FAQs

A Directory to Professional Service Staff is also on the Contacts page, and link to appropriate email addresses for a wide range of administrative tasks.

Many services are available via Service One. This is the future services platform for staff and is being expanded over time. Service One is accessible through Flinders One via Okta. For information about Service One visit the Service One webpage.

If the service you need is not available on Service One, and/or your question is not answered in the FAQ's, please use these email contacts to seek an answer:

Contract matters:	cbgl.contracts@flinders.edu.au
Finance matters:	bgl.finance@flinders.edu.au
FLO matters:	cbgl.elearning@flinders.edu.au
Marketing matters:	cbgl.marcomms@flinders.edu.au
Operational matters:	cbgl.operations@flinders.edu.au
Research matters:	cbgl.research@flinders.edu.au
Teaching and student matters:	BGLenquiries@flinders.edu.au

How do I contact the Operations Team?

Operations Team: cbgl.operations@flinders.edu.au.

The Operations team attempts to respond to all enquiries in reasonable time. If your request or query needs support from another team, we will send your enquiry to the appropriate team and advise you.

For urgent assistance call 8201 3300 or visit the Operations team location nearest to you. The College office is in the Social Sciences South building. College staff at these locations can assist with many enquiries.

I have a contract I need to progress - who do I speak with?

We have a dedicated Contract Officer in the College. You can request this service using ServiceOne.

Further information is available on the contracts management page.

I wish to find out more about the Outside Studies Program (OSP)

Please refer to the University OSP webpage for guidelines, a link to the policy, BGL applications forms and the report template.

Communication

How can I email all staff in my teaching program?

Current email distribution lists are available. Specific lists mean you can email all college staff (including those servicing a college but employed in central divisions) and academics in a given teaching program or research section.

Emails to distribution lists are moderated and approved by senior college staff before forwarding to the list. Moderation ensures that staff and student email contacts are appropriate and within reasonable volume limits.

Contact College operations at cbgl.operations@flinders.edu.au for assistance in using distribution lists or contacting a group not covered by a list.

College email distribution lists

There are errors on a webpage, who can fix this for me?

If you need support for marketing or changes to website content please submit a request using this form.

Marketing request form

Emails: I don’t think I am getting the emails appropriate to my role. Who can I contact regarding this?

Send an email to cbgl.operations@flinders.edu.au and provide a little more detail so we can investigate and remedy where possible.

I have some general/specific feedback or some information I would like to share with the Leadership Team or the broader team

The College welcomes and needs your feedback so please send to cbgl.operations@flinders.edu.au. It will be forwarded to the right person.

The College Newsletter is forwarded monthly. If you have an item for the Newsletter, send it to cbgl.newsletter@flinders.edu.au

Parking

How do I find out about parking?

For all information on parking, please go to Parking.

I am a staff member and I need a permit to park in a blue car parking space

Staff are permitted to park in blue parking spaces, if travelling between meetings, with the appropriate vpermit, for 2 or 4 hours at a time. These permits are only valid with a current Flinders parking permit. This can be done via OKTA (vpermit), or view further information.

I need parking for a visitor

Service specialists may request virtual guest permits on behalf of invited guests for hours or days at a time. The decision to provide and pay for guest and visitor parking remains at the discretion of the College.

To request virtual guest permits go to OKTA (vpermit) or view further information.

The College can also continue to reimburse guests’ receipts for parking via the parking machine or CellOPark receipts.

I need a parking permit for the University of Adelaide

A small number of red University of Adelaide permits are available for staff to park within the University of Adelaide (city east) campus on a daily basis. Please visit the College Office or send an email in advance to: cbgl.operations@flinders.edu.au.

Staff will be required to sign for and return these permits within 24 hours.

Printing

The photocopier is jammed/needs paper/toner

The University commissions RICOH to manage all printer/photocopier/scanners (multi-function devices or MFDs) across all sites. Using your swipe card or FAN and password to release a document, you can print from any device in the University. Further information is here.

RICOH valets are onsite to monitor and provide toner, staples etc. Paper is replenished by the Operations team regularly, and stored near each device. Contact cbgl.operations@flinders.edu.au if local paper stocks have run out.

For jams, please first attempt to fix the device yourself, following the instructions on the screen. If there is an un-rectifiable fault with an MFD ring 08 820 12345 and follow the prompts to alert the technician.

Individual printers in offices are being phased out. There are no peripherals (e.g. toner) available for non-RICOH machines.

Finance

I have a query about the funds in my project account, how can I check them?

Please send an email to bgl.finance@flinders.edu.au who will be able to advise you of the current balances in your account.

I am an employee and I need to arrange reimbursement

Please log an Expense Reimbursement claim via Service One .

If this link fails, seek Expense Reimbursement from Service One (Accessed via OKTA) under the General - Finance menu.

I have an invoice that needs to be paid

Email invoice to bgl.finance@flinders.edu.au along with the account number and authorisation to pay.

I have a query about my University Corporate Credit Card, who can help me?

If you can't find what you are after, you can get further assistance by emailing bgl.finance@flinders.edu.au or call 8201 5155

Corporate Credit Card

I need a University Corporate Credit Card

Your supervisor will need to approve you having a University Corporate Credit Card. Please download the form and have your supervisor approve it. There are guides that can help you on the Finance website.

Application and approval form for purchasing card

I have lost a receipt for an item I bought using my University Corporate Credit Card

You can use the Lost Docket Form in place of the missing receipt.

Lost Docket form

Stationery and procurement

I need some stationery?

Everyday stationery items are available in the following locations:

Business	LWCM 3.09
Law & Criminology	LWCM 2.39 Resource Room
Government	SSS 385
Professional Staff	SSS 261 (Black cupboard)

Requests for new items should be ordered through Service One. Service One can be accessed through Flinders One via Okta.

I want to order XYZ, how do I go about that?

This section is regarding equipment and services excluding those arising from the running of an event.

There is a procurement process for large ticket items. Purchase Orders are required for items greater than $20,000, and policies should be consulted for items of greater worth.

For smaller items, where the purchaser does not have a purchasing card, approval should first be sought from a budget-holder. With authorisation, the Operations team can assist with the purchase.

Budget holders include the Teaching Program Directors (TPDs) for teaching related goods and services, Research Leads for those that are research-related , and the Director of College Services. You may also wish to use a Consulting Fund which you manage.

Once you have expenditure authorisation, or have ensured you have funds in your account, send an email to cbgl.operations@flinders.edu.au, giving precise details

of the service/goods required
the prices
any other details that may make the process easier e.g. known supplier
date required if applicable
provide the account to be debited

NOTE: It is your responsibility to ensure you place your request with sufficient lead time to meet your requirements.

Property, facilities and development

How do I request caretakers or cleaning assistance?

Any staff member can access maintenance services, for emptying bins, fixing taps etc. by lodging a request via Service One. If you log the request, you can action immediately, keep updated on the progress and follow up as required.

Service One can be accessed through Flinders One via Okta.

I need to relocate offices or find a new office for a staff member

Contact cbgl.operations@flinders.edu.au to advise of your request.

Link to PF&D FAQ

This link to a filtered list of PF&D requests on Service One will help you find assistance with any other PF&D related task.

Keys

I have locked myself out of my room, who do I see to get into my office?

Call Security on 8201 2880 at any time to gain access.

If you do not have a phone look for a member of the Security team or call on one of the marked Security hotline phones which are at strategic locations around the campus.

I wish to arrange or change building and/or room access for a staff member or myself

A staff member can lodge a request for access via Service One. Service One can be accessed through Flinders One via Okta.

Room bookings

I need to change a teaching room booking which will impact on the student timetable

A staff member can lodge a timetable change via Service One. Service One can be accessed through Flinders One via Okta.

I need to set up a teaching space in a different configuration

The Caretakers can amend room configuration. If you need a room set up in a different configuration. Please lodge a 'Caretaking assistance' request, under Facility Services in Service One and select ‘request room reconfiguration’. Please provide 7 days' notice to allow Caretakers to schedule the change.

I need to book meeting room

Staff can book rooms for teaching, meetings and events via Resource Booker. The instructions for booking rooms can be accessed here.

The page is also linked under Workplace Support in the Staff web portal.

College Operations can assist with room bookings for restricted rooms. Please email cbgl.operations@flinders.edu.au for assistance with your room booking questions.

I need to book a hot desk for a casual professional staff member

The College of BGL has two hot desks for professional staff in Room 250. Email cbgl.operations@flinders.edu.au to book space.

I need to book a venue in the City Campus for an event

Staff can book a desk, room or event/function space using Resource Booker. More information and instructions for how to use Resource Booker can be found here.

I wish to make arrangements to work in the City Campus

Hot desks can be booked using Resource Booker. More information and instructions for how to use Resource Booker can be found here.

Teaching

How do I generate a class list?

For instructions on how to generate a class list please email BGLenquiries@flinders.edu.au.

Marketing

I need help with marketing or website

If you need support for marketing or to make changes to website content, please submit your request using the following form.

The type of support that can be requested is:

Marketing support (e.g. brochures, flyers, advice)
Website (e.g. new content, updated information).

You will need to make sure that you allow enough time. Please see the lead times for marketing requests.

Marketing request form

CBGL Events - Getting Started Flow chart

Event Planning Template

Marketing lead times

Events

I need help with events

If you need support with an event from the operation team, please complete the online form. Please allow us 2-3 business days to process your request. All resource booking requests are considered tentative until confirmed by the operations team.

Event request form

Computing

I need to order a new computer

Approval is required for new technology from the Director of College Services. To order a new computer please refer to the computer order instructions to help you navigate this process.

I want to set a new Home page for my Internet browser

The default Internet Browser usually set up for staff is Google Chrome:

In Chrome: click on the 3 vertical dots at top right
Select Settings
From the menu on the left, select On Start-up
Select Open a specific page or set of pages
Under Add a new page, paste in the link, for example, the Staff Portal webpage link is http://staff.flinders.edu.au/
Click Add

If you are using Safari as your browser on a Mac, the instructions for adding a home page are here.

If you are using an alternate Browser you will need to search for instructions on the web.