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 (not the student's name) and it will open their original 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.
• Grant position to 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).
• Additional Details Section - use this section to add any additional information relevant to the student's participation in the program.
• Sending 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.  The Unit Coordinator will also receive a copy of the letter via email.
  

If a student has been selected to participate in their second project preference, the Unit Coordinator will need to change the project in the student's application form before issuing an offer.  Failure to do so will result in the student receiving an offer for their first preference.  

1. Access the student’s application form and at the bottom of the page, select the page 3 link.
2. On page 3 of the application form, under the 'Selecting a Resarch Project' section, 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. Under this section, is an admin field that asks the Unit Coordinator to type in the name of the original project the student applied for.  This is required so there is a record of the student's first preference.
4. Return to page 1 by selecting it at the bottom of the screen again and fill in all the fields in the Administrative section.
5. Select the ‘Update’ button to send the letter of offer.  This will now include the correct project 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.
• Sending 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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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.

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.

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 'submitted' or 'withdrawn: applicant’). 
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.

When a student accepts their offer in StudentHub, they are prompted to upload their bank account details to receive the grant payment.  The following steps outline how to download the data and complete an EFT Payment Form.

1. Log into StudentHub. 
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. The report page should now open with a list of all responses (withdrawn or accepted). To run a report that only shows responses 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 the bank account details.  
8. To customise, select the 'Show/Hide Columns' option in the menu to the right of the screen.  A new window will open with a list of Hidden fields on the left and Shown fields on the right.  
9. Scroll down and then select all the relevant form fields you require. These will be indicated by this symbol .  As soon as you click on them, it will shift them to the Shown column. 
10. Once your selection is complete, click the blue OK button  at the bottom of the screen.  Then click the blue ' Run' button    in the menu.  This will run a report that collates all the data from the fields you selected.  
11. To download the data, select the download report button. 

If a student has to cancel their experience or the experience is cancelled by the Research Unit, AFTER the program has commenced, the status of the student's application form will need to be changed. 

In the Administrative Section of the form, change the application status to 'Experience cancelled after program commencement', write a reason for the cancellation in the field that appears and then hit the 'Update' button at the bottom of the form.   

This will create a record of the cancellation but an email will not be sent to the student because the status option is just informational.

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