Guide to "Finding Your Feet" (or what you should know, when and
Contents
1. orientation with the Records Officer Ask about file classification what numbers are used for what Find out about the process for creation of electronic student files Arrange training sessions for TRIM UWA s Electronic Document Management System Obtain TRIM user manual Refer http www admin uwa edu au archives Manuals edmsmanualv3 pdf Ask about the procedure for making up new files marking bring forwards folio numbering filing practices for Minutes and Agenda material which should be archived vs material to be destroyed Records Officer and EDMS Project Officer When you prepare your first set of Minutes Agenda Learn about how your faculty Minutes and Agenda impact on the rest of the University that is why you have to prepare them the way you do Meet with Deputy University Secretary and the Administrative Officer University Secretariat Run through attachments to faculty minutes required by Council if unsure Learn how faculty material is used by higher committees Obtain committee structure organisational chart Ask about attending Academic Council and the Legislative Committee as an observer Deputy University Secretary Administrative Officer Uni Secretariat Refer http www secretariat uwa edu au C Documents and Settings mharvey My Documents HIGHER DEGREES jb FAO Survival Kit2 doc Page 2 When What Details Who to ask Whe2. Students Officer PG AusAID Liaison Officer Co ordinator of International Admissions Study Abroad Co ordinator Refer http www international uwa edu au Three months or the first time a prize related issue comes up Establishment of or changes to prize regulations conditions Award of current prizes Consult Scholarships Prizes and Endowments Make contact with the Office of Development Check under Prizes on Secretariat website http www publishing uwa edu au spe Development Officer Office of Development http www secretariat uwa edu au Contact Manager Student Admin The first time it comes up Development of New Programmes and or Major changes to existing programmes See faculty checklist or consult Secretariat website Be aware of potential impact on other sections if the proposal is new or unusual http www secretariat uwa edu au home policies Courses Establish fees for courses international and if coursework dissertation local fees Ask a fellow FAO Check with Student Admin Check with International Centre for fees The first time it New Units Refer to Faculty checklist or http www secretariat uwa edu au home policies course comes up Consult Secretariat website for checklist to be used unit proposals Consult Student Admin to obtain unit code Enrolments Clerk Usually mid year Faculty Handbooks Discuss process and procedure with Publications Publ
3. The FAO Survival Kit Guide to Finding Your Feet or what you should know when and where you should go to find it out East updated 2 July 2002 When What Details Who to ask First week Meet staff from Student Get to know the Manager the Enrolments Clerk the HECS Officer and Manager Student Administration Administration Enquiry Counter staff these people will be your best friends at certain times of the year First week Meet staff from ACS Particularly the Computer Systems Officer Computer Systems Officer ACS Administrative Organise access to the Student Records System and TRIM see below if Computing Services this hasn t been done for you Ask for an SRS manual and to be shown how to use the on line manual Ask for a training session or more than one if you feel you need them ACS or Student Administration may provide these TAKE THE TIME to play with the SRS after the training session Enquire about the management of the SRS learn how to propose changes to the system and who to approach to discuss changes First week Meet the Deputy This officer can provide a link to areas of the University people you may Deputy University Secretary University Secretary not come across in your normal daily business If you are hesitant about arranging a training session or meeting with someone and your FEO can t help ask this officer for help First week Introduce yourself to your Find out when the next Fa
4. culty Officers Group meeting is Fellow FAOs your FEO fellow FAOs Contact some other FAOs check the Handbook to see if your faculty has OR any degrees which relate closely to those from other faculties or any Deputy University Secretary this officer will be able to combined degrees and pick on those people first Use the telephone at least point you in the right direction directory or a people search on the UWA home page to find out their details Introduce yourself More than likely someone will offer to take you out for a coffee and a chat If not ask them out First fortnight Find out about the tasks Begin find month by month calendar of duties most faculties should have ahead one if not ask an experienced FAO for a copy of theirs Chat with an experienced faculty officer about strategies for coping and organising work TALK to your support staff they are often the best resource you have First or second month ongoing Obtain and READ available documentation Take the time at this stage to READ or at least note the contents of the documents you have available including instruction manuals Obtain UWA organisational chart browse through the Operational Priorities Plan and the University s Strategic Plan http www acs uwa edu au req stratplan html Page 1 When What Details Who to ask Access the Secretariat homepage Policies and Procedures sect
5. er Education system in Australia Ask your FEO for pointers wider tertiary education e Find out about the Educational Profile Refer http www avcc edu au context e Read Campus Review and the Higher Education Section in Wednesday s Australian e Attend ATEM Australian Tertiary Education Management conferences ask your FEO e Attend AVCC training courses Later Expand your skills e Attend Centre for Staff Development courses Senior Staff Development Officer Centre for Staff e Enquire about secondments elsewhere within the Uni or organise a job Development swap with another interested FAO Other faculty officers e Enquire about Leadership Development for Women if you are a woman Centre for Staff Development Refer _http www acs uwa edu au csd Later Examine your procedures Re evaluate your standard letters Your support staff Academic adviser with a critical eye Look at the paper flow in your office Talk to other staff for examples of best practice Make sure that what you do is not causing problems for a related section Deputy University Secretary Other FAOs Your FEO Dean if appropriate OR Student Admin Stats Office C Documents and Settings mharvey My Documents HIGHER DEGREES jb FAO Survival Kit2 doc Page 4
6. ications Officer annually C Documents and Settings mharvey My Documents HIGHER DEGREES jb FAO Survival Kit2 doc Page 3 When What Details Who to ask Six months OR the Meet staff from e _ Visit call one place each week fortnight to meet the staff first time you need e Discuss their role and any interaction between your area and theirs to deal with them 1 The Statistics Office 2 The Prospective Students Office s 3 Student Services 4 The Postgraduate Research amp Scholarships Office Ascertain if there has been anything about this contact which has been problematic If not urgent for action store up items procedures you do not understand and use this opportunity to discuss them in person 1 University Statistician Admissions Officer Prospective Students Officer 3 Director Student Services 4 Manager Postgraduate Research amp Scholarships Office and Senior Administrative Officer Scholarships Refer http www acs uwa edu au stats http www uwa edu au prospective http www studentservices uwa edu au http Awww research uwa edu au pg First Appeal against Appeals Procedure e Work through procedures in the context of your specific case Deputy University Secretary OR Academic Experienced Faculty Officer Assessment Refer http www secretariat uwa edu au home policies Later Learn about UWA in the e Find out about the High
7. ion and make sure you familiarise yourself with it sufficiently to know what it covers http www secretariat uwa edu au home policies Obtain copies of all the standard letters from support staff if they are not already easily accessible to you Obtain a copy of the Admissions and Quota Policy Document and Operational Guidelines Refer http www acs uwa edu au stats Obtain copies of the standard forms for eg Special Approval Forms Your office or Enquiry Counter Identify transactions you will be required to carry out Such as processing Changes of Enrolments and attempt to match them with the standard form Find out who processes them once they leave your office and what they do with the material you send them This depends on the form but fellow FAOs can provide some guidance Investigate UWA website for policy and procedure documents and links to other student administrative areas Refer http www uwa edu au First six months or asap Take appropriate training courses Arrange to do the Seminar Role of the Committee Secretary at CSD If you are new to Admin arrange to do How the University Works through CSD Attend Staff Induction programme Centre for Staff Development When you are filing your first set of Minutes Agenda OR The first time you need to use Records Meet Records Officer and the Electronic Document Management EDMS Project Officer Arrange an
8. n you prepare your first set of regulations Learn about conventions and practices for preparing Regulations Meet with Legislative Officer and the Project Officer Legislative Change Project e Legislative Officer e Project Officer Ask about the process for approval of full set of faculty regulations and what you should be keeping up to date during the year Before your first enrolment session Learn about the documentation you will have to check and what you are required to do Arrange a meeting with the Admissions Manager to talk about the Admissions process and the information you ll receive and to find out what is expected of you e Admissions Manager Read the Admissions Schedule provided by the Admissions Manager e Admissions Manager Ask a fellow FAO to run through the checking process with you to show you what is required e Experienced FAO Check with Enrolments HECS Officer for any special requirements tips Practice a few checks in the company of another FAO e Enrolments Officer Three months OR the first time you need to deal with them Meet the International Centre staff Visit call staff to introduce yourself Discuss procedures for dealing with international students and ask them to describe particular procedures you are unsure about in detail Ask about the impact of part time enrolments on international students and the impact of the ESOS Act International
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