forms are returned to Governance and Assurance a Swinburne Risk register summary report will be submitted to the Vice-Chancellor. The Vice-Chancellor will review these reports and action and monitor as appropriate.
Vice-Chancellor will note and submit to the Audit and Risk Committee.

The above steps will likewise apply to the Heads of School for TAFE and all Divisions/Corporate areas under DVC, PVC and VP areas.

For all enquiries regarding the above process contact Miranda Addison, University Risk and Compliance Officer, Governance and Assurance.