1 THE UNIVERSITY OF QUEENSLAND Welcome to Student Administration and Academic Administration Helen Morahan Philip Taylor 1 April 2009.

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THE UNIVERSITY OF QUEENSLAND

Welcome to Student Administration and Academic Administration

Helen MorahanPhilip Taylor1 April 2009

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Objectives

• Complement UQ and local induction programs

• Promote understanding of our roles and functions

• Improve understanding of who to contact with an enquiry/issue

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Overview

• Organisational context

• Key areas, roles and contacts

• UQ framework and other resources

• Key dates

• Keeping informed

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Organisational context

Helen MorahanSenior Manager,

Student Administration

Philip TaylorSenior Manager,

Academic Administration

Maureen BowenDirector,

Student Administration

Linda BirdAcademic Registrar

Karen WheelerDirector,

Academic Administration

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Senior Managers

• Broad direction to area managers

• Business process reviews

• Risk management

• Develop initiatives

• Quality assurance

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Senior Managers (cont’d)

• Provide advice on UQ Rules & policy

• Implement policy directives

• Committee support & representation

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Student AdministrationSenior Manager

Helen Morahan

Admissions

Mina Singh

SI-net FunctionalGroup

Andrew Jell

Graduations

Mark Campbell

Examinations

Teresa Charlton

Student Centre

Ken Aberdeen

Student Fees

Narelle Larney

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AdmissionsManager – Mina Singh• Administer UQ’s Admission Rules for

undergraduate QTAC applications• Manage domestic undergraduate admissions and

domestic postgraduate enquiries• Request info for publication• Distribute application/offer statistics• Advice and consultation

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Examinations

Manager – Teresa Charlton Provide central services and support for

conduct of examinations across all campuses

Manage exam timetable Provide consultation and advice

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Graduations

Acting Graduations Officer – Mark Campbell• Manage administrative aspects of

graduations• Manage process for Faculty and School staff

to confirm eligibility to graduate• Manage staff access to Graduation System• Provide staff training

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SI-net Functional Group

Manager – Andrew Jell• Provide user support/training• Implement additional system functionality• Maintain existing functionality• Schedule and run processes e.g. QTAC

upload, mass term activation• Configure system data, e.g. security

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Student Centre

Manager – Kenneth Aberdeen• “One stop shop” – all student enquiries• Face to face and phone contact• Student payments (max $50 cash)• Produce academic records• Issue ID cards – Gatton and Ipswich• Coordinate Orientation Week

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Student Fees

Manager – Narelle Larney• Administer HECS-HELP and FEE-Help schemes• Provide specialist advice about fees• Provide fee information for publications & systems• Manage fee enquiries• Process student fee remission and refunds• Manage student fee payment variations• Produce manual student fees invoices as required

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Academic Administration

Senior ManagerPhilip Taylor

Academic ProgramsUnitAnthony Zgrajewski

Program Information Unit

Peter Brady

Secretariat Services

Rebecca (Bec) MacBean

Records and ArchivesManagement Services

Ann Robinson

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Academic Facilities

Manager – Anthony Zgrajewski • Timetabling/room bookings • Refurbishment central teaching spaces• UQ CENTRA• Teaching & Learning Space Committee• Secretary Discipline Board• BWC room bookings

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Program Information

Coordinator –Peter Brady • Program approval • Handbooks (print and web versions)• Yearbook• UQ Prospectuses • Australian Graduate Survey

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Records and Archives Management Services

Manager – Ann Robinson• Recordkeeping advice across UQ• Archives• Student files, Staff files• Administrative files (Finance, Legal,

Committees)• Disposal of records (Legislative compliance)• HUPP

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Secretariat Services

Coordinator – Rebecca (Bec) MacBean• Secretarial support for Academic Board and

Senate Committees• Teaching Awards• School & Centre reviews• Elections: Senate, Academic Board, others• Copying and Office Services

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Points of contact

• General enquiries

• Escalating issues

• Faculty contacts

• Delegation statements

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UQ Framework - Rules

• General Award Rules• Admission Rules• Enrolment and Academic Progression Rules• Fee Rules• Statute 4

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UQ Framework - Policy

• Handbook of University Policies and Procedures (HUPP)www.uq.edu.au/hupp– Section1, University Organisation and Governance

(including 1.60.2 Privacy Management Policy)

– Section 3, Teaching and Learning– Section 4, Research and Postgraduate Studies

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Other Resources

• Programs and Courses website

• mySI-net

www.sinet.uq.edu.au

• myAdvisor – authoritative sourcewww.uq.edu.au/myadvisor/

• MIS Reportal

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• SASD Web site

http://www.uq.edu.au/sasd

• Seminars

• SASD Newsletter

• Business Process Calendar

SASD Web site

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Key Dates

• Business process calendar

• Business cycles

• Deadlines (some legislative)

• Planning

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Keeping informed

• Student Administration Managers Committee (SAMC)

• Electronic newsletters– SASD bulletin (email h.macintosh@uq.edu.au to

subscribe)• SASD seminar series

www.uq.edu.au/sasd/index.html• Debriefs• Academic Board and Senate websites• Other networks

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Top 5 Hints

• Check the framework – statutes, rules, policies, internal procedures

• Central records• Communication channels• Network• Provide feedback