SET Masters & Honours Research Project, Purchase and Budget Tracker

SET Masters & Honours Research Project, Purchase and Budget Tracker

IMPORTANT INFORMATION

PLEASE SUBMIT ONE SMARTSHEET REQUEST PER SUPPLIER.

You must upload all three (3) forms for your items to be purchased. (Please see section 5 below for more info)

You MUST include:

(1) - (RA) Risk Assessment - MUST BE SIGNED

(2) - (M) Minutes from the meeting that refers to the purchase of these items being discussed and approved at the meeting by your supervisor.

(3) Quote or PDF stating what you are requiring from a supplier as per instructions in section2 - (Website Ordering)

Without these your smartsheet order will be significantly delayed

Thank You

SET STORE TEAM

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All students who are planning to undertake laboratory/experimental/practical work must follow this procedure to obtain approval for the activities undertaken.

• COVID-19 social distancing protocols will need to be adhered to.

• All University procedures will still apply to these activities.

• Beware of scope creep, and regularly review the activity with your supervisor to ensure that the activity is still in line with the agreed scope of work.

Any purchases, or equipment loans, will also need to include the signed-off risk assessment, approved by both supervisor and coordinator. These risk assessments will be uploaded to the SET Store when the parts are requested. Items should only be purchased if they are essential for your project in the coming months. Short-lead time items should only be purchased when they are needed.

PROCESS

As a minimum, ALL hands-on activities require a risk assessment to be documented even if the tasks are identified as low risk — this ensures that we have formal documentation for all student activity.

STEP ONE

Students and project supervisors discuss the activities that are required to complete the project. Record meeting minutes from the regular meetings between the students and project supervisor. Provide a copy to the project supervisor for the project supervisor to keep as a record

STEP TWO

Familiarise yourself with the Universities hazard management process:

https://www.adelaide.edu.au/hr/hsw/hsw-policy-handbook/hazard-management-handbook-chapter

Once you are familiar with the above link please select the required link/s below that suit your task:

Short Form RA https://www.adelaide.edu.au/hr/ua/media/5589/app-b3-short-form-ra.pdf

Multi-Task RA https://www.adelaide.edu.au/hr/ua/media/2121/app-b2-multiple-tasks-ra.pdf

Complete a risk assessment for your project using the above templates.

DO NOT COMPLETE A RISK ASSESSMENT ON THE PURCHASE OF THE ITEMS. THE RISK ASSESSMENT MUST BE FOR WHAT THE ITEM WILL BE USED FOR IN YOUR PROJECT.

STEP THREE

Upon completing the (RA), if hazards are identified then a Safe Operating Procedure (SOP) is also required. The SOP will provide a step-by-step guide to the activity, including pre-operational checks and emergency response actions. The SOP will also give the course coordinator a good overview of the activity and should be written so that someone can replicate your experiments and achieve similar results. There will need to be a risk assessment for each activity, for example, to cover any assembly/build of an item in addition to an RA to cover the operation/use of the device.

STEP FOUR

Submit a request to purchase materials (if needed) with a copy of the approved RAs and SOP.

* RA and SOP's MUST be reviewed and signed by your supervisor.

STEP FIVE

Complete activity in line with the RA and SOP. Supervisor must ensure that they maintain adequate supervision of the activity

Website Ordering

Provide a URL to each of the products you wish to purchase and the quantity required in a PDF.

Use the SET Store address to calculate the shipping cost.

SET STORE Eng Nth Bldg NG33, Gate 5 via Frome Road

University of Adelaide Nth Tce Campus, University of Adelaide SA 5005

International orders can no longer be supported

Mandatory File Attachments*

* * * VERY IMPORTANT * * *

Please upload

Risk Assessments (RA)

Meeting minutes from the meeting that refers to the purchase of these items being discussed and approved at the meeting by your supervisor.

Quotes or website URLs for items being purchased

Please submit files as PDFs only

* Note purchase requests without an RA and minutes will not be approved and will cause a delay in your purchase

Drag and drop files here or

Group Number*

eg. Format 2024s1-EME.Me-DJH-UG-13741

UG-FYP or Masters-Project*

Select or enter value

Requested by*

Requesters email address*

STUDENT EMAIL ONLY

Contact Phone Number*

School*

Select or enter value

Academic Supervisor*

Academic Supervisor email*

Technician Assisting with Project

Select

Local and interstate ordering from a supplier

Try calling the supplier by phone, don't be shy to contact them as they are very helpful and sometimes this method can get a better deal and by doing so can give you practice for the industry. After liaising with them attach the quote from them in a pdf or word type format. Please also ensure that the delivery address is correct.

Supplier Name*

Item Notes

Total cost (AUD)*

Please add the total dollar value for this purchase including delivery fees in AUD

Cost to allocate to another account code (AUD)

The cost to be allocated to another account if your purchase request exceeds your project budget.

Project Number (account code) for funding the additional allocation nominated above

A project code provided by your supervisor if your purchase request exceeds your project budget.

Risk Assesment*

Relevant, Signed, Current?

Minutes of Meeting*

Justification for the items to be purchased?

Quotes and Purchasing details*

PDF quotes, website screenshots etc with all relevant information for purchase requirements? (As explained in Section 2 and 3 above)

Send me a copy of my responses

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