Create job requisition for existing positions in Workday (Retired Process)

The following help article outlines the retired process for the original Job Requisition process. From 26 March 2024, enhancements have been made to this process. Please refer to the help article, Create job requisition for existing positions in Workday to complete the enhanced requisition process. 

Create Job Requisition is a process on the Workday platform that allows managers to request that an existing position be filled. In exceptional circumstances, Recruitment and Transactional & Client Services may initiate the Create Job Requisition process on behalf of managers.

This process could be used to:

  • fill an existing, vacant position with a new external hire
  • fill an existing, vacant position with an internal hire (an existing staff member that is changing roles)
  • fill an existing, vacant position with a contingent worker
  • backfill a position during a leave of absence (e.g. Parental leave)
  • backfill a position after a staff member leaves

This process should not be used for:

  1.  Creating a new position for recruitment.  See instructions for creating a job requisition for new positions here.
  2.  Change Programs. Please continue to use Word documents for Change Program Position Descriptions so that they can be included in Change Program documentation. When the Final Change Program is released, HR will upload the final versions into Workday.
  3.  Secondments. When staff go on secondment their substantive position is frozen and is not vacant. A

Sharing SharePoint Content with External Users

Currently the University allows for documents, files, folders, lists, libraries, and complete sites in your SharePoint Online environment to be shared with external users.

How do I submit my timesheet? (casual academic)

This guide is for use by casual academic staff and provides information to submit timesheets for active job holders with one or more active roles within the University.

Who does this apply to?

This guide is for use by casual academic staff.

When do I use this timesheet?

This timesheet is to be completed when claiming payment for hours worked. 

How do I complete my timesheet?

Refer to How to use OTA to complete my timesheet (casual academics) for the steps to follow to complete your timesheet ahead of submission.

Who does this not cover?

  • Professional fixed term and continuing staff (HEO 1-9) employed under Schedule 4 of the Enterprise Agreement working 35 hours per week using Professional Timesheet (New) 
  • Casual professionals (HEO 1-9) using Professional Timesheet (New) 

Units and hours

Different academic activities like lecturing, tutoring, and marking are paid at different rates and recorded in timesheets in “units”. The rates for these activities are set out in Schedule 1 of the Enterprise Agreement.  Some units are for a ‘session’ of work, such as for a standard lecture, which includes 1 hour of delivery and up to 2 hours associated working time. Other units are for 1 hour of delivery, such as for marking.

Further information on the hours included in a “unit” can be found in the Work Classification and Paycode Guide

How to use Research Professional to discover research funding opportunities

This article outlines how researchers and research support staff can use the Research Professional online database to discover local and international funding opportunities, research policies and research practice news across a broad range of disciplines. Specifically, the article will highlight general features of the database, specialised roles, role capabilities, and reference materials that users can access to better utilise the platform.

What is GraphPad Prism?

GraphPad Prism is a scientific 2D graphing and statistics software available for both Windows and Mac University-owned computers.

GraphPad Prism combines:

  • scientific graphing
  • comprehensive curve fitting (nonlinear regression)
  • understandable statistics
  • data organisation.

Types of revenue & income

The University receives income from a variety of sources including students, commonwealth and state governments, industry and private donors.

How to review my units in the Disability Academic Plans Portal

See below information for instructions on how to review what units you have access to in the Disability Academic Plans portal.

Note: Access to academic plans is based on your access rights.

How to bulk add timetabled activities in OTA

The Bulk Edit Functionality provides Allocators the ability to add additional rows in bulk, where a unit may have multiple classes of the same activity.

For example, if your area runs hybrid tutorial they may have two tutors in the room, or a tutor and a demonstrator. This option lets you add that extra row to all classes of that activity type. 

What is Concur?

The University uses a management system called Concur that covers both travel and expenses.

See below for a list of Concur user guides in the Services Portal, sorted by subcategories. There is also Concur information on the Travel page on the staff intranet.

Generative AI – A guideline for Supervisors 

Researchers who supervise honours or HDR students have a responsibility to discuss the use of Generative AI (Gen AI) with their students. Research students are allowed to use Gen AI, however they must use it responsibly and in line with the Universities guidelines.

How to rollover semester scheduled and unscheduled activities in OTA

This help article outlines the process for Allocators to roll over scheduled and unscheduled activities/patterns from one semester to another.

Only approved activities can be rolled over. Eg: Allocation status of Approved Allocation, Academic, Variation Complete

A "Check Rollover" feature allows Allocators to preview and validate activity data before proceeding.

How to edit scheduled activity in OTA

This help article outlines the process for Allocators editing specific data of a scheduled activity

  • Allocations can only be edited if they are unclaimed. The edit button will change to a lighter colour if the class selected is partially claimed 
  • Allocations in the approval process (not draft casual and not yet approved) should not be edited using this process. 
  • Approved items must retain their paycode group, but you can edit the paycode within the role.
  • Editable fields are Start Time, Units, Activity Start Date and Day

Add and edit education listings / qualifications in Workday

Staff and contingent workers can update their education and qualifications information on Workday. Updates to education and qualifications will require supporting documentation.

If you wish to record a skill in Workday, please refer to the How do I add and edit my skills in Workday? help article.

If you wish to record a licence or membership number, please refer to the Update my licenses in Workday help article.

What are some tips for using the eNotebook?

When using the eNotebook, knowing about certain features and practices can enhance your experience and help you manage your research data more easily.

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