FAQs

Service One is a new staff-to-staff online service request tool with an initial set of service requests that will be expanded rapidly throughout 2018.

Service One provides a single pathway for staff to request a service in one place, find the right service request within one minute, and complete one streamlined request for each service.

All Flinders Staff will have access to Service One from any desktop or mobile device (Android and iOS) and through Okta .

College contacts can also be found on the Staff Portal.

The Flinders policy library contains all University-wide policies, procedures and guidelines. You will also find information on our policy framework, how policies are developed and reviewed, as well as what's new in policies.

Allowing at least a 24 hour turnaround time, please email the document to cmph.operations@flinders.edu.au along with appropriate documents to support your request.

If it is urgent, please seek assistance by ringing the College Exec Office on 8201 5423, or by visiting your nearest location (College Exec Office on Level 3 of the Health Sciences Building or the College Reception Office on Level 5, Room 5E209, Flinders Medical Centre). College staff at these locations will be able to assist with many enquiries.

New email distribution lists have been created across the university. These distribution lists will allow you to communicate with all College staff (including those who service a college but are employed in central divisions) and academics in a given Teaching Program or Research Section.

These distribution lists are moderated by senior college staff. Contact College Operations via cmph.operations@flinders.edu.au if you would like further assistance to use the distribution lists.    

Please email the College Marketing and Communications Business partner via cmph.marcomms@flinders.edu.au with the details.

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

View the video conferencing page for details.

Please view the mail and courier webpage. 

A permit is required when parked on campus from Monday to Friday, 6am to 6pm all year round.  Licence plate recognition technology is used on campus removing the need to display physical permits and tickets.

You can choose between the following options to suit your individual circumstances:

vPermit for students, staff and affiliates

• Visit the Flinders website for further instructions on registering.
  

Casual parking – hourly, daily and monthly

• If casual parking suits your circumstances better than a vPermit, use the new CellOPark app for hourly daily and monthly casual parking. For detailed instructions about how to install, register and use the app visit the Flinders website. 

A limited number of short term blue parking permits are available for staff to park in blue parking spaces (i.e. if they are travelling between meetings) These permits are not for permanent allocation and are only valid with a registered Flinders v-Permit. Please visit the College Exec Office (Level 3, Health Sciences building) or send an email in advance to: cmph.operations@flinders.edu.au. Staff are required to sign out and return these permits.

A restricted number of single day parking ‘scratchy tickets’ are available for use.  Please visit the College Exec Office, Level 3, Health Sciences Building, or send an email in advance to: cmph.operations@flinders.edu.au 

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 single-day basis.  Please visit the College Exec Office, Level 3, Health Sciences Building, or send an email in advance to: cmph.operations@flinders.edu.au. Staff will be required to sign in and return these permits.    

We recommend the “fix-it-yourself” process for expediency.  You can follow the instructions on the screen for a paper jam. Book a time with the Operations team via cmph.operations@flinders.edu.au if you would like to become more familiar with the printers and basic troubleshooting.

If you are unable to fix the problem locally, please send an email to cmph.operations@flinders.edu.au noting the issue and include your phone number, so we can advise you when the problem has been rectified. The team will endeavour to respond to you as soon as possible. If the matter is urgent, please include “URGENT” in the subject title or ring the College Exec Office on extension 15423.    

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

Please log into FlindersPro (via Okta) and select

• Actions tab
• Expense reimbursement and complete
• You will need to have scans or photos of your receipts to upload with your reimbursement request.

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

Your supervisor will need to approve you having a University Purchasing card.  View the below page for more information on purchasing cards and Freadom. Your supervisors will need to sign the form and then forward the completed form to cmph.finance@flinders.edu.au .  

For general eligibility criteria and other information on OCS and OSP please refer to the relevant Enterprise Agreement clauses at:

• Overseas Conference Scheme 
• Outside Studies Scheme

Administration of the above staff development schemes sits with the respective Colleges, and there may be some changes to the process or criteria for applications.

For queries and applications for OCS, OSP and ALSO please contact cmph.operations@flinders.edu.au.

Please refer to Searching for funding in the Research Development and Support (RDS) area.

Research Professional

Flinders University currently holds a site licence to Research Professional. This is a powerful funding opportunities search engine and database. All opportunities listed on the system have been eligibility verified for Australian researchers.

All Flinders staff have access to Research Professional via the Okta dashboard. Select the large green (on the top right) '+ Add Apps' button and then to add Research Professional to your dashboard, search for 'Research Opportunity Database'.  

Research Professional allows all Flinders University staff and Higher Research Degree Students to search for funding opportunities.

The Professional Development Unit provides a wide range of in-house activities and courses to meet the training and development needs of University staff, including funding support to attend courses, workshops or conferences external to the University.

An Enterprise Agreement is an agreement made between an employer and its staff that sets out the terms and conditions of employment. Further details can be found on the Enterprise Agreement page.

If you have any questions please do not hesitate to contact eb@flinders.edu.au or cmph.pc@flinders.edu.au    

For general eligibility criteria and other information on academic status, please refer to the Academic Status Policy.  

Use the nomination form below which is to be completed by the applicant and their academic supervisor or nominator.

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.

Please email your stationery needs to cmph.operations@flinders.edu.au. Orders are regularly placed with the University’s preferred supplier, OfficeMax. If you know the OfficeMax code for your item, include it in your email.

Once the item(s) have been ordered, you will receive a confirmation email.

Once the item(s) have been delivered to the College Exec Office, you will be contacted to discuss collection/delivery.

Please refer to Procurement Services for information on current procurement activity, preferred suppliers and contracts.    

Please engage with your manager in the first instance.  Then submit a Service One Request.

Note that reconfiguration or repurposing an office space will require Property and Facilities Development planning approval and financial approval from the College.

Any request relating to computers or AV please email:  ids@flinders.edu.au or call 820 (12345).  

Submit a Service One Request. Note that purchase of any new furniture will require financial approval.

Contact Security dependant on your location:

• Flinders Medical Centre :  8204 4569
• Main Campus/Sturt :  8201 2880 
  

Please email cmph.timetabling@flinders.edu.au for assistance

NOTE: Also remember if you need the room set up in a different configuration, please ensure you advise caretaking with sufficient notice to allow them to make the change (we can check the timing).  

For staff members:

Bookable rooms are either listed on the Web Room Booking site, or they have an individual outlook calendar.

Rooms that have an outlook calendar are usually meeting rooms, owned by specific areas. These rooms can be viewed via your outlook calendar: “Open Calendar” > “From Room List”. The rooms will start with one of two prefixes:

• Resource – xxxx  or
• Room – xxxx.   Example “Room – CMPH Dean Conference Room”.

You can view the availability of the rooms through these calendars, but you cannot edit or delete meetings entered into them.

To make a booking on an outlook calendar room, you can:

• Email cmph.roombookings@flinders.edu.au with details of your meeting. It will be entered into the room’s outlook calendar and a copy sent to you as confirmation. This is the best option for recurring bookings or if you don’t know if the room is free.
• Create a meeting in your own calendar and then ‘invite’ the room. To invite a room, click “Invite Attendees” > click on the “To” field > next to the search box, change the drop down list from Contacts to “All Rooms” > select the room and enter it in “Resources”. Then send the invite (complete with all details of the meeting, including your name and contact number) to the room. Unrestricted rooms will accept the meeting automatically if the room is free and decline the meeting if the room is busy. Restricted rooms are moderated and the invitation will be accepted/rejected by the staff member responsible for the room.

Popular rooms that have outlook calendars include:

• Deans Conference Room, 6E110, FMC
• Michael Berry Seminar Room, 6D222, FMC
• Board Room, 3.33, HSB.
• The BBQ courtyard area, near the level 5 entrance of FMC

Refer to the Non-teaching bookings page for instructions on how to book a room using Microsoft Outlook and the web room booking system.

You can cancel your bookings, any time before the start time, through the ‘my bookings’ link at the bottom of the page. You cannot cancel bookings that have already begun.

There are a few rooms, which you will be able to see in the viewer but not be able to book. These are specialist rooms that require permission to book, because of the equipment included in the room or the specialised nature of the rooms’ use. Examples include:

• The Multipurpose Teaching Facility, 5D218, FMC
• The Anatomy Museum, Level 5, FMC

For non-teaching bookings for these rooms, send an email to cmph.roombookings@flinders.edu.au.

For external bodies:

For external organisations looking to book rooms on campus for ANY activity, enquiries must be sent to cmph.operations@flinders.edu.au. There are fees and restrictions applied to external organisations utilising university facilities. Details of which will be forwarded on request.

For students:

For all non-teaching bookings, including all those for student societies and organisations, send an email to cmph.roombookings@flinders.edu.au

You will need to detail what the meeting is for and if there will be any alcohol involved or if students are going to be charged to attend the event. Where alcohol is involved, students need to organise the appropriate license through the Flinders University Student Association (fusa@flinders.edu.au). This must be done prior to the event. 

For instructions on how to generate a class list please send an email to cmph.enquiries@flinders.edu.au. If you do not have access to Student Two production, please advise CMPH Enquiries of this at the same time and they can get that organised for you.    

Work integrated learning refers to the management and organisation of placements, including but not limited to compliance requirements and contractual agreements.

No. These types of placements are considered ‘Work Experience” and are organised by the Career Hub. They organise the agreement and insurance.

If the elective placement is part of the course requirement, WIL can assist with setting up the placement agreement and managing the compliance requirements.

No.

Students that have compliance as part of their course, must upload their compliance documents onto the university placement management system, InPlace. A report can be produced that shows what has been submitted.

No. If you have a student that wants to undertake any type of placement with an external placement provider, please refer them to WIL so we can determine whether we have an existing agreement and if not we can set it up.

Yes. If a student undertakes a placement irrespective of whether it’s their workplace, the university requires a student placement agreement with the organisation.

This is dependent on the location of the placement, however all SA Health facilities require that students have signed a Deed Poll, Deed of Confidentiality, have all DCSI clearances, a National Police Clearance and Immunisation A and B forms, at a minimum.

WIL can assist in advising students on these requirements and ensuring students are compliant with any other documentation a host organisation may require. WIL can liaise with the topic coordinator and the host organisation to coordinate this process.

Our primary location is on Level 5 FMC, behind the College of Medicine and Public Health Shop front.

For any general enquiries please email:

• cmph.placements@flinders.edu.au

For compliance:

• cmph.compliance@flinders.edu.au

We do have specific course email addresses for the MD, Paramedics and CBT.

You can also contact the Work Integrated Learning Coordinator - Linnea.boileau@flinders.edu.au

Please email cmph.operations@flinders.edu.au noting the dates the banners are required, and the name of the event. The Operations team has two college banners and four Flinders University banners, which can be borrowed. These must be collected and returned from the College Executive Office, level 3, Health Sciences Building.

Please contact our dedicated College Marketing and Communications Business partner via cmph.marcomms@flinders.edu.au with the details    

College corporate stationery are available for immediate download. These include:

• Letterheads
• Memos
• One and three column flyers
• One and three column report templates
• Conference posters
• Powerpoint templates

Please visit Flinders Press to download the templates and to submit an order for Business cards    

Approval is required for new technology purchases. Check with your manager first and then to order a new computer please refer to the hardware ordering instructions to help you with this process.

You need to email cmph.ero@flinders.edu.au to make this request. In the email please outline:

• Casual Academic’s name, email address and FAN (if known)
• Topic code and teaching period (e.g. MMED9151, HY2),
• Expected days/weeks (e.g. 10/05/2018, Weeks 31-38),
• Pay codes and hours (e.g. T3 x 6 hours each week),
• Specific work tasks (e.g. marking Assessment 1 & 2, delivering Seminar 2),
• Flinders account or fund to charge the hours, and
• Appropriateness of the casual for the work (i.e. work experience and qualifications).

This information is reviewed by the Education Resources Team then forwarded to the CMPH Dean (People and Resources) for approval.

You need to log onto Service One via Okta, go into the Education Services option, choose the ‘A timetable change’ option, and then complete all the details. This comes through to the SAS team who will manage your query.

The Student Wellbeing Committee facilitates and monitors support for students experiencing significant difficulties affecting their wellbeing and that may impact on their potential to succeed academically or professionally.

A staff member can refer a student to the Committee via the cmph.swc@flinders.edu.au email address outlining the reasons for the referral and also the student details. 

Use the Flo query form in Service One and complete the requested information. These queries will go to the CILT team but they will have an option to forward to a SAS person where the query relates to SAS. 

Use the Flo Query in Service One and complete the requested information. In the Query Description box outline:

• the teaching period (e.g. S2, NS1, SU),
• the teaching location (e.g. Bedford Park, DE, Victoria Square),
• the staff member’s name,
• the staff members payroll number, and
• the FLO role needed (e.g. tutor, FLO support, Topic Coordinator).

Contact the SAS team via cmph.enquiries@flinders.edu.au and we will allocate to a team member and they will get back to you as soon as possible.

Contact the SAS team via cmph.enquiries@flinders.edu.au and we will allocate to a team member and they will get back to you as soon as possible. We work closely with the Examinations Office in terms of invigilator support but do need several weeks’ notice. 

You need to complete and authorise a Change of Grade form and send this to your Student Progress and Assessment Advisor:

The Student Progress and Assessment Advisor will then get the additional approval required and make the changes to the student’s grade.

You need to go to the Course and topic development and approval webpage.

From here you can access the template form applicable to your situation and find the approval process chart. 

Any forms need to be sent to educational.quality@flinders.edu.au when completed.