GETTING SET UP
Important stuff for when you first arrive
ON THIS PAGE
Email and IT set up
Computers and software
Interactive Student Information System (ISIS)
Services and amenities fee
PhD mailing list
Program mailing lists
Copying and printing
Getting your profile up on the Crawford website
Research students are enrolled in the ‘course’ CRWF 9540 PhD Crawford School of Public Policy (and also in coursework). You cannot enrol yourself into the degree online. Instead, most students are automatically enrolled each semester in CRWF 9540. Please check your record on ISIS to ensure that your enrolment and program information are correct.
If you are initially enrolled in an intriductory, pre-sessional program (for example, if you are an AusAID student) or bridging course you will not be able to enrol in the research degree (i.e., CRWF 9540) until the requirements for those initial courses are met.
For more information on how to enrol, visit the research students enrolment pages.
When we receive notification that you will be joining Crawford PhD, we will email you to ask about your intended frequency of desk use and allocate (or not) a desk accordingly. After that, you will receive several more email messages providing you with general information, as well as information about how you can request building access and how you can set up your PhD student profile on the list of current PhD students on the Crawford website. We will also subscribe you to the Crawford PhD mailing list. We will send these messages to the personal email account you have nominated as a contact address (your ANU email may not yet have been set up).
Please note that all new students are to commence before the beginning of the coursework semester and preferably at the beginning of semester 1, which usually starts in February (semester 2 typically starts in July). This means that you should arrive in Canberra at least one week before semester in order to get oriented to the Crawford School. Check the university calendar for dates. A Crawford PhD induction session is held in the week before semester starts; we will let you know by email of the exact date for your induction session.
Once you arrive on campus, please introduce yourself to the HDR Administrator and the PhD Academic and Research Skills Advisor so we can make you welcome, introduce you to other students, and show you around the place.
The following people will all have something to do with your candidature at some time or other. The list is presented in order of daily usefulness and frequency of interaction, rather than in order of seniority.
HDR (Higher Degree Research) Administrator. The HDR Administrator is your first port of call for information about enrolment, course progression, fees, building access, coursework, travel, leave, forms, funding requests, milestones and progress, and requests for extension. Email firstname.lastname@example.org with a subject line that begins with ‘CRAWFORD PhD’ and that also includes your uni ID/student number.
PhD Academic and Research Skills Advisor. The PhD Academic and Research Skills Advisor can help you with things such as thesis writing, journal article writing and publication, research project management, chapter outlining, feedback on your writing, reading strategically, structuring text, research proposals, compiling literature reviews, time management, oral presentations, thesis completion, supervision, and more. To organise a consultation time, contact the PhD Academic and Research Skills Advisor.
CAP IT Team. The CAP IT Team assists with computer problems, printers, software, network connections, and so on. Please do not email individual IT people if you need IT help. See the section on Getting IT help for information on how to log an IT job via the IT Service Desk.
CAP Facilities. For building and facilities help. Contact the facilities people for anything to do with room bookings, furniture removal and requests, keys, cleaning, facilities malfunctions, and similar. Email email@example.com with a subject line that begins with ‘CRAWFORD PhD’ and that also includes your uni ID/student number.
Higher Degree (HDR) Director. The HDR Director is the Delegated Authority for PhD matters. The HDR Director chairs the Crawford HDR Committee where decisions concerning PhD students are made regarding applications, scholarships, research funding, student seminars, and PhD events.
If you want to Cc the PhD Academic and Research Skills Advisor into any messages you send to any of the above contacts, then that’s fine — it helps us keep a track of any problems you are having.
New student orientation is held in the week before coursework classes start for both semesters 1 and 2. You should make every effort to attend. If you don’t turn up and then ask us a question that was covered at orientation, we will remind you that you didn’t attend the orientation. So, it’s best to attend orientation to avoid the embarrassment. If you have not yet officially been accepted into the PhD program, you are nevertheless welcome to attend orientation. Orientation covers such topics as
Progress, presentations, and milestones
Ethics and research integrity
Travel, fieldwork, and leave
Getting set up
Safety and security
Once your enrolment has been activated, the HDR Administrator will let you know and you can collect your ANU student card. If you have been a student of the ANU previously and you already hold a student card, then you will need to have it re-activated by Student Central. Your student card acts as your
On-campus ID card
Building access card (swipe card)
Student concession card
Bike cage access card (on certain bike cages)
You are required to keep your student card on you at all time but, in practice, this rarely happens. Nonetheless, you should note that without your student card you may not be able to exit certain doors on campus after hours. See further important information on our health, safety, and security pages about how to exit the Stanner Building after hours. Once you have collected your card, we will request after-hours building access for you. Please let us know if you have any problems accessing the buildings after hours.
If you intend to use your Stanner Building desk frequently, you will be provided with a desk, a chair, computer, etc., and a filing cabinet in a shared office. First year students are normally placed in one of the larger offices; this is both so you can get to know each other and because you are often undertaking coursework and thus coming and going from the room a fair bit (which can be distracting to later-year students who are writing up). We endeavour to move you to a smaller office as soon as possible. There are a couple of desk spaces that really are not very good at all — if you end up at one of these spaces, we will move you as soon as we can.
Please note that the student office areas are not for entertaining friends and family (including children) as this can be disruptive to other students who share the facilities. You should keep your area tidy and remain conscious of the needs of your office mate(s) and remember that there is no capacity for storing personal items on university premises.
Frequency of desk use is reviewed periodically. Desks are allocated according to the following principles:
Desks are allocated on demonstrated, frequent use. If you do not demonstrate frequent use of your desk space, you will lose it.
If you do not use your desk regularly, you will be assigned to the hotdesk room, Stanner Room 2.37.
If you go on fieldwork or leave for three (3) months or more and we need the space, you will be asked to clear your desk. Although we will try to hold your desk for you, if we need it, we will assign it to someone else and then provide you with a new allocation upon your return.
If you have submitted your PhD and have not yet had the thesis passed, you may be moved to the hotdesk room. This will allow you to continue working at Crawford. We will try to keep you at your old desk for as long as possible, but this cannot be guaranteed.
If you organise a swap amongst yourselves, then great! Just let us know so we can try to make it happen.
If we end up having to give your desk space to someone else because you are not using it, and if we have to pack up your belongings, please note that we can only store your items for a limited period of time before we must dispose of them. We will make attempts to contact you in the meantime, via email and via phone, so please make sure your details are up-to-date in (ISIS).
If you are allocated to the hotdesk room, please observe the following etiquette:
If you are using a laptop, please work on one of the empty desks so that both other students and CAP IT have access to the desks with the computers on them.
Please keep things tidy — that means not moving computers and monitors to one side and leaving them there (you shouldn’t have to move them, anyway, if you are using them), and it means clearing and straightening the desk you’ve been using at the end of the day. Again, this is just a courtesy to other hotdeskers and to CAP IT.
Whilst there is no entitlement to an office on a particular floor or with a particular outlook, we will try to keep you as happy as possible with your situation. If you are not happy (or if you become unhappy) with your situation, then please contact the PhD Academic and Research Skills Advisor. We want to accommodate you if we can, and we want to be flexible if we can. If you don’t want to talk to the Academic Skills Advisor, then please feel free to contact the HDR Administrator.
If you are issued with a SALTO swipe card, please note that SALTO cards have a 90-day update period programmed into them upon issue and they must therefore be revalidated within this update period. You can update your SALTO card at a SALTO update point (the silver boxes near the top entrance of the Weston Theatre and Crawford Main Reception) for another 90 days of access.
From time to time, students approach us with complaints about the in-office behaviour or habits of their roommates or neighbours. Such complaints typically involve
taking mobile, skype, or other calls that are lengthy and/or not work-related
conducting teaching consultations in the office
having friends and family regularly visit
sleeping overnight in the office
poor personal and/or food hygiene
low levels of office cleanliness
Of course, none of these things are a problem if they are irregular in occurrence, kept short, and/or addressed quickly (and of course, we try to be flexible and understanding …). We only tend to hear about them when they become and ongoing problem and when they start to impede people’s ability to work. And usually, we only tend to hear about them after they’ve been a problem for a couple of months!
So, just have a think about it. Think about how your habits might impact on others. Think about the shared workplace environment we work in. The general guidelines are:
Take all mobile calls outside. Because they’re mobile.
Conduct teaching consultations in the tutors' room on level 2, where they are meant to be held.
The timing of Skype conversations should be negotiated with office mates. As Skype convos are usually pre-arranged, you should check to see if your scheduled call will impact upon someone else’s trying to do their work.
Limit visits from friends and family.
Do not sleep in your office.
Attend to your personal hygiene and do not leave food out.
Give your office a wipe-over every now and then. If you need cleaning equipment, then see me.
Be neighbourly. Your in-office behaviour might impact not only your roommates, but also your neighbours. The walls in most ANU buildings are thin. If you have lengthy phone conversations or visitors, the noise can be heard next door.
Remember, you have a right to politely ask someone to take their call outside, re-schedule their call, make different childcare arrangements, sleep at home, wipe over their desk, etc. We know these matters are sensitive, but you do have a right to work in an environment that is conducive to errrr … doing work, so don’t ever feel that you can’t courteously raise workplace concerns with other people.
If you come to us about it, then our initial advice to students is always to try to sort things out amongst yourselves, as local solutions to such problems are always preferred. The same applies in most workplaces: if staff have a problem with a colleague, then we are expected to try to address things directly with them. If we can’t find a solution, only then do we take things to the next level. We realise that such conversations can seem difficult, so if you wish to raise with us any issues relating to office etiquette, then please feel free, and we can talk about how you might approach things. But do not wait for months before getting in touch: give things a week, and if they don’t improve, come and see us. As mentioned, we will then tell you to talk to the person(s) directly and help you to think through how to do that, but it also means that we can follow up on things the week after, if needs be. That’s only two weeks of discomfort, as opposed to months.
EMAIL AND IT SET UP
After you are formally enrolled, you should log on to identity.anu.edu.au to see your email and general IT details. You will first asked to change your password. You can also see your e-mail alias, here. Printer access is automatically applied; however, if you do not have the printers you need, you should log a job at servicedesk.anu.edu.au.
All information updates from the programs and the School, and most University communication, are made via email using your ANU email address. It is your responsibility check your university email address regularly: all official ANU and Crawford communications and approvals are sent to this address. If you primarily use a different email address, for example a hotmail or gmail address, then we strongly recommend that you get your ANU email forwarded to that address so that you don’t miss out on any important communiqués. If you don’t know how to do this, then ask someone. Similarly, you should send messages to us using your ANU email if you want to receive a reply, not least because emails from some services (especially Yahoo!), often go through to junk mail folders and can be easily missed.
If you get your emails forwarded to your Yahoo! account, that’s fine, but if you reply to an ANU email from your Yahoo! account, then it is likely to be flagged as spam. This sometimes happens with Hotmail and Gmail and other service providers, but mostly it’s Yahoo! If you send us something from your Yahoo! account and you don’t get an answer within — at the latest — 48 hours, it’s because we haven’t seen your message. Basically, if you want to be sure that we receive your message, then you need to send it to us from your ANU account. You are meant to use your ANU account for all ANU-related correspondence anyway, so please get into the habit of doing that.
COMPUTERS AND SOFTWARE
After you are formally enrolled, you should log on to identity.anu.edu.au to see your email and general IT details. You will first asked to change your password. You can also see your e-mail alias, here. Printer access is automatically applied; however, if you do not have the printers you need, you should log a job at the ANU service desk.
You will be provided with access to a computer that is linked to networked printers located in a nearby resource room. You will also be assigned an individual login account on the Crawford School network. Files are stored on a dedicated folder on the network drive, which is backed up daily. The computers are fitted with Microsoft Office software (Word, PowerPoint, and Excel), an internet email application, a web browser, and various other internet utilities. Please see Getting software if you need a particular software program to complete your thesis (e.g., STATA, Eviews, Scientific Workplace, NVivo).
Use of laptops should be coordinated with IT Support – please do not connect a laptop without permission, as it can introduce viruses and other nasties into the system and make people very cross. Laptop chargers for personal laptops must be tested and tagged before they can be used on campus. Please see the ANU's Procedure: Bring your own device for further information.
The Crawford School has a number of computer labs in the Crawford School buildings. All computers provide the Information Commons service. As a PhD student, you can access all Information Commons computers across campus. Wireless facilities for laptops are available throughout the Crawford School complex. Guidelines for wireless usage can be found on the ANU website.
You must be familiar with the University Rules governing use of computing facilities and computing laboratories. Computers are for the use of authorised Crawford School users and unauthorised use is not permitted. Users are advised that downloading of copyright material (music, video, software, and books), using P2P file sharing software and viewing or downloading pornographic material is strictly forbidden under the University’s Acceptable Use of Information Infrastructure policy. Student use of the Crawford School’s computing facilities is monitored and any users found in breach of these policies will be disciplined. For more information, visit the nformation technology homepage.
Please switch off your monitor when you have finished for the day. Similarly, unless you need to keep your computer on for virtual access reasons, please shut down your hard drive at the end of each working day.
INTERACTIVE STUDENT INFORMATION SYSTEM (ISIS)
The Interactive Student Information System (ISIS) records your contact details, enrolment details, and course progress — in other words, it is the ‘student system’. It is your responsibility to regularly check your record on ISIS. Log in to ISIS using your student log in details and be sure to regularly check that your
SERVICES AND AMENITIES FEE
As an ANU student, you have to pay the Services and Amenities fee. This fee is usually around $150 per semester for full-time PhD students. When you log in to ISIS, you’ll see an invoice for it under the accounts section. See the Services and Amenities fee web page on the ANU fees website for more information (and due dates). If you do not pay this fee, your access to ANU facilities — including the Library, buildings, and other services — will be locked. Yeah. Pay it. Or you can go home early.
PHD MAILING LIST
Upon your arrival at Crawford, your ANU email address will be added to the Crawford PhD mailing list. This list is used to distribute official information that is relevant to the day-to-day workings of your degree. Anyone can send a message to the list but all messages are held for moderation, after which they are either approved or rejected. If you want to send a message to all Crawford students, then please make sure the message is relevant to the cohort; in particular, consider whether or not the message might be better posted in the ANU Crawford PhD Facebook Group. The email address for the Crawford PhD mailing list is firstname.lastname@example.org.
It is important to note that when you get a message from the Crawford PhD mailing list, the message has not been sent from a particular individual’s email address; rather, it is sent through the email@example.com mailing address. This means that if you reply to a message sent from the firstname.lastname@example.org mailing address, then you are replying to everyone else on that list, and depending on what you’ve written, that could be quite embarrassing. You also need to know that not everyone who posts to the list actually is a member of the list, which means that if you respond to the list, the intended recipient may never get your reply. Please do not reply directly to messages that have been sent via the Crawford PhD mailing list — instead, if you need to email someone about a message they posted, then email them directly.
If you accidentally reply to the whole list, you can go in and withdraw your own message. When you post to the list, you will get a message saying something like, ‘Your post is being held for moderation’. There will then be a link that you can click on that will allow you to withdraw your post if you have posted it in error.
Crawford PhD mailing lists protocols
A number of mailing lists operates in the Crawford PhD program:
Protocols for using these lists are as follows:
Only business-related messages will be approved.
Only moderators are to use the password and approve messages. The moderators for the respective lists are:
The HDR Administrator (all lists)
The PhD Academic and Research Skills Advisor (all lists)
Convenors (relevant program lists)HDR
Those who have previously held any of these positions should not perform administrative or moderating functions unless requested.
Crawford PhD operates a Facebook group, ANU Crawford PhD. The group is relatively active, with students sharing information about funding opportunities, their own recent publications, upcoming conferences and seminars, the administrative idiosyncrasies of ANU, as well as the odd PhD-themed joke. Oh yeah, we have fun there. If you have a question that you think other students could be able to answer, or that you think other students might benefit from knowing the answer to, then put it in the Facebook group. Other useful Facebook groups and pages that you should consider joining and/or following are
Australian Award Scholars at the Australian National University (if you are one of these scholars)
COPYING AND PRINTING
You can use the local area photocopying and printing facilities in support of your research. At the present time there are no limits on the number of photocopies or print-outs that you can make, but records are scrutinised and abuse of the privilege may lead to its suspension, or to a limit being imposed. You are responsible for observing the rules on copyright and fair dealing.
You will be given a photocopying account code upon arrival for the photocopiers near to your office.
Please use double-sided (duplex) printing for your print jobs and make sure you collect your print jobs — don’t just print stuff out and then forget to collect it. PhD students use more paper than anyone else in Crawford — this is not an edifying statistic when you consider that most of us are doing climate change research. All the printers have been set to print-double sided by default, but if you are having any difficulties, talk to someone useful to see if they can figure out what’s going on (before you contact CAP IT).
As a courtesy to other users, and as part of the mutual responsibility thing we’ve got going at Crawford, please re-fill the paper tray when you pick up your print job. Contact email@example.com for additional paper and toner, or if there is a technical problem with the copier that you can’t fix yourself.
Check the stationery exchange in the photocopy room on the ground floor (Level 1) of the Stanner Building for stationery items. You are expected to supply other stationery yourself. Contact firstname.lastname@example.org for copy paper for printers and photocopiers.
Internal telephone numbers are based on the last five digits of the telephone number. To get an outside line dial ‘0’ first then the number. There is no access to numbers outside Canberra from students’ telephones. Crawford PhD student numbers are listed on the Crawford website (it is your responsibility to keep your contact details up to date). To access your voicemail, use x5 3333.
The university telephone directory is available from the ANU homepage. The ANU switchboard number is 02 6125 5111.
It is University policy that HDR students may use the mailing service only for correspondence related to their research. The internal and external mail is picked up and delivered twice a day, Monday to Friday. To send mail, deposit it in one of the mail trays (they are labelled for internal, Australian, and international mail) at Crawford Main Reception on Level 2 in the Crawford Building. Incoming PhD student mail is delivered to the black inbox in the Common Room. As regards this, then,
Please check the black inbox in the Common Room for any mail you might have received.
Do not get non-work-related mail addressed to Crawford. Any mail you receive that is addressed to you at Crawford should be professional only. As with any workplace, we cannot guarantee the security of your private mail.
If you see mail for someone you respect and admire, then please show them how you feel about them by dropping by their office and delivering their mail to them. Everyone will then feel GOOD about themselves.
And just a reminder that it’s a criminal offence in this country to steal mail. So don’t steal — only deliver.
University mail will be sent to the address that you give on ISIS, the ANU’s student administration system. Do not use an ANU mailing address non-work-related mail.
GETTING YOUR PROFILE UP ON THE CRAWFORD WEBSITE
Having your profile up (and updated) on the list of current PhD students on the Crawford website is a valuable way of promoting your work to both the Crawford community as well as other academics and researchers at ANU — not to mention people outside the academic realm who may have an interest in what you are doing. Contact the HDR Administrator if you want us to set up a basic profile for you; after that, however, you need to add to and update it yourself. To do this, go to ‘Staff login’ on your profile page click ‘Edit’ to keep your details up-to-date. We will remove your profile once you have graduated.
It is normal practice not to issue business cards until after you have satisfactorily completed your Thesis Proposal Review, that is, around the end of your first year. Talk to your supervisor about getting business cards; if they agree the cards are necessary for the thesis research project, compete the form (below) and return it to the HDR Administrator so the cards can be arranged.
You may use ANU letterhead only for correspondence relating to your research. On all occasions when ANU letterhead is used, you must identify yourself as an HDR student at Crawford and must not represent yourself (directly or indirectly) as a member of staff. In no circumstances may ANU letterhead be used to correspond with the media. That way trouble lies. Any e-mail correspondence with the media must show clearly that you are an HDR student at Crawford. Failure to observe these rules will lead to a withdrawal of letterhead privileges (that sounds a bit weird, the way it’s worded — sorry). Contact email@example.com to request letterhead.