Operations (Admin, HR, Finance, IT & Facilities/OHS) Update
Administration Update
Timetables & Staff Lists
The 2026 PLT and Active Supervision timetables have been updated (see links below).
If you notice any issues with any timetables, please message Matt as soon as possible so changes can be made prior to the start of the term commencing.
The staff list has been updated to include all the new staff starting this term (see link below).
Excursions & Camps
Please follow the process guide and templates in our excursions guide to help meet requirements.
Key Requirements:
- Complete SAL to be completed 7 days prior to the excursion
- Complete Risk Management & Emergency Management Plan
- Complete checklist (Camps, Excursions, Adventure Activities and Swimming)
- Complete Xuno Event and publish to families for consent 3 weeks prior
If you’re responsible for organising an excursion/camp, you must complete the mandatory excursions LearnED module in eduPay. Staff are encouraged to complete this module annually.
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 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, can you please do this as a matter of urgency. Please note, you are not able to work unless you hold a valid VIT or WWCC.
LSL / LWOP
Applying for Long Service Leave or Leave Without Pay?
Please submit via the LSL/LWOP request form (no earlier than 2 terms ahead). Anthony will approve/decline based on operational requirements, and you’ll receive an email with the outcome.
Where long service leave is not granted, arrangements will be made to support taking the leave at an alternative date in the future.
Time-in-lieu (TIL)
TIL needs to be agreed in advance with the Principal before you submit it in eduPay.
If it hasn’t been agreed beforehand, it may not be approved.
Staff will need to submit any TIL requests through eduPay. The acquittal of TIL will consist of either payment, use in place of personal leave or use for leave outside of personal leave if approved by Anthony prior.
A new 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 how to defer your TIL.
Finance Update
Ordering Reminders
Big reminder: a purchase order must be completed and approved before ordering anything.
Invoices without a PO won’t be paid, and virtual card requests won’t be approved without a PO.
Also:
- Most items include GST (fresh food is the main exception)
- Please forward invoices to accounts@jacksons.vic.edu.au with the PO number (no printing required)
- Review the 2026 Finance Reference Guide for budget allocations, correct expenditure GL codes to use on your purchase order and guides on how to raise a purchase order and virtual purchase card
- Staff can’t use personal loyalty programs (FlyBuys/Everyday Rewards) on work purchases.
Need help? See Matt or Anna.
Procurement Reminders
If a purchase will total over $2,500, please see Anna, Karen or Matt first — extra paperwork/quotes may be required.
Karen will continue to oversee the whole school's purchasing and procurement processes.
IT Updates
3CX Phone System Tips
Tips about the new system:
- Use buttons on the handset to make PA announcements or call the behaviour line
- No longer need to dial 0 to make an external call
- Classroom teachers no longer have an individual voicemail. 1 central voicemail mailbox; any received voicemails will be forwarded.
- Staff who have the ST500 app previously will need to download the new 3CX app
- Classroom staff members must connect their iPads to their classroom phone/extension. Please see Pushp if you haven't had this setup yet.
In our continuing effort to reduce the number of PA announcements made, please use one of the following options when requiring behaviour support:
- Press the Behaviour Button on the Landline Phones
- Call the dedicated Behaviour Support Line from any phone 03 9364 3751. Save this to your mobile contacts.
Call the main Jackson phone number on 03 9366 4322 from any phone and Press 9 for the Behaviour Support Line.
Staff can also now bypass the menu options when calling the main Jackson phone number on 03 9366 4322. Press 8 to speak directly to the school office reception when you hear the menu options.