Engineering Postgraduates
Congratulations on being accepted
into a postgraduate degree program at James Cook University and deciding to
spend your time with the School of Engineering.
Similar to when you start a new job, you will need time to find your way around
the university and the School.
Below are some tips to get you started:
Key to Postgraduate Room and labs
Financial Support
Obtaining FinWeb Access
Using the Photocopier and Fax
Using the Phone
Stationery Needs
Petty Cash
Purchasing Large Items
Using the School Vehicles
Printers
Computer Assistance
Travel
Key to Postgraduate Room and Labs
You will be assigned your own desk in a room with other postgraduate students.
Your supervisor will know where you have been assigned and a key to your office
should be available when you arrive. If you require access to any of the labs
for your project the supervisor must send an email to Helen
Shorthouse outlining the labs you will need access to. You will also need
a key to access the main Engineering Office to use the printer and photocopier
after hours. You will have to sign the key/s out and return them at the end
of your stay.
Financial Support
In line with University policy, the School makes available a maintenance fund
to each graduate research student (PhD or MEngSc) as follows:
Full time students $1000 per year
Part time students $500 per year
Students shared with other Schools Pro rata of the full or part-time amounts
The funds are intended to support the activities of students in such items as; Photocopying, Interlibrary loans, Telephone charges, Special software and similar items of expenditure that can be reasonably be expected to be provided by the School.
The School provides office accommodation, stationery and laboratory space without additional charge.
Please take your acceptance letter with you and see Shirley Bruce to set up an account with your allocated funds.
Obtaining FinWeb Access
Once your financial support account is set up you can gain access to FinWeb
so you can keep track of your funds. You will need to complete the form at the
link below and have the Head of School approve it. You will be notified by email
of your login and password.
Using the Photocopier and Fax
You will need a code to be able to use the photocopier in the main Engineering
office. Once your account code is set up, see Helen
to have a photocopy code assigned to you. If you require any assistance with
any machine, please ask either Alison
Ambrey or Helen.
If you are in Electrical Engineering you will not require a code for your photcopier,
see John Ellis if you require any
assistance with those machines. You will need to note the number of copies you
do at this machine on the list provided.
These machines are School funded and therefore toner and paper is provided. Please utilise any paper saving methods available ie. Back-to-back, shredding and recycling the paper
Using the Phone
In most postgraduate rooms you will have access to a phone. You can use this
to make internal phonecalls.
If you need to make local or long-distance phonecalls you will need to apply
for a Telephone Access Code (TAC). Any long distance phone calls you make will
be charged back to your Postgraduate Maintenance Account.
- Please fill out the form at http://www.jcu.edu.au/office/itr/commiu/pabx/tacform.pdf
- Pass to Helen so the Head of School can sign it
- You will receive a letter notifying you of a ten digit number that you will need to enter before you enter the long distance phone number.
Voice mail – this function allows you to record a greeting for when you are not in your office and allows the caller to leave you a brief message.
For instructions on using the voice mail function click on the following link: Voice Mail instructions
Remember, if you are sharing your office with other postgraduate students you will need to adjust your greeting message accordingly.
Stationery Needs
As stated above in Financial Support, the School
provides you with office accommodation, stationery and laboratory space without
additional charge. In the Main Engineering Reception area there is a grey metal
cabinet that contains commonly used stationery items such as pens, pencils,
staples, pad paper etc.
Please help yourself to the contents of this cupboard. If there is anything special you may need, please send Helen an email stating what you need. There are stationery catalogues available if you need to look at them.
Please be reasonable in your stationery requests, anything very specialised may be charged to your Postgraduate Maintenance Account or to an account nominated by your supervisor.
What is petty cash?
An amount of money kept on the School premises to pay for re-imbursement of
expenses under $100. Alison is the petty cash custodian, she can help you with
any questions you may have.
If you buy any stationery or small equipment for your project you are entitled
to receive this money back. You must have a receipt to claim the re-imbursement.
The receipt should state "Tax Invoice" Note: EFTPOS receipts cannot
be used.
Filling out a petty cash docket
Staple the receipt to the back of the Petty Cash Voucher and take to Alison,
she will reimburse you.
Purchasing Large Items
For any large purchases, please see the Purchasing Officer , John
Ellis in Electrical Engineering.
Using the School Vehicles
1. Book the vehicle on the School web page
http://www.eng.jcu.edu.au/resources/staffinfo/booking.html
You
can choose from the station wagon or the utility tray-back.
2. Fill in the Vehicle Log Sheet
You will need to take the Vehicle Log File with you when you drive the vehicle.
It contains insurance info, fuel card and a log sheet which must be completed
with your name, start kms, end kms and account code to be charged to.
Printers
You may need access to any of the printers below:
Main School Printer – black and white
Colour School Printer
Mechanical Engineering Printer
Electrical Engineering Printer
These are all School funded so toner and paper are provided, please see either
Helen or Alison
for toner or paper. Please utilise any paper saving methods available ie. Back-to-back,
shredding and recycling the paper
If you are experiencing difficulties with printing to any of the computers, contact our IT Officer, Jihong Li on ext 5088.
Computer Assistance
The School has an IT Officer, Jihong Li. Please contact her if you are experiencing
any problems with your computer. Her extension is 5088.
If Jihong is not available, Infohelp will be able to help you, their extension
is 5500.
Travel
Please refer to the Travel
Procedures in the Policy and Procedures Manual.