1. 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

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

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

4. 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

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

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

7. Student Administration

8. 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

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

10. 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

11. 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

12. 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

13. 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

14. Academic Administration

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

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

17. 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

18. 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

19. Points of contact General enquiries Escalating issues Faculty contacts
Delegation statements

20. 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.   

21. UQ Framework - Policy
Handbook of University Policies and Procedures (HUPP)
Section1, University Organisation and Governance
(including 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.

22. Other Resources Programs and Courses website mySI-net
myAdvisor – authoritative source
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.

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

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

25. Keeping informed Student Administration Managers Committee (SAMC)
Electronic newsletters
SASD bulletin ( to subscribe)
SASD seminar series
Debriefs
Academic Board and Senate websites
Other networks
Goes back to point about planning

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