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RHD Management System: Confirmation

RTO and School Administrator User Guide

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ABOUT THIS GUIDE

This guide is designed to assist Research Training Officers (RTO)s and School Administrators with using the online Confirmation module in the RHD Management system in Nustar.

GETTING STARTED

Logging in

To get started using the RHD Management System, you will need to log into the Nustar system first using your existing UniId and password. Nustar is available from the following link:

https://nustar.newcastle.edu.au If you are new Nustar user, ensure you add this link to your browser favourites.

Launching RHD Management System

To launch RHD Management System, click on the RHD Management System link available from your Nustar homepage, as shown below. This will take you to your home page for this application.

To access the Confirmation module, click on the RHD Management System link available from your Nustar homepage. This will take you to your home page for all RHD Management modules.

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RHD MANAGEMENT SYSTEM HOME PAGE

This is the home page for all RHD Management System modules.

Click on Confirmation to go to the Confirmation Home page.

Click on My RHD Confirmations to search for a specific candidate record.

Adding to Favourites

To add this page to your Favourites, click on Favorites in the top left menu.

Select Add to Favorites.

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MY RHD CONFIRMATIONS

This page is displayed if you select My RHD Confirmations from the Confirmation module. This page will always be blank by default. You can search for confirmation records in your School (School Admin) or Faculty (RTO) by using the search fields available.

You get to this page by selecting RHD Management System -> Confirmation -> My RHD Confirmations.

Use the fields in Search area to find a specific record or set of records.

Workflow Status indicates the status of the confirmation record.

To view a confirmation record for a candidate, select View record to open the record.

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VIEW CONFIRMATION RECORD

When you select an individual confirmation record you will see the page displayed below.

View Documents area Click on a link to open the relevant page:

Confirmation Details: opens the page in a new window. Candidate Documents: opens the submitted Candidate Coversheet and attached

proposal in a new window. Committee Evaluation Form: opens the Committee Evaluation Form in a new

window. Note that a document only appears if it has been submitted, therefore what you see will

depend on the workflow status of the record.

Previous Confirmation attempts If the Candidate has had more than one attempt at Confirmation, previous attempts will be displayed here. Click on a link to open each attempt in a new window.

Confirmation Review Area Expand each review to see:

Confirmation Committee Recommended Outcome: the outcome entered on the Evaluation form

Review by Committee Members: sign off comments by Committee members Review comments entered by HOS, ADRT, DoGS and OGS.

Note that a review only appears if it has been submitted so what you see will depend on the workflow status of the record.

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Committee Evaluation Form

The evaluation form is divided into tabs. Click on each tab to change between the tabs.

Committee Member Sign off is on the last tab.

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CONFIRMATION MAINTENANCE -> SET NOMINATED SUPERVISOR (RTO ONLY)

If you are the RTO for your faculty, a principal supervisor may contact you to nominate a Co-Supervisor to sign off on a Candidate’s confirmation submission in their place. Use the Set Nominated Supervisor function to delegate this responsibility from the Principal Supervisor to their nominee.

Set Nominated Supervisors: search page

You get to this page by selecting RHD Management System -> Confirmation -> Confirmation Maintenance -> Set Nominated Supervisor

Use the fields in the Search area to find a specific record or set of records.

Select Set Nominated Supervisor link to select a record and view/change the nominated supervisor.

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Set Nominated Supervisors: nominate page

This page lists all recorded supervisors for a candidate, specifying whether they are a Principal Supervisor or a Co-

Supervisor.

To nominate a different supervisor to submit a sign off for a candidate, select the tick-box next to their name, then click on Save.

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CONFIRMATION MAINTENANCE -> SET INDIVIDUAL REVIEWERS (RTO ONLY)

If you are the RTO for your faculty, you may need to delegate HOS / ADRT review responsibility for a single candidate if a reviewer is unable to perform a review due to an absence or for any other reason. Use the Set Individual Reviewer page to do this.

You get to this page by selecting RHD Management System -> Confirmation -> Confirmation Maintenance -> Set Individual Reviewer.

Search for a specific candidate record using the search fields available.

Select Set Individual Reviewer link to select a candidate record and view/change the nominated reviewer.

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Set Individual Reviewer

When you select a record on the previous page, you will see the below page listing all the reviewers assigned to this candidate’s confirmation record, grouped by reviewer role.

The review Role is listed at the top and all users assigned to the role are listed under it. In this example, we are delegating Head of School review responsibility for a single candidate.

Find the reviewer you wish to change.

Search for the new reviewer in Delegate ID field.

Select Save when you finish. This will reassign the review responsibility for this single candidate to the nominated delegate.

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CONFIRMATION MAINTENANCE -> VIEW REVIEWER CONFLICTS (RTO ONLY)

Use the View Reviewer Conflicts function to identify reviewers who cannot perform a review because of a ‘conflict’. In the confirmation system, a reviewer is in conflict if they are acting in the HOS, ADRT or DoGS role and they also:

supervise the candidate sit on the Evaluation Committee for the candidate

You get to this page by selecting RHD Management System -> Confirmation -> Confirmation Maintenance -> View Reviewer Conflicts.

Roles in Conflict are automatically listed. If the search results area is blank, there are no roles in conflict in your area.

Select Set Individual Reviewer link to select a record and view/change the nominated reviewer.

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GETTING HELP

Technical difficulties

If you have trouble accessing RHD Management System or if you experience any other technical difficulties, you should contact the IT Service Desk on 17000.

Enquiries about confirmation process

Contact the Office of Graduate Studies by email or phone: research-candidature@newcastle.edu.au; phone - 4921 6537 for any of the following:

enquiries about how to search for a candidate enquiries about nominating another person to complete a review enquiries about supervisor Nustar records or how to change the nominated supervisor for a confirmation enquiries about the recommended outcome of the confirmation process