Staff Briefing Proposal for the Organisation of Research - - PowerPoint PPT Presentation

Research Management Business Transformation Project

Staff Briefing

Proposal for the Organisation of Research Administration Services: HDR and Research Publication Administration

Professor Peter Høj Vice-Chancellor and President

Timeline to date

Candidature Management System Development Planning Q4 2016 Stage 1 release 30/1/17 Stage 2 releases 24/4/17 & 25/5/17 Stage 3 releases 24/7/17 & 6/12/17 Stage 4 Q1 2018 eSpace System Development Planning 2016 Upgrade to support continuous improvement 21/1/17 Development 2017 - 2018 Consideration of structural model Planning Q3 2017 Executive Consultation

• Sept. – Oct. 2017

Issues Paper Feedback Period 17/10/17 – 3/11/17 Formal Proposal Consideration Period 15/12/17 – 31/1/18

Current HDR administration resourcing

0.5 1 1.5 2 2.5 3 3.5 100 200 300 400 500 600

PGAO FTE # HDR students

Current HDR Administration Resourcing

Example of current differences in HDR PGAO support in AOUs

Resourcing varies with budget – outcomes are not significantly different

AOU1 AOU2 AOU3 HDR Cohort 200 145 15 PGAO 1FTE, HEW5 3FTE, HEW8,8,5 1FTE, HEW6 HDR completion averages (years) 3.89 3.95 4.04 HDR Avg. Load consumed at withdrawal 0.83 0.72 0.75

Average days to request closure by month following implementation of Candidature Management System

20 40 60 80 100 120 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Average Days to Request Closure by Month

Attainment of Milestone Extension of Milestone Change of Advisor or Advisory Team Request for Leave

Four highest volume activities shown

Days

Feedback on the Consultation (Issues) Paper

• 236 written responses were received

Submissions from Number Directly affected staff 15 UQ Academic staff 73 UQ Professional Staff (including the submissions involving the 15 directly affected staff above) 25 HDR and Honours students 106 Various representative groups 32

Feedback on the Consultation (Issues) Paper

Topic % of Total responses* Loss of service and support to HDR students & academic staff 32% Access to student welfare and pastoral care 27% Location of support – business face-to-face support 25% Potential impact on academic staff 24% Proposed timing of the transition 19% Querying the need for a centralised approach 15% Comments on the HDR Cluster Model (positive and negative) 11% Clarifications sought on the HDR Service Plan 10%

* Excluding individual testimonials

Changes in response

• Revision of the timeline;
• Clarification of the embedded ‘in-business’ HDR model;
• Revised allocations for the HDR Candidate Development and Experience support

stream;

• Reconfiguring the service model based on workload requirements;
• Incorporation of additional transitional positions in the Graduate School;
• Clarity provided regarding additional positions in the Graduate School, including a

revision to the leadership positions;

• Renaming of some of the HDR administration positions;
• Updates to the Graduate School Service Plan to improve clarity and provide more

detail;

• Clarified the selection panels for the HLO and Team Leaders will include representation

from PGCs and HDR students and preferences for AOU allocation will be accepted;

• Amendments to the list of PGAO roles in-scope;
• Confirmation of transitional resources arrangements in the Library;
• Clarification of the roles of eSpace Librarian positions.

A One UQ Approach to Research Publications Administration

Research Publications Service Model

Proposed Research Publications Structure

Associate Director, Scholarly Communication & Repository Services

HEW9

Manager, Scholarly Publishing

HEW8

Scholarly Communication Officer

HEW5/6

Scholarly Communication Officer

HEW5/6

Manager, eSpace

HEW8

Other Service areas

Not impacted by this proposal

Librarian, Research Outputs

HEW5/6

Librarian, Research Outputs

HEW5/6

Research Output Officers (existing)

2FTE, HEW4

Research Output Officers (new)

4FTE, HEW4

Transition Support

2FTE, HEW4, 2 year fixed-term Existing Positions minimal or no changes to current duties New Positions

Minor variations to some current positions. Creation of a number of new positions.

Benefits of the new Research Publications Model

• Increased efficiency
• Staff-time within academic units will be able to focus on unit

specific tasks

• Increased accuracy of records
• Focused and trained Central team able to provide a framework

to engage with academic staff and present the publications collection within the context of strategic scholarly publishing

• Consistent support for academics
• Increased visibility of activity
• Improved governance and reporting

A One UQ Approach to HDR Administration

The new model – HDR Administration

• Staffing
• 60 FTE, of which 30 will be embedded in AOUs
• – HDR Governance and Administration
• – HDR Development and Experience
• Consistent HEW levels for staff and proportionate support for all

AOUs based on HDR numbers, rather than financial resources available

• HDR Liaison Officers (HLOs) embedded in AOUs backed up by other

HLOs, and supported by a Team Leader, Senior Manager, and Director that are HDR policy and administration experts

• Staff will receive induction training, and be offered professional

development specific to research training support – creating a team of dedicated highly trained professional staff

The new model – HDR Administration

Student experience and support

• Students will have access to a HDR Liaison Officer (HLO), in person

and online or by phone for administrative queries or for general advice

• HLO will work with AOUs to support a tailored induction each

research quarter

• HLO supports milestones and other local development activities as

well oral examinations as they are introduced

• HDR Admin Officers (HAO) provide policy/procedural advice

Proposed HDR Administration Structure

PVC (Research Training) & Dean, Graduate School Deputy Dean, Graduate School Director, Graduate School HEW10B Deputy Director HEW10A Senior Manager, HDR Development HEW9 Business Analyst HEW8 Policy and Agreements Officer HEW7 HDR Administrative Manager 2 FTE HEW8 HDR Administrative Officers (HAO) 14 FTE HEW 5/6 Enquiries Coordinator HEW5 Enquiries Officers 2 FTE HEW4 Team Leaders, HDR Liaison 4 FTE, HEW7 HDR Liaison Officers (HLO) 25 FTE, HEW5 Transitional HLO 1 FTE, HEW5, 1 year fixed- term Wonder of Science Team 3FTE; externally funded Manager, Engagement and Development HEW8 Development Coordinator HEW7 Careers Advisor HEW7 Placements Coordinator 0.6FTE HEW6 Events Coordinator HEW6 Communications Coordinator HEW6 Engagement Administration Officer HEW5 Existing Positions minimal or no changes to current duties New Positions replacing PGAO roles currently based in Schools/Institutes New positions required to provide the leadership and support new structure HDR Governance and Administration HDR Candidate Development and Experience Oversight of outreach program funded by Education Queensland and Industry

• Program governance
• Policy and legislative

compliance

• Candidate

development and progression

• Embedded in AOUs
• Initially closed recruitment

to affected PGAOs only

Embedded in AOU

AOU support – HDR Administration

AOU support

• HLO supports PGC (milestones, updates on candidates, reports etc.), enabling PGCs to meet the UQ’s expectations of this role
• Team Leader has regular contact and supports/guides HLO to meet the expectations of the AOU, in line with the Service Plan, which

includes support for activities such as workshop organisation, AOU travel award schemes, buddy systems, events etc.

• Senior Manager also has regular contact with the AOU and provides support as needed; Director, Deputy Dean and Dean also provide

support as needed

• In summary, support is provided to meet expectations for HDR program management and student experience, and for escalation of

queries/issues through a series of highly training HDR administrators and where necessary to the Dean/Deputy Dean HDR Liaison Officer (HEW5) Team Leader (HEW7) Senior Manager (HEW9) Director (HEW10B) Dean / Deputy Dean

HDR Development and Experience

HDR Admin. Officer (HEW5/6) HDR Admin. Manager (HEW8) Deputy Director (HEW10A) Director (HEW10B) Dean / Deputy Dean

HDR Governance and Administration

Escalation path

HDR Student, Advisor & AOU Experience Program Governance

Backup and guidance

Benefits of the proposed HDR Model

• Recognised professional role
• Staff have a clear role
• Consistent support for students and PGCs
• Increased efficiency with end-to-end coordination
• Increased visibility of activity and governance/reporting
• Career development for staff (progression, professional

development)

• Opportunities to coordinate and leverage interdisciplinary

connections

Next steps

Summary of available positions

Number in brackets represents fixed-term transitional positions.

Proposed Timeline Tentative – pending approval of Formal Proposal

Comments on Formal Proposal Due 31 January Professional Staff Consultative Committee Meeting 2 February Proposal Approval By 5 February HDR administration Reorganisation of existing Graduate School 12 February VSP nominations due 23 February Application closing date 26 February 9am Interviews Varies

Week of 5 March - DD/Senior Manager Week of 19 March - HLO/HL Team leaders/Enquiries Coordinator/HAO

Applicants notified of outcomes Week of 2 April VSP end date (or by negotiation) 6 April Research publications administration VSP nominations due 9 March Application closing date 26 March 9am Interviews Week of 9 April Applicants notified of outcomes Week of 16 April VSP end date (or by negotiation) 1 May UPO Role discontinued 1 May

Consultation Process

• The Formal Proposal has been circulated for consideration in

accordance with the requirements of clause 47 of The University of Queensland Enterprise Agreement 2014 – 2017.

• Recognising the proximity to the end of year the period for

consideration by affected staff has been extended from the ten (10) working days required by the Enterprise Agreement.

• Comment by 31 January 2018 to

transformation@research.uq.edu.au

Support and Resources

• The website includes links to a number of

resources

• https://research.uq.edu.au/project/transformation-hdr-and-research-

publications-administration

• Training workshops will also be provided to

staff

• Dealing with change and transition
• Tuesday, 6 Feb - 9:00 am - 12:00 pm
• Wednesday, 7 Feb - 9:00 am - 12:00 pm
• Applying for jobs (timing to be confirmed)

Discussion and Questions

Research Management Business Transformation Program

Contacts

Project Email - transformation@research.uq.edu.au HR Contact - Richard Bannister Senior Consultant, Employee Relations Human Resources Division Phone: 3365 1118 Email:r.bannister@uq.edu.au EAP Contact - Davidson Trahaire Corpsych Phone: 1300 360 364. Website - https://research.uq.edu.au/business-transformation-program