Visiting and Honorary Appointments (VaHAs)

System: HR e-forms

VaHAs (also referred to as POIs) eForm

 

Accessing VaHAs eForms

each VaHA nomination request creates a temporary login to allow the appointee to access the online form. 
If you have a University ID please reset your password at ANU Identity Self Service

 

Frequently Asked Questions (FAQs)

 

General Questions

How long does it take to complete the VaHA eForm? 

The length it takes to complete a VaHA eForm depends greatly on:

  • The appointment type 
  • Information required throughout the process 
  • Level of approval 
  • Location of the appointee.

There are predominantly 5 steps in the process (refer to question: "What is the form workflow") and ample time should be given for each stage, taking into account the variables above in order to ensure the form is completed in a timely manner.  This is particularly important if the onboarding documentation is required for Visa purposes, as well as for appointment extensions. 

 

When should I commence a VaHa extension?

You should commence a VaHA extension as soon as you become aware of its extension.  You will need to ensure that the form is completed, including the appointee's acceptance, prior to the end date of the current appointment. Failure to complete the process prior to the end date of the current appointment will cause the form to error and have the following effects:

  • The new appointment details will not be updated in the HR Management System 
  • Insight reporting will not capture the new appointment details
  • Onboarding letters will not be generated
  • The appointee may lose IT access (email, systems) 21 days after their current appointment end date, and
  • A new VaHA appointment eForm will need to be completed

Note:  If you foresee not being able to complete the eForm process prior to the current appointment end date, please commence a new VAHA appointment form, rather than an extension. 

 

I want to extend my VaHA, but the current appointment is ending this week- what should I do?

If you foresee not being able to complete the eForm process prior to the current appointment end date,  you will need to commence a new VAHA appointment form, rather than an extension.  

Failure to complete the process prior to the end date of the current appointment will cause the form to error and have the following effects:

  • The new appointment details will not be updated in the HR Management System 
  • Insight reporting will not capture the new appointment details
  • Onboarding letters will not generate
  • The appointee may lose IT access (email, systems) 21 days after their current appointment end date, and
  • A new VaHA appointment eForm will need to be completed

 

What are VaHA expiry notification emails and why did I receive one? 

VaHAs are sent an email to warn them of the expiry of their accounts 15 and 7 days before the expected end date of their relationship. This relates to both email and system access, and prompts users to apply for extensions should they be required.

 

My Appointee can't log into University Systems 

Not all VaHA appointments gain access to IT systems. Please refer to the baseline privileges for the appointment type in the Academic titles conferral: Honorary (clinical)* appointee, visiting fellow, visitor and emeritus professor Policy to determine eligibility.

If the Appointee holds baseline privileges in the form of access to email, library borrowing privileges or to University enterprise software, advise them to call central IT support on extension 54321 (prompt 1, prompt 2)  to obtain a password reset. Ensure they have their University ID handy.

 

Who can be a nominator in the VaHAs eForm? 

The nominator should at least hold full-time or part-time employment with the University. Casual employees or visitors cannot be selected as a nominator.

 

How can I see where my VaHA eForm is at?

The Planning and Performance Measurement (PPM) Division has developed a suite of reports that are now available via the ANU Insight portal. Secure access to these reports has been automated based on roles, departmental security and delegations assigned to individuals within the HRMS. The following three reports based on VaHA eForm data will be made available:

  • Visiting and Honorary Appointment e-form list: This report provides a list of all visiting academic /honorary appointment applications submitted using the VaHA e-form.
  • Visiting and Honorary Appointment e-form list - upcoming end of appointment: This report provides a list of all visiting academic/honorary appointment applications submitted using the VaHA eForm whose appointment is approaching the proposed end date within a week, month or more of the report run date.
  • Visiting and Honorary Appointment e-form detail: This report can be used to review all information provided at the time of submitting a visiting academic/honorary appointment application using the VaHA eForm.

Data within each of the above reports will be refreshed on a daily basis. 

Please note, if changes have been made to an appointment outside of the eForm system, these will not be reflected in Insight, ie, date changes.

 

I made a mistake, can I start another form?

No. if you have made an error and you are the nominator, you will be able to recall the form. If you are not the nominator, you will need to ask them to recall the form and make the necessary amendments. 

Restarting the VaHA process will create multiple username and account combinations for the VaHA (also referred to as POI) and they will not know which username and password combination relates to the correct VaHA process.

If in doubt, please contact the HR Systems at HRSystems@anu.edu.au

 

My VaHA appointee can't log in to eForm system, what do I do?

1. Determine whether you or the person initiating the form has commenced multiple VaHA applications for the individual, ie, started one process and then commenced another one due to an error with the first. If so, the system would have created multiple username and password combinations for the VaHA and they may be using an incorrect username and password combination to log in to eForm system.

2. If there are multiple processes, contact HR Systems at HRSystems@anu.edu.au and advise them of which process should be maintained, and which processes are redundant. HR Systems will be able to terminate the redundant processes and inform the VaHA appointee how to log in to eForm system.

3. If there is only one process pending and it has been over 10 days since the VaHA has received their notification, they will need to contact HR Systems on 6125 9622 and request a password reset in order to log into eForm system.

For security purposes, passwords expire after ten days. 

 

Can I complete the form on behalf of my supervisor?

The POI/VaHA eForm can be completed by administrators in local areas - It does not have to be raised by the supervisor in the first instance.

Users are reminded that all staff are required to adhere to the University's Acceptable Use of Information Infrastructure policy, and Code of Conduct when accessing the Intelledox eForm software using their UID and password details.

 

Will I need to print or store a copy of the application?

After the delegate decision has been reached for each application, a copy of the finalised application will be automatically sent to the supervisor and staff member (if approved).

There is no requirement to print these finalised documents for storage on personnel files.

 

Are there any limitations on browsers or locations? Can I access the eForm on my phone?

The eForm portal is mobile friendly and can be accessed from most common web browsing platforms such as:

  • Firefox
  • Chrome
  • Internet Explorer
  • Safari

 

How can I tell where the form is up to?

If you are the user that initiated the form, you will be able to view the form's current status within the eForm portal. Users are advised to:

  • Login to e-forms
  • Click on 'Form Activity' at the top of the screen
  • Users will be able to see
    • The form state
    • Who it is assigned to
    • Who it was assigned by
    • When it was last updated

 

What is the form workflow?

Form stageForm OwnerEditable?
NominationAdministrator/supervisorYes
VaHA detail entryVaHA nomineeYes
Nominator reviewAppointed Nominator (determined in first form stage)Yes
Delegate approvalDelegate

Yes

 

VaHA AcceptanceVaHANo

 

How do I fix errors in the form?

There are different methods for fixing the data- providing the form HAS NOT been approved by the Delegate.
  • If the form has been submitted by the VaHA appointee

    Once the VaHA submits the form, the form will be sent to the nominator for their review. At this stage the form is editable and details can be changed.

  • If the form has been submitted to the Delegate but has not been approved

    The Delegate can review and edit information prior to approval. They can also request further information.

In any other instance, the person raising the form wishes to recall the form to allow them to edit it, they can do so by using the 'Recall an active form' function within the eForm portal. This will re-route the form back to the creator at the initial stage.

 

Delegations

Do delegations work the same as the travel form?

Yes, the new HR eForms utilise the same web service integration to retrieve delegation data from the Human Resources Management System. The web service will be tailored to each business process to ensure that the correct delegation is searched and delegates returned.

 

What delegation is used to approve this request?

ProcessDescriptionDelegation #Delegation Profile
Honorary AppointmentsApprove or extend full, clinical and adjunct academic status  
Honorary Appointments

Cluster 1- Levels A-D

As per the Academic titles conferral: Honorary (clinical)* appointee, visiting fellow, visitor and emeritus professor policy

139 Cluster 1D3
Honorary Appointments

Cluster 2- Level E

As per the Academic titles conferral: Honorary (clinical)* appointee, visiting fellow, visitor and emeritus professor policy

College Dean endorses, Vice Chancellor approves level E or E3.
College Executive approve non baseline. 

139 Cluster 2COLLDEAN
Honorary (Clinical) Appointments

Clinical Levels B-E

As per the Academic titles conferral: Honorary (clinical)* appointee, visiting fellow, visitor and emeritus professor policy

College Dean endorses, Vice Chancellor approves Clinical level E or E3.
College Executive approve non baseline. 

139 Cluster 2COLLDEAN
VaHA appointments

Approve nominations for:

  • Visitors and Campus Visitors
  • Contractors and Consultants
  • Supervisors and Examiners
  • Secondees
  • ANU College students

Delegations have been aligned to the new Academic Title policy and will require approval equivalent to a D3.

n.an.a

 

Will delegations work correctly when someone is away?

The Delegation data shown in the form is pulled directly from the HR Management System. In the event that a delegate is away, they are advised to update their Delegations to re-assign delegations where needed.

Please note: assignment of Delegations is not undertaken using the 'assign a proxy' function in HORUS. Users must complete the assignment of delegations form and have it approved by a D3 Delegate or higher.

 

There are a lot of people in the delegation list. Why?

The delegations list contains all delegates within the department code of the supervisor. Users are advised to choose the most appropriate delegate in their area, and if they are uncertain who that is, should contact their local administration of HR area.

 

If an application is for a Level E Conferred title, or Emeritus title, will it be automatically directed to the Vice-Chancellor?

If an application is for a Level E or Emeritus title, the form request will be sent to the Director of Human Resources for discussion with the Vice Chancellor. Upon a decision being made, the Director of Human Resources will update the form with the outcome.

 

Policy/Form Processing

What is the related policy for this form?

Will the VaHA appointee know their UID?

The new form asked if a UID is known, the use of the UID is mandatory for an extension to be processed. If the VaHA appointee does not know their UID, the Local HR area will be able to assist.

Alternatively, if you are requesting a new appointment (not extending an existing appointment), the nominator of the form will be able to check if the VaHA has a UID within the form.

 

Is the letter customised?

Yes, the information entered into the form will be used to populate the sponsorship letter. The letter will be tailored to the application and contain relevant information in relation to visa requirements if applicable.

The letter will be generated after the Delegate approves the letter, and the nominator/supervisor and any administrative parties identified will receive a copy of the form, however will not receive a copy of the sponsorship letter.

 

How does the VaHA log in to the form?

The eForm will generate a temporary login and password for VaHAs to enable them to access the eForm portal. These details will be sent to the appointee using the email address nominated in the form. 

Please note: The password has a ten-day expiry limit.

 

How should IP arrangements be detailed?

Given the variance in IP arrangements across the University, specific IP details have not been included within this form. If your area requires specific IP clauses, users are encouraged to handle this arrangement outside of the form using existing procedures within their School/College.

 

How much will HR be involved in the process?

Local HR Areas will be required to provide policy and process advice to the areas that they support. Local HR will no longer need to check applications, or complete the letter of invitation or sponsorship letter.

 

Can students be VaHA?

No, the form will not allow the selection of a student record when applying for a VaHA title.

 

Can students nominate a VaHA?

No, currently students do not have access to the Intelledox e-forms software.

 

Can I hire staff through the form?

No. Casual, part time, full time and fixed term appointments should be recruited through ANU Recruit and entered into the HR Management System as employees.

If you have hired a contractor and they need access to ANU facilities and systems, the VaHA form should be used to establish them in the system.

 

How is contractor payment organised?

Users are advised to contact their Local Finance area for instruction on arranging and authorising payments. The Finance and Business Services website provides additional information in relation to payments.

 

I heard that IT access only lasts for two years, is this correct?

Access audits are performed by ITS every two years. At this point, as an administrator, you may asked to confirm that the appointee still requires access to ANU facilities and systems. This check is not related to VaHA appointment duration.

VaHAs will receive a notification 21 days prior to their appointment ending to advise them that their account will be disabled.

 

If you have the VaHA's details, can you fill them in by yourself?

As an administrator commencing the form, you will be able to fill in some of the nominee's details. This includes:

  • First name
  • Last name
  • Title
  • Email address
  • Phone number

The VaHA will be asked to provide the rest of their personal and educational details.

 

What if you don't list an Admin person? Will a VaHA just turn up at the reception desk with a letter?

If an administration person is not included in the VaHA application, local areas will be able to check on applications that are underway using the VaHA reporting that will be made available shortly through ANU Insight.

 

Normally, we attach the application form and letter to the Finances as approval. How do we do that?

The person who raises the form will be able to nominate a person from the Local Finance area, or even the local finance group inbox to notify them that an application is in progress. If expense payments are indicated on the form, the addition of a Finance administration email address for notification is mandatory.

Once the finance email details are included in the form, they will receive a copy of the output document (once approved) that will contain the relevant information pertaining to the nominee and their appointment.

 

Page Owner: Human Resources