Queensland 4811 Australia - Updated: Friday, 23 September 2016 Email
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Research Fellows
and
Graduate Student
General Services Handbook
ARC Centre of Excellence for Coral Reef Studies
James Cook University Townsville
Queensland 4811 Australia
Phone: 61 7 4781 4000
Email: info@coralcoe.org.au
www.coralcoe.org.au
Updated: Friday, 23 September 2016INDEX
ABOUT THE ARC CENTRE OF EXCELLENCE FOR CORAL REEF STUDIES ................................................... 4
Background .................................................................................................................................... 4
RESEARCH ........................................................................................................................................... 4
Program 1: People and Ecosystems .............................................................................................. 4
Program 2: Ecosystem Dynamics: Past, Present and Future ........................................................ 4
Program 3: Responding to a Changing World ............................................................................... 4
STRATEGIC PLAN .................................................................................................................................. 5
MAIN CONTACTS ................................................................................................................................... 5
Helpline for Centre students: .......................................................................................................... 6
CENTRE SUPPORT FOR RESEARCH FELLOWS AND STUDENTS ................................................................. 7
Centre goals in research training and professional development .................................................. 7
Student Committee ......................................................................................................................... 7
Postdoctoral Committee ................................................................................................................. 7
Centre mentoring scheme .............................................................................................................. 7
Centre Website ............................................................................................................................... 7
Centre Events ................................................................................................................................. 8
Media and Communications ........................................................................................................... 8
Research and Centre Publications ................................................................................................. 8
Centre Awards and Prizes for Centre Students ............................................................................. 9
Code of Conduct for the Responsible Conduct of Research and Intellectual Property Policy..... 10
Key Performance Indicators ......................................................................................................... 10
Travel Assistance between Nodes for Centre Students............................................................... 10
Cross-nodal Advisory arrangements ............................................................................................ 10
GENERAL - CENTRE OF EXCELLENCE OFFICE ....................................................................................... 10
Administration Office .................................................................................................................... 10
Conference/Meeting/Seminar facilities ......................................................................................... 10
Email Lists - Centre students only ................................................................................................ 10
Equipment .................................................................................................................................... 11
Housekeeping............................................................................................................................... 11
RESEARCH FUNDING ........................................................................................................................... 11
Research Costs ............................................................................................................................ 11
RESEARCH DATA: STORAGE AND MANAGEMENT ................................................................................... 11
GENERAL - JCU .................................................................................................................................. 12
Administering Institution: James Cook University ........................................................................ 12
Graduate Research School (Building 17, Ground Floor) ............................................................. 12
Keys .............................................................................................................................................. 12
Kitchen Facilities and the Coffee Club ......................................................................................... 12
Library ........................................................................................................................................... 12
Mail/Parcels .................................................................................................................................. 13
Morning Tea ................................................................................................................................. 13
Multi-Function Device (MFD): printing, photocopying, scanning .................................................. 13
Parking ......................................................................................................................................... 13
Property (CoE).............................................................................................................................. 14
Research Services (Building 17, 1st Floor) .................................................................................. 14
Showers ........................................................................................................................................ 14
Stationery ..................................................................................................................................... 14
Telephone and Voice Mail ............................................................................................................ 14
IT FACILITIES ...................................................................................................................................... 15
Computers .................................................................................................................................... 15
Email ............................................................................................................................................. 15
HelpDesk ...................................................................................................................................... 15
Usage Rules ................................................................................................................................. 15
SAFETY AND SECURITY ....................................................................................................................... 15
OPERATIONS....................................................................................................................................... 15
Purchasing of Stationery .............................................................................................................. 16
HUMAN RESOURCES ........................................................................................................................... 16
-2-Casual Appointment of Personnel ................................................................................................ 16
Staff – Leave ................................................................................................................................ 16
Students - Leave of Absence from Study ..................................................................................... 17
TRAVEL .............................................................................................................................................. 17
Arranging Travel ........................................................................................................................... 17
Staff and Student Travel ............................................................................................................... 17
Travel Safety ................................................................................................................................ 18
GENERAL TRAVEL INFORMATION FOR STAFF/STUDENTS ....................................................................... 19
Bench Fees .................................................................................................................................. 19
Camping Allowance ...................................................................................................................... 19
Diving and Boating at James Cook University ............................................................................. 19
Field Trip (boating and diving) ...................................................................................................... 19
Field Trip Safety ........................................................................................................................... 19
Insurance ...................................................................................................................................... 19
Vehicles ........................................................................................................................................ 19
Travel Alerts ................................................................................................................................. 20
ACRONYMS ......................................................................................................................................... 20
STRATEGIC PLAN ................................................................................................................................ 21
-3-About the ARC Centre of Excellence for Coral Reef
Studies
Background
The Australian Research Council (ARC) Centre of Excellence for Coral Reef Studies commenced
operations in July 2005. In 2014 following the award of $28 million from the Australian Research Council
to fund the Centre for seven years the new Centre continued its operations. Headquartered at James
Cook University, the ARC Centre’s other Collaborating Universities are the Australian National
University, the University of Queensland and the University of Western Australia. The Partner
Institutions are the Australian Institute of Marine Science, the Great Barrier Reef Marine Park Authority,
the International Union for Conservation of Nature, Centre National de la Recherche Scientifique,
(France), Center for Ocean Solutions at Stanford University (USA), and WorldFish (Malaysia).
The ARC Centre of Excellence for Coral Reef Studies undertakes world-best integrated research for
sustainable use and management of coral reefs. The major objective of the Centre is to achieve a better
understanding of the science, both social and natural, that underpins the dynamic changes currently
occurring in coral reefs worldwide. This research is both multifaceted and transdisciplinary. Improving
the governance and management of natural systems and enhancing our capacity to sustain both human
and natural capital is an overarching goal of our research.
The ARC Centre cements Australia’s leading contribution to coral reef sciences, and fosters stronger
collaborative links between the major partners and other leading international research institutions.
According to ISI Essential Science Indicators, four of the ARC Centre’s major research partners rank in
the top 20 institutions world-wide for citations for coral reef science (among 1644 institutions in 103
countries). Collectively, the ARC Centre creates the world’s largest concentration of coral reef scientists.
The Centre Director is Professor Terry Hughes (JCU). Professor Ove Hoegh-Guldberg (UQ) and
Professor Malcolm McCulloch (UWA) are the Deputy Directors.
Research
The Centre of Excellence’s focus is on three research programs, each one under the stewardship of
Program Leaders from James Cook University, the University of Queensland and the University of
Western Australia:
Program 1: People and Ecosystems
This program expands the scope of contemporary coral reef research, from a predominantly biological
focus to a broader understanding of the links between coral reef ecosystems, the goods and services
they provide to people, and the wellbeing of human societies.
Program 2: Ecosystem Dynamics: Past, Present and Future
This multi-disciplinary program brings together leading ecologists, evolutionary biologists, geneticists,
oceanographers and palaeontologists to examine the multi-scale dynamics of reefs, from population
dynamics to macroevolution.
Program 3: Responding to a Changing World
The responses of people, other organisms and biological processes to rapidly changing local and global
environments are key issues for the sustainability of coral reefs and the ecosystem services they
provide to societies and economies. This program focuses on new research that will advance the
fundamental understanding of the key processes underpinning reef resilience, and will deliver vital
information and understanding for Programs 1 and 2.
-4-Strategic Plan
See Appendix 1.
Main contacts
Graduate Coordinator/Finance Manager
Olga Bazaka is the first port of call in assisting you with any student related matters. Ph: 07 478 16748
or via email olga.bazaka@jcu.edu.au. She is also the finance manager.
Administrative Officer
Janet Swanson will assist you in relation to general enquiries, travel and purchasing. Ph: 07 478 16787
or e-mail janet.swanson@jcu.edu.au.
Office Manager/KPI Officer/Events Manager
Vivian Doherty manages the Centre’s offices and facilities, all events, Key Performance Indicator
reporting, and is the personal assistant to the Centre Director. Ph: 07 478 14000 or via email
vivian.doherty@jcu.edu.au
Communications Manager
Kylie Simmonds manages Centre media releases, social media and the website. Ph: 07 478 16067
or email kylie.simmonds1@jcu.edu.au.
Chief Operations Officer
Jennifer Lappin is the Centre’s Chief Operations Officer. Jenny oversees all aspects of Centre
management. Ph: 07 478 14222 or via email jennifer.lappin@jcu.edu.au.
Health Safety Representative
Vivian Doherty. Ph: 07 478 14000 or via email vivian.doherty@jcu.edu.au.
Laboratory Manager/s
Ecology lab, Rm 115, Building 19, Dr Vanessa Messmer, ph: 07 478 15531
Vanessa.Messmer@jcu.edu.au. Biochemistry lab, Rm 118, Building 19, Dr Jodie Rummer ph: 07
478 15300 Jodie.Rummer@jcu.edu.au.
First Aid Officers
Cindy Huchery, Rm 109, Building 32. ph: 07 478 16304 email Cindy.Huchery@jcu.edu.au
Vanessa Messmer Rm 117, Building 19. ph: 07 478 15531 email Vanessa.Messmer@jcu.edu.au. .
Fire Wardens
Building 32: Vivian Doherty (Building Warden) Ph: 07 478 14000, email vivian.doherty@jcu.edu.au,
Janet Swanson Ph: 07 478 16787 or e-mail janet.swanson@jcu.edu.au and Cindy Huchery ph: 07
478 16304 email Cindy.Huchery@jcu.edu.au.
Building 19: Jorge Alvarez Romero, Ph: 07 478 16517 Jorge.Alvarezromero@jcu.edu.au and Amelia
Wenger Ph: 07 478 14804 Amelia.Wenger@jcu.edu.au.
-5-Helpline for Centre students:
ARC CoE STAFF RESPONSIBLE/ABLE TO HELP
FUNCTION/PROBLEM/ISSUE
(please contact in order listed)
Enrolment International Student Centre/Graduate Research School
Settling in and orientation Advisor / Graduate coordinator/ISC/GRS
Initial contact/orientation Advisor / Graduate coordinator/ Office Manager/International
Student Centre/Graduate Research School
Infrastructure support (desk space, Office Manager /Advisor / Graduate coordinator
keys, laboratory space, furniture)
Travel/purchasing/general queries Administrative Officer / Office Manager / Graduate Coordinator
Problems with University/Graduate Graduate coordinator / Chief Operations Officer
Research School administration
Research project related issues Advisor / Postgraduate Liaison Officer
Eligibility to do research Advisor / Graduate coordinator / Postgraduate Liaison Officer
Funding Advisor or Graduate coordinator
Problems with an Advisor Mentor/ Postgraduate Liaison Officer
Confirmation of candidature Advisor / Graduate coordinator
Exit seminar Advisor / Graduate coordinator
Academic progress issues Advisor
Deadlines Advisor / Graduate coordinator
Completion Advisor / Graduate coordinator
Submission of proposal, literature Advisor
review, project reports
Examination of proposal, literature Advisor
review, project reports (minor thesis)
Personal problems impacting progress Advisor / Graduate coordinator/ Mentor/ Postgraduate Liaison
Officer and /or Student counselling service
Social integration into ARC CoE/JCU Advisor / Graduate coordinator
student body
-6-Centre Support for Research Fellows and Students
Centre goals in research training and professional development
To build human capacity and expertise in coral reef science worldwide by:
• Recruiting, training and mentoring the highest quality graduate students and early career
researchers from Australia and overseas
• Providing resources for and supporting Centre’s mentoring and professional development
activities
• Promoting student outputs and activities through media and on the Centre’s website
• Expanded student mentoring activities in publishing research, networking and career
development
• Rewarding highest quality student outputs and outcomes.
• Encouraging students and early career researchers (ECRs) to develop cross-nodal and
international research networks.
Student Committee
The Centre has established a student committee with representatives from each node of the Centre.
Membership of the Committee is determined annually through nomination/self-nomination.
The Centre's Student Committee is provided with a $40,000 annual budget towards graduate student
activities which will bring the Centre's students together and to enhance the graduate experience
beyond their direct research project and interests.
Postdoctoral Committee
The Centre has established a postdoctoral committee with representatives from each node of the
Centre. Membership of the Committee is determined through nomination/self-nomination.
The Centre's Postdoctoral Committee is provided with a $20,000 annual budget towards Early Career
Researchers professional development activities which will bring the Centre's ECRs together and to
enhance their collaborations, training and experience.
Centre mentoring scheme
Mentoring will be provided to all Centre students and research fellows. Mentoring activities include,
but are not limited to: career development; training in preparation of grant proposals, publications and
presentations; guidance on how to effectively collaborate with researchers from diverse backgrounds
and disciplinary areas; and training in responsible professional practices. Centre will ensure that you
will be provided with support and advice to enhance your HDR and Early Career Researcher
experience:
• Centre research leaders will mentor student and postdocs providing them with personal,
strategic advice on how to advance their career;
• Students and ECRs will be supported by their peer group and established senior researchers
Centre Website
The Centre's website www.coralcoe.org.au provides the latest information on the Centre’s research
activities and achievements and, importantly, gives its members (YOU!) the opportunity to promote
themselves globally.
• Postdoctoral Fellows and their projects are highlighted on the Research Fellows’ web page.
• Students and their projects are highlighted on the Student’s web page.
Please send the Communication Manager Kylie.Simmonds1@jcu.edu.au the following:
-7-• For students - short biography (where you are from, your course of study i.e. PhD or Masters,
what your thesis is about, who supervises you, what you enjoy doing in your spare time, your
family/kids etc), accompanied by a recent photo of yourself and your thesis title.
• For Centre Fellows – current short biography, research interests and select publications.
Access to the members’ area of the website is restricted to members of the Centre. On this page you
will find general Centre information including logos, powerpoint templates, letterhead stationery,
policies, and forms for your use. To access the members area login to the website and click on “member
login” (top right corner of the window). If you don’t have a login and password please contact our
Communications Manager, Kylie Simmonds Kylie.Simmonds1@jcu.edu.au phone 07478 16067.
Centre Events
Annual Centre Symposium, Public Forum and Student and Postdoctoral Retreat
The Centre’s Annual Symposium and Public Forum bring together the collective research capabilities
of the Centre; to meet and learn from each other; to showcase the Centre’s research achievements to
other researchers, industry groups, government and the wider community. Professional development
events in the form of one or two day “retreats” for graduate students and early career research fellows
are held in association with the annual symposium. These retreats are organised by the student and
postdoctoral committees.
National Student Mentoring Day
The Centre convenes a national student mentoring day in association with the annual Australian Coral
Reef Society Conference. A range of mentoring activities is targeted at all graduate students. Sessions
are focused on enhancing students’ research and publication skills. The Mentoring Day facilitates
interaction with other researchers and assists students with career development activities.
Weekly seminars
Students and Research Fellows are heavily involved in weekly multi-nodal (video-conference)
research seminars held Thursdays at 4.00pm in the Seminar Room 106, Building 19 (including
refreshments). Students and Research Fellows are invited to take an active role, and to present their
research. The Centre’s seminars are advertised by email and listed on the Centre’s website.
2016 organisers:
Greg Torda Gergely.Torda@jcu.edu.au
Jessica Blythe Jessica.Blythe@jcu.edu.au
Laura Puk l.puk@uq.edu.au
Media and Communications
The Centre promotes our research findings to the world via the Centre’s Communications Manager,
Kylie Simmonds Kylie.Simmonds1@jcu.edu.au phone 07478 16067.
Forthcoming publications provide the Centre with an opportunity to organise a media release. Please
let Kylie know in plenty of time that you have a research article coming out so that we can assess how
best to promote your research – through either a media release or through social media. The Centre’s
media releases can be found at https://www.coralcoe.org.au/news-and-media/media-releases.
Research and Centre Publications
The Centre maintains a record of all work published by staff and students. Publications are promoted
on the Centre’s website. Please take the opportunity to promote your research through placing printouts
in the display area in reception upstairs in Building 32 and Building 19 JCU.
Students and Postdoctoral Fellows are required to email a copy of their research publications (in PDF
format) to Vivian Doherty vivian.doherty@jcu.edu.au. Additionally, JCU Research Fellows are
required to enter their publications into JCUs bibliographical database found at ResearchOnline@JCU.
-8-Many of these publications will also be included in the calculation of the Centre’s Research income,
hence the importance of regularly adding your publications to ResearchOnline@JCU.
The Centre produces an annual report which is submitted to the Australian Research Council in March
of each year. Copies are distributed to Centre members and are posted on the Centre’s website at
http://www.coralcoe.org.au/publications?c=annual%20reports
Acknowledgements and address
Postdoctoral Fellows and students are required to include the Centre’s address in the by-line of their
research articles and to acknowledge funding from the Australian Research Council, e.g. “This research
was supported by an award to the ARC Centre of Excellence for Coral Reef Studies”.
Address: ARC Centre of Excellence for Coral Reef Studies, James Cook University, Townsville,
Queensland 4811.
The Centre’s policy on acknowledgements and address is detailed on the Centre’s website
members’ page.
Centre Awards and Prizes for Centre Students
Virginia Chadwick Award
Five Virginia Chadwick Awards for Excellence in Scientific Publishing’ ($1,000 each) are awardeded
annually for outstanding student publications. The intention of the awards is to promote, highlight and
reward the significant research contribution that ARC Centre of Excellence graduate students are
currently making in their field of study.
These awards were established in honour of Virginia Chadwick’s significant contribution to securing the
future of coral reefs worldwide during her role as Chair of the Great Barrier Reef Marine Park Authority
and as a member of the Centre’s Advisory Board. To be eligible for an award, the research must be in
the field of coral reef studies and the applicant must:
• be the first author but not necessarily the sole author
• be currently enrolled at JCU, ANU, UQ, UWA or no more than one year after completion of the
award
• be supervised by a CoE Chief Investigator or Research Fellow
• use the ARC Centre of Excellence for Coral Reef Studies as their by-line address in the
publication
Glenn Almany Memorial Prize
An annual $1500 prize is awarded to a graduate students whose research required them to work with
people beyond traditional academic boundaries to make a difference or which has the potential to
influence policy, management or practice.
To be eligible for an award the,
• research must be in the field of coral reef studies and
• applicant must:
• be the first author but not necessarily the sole author
• be currently enrolled at JCU, ANU, UQ, UWA
• be supervised by a CoE Chief Investigator or Research Fellow
• use the ARC Centre of Excellence for Coral Reef Studies as their by-line address in the
publication
• journal article must have either required the student to work with people beyond traditional
academic boundaries to make a difference (for example, NGOs, resource managers, communities,
other practitioners, policy makers etc) or the published journal article has the potential to influence
policy, management or practice.
-9-Code of Conduct for the Responsible Conduct of Research and
Intellectual Property Policy
It is critical that research staff and students understand their research responsibilities. Please download
and read the Research Code of Conduct and the Intellectual Property Policy.
Key Performance Indicators
Key Performance Indicators (KPIs) are measures of performance in key areas which are set by the
Centre’s funding body the Australian Research Council (ARC). The Centre is contractually obliged to
report KPIs to the ARC annually. Funding for all or part of your research and/or appointment is provided
by the ARC and you must report your KPI data to receive this support. Research Fellows will be required
to complete a KPI workbook each quarter and forward it to the Centre’s KPI Officer Vivian Doherty,
Vivian.Doherty@jcu.edu.au. Your new workbook will be emailed to you by the KPI Officer.
Travel Assistance between Nodes for Centre Students
Student Committee funds: Travel assistance aims to create a Centre-based environment that students
can feel part of. The assistance is not intended to provide funds for a student to pursue their research
project. This is the responsibility of the Advisors. The idea of the Centre funding travel for students
between nodes is to allow for collaborations above and beyond the student's research project to
strengthen inter-nodal communications, collaborations and networks which will "add- value" to the
student's graduate experience.
Cross-nodal Advisory arrangements
Cross-nodal Advisory arrangements are strongly encouraged. More than 50 graduate student members
of the Centre currently have multi-institutional Advisory arrangements. Students may approach their
major Advisor if they would like to avail themselves of additional expertise on their Advisory committee
from the ANU, UWA, JCU and UQ nodes of the Centre.
General - Centre of Excellence Office
Administration Office
The Centre’s Administration Office is located on the top floor of Building 32 (Sir George Fisher Building),
Room 131, James Cook University Townsville QLD 4811. It is located at the end of Green Close off
James Cook Drive. All initial enquiries for the Centre should be directed to this office.
Conference/Meeting/Seminar facilities
The Centre of Excellence has two rooms equipped with video conferencing equipment and a laptop:
• Building 32, Room 114 – used for meetings; and
• Building 19, Room 106 – used for seminars.
Both rooms can be booked in the meeting room diaries provided in the CoE office or if you are off
campus through the Office Manager.
Email Lists - Centre students only
Olga Bazaka maintains the CoE student email lists. You are welcome to use these lists, but please be
aware these lists are moderated and cannot be used for personal emails, ie items for sale.
ARC CoE JCU students coestudentsjcu@lists.jcu.edu.au
ARC CoE UQ students coestudentsuq@lists.jcu.edu.au
- 10 -ARC CoE ANU students coestudentsanu@lists.jcu.edu.au
ARC CoE UWA students coestudentsuwa@lists.jcu.edu.au
Equipment
Laboratory
Laboratory equipment, located in dedicated rooms and laboratories under no circumstances should be
moved without prior permission from the Laboratory Manager/s (Prof Morgan Pratchett and Dr Jodie
Rummer).
Office
To borrow the following equipment for short term use please see the Centre’s admin staff :
• 3 x laptops (PC only – sorry, no Macs)
• satellite phone
• mobile phone
• Polycom (conference phone)
• Data projector.
Housekeeping
Working areas are to be kept safe, tidy and uncluttered. Food must only be kept in the kitchen fridges,
NOT in the laboratory fridges. Food and drink must only be prepared in designated areas within
approved rooms.
Research Funding
Research Costs
A research allocation is made annually to Research Fellows to cover the costs of their research
expenses and the research expenses of their students. This allocation is managed by the Fellows and
monitored by the Finance Manager. Advisors and students need to discuss and agree the student’s
proposed research and research costs. Individual Student Support accounts can be established by a
request to Olga Bazaka, the Finance Manager. Students should seek advice from the Administration
Officer Janet Swanson before making any purchases.
External funding
The Centre assists early career researchers to attract funding to further their careers. A workshop is
offered –see section “Centre events” on page 4.
If you are successful in obtaining a grant or need assistance or advice in relation to recent research
funding and grants please contact the Finance Manager or Chief Operations Officer.
Research Data: Storage and Management
Research Fellows and students are obligated to manage their research data in accordance with the
Australian Code for the Responsible Conduct of Research (the Code), to which all Australian
universities are signatories, by retaining, storing and cataloguing their data and maintaining
confidentiality of research data and primary materials where necessary.
- 11 -General - JCU
Administering Institution: James Cook University
As James Cook University (JCU) is our administering institution, we need to comply with their policies
and procedures and therefore you may on occasion need to liaise with the university administration.
Always refer to the JCU campus map if you need to locate a building or to find a room.
Building 1 is the main administration centre of the university. The Student Centre is located in the
Education Central Building (Bld.134) located near the Student Mall.
Graduate Research School (Building 17, Ground Floor)
The Graduate Research School (GRS) provides a service to research students and their Advisors.
The GRS administer:
• all research masters, PhD and research professional doctorate programs offered by JCU;
• scholarships for research students;
• a structured program for all research students;
• induction sessions for research students in Townsville and Cairns;
• a generic skills program of workshops and seminars in Townsville and Cairns; and
• a statistical support service.
GRS enquiries should be directed to Phone: +61 7 4781 5861, Fax: +61 7 4781 6204, Email:
grs@jcu.edu.au
Keys
Please see the Office Manager to obtain your room allocation and keys. If you lose a key, you might be
asked to cover the replacement cost. You will be issued with a building key, a room key and a lab key
(if required). Please note that Building 19 external access is via staff/student swipe card only.
For security reasons, buildings are locked each night by 9.00pm and must be kept locked at all times
on weekends and after hours. For further details refer to the ‘Security’ section.
Please return your keys on completion of your employment/degree. A $30 penalty fee for non-return of
keys will be charged.
Keys must not be lent to anyone – not even your fellow students. Copying of keys is strictly prohibited.
Kitchen Facilities and the Coffee Club
There are microwave, coffee-making, fridge and dishwasher facilities in the Centre kitchens. Please be
respectful of these facilities and others by keeping these items clean, and to wash, dry and put away
your dishes each day. Please also regularly check the fridge and throw out any spoiled food. There are
also recycle bins located in each kitchen.
The Centre operates a Coffee Club. Please notify our Administration Officer (Janet Swanson) should
you wish to become a member. Member contribution is $4.50 per week, which is spent on purchasing
milk (for coffee and tea only – not your breakfast), ground coffee, instant coffee, teabags and sugar,
and an occasional party. Payments should be made in advance to Janet Swanson.
Library
The Librarian responsible for the Centre is Andrew Stacey. He can be contacted on 07478 14742 or
andrew.stacey@jcu.edu.au
If your PhD students require some assistance in their particular area of study, subject librarian are
listed at http://www-public.jcu.edu.au/libcomp/library/contacts/JCU_144559
- 12 -Mail/Parcels
In-coming mail is delivered by approximately 2:00pm Monday – Friday an out-going mail is collected
from the Centre by 9.30am.
We sort and place the mail in the pigeon holes (located in Building 32-113) by 4pm each day. Parcels
are delivered to the main office, usually separate to the mail (throughout the day) and you will be notified
via email if a parcel arrives for you.
External mail
To send mail external to JCU, you are to charge the cost of mailing to your account. Please:
• use an official JCU envelope,
• write your account number (students can obtain the account number from their Advisor) on the
upper right hand corner of the envelope, and
• place the mail in the mail box which is located on the wall (near the water dispenser) on the
ground floor of Building 32 before 9.30am Monday - Friday.
Internal mail
To send internal mail (within JCU Townsville and JCU Cairns only) please:
• use one of the re-useable envelopes kept in Room 113. Cross out the last addressee and re-
address to the person/department to which you are mailing. There is no charge for internal mail.
• place in the mail box (location as mentioned above).
Private mail
Private mail with stamps attached, can be placed in the mail box (location as mentioned above).
Morning Tea
The Centre holds morning tea for staff and research students every Tuesday morning at 10.30am. An
email reminder is sent each week advising of the location.
Multi-Function Device (MFD): printing, photocopying, scanning
The Centre has two MFDs which are not to be used for personal purposes:
• Building 32, Rooms 106
• Building 19, Room 105.
Access
To access the MFDs see the Office Manager/Admin Officer to complete an MFD Access form.
Photocopying and Scanning
To photocopy and scan you require a staff/student card.
Printing
We encourage double-sided printing where possible. Printing charges will be coded to either your SSA,
IRA etc account or to your Advisor’s account.
Copyright
Staff/students wishing to photocopy books, articles, etc. or any other copyright material must comply
with the provisions of the Copyright Act, see http://www-
public.jcu.edu.au/libcomp/JCUPRD_031272.
Parking
Designated areas are set aside for parking. These areas are classified as either free or permit parking
areas. For further information go to: http://www.jcu.edu.au/fmo/services/parking/forms/index.htm
- 13 -General Permits for students and staff are on sale at the JCU Bookshop at Townsville at the beginning
of the year. Applicants should take a completed application form to the bookshop cashier who will
accept payment of the fee and issue a permit sticker. You will be fined if you park in a permit area
without having a permit.
Property (CoE)
It is important to note that any equipment, software, hardware etc purchased from a Centre account
remains the property of James Cook University.
All equipment over $5,000 is allocated an asset number (marked on the item concerned), which is
tracked by a central University database. Regular asset audits are completed at James Cook University
and staff/students may be required to produce any assets they are using on request. All other
equipment purchases, no matter what the value, are registered on a Portable and Attractive Register
and are audited internally by either the Administration Officer or Graduate Coordinator/Finance
Manager.
This property MUST be returned to the Centre on your departure from the Centre.
Research Services (Building 17, 1st Floor)
Research Services is the prime point to get information about grants, research data and policies,
research commercialization, integrity and ethics as follows:
• External Grant Schemes
• Internal Grant Schemes
• Funding Opportunities Databases
• Grant Applicants
• Recent Research Funding
• Research Contracts & Consultancies
• Intellectual Property
• Research Publication Collection
• Research Classification Codes
• Research Statistics Compendium
• Research Performance Model
• Research Policies
• Animal Ethics
• Human Ethics
• Research Integrity.
Enquiries: Phone: +61 7 478 15011, email: researchoffice@jcu.edu.au
Showers
Change and shower facilities are available on the first floor of Building 32 and Building 19. Please keep
these areas tidy and free from wet towels and toiletries to allow for cleaning.
Stationery
General supplies of often used items are kept in the main admin office and on shelves behind the door
of the MFD room in Building 32, Room 106. Please help yourself, but if you take the last item, please
let the admin staff know for re-ordering purposes.
Telephone and Voice Mail
Telephones are not to be used for personal purposes – phone usage is monitored. The Centre cannot
accept cash payments for use of phones for personal needs or international calls.
Internal, local and national telephone access and faxes:
• Internal calls within JCU are made by using the last five digits of the JCU phone number, e.g.
4781 4000 would be called internally on 14000. No charge applies.
- 14 -• Local and STD (national) telephone calls related to your project will be covered by the Centre.
International dialling access is not provided.
Voice Mail
Each telephone has a voice mail facility. For full instructions on how to set up your voice mail and use
the phone go to: http://www.jcu.edu.au/phonesatjcu/. The Voice Mail access code is: 12121#.
IT Facilities
JCU policies on the conditions of use of University computing and communications facilities is available
at http://www-public.jcu.edu.au/libcomp/index.htm .
Computers
Advisers need to discuss computer requirements with their students and the administration team well
in advance of the student’s arrival. Computers take at least 10 working days to arrive from being
ordered. JCU has two preferred computer suppliers – Dell and Apple.
Email
All staff and enrolled students are automatically provided with JCU email accounts. Students should
refer to http://www-public.jcu.edu.au/libcomp/computing/email/guides/JCUPRD_018257 for more
information about accessing email.
HelpDesk
For computing or phone assistance contact the helpdesk on ext 15500 or email
ithelpdesk@jcu.edu.au
Usage Rules
• Accounts allocated to staff/students may be used only for purposes related to normal research
activities and only for work related to the Centre or for which Centre has given specific approval.
• Do not attempt to install software onto the computers. If you require software that is not installed,
please consult with Advisor/Office Manager.
• Be considerate of your fellow staff/students. Any complaints regarding noise, music, untoward
behaviour etc can be directed to the Centre Management and appropriate measures will be
taken.
Safety and Security
This information is contained in a separate handbook.
Operations
Costs associated with students undertaking their proposed research should be discussed and agreed
with their Advisory panel. All purchases from this account must be approved by the student’s Advisor.
Costs associated with staff undertaking their proposed research should be discussed and agreed with
the Chief Operations Officer, Jennifer Lappin.
Purchasing Goods – MyRequisition system
Before you buy, take time to plan your purchase. What is the estimated total cost? Where do you
require delivery? Do I need to get additional quotes? Please speak with Janet Swanson,
Administration Officer, before ordering/purchasing any equipment.
- 15 -Items between $5,000 and $20,000 require 2 written quotes (if not a preferred supplier). Items of
$20,000 or more require 3 written quotes.
The MyRequisition system facilitates the purchases of general goods and services on behalf of
James Cook University. There are some exceptions which should be noted:
• One off purchases under $200 – Minor purchases which are not going to be repeat purchases
are recommended to be placed on the Corporate Credit Card.
• Consultancy Agreements – For consultancies of any value please seek advice from the
Administration team before engaging the consultant.
• Travel related items – do not follow purchasing processes. These items need to be budgetted
in a travel requisition, and once approved, these items can be purchased on staff corporate
credit cards. Students may purchase and seek reimbursement or contact the administration
team to make the purchase.
Please be aware that the University has preferred supplier agreements and in certain categories (eg:
stationery), you are not able to purchase outside of these agreements. If unsure please seek
clarification from the Administration Team.
Delivery of Goods
Once goods have been received, any packing slips, tax invoices or freight dockets must be submitted
to the Centre Office so that it can be processed appropriately. If required, payment will be made from
this paperwork. Please sign the paperwork to authorize payment and/or receipt of goods “Goods
received, OK to pay”.
If you have not received your goods in the time period requested on the purchase order, contact the
Administration Team. It is important you keep track of your orders.
Purchasing of Stationery
JCU has a sole-supplier contract with Staples Australia (formerly Corporate Express). Stationery items
purchased outside of this agreement will not be reimbursed.
Human Resources
Casual Appointment of Personnel
From time to time it may be necessary to appoint personnel to provide research assistance. A ‘Casual
Appointment Form – Research Employees” needs to be completed prior to commencement of work.
The University has strict policies and procedures with regard to the appointment of staff, and an Advisor
will consult with the administrative staff prior to engaging their students to undertake any work. Failure
to comply with University policy may result in difficulties and delays in payment, and in some cases it
may prove almost impossible to pay casual or part time staff who has not been appointed in the correct
manner.
International students should check their visa conditions to ensure they are allowed to work in Australia.
Staff – Leave
All research staff are required to take their annual leave entitlements during the period of their
employment contract. Annual leave accruals will not be paid out on contract termination.
To apply for annual leave check with your Research Leader/Chief Operations Officer to discuss the
dates and duration of your leave. Staff must apply for leave through “My HR Online”
http://www.jcu.edu.au/staff/.
For any leave other than recreational leave all Centre staff should apply via My HR Online which is
available on the JCU website at http://www.jcu.edu.au/staff/.
- 16 -Students - Leave of Absence from Study
The JCU leave of Absence Policy specifies:
• how and under what circumstances a student may take approved leave from a course of study,
• student entitlements when on leave of absence and when returning from leave of absence,
• the consequences of discontinuing a course of study without formally applying for leave.
Travel
All travel for staff/students’ research must be arranged through the JCU travel provider in accordance
with James Cook University’s Travel Policy.
Arranging Travel
Domestic and international air fares must be booked through JCU’s preferred travel agents -
“Corporate Travel Management” (CTM) via:-
• online travel booking tool (staff domestic travel only)
• email – jcu@travelctm.com
• ph: 1300 546 094 – 24 Hours, 365 Days (business hours – 8.00am to 6.00pm Monday to
Friday).
Staff and Student Travel
Approval to Travel
All travel must be approved prior to being booked and undertaken.
• domestic travel must be approved by your Advisor (students only) and the Chief Operations
Officer;
• overseas travel must be also approved by your Advisor (students only) and the Chief Operations
Officer, and the Deputy Vice-Chancellor; and
A travel requisition, with supporting documentation, must be completed for:
• all travel that occurs outside the boundaries of 50 km and any travel within 50 km boundaries that
involves the payment of travel costs; and
• for all field trips undertaken please complete the field trip tracker found at:
http://ftt.jcu.edu.au/ftt/.
Note: you must have a fully authorised travel requisition before you organise conference
payments, airfares, accommodation, etc. This is your responsibility.
Staff complete travel requisition via Fraedom (Expense Management System) -
https://www.jcu.edu.au/staff. Training must be undertaken prior to using Fraedom. Please contact
corporatecreditcard@jcu.edu.au to book your training. Also see section on Field Trips below.
Student Travel Requisition to be completed as follows:
1. Travel Requisition form available on Centre website members area.
Complete and submit your travel requisition to Janet Swanson asap (at least 3 weeks prior to
overseas travel, and 1 week for domestic). Ensure all the fields are completed and signed off by
your Advisor, with all necessary supporting documentation attached.
2. Once travel is approved you will be notified via email so that you can book your airfare and make
any other conference or accommodation bookings, etc.
3. Once flights are confirmed please email itinerary and tax invoice to Janet Swanson
janet.swanson@jcu.edu.au.
4. Flights must be booked through JCU's travel provider.
- 17 -6. Upon completion of travel, Part 2 of the travel requisition needs to be signed off and any
claims/expenses must be submitted within 21 days of the travel return date, using the ARC CoE
Receipt Reconciliation spreadsheet – available on Centre website members area. Your
completed ARC CoE Receipt Reconciliation spreadsheet and a clear copy of your receipts should
be emailed to Janet Swanson. Original receipts should also be submitted. Please ensure that
your receipts are tax invoices, not just EFTPOS receipts.
Hints and tips to help you complete your expense reconciliation spreadsheet
• Enter your name and travel request number (if applicable) in Column C. Save this spreadsheet
as 'Last Name, Travel Requisition Number (if applicable)' before sending to Janet Swanson.
• IMPORTANT! To make things easier write a sequence number on each original receipt (top
right hand corner). Receipt numbers should correspond with their numbers in Column A. You
will need to do currency conversion (www.oanda.com) when processing overseas receipts as
amounts can only be entered in AUD. Domestic receipts may include GST and a GST formula
(Column E) will calculate it automatically. However, GST can be overwritten/erased if
necessary. NO GST can be claimed on overseas charges. Account numbers are to be keyed in
Column F and use codes picked out from the dropdown menu in Column G.
Travel Safety
This information is contained in a separate handbook.
Field Trip Requisition – Officer-in-Charge (OIC)
If the Officer In Charge OIC of the field trip is a staff member and is covering all costs, and the OIC
and volunteers are travelling to the same destination, same dates, and are listed in field trip tracker,
then the OIC is the only one required to submit a travel requisition on behalf of the group; it can be
submitted via Fraedom, with a list of all the names of people travelling (this is noted on details tab,
under reason for travel).
If the Officer In Charge OIC of the field trip is a graduate student, and the OIC and volunteers are
travelling to the same destination, same dates, and are listed in field trip tracker, then the OIC is the
only one required to submit a travel requisition on behalf of the group; it can be submitted via an
electronic (non-Fraedom) travel requisition with a list of all the names of people travelling.
If the whole group is not travelling on the same dates, in addition to each staff traveller completing an
electronic travel requisition through Fraedom, the OIC must complete a field trip requisition via an
electronic (non-Fraedom) travel requisition for all expenses.
Where expenses are segregated and incurred by individual travellers, those expenses should appear
in the individual traveller’s electronic travel requisition, not the OIC field trip travel requisition. If any of
the volunteers are not listed in field trip tracker or will incur their own expenses where reimbursement
is required they will need to submit their own travel requisition.
Safety and transportation documentation relating to the field trip must also be completed prior to
undertaking travel (refer to Field Trip Forms for details), as well as the electronic Field Trip Tracker
(below).
Corporate Credit Card – JCU travel only
As staff you will be supplied a JCU corporate credit card for you to pay for any travel that you may
undertake. You are not able to purchase items using your JCU credit card as it is to be used for travel
only.
- 18 -General Travel Information for Staff/Students
Bench Fees
When travel includes a visit to a Research Facility, the Research Facility will often impose a charge to
the Centre. These charges are known as Bench Fees (or Facility Fees). Ordinarily, Bench Fees are
payable on a purchase order and may include fees for student’s accommodation, meals, laboratory
charges, permits etc.
Camping Allowance
Where students are required to camp out overnight and food and beverages are not provided, a
camping allowance is payable. This allowance is also payable for travel to Orpheus Island. For further
information http://www.jcu.edu.au/policy/allatoh/JCUPRD_037508.html
Diving and Boating at James Cook University
James Cook University is a government workplace. As such, all diving and water-related activities are
subject to workplace health and safety regulations. A summary of the correct procedures to undertake
for diving are listed below, however final authority in all diving-related matters rests with the University
Dive Officer, Phil Osmond ext. 4729, phillip.osmond@jcu.edu.au.
Before undertaking any diving at James Cook University, staff and students must be on the
university diving register. JCU Boating and Diving register can be completed online -
https://boatndive.jcu.edu.au/ This online register also lists the requirements for the JCU dive
register. All users must ensure that expired certifications are removed and replaced with updated ones.
All new certificates will be re-validated by the Diving / Boating Officer. Once you meet all the
requirements you will then attend an induction session which typically includes training in JCU diving
procedures, a diving theory assessment and also a diving practical assessment.
Field Trip (boating and diving)
The Centre requires that Field Trip Tracker be completed at least 1 week (preferably earlier) before
domestic field trips, and 3 weeks before overseas field trips. Students and Staff must submit their Field
Trip Tracker and ensure that they receive an approval notification of their field trip before commencing
travel.
Field Trip Tracker must be completed in conjunction with the boating and diving register.
Field Trip Safety
This information is contained in a separate handbook.
Insurance
The University’s insurance provides cover for overseas travel for personal accident, medical
expenses, loss of luggage/personal effects and cancellation/alteration of travel. Specific details on the
University’s travel insurance can be found at
http://www.jcu.edu.au/policy/allatoh/JCUDEV_008290.html#_3.3_Insurance
Vehicles
University Vehicles
University vehicles may be used for travel on official University business in accordance with the
provisions outlined in the policy at
http://www.jcu.edu.au/estateoffice/services/vehiclehire/jcudev_010027.html
To book vehicles go to: http://www.jcu.edu.au/fmo/
- 19 -Hire Cars
Hire cars may be used where the Advisor certifies that other forms of transport are neither available,
nor suitable or cost-efficient, and the Centre Director authorises the hire. Car hire bookings should be
made through the Travel Management Company who have secured preferential rates.
Private Vehicle
A private vehicle may be used for travel on Official University Business only in cases where:
• public transport is not available or is deemed by your Advisor and the centre Director to be
unsuitable or inappropriate; and
• a University vehicle is not available
• a hire vehicle or taxi is not available.
Please note travellers who use their own private motor vehicle are responsible for private motor
vehicle insurance. The University is not liable for any loss or damage suffered or expense incurred by
any person arising out of or in connection with the use of a private vehicle for University travel.
Travel Alerts
The University will not approve travel to countries where DFAT recommends that ‘All travel should be
deferred’. If staff/students are already in an area that is subject to a Travel Alert they will be required to
leave the area and maintain contact with the University (via their Advisor) until further advice is issued.
However, if staff/students are a national of the area that is subject to the Travel Alert they can remain
in the area as long as they do not stay in accommodation or visit areas that are likely to be a threat
under the Travel Alert.
Acronyms
ACRS Australian Coral Reef Society
AIMS Australian Institute of Marine Science
ANU Australian National University
ARC Australian Research Council
CoE Centre of Excellence
FaBS Financial and Business Services
GBRMPA Great Barrier Reef Marine Park Authority
JCU James Cook University
MFD Multifunctional Device
SGFB Sir George Fisher Building
UQ University of Queensland
UWA University of Western Australia
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