As part of the new college structure, updated college names and staff alignments have started to display across a range of University systems from Monday 1 June.

What does this mean?

These updates are related to staff information only. Student, topic and course changes will continue throughout this year, ready in time for semester one 2027.

For most staff, the updates will flow through automatically with little or no disruption, and system access should not change. Some systems and reports will display previous college names or details while updates continue.

The changes impact many University systems, some key highlights to be aware of include:

• Basware – Changes in Basware will be managed separately.
• Casual Academic Scheduling & Payment (CASP) – Impacted contract owners will have their contracts moved to their new college automatically. This applies only to active contracts, not those that are expired, cancelled, or in negotiation.
• Contracts (in Service One) – Impacted contract owners will have their contracts moved to their new college automatically. This applies only to active contracts, not those that are expired, cancelled, or in negotiation.
• Digital Signage – This work will take place later in 2026, so old college details will continue to show for digital signage users until then.
• Distribution Lists (email) – Staff will be automatically moved to new college and research distribution lists. There may be a short period where DLs will not reflect new member changes while updates are being made. Students will remain in current email distribution lists until 2027 when course and topic details are updated in alignment with changes in student management systems.
• FlinSafe – A combination of new and old colleges will remain active until 2027.
• FLIP – Some reports such as those related to APAC and college performance will be unavailable as a result of the transition, while others will have minor or no changes. Please see notifications inside FLIP for further detail.
• ResearchNow – On the front public-facing portal, researchers will still appear assigned to their old college until 2027. Research Centres and Institutes information can be updated manually by Institute Managers.
• Service One (back provider end) – College based assignment groups have been updated in the back provider end of the system to reflect the new college names. No changes have been made to staff members within these assignment groups.
• Share drives (S, R, T and X drives) – New share drives aligned to the new college names will be created ready for staff to begin using. Student share drives and any existing share drives with old college names will not yet be updated or moved to avoid disruption, as links and access may be broken. IDS will work with college stakeholders to make these changes.
• Shared Mailboxes (email) – College email addresses have been changed; however old addresses will continue to work.
• Staff Directory – Old college names will no longer be active and will not appear in the Directory.
• TechOne Finance – Changes will be implemented after 2026 reporting.
• Workday – Staff, including affiliates, will automatically be moved to their new college. Some of the ‘supervisory organisation’ names staff are assigned to will reflect the old colleges until these updates are made at a later date.

Some local references, such as MS Teams, Sharepoint sites and Confluence pages may need to be updated by impacted staff, along with any links in documents or on web pages.

We’re here to help

If you have any questions or need help, please contact IDS by submitting a Service One request, or by calling (08) 8201 2345.

Thank you for your patience as we progress these complex updates and begin to transition our student and topic data.

We’ll provide further updates in Flinders in Touch as we plan for 2027.