School Manager/Central Administration Manager

The information below forms the basis of an introduction to the School Manager or Central Admin Manager position. It is intended to provide a starting point for contacts and information on your major responsibilities. Links to some information will appear more than once if they are relevant to more than one activity you may be expected to do. For information that is relevant to all new staff please see the main Induction area.

On commencement you will need access to your local unit IT network, email and a number of Central Administration systems. A variety of forms are used to achieve this. See below.

IT systems

· Speak to your local IT support officer re organizing your email and network access.

· Administrative Computing Services (ACS) access is required before you can get access to some of the systems you will need. Links to some of these (such as the Student Records System (SRS), HR system (Alesco - formerly known as Concept) and Financial System (PeopleSoft) are available from this site.

· UWA IT policies

An electronic version of the UWA Contact Directory is available on the web. This is a valuable resource for search for either an individual staff member or student or staff within an area.

It is recommended that you attend the following forums:

· Senior Managers Forum - held on the third Monday of each month (normally in Geography Lecture Theatre 2) from 4:00-5:00pm

· University Manager's Group (UMG). Meetings are held on the third Tuesday of each month (in the Economics and Commerce Conference room, 3^rd floor, Economics Building) from 3:30-5:00pm.

· Faculty and School management meetings - for your local area. (Contact your supervisor or Faculty Manager for further information.)

And sign up for relevant email lists:

· FinServNews

· HR-news

· Research-Announcements

· SIMS-ANNOUNCE

· UMG - contact the UMG convenor

· See also http://maillists.uwa.edu.au/mailman/listinfo/

There are many other sources of information you will find either essential or very handy:

Strategic Planning and Coordination

• UWA Strategic Plan, Operational Priorities Plan (OPP), Management Plans
• Executive Information System (EIS)
• Student Records Systems
• Statistics Office
• UNISTATS
• University policies

Human Resource (HR) Management

· HR applications

Human Resources System - Alesco (previously known as Concept)

Human Resources Departmental Reports (This includes reports on fortnightly salary expenditure, salary commitments and the form you need for the fortnightly sign-off of salary debits to your business unit. You will also find a staff list for your organisation's unit there.) http://www.adminis.uwa.edu.au/__data/page/24220/concept_access.pdf

Duty Statements, Selection Criteria and Advertisements

Web Kiosk - Web Self Service (pay advice slip, basic HR reports on staff leave balances and leave dates).

· Conditions of employment ( general / academic)

· Academic tenure and promotion policies

· Leave entitlements ( general / academic)

· Salary information (general staff / academic staff)

· Security information

· Campus Card (incorporates Library card)

· Staff Training and Development (OSDS)

· Equity Office

· Employee Assistance Programme (EAP) either through Davidson Trahaire or the University Counselling Service - via Student Services

Financial and Resource Management

• Financial Services
• Authorised Signatories Register (for Financial Services) needs to be completed
• PeopleSoft (UWA accounting system) - for financial reports
• Understanding the Faculty Funding Model - contact your Faculty Manager
• Research Master - request access to this system via the Research Grants Office
• Research Services, Research Services Noticeboard, Research Grants
• Intellectual Property
• Infrastructure Charges on income
• Consultancies
• COS - Community of Science database
• Publications - an annual return of publications produced by academics is completed each year in March. Information from this feeds into the budget model.
• Contracts - refer to the Office of Industry and Innovation, the Legal Services Office and Research Services
• Ancillary Fees and Charges (plus in Handbook)

Facilities and Information Management

• Space Inventory Access
• Maximo - Office of Facilities Management job system
• OFM Help Desk
• Minor maintenance and emergency repairs - ext 2025

Marketing and Promotion

• International Centre
• UniPrint
• Public Affairs / media liaison - check the UWA Contacts Directory
• Prospective Student's Office
• Publications Unit
• UWA News - hard copy produced regularly and distributed through the internal mail system

Research

• Research Services, Research Services Noticeboard, Research Grants
• Funding opportunities, COS - Community of Science database
• Postgraduate Research School
• Discipline Groups
• Scholarships, Scholarships, Prizes, Endowments publication

Student Services and Teaching

• Student Administration / Student Admin staff site (incls exam timetables)
• Access to Student Records Systems
• Access/Extract to Restricted Data from SRS
• Postgraduate Office
• International Centre
• Centre for English Language Teaching (CELT)
• Student Information management System Implementation Project (SIMS)
• Student Handbooks - Undergraduate and Postgraduate
• Timetable and venues
• Scholarships, Scholarships, Prizes, Endowments publication

Safety and Risk Management

• Safety and Health Office - includes many useful policies
• Safety Induction - this should be completed in the first week of employment
• Ergonomic workstation set-up
• Working in isolation
• Insurance
• Workers Compensation, workers compensation procedure
• Risk Management
• Building wardens, Safety and Health Representatives, evacuations, emergencies

General Services and Support

• Central Administration
• Administrative Services
• • Mail services, Mail Bag Delivery Point
  • Publications
  • Printing - UniPrint
• Archives and Records Management, filing system
• Request for access to Trim Central Records
• Parking - UniPark
• Freedom of information, copyright - refer to the Legal Office
• Preferred Contractors List
• Contractor Inductions- contact the Office of Facilities Management

• Functions / lunches - University House - 6488 2662 - General Enquiries and Bookings; Student Guild
• Sporting facilities - Recreation Centre
• Child Care

Faculty Management

• Getting help from your Faculty Manager - who they are and what they do? Start with Faculty Administration