Excel Template Log Incoming Outgoing Mail

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INTERNATIONAL AND DEVELOPMENT

PORTFOLIO GUIDELINES

3 February 2011
INTERNATIONAL AND DEVELOPMENT
PORTFOLIO GUIDELINES

Access Card 2
Accounts 2
Accommodation 3
Acronyms 3
After Hours Access 3
Archiving 4
Attendance/leave 4
Audio Visual 4

Brand Guidelines 5
Building Maintenance 5
Business Cards 5

CabCharge 6
Car Parking 6
Car 6
Catering 7
Colour Printer/Copier 7
Company Details 7
Computers and Software 8
Contractor/Consultant 8
Conference Calls 8
Copy Paper 8
Corporate Gifts 8
Couriers 9
Credit Cards 9

Diary Management 10
Email 10
Employee Self Service (ESS) 10
Equipment 10

Filing 11
Fire Warden/Evacuation Procedures 11
First Aid 11
Flight Training – Point Cook 12

Gifts 12
Greeting Guests 12

Helpdesk 12
HR 13

2/3/2011
I

Induction 13
Internal Order Numbers 13
Internet 13
Intranet 13

Keys 14
Kitchen Supplies 14

Lights 14
Library 14
Leave 14

Mail 14
Maintenance 15
Meeting Room Bookings 15
Memberships and Subscriptions 16
Motor Vehicle Expenses 16

Newspapers/News Articles 16

Occupational Health and Safety 17
Overtime and Time Off in Lieu (TOIL) 17

Pay Slips 17
People and Culture 17
Per Diems 17
Petty Cash 18
Photocopiers/Printers/Scanner 18
Photographs 18
Printing and Stationery 18

Receipts 19
Recycling 19
Recruitment 19
Resigning 19

Security 19
Staff Development 20
Stationery 20

24/07/2007 ii
INTERNATIONAL AND DEVELOPMENT
PORTFOLIO GUIDELINES

Taxis 20
Telephones 21
Templates 23
Travel 23
Training 24

Video Conferencing 24
Visitor Access Passes 24
Voicemail 24

Workplan 24
Writing Style Guide 25

2/3/2011
A
Access Card

A Security Access Card is required to access most buildings within the International and Development
Portfolio. To obtain a card, staff are required to fill out a Security Access Card Request Form located at:
http://www.rmit.edu.au/browse;ID=mlu6pc1kh6xg;STATUS=A?QRY=security%20access&STYPE=ENTIR
E
The form must be authorized by a Director and delivered to the security office by the staff member for
processing and photography. Photographs are taken between 10am--12pm and 1-3pm Monday,
Wednesday and Friday. The security office is located in Franklin Street.

Visitor Security Access Card
Contact the Portfolio Office if you require a Visitors Security Access Card.

Accounts

Please refer to Phillip Cosham, Portfolio Accountant with regard to policy and processes

Accommodation

See “Travel”.

Acronyms

The standard list of RMIT acronyms is published in the RMIT Glossary.
http://www.rmit.edu.au/governance/glossary

After Hours Access

Building 112
Staff access cards operate between 7am to 7pm Monday to Friday unless authorised otherwise

Building 108
Staff access cards operate between 7am to 7pm Monday to Friday unless authorised otherwise.

Building 96
Staff access cards operate between 7am to 7pm Monday to Friday unless authorised otherwise.

Building 36
Staff access cards operate between 7am to 7pm Monday to Friday unless authorised otherwise.

Building 22
Staff access cards operate between 7am to 7pm Monday to Friday unless authorised otherwise.

Note:
For late night or weekend access, please advise the Security office of access times required. Fill in the
Security Access form located at
http://www.rmit.edu.au/browse;ID=mlu6pc1kh6xg;STATUS=A?QRY=security%20access&STYPE=ENTIR
E obtain appropriate authorisation and fax to RMIT security to ensure your access card works during
those times. Note: 5 days notice is requested by security to organise this.
Personal Security
Please be aware of your own personal security when working outside of normal office hours. If you are
concerned, Security Guards may be able to escort you from the building when available.

Emergency Telephone Numbers
When making an emergency call try to be calm, accurate and brief.
All Emergencies 9925 3333
Security will be responsible for calling Police, Ambulance or Fire Brigade, if required.
Security: 9925 2051

Archiving

See “Filing”.

Attendance/Leave

Leave Request Process
1. An employee requests leave with their manager/supervisor (verbal)
2. Manager agrees to request (verbal approval)
3. Employee submits leave request on ESS
4. Leave request generated and electronically sent to Authorised officer
5. Authorised Officer approves and electronically sends to payroll
6. Authorised Officer emails a copy of approval to employee
This process must be completed prior to the leave being taken.

In the event you are sick please contact your supervisor by telephone. Sending a text message or email
is not appropriate. Sick leave should be submitted via ESS within 24 hours of return to work. Any
medical certificates or supporting documentation must be sent to the Portfolio Office.

Where possible, staff should leave a „Vacation‟ message on their GroupWise Accounts and Voicemails,
as well as providing a handover to staff for the time you are away.

Long Service Leave

An employee with 10 years of service will be entitled to take Long Service leave at a time of his or her
choosing provided that at least six months written notice is given by the employee of the intention to take
such leave or, in the absence of such notice, the relevant delegated authority is satisfied that alternative
arrangements can be made to cover the workload of the employee. Can you please discuss with your
supervision where possible at budget time (August). This will enable us to budget for backfall.

Audio Visual
Audio Visual (AV) Services provide a range of audio visual facilities and support services to the RMIT
University community. Services provided include:

 Technical support

 Operations training

 Programmed and reactive maintenance of classroom teaching equipment.

The following equipment is available for hire:
Laptops

24/07/2007 4
Data projectors
Overhead projectors
Video Conferencing facilities

Contact details
 Tel: +61 3 9925 3316
 Fax: +61 3 9925 3897
www.rmit.edu.au/its/audiovisual

B
Brand Guidelines

The RMIT corporate typeface is Arial. Arial is the accepted font for general business, ie correspondence,
reports etc. Helvetica Neue is the RMIT Corporate Font used for publications eg. printed marketing
materials.

Note: Arial Narrow must not be used.

For further information on logos, fonts and images see RMIT Corporate Identity Guidelines at:
http://www.rmit.edu.au/branding

Building Maintenance

All maintenance requests should be directed to the Property Services Customer Service Desk.

Contact Number : 9925 2111

Email : propserv.service.desk@rmit.edu.au

The City Service Desk is located in Building 48 level 6

Requests for work that is not general maintenance must be submitted to the Portfolio Office for approval
prior to a quotation being obtained or the completion of any work.

Business Cards

Business cards are printed through RMIT Print Services. A Business Card Application Form must be
completed and sent to the Portfolio Office for approval and processing.
http://mams.rmit.edu.au/hqttkkowpsuhz.pdf

Business cards are only available to staff whose role

PrintServices contact information
The RMIT PrintServices team will be able to help with quotations or advice on how to prepare a printing
submission job for the best results in colour, black and white or offset printing.

City Campus
Location: Building 48, Level 1, 449 Swanston St, Melbourne
Telephone: (03) 992 52024
Fax: (03) 992 53734
Email: RMIT PrintServices

03/02/2011 5
Important Note: If you require cards with translation in a foreign language, please provide as much notice
as possible for print services to arrange. Cards can be delayed due to the additional time taken for
translation and proof reading. Cost of the translation for the second side of the card is $112

C
Cab Charge

See “Taxis”

Car Parking

Car Parking is not available on campus.

The closest car park to the main entrance of the city campus is the Melbourne Central SmartPark which
comprises 3 carparks (2 located directly under the centre via Lonsdale and LaTrobe streets and one
directly opposite the centre on LaTrobe Street, linked to the centre by a safe, well-lit underpass).
http://www.melbournecentral.com.au/llretail/melbournecentral/main.nsf/all/ab_location

The closest public car park to Building 112 is Wilson Midcity Parking at 179 Little Bourke Street. See link
below to a map and other details:
http://www.wilsonparking.com.au/html/content-parkingstation.cfm?objectid=B5AA1764-C09F-1F3C-
C829D14608D035D9

Car

I & D have a vehicle available for business use where required.

Bookings for the vehicle are made through the „I&D Portfolio Pool Car’ calendar in Groupwise. To place
a booking, set up an appointment for the specific day and required period of time that you will be needing
use of the vehicle, by “inviting” I&D Portfolio Pool Car from your calendar.

The keys are securely locked away in Bldg 22.2. Please contact Philomena Scordia for access.

Inside the vehicle‟s glove box is a fleet card and a parking card. When purchasing fuel with the fleet card,
please ensure that the fuel receipt and the fleet card are returned to the plastic pocket and placed back
into the glove box. The parking card will allow you to gain access to the garage to return the vehicle to its
appropriate parking bay.

In the side pocket of the driver‟s door is a vehicle log book. It is essential that this log book is completed
accordingly every time the vehicle is used.

The vehicle also has a parking permit attached.

I & D Pool Car Details

Make/ Model: Holden Captiva (White)

Registration: WCZ-671

Parking Bay: Bay 185, Bldg 51 Car Park (the car has a parking permit attached)

24/07/2007 6
Please direct all enquiries for the I&D Portfolio Pool Car to Philomena Scordia (x55065).

Catering

All catering (i.e. the purchase of food and drinks) for meetings, workshops, seminars, gatherings etc, is
only permitted when an external visitor (i.e. a non-RMIT staff member) is attending. An RMIT staff
member includes consultants, adjunct Professors and casuals.

Special requests must be authorised in advance by the PVC (International & Development).

The Portfolio Office has a listing of recommended suppliers.

Entertainment Expenses
All external functions eg client entertainment; promotional activities are to be pre-approved by the PVC.
All external functions / conferences etc that include accommodation must have the PVC‟s approval.
Fringe Benefits Tax (FBT) is incurred when staff receives a benefit as defined by the Taxation Office e.g.
provision of food or drink external to RMIT premises is considered a fringe benefit.
The FBT associated with an RMIT staff member will be charge to their respective cost centre.

Note: When booking catering please request for a customer reference on the invoice and quote your
name and the internal order number.

Catering Supplies

Milk
Milk is provided by the Portfolio for all staff. Milk is delivered each week with low fat, full fat and soy
options available.

Colour Printer/Copier

See “Photocopiers/Printers”

Company Details

Account Name RMIT University
Bank Commonwealth Bank of Australia
Bank Address RMIT, 360 Swanston Street, Melbourne 3000
BSB 063 262
Account No 1000 6953
Swift Code CTBAAU2S
Currency Australian Dollars
ABN 49 781 030 034

Computers and Software

For any computer problems please contact ITS on ext. 58888 or email: helpdesk.rmit.edu.au.

03/02/2011 7
A Software Compliance Form must be completed for a request for the installation of additional software.
This form can be downloaded at www.rmit.edu.au/its/forms
PVC approval/authorisation is required.

Computer Training
See “Training”

Contractor / Consultant

The following link clarifies the difference between a consultant/contractor and an employee.
http://www.rmit.edu.au/browse;ID=wmmzjgqx7js8

Please contact the Portfolio Office should you wish to engage a consultant or contractor. The Portfolio
Office will process all requests and complete paperwork PVC approval is required to engage a consultant
or contractor.

See “HR”

Conference Calls

http://conferencing.telstra.com/solutions/phone.htm
Telstra Conferlink® - 1800 011 080 option 1
Details you need to provide operator with:
 Name of chairperson
 Phone number of chairperson
 Names and phone numbers of other participants
 Date and time you would like call organized for
 Whether you want the call taped
 Approximately how long the call will go for
 The name and number that the call will be charged to

Copy Paper

See “Stationery”

Corporate Gifts

See “Gifts”

Cost Centre

Please refer to Phillip Cosham, Portfolio Accountant with regard to policy and processes

Couriers

See “Mail”

24/07/2007 8
Credit Cards - RMIT Corporate Card

PVC approval is required to obtain a corporate card. If approved, the Portfolio Office will prepare
the new account application form.

The RMIT corporate card policy is located on the intranet at
http://www.rmit.edu.au/fs/corporatecard

The credit card holder:
 Is responsible for the security of the credit card and ensuring its use is within University policy.
 Must retain all original tax invoices, sales vouchers and receipts and attach to your monthly
statement.
 Must reconcile their own statements, sign the Acknowledgement by Cardholder on the printed
statement and submit for authorisation during the monthly reconciliation period.
 Notify CBA Card Services if your card is lost or stolen on 13 1576.

The use of the Corporate Card for purchasing goods or services, other than travel and entertainment
expenses, must not exceed $2000 per transaction.

A Corporate Card must not be used for are the following:
 The staff member‟s personal use
 Fuel for private vehicles
 Goods or services for which prior approval is required (eg. Consultancies)
 Via the Internet
 Personal membership subscription renewals

If the Corporate Card is lost or stolen, the cardholder should make contact to the Bank immediately.
Within Australia  1800 230 166 (8am to 8pm Monday to Friday) or
 13 22 21
Within Australia  1800 011 217 (All other times)
Within USA or Canada  1800 307 7309
Outside USA/Canada/Aust  1314 542 7111 (reversed charges)
The Purchasing Section of RMIT should also be notified on ext 52657.

Reconciliation

All transactions on a statement (other than annual fees, exchange rate fees etc) should be supported by a
receipt or documentation that provides clear details of the nature and content of the expenditure.

A receipt, which merely identifies the amount paid, is insufficient detail; eg a detailed hotel bill, not just a
receipt from the hotel, should support a hotel transaction. Also, the receipts should be originals; copies
are not acceptable.

Where documentation is not available, a statutory declaration must be completed and attached to the
statement.

D
Diary Management

03/02/2011 9
GroupWise has been established on your computer for personal diary management. For GroupWise
Training, see “Training”.

E
Email

RMIT provides all staff GroupWise email. For the RMIT Electronic Communication Policy, see
http://www.rmit.edu.au/browse;ID=pf7thaelsrso;STATUS=A?QRY=electronic%20communication%20polic
y&STYPE=ENTIRE

For GroupWise Training, see “Training”.

Email Etiquette
Email protocol, etiquette and guidelines are located within the Writing Style Guide:
http://www.rmit.edu.au/help/publishing-standards/writing

Employee Self Service (ESS)

Employee Self Service (ESS) provides staff members with the opportunity to view, and in some cases
update, their own data in the University‟s SAP system. Any changes you make in ESS will update your
record immediately.

For instructions on how to access ESS and user guidelines see:
http://www.rmit.edu.au/browse;ID=5oxytnlo3zae

Common ESS functions include:
 Displaying your personal details (e.g. name and date of birth)
 Displaying and changing your emergency contact and mailing address information
 Entering a leave request for annual leave, long service leave and carer’s/sick leave without a
certificate
 Displaying your leave balances
 Displaying and printing your pay slips
 Displaying your banking details
 Displaying basic pay details
 Displaying your professional qualifications
 Displaying your professional development activities
 Displaying any objects on loan to you from the University

Equipment

Laptops & Projectors

Some areas of the Portfolio have laptop and projectors available for loan. Contact the Portfolio Office or
your Administration Officer/Receptionist to book equipment and sign in and out.

Alternatively, contact Audio Visual Services to hire equipment on 9925 3316

24/07/2007 10
Filing

Maintenance of Electronic Files
Check the procedure with your supervisor to confirm the storage of data on the relevant Drive and
establish the process for the creation and naming of new folders.

Note: Changes to the upper levels of some share drives require authorisation by the Director or
designated Administrator.

Hard Copy Files
Various procedures apply in each area with regard to the management of hard copy files and project
folders. Please check with your supervisor.

Archiving
The transfer of all inactive records requiring archiving are sent to RMIT Archives.
RMIT Archives will collect records of any format that are deemed as archival or high evidential value,
which have been created or received by RMIT University, and closely related bodies and people. In
determining whether records fit this category, initial consultation with the University Archivist is necessary.

Contacting RMIT Archives
Location: Internal mailing address: Postal address:
Building 253, Level 1, Room 32, RMIT Archives RMIT Archives
Plenty Rd, 253.1.32 (Bundoora) PO Box 71
Bundoora campus east Bundoora VIC 3083
Australia
Tel.+61 3 9925 6002
Fax: +61 3 9925 6159

University Archivist Sandy Gillam 9925 6002

Assistant Archivist Tania Prendergast-Langton 9925 6067

Administrative Officer Lynette Auchettl 9925 6067

Archives Trainee Emiko Rawlins 9925 6067

Visit http://www.rmit.edu.au/archives for further information.

Fire Warden/Evacuation Procedures

A list of Fire Wardens in the I&D Portfolio can be found on the International and Development intranet at:
http://www.rmit.edu.au/id/staff/ohs

In the event of an evacuation please follow instruction from the warden and exit via the nearest stairs to
the designated assembly point. DO NOT USE THE LIFTS.

Note: In the event of a fire drill all members of staff are required to evacuate the building upon hearing
the alarm or when directed by a warden.

First Aid

A list of certified First Aiders can be found on the International and Development intranet at:
http://www.rmit.edu.au/id/staff/ohs

In the event of a medical emergency call an ambulance on 0-000 (000 external)
If an ambulance is called, notify Security on ext. 53333

03/02/2011 11
Flight Training/Point Cook

RMIT Flight Training is conducted from RAAF Base Williams,
Building 202, Level 1, Williams Road, Point Cook Air Base, Point Cook.

Contacts: Bob Duddington, Manager (9394 9901)
Beth Aitken, Project Manager (9394 9999)

This is a secured zone. Please advise our Point Cook contacts of your arrangements prior to visiting.

G
Gifts

The budget and provision for corporate gifts has been centralised and will be co-ordinated by the
Corporate Events Unit

Ms Sally Jones
Associate Director, Corporate Events Unit
9925 1792
Sally.jones@rmit.edu.au

RMIT merchandise is also available to order on line via corporate express:
Order at: http://netxpress.biz using the same account and login for stationery requirements.

Click on “Promotional Marketing” once you have created an order.

Greeting Guests

Where possible, Visitors are asked to wait in a reception area until collected by the relevant member of
staff.

H
Helpdesk Request - IT

RMIT University provides staff and students assistance for all information technology queries,
including email, telephone and internet. If you are experiencing any difficulties please contact the
Information Technology Services (ITS) Helpdesk.

ITS HelpDesk

Phone: +61 3 9925 8888

Facsimile: +61 3 9925 3177

Email: helpdesk@rmit.edu.au

Hours of Operation: 8.00 am to 6.00 pm (AEST) Monday to Friday

Frequently Asked IT Questions from staff are also available online-http://www.rmit.edu.au/ITS

Please contact the Portfolio Office if your problem cannot be attended to by ITS.

24/07/2007 12
HR

All HR matters should follow portfolio procedure and be channelled through the Portfolio Office. This
will ensure PVC approval is obtained and correct process is followed.

Contact with People and Culture should only be made by the Portfolio Office.

Please contact Penny O‟Connor on 53114 should you have any HR questions.

I
Induction

The Portfolio Office provides a general induction for all new staff. This is normally conducted for each
employee upon arrival on their first day. The induction provides a University organisational summary
and an overview of the International and Development portfolio and structure. A Portfolio Induction kit
will be provided with necessary request forms for IT, Security Access, voicemail etc.

All new staff are required to review RMIT key policies and procedures and complete the employee
workplace health and safety induction within the first week of employment at RMIT.

RMIT key policies and procedures should be read and acknowledged
http://www.rmit.edu.au/staffinduction/keypolicies

The employee workplace health and safety induction must also be completed:
http://www.rmit.edu.au/pc/ohs/induction - A refresher must be completed every 2 years.

Internal Order Numbers

Please refer to Phillip Cosham, Portfolio Accountant with regard to policy and processes

Internal Order Creation
Please refer to Phillip Cosham, Portfolio Accountant with regard to policy and processes

Internet

All RMIT staff have access to the internet. RMIT Electronic Communications Policy can be found at:
http://www.rmit.edu.au/staffinduction/electroniccommunications

Intranet

The International and Development Portfolio intranet is located at http://www.rmit.edu.au/id/staff

03/02/2011 13
K
Keys

Please contact the portfolio office with any key requests.

Kitchen Supplies

Replenishments are located in the kitchen for staff and visitors. New staff are encouraged to bring
their own mug to work, however some crockery is available for general use.

Tea, coffee, sugar, and milk are provided.

L
Lights

See “Building Maintenance”

Library

Access to the RMIT University Library is available to all staff.

The Library has six sites in Melbourne, providing a great range of e-resources including over 30,000
online journals, bibliographic databases and e-books. RMIT staff have 24-hour access to most of our
e-resources from off-campus including offshore.

Contact People and Culture on ext. 54600 to request a Library card.
Check with your supervisor regarding books, publications and relevant resources held in your area.

Leave

See “Attendance/Leave”

M
Mail

Staff should contact the mail room for all mail services including couriers, air mail, express post,
international priority mail and internal RMIT deliveries.

Location: City Campus, Building 14 Level 3 (enter tunnel from Franklin Street)

Phone: 9925 3630

Email: mailcentre@rmit.edu.au

An internal order number is required for the cost recovery of any service other than internal RMIT
deliveries.

24/07/2007 14
Incoming/Outgoing Mail
Place any internal or external mail in the relevant tray/mail bag in your area.

Internal Mail
To be placed in internal envelopes (yellow). Address envelopes with name, department, Building,
Level and Room number of recipient.

External Mail
An internal order number must be written on the face of the envelope to enable the mail room to
allocate the cost to your department. Mail that is not marked with an internal order number will be
returned to sender.

Collection and delivery of mail is twice daily. At approximately 11am and 3pm each day.

Couriers

When phoning the mail room to book a courier please provide the following details:
 Location for collection
 Name of receiver
 Address of receiver
 Time and date parcel needs to arrive at destination
 Contact phone number
 Internal Order Number (Project Number)

Document satchels/envelopes, consignment notes and Customs Declarations are available from the
mail room. Always ensure a copy of the consignment note to enable tracking.

Maintenance

Refer to Building Maintenance.

Meeting Room Bookings

Portfolio Meeting Rooms
Several meeting rooms are available for use within the various portfolio buildings. Please contact your
supervisor or the Portfolio office for further information.

Meeting Rooms at RMIT
Building 1 & Building 20

Due to the refurbishment of Building 1 there are only two executive meeting rooms available for use in
Building 20.

Details are:
Court 3 020.01.007 22 at table, Tea, Coffee, Drip Coffee
further 5 Cups, saucers, bread & butter plates,
chairs in large plates, glasses, Water Jugs, Wine
room Glasses – By request only

Phone Number  9925 9764
Microphones
Power and Data Outlets
TV/VCR, OHP
Seats 22 around table and a further 5
chairs around room
03/02/2011 15
There is no charge to book this room.

Court 2 020.01.002 24 at table Tea, Coffee, Drip Coffee
Cups, saucers, bread & butter plates,
large plates, glasses, Water Jugs, Wine
Glasses
By request only

Power and Data Outlets
There is no charge to book this room.

To book the above and to enquire about other meeting rooms and venues across the university please
contact Property Services Timetabling and Venue Information on 9925 3549 or email
roombookings@rmit.edu.au

Memberships & Subscriptions

Please check with your colleagues regarding available publications and current subscriptions.

Mobile Telephones

To order a new Mobile Phone contact the Portfolio Office Resources Officer on 9925 3491

Overseas - For mobile “Roaming” capabilities whilst travelling overseas, please see Office
Coordinator.

RMIT Mobile Phone policy
http://www.rmit.edu.au/browse;ID=bygylmlvalo6;STATUS=A?QRY=RMIT%20mobile%20phone%20po
licy&STYPE=ENTIRE

Motor Vehicle Expenses

For motor vehicle expenses, use the Staff Reimbursement Form.

http://www.rmit.edu.au/browse;ID=1xtgfrvu37l7z;STATUS=A?QRY=staff%20reimbursement&STYPE=
ENTIRE

N
Newspapers/News Articles

Online News Articles
RMIT University Library has online newspaper and journal access. Follow these steps to gain access:
 Open Intranet
 Click on the RMIT University Logo
 Click on Library (top right hand of RMIT University homepage)
 Under „Find Information‟ click on „Databases, e-journals and ebooks‟
 Under „Major database and e-journal groups‟ choose „Lexis Nexis Academic‟ and hit „go‟

24/07/2007 16
 This will take you to the Lexis Nexis search page, where you can choose the topics you wish to
search for, the dates required, and the regions and publications you would like to search in.

O
Occupational Health and Safety

Please visit http://www.rmit.edu.au/pc/ohs to view Occupation Health and Safety Information at RMIT
University.

A list OHS Representatives in the I&D Portfolio can be found on the International and Development
intranet at: http://www.rmit.edu.au/id/staff/ohs

Overtime and Time off in Lieu (TOIL)

Any overtime worked must be under the direction of a manager with approval sought prior to
overtime hours being worked.
Where possible overtime payments for hours worked beyond the standard working week (36 hours)
are to be remunerated under TOIL arrangements.

Overtime/TOIL may only be claimed if approval has been granted.

Where possible, staff should indicate when TOIL is to be taken, before the hours are worked. TOIL
must be acquitted as soon as is reasonable so that excessive TOIL is not accrued.

Note: Overtime payment and Time Off In Lieu of Overtime may only be made to staff classified
up to HEW 7 inclusive

RMIT policy http://mams.rmit.edu.au/amuar155ofzf.doc

P
Pay Slips

RMIT does not issue hard copy pay slips. Refer to ESS.

People and Culture

Staff may contact people and Culture directly regarding pay queries. Our people and culture contact is
Linda To (linda.to@rmit.edu.au or ext.54527).

All other HR matters must be sent/referred to the Portfolio Office for action.

People and Culture link:

http://www.rmit.edu.au/pc

Per Diems

See “Travel”

03/02/2011 17
Petty Cash

Refer to the Financial Services website –
Petty Cash reimbursements are no longer available. All claims for reimbursements will be processed
as per the Staff Reimbursement Procedure and paid into the staff member‟s bank account

Please complete the Staff Reimbursement Form http://mams.rmit.edu.au/qyszfw7xw4k2.pdf and
submit to the portfolio office for processing. All forms should be authorized and have receipts
attached.

Photocopiers/Printers/Scanner

Contact the Portfolio Office Resources Officer on 9925 3491

Photocopier and Printer Cartridges

See “Stationery”

Photographs

Please check with your local area for any image databases or folders.

Printing and Stationery

Letterhead, Envelopes, With Compliment Slips etc
RMIT printed letterhead and envelopes can be ordered from RMIT Printing Services.

Location: City Campus, Building 48, Level 2, 449 Swanston St, Melbourne
Phone: (03) 9925 2024
Fax: (03) 9925 3734
Email: print@rmit.edu.au

Business Cards
See “B”

R
Receipts

Receipts need to be kept for any expense claims such as taking a client out to lunch etc and also to
reconcile your company credit card (if you have one).

For expenditure related to projects a receipt needs to be kept in the project file.

24/07/2007 18
Recycling

Every staff member should have a cardboard VISY recycling box to be kept at their desk and
emptied into larger VISY recycling bins located on each floor.

RMIT recycling:
http://www.rmit.edu.au/greening/greenstar/comminglesrecycling

Contact Property Services Service Desk if additional bins are required.

Recruitment

The recruitment process is organised through Penny O‟Connor of the I&D Portfolio office – ph:
9925 3114.

Resigning

The RMIT resignation policy can be found at
http://www.rmit.edu.au/governance/policies/hr/cessationofappointment

S
Security

RMIT Security is responsible for regular security patrols, reporting of faults and incidents, liaising
with visitors and access, identification and minimisation of risks, the protection of property, traffic
management and emergency responses.
Contact Numbers:
Enquiries 9925 2051

After Hours 992 53895
Emergency ext: 53333

Contact details for Building 108 and Building 112 Security:
Ph: 51460
Mobile: 0407 688 945

All permanent RMIT staff must have a photo access card which will provide entry into restricted
areas if required. See “Access Cards” for details.

See also “After Hours Access”.

Staff/Professional Development

RMIT is committed to the development of its staff and has a pro active staff development policy.
Staff are actively encouraged to complete development plans in consultation with their supervisor.
All development requests must be discussed with your supervisor and supported by the director
prior to the submission. All requests must be submitted on a Professional Development Form for
PVC approval.

03/02/2011 19
Professional Development Activity Form can be downloaded at:
http://www.rmit.edu.au/browse;ID=ppmh4nhry68y;STATUS=A?QRY=Staff%20Development&STY
PE=ENTIRE

Development opportunities through the Open Program
The open program organized by People and Culture runs a wide range of fully funded training
workshops across the university.
A calendar of training options and workshops can be found at:
Staff must obtain supervisor approval prior to registration.

Stationery

RMIT has an approved list of suppliers http://www.rmit.edu.au/browse;ID=af1xsybgp4r5

The majority of stationery is purchased from Corporate Express.
Orders are submitted on line via http://netxpress.biz
Various staff have access to this facility. Please consult your local area.

T
Taxis

Arrow Taxis City & Suburban Taxis Silvertop Taxis
Phone: 13 22 11 Phone: 13 11 19 Phone: 13 10 08
Black Cabs Yellow Cabs
Phone: 13 22 27 Phone: 13 22 27

The use of cab vouchers must be authorised by your supervisor or PVC. Cab charge vouchers are
available for approved journeys from the Portfolio Office or relevant administration area.
You will need to provide an internal order number and a brief explanation regarding the travel.
Please ensure that your name is printed next to your signature, when signing the cab voucher, so
that accurate expense allocation can be made.

OTHER AFTER-HOUR DUTIES

From time to time, staff may be required to work after hours; any such work needs to be approved
by the supervisor. Staff who are not allocated a car parking space, and are required to work after
7pm (EST) or 8pm (DST) may with the approval of their supervisor be issued with a cab voucher
for the use of a taxi.

24/07/2007 20
Telephones

Incoming Calls
When answering calls please, if possible, ascertain caller‟s identity before transferring calls.

Voicemail
Setting up a new voicemail account
To set up a new voicemail account fill in the “Voicemail Request” form found at
http://www.rmit.edu.au/its/forms obtain approval from your supervisor and fax to the ITS
Helpdesk.
You will be notified via email when the account has been created,

How to Use Voicemail
For instructions on how to use Voicemail go to http://www.rmit.edu.au/browse;ID=pssz0m3bsm8n

Changing Voicemail Message
Dial “51000”
Hit the # key
Enter your mailbox number
Enter your passcode
Press 8
Press 1
Press 1 to change your greeting or press 3 to change your mailbox name

Checking Voicemail Messages
Dial 51000
Hit the # key
Enter your mailbox number
Enter your passcode
Press 7

03/02/2011 21
Changing the Clock on your Phone

Under the hatch cover (see the above diagram to locate the hatch cover), there are the following
buttons:

1. press STORE
2. enter the hour, eg 9
3. enter the minutes (must be two digits) e.g. 30
4. if AM, enter 0
5. if PM, enter 1
6. if you prefer 24 hour mode, enter 2
7. press CLOCK/TIMER
a “beep” tells you the new time will be displayed.
A “boop” tells you the old time will be displayed – there was an error in your procedure, please try
again

24/07/2007 22
Templates

Corporate templates should always be used, it is important to maintain a consistent visual identity.
The RMIT Corporate template package includes the following:
 Letterhead template 3.01 MAC/WIN

 Fax template 3.01 MAC/WIN

 Memo template 3.01 MAC/WIN

 Report 1 (with cover) template 3.01 MAC/WIN

 Report 2 (without cover) template 3.01 MAC/WIN

 PowerPoint template 7.01 MAC/WIN

 Excel template MAC/WIN
Note: Template layouts are not to be altered or modified in any way.

Templates can be downloaded from http://www.rmit.edu.au/branding

Travel

See RMIT Travel Procedures at http://www.rmit.edu.au/browse;ID=mla83pl67o9r

Travel Requests
Domestic Travel can be authorised by Directors if it is within budget. All other travel and
International travel must be authorised by Dr. Madeleine Reeve

To organise travel you need to:

 Obtain a quote from Campus Travel
 Fill out a Travel Authority online http://itsdndione.its.rmit.edu.au/cals/travel/
 Attach the following to the travel authority:
o Rationale for the Travel
o Advice on where the funds are coming from
o Event/meeting schedule and anticipated outcomes
o Kistend/Campus Travel Itinerary
 Scan all paperwork into TRIM. Write the TRIM number on the top right hand corner on the
hard copy of the Travel Authority (if you don't have TRIM, please submit to the Portfolio
Office)

- Send a hard copy of the paperwork to the Portfolio Office for processing and PVC approval..

All travel requests must have the above paperwork attached. If not, the paperwork will be returned
to the staff member delaying the process.

Please ensure sufficient advance notice is provided to either approve or reject the request

Travel Costs and Reimbursements
Please refer to Phillip Cosham, Portfolio Accountant with regard to policy and processes

03/02/2011 23
Training

Various software training is facilitated by Information Technology Services (ITS)

The training calendar and various course outlines are located at:
www.rmit.edu.au/its/training

For other training see “Staff Development”

U
V
Video Conferencing

Videoconferencing is available at a number of locations within RMIT campuses and sites, including
City, Bundoora, Sale and Hamilton.

RMIT has a suite of sixteen Tandberg videoconferencing facilities, available to staff for both remote
teaching and learning delivery, as well as conferences and general communications.

Each session is supported by audiovisual support staff.
For bookings and timetables: http://www.rmit.edu.au/its/videoconferencing/bookings

Visitor Access Passes

Visitor access passes can be obtained from either Penny O‟Connor or Mia Stankovski.

Limited Visitor access passes are available in the University. Please ensure that you greet visitors
and escort them through restricted areas if passes are unobtainable.

Voicemail

See “Telephone”

W
Workplan

Workplanning is an important part of RMIT‟s Workplace Performance management.

It is a requirement for all Portfolio staff to complete an annual workplan. Guidelines for preparing
your work and development plans are found at the Workplanning website
The General Staff Workplan template can be found at: http://mams.rmit.edu.au/nlmrp0l25x.doc

Please consult your supervisor for further information.

24/07/2007 24
Writing Style Guide

This guide provides rules for a consistent written style for publications and the web site.
Consistency enables the University to speak with one voice and a common set of rules frees
writers from the need to find and argue for solutions to each problem.

The recommendations in this Writing Style Guide are based on the Style Manual for Authors,
Editors and Printers, Macquarie Dictionary and existing RMIT house-style rules.

The Writing Style Guide can be viewed or downloaded at http://www.rmit.edu.au/help/publishing-
standards/writing

The RMIT Writing Style Guide provides rules on the following:

 Principles of style  Numbers and dates
o Dates
 People
o Contact details o Dimensions

o Names and titles o Numbers

o Occupation titles o Page numbers

o Qualifications o Percentages
o Time
 Places
o Addresses  Abbreviations and acronyms

o Campuses  Punctuation
o Portfolios, Schools and o „And‟ and ampersands
Departments o Bulleted lists
o University o Capital letters
o Contractions
 Academic
o Bibliographies, citations and o Headings

references o Hyphens

o Programs and courses o Spacing

o Semesters o Web addresses

 Email  Common problems and things to
avoid
o Etiquette
 Spelling
o Subject lines
o Making a good email message  Resources

X
Y
Z

03/02/2011 25

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