Human-Computer Interaction Group Admin Resources

This repository serves as a central hub for administrative instructions and resources for the Human-Computer Interaction (HCI) Group at the University of Melbourne.

---

📚 Table of Contents

Reimbursements for Students | Seminar Coordination

---

Reimbursements for Students

🤑 Reimbursements for Students

Follow these steps to submit your reimbursement requests:

1. Open the Reimbursement Form

   • Open the Reimbursement Form
   • Log in using your staff account

2. Complete Request Details

   • Select "Out of pocket expense (reimbursement)"
   • Select "Student", as you are reimbursing yourself from your staff account to your student account

   

3. Complete Student Details

   • Fill in your student number and click out of the text box, this should automatically populate the "student name" field
   • Fill in your student email and email confirmation
   • Select the relevant payment currency
   • List the expenses you are claiming for (suggested format in the following screenshot)
   • Fill in the total amount you are to be reimbursed

   

4. Complete Account String Details

   • Ensure that you have received an account string from your supervisor
   • Fill in the account string and the reimbursed amount from that account (note that your supervisor may ask you to break down the reimbursement across multiple accounts, in which case multiple rows would be completed)
   • Supervisors frequently leave the fourth segment of the account string blank (XXXX). This segment can be completed with the appropriate code found in the Chart of Accounts - Natural Accounts Glossary, which is available for download via the link provided in the form

   

5. Fetch Financial Approvers

   • Once you have filled in your account string(s), click the Fetch Financial Approvers button
   • This should populate the dropdown list under "Financial Approver Details"
   • Select your supervisor's name from the dropdown list

   

6. Provide Additional Information

   • Attach any receipts related to your reimbursement
   • List any additional comments for your supervisor

   

7. Submit the Form

8. After Form Submission

   • You should receive an email on your student account shortly after submitting the form, titled "University of Melbourne request for details - FINxxx"
   • Follow the instructions provided in the email to complete your bank details for reimbursement
   • You should receive an email on your staff account once your supervisor approves the reimbursement request and it is put through the system, titled "Finance: New Request FRxxx - Refund and Reimbursement request"
   • You should receive an email on your student account once the money has been credited to your account, titled "Separate Remittance Advice: paper document number - xxx"

---

Seminar Coordination

🎓 Seminar Coordination

Seminar Administration

Follow these steps for completing HCI seminar administration:

1. Check Seminar Details

   • Speakers should provide their seminar information beforehand, which can be accessed via this form
   • Ensure that all fields in the form have been filled in (the seminar title and abstract may be optional)

2. Add the Seminar Details to the HCI Seminar Timetable

3. Book the Seminar Room

   • Book a seminar room (most likely the Steve Howard Room - Room 5206) for the chosen timeslot, using your staff account via Outlook
     • This can be done via the Outlook calendar -> New Meeting -> select the start time and end time -> use the room finder option to locate the desired room
     • The availability of each room can be found via My Calendars -> right-click -> Add Calendar -> From Room List -> select the relevant room
     • Title the meeting "HCI Seminar - [Speaker Name]"
   • If available, also make a separate booking for the seminar room for 30 minutes prior to the seminar to allow time for setting up the room (e.g. if the seminar is from 3pm to 4pm, make another booking from 2:30pm to 3pm)
     • Title the meeting "HCI Seminar"

4. Create the Zoom Meeting

   • Schedule a Zoom meeting for the desired time
     • Title the meeting "HCI Seminar - [Speaker Name]"
     • Options to change: disable waiting room, turn participant video off by default, Advanced Options -> mute participants upon entry, Advanced Options -> add all the Zoom accounts of the seminar coordinators as alternative hosts
   • Copy the resulting Zoom meeting link and password

5. Update the Seminar Room Booking Meeting

   • Invite both the student and staff emails of all seminar coordinators, then:
     • PhD Seminars: invite the student, all of their supervisors, and their AC chair
     • Guest Seminars: invite the guest and the staff member who is hosting the guest
   • Add the following to the meeting description:
     • The title and abstract of the seminar (this may need to be added later if not currently available)
     • The generated Zoom meeting link and password
     • Guest Seminars Only: the presenter's bio

6. Copying to the HCI Calendar

   • Accept the seminar meeting invite on your student email
   • Within your calendar, copy the seminar to the HCI calendar so that other members of the group are aware of this

7. Advertise the Seminar via CIS Admin

   • Send an email to CIS Admin ([email protected]) with the other seminar coordinators cc'd, titled "HCI Seminar Advertisement" and with the following information:
   • PhD Seminars:
     • Presenter's name
     • Supervisors and chair (include their titles, names, and emails)
     • Seminar title
     • Seminar abstract
     • Seminar location
     • Zoom link
     • Seminar date and time
   • Guest Seminars:
     • Presenter's name
     • Presenter's institution
     • Seminar title
     • Seminar abstract
     • Presenter's bio
     • Seminar location
     • Zoom link
     • Seminar date and time
   • Verify that the seminar has been advertised by the end of the week, follow up if not

8. Schedule Slack Reminders

   • Schedule posts in Slack to advertise seminars to the group
   • Posts are usually made on Monday at 9am advertising all seminars for the week, and another reminder is sent on 9am of the day of each individual seminar
   • Refer to past Slack seminar reminders for formatting, note the differences between PhD and guest seminars

9. Order Seminar Food (PhD Completion and Guest Seminars Only)

   • See previous seminar coordinators for account details and additional information

10. Advertise on Eventbrite (Guest Seminars Only)

• See previous seminar coordinators for account details
• Go to Eventbrite
• Select FEIT as the organisation
• Create an event (without AI):
  • Add the seminar's promotional image
  • Add the seminar title and a short summary (e.g. "This seminar will discuss ..."), these may need to be shortened due to character limits
  • Add the seminar date and time
  • Add the location: Melbourne Connect
  • Add the seminar abstract, speaker photo, and speaker bio to the "about this event" section
  • Copy tickets from one of our past seminars: Import tickets -> edit online admission (Zoom) and add Zoom link and password in the description -> change "sales start" to today’s date -> "sales end" can be after the seminar for both in-person and online admissions → save
  • Add the relevant event type, categories, and tags
  • Set the organiser to be FEIT
• Publish the event as a public event

11. Advertise on LiveWhale (UoM Events) (Guest Seminars Only)

• Go to LiveWhale and add the same details
• Email Rosanna Verde ([email protected]) to publish LiveWhale event
  • Title the email "Event To Be Published on LiveWhale"
  • State the title of the event to be published
  • Verify that the seminar has been advertised by the end of the week, follow up if not

12. Host the Seminar!

---

Seminar Hosting

Follow these steps for hosting an HCI seminar:

1. Presentation Slides Setup

• On the wall panel, select the lectern laptop for the presentation.
• Connect the presenter’s laptop using the cables at the podium:
  • They should be extending their screen if they want to use presenter view on their presentation
• Presentations should ideally be in PowerPoint, you cannot use the presenter view with Canva on this screen
• Check that the presentation is displaying correctly

2. Audio Setup

• It is preferred for presenters to use a lapel mic
• All mics are in the charging ports at the podium, the lapel mics have a power button on the side and can be muted/unmuted from the switch on the top
• Check if the audio from the roaming mics is coming through the room speakers
• Have the presenter clip on a lapel mic and test the sound, they can leave it on mute until the seminar starts

3. Zoom

• Zoom should be run on both the coordinator's and presenter’s laptops
  • Ask the presenter to join the Zoom meeting using the email link we have sent them
  • One seminar coordinator should also join the Zoom as the meeting host
• The presenter should share their screen in the Zoom: check that both the projector screen and the Zoom have the correct view being displayed
• If the views are different or presenter view shows up on the screens:
  • Stop sharing
  • Start the presentation in presenter view
  • Re-share with Zoom and select the window that has the audience view of the presentation
• Flick through a few slides on the screen to check if there is a lag on Zoom
• Set the output speaker of the presenter's Zoom to "Extron HDMI" so that the audio can be broadcasted through the room speakers
• If the presentation has audio:
  • Select the option to share audio as well when sharing the presentation on Zoom
• You can step out of the room with your device or lower the volume while the presenter is testing the mics and check if sound is coming through correctly on Zoom

4. Q&A Section

• Send around the roaming mics to audience members in the room who have questions so that people on Zoom will be able to hear the discussion
• Ask participants on Zoom to post their questions in the chat either at the beginning of the seminar and/or when the Q&A is starting
• Monitor the Zoom to see if any questions are being asked, read the questions out loud so that the room can hear

5. Other Things to Note

• Some presenters may ask for their seminar to be recorded, you can do so through Zoom by recording to the cloud
• Before the seminar starts, send a message on Slack reminding the group about the seminar
• At the end, collect all mics and return them to their charging docks
• For confirmation (and occasionally completion) seminars:
  • If there are any members of the advisory panel on Zoom, assign the meeting host to the presenter (student) and leave the Zoom meeting
• For other seminars:
  • Close the Zoom meeting
• If food is being served, remind the audience about this

---