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HR Online Systems

Below you will find all frequently asked questions relating to the University of Adelaide's HR Online Systems.

(Back to all FAQs)

AppoINT

CRAFT

Recruitment System (PageUp)

System Overview

(Printable version)


Job Card

(Printable version)

  • Can I still advertise one role across several classifications? For example Academic Level A/B/C

    Yes. You will need to provide a description in the notes field, at the end of the job card and ensure that this is reflected in your advertisement. You should enter the highest classification level in the appropriate section of the job card. This will ensure that budget approval is signed off for the maximum salary level available.


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  • Can my preferred name be used in PageUp rather than my actual name?

    All names used in the PageUp are feeding through from PeopleSoft. We are unable accommodate preferred names.


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  • Can someone apply for the role after the closing date?

    All roles will be automatically removed from the website on the closing date. If you wish to receive a late application, the Hiring Co-ordinator will need to contact Recruitment to request that they extend applications for a specific date range.

    The Recruitment team will provide a link for the applicant to submit their application. Alternatively, a Hiring Co-ordinator can apply them to the role directly using the 'New Applicant' link.


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  • What is the Assign Task function?

    You should use Assign Tasks to create a reminder or notification to perform a task for yourself or for other users.


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  • How do I add a document to the job card?

    Select the ‘documents’ tab at the top of the job card. You will be able to select a document from a file or from the library via this tab.


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  • How do I make a direct appointment using the recruitment system?

    The Hiring Co-ordinator will need to complete a job card as normal and select a non-advertised workflow as appropriate at the end. This will go to the relevant approvers to ensure the position is signed off as vacant, and that there is budget available to recruit forthe position. You will then need to invite your direct appointment to apply to the position using the blue person symbol on the information tab. Once they have applied, you will create an offer for approval, via the offer card as normal.


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  • How do I use the advertising templates?

    The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
    You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required.


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  • How long does a job remain open for? When can I close a job?

    A job remains open until a Hiring Co-ordinator closes it. It should only be closed if the position has been filled or if you will not be recruiting for it any more.

    Whilst a job is “open” it will still show on the dashboard of a Hiring Co-ordinator or in the “My Open Jobs” section of the Hiring Manager screen.

    The University reports on recruitment benchmarks from the system to measure improvements made and ‘days to fill a role’ is one of them. By closing the role at the appropriate time you help us to provide up to date data on our performance.


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  • What is the difference between a job number and the position number?

    A position number is the University identifier used by PeopleSoft HR.

    A job number is a PageUp generated requisition number. You will be able to find your job on the system using this number. Roles will be advertised using the job number only.

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  • Will I receive confirmation that the role has completed the approval process?

    Both the Hiring Manager and the Hiring Co-ordinator will receive an email from the system confirming that a role has gone through all steps of the approval process.
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Advertising

(Printable version)


Applicant Screening

(Printable version)


Interview Panel

(Printable version)


Offer Card

(Printable version)

Staff Service Online (SSO)

UniSafe FAQs: Health, Safety & Wellbeing Incident Reporting using UniSafe (EHS 360)

  • What is UniSafe?
    • UniSafe (EHS 360) is a HSW Incident Reporting system that is the replacement for RMSS.
    • It allows any persons on any campus or University business to easily, effectively and accurately notify safety issues, hazards and near misses. This can be done via any channel, anytime, anywhere.
    • The mobile application used by the majority of users to notify is called EHS Manager 360.
  • How do I scan a QR code to install UniSafe?
    If using a QR code you will need a QR Reader installed on your mobile. Upon using the built-in QR code scanner for the first time, the user will be prompted to allow the UniSafe (EHS 360) app access to the device’s Camera in order to scan the code. The user must tap Allow to use the QR code method of entering the web server URL. If the user chooses Don’t Allow, the URL must be entered manually. This permission can be modified on the device in the app  Settings.
  • How do I install UniSafe?
    • Download EHS Manager 360 app from the relevant app store:
        iPhone                     Android                     Microsoft
                                   
    • Once installed, tap the EHS Manager 360 app to start
      • Note: Upon launching the app for the first time, the user will be prompted to allow the app to use location information from the device.
        Some forms use location services and require access. Tap Allow (or Don’t Allow) to proceed.
        This permission can be modified on the device in the app Settings.
    • If your phone camera does not respond to the QR code you may need to download a QR reader or alternatively search the app store for EHS 360 and click install.
    • Enter the Server Details
    • Enter your University Login Details (a-number) to login
    • When completed, the user can report a safety issue.
  • How do I log into UniSafe?

    UniSafe (EHS 360) Mobile Application

    1. Once installed on your device and logged in (see above) you won’t need to log in again

    Web Application

    1. Go to https://unisafe.adelaide.edu.au/UniSafe
    2. Enter your University Login Details (a-number) to login
    3. Once logged in you will be able to report a safety issue
  • How do I report a safety issue (including a hazard) in UniSafe?

    UniSafe (EHS 360) App

    • Tap the app to start
    • Tap "Report a safety issue"
    • Enter the required information
    • Tap "Upload" to submit the safety issue

    Web Application

    • Go to https://unisafe.adelaide.edu.au/UniSafe
    • Enter your University Login Details (a-number) to login
    • Click on “Report a safety issue
    • Enter the required information
    • Click Save to submit the safety issue
  • How do I use UniSafe on my Samsung device?
    • There is a known issue for certain Samsung mobile devices which does not show “OK” to save long text fields. To show “OK” press the back button on the keyboard/arrow at the bottom of the phone, otherwise click at the top of the screen.
  • Where can I get more help with UniSafe?
    If you require assistance please contact the Information Technology and Digital Services Service Desk.

Workforce Analytics Dashboard

  • The error message: “IBM Cognos Viewer undefined” appears when trying to load the dashboards. What does this mean?


    If you use Internet Explorer 11 this error may appear on your screen. To stop this error you will need to change your compatibility view settings in Internet Explorer via Tools, Compatibility View Settings then add adelaide.edu.au to your compatibility view settings as per below:

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  • What data do I need to review in the fortnightly reports?

    The review and certification of fortnightly payroll reports will take into account all of the data below. Reasonableness checks should be able to take place without reference to other material.

    FORTNIGHTLY BONA FIDES DATA
    Payroll Report/ Category Heading Field Explanation Action Required
    Name Staff member’s last and first name Verify the staff member is a genuine person engaged as a staff member within the area (accuracy check)
    Person ID Individual staff member number None
    Record Employment record (Staff members can hold more than one position in the University). The number represents the record for this position None
    Department (HR) The HR department code where costs are allocated None
    Project ID The salary costs are paid from the Project ID, and are reflected in the finance system Verify that salary costs are allocated correctly to the project code in the general ledger (accuracy check)
    Position Number The position number reflects where the job is located in the staffing establishment and will be reflected through the salary management model None
    Position Category Position category relates to the type of employment the staff member is assigned to (secondment, substantive e.g.) Review the position category of the staff member for the period appears reasonable
    Grade Grade is the level classification under the Enterprise Agreement Review the classification of the staff member for the period appears reasonable
    Step Step is the increment within the level classification under the Enterprise Agreement None
    FTE Full Time Equivalent provides the time the staff member works (NOTE: Casuals are represented as 1 although may not be 1 FTE) Review the FTE of the staff member for the period appears reasonable
    Reg/Tmp Employment status type Reg= Continuing, Tmp= Fixed Term Review the staff member’s employment status for the period appears reasonable
    Contract Begin date The date the staff member commenced with the University  None
    Base Salary Base salary paid on classification (Grade), increment (Step), and time worked (FTE) None
    Leave Taken Leave taken, Annual, LSL, Sick/Carers (NOTE: this column does not represent leave paid out) Review the staff member’s leave recorded for the period appears reasonable
    Casuals Salaries paid to casuals in the fortnight Review the staff member’s casual earnings for the period appears reasonable
    Loadings Loadings paid to staff members in the fortnight Review the staff member’s loadings for the period appears reasonable
    Overtime Overtime paid to staff members in the fortnight Review the staff member’s overtime payments for the period appears reasonable
    Terminations Terminations paid to staff members in the fortnight Review the staff member’s termination payments for the period appears reasonable
    Other Leave loading, paid out on termination Review other pay for the period appears reasonable
    On costs On costs paid on staff member salary such as Superannuation, Payroll Tax, Workers Comp None
    Provisions Leave accruals for Annual Leave, Long Service Leave, and will show any movement e.g. leave paid out None
    Scholarships Scholarships or stipend payments paid through the fortnight ,these payments will represent student payments although the individual may have salary payments also Review scholarship payments for the period appears reasonable
    Total The total staff member costs for the fortnight Review the total cost of the position for the period appears reasonabl
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  • What data do I need to review in the quarterly reports?

    Quarterly payroll reports are reviewed by the budget owner, who at the same time will satisfy themselves that fortnightly reviews have been undertaken by an appropriate officer, and that those reports are being stored locally. Quarterly reports will include both quarter-to-date and year-to-date data. Only the quarter-to-date data needs to be reviewed.

    The review and certification of quarterly payroll reports will take into account the following data:

    QUATERLEY BONA FIDES REPORT
    Payroll Report/Category Heading Field Explanation Action Required
    Name Staff member’s last and first name Verify the staff member is engaged as a staff member within the area (accuracy check)
    Person ID Individual staff member number None
    Record Employment record (Staff members can hold more than one position in the University) None
    Project ID The salary costs are paid from the Project ID, and are reflected in the finance system Verify that salary costs are allocated correctly to the project code in the general ledger (accuracy check)
    Position Number The position number reflects where the job is located in the staffing establishment and will be reflected through the salary management model None
    Grade Grade is the level classification under the Enterprise Agreement Review the classification of the staff member for the period appears reasonable
    Step Step is the increment within the level classification under the Enterprise Agreement None
    FTE Full Time Equivalent provides the time the staff member works. Review the FTE of the staff member for the period appears reasonable
    (NOTE: Casuals are represented as 1 although may not be 1FTE)
    Reg/Tmp Employment status type Reg= Continuing, Tmp= Fixed Term Review the staff member’s employment status for the period appears reasonable
    Contract Begin Date The date the staff member commenced with the University  None
    Contract Expiry End Date The expected end date the staff member with cease at the University Review the expected end date for the period appears reasonable
    Quarter-To-Date
    Base Salary Base salary paid on classification (Grade), increment (Step), and time worked (FTE) Review the staff member’s salary for the period appears reasonable
    Leave Leave taken, Annual, LSL, Sick/Carers Review that the staff member’s leave recorded for the period appears reasonable
    Casuals Salaries paid to casuals through the quarter Review the staff member’s casual earnings for the period appears reasonable
    Loadings Loadings paid to staff members through the quarter Review the staff member’s loadings for the period appears reasonable
    Overtime Overtime paid to staff members through the quarter Review the staff member’s overtime payments for the period appears reasonable
    Terms Terminations paid to staff members through the quarter  Review the staff member’s termination payments for the period appears reasonable
    Other  Leave Loading, paid out on termination in the quarter or paid in December Review other pay for the period appears reasonable
    Scholarship Stipend  Scholarships or stipend payments paid through the quarter, these payments will represent student payments although the individual may have salary payments also Review scholarship payments for the period appears reasonable
    TOTAL QTR The total cost for the quarter Review the total cost of the position for the period appears reasonable
    Year-to-Date
    Base Salary  Base salary paid on classification (Grade), increment (Step), and time worked (FTE) None
    Leave Leave taken, Annual, LSL, Sick/Carers None
    Casuals  Salaries paid to casuals through the year None
    Loadings Loadings paid to staff members through the year None
    Overtime Overtime paid to staff members through the year None
    Terms Terminations paid to staff members through the year None
    Other Other Ad Hoc payments paid to staff members through the year None
    Scholar Stipend  Scholarships or stipend payments paid through the quarter, these payments will represent student payments although the individual may have salary payments also None
    TOTAL YTD The total cost for the calendar year None

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Further Information

For further information please contact Human Resources.

 
 

Contact HR Service Centre

For all enquiries please contact the Human Resources Service Centre.

 
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