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RHD Management System: Confirmation RHD Supervisor User Guide

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ABOUT THIS GUIDE

This guide is designed to assist RHD Supervisors with using the online Confirmation module in the RHD Management system in Nustar. The functions covered in this guide are:

1. Confirmation home page 2. My RHD Confirmations (your to do list and confirmation search) 3. Supervisor Sign off 4. Set Nominated Supervisor

GETTING STARTED

When to begin

The University of Newcastle requires Research Higher Degree candidates to undertake a confirmation process within twelve months of commencement of candidature on a full-time basis (or part-time equivalent).

Confirmation Requirement - Advance Notice (email)

You and your candidate will receive an email from the Office of Graduate Studies 12 weeks before their confirmation is due. This email is a reminder that your candidate’s confirmation is approaching.

Confirmation scheduled (email)

After your Confirmation Convenor schedules the confirmation presentation, you and your Candidate will receive an email notifying you of the confirmation presentation details (date, committee members etc.), as well as the due date for the candidate coversheet submission.

Candidate submits coversheet (email)

You will receive an email asking you to sign off on your candidate’s submission, after the candidate submits the Candidate Coversheet and their proposal.

Logging in

To get started using the RHD Confirmation 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 a new Nustar user, ensure you add this link to your browser favourites.

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Launching the RHD Management System

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 available to you.

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RHD Management System Home Page

This is the home page for all the RHD Management system modules available in Nustar.

Click on Confirmation to go to the Confirmation Home page.

Click on My RHD Confirmations to sign off on a candidate’s confirmation submission or to view confirmation records for candidates you currently supervise / have supervised in the past.

Click on Confirmation Maintenance to access the administrative functions available to you, such as Set Nominated Supervisor.

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

My RHD Confirmations shows all confirmation records that are in With Supervisor workflow status, i.e. records that are due for supervisor sign off before the confirmation presentation can take place. You can also search for confirmation records for other candidates currently under your supervision (or those previously supervised) 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 confirmation record.

Workflow Status is With Supervisor– this means the candidate’s submission is awaiting your sign off.

Indicates the Candidate’s attempt number at confirmation (first, second or third).

To sign off the candidate’s submission, select Action Required next to the relevant record and answer all required questions on the form, as shown on the next page.

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SUPERVISOR SIGN OFF

When you click on Action Required on the previous page, you will see the following Supervisor Sign off page.

The header shows the Candidate’s Program, Supervisor and Scholarship details.

Details relating to Confirmation are shown here. This is a first attempt with a Confirmation date of 29 Feb 2016.

View Documents panel will show the following Confirmation Details: opens the page completed by the Convenor in a new window. Candidate Documents: opens the submitted Candidate Coversheet and attached proposal in a new

window.

Principal Supervisor Statement: answer all required questions to sign off on the Candidate’s submission, you may also attach documents. Note: If the candidate submitted the Candidate Coversheet without attaching their proposal, you may attach it here.

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Select Submit Final to submit your sign off. You will see the following acknowledgement page:

Click on Acknowledge to submit. The Workflow status of the record will change to Scheduled, the Committee evaluation may start after the confirmation presentation takes place.

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VIEW CONFIRMATION RECORD

You may search for and view confirmation records for current and past candidates at any time. When you select a confirmation record for a confirmation that has been completed (in Complete workflow status) 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: 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 entered on the evaluation form by Committee

members. Review comments entered by HOS, ADRT, DoGS and OGS.

Note: you will only be able to see the reviews after the confirmation process is completed and the final outcome is communicated to the Candidate.

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COMMITTEE EVALUATION PROCESS

After you successfully submit the supervisor sign off, the Workflow status will change to Scheduled for this attempt. The record is now with the evaluation committee until the confirmation presentation takes place and the evaluation process is completed.

Committee Evaluation Form

You may view the Committee Evaluation form after the confirmation process is completed and the final outcome is communicated to the Candidate. Click on the Committee Evaluation Form link in the View Documents panel to view the form.

The evaluation form is divided into tabs. Click on each tab to view it.

Confirmation Outcome is entered on the second last tab.

Committee Member Sign off is on the last tab.

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CONFIRMATION MAINTENANCE -> SET NOMINATED SUPERVISOR

If you are a principal supervisor, you may nominate a Co-Supervisor to sign off on a Candidate’s confirmation submission in your place. Use the Set Nominated Supervisor function to delegate this responsibility to a Co-Supervisor of the candidate.

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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GETTING HELP

Technical difficulties

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

Confirmation related enquiries

Contact the Office of Graduate Studies by email or phone: research-candidature@newcastle.edu.au; phone - 4921 6537 for any of the following enquiries: 1. finding a specific student record 2. Supervisor sign off function 3. issues with the Supervisor Nustar record 4. changing the nominated supervisor for confirmation 5. the confirmation outcome or the review process