FAQs

General issues

Printing

Property, facilities and development

Teaching

Work Integrated Learning

Information for all new staff

General issues

How can I find out who can assist me?

Good places to start are:

Explore the Service One application, where many services are available. It is located on the Flinders Dashboard (OKTA) found under Flinders webpage quick links.
For new and current staff the getting started webpage has a lot of useful information.
Browse through these College FAQs, personalised to the needs of our College and with responses to common enquiries.
Our College Professional Services Directory provides key contacts and their responsibilities.
Have a quick search of Flinders staff web pages that continue to be transformed for an easy to use resource.
Contact the Operations team on cepsw.operations@flinders.edu.au who will endeavour to get you on the right track.

Academic leadership contacts

Research section heads

Research section	Head of research section
Industry & Enterprise, Lead	Professor Shane Pill
Capacity Building & Impact, Lead	Professor Sarah Cohen-Woods
HDR Coordinator & Training, Lead	Associate Professor Deb Agnew
Indigenous Partnerships, Lead	Professor Tim Windsor
Teaching program	Teaching program director
Education	Associate Professor Joss Rankin
Psychology	Professor Lydia Woodyatt
Social Work	Professor Debroah West - Acting

I have emailed the Operations Team for support - how quickly will they respond?

The team aims to respond within 24 hours. Don’t forget to check out the information provided on this page. Enquiries forwarded for another teams support will be copied to you.
For urgent enquiries, we may be able to assist so call us on 8201 7800, select option 3 or drop into the College front office (Education Building, level 4, Room 4.69)

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

Our College contracts officer's service can be requested via ServiceOne.

Further information is available on the contracts management page.

Communication

How can I email all staff in my teaching program?

All College email distribution lists and details of the receiver are available on the web which makes it easier to identify which distribution list to use.

Emails to these distribution email addresses are moderated by senior College staff. Please bookmark the link for frequent use.

Contact cepsw.operations@flinders.edu.au if you require further assistance.

Email distribution list

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

Marketing oversees our websites and edits can be requested via ServiceOne or from the college marketing business partner.

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

Email lists are managed through Workday so please contact P&C in the first instance either via Service One or via cepsw.p&c@flinders.edu.au

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

We welcome and need your feedback so please send to cepsw.operations@flinders.edu.au. We will ensure feedback is sent to the correct area or College Executive. If the feedback is newsworthy, we will contact you for more details to then share it via the College newsletter.

I would like to put something on the digital media screens. How can I do this?

Please use the link below to enter and submit all the required information.

Media screen booking form

Parking

For all parking information, visit our Parking webpage.

Also refer to the PFD FAQs page.

Printing

FollowMe Printing

FollowMe Printing ensures users print only what they need, preventing unnecessary printing and waste. It also helps protect document confidentiality as no document is printed until the user is present at the output device.

FollowMe creates a virtual environment for printing where users can roam and print securely when and where they require, totally independent of geographic location. If an output device fails or is out of service, there is no reason why this should affect user productivity, as FollowMe Printing allows users to simply walk to another device and release their print jobs.

Installing Print Instructions

Quick Reference Guide: Install Flinders Print Computer

Quick Reference Guide: Install Flinders Print Mobility

Quick Reference Guide: Install Flinders Print Guest

Quick Reference Guide: Printing

My printing is urgent. What are my options?

To avoid delays for staff, every building has alternative printers available to ensure all staff can complete their printing. At certain times of year forward planning is recommended to spread out the demand on the printers and to avoid delays due to ad hoc maintenance service calls.

If you require printer network access, contact IDS via Service One or call 8201 2345.

The photocopier is jammed/needs paper/toner or you need to print to another printer

For efficiency, we encourage staff to follow instructions on the printers or nearby signage and use the Richo QR for more details. If require paper, please email cepsw.operations@flinders.edu.au if there is no paper at the below locations.

Below is a general overview of consumable support:

Education building: Paper and toners are located near printers.
Psychology (SSN building): Paper and toners are available from the Psychology Office.
Social work (SSS building): Printers are managed by BGL. Contact cbgl.operations@flinders.edu.au for any requirements that are not accessible nearby, and for printer pin numbers.

If you need further assistance with the printer location or name (i.e. PRED406) to email cepsw.operations@flinders.edu.au.

My printing is urgent. What are my options?

If you require printer network access, contact IDS via Service One or call 8201 2345.

Finance

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

Request to check the balance of your project or account in Service One.

I am an employee and I need to arrange reimbursement

Please log into Flinders Pro (via Okta) and select the ‘Actions’ tab then ‘Expense Reimbursement. Complete the online form and attach any approvals, invoices or receipts in the ‘Supporting Documentation’ section.

I have an invoice that needs to be paid

Please email tax invoices made out to Flinders University to cepsw.finance@flinders.edu.au along with an account to debit and approval to use this account.

Request to know the payment status of your invoice in Service One.

I have a query about my University corporate credit card, who can help me?

Please visit the corporate credit cards webpage or email creditcards@flinders.edu.au with your query.

For questions about FlexiPurchase, please visit the FlexiPurchase webpage or email creditcards@flinders.edu.au

I need a University corporate credit card

Your supervisor and the College will need to provide approval for a University corporate credit card. Please submit a Service One.

I need to withdraw cash from my University corporate credit card

Request to make credit card cash withdrawals in Service One.

Gifts, gift cards and vouchers

The purchase of gifts cards, vouchers, certificates or gifts requires approval prior to purchase. This applies to purchases made with a University Corporate Credit Card under the Corporate Credit Card (found here), but also to other procurement methods such as expense reimbursement.

This can now be done via Service One. The points below may assist you in completing your request:

The submitted request will go your Workday Supervisor for approval. It is the Supervisor’s responsibility to ensure that the purchase reasonably supports the activity being undertaken, requesting additional information if required.
If approved by the Supervisor, the request then goes to the College Finance Business Partner who will ensure there are funds available and that the request is reasonable. It is therefore important that you quote the account number on the Service One request, otherwise this may lead to approval delays. If you do not know the account number, please contact College Finance.
If the items are for staff then there is an additional approval require from a member of the College Executive.
If the Request is rejected at any stage, a new Request will be required.
As students do not have access to Service One, if you are an HDR Supervisor, you will need to complete a request on their behalf.
For compliance purposes, when submitting an expense reimbursement or reconciling your University Corporate Credit Card, please attach a snip of the Service One final approval or quote the Service One number. If the approval is not attached in Flinders Pro it may delay the approval of your reimbursement. Retrospective approvals or missing approvals in FlexiPurchase will be monitored and flagged to the Supervisor and College Leadership as required.

I am an employee and need an advance payment for travel or participant payments

Request an advance payment in Service One.

I am an employee and need to reconcile / acquit my advance payment for travel or participant payments

Please acquit your advance payment in Service One.

I need to create a new project / account

Request to create a new internal university project / account in Service One.

I need to send an invoice to a debtor to pay into my consulting funds / pay the University

Please make a request for an incoming payment in Service One.

I have a query about travel

Please see the travel policy and travel webpages.

You can submit a travel query in Service One.

I have a query about my research grant

Please check Service One for query request forms that may useful.

Feel free to contact grants.finance@flinders.edu.au for any other queries.

I need to arrange a cab charge

Please consider payment of taxi fares using your university Corporate Credit Card where possible. If you require a cab charge please email cepsw.finance@flinders.edu.au, specifying the number of cab charges required, the purpose for the cab charge and the account code to be charged.

CEPSW finance will approve and allocate your cab charge and communicate with you via email to arrange a suitable time and location for collection.

Procurement

I need some stationery

Staff should check the local stationery cupboard first before lodging a stationery request through Service One.

Requestor to provide stationery product code by visiting COS and (note supply is subject to availability) submit a Service One request ensuring you provide the product codes of the items required if not standard pens, notebooks etc. Delivery will be to your pigeonhole unless advised otherwise. Allow up to 2 weeks for delivery of stock items, unless otherwise advised.

How do I order items not listed on COS?

Provide purchasing details to appropriate supervisor to gain funding approval. Please ensure available funds are in the account you want to charge to.

Items under $500, send an email to cepsw.operations@flinders.edu.au.

NOTE: If the purchase is over $500 (excl GST) you will need to send an email to CEPSW.DirectorCollegeServices@flinders.edu.au for approval before item can be purchase.

Requestor to give precise details of:

supervisors email approval
the service/goods required
the prices
any other details that may make the process easier e.g. supplier contact details (include website link) and any quote received
date required if applicable
provide the account to be debited

NOTE: It is your responsibility to ensure you provide correct details on items and that you have requested the item with sufficient lead time to meet your requirements.

College gifts - how can I show the College's appreciation to guest speakers?

If the speaker is not being paid and you believe a gift is appropriate, the College may be able to support you with a small gift. Please email cepsw.operations@flinders.edu.au with the details and we will respond with the gift options currently available.

Engaging a contractor

Do you require goods or services from a party who is not employed by the University?

For example:

Translators or transcribers
Professional editors or photographers

There are policies in place to ensure that contractors who provide goods and/or services to the University are paid promptly, engaged on acceptable terms and covered by the necessary indemnities.

If you are engaging a third party to provide goods or services, it is important that you:

Obtain the right number of quotations for the work.
Engage with your College Contracts Officer (cepsw.contracts@flinders.edu.au ) to prepare a written contract before any work is undertaken.
Provide your contractor’s invoice to cepsw.finance@flinders.edu.au as soon as you receive it.

‘Contractors’ is a broad term and will include a wide range of service providers.

If you have any queries, or are unsure of your responsibilities, please engage with CEPSW Finance and Contract Officer (email cepsw.finance@flinders.edu.au, cepsw.contracts@flinders.edu.au ).

Property, Facilities and Development

For general PFD information, please visit the PFD web page.

For information about PFD services, please refer to the PFD FAQs. This includes:

Parking
Caretaking, maintenance and cleaning
Keys and access
Booking rooms, desks and events/function spaces.
Office/lab space - relocations and furniture/equipment
Postage, mail and couriers.

Room Bookings

How do I book a room?

Staff can book a desk, room, non-teaching / teaching space or event/function space across Tonsley, City and Bedford Park using Resource Booker. More information and instructions for how to use Resource Booker can be found here: https://staff.flinders.edu.au/workplace-support/bookings/room-bookings. Scroll to the bottom of the page to watch video tutorials.

Meeting rooms can be booked in Resource Booker as well as Outlook calendar and will appear busy in both locations once they are booked.

Meeting rooms can still be booked using Outlook by inviting the desired room to the meeting in your Outlook calendar. Add attendees and check availability of attendees and the room with the scheduling tool.

Some meeting rooms may have an approval step while others are self-service.

Room for teaching purposes

Students require their teaching spaces on their study timetable. To do so, please email cepsw.timetabling@flinders.edu.au for all bookings.

I can't see the room I want on the Web Room bookings site.

The room criteria you select determines your choice of room and will only show available rooms.

The University Timetable Viewer is useful to view current bookings

Not all rooms on the Web Room bookings site can be viewed. Some teaching spaces are specialist areas and have restricted access and the Timetabling team, cepsw.timetabling@flinders.edu.au, can assist.

How do I find out about facilities at Tonsley and City campus?

Staff can book a desk, room, teaching space or event/function space across Tonsley, City and Bedford Park using Resource Booker. More information and instructions for how to use Resource Booker.

I am off campus and want to book a room

Rooms EDUC 4.27 and 4.63 (and additional rooms across the other buildings) require swipe access. Request a ServiceOne for swipe card access.

Access to restricted rooms

Rooms EDUC 4.27 and 4.63 (and additional rooms across the other buildings) require swipe access. Request a ServiceOne for swipe card access.

Teaching

How do I generate a class list?

Topic enrolment and class registration details are available in Student Management Web. The online help details step-by-step instructions on obtaining this information.

To directly access the relevant help topic, click on the links below:

Student Management Web

If, after referring to the online help you require assistance with obtaining this information, please contact the IDS Service Desk.

If you do not have access to Student Two production, there is some good information for all staff now on the Student Management webpage, including how to apply for access.

Marketing

How do I book a banner for our event?

Two banners are available for each of Education, Psychology and Social Work and Sport, Health and Physical Activity (SHAPA).

For each area there is one discipline specific banner and one promotional banner ('Why choose to do...at Flinders University'). There are two 'Flinders; Our Values' banners available.

Banners are booked through self- service booking sheets. Booking sheets and banners are stored at these locations. You can book and collect your banner at one of these locations.

Education: in the compactus behind resource room EDUC468 or in the stationery cupboard in room EDUC 424Social work: resource room SSS385
Psychology: psychology office cupboard SSN330
SHAPA: banners are located at Sturt campus at the gym
Our Values banners: stationery cupboard in College operations office, EDUC 424

Please make sure that banners are returned to their correct location promptly after use.

Please email cepsw.marcomms@flinders.edu.au for more information.

I need some help organising and maybe running an event including marketing and promotional material what do I do?

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

To submit your event please fill in the event details

How do I access University branded stationery templates?

College corporate stationery are available for immediate download via the Flinders Press Branded Templates. These include:

Letterheads (College co-branded)
Memos (College co-branded)
One and three column flyers
One and three column report templates
Conference posters
PowerPoint templates.

For assistance, please contact cepsw.marcomms@flinders.edu.au

How do I update my email signature?

To update your email signatures visit Email signature guidelines and download the example email signatures to personalise.

I would like some College merchandise

Please contact cepsw.marcomms@flinders.edu.au to request College merchandise. Please contact events@flinders.edu.au to request Flinders University branded merchandise for sale.

College merchandise includes notepads, mugs, pens, and wine glasses. Promotional products like these should relate to what you’re trying to promote and appropriately represent the College.

Merchandise can be provided to College staff at no cost for major marketing and events that are aligned to the university and College Strategic Plans such as student recruitment, research revenue and brand profile raising. If you have a request that doesn’t meet these guidelines but is a critical activity, please email cepsw.marcomms@flinders.edu.au. Please note that these requests will require approval by the Director of College Services or delegate.

If the items require manufacture, please allow up to 8 (eight) weeks for design, ordering and delivery and all items are supplier dependent.

Computing

I need a new computer

Visit EPSW computer purchasing information for assistance.

Work Integrated Learning

Who do I contact regarding EPSW Work Integrated Learning enquiries?

Please email cepsw.placements@flinders.edu.au and your query will be redirected to the correct area for response.

Where can I find the College Work Integrated Learning (WIL) websites?

Access College WIL websites:

Education

Social work

Student compliance placement information

Psychology

Student compliance placement information

Sport and Active Recreation

Student compliance placement information

How can I arrange training to manage a WIL topic?

Academic staff members who require training to manage a WIL topic can access the FLO module via iEnrol https://ienrol.flinders.edu.au/index.php/course/AGC

Where can staff and students find out more about Work Integrated Learning across the University?

For further information see the Work Integrated Learning (WIL) website