Staff Availability to Teach Job Aid for Course Convenors

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1 Staff Availability to Teach Job Aid for Course Convenors Business Process Owner: Exams and Timetabling Last modified: 10 February 2014 (version 1.0)

2 Contents Staff Availability to Teach... 1 Navigating to the Staff Availability to Teach Online Form... 1 Accessing the Staff Availability to Teach Online Form... 1 Completing the Staff Availability to Teach Online Form... 2 General Information... 2 Availability to Teach... 3 Additional Information... 5 Workflow Approval... 5 Due Date... 6 Modifying an Existing Staff Availability to Teach form... 6 * * * * * 10 February i - CRICOS No E

3 Staff Availability to Teach Navigating to the Staff Availability to Teach Online Form Navigation: Griffith Portal > Learning and Teaching > Class Timetabling > Data Collection Timetabled Accessing the Staff Availability to Teach Online Form The Class Timetabling Data Collection page allows you to provide your Availability to Teach as well as submit requirements for your Timetabled Courses. Only the Study Periods currently open for data collection will show. The page also displays the due date for the relevant data collection process, including the number of days that remain, at the top of the page. Depending on the Study Period, you may or may not be required to complete all of the fields. E.g. Staff Availability to Teach is not collected for Winter or Summer Semester. Any of the following progress status messages may be displayed: Not Started - Data collection process has not been started In Progress - Data collection process has been started with at least one saved change Submitted - Requirements submitted, approval not required Submitted Then Updated Requirements have updated post submission. No resubmission required. Submitted for Approval - Requirements submitted, approval by HOS/HOD required Approved - Requirements approved by HOS/HOD Denied - Requirements denied by HOS/HOD, please adjust and re-submit Sent to EXT - Requirements sent to Exams and Timetabling for processing Rolled Data Data has been rolled over from the previous corresponding year/semester 10 February CRICOS No E

4 To access the Staff Availability to Teach online form, look for the relevant Study Period and then click on the status under Staff Availability to Teach (eg. Not Started, In Progress, Submitted for Approval, Approved, Denied etc.) Completing the Staff Availability to Teach Online Form General Information Step 1: Enter information into fields in General Information box. 1. Select the Home Campus from the drop down box 2. Enter the Home School/Department. You can do this by clicking on the looking glass to find the correct Home School/Department and then click on it to select. 10 February CRICOS No E

5 3. The Mobile Phone field will be populated for most staff. Adjust if needed, and then enter Phone Extension information. 4. If you work with other Schools/Department you can add them one at a time by clicking on the looking glass to find the correct Home School/Department and then click on it to select. To add extra Schools click on the + button and follow the same process. To remove a School Department click on - on the relevant row. 5. You can save information at any time by clicking on the Save button at the bottom of the page Availability to Teach Step 2: Complete the Availability to Teach box. *Please note that even though this form is titled Availability to Teach what is actually entered are the days and times of the staff member s unavailability to teach. 1. In Row 1 select the reason for your unavailability from the drop down box. If you choose Other you will be prompted to provide more information in the Comments field on the right hand side. For all other reasons extra comments are not required. 2. Select the tick box for the day(s) that you are unavailable to teach. *Please note you only select multiple days if the unavailability time is the same for all selected days. 3. Select Start Time and End Time of the unavailability from the drop down boxes. 4. The default week pattern for the Study Period/Collection Year selected will be for all weeks in the Study Period which display in the Summary of Weeks field. This will read as Regular Semester Weeks for the relevant semester. To change the weeks of the unavailability click on the icon in the Change Weeks field. 5. To modify the required weeks for the unavailability select or deselect the check boxes in the Select column. In the following example the normal teaching weeks have been deselected with the exception of weeks 4, 8 & February CRICOS No E

6 6. Click OK to save changes. Click Cancel to cancel changes, which will take you back to the previous screen. 7. To add other days/times of unavailability click on the + button to the right of the current row, which will create a new row for you to enter information. Enter information in the same manner as before. To delete a row click on the - button of the row you want to delete. 8. You can save changes you make at any time by clicking on the Save button located at the bottom of the page. 10 February CRICOS No E

7 Additional Information 1. Extra information regarding unavailability is to be entered in the Additional Information field if required. Workflow Approval Step 3: In the Workflow Approval section select the staff member who has authority to approve your Staff Availability to Teach submission. *Please note that this is normally the Head of School/Department. 1. In the Head of School field click on the looking glass to locate the appropriate person and click on their name to populate the field. 2. If an alternate approver is to be entered click on the looking glass in the Alternate Approver field to locate them and then click on their name to populate the field. 3. If an alternate approver is nominated select a reason from the drop down box in the Reason for Alternate field. 4. Once you have finalised your Staff Availability to Teach save it by clicking on the Save button. *Please note that you can save at any time and leave the online form and return to complete it at a later stage. 5. To submit the online form click on the Submit for Approval button at the bottom of the page. *Please note that once you have submitted the form you will not be able to make any further changes until the Head of School/Department or Alternate Approver has either approved or denied the application. 6. The Workflow Status table will show the action date and time, who has made the last update, the actual workflow status and also any comments that have been included. This 10 February CRICOS No E

8 aces as the Last Updated History field from other online data collection screens. Please see below: *Please note that the Workflow Status will also show if someone else (ie. your SAO/PSO) has completed any part of the online form on your behalf. In the example above, Leon is a SAO/PSO and Mirela is academic staff. 7. You will be advised via an if your submission has been approved or denied. 8. If your workflow submission needs to be re-assigned to a different approver due to a valid reason, please approach your SAO/PSO to adjust the workflow request accordingly. Due Date The data collection due date with the number of days remaining for submission is highlighted in red at the top of the Staff Availability to Teach page. Modifying an Existing Staff Availability to Teach form You can only modify an existing Staff Availability to Teach submission once the Head of School/Department or Alternate Approver has either denied or approved your application. 1. If your Staff Availability to Teach request gets Denied you can resubmit again by first finding the request (see Navigating to the Staff Availability to Teach Online Form & Accessing the Staff Availability to Teach Online Form above), modifying it and then resubmitting again by clicking the Submit button. If your request is Approved but you still wish to make further changes, find and access the request (see Accessing the Staff Availability to Teach Online Form above ) and then click on the Edit and Resubmit button so you can make necessary changes. Once completed, click the Submit button to submit the form again. 10 February CRICOS No E

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