Operations (Admin, HR, Finance, IT & Facilities/OHS) Update
Administration Update
Updated Timetables & Staff Lists
We've made minor changes to the 2026 PLT and Active Supervision timetables (see links below).
If you notice any issues with timetables, please message Matt as soon as possible so changes can be made before the term commences.
The staff list has been updated to include all the new staff starting this term (see link below).
School Vehicles – Quick Reminders
If you’re using a school vehicle (bus/car), please make sure you:
- Book it through Xuno
- Complete the Vehicle Journey + Pre-Trip Inspection Form before leaving
- If you spot a defect → the bus cannot be used, and you must log it using the Vehicle Defect Form
Vehicle Housekeeping:
- No food is to be consumed within vehicles
- Remove any rubbish after each use
- Fueling is handled centrally by Lorenda
SunSmart
All staff and primary-aged students are reminded to wear a sun-protective hat when outdoors whenever UV levels are 3 or above (see the UV widget on the Portal). Please ensure hats are brought to school each day and worn during recess, lunch, PE, sport and other outdoor activities. Staff and student hats are available; please see Jo G. if you or one of your students need one.
HR Update
eduPay details (important!)
Please take a moment to make sure your contact details and emergency contacts are up to date in eduPay. These flow into other systems and matter in emergencies.
You can also check what’s on file via the Personal Details section on your Xuno Staff Dashboard.
If anything is wrong, update it in eduPay.
Vehicle registration additions/changes → email Kristina Kamenar.
VIT / WWCC
Please make sure your VIT or WWCC details are up to date in eduPay, including uploading a copy of your current card (WWCC only).
If you have yet to renew & upload your latest VIT/WWCC details in eduPay, please do so as a matter of urgency. Please note, you are not able to work unless you hold a valid VIT or WWCC.
Leave
To support staff with our leave processes, we have created a new Leave Quick Reference Guide (below) that provides a simple, step-by-step overview of our leave process, entitlements, required documentation, and our LSL/LWOP request process.
Time-in-lieu (TIL)
TIL needs to be agreed with the Principal in advance before you submit it in eduPay.
If it hasn’t been agreed beforehand, it may not be approved.
Staff must submit any TIL requests through eduPay. TIL acquittal will consist of payment, use in place of personal leave, or use for leave outside of personal leave, if Anthony approves it in advance.
A reference guide has been developed to support staff with TIL accruals and acquittals in eduPay, including examples of the Time in Lieu Request Details for camps/excursions/school events and details on how to defer your TIL.
Gifts & Benefits
As the festive season approaches, just a reminder to follow the DE's Gifts, Benefits and Hospitality Policy, including:
- Declare all non-token gifts, benefits, or hospitality valued at $50+ in the department's online registry (within 5 days), regardless of whether you accept them.
- Received gifts from Student/parent valued over $100 must also be declared.
Finance Update
2026 Purchase Ordering Deadline
To support end-of-year processing and the 2027 cash budget development:
- 2026 Purchase Orders Close: Friday, October 23, 2026 (no approvals will be accepted after this date, unless there are exceptional circumstances and the Principal Team has approved them).
- Please plan ahead and ensure all purchase orders are raised for anticipated Term 4 expenditure, including:
- Curriculum and classroom consumables
- Excursions and incursions
- School events and activities, including graduations
- Intervention Programs
- End-of-year activities
- Equipment and resources
- Any other planned Term 4 purchases or services
- Final purchasing deadline for 2026: Friday 4 December 2026 (end of Term 4, Week 9).
- Where possible, please use a FlexiPurchase Virtual Purchase Card when purchasing items during Term 4.
2027 Cash Budget – Budget Submissions
Staff are invited to submit sub-program budget requests for the 2027 cash budget:
- Revenue is expected to remain similar to 2026, with consideration given to indexing budgets in line with CPI.
If your team or program requires:
- Additional budget funding for 2027; or
- Unspent 2026 funds to be carried forward into your 2027 budget,
Please complete a 2027 Budget Submission.
- Submit via this form: Budget Submission Form.
- Your submission should clearly outline the amount requested, the reason for the request and the intended use of the additional funding or funds requested to be carried forward.
- Please note that unspent funds are not automatically carried forward into the following year’s budget.
Due: Friday 23 October 2026
We will review submissions at the November School Council Finance meeting.
For help, contact Matt.
Purchasing
To support staff with our purchasing processes, we have created a new Purchasing Quick Reference Guide (below) that provides a simple, step-by-step overview of purchasing requirements, purchase orders, approvals, invoicing, and payment processes.
📚 For more detailed information, please refer to the 2026 Finance Reference Guide: 2026 Finance Reference Guide.pdf
Need help? See Matt or Anna.
IT Update
IT Security (Really Important)
- Students must never use staff devices
- Staff devices must have lock codes
Don’t use department email for personal subscriptions, recovery emails, or other personal use.
(See the DE acceptable use policy for full details.)