Faculty of Education

Research Services

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Oracle Grants Management System (GMS)

All applications are required to be submitted online in a software programme called Oracle GMS. An Oracle GMS Access Form needs to be first completed (select 'Web Forms - Grants Applications and Inquiry' - use the link below), authorised by your Supervisor/Manager or Head of School, and submitted to Timmy Panganiban, Oracle Help, Central Finance, RS303, Kelburn Parade or faxed to 04-463 5251. Any queries about this form can be emailed to address

Once Oracle Help have received your completed Oracle Access Form, they will contact you in approximately one week with your Oracle username and password. They will also organise an Oracle GMS training session for you. The training session will take approximately 45 minutes and it will be organised to take place during a time that suits you. Please note that Oracle GMS can only be accessed on campus.

In special circumstances, e.g. if there is any particular problem with computer access, or if the applicant is a distance student or staff member, the Supervisor/Manager or Head of School must use their own Oracle GMS username and password to submit the application on behalf of the applicant.

Oracle can be accessed here

Please keep in mind that Mac users must access Oracle via Explorer.

You can find  the the Oracle Access form at:

Oracle GMS Access Form  

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Finance Intranet

All applicants applying for travel must read, understand, and comply with the Travel and Expenses Policy which can be downloaded from the Finance Intranet.

All University travel must be booked through the University Travel provider.

Grant holders must keep a record of all claims and payments. All financial forms can be downloaded from the Finance Intranet and once completed they must be posted by internal mail to the department specified on the form.

The following are documents found on the Finance web pages:

Reimbursement of Expenses Request Form

Timesheet (for Research Assistants)
(can be found on HR Toolkit, click on Timesheets on the right-hand menu)

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Faculty Research, Conference and Study Leave Funding

Faculty Research Grants are available from the Research Committee.

Conference Leave and Research and Study Leave applications can be made to the combined FHSS-FoE Leave Committee

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Qualtrics Online Survey Tool

Victoria University of Wellington provides staff, post-graduate and honours students with a free online survey tool, the Qualtrics Research Suite. Qualtrics delivers the tools to create, administer and analyse data from surveys and polls.

Qualtrics is an easy to use web service that provides the functionality for all your research survey needs including:

  • an intuitive interface with point and click functionality
  • online reporting and data export functionality
  • ability to publish reports online that update as responses are received
  • one click data export into SPSS
  • ability to play audio and video in surveys
  • survey collaboration and sharing between colleagues and institutions

Qualtrics can be accessed from any computer with an internet connection. Once an account has been created Qualtrics can be accessed by browsing to http://vuw.qualtrics.com and entering your account name and password.

Note: When using Qualtrics please ensure you adhere to the Universities Human Ethics Policy. Before activating your survey (making your survey public) please forward your question set to the human Ethics Committee for approval.

To learn how to create an account and more about Qualtrics, go to: http://www.victoria.ac.nz/its/staff-services/Research-Services-Catalogue.aspx

If you have any questions please contact Jonathan Flutey, address or 04-463 5488.

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Research Master

Philip Roderick provides advice and support for staff. Contact him by email philip.roderick@vuw.ac.nz or phone 04-463 5620.

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