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FAQs

Colleges and services College of Humanities, Arts and Social Sciences FAQs

FAQs

General 

Printing 

Property, facilities and development 

Teaching 

Travel 

Communication 

Finance 

Keys 

Marketing and events 

Work, health and safety 

Parking 

Stationery & procurement 

Room bookings 

Computing 

Information for all new staff

General

How can I find out who can assist me?

Explore the Service One application from your OKTA dashboard. It provides a single pathway for staff to request a service in one place. There are over 80 services available in Service One and this is rapidly expanding. There is also an extensive library of knowledge articles on many topics, to assist self-service.

More information Service One

Browse through these College FAQs, personalised to our College’s needs with responses to common enquiries.

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:

chass.contracts@flinders.edu.au

Finance matters:

chass.finance@flinders.edu.au

FLO matters:

chass.elearning@flinders.edu.au

Marketing matters:

chass.marcomms@flinders.edu.au

Operational matters:

chass.operations@flinders.edu.au

Research matters:

chass.research@flinders.edu.au

Teaching and student matters:

hassenquiries@flinders.edu.au

Our College contacts page is also a useful reference and provides key contacts and their responsibilities.

I have emailed the College Support (Operations) Team for assistance - how quickly will they respond?

Responses are usually within 1-2 hours. We try to provide a response to all enquiries within 24 hours. If it is an issue or query that another team should be supporting, we will forward the enquiry to that team and copy you in. If your enquiry is urgent, please phone the College office on 8201 7900 option 2). 

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 via ServiceOne.

Further information is also available on the Contracts Management page.

Communication

How can I email all staff in my teaching program?

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. Moderation is a process by which emails are checked and approved before they are forwarded. This is done to ensure staff and student email contacts are appropriate and within reasonable volume limits.

Contact chass.operations@flinders.edu.au if you would like further assistance to use the distribution lists, or need to contact a group that is not covered by a list.

College email distribution lists

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

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.  You can also submit a web content update via ServiceOne.

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

Contact chass.operations@flinders.edu.au 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

We welcome your feedback. Please contact the Director of College Services, Michelle Gander (michelle.gander@flinders.edu.au) or the Executive Officer, Julianne Rice (julianne.rice@flinders.edu.au). 

I have some information I would like share with the Leadership Team or the whole of the College

Please email chass.operations@flinders.edu.au and we will ensure your information reaches the right person. Information on upcoming programs or events may be shared via the College newsletter via e-mail to chass.vped@flinders.edu.au, in which case we may contact you for more details. 

How do I get my mail?

Mail is delivered daily to the Humanities. If you require a pigeonhole in HUMNS 253, SSN 3112 or SSS 285 please email chass.operations@flinders.edu.au

How do I get a desk phone?

For any hardware requests, please lodge a request via ServiceOne. This will be actioned directly by IDS.

I would like to order some business cards

Business cards can be ordered directly from Flinders Press by completing the online form in the print portal. Please ensure you have your account code ready  (ie. GL-Cost Centre- Project-Natural Account : xx.xxx.xxxx.xxxx). You will also need your FAN and password.

Parking

How do I find out about Parking?

For all information on parking, please go to the Parking page on the Flinders website. 

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

Blue vPermits are available to staff for short term business parking (blue bays), when travelling between meetings. Further information is available on the Blue and guest permit page.

I need parking for a visitor

Virtual guest permits are available for invited guests and are charged at $2 per hour, they cannot be used in business blue bays. Please liaise with the Operational Support Team (chass.operations@flinders.edu.au or 8201 7900, option 2) who can request on your behalf.  You will need to provide the account code with your request (ie. GL-Cost Centre- Project-Natural Account : xx.xxx.xxxx.xxxx)

Printing

The photocopier is jammed/needs paper/toner

We recommend the fix it yourself process for efficiency.  You can follow the instructions on the screen for a paper jam. Book a time with the College Support team via chass.operations@flinders.edu.au if you would like to become more familiar with the machines and basic troubleshooting.

If you need further assistance resolving the problem, please send an email to chass.operations@flinders.edu.au noting the issue, the machine id number and the machine brand and serial number to enable to the team to organise a service call if necessary.  The team will endeavour to resolve machine issues as quickly as possible and there are a number of alternative machines available to staff to use.

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 (ie.HUMS12). Follow the instructions to add a printer.

Finance

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

Please send an email to chass.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 into FlindersPro (via Okta) and select

  • Actions tab
  • Expense reimbursement and complete

Further expense reimbursement information

I have an invoice that needs to be paid

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

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

Purchasing cards

If you can't find what you are after, you can get further assistance by emailing chass.finance@flinders.edu.au.

I need a University purchasing card

Your supervisor will need to approve you having a University Purchasing card. Please download the form and have your supervisor approve it.  

Purchasing card information

Application and approval form for purchasing card 

Stationery & procurement

I need some stationery

Everyday stationery items are located in the College utility rooms. 

Humanities Building

HUMS 271 and 210

Social Sciences North

SSN 3112

Social Sciences South

SSS 385

Stock can be replenished from HUMS271 or by emailing chass.operations@flinders.edu.au

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

Gain approval from the appropriate person if required, and ensure you have the funds available in your account/your supervisor accounts

Send an email to chass.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.

An alternative is to purchase the item using your corporate credit-card, or purchase personally and apply for reimbursement. Once a request for reimbursement is approved by a Supervisor, it will automatically be sent to the University’s finance system and paid within 2 weeks to your bank account. 

For further information please visit the employee expense reimbursement webpage.

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 will have visibility over the progress and be able to follow up if required.

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

A request for this service, or to seek advice, can be lodged via Service One.

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.

Room bookings

I have an issue relating to booking a teaching space, that needs to appear in the students’ timetable

Please email chass.ero.@flinders.edu.au for assistance.

I need the room set up in a particular configuration

Request room set up via Service One with at least 7 days notice and the caretakers will assist.

I need to book meeting room

Refer to the room bookings page for the process for staff to book rooms or spaces for purposes that are not directly related to the teaching of topics, e.g. staff meetings, conferences and are not required to display on the student timetable.

The College Support Team can assist with room bookings for restricted rooms. Please email HASSenquiries@flinders.edu.au for assistance with your room booking questions. 

Additionally, a number of meeting/consultation rooms can be booked through Outlook calendar by double clicking on the required date and time, clicking on ‘scheduling assistant’, then on ‘add rooms’ and selecting the room you wish to use.  This will be sent to the College Support Team to approve.  The available rooms are:

  • U_HUMN_234_Meeting Room.  This is the room adjacent the kitchen and has a capacity of 15.  It is not available daily between 12 and 2pm.
  • U_HUMN_262_Meeting Room.  Capacity: 16. Facilities: large screen, skype.
  • U_HUMN_270_Meeting Room. Capacity: 5. Facilities: large screen, skype.
  • U_HUMN_203_Meeting Room. Capacity: 20. Facilities: large screen, skype.
  • U_HUMN_256A_Meeting Room.  Consultation room.  Capacity: 3.  Facilities: workstation and phone.
  • U_HUMN_236A_Meeting Room.  Consultation room.  Capacity 2.  Facilities: workstation.
  • U_SSN_329_Meeting Room.  Capacity 6.  Facilities:  phone.  NB:  This room is kept locked.  Please call security to have them unlock the door prior to the meeting start time.

Staff in Social Sciences South may be able to access U_SSS_202_Meeting Room (capacity 16) and U_SSS_260_Meeting Room (capacity: 8).  Booking is through Outlook calendar as per above, however approval comes from BGL.  For queries about these rooms, please contact BGLenquiries@flinders.edu.au.

Teaching

How do I generate a class list?

For instructions on how to generate a class list please email HASSenquiries@flinders.edu.au. If you do not have access to Student Two Production, please advise HASS Enquiries of this at the same time so that this can be arranged for you. 

I need to update my teaching team in FLO

Send an email to HASSenquiries@flinders.edu.au with the relevant details.

How do I organise early access to FLO for students and/or staff?

Send an email to chass.elearning@flinders.edu with details of the topic and the students/staff who require access.

I need help with my gradebook

Email your enquiry to HASSenquiries@flinders.edu.au. If they are not able to resolve your issue, they will forward your enquiry to the relevant area.

I have a HDR student who needs support /a space allocation

HDR student enrolments and progress are administered by the Office of Graduate Research (OGR) and can be contacted at gradresearch@flinders.edu.au   HDR student office allocations are arranged by the College Support Team who can be contacted via chass.operations@flinders.edu.au.  For assistance with any other resources, including laptop/desktop, please email chass.operations@flinders.edu.au

Academic Status

I would like to recommend a scholar for academic status.

Staff should be familiar with University policy before contacting chass.operations@flinders.edu.au for detailed instructions on nominating someone to receive academic status.

I would like to have my academic status renewed

Staff should be familiar with University policy before contacting chass.operations@flinders.edu.au for detailed instructions on nominating someone to receive academic status.

Marketing and Events

I want to hold an event

Please contact chass.operations@flinders.edu.au and request an events form.The College Support Team can assist with completing this form and planning your event.

In general, HASS events are supported by the College Support Team however some events, such as industry showcases and the College’s annual Prizes and Awards Ceremony, are coordinated directly by Office of Communication, Marketing and Engagement (OCME) with help from the College.

I would like to book a banner for our event

Please email chass.marcomms@flinders.edu.au noting dates required, and the name of the event.

Travel

I would like to book travel for myself or a visiting scholar

Visit the Univeristy’s Travel webpage for details of how to organise travel for yourself or a visiting scholar. 

You can also lodge a travel query via Service One.

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.

Work, health and safety

I want to go on a field trip, what do I need to do to get approval?

In order to go on a field trip, you must submit a field trip proposal through Flinsafe and receive email notification that it has been approved prior to departure. The Flinsafe Field trip portal can be accessed via OKTA.

Please download and read the CHASS College’s Workflow information with significant information about FlinSafe software which will make you aware of things that may stop the saving and approval process.

For general field trip information, including field trip guidelines, the approval process and what constitutes a field trip go to the WHS field trips page. If you have not done a field trip application before contact your supervisor or a senior WHS officer about the FlinSafe software.

Additional information

Approval Process

  • Please allow a minimum of 3 business days for the process.
  • If your field trip has not progressed to approval, check the portal to see who is due to sign next. 
  • If you have not received an email to say that your field trip has been approved, you must follow up why before departure.

View the Field Trip participant safety acknowledgement form.

First Aid

  • If you are going on a Tier 2 field trip, you must have a first aider present. Tier 2 trips that are also remote must have a remote first aider present.
  • All field trips must have a first aid kit, or reasonable access to a first aid kit. First aid kits which include a remote area component can be loaned from the College store.

SPOT devices

  • A SPOT device is a personal GPS tracking device which allows you to check in with nominated contacts, or to alert emergency services to your GPS location should you require emergency assistance.
  • If there is any chance you will be outside of mobile range, you must take a SPOT device on the field trip. The College has SPOT devices for loan from the College store.
  • The Spot tracker input form should be filled in and emailed to arch.tech@flinders.edu in order to upload the correct contact details to your device.

View the Spot tracker input form.

View and download the Spot tracker user guide.

View the user guide video on the Spot tracker.

I’m not sure about Flinsafe software, field trips and what are the HASS college’s Workflow key points?

Download the HASS college's field trip workflow key points below.

Field trip workflow 

I’m new, what work health and safety training do I need to do?

Staff members only

If you are new to the University, refer to the getting started page for inductions and workshops for new staff.

All new College members, including staff, students & visitors

You must complete a local induction with your supervisor, using the Work Health and Safety induction checklist form.

Completed forms should be kept by the supervisor and laboratories should store a hard copy in their folders.

Some of the chemicals I use are hazardous. What do I need to know/do?

The University has the following policy on the use of hazardous chemicals.

All hazardous chemicals used at the University must have been risk assessed and a safety data sheet must be available. Some chemicals used may have specific licencing &/or monitoring requirements, such as regulation 25 poisons or restricted and prohibited carcinogens.

For further information regarding this please visit our page on hazardous chemicals safety.

If you are working with hazardous chemicals, you should complete the online hazardous chemical training course.

Chemwatch

The University subscribes to Chemwatch for management of chemicals. Chemwatch provides general access for all users to access Safety Data Sheets (SDS’s).

All users can gain access to the Chemwatch database using this button:    

CHEMWATCH (general access)

Lab Safety Supervisors can use their specific log in via the Chemwatch (login access) button to update their lab manifests:

CHEMWATCH (login access)

Anyone requiring log-in access to manage their register should contact cse.whs@flinders.edu.au

In an emergency situation where computers cannot be accessed, Chemwatch can be called on 1800 039 008 to provide information on what is contained in a Safety Data Sheet.

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Last Updated: 23 Jun 2021
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