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In conjunction with TLC, orientation material for new staff is being reviewed. As part of this review a 'Quick start" guide has been suggested to enable new academics to find their legs quickly when they begin work at UC. Below are the combined thoughts of a few new staff documenting what they would have liked to see in a "Quick Start" guide. Please take the time to have a read and Add/Alter what you think would be appropriate. (Make sure you save your changes!) - Andrew Brown, Disipline of Pharmacy, Faculty of Health


New Academic

Local Admin

Who is your local administration assistant and what are their contact details?
Order stationery, name badge and business cards.
How do you use/where are the fax, phone and photocopier (including PINs)?

See for phone instructions, including diverting to voicemail/other phones, and accessing voicemail. (Then practice them because they are not that clear initially!)

Local Computer

Is your e-mail activated? Contact HR for assistance
Review the software on your desktop compared to what is available from the supported software list. Arrange with IT to install any software required.
e.g. Workpace - OHS computer software, Audacity, Endnote, Endnote configured to Microsoft products. (Endnote may be borrowed for free form the library, also able to be installed on personal computers)

Contact IT to see what software you may install on your personal computer under Home Use licensing agreements.

Have someone show you how to;
a)      Save files to the main server which is backed up and accessible anywhere on campus.
b)      Print to the variety of printers in your area.
c)      Print documents to PDF format to stop others changing your work.


Make an appointment with your APPLE to;
a) Have a tour of the physical library areas including short loan, main stack.
b) Learn how to use e-reserve and document delivery.
c) Have a guided tour of the e-resources of the library including citation databases, e-journals and discipline gateways. (get a set of the quick reference pamphlets on the various databases).
d) Have explained the benefits of using a personal electronic citation library tool such as Endnote or Refworks.
e) Conduct on-line tutorials or book personal tutorials to lean how to use any of the tools above.

Ordering textbooks for bookshop and library

General University
Attend staff orientation program organised by TLC.
Get a buddy to give you a tour of the University website;
Make sure you can find; library, webct, opus, e-mail, HR-online.
Take a tour of all buildings.
Understand who is who within University Personnel Structure
Review the university policies on the website. Read the Universities polices on: Assessment, Promotion, unit outlines and other relevant areas for your responsibilities.
Do you need to be registered with the University Car pool?


Book tutorial with Sue De-moor
Complete online training tutorials.
Have a buddy work with you to nail the Moodle basics of;
a)      Uploading files and making files visible for students.
b)      How to use the communication feature.


Book a tutorial to learn OPUS
Lists of students,
Photographs of students


Access needs to be arranged well in advance of using it
This program keeps a record of the academic and personal profiles of the students.
Print off registration form at
Then book training session at register at:

Uploading results at the end of semester

Book a meeting with TLC to have explained to you the full range of services they offer.
Including; Resources, weekly meetings, Student Feedback Service, ITT and GCHE.

Take a look at the courses and seminars on the TLC registration site

Plan to attend the Introduction to Tertiary Teaching course, either as a student (register as a student, organise waiving of fees) of the Graduate Certificate in Tertiary Teaching (Higher Education? I did hear the name was changing...) or as a non-enrolled participant. (have TLC explain the consequences of this choice in terms of assessment)

Find out about the Sessional Staff Development Program for orientation to the University and to university teaching.


Make yourself familiar with University policies. Information for academic staff in the Personal Adviser scheme, January-February 2009  

General information sources

- UC Policy database

- Studying at UC: a guide to policies and procedures annual student guide to policies

-  Student guide to services

-  Delegations register for academic student matters

-  UC online (virtual) Handbook

- Courses and units database course and unit descriptions

- Academic Program lists all UC courses open to new admissions in a given year 

Key academic policies affecting students

-Guidelines on institutional responsibilities towards students and students' responsibilities Under review

- Student conduct rules 2007

- Student academic integrity policy

- Student grievance resolution policy

- International education policy (also Transnational programs procedures)  

Study program and assessment:

- Assessment policy Under review Related documents in Policy database include Assessment responsibilities of students and unit conveners etc

- Examination policy

-  Deferred examination policy (also Procedures)

- Supplementary assessment policy framework final unit of study only

-  Grade Point Average (GPA) Policy

- Academic progress policy (also Procedures) Under review. To be revised for new academic calendar in 2010

- Variation of course requirements (VCRs) policy 

Admission and credit:

- Admission policy

- Credit policy  

Courses and units:

- Unit outline information OR

- Generic skills and attributes of UC graduates from undergraduate and postgraduate coursework courses To be reviewed in 2009

- Policy on undergraduate courses leading to bachelor degrees

- Honours degrees and degrees with honours To be reviewed in 2009

- Policy and procedures for courses leading to postgraduate coursework degrees To be reviewed in 2009. Also Combined coursework masters course policy

- Higher degrees by research: policy and procedures (Gold Book)

- Course development procedures: guidelines for academic staff To be updated for 2009 


- Intellectual property policy

- Copyright site

- Insurance manual

- ESOS - DEEWR site

-International student fees policy
-Tuition fees for international students 2009

- Critical Student Incident Management Policy Also Procedures (staff only) 


- The contact person for each policy is identified in the Policy database

- Lesley Watt, secretary of Education Committee

- Gay Landau, assistant director, Academic Policy & Review

 - Student Progress & Graduation unit in Student & Academic Services procedural advice and assistance with academic progression, credit, VCRs, results, unit availability, course completion and graduation

- International Student Advisor in SAS Eda Cevik

- The Associate Dean (Education) in your faculty

- Dean of Students Associate Professor Michele Fleming

Disability Services

Book a meeting with Disability Services to have explained to you the full range of services they offer.

Student Academic Skills Centre

Book a meeting with Student Academic Skills Centre to have explained to you the full range of services they offer. Including One on One sessions, group tutorials and involvement in your unit.


Have a meeting with the DVC for research to gain an overview of research funding opportunities and the universities requirement to record all research.
Sue Thomas (what are her contact details?)has great insights into academic career planning.

Use of University Lecture IT

Book a one on one session to learn how to use the IT presentation equipment in category A and B teaching spaces.

Academic Liason Office (Forms)

Lisa Strictland, Credit applications, Variations in courses, Amendments to grades, Course completion, RPL

Room Bookings

E-mail "Timetable"

Printing Room Arrangements

Consultancy Arrangements

(what does this mean practically?) 

Sandy Francis Contact for new account.
Cost Centre creation form =
 Fiona Leane - Invoice Raiser Who, how much, gst, copy to me, which account to go into.
Louise Stevenson 5433 signs off on new arrangements*.*
Deborah Blackman as an experienced consultant.
 Finance one access is required to view balances etc.

Exam and Assessment Details

Exam forms (they are sent out in week 1, doesn't mean new staff need to write the exam in week 1)

Extensions - under what circumstances we may/may not grant them.

Deferred exams - students go through the examinations office, but we have to collect them when they have been done

Marking exams - multiple choice, through the print room

Collecting exam papers, being present for first 15 mins of exams

Uploading marks from old exam papers

Where old exam papers and assignments go to die

Research Students

qualifications of markers, are supervisors to arrange markers, date markers must return theses, stipend

  • How to arrange for paperwork when you engage sessional staff member


When/how to open additional tutorials for a unit

Unit outlines and exams - proof reading, moderation and signing off

How to handle plagiarism

Late entry to a unit by students, and withdrawals from a unit

  • None
  1. Oct 17, 2008


    Note error under 'Academic Skills' (refers to Disability Program)

    Is there a way to have some small summaries for the programs so that not so many 1 on 1 meetings are encouraged? Depending on the time of recruitment, this isn't possible/practical

    Important contacts: Student Admin (to ask general student admin questions), IT 5500, HR 2013, Switch 5101, timetabling 2526, travel officer 2028..... mail room, print room - these things can be hard to find on the web because the 'directory' is name rather than role based, so trying to work out who to talk to often needs plain old fashioned organisational knowledge.

    How workloads are established in your discipline/other disciplines, how to apply for leave