Welcome to Student Administration and Academic Administration THE UNIVERSITY OF QUEENSLAND Welcome to Student Administration and Academic Administration Helen Morahan Philip Taylor 1 April 2009

Objectives Complement UQ and local induction programs Promote understanding of our roles and functions Improve understanding of who to contact with an enquiry/issue

Overview Organisational context Key areas, roles and contacts UQ framework and other resources Key dates Keeping informed

Organisational context Linda Bird Academic Registrar Maureen Bowen Karen Wheeler Director, Director, Student Administration Academic Administration Helen Morahan Philip Taylor Senior Manager, Senior Manager, Student Administration Academic Administration

Senior Managers Broad direction to area managers Business process reviews Risk management Develop initiatives Quality assurance

Senior Managers (cont’d) Provide advice on UQ Rules & policy Implement policy directives Committee support & representation

Student Administration

Admissions Manager – Mina Singh Administer UQ’s Admission Rules for undergraduate QTAC applications Manage domestic undergraduate admissions and domestic postgraduate enquiries Request info for publication Distribute application/offer statistics Advice and consultation

Examinations Manager – Teresa Charlton Provide central services and support for conduct of examinations across all campuses Manage exam timetable Provide consultation and advice

Graduations Manage administrative aspects of graduations Acting Graduations Officer – Mark Campbell Manage administrative aspects of graduations Manage process for Faculty and School staff to confirm eligibility to graduate Manage staff access to Graduation System Provide staff training

SI-net Functional Group Manager – Andrew Jell Provide user support/training Implement additional system functionality Maintain existing functionality Schedule and run processes e.g. QTAC upload, mass term activation Configure system data, e.g. security

Student Centre Manager – Kenneth Aberdeen “One stop shop” – all student enquiries Face to face and phone contact Student payments (max $50 cash) Produce academic records Issue ID cards – Gatton and Ipswich Coordinate Orientation Week

Student Fees Manager – Narelle Larney Administer HECS-HELP and FEE-Help schemes Provide specialist advice about fees Provide fee information for publications & systems Manage fee enquiries Process student fee remission and refunds Manage student fee payment variations Produce manual student fees invoices as required under the Higher Education Support Act 2003

Academic Administration

Academic Facilities Manager – Anthony Zgrajewski Timetabling/room bookings Refurbishment central teaching spaces UQ CENTRA Teaching & Learning Space Committee Secretary Discipline Board BWC room bookings

Program Information Coordinator –Peter Brady Program approval Handbooks (print and web versions) Yearbook UQ Prospectuses Australian Graduate Survey

Records and Archives Management Services Manager – Ann Robinson Recordkeeping advice across UQ Archives Student files, Staff files Administrative files (Finance, Legal, Committees) Disposal of records (Legislative compliance) HUPP

Secretariat Services Coordinator – Rebecca (Bec) MacBean Secretarial support for Academic Board and Senate Committees Teaching Awards School & Centre reviews Elections: Senate, Academic Board, others Copying and Office Services

Points of contact General enquiries Escalating issues Faculty contacts Delegation statements

UQ Framework - Rules General Award Rules Admission Rules Enrolment and Academic Progression Rules Fee Rules Statute 4 General Award Rules – provisions for ug, PGCW and PGRS awards, limitations on enrolment, credit and assessment The University also makes University Rules under a University Statute to provide policy in a range of issues e.g.. GARs, Fee Rules rules may also be accompanied by procedures or guidelines that are developed to ensure consistency of application.   

UQ Framework - Policy Handbook of University Policies and Procedures (HUPP) www.uq.edu.au/hupp Section1, University Organisation and Governance (including 1.60.2 Privacy Management Policy) Section 3, Teaching and Learning Section 4, Research and Postgraduate Studies A University Policy establishes key principles and values that have University-wide and long-term application. Formal University Policy is approved by Senate.

Other Resources Programs and Courses website mySI-net www.sinet.uq.edu.au myAdvisor – authoritative source www.uq.edu.au/myadvisor/ MIS Reportal P&C: authoritative source of program and course information mySI-net – view students’ enrolment and financial details, view course and timetable info, class lists, student activity logs myAdvisor provides important procedural information for staff and students about matters such as program changes, forms online, assessment, financial matters, graduation Enrolment Guide: intro to online resources you will use to enrol at UQ MIS Reportal –provides access to range of reports detailing statistical and operational information about UQ. Includes reports located in four Portals. Some reports held in Faculty portal can be used for data checking of enrolment patterns.

SASD Web site SASD Web site http://www.uq.edu.au/sasd Seminars SASD Newsletter Business Process Calendar

Key Dates Business process calendar Business cycles Deadlines (some legislative) Planning Key Dates focus on Semester 1. Same processes apply in Sem 2.

Keeping informed Student Administration Managers Committee (SAMC) Electronic newsletters SASD bulletin (email h.macintosh@uq.edu.au to subscribe) SASD seminar series www.uq.edu.au/sasd/index.html Debriefs Academic Board and Senate websites Other networks Goes back to point about planning

Top 5 Hints Check the framework – statutes, rules, policies, internal procedures Central records Communication channels Network Provide feedback