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A Guide forPostgraduate
Students
Faculty of Science School of Animal Biology
S c h o o l o f A n i m a l B i o l o g y – G u i d e f o r P o s t g r a d u a t e S t u d e n t s 2 0 1 5 0 4 1 5P a g e 2
ContentsWelcome .................................................................................................................................................................... 4
Who’s who in Animal Biology?.........................................................................................................................5
Contact details..............................................................................................................................................5
Who to contact.............................................................................................................................................5
School information...........................................................................................................................................6
Administration and housekeeping....................................................................................................................7
Campus card.................................................................................................................................................7
Office and laboratory space..........................................................................................................................7
Keys..............................................................................................................................................................7
Security and insurance..................................................................................................................................7
Photocopying................................................................................................................................................7
Phones and mail...........................................................................................................................................8
Telephone and email contacts......................................................................................................................8
Staff meetings and governance....................................................................................................................8
Computers, email and network access.........................................................................................................8
Computer support.....................................................................................................................................8
Computer workstations and ergonomics..................................................................................................8
Library access................................................................................................................................................9
Health and safety..............................................................................................................................................9
Safety inductions..........................................................................................................................................9
Fieldwork......................................................................................................................................................9
Diving and boating........................................................................................................................................9
Other logistical support................................................................................................................................9
Vehicles........................................................................................................................................................9
Use of your own vehicle for work-related travel.....................................................................................10
Human Resources & Financial Matters...........................................................................................................10
Human Resources.......................................................................................................................................10
Employee Self Service (ESS)........................................................................................................................10
Ordering, purchasing and minor financial matters.....................................................................................10
Research support/budgets.........................................................................................................................10
PhD Students...........................................................................................................................................10
Masters by Research...............................................................................................................................11
Project budget.........................................................................................................................................11
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Academic matters...........................................................................................................................................11
Graduate Research School..........................................................................................................................11
Candidature: regulatory obligations and quality assurance........................................................................11
Postgraduate profiles on the web...............................................................................................................12
Scientific Ethics and Intellectual Property...................................................................................................12
Permission to work with and collect Animals…………………………………………………………………………………………………….12
Supervision.................................................................................................................................................12
Research proposal and seminar..................................................................................................................12
Graduate research community.......................................................................................................................13
Seminars.....................................................................................................................................................13
Postgraduate Retreat..................................................................................................................................13
Travel..............................................................................................................................................................13
Conference travel.......................................................................................................................................13
Travel insurance..........................................................................................................................................13
Checklist for New Graduate Research Students.............................................................................................14
Welcome
The School of Animal Biology extends a warm welcome to all postgraduate students. Postgraduate studies will be one of the most important, challenging and stimulating phases of your life.
This handbook is designed to be read in conjunction with both UWA’s Official Postgraduate Handbook and relevant websites. It will familiarise you with the school, staff, facilities and resources. In addition, it will provide advice and assistance with meeting some of the inevitable demands that may arise whilst undertaking advanced research projects.
Furthermore, it may provide you with some answers to questions you have about postgraduate life.
We hope your time at UWA will be academically inspiring, personally enjoyable and scientifically exciting.
Leigh Simmons and Joe TomkinsPostgraduate research coordinators
S c h o o l o f A n i m a l B i o l o g y – P o s t g r a d u a t e H a n d b o o k – 2 0 1 5 0 6 1 2 3
S c h o o l o f A n i m a l B i o l o g y – P o s t g r a d u a t e H a n d b o o k – 2 0 1 5 0 6 1 2 4
KleptoparasitismReproduced with permission of Jane Prince
Who’s who in Animal Biology?Name Ext. EmailSarah Dunlop
Head of School 2237 [email protected]
Leigh Simmons
Graduate Research CoordinatorDeputy Head of School
2221 [email protected]
Joe Tomkins Graduate Research Coordinator 2110 [email protected]
Rachael Offer Manager 7045 [email protected]
Lydia Brazzale Finance Officer 1480 [email protected]
Shirley Shrives Personal Assistant to Head of School
2062 [email protected]
Sarah Thoms Administrative Office (Unit Support)
2228 [email protected]
Diane Bee Administrative Office (Purchasing))
7662 [email protected]
Rick Roberts Technical Manager 2225 [email protected]
Milly Formby School Technical Officer 2225 [email protected]
Husnan Ziadi School Technical Officer 2225 [email protected]
Stephen Robinson
School Technical Officer (Scientific)
2225 [email protected]
Ryan Doig Postgraduate Representative [email protected]
Lorelle Barrett Postgraduate Representative [email protected]
Lizzy Wiley Postgraduate Representative [email protected]
Genevieve Hayes
Postgraduate Seminar Coordinator
Who to contact :
For Contact Main contact
Emergencies Call 2222 (24 hours) (6488 2222 from external phone)
Security concerns Call 3020Safety & Health Representative
Jason Kennington: Call [email protected]
Safety inductions [email protected] Rick Roberts
Biosafety and radiation
[email protected] Husnan Ziadi
Finance [email protected] Lydia Brazzale
Purchasing [email protected] Diane BeeFieldwork applications
Supervisor and [email protected]
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Diving & Boating Warren.Starr @uwa.edu.au Warren Starr
Vehicles [email protected] Rick Roberts
Animal yards [email protected] Rick Roberts
IT help Call 2999 or https://uwa.service-now.com/ [email protected]
General Administration
[email protected] Sarah Thoms
Useful linksPostgraduate Students’ Association www.psa.guild.uwa.edu.auGraduate Research School www.postgraduate.uwa.edu.auUniversity Current Students website www.uwa.edu.au/current/informationSchool Current Students website www.animals.uwa.edu.au/students
School informationReception and Administration: Ground Floor, Zoology Building Car-park number 9 Hackett entrance number 4 on the UWA Crawley campus
Postal Address:School of Animal Biology (M092) The University of Western Australia35 Stirling HwyCrawley, WA 6009Telephone: (+61 8) 6488 2228Fax: (+61 8) 6488 1029Email: [email protected]: http://www.animals.uwa.edu.au/Office hours: 8:30am to 4:30pm
S c h o o l o f A n i m a l B i o l o g y – P o s t g r a d u a t e H a n d b o o k – 2 0 1 5 0 6 1 2 6
Large Eyed Sea RobinReproduced with permission of Shaun Collin
Administration and housekeepingCampus cardAll staff, visitors and students of UWA receive a Campus Card as a form of identification. New students receive a card as part of the enrolment process. The UWA Campus Card can be used for the following:
UWA identification electronic access to buildings library borrowing and electronic database access credit value for copying, printing, and internet fee payments
Once issued with a Campus Card, after-hours access (if applicable), can be arranged by your Supervisor who must email [email protected]. More information on the Campus Card is available from: http://www.campuscard.uwa.edu.au/
Office and laboratory space The School will provide you with a desk and small work area located close to your associated research group and allocated by the Technical Manager. Keys are issued at Reception, Ground Floor, Zoology. Should you be located in another building, your supervisor will organise space allocation and key issue.
Laboratory inductions, for all the laboratories you are working in, must be completed within one week of arrival. See Safety Inductions for further information.
For other accommodation or space issues (including, animal yards (Crawley campus); Shenton Park Field Station and constant temperature rooms, contact the Technical Manager ([email protected] or 2225).
KeysAll keys issued incur a $20 per key deposit, which will be returned upon completion of your exit form. Allocated keys are for your use only. Advise Reception ASAP if you lose your keys. A replacement fee is payable.
Security and insuranceKeep your office and/or area locked and ensure valuables i.e. laptops, are stored in a safe place. University insurance does not cover personal items, however, all losses should be reported immediately. Forms are available from: http://www.safety.uwa.edu.au/forms/theft
PhotocopyingA PIN is required for the Zoology Building Kyocera Printer/Copier/Scanner, located in 1.18 and is available from the Administrative Office, on the first floor.
For further machine locations and information please see:
http://www.is.uwa.edu.au/current-students/it-help/print-copy-scan
A credit value is required on a campus card to print or copy at IS print stations. You can add credit value via autoloaders or online.
Cost per copy/print:
10¢ per mono A4 side 20¢ per mono A3 side
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20¢ per colour A4 side 40¢ per colour A3 side.
Scanning is free.
Phones and mailThe school will cover the cost of any University related mail and local phone calls. Long distance calls and major parcels will be debited to the research account assigned to your project. For students located in the Zoology Building, mail will be place in a shared mailbox, marked alphabetically and accessible from the staff common room. All postal addresses must include a building mailbox number i.e. M085 = CSIRO Floreat; M092 = Zoology Building; M317 = Curnow Building. A mail bag is located in your administration area but personal mail will require an Australian Postage Stamp.
Telephone and email contactsPhone numbers and email addresses for school personnel are available on the school website:
http://www.animals.uwa.edu.au/contact/staff or the UWA directory http://directory.uwa.edu.au
Staff meetings and governance The School staff and postgraduate representatives meet monthly to discuss current issues and plan future development. If there are issues that you would like to raise for discussion, please do so with the Head of School via your postgraduate representatives (refer to Who’s who in Animal Biology? on Page 5).
Computers, email and network accessAll new PhD students are supplied with a standard desktop or laptop computer - please contact the Purchasing Officer upon arrival.
The computer remains the property of the School and must be kept in a secure location at all times. It must be returned at the end of your studies, however, in certain circumstances, arrangements can be made to purchase it from the school.
Any internet access for computers or laptops must be organised through the UWA Information Services: www.is.uwa.edu.au/it-help/students
Secure access to campus IT systems, including email, is via Pheme.
For Pheme set-up refer to: https://www.pheme.uwa.edu.au/
Email access is set up on line via Pheme: http://www.is.uwa.edu.au/it-help/email/student/email
Computer support All IT related enquiries and requests should be directed to the Faculty of Science IT Contact Centre.
Email: [email protected]: 6488 2999 (8.00am to 5.00pm Monday to Friday).Online: https://uwa.service-now.com/
Computer workstations and ergonomics The University is committed to preventing injuries associated with ergonomic hazards which may be found in the design of work tasks, equipment used and the working environment. Information can be found at:
http://www.safety.uwa.edu.au/health-wellbeing/physical/ergonomics/workstation
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Training in ergonomics, computer workstation assessment and manual handling can arranged with UWA Safety, Health and Wellbeing
Library access Upon enrolment a campus card will grant you automatic access to the library system. Many journals are available electronically via the web. All UWA Library users require UWA identification number and a Pheme password (see below) to access Library systems and services.
Health and safetySafety inductionsUWA and the School of Animal Biology have a strong commitment to health and safety which is everyone’s responsibility. All health and safety inductions have been designed to ensure your health and wellbeing. The inductions cover laboratory safety, vehicle and fieldwork safety, building safety, emergency procedures and work-place ergonomics.
Your health and safety inductions must be completed within one week of commencement and your signed Induction Form available at http://www.animals.uwa.edu.au/staff/safety-and-inductions returned to [email protected].
For health and safety information please refer to:
the School’s health and safety manual at http://www.animals.uwa.edu.au/staff/safety-and-inductions the University’s health and safety policy at http://www.safety.uwa.edu.au
FieldworkAll Animal Biology students must complete the required University documentation prior to undertaking fieldwork. Forms should be submitted to the Technical Manager via the Administration office. For further information and forms, please refer to http://www.safety.uwa.edu.au/topics/off-campus/field-work-remote
Diving and boating Dedicated forms and regulations exist for water-based activities. Full information can be found at:
http://www.safety.uwa.edu.au/topics/off-campus/boating-diving
Initial inquiries about these activities can be directed to the Diving and Boating Safety Officer.
Other logistical supportFor any workshop or animal yard help or general logistic support please contact the Technical Manager on [email protected]
Vehicles The School has a fleet of 2WD and 4WD vehicles. Before booking a vehicle, you must:
provide a copy of your current Driver’s Licence as per the School’s Vehicle Policy: http://www.animals.uwa.edu.au/students/vehicle-policy
complete a Vehicle induction with the Technical Manager. Use of 4WD vehicles requires completion of a specialist 4WD training course. Contact The Technical
Manager for details (cost $150).
Registration to EzBook for vehicle bookings will be granted by the Technical Team.
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All vehicles must be cleaned (both inside and out) before return and any damage MUST be reported immediately to the Technical Manager. Wash bay facilities are located behind the Faculty Workshops.
Mileage charges apply for use of UWA vehicles. For full details, see the School Vehicle Policy at:
http://www.animals.uwa.edu.au/staff/vehicle-policy
Use of your own vehicle for work-related travelPermission must be obtained from the Head of School in advance.
Human Resources & Financial MattersHuman ResourcesIf you undertake casual employment for the School, contract and relevant documentation are available from Reception, Ground Floor, Zoology Building. Contracts expire after twelve months and must be renewed for each year that you undertake casual work. The expiration of a casual contract will disable the staff member email, however, student email and access to other IT systems will remain current.
Employee Self Service (ESS)Casual staff can obtain payroll information electronically by logging into ESS. Personal details, emergency contacts, mailbag address, qualifications, banking details, etc. are maintained in ESS.
www.hr.uwa.edu.au/hr/user_support/applications2/web_self_service
Please note: A scholarship holder may undertake only a strictly limited amount of paid employment during the notional standard working hours of 9am to 5pm, Monday to Friday. No more than eight hours’ employment a week during notional standard working hours is permitted.
There are no limitations for weekend work, however your supervisor will need to seek approval from the Postgraduate Coordinators to ensure this does not impact on your studies.
Working hours must be noted on the scholarship holder’s Graduate Research School Annual Progress Report.
Ordering, purchasing and minor financial matters All Purchases must adhere to University Policy and Procedures:
http://www.finserv.uwa.edu.au/procurement
Please use the link below to submit an online Requisition for all purchases:
http://www.animals.uwa.edu.au/staff/purchasing/requisition-form
The requisition requires the following: Project Grant Number (PG) Quotes Delivery address Links to websites for online ordering in the special instruction’s field.
Please note: prices are GST free and per item
Once the order is placed, you will receive a confirmation.
Any queries should be directed to [email protected] or the Purchasing Officer.
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Research support/budgets PhD StudentsThe School will provide:
financial support of up to $2,500 per year for three years a standard computer (SOE laptop or desktop) $800 for conference travel (for a single international conference OR towards two domestic
conferences). A paper or poster must to be presented in order to qualify for school funding. Applications for GRS conference travel funds must be finalised before School funds can be accessed.
Masters by Research$1,875 per year funding for two years. No computer is provided.
Project budgetA complete project budget must be produced as part of the research proposal and approved by the School http://www.animals.uwa.edu.au/students/proposal. Amounts should exclude GST. School contributions will be transferred to your supervisor’s postgraduate account, after 31 March or 31 August depending on your date of enrolment. You are responsible for tracking expenditure and ensuring you do not exceed your total budget. Most project costs exceed the School contribution and are partially funded by supervisors’ research funds. Ensure you discuss the funding arrangements with your supervisor. You are encouraged to seek external funding from external grants. Please liaise with your supervisor for details. The School will not approve a research proposal that is not adequately funded. Written confirmation of external funding must be provided.
Academic mattersFor information concerning general University course rules for graduate research degrees please see:
http://handbooks.uwa.edu.au/rules
Queries relating to research and personal issues should be directed to your supervisor in the first instance or the Graduate Research Coordinators if applicable. Any general matters relating to the School should be directed to the Postgraduate Representatives for discussion at the School Staff Meetings.
Graduate Research School (GRS)Further information, including funding opportunities can be found at the GRS website:
http://www.postgraduate.uwa.edu.au/
All GRS forms should be downloaded from http://www.postgraduate.uwa.edu.au/students/candidature
Candidature: regulatory obligations and quality assurance You are expected to become familiar with the rules governing the course in which you are enrolled:
Be aware of, and read where appropriate, University rules, regulations, policies, and procedures. Present a research proposal and an annual progress report in accordance with the relevant rules and
guidelines. For more information concerning the research proposal see http://www.postgraduate.uwa.edu.au/students/proposals Forms requiring postgraduate research coordinator and/or Head of School signature must be submitted to Administration (first floor, Zoology Building) at least 3 days before they are due.
Devote at least 30 hours per week (or equivalent if your candidature is part-time) to research higher degree studies.
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Advise your coordinating supervisor of any significant change in your commitments likely to affect the progress of the research course, and if required ensure that this is communicated to the Head of School and/or the Board of the Graduate Research School.
See http://www.postgraduate.uwa.edu.au/students/candidature Candidates who have been advised by a supervisor that they require assistance in communicating orally
or in written English using the vocabulary and conventions of the discipline must seek assistance as directed.
In conjunction with supervisors, make every effort to ensure that all academic and administrative requirements are fulfilled in a prompt and satisfactory manner.
Postgraduate profiles on the webAll postgraduate students in the school are required to maintain an updated profile on the school web page. For instructions, see: http://www.animals.uwa.edu.au/students/set-up-profile
Scientific Ethics and Intellectual PropertyAll postgraduates are required to complete the Academic Conduct Essentials, content includes:
Understand academic integrity
Practise ethical scholarship
Respect intellectual property
Adopt good study practices
Refer to:
http://www.student.uwa.edu.au/learning/resources/ace
It is important to remember that, any publication likely to arise from the research project, should be discussed with the supervisor to ensure appropriate and adequate recognition of all contributions to the publication.
Permission to work with and collect Animals If you are working with vertebrates (plus some invertebrates) or humans you must have Animal or
Human Ethics approvals. All applications must be submitted by your supervisor. Details of application procedures are available at:
http://www.research.uwa.edu.au/staff/rebo
Before obtaining Animal Ethics approval you will also be required to get Permission to Use Animals (PUA) which includes a course in animal handling and experimentation techniques.
If you are collecting or working with native fauna or flora you will need appropriate licences from the Department of Parks and Wildlife (DPAW) as both are protected under state legislation.
Approvals may take several weeks or months to process so please plan ahead.
SupervisionTwo or more supervisors will be assigned who will act as advisors, critics and support.
For University policy and guidelines regarding supervisors please see:
http://www.postgraduate.uwa.edu.au/supervisors/policies/supervisors
Should you experience difficulties with your supervision, you should speak immediately to the Graduate Research Coordinators.
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Research proposal and seminarA written research proposal must be submitted to the Graduate Research School within 6 months of enrolment (or 4 months for MSc students). Specific guidelines for written proposal, are available at:
www.postgraduate.uwa.edu.au/students/proposals
To facilitate this time-line, the proposal should be submitted to your supervisor at least 4 months from enrolment to allow adequate time for review and revision.
A Seminar presentation of your Research Proposal should be present to the school before submission to the GRS. Please book this with the Postgraduate Seminar Co-ordinator.
Graduate research community Postgraduate students are expected to participate in the intellectual life of the School through activities such as:
Attendance and presentation of your work at research seminars, conferences and study days. This will enhance the development of your skills and networking abilities.
Participate in training activities, such as workshops and courses offered within the University
Attend University and/or Guild induction activities.
Seminars You will have the opportunity and be invited via iCal invitations to attend a range of seminars as a postgraduate student.
Generally, Postgraduate seminars are held on Tuesdays at 1pm. School seminars are held on a monthly basis. Special seminars by visitors may be scheduled at other times.
It is expected that all staff and students attend all seminars, even if they are outside your area of research - a register of attendance is recorded.
Postgraduate RetreatAn annual postgraduate retreat aimed at encouraging interaction with other postgraduate students, for advice and feedback on common issues. Postgraduate students are expected to attend. Contact the Postgraduate Representatives for details.
TravelConference travel Applications for up to $1,850 for conference travel can be submitted to the Graduate Research School.
See www.postgraduate.uwa.edu.au/students/funding/travel
Other UWA schemes that support conference and overseas travel are available on the GRS website.
Students with a staff number must book their own travel via the online Trobexis booking system. Students without a staff number should contact the administration team for assistance. Refer to www.trobexis.com/uwaprd for further information.
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For assistance with Conference registrations booked on-line contact the Purchasing Officer. A requisition form along with a copy of the conference receipt/registration, quoting the Project Grant will be required.
Travel insuranceInformation on all the University’s Insurance is available from: http://www.safety.uwa.edu.au/insurance
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Checklist for New Graduate Research StudentsThis document lists a range of processes, procedures and information that will enable you to integrate in to the School as smoothly as possible. You should review and discuss the checklist with your supervisor(s) during the first few weeks of arrival. When completed and signed by both you and your supervisor, please return this form to the Graduate Research Coordinator.
Responsibility Confirmed DateHave you enrolled at the Graduate Research School? Self Yes/NoHave you met with your Supervisor(s) and the Graduate Research Coordinator/s?
Self/Supervisor(s)
Yes/No
Have you met the Head of School, Managers and Administrative Staff?
Self/Supervisor(s)
Yes/No
Have you met the School postgraduate representatives? Self Yes/NoHave you completed all the required Inductions? Yes/NoDo you have a campus card? Self Yes/NoHas your card been activated for after-hours access? Admin staff Yes/NoHave you been allocated a desk? Technical Manager Yes/NoHave you been allocated office keys? Admin Staff Yes/NoHave you been shown the photocopier and allocated a number for access?
Admin Staff Yes/No
Have you activated your email account/Internet access?http://www.is.uwa.edu.au/it-help/students
Self Yes/No
Are you familiar with the relevant IT policies? http://www.is.uwa.edu.au/it-help/policies
Self Yes/No
Have you set up a Postgrad Profile page on the School’s website? Self Yes/NoHave you contacted the Graduate Research School to register for the next GRS orientation?
Self Yes/No
Are you aware of the short courses available through the Graduate Research School?
Self Yes/No
Have you contacted UniPark re student parking, if applicable? http://www.transport.uwa.edu.au/contact
Self Yes/No
Are you aware of the Postgraduate Student Association? Self Yes/NoHave you read the policies and rules regarding Graduate study at UWA? http://www.postgraduate.uwa.edu.au/staff/policies
Self Yes/No
Student name Signature Date
Supervisor name Signature Date
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