Research Program StudentHub Procedures

At this stage, the unit coordinator will need to run a report to collate all the applications for their research unit so they can be sent to supervisors for shortlisting.

1. Log into StudentHub. Ensure you use your StudentHub username as this is different from your UQ username.
2. In the left hand menu, select Engagement > Forms.
3. In the Search forms bar, enter either 'Winter Research' or 'Summer Research', depending on the program you are administering. At this point, also change the Status to 'All' and the Visibility Status to 'Any' before selecting Search.
   
4. In the search results, locate the Application Form relevant to the year you are administering the program.
5. To select the form, click on the Number of Submissions for that form under the Submissions column.
   
6. The report page should now open with a list of all applications. To run a report that only shows applications for your research unit, select the New Report button at the top right of the screen and select the relevant research unit from the drop down list.
   
7. Initially, only a few default fields of information will show on the screen. You will need to customise the report to download specific fields of information to assist with the shortlisting process.

1. To download specific fields of data or attachments from the application form, select the ‘Show/Hide columns’ option on the Actions menu to the right of the screen.
   
2. A new screen will appear with a list of ‘hidden’ data on the left (green) and ‘shown’ data on the right (red).
   
3. Scroll down to the bottom of this page to see a list (on the left hand side) of all the data fields you can extract from the application form. To select the data, click on the field and it and it will automatically be pulled over the right hand side of the screen for inclusion.
4. Once you have finished selecting the data you want to extract, select the OK button.
5. To include these changes in your report, select the Run button which will then display the new data columns.
   
6. Click Download Report to export the data to Excel. If you wish to also download any attachments or supporting documentation from the applications you can do this by selecting the 'Download Submission Uploads’ option which will download a ZIP file of all supporting documents. These are saved in folders grouped by the submissions IDs. You can re-name these folders to the student name if you wish (unfortunately the system is unable to do this automatically).
   

Following the shortlisting process, the unit coordinator will need to notify applicants of their outcome (approved, waitlisted or otherwise). This is administered within the original application form submitted by each student.

1. To access the individual student applications, follow steps 1 - 7 as outlined above. This should ensure you now have a list of only the applications relevant to the specific research unit.
2. From the list, click on the Submission ID and it will open the application in a new window.
3. The top part of the application form features an Administration Only Section which needs to be completed by the unit coordinator.

Selecting the Application Status (All applications)

Select the Research Scholar Application Status that applies as defined below.

• Approved - for when students are accepted as successful scholars.
• Conditionally Approved - subject to additional information or criteria, as specified by the unit. You will need to change the status to 'Approved' once they meet the conditions so the scholar then receives an official Letter of Offer with the option to accept or decline.
• Declined - unsuccessful applicants. You can provide feedback on the reason/s why the application was unsuccessful under the Additional Details field of the form.
• Waitlist – This may be selected if you have identified a number of potential applicants for a project and want to keep a few as ‘back up’ options in case the initially selected applicant/s don’t accept.  You will eventually need to change this status to ‘approved’ or ‘declined’ depending on the outcome of the shortlisting process.
• Withdrawn by student - Use this if a scholar has notified you that they wish to withdraw their application or offer before the program officially commences. 
• Withdrawn by research unit - Use this option if the research unit has had to withdraw the project from the program.  You can provide feedback on the reason/s why the project was withdrawn under the Additional Details field of the form.
• N/A No email to be sent - this status is used when you need to update data within the form, but you do not want the scholar to be notified via email.
• Experience canceled after program commencement - select this option if a scholarship position has been canceled by the research unit OR the student has canceled, after the program has commenced. It will prompt you to provide more detail about the reason for the cancellation.
• Change in project length after commencement - select this if there has been a change to the project length (either increased or decreased).

Research Unit Coordinator details (All applications)

In the Research Unit Coordinator Details section, you will need to enter the unit coordinator's contact details.

Complete the Offer Details & Project Supervisor sections

These sections only need to be completed if you are Approving or Conditionally Approving an application. Below is a definition of what to include in each field.

• Project Supervisor Details - you will need to complete all fields under this section
• Date of Correspondence for Result of Application - this will be today's date
• Number of hours required to engage each week - this should be between 20-36 hours. Select which applies to the project.
• Scholarship position will be funded by research unit - select this box if your unit is fully funding the scholarship (i.e. the scholarship is not co-funded by Student Enrichment and Employability Development).
• Scholarship Duration - select the number of weeks that the scholar will be required to engage in the program.
• Project Commencement Date - select the date the scholar is expected to start.
• Project Conclusion Date - select the date that the project is due to end. Note: For the Summer Research Program, remember to exclude the Christmas closing period when calculating the project duration.
• Additional Details Section - use this section to add any additional information relevant to the scholar's participation in the program.
• Submitting the outcome - once all the relevant details have been entered click the Update button at the bottom of the screen. Once this button is clicked an email is automatically sent to the student notifying them of their outcome along with all the details.
  

If an application has been waitlisted, declined, or withdrawn please ensure all fields within the Research Unit Coordinator Details section have been completed first.  

You also have the option of providing feedback or further instructions for the applicant prior to submitting the outcome. 

• Additional Details Section - use this section to add any additional information relevant to the application outcome.
• Submitting the outcome - once all the relevant details have been entered click the Update button at the bottom of the screen. Once this button is clicked an email is automatically sent to the student notifying them of their outcome along with all the details.

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Once all letters of approval have been distributed you can monitor which students have accepted or declined via StudentHub.  Following this, you can also download bank details to arrange the scholarship payments.

1. Log into StudentHub. Ensure you use your StudentHub username as this is different from your UQ username.
2. In the left hand menu, select Engagement > Forms.
3. In the Search forms bar, enter either 'Winter Research' or 'Summer Research', depending on the program you are administering. At this point, also change the Status to 'All' and the Visibility Status to 'Any' before selecting Search.
   
4. In the search results, locate the 'Offer Acceptance Form' relevant to the year you are administering the program.
5. To select the form, click on the 'Number of Submissions' for that form under the Submissions column
6. To run a report that only shows forms for your research unit, select the New Report button at the top right of the screen and select the relevant research unit from the drop-down list.
   
7. The report page should now open and you will automatically see which students have accepted and which have declined (shown as ‘offer accepted' or 'withdrawn’). 
8. Initially, only a few default fields of information will show on the screen.  If you are at the point of capturing bank account details for payment, you will need to customise the report to extract these specific details for the student. Follow the steps under Step 3: Customising the application report.

Below is a list of changes that may take place and how to amend the outcome in StudentHub.

Application already approved but you need to change some offer details

1. Re-visit the initial application form, change the relevant fields, and select the ‘Update’ button to re-send the letter of approval with the new information. 
2. It might be worth contacting the student separately so they are aware of the changes, especially if they have already accepted the initial letter of offer.

Sending a Letter of Offer for a project different to what the student originally applied for

1. Re-visit the student’s application form and at the bottom of the page, select page 3.
2. On page 3 of the application form, change either the Research Unit AND/OR the Project Name from the drop-down boxes to reflect the correct project that is being offered.
3. Return to page 1 by selecting it at the bottom of the screen and fill in all the fields in the Administrative section.
4. Select the ‘Update’ button to send the letter of offer.  This will now include the new project details.

Changing from Conditionally Approved to Approved status

If the specific conditions have been met, the application status needs to be changed from ‘Conditional Approval’ to ‘Approved’ so a letter of offer can be issued and the student can then officially accept or decline.

1. To do this, change the status at the top of the form and ensure that all the fields in the Administration Section have been completed prior to selecting the ‘Update’ button at the bottom of the screen.

These options in the Administration Section of the Application form should only be used if changes take place AFTER the program has commenced. They will serve as a record of changes to the scholarship for the student. I.e. cancellation of the scholarship or a change in the project length (increase or decrease).

If you select either of these two options and then select the ‘Update’ button on the form an email will not be sent to the student as they are just informational.

Examples of the automated emails that are distributed via StudentHub are available here.