FAQs
General issues
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 our College’s needs and with responses to common enquiries.
- Our College services guide under contacts 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 |
|---|---|
| Teaching and Learning | Dr Jane Jarvis |
| Mind, Body and Cognition | Associate Professor Tim Windsor |
| Social Inquiry and Well-being | Professor Sarah Wendt |
| Teaching program directors | |
| Teaching program | Teaching program director |
| Initial Teacher Education | Associate Professor Julie Clark |
| Psychology | Associate Professor Glen Bodner |
| Social Work | Dr Helen McLaren |
| Continuing Professional Education | Dr Mirella Wyra |
- 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)
Our College contracts officer's service can be requested via ServiceOne.
Further information is available on the contracts management page.
Communication
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.
The bottom left of each webpage has a ’feedback and requests’ link. This link will enable you to provide updates specific to the page and the College.
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
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.
Please use the link below to enter and submit all the required information.
Parking
Parking permits are no longer available.
Our College guest parking service specialists can request virtual guest permits on behalf of invited non-paid guests for the required period in general white bays and 2P visitor bays (blue bays are only for staff). The Virtual Guest Permit is issued for a specific car registration and time. It is important to advise guests that they may require time to find a park, especially at busy times.
As early as possible with a minimum of 4 working days, contact your appropriate College guest parking service specialists found in the Psychology clinics, Education Professional Experience, Social Work Field Education, and the Operations team who can be contacted by emailing cepsw.operations@flinders.edu.au.
Please forward the following essential details: (use a bullet point list so it’s easy to see)
- registration number
- date required
- start and end time
- guest’s name
- purpose and
- contact email.
Permits can be sent directly to the guest or to staff to onforward. Consider arranging your guest permit when sending the calendar invite, with a request to your attendee/s for these details.
Printing
For efficiency, we encourage staff to follow instructions on the printers or nearby signage. Below is a general overview of consumable support:
- Education building: Paper and toners are located near to printers.
- Psychology (SSN building): Paper and toners are available from the Psychology Office. Please contact CEPSW.Operations@flinders.edu.au or Paul Douglas for assistance.
- 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, email us with the printer name (i.e. PRED406) and location to cepsw.operations@flinders.edu.au.
To add an alternative printer, go to the IDS support portal app on your desktop or via your start menu and choose the option ‘add a printer’. You will need the printer name (i.e. PRED406). Follow the instructions to add a printer.
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.
Finance
Request to check the balance of your project or account in Service One.
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.
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.
Please visit the purchasing card webpage or email purchasingcards@flinders.edu.au with your query.
For questions about Fraedom, please visit the Fraedom webpage or email purchasingcards@flinders.edu.au.
Your supervisor and the College will need to approve you having a University purchasing card. Please download the Application Form, NAB form and Certificate of Identity forms here, complete as many details as you can and forward these to your College Finance Team for processing.
Request to make credit card cash withdrawals in Service One.
The purchase of gifts cards, vouchers, certificates or gifts requires approval prior to purchase. This applies to purchases made with a University Purchasing Card under the Purchasing Card Procedure (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 Purchasing 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 Fraedom will be monitored and flagged to the Supervisor and College Leadership as required.
Request to create a new internal university project / account in Service One.
Please see the travel policy and travel webpages.
You can submit a travel query in Service One.
Please check Service One for query request forms that may useful.
Feel free to contact grants.finance@flinders.edu.au for any other queries.
Please consider payment of taxi fares using your university purchasing 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
All staff to 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.
Provide purchasing details to appropriate supervisor to gain funding approval, ensure available funds are in the account you want to charge against.
NOTE: If the credit card cost is over $500 (excl GST) you will need to submit a Resource Committee request for approval before requesting purchase. Ref to: https://staff.flinders.edu.au/colleges-and-services/epsw/epsw-documents
Items under $500, send an email to cepsw.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. 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.
If the speaker is not being paid and you believe a gift is appropriate, the College can 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.
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 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).
Property, facilities and development
Log a Service One request for office space or relocations, capital projects advice, furniture supply, room fit outs and room re-purposing advice etc. Include your Manager's approval and any supporting information or policy for your requirements. Note the tips below.
The following information will assist you with your Service One request.
When moving, physical equipment needs to be relocated by the caretakers via a Service One request.
For reconnection of your equipment and/or other IT aspects of your relocation please complete the “I am relocating form” in the IDS Service portal. Please leave your room tidy for the next occupant and contact the operations team for guidance on disposal.
Excess furniture is not generally stored, so you will require a purchase order. You will be contacted to discuss your requirements.
Please use Service One under the ‘Office signage’ to request your name plaque. Generally position titles are not included.
Keys
Please call Security on 8201 2880 at any time to gain access.
Submit your request via Service One.
All access requests go to Security via Service One. For efficiency, supervisors can raise a Service One request on behalf of new staff and students. Multiple staff and/or students can be added to a Service One request, or you can attach a spreadsheet.
If you submit your own Service One request for access, please attach supervisor approval to your request.
Building open times are:
- Education Building: 7.30am - 7.30pm (Monday-Friday)
- Social Sciences North: 7.30am - 6.00pm (Monday-Friday)
- Social Sciences South: 7.30am - 6.30pm (Monday-Friday)
If you require access outside of building open times please seek approval from your supervisor and attach it to a Service One request
All room keys need to be returned to Security in the Hub area.
Please leave furniture keys in the furniture (ie. filing cabinets, cupboards etc.)
Room bookings
Non-teaching bookings
Visit the room bookings web page for information on how to book for non-teaching events, including the room naming conventions, via the Web Room Booking System or Microsoft Outlook. The link to view the timetable viewer is also useful to view current bookings.
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.
Request room reconfiguration via Service One with at least 7 days notice and the caretakers will assist.
EDUC 4.27 and 4.63 will require swipe access and organisers will have to oversight arrivals. In all of the buildings there are spaces available that local colleagues can familiarise you with.
The criteria you select determines your choice of room. Click on the ‘View filtered rooms’ link on the left of the capacity, building and zone filters, to view the rooms being selected to match against your date and time selection.
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.
Information and booking details can be found on their webpage:
· The email address for all sites is concierge.services@flinders.edu.au, phone number is 7421 9604
For access off campus, a Flinders VPN (Virtual Private Network) is required. Rooms on Outlook cannot be viewed using the web Outlook App. However, you can book if you already know the room email address.
Teaching
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
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.
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
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.
Outfit is a design automation platform that empowers your teams to create and print their own, on brand, marketing material. It removes bottlenecks by enabling your team to self-serve and produce regularly used items such as posters, invitations, digital screens and much more.
We have implemented Outfit to realise several efficiencies and benefits for both professional and academic staff. It will reduce turnaround time in creating marketing material, reduce costs for those areas that use third parties to create material, and ensure that the marketing material being created is high quality, and on brand.
To use an outfit template please contact cepsw.marcomms@flinders.edu.au
To update your email signatures visit Email signature guidelines and download the example email signatures to personalise.
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
Visit EPSW computer purchasing information for assistance.
Work Integrated Learning
Please email cepsw.placements@flinders.edu.au and your query will be redirected to the correct area for response.
Access College WIL websites:
Education
Social work
Psychology
Academic staff members who require training to manage a WIL topic are required to undertake the Managing WIL training. Contact the Manager Work Integrated Learning to organise your training session.
Further information can be located through the Centre for Learning and Teaching (CILT) website.
Resource Committee
The Resource Committee no longer operates. Please find below some direction in terms of purchase authorisations and processes:
- Spending from grants can be made without additional authorisation;
- Spending from Consulting accounts can be made without additional authorisation, however, anything above $1,000 will require the Director of College Services approval due to the way in which the cost is treated within our budget. No reasonable request will be refused but what it will do is provide some level of budgetary oversight as we will need to potentially make adjustments in other areas to accommodate any large consulting spend during the year;
- The non-salary budget we are provided with is very limited and requires juggling around to ensure priority expenditure is able to be made. Any spending that is not from grants or consulting accounts will be monitored and may be queried;
- Please note that spending on IT equipment purely for use at home is contrary to University policy;
- Below is a link to the University Finance Policy. There are further links in the document to Procurement protocols which I would encourage everyone to follow and read. By following the University guidelines and by using the current College internal controls we have in place there should be little need to reinstate the Resource Committee in the future.
https://www.flinders.edu.au/content/dam/documents/staff/policies/fees-finance/finance-policy.pdf
If anyone has any queries in relation to purchasing and procurement please contact Mark Clayton in the first instance so we can avoid any potential breaches in policy.
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