Guide to using the on-line Academic Promotion system (Applicants)

The on-line Academic Promotions system has been designed to make lodging an application for promotion easier. It enables an applicant to enter their application details at any time from any computer connected to the internet, anywhere in the world. The system operates on a secure and confidential site. It automates the existing manual workflow thereby enabling an applicant to access information about the progress of their application at any stage. The guide has been developed to step applicants through the system, using the submission of referee details as the example. If you have any difficulties in using the system please contact Mr Mike Kustka on ext 4383 or M.Kustka@curtin.edu.au 1. Accessing the System The site is available at https://promotions.staff.curtin.edu.au/pages/z101fr.php3 2. Log In Using your Staff Number and password, log in:

2

Note: If you are a first time user follow these instructions for logging in:

1. Type your staff number into the field labelled Staff ID. 2. Type your date of birth, in the format ddmmyyyy into the field labelled

Password. For example, your password would be 06071973 if your date of birth were the 6th of July 1973.

3. Click on the Login button. 4. Because this is your first login, you need to change your password so it is no

longer your date of birth. Choose a password that you will find easy to remember. Your password can be up to 10 characters long. Please be aware that the password is case sensitive, so will distinguish between upper and lower case characters. Type your new password into the field labelled Your New Password. Re-type it into the Confirm your New Password field to make sure you haven't made any spelling errors.

5. Press the Submit button only when you are 100% happy with your new password.

If you completed steps 1-5 correctly, you will be shown a message telling you that you have successfully completed setup of your account. 3. Continued Use The system is provided in accordance with the University’s Conditions of Use for Computing and Networking Facilities and further information is provided. To continue using the system click on Please continue

3

4. Creating an Application A Notice Board is also displayed providing information relating to the current Academic Promotion Rounds. Click on Applications To activate an application click Click here to activate

4

5. Let’s Begin! From this page an applicant activates the following:

� List of Referees (click on Referees) � Application for Promotion (click on Application)

It also provides the following features:

� attachment of additional documents (click on e-docs) � record of all actions related to your application (click on Audit)

It also shows the Status of an application. (Note: The status will change as part of the automated workflow) It provides printable versions of documents (as Viewable Documents) Note: Key submission dates are provided 6. Nominating Referees Having clicked on Referees in the ‘Action’ column, the following page is displayed. From this page an applicant can access any part of the Referee List form.

5

The buttons at the bottom of the page provide navigation throughout the document, as follows:

|<< returns to the first page of the document << moves backward one page

Save Saves the information entered >> moves forward one page >>| moves to the last page of the document

Note: This navigation approach applies throughout the system Clicking on Personal Details Some specific information is extracted from the Horace system, i.e. the fields marked **. If any information is incorrect contact the nominated person Applicants nominate the academic level applied for Click on Save to store the information inputted and then click on >> to move to the next page. Note: the system provides a time clock which counts down the 2 hour time limit before automatically logging off your session.

6

Continue to work through the document using the navigation buttons, inputting information pertaining to Internal Referees and External Referees, for example: Enter the referee’s details Enter the referee’s e-mail address It is recommended that applicants click on Save at the completion of each page, however the information is saved automatically when a person moves to a new page. The final page of the document relates to the Declaration. Once all the information contained is correct and ready for submission, you must do the following: 1. click on the Declaration box and a ‘tick’ will appear. 2. click Save; then 3. click Submit on the left hand side menu

1. 2. 3.

7

7. Submitting Referee Details Having pressed Submit on the left hand side menu, the following page appears. Click on Submit Referees If certain information is not provided, the following message types appear:

� Crucial information not provided, therefore the application cannot be lodged

� Warnings – information that is missing, but an applicant can still be made If crucial information is not provided, you must click on Applications (left hand menu) and return to item 5 (above) to enter the required information.

8

When crucial information is provided, but there are still warnings, you can still submit the referee details, by clicking Submit with Warning

Upon submission an email is sent to the Committee Secretary advising of the lodgement of these details on the system. The successful submission of referee details with result in the following screen appearing. Click on Applications to review

9

8. Reviewing Information Once the referee details are submitted, the Referee button is no longer visable in the ‘Action’ column. To review a Printable version of the Referee List, click on the viewable documents. Note: the document is provided as a locked word document, and additional information cannot be added to it To check the transaction log, click on Audit The Audit log indicates that the referee details have been submitted to the Committee Secretary.

10

9. Withdrawing a Referee List (if required) If an error was made on the submitted information, or you no longer wish to pursue academic promotion, you must use click on Withdraw in the left hand side menu. To withdraw click Withdraw Referee’s Once withdrawn the following will appear: To re-submit referee details simply return to item 5 (above).

11

10. Submitting an ‘Application for Promotion’ The same approach outlined above also applies to the submission of an Application for Promotion (i.e. items 5 – 9 above). Click on Application in the left hand side menu Click on Application in the Action column

Applicants can then work through the application using the same methodology outlined above, i.e. clicking on the appropriate page link or using the appropriate ‘<<’ or ‘>>’ buttons.

12

Applicants should note that in Section 2 ‘Qualifications and Experience’ the qualifications listed are those automatically extracted from the Horace System, as per example below. If these details are incorrect or if no details are recorded, you will need to contact the nominated person to initiate appropriate action to correct the situation. Applicants should be aware that character limits have been placed into certain fields to ensure consistency with the page limit restrictions that apply. Font restrictions also apply and items cannot be underlined or in bold text.

13

If information is being pasted into a field from another document (eg a word document), an applicant should be mindful that information exceeding the character limit it will be edited automatically. 11. Attaching additional documents The system provides functionality to include documents that are available in electronic format. Such documents are considered part of your application (eg an existing CV) or a compendium item.

If a document is provided as an e-document an appropriate notation must be included within the Application or Compendium Index.

File size is restricted to 1024 KB. Preferred formats are: Word (97 or 2000), Excel (97 or 2000), PowerPoint (97 or 2000), PDF, Rich Text format, Text, .gif files, or .jpeg files To attach an electronic document, click on Applications in the left hand side menu, then click e-docs Then click New

14

Enter details in the appropriate fields, as follows:

� Document Reference (eg testimonial.doc) – must be provided � Title (i.e. Title of the Document) – must be provided � Document Type (this is a ‘pull down’ menu item and you can select from a

number of options that most appropriately describes the document) � Browse (click this to determine the location of where the document is stored

and to add the item) � Submit (to attach the document as e-doc)

15

Documents added via ‘e-docs’ will become part of the application documentation and can be printed as a Viewable Document.