The Melbourne Integrated System Themis

Frequently Asked Questions

Accessing Themis

  1. I need to reset my Themis password, what do I need to do?

    2. Go to the Accounts Registration System website and log in via Staff or Student. Follow the prompts to reset your Themisprod password.
    Note: you will need to know the last four digits of your primary bank account, your Themis security PIN if set, or your library barcode (students). For further details refer to the Setting/resetting your Themis password reference card.

  2. I will be travelling on university business; can I access Themis while away?

    3. Yes, you will be able to access Themis functionality from any computer with internet access. Note:a number of minimum software specifications apply when using Themis (e.g.: browser, operating system, etc), refer to the Themis computer specifications for further details. Important: please remember to log out of your session when you have finished and close your browser window

  3. I am a student - can I get access to Themis Research?
    4. Student access to Themis Ethics and Publications is currently available to all Research Higher Degree (RHD) and honours students.
    Other students may also be granted to access to these modules if required. To request access for these students the Department/Faculty Manager or Head of Department/Dean should send an email to the EA (Themis) Service Desk (ea-help@unimelb.edu.au) with the following student details: Student ID, first and last name and UOM student email address.

Notifications

  1. I keep receiving the same email from Themis, how do I stop this?

    2. An email is generated by Themis when an action is required by you (e.g.: approval of staff leave application, action of a research agreement deliverable, approval of a financial transaction, etc). You will keep receiving this email until you action the notification in your Themis worklist.
    To action the notification, log in to Themis and click on the notification in your Worklist (located at the bottom of your personal home page). For further details refer to the Actioning Themis notifications reference card.

  2. Why am I not receiving my Themis notification emails?

    3. The default email for Themis is “yourusername@unimelb.edu.au”. If your email is on an alternate domain (e.g.: “yourname@rmh.unimelb.edu.au”) you will need to set a redirect from your unimelb account to your alternate account.
    Another reason you may not receive notifications is that your email application is filtering your Themis notification emails to the junk folder. You will need to adjust your filters to prevent this. Contact your LITE for further assistance.

Financials

  1. I have forwarded a purchase order/invoice for approval but my approver is away. How can I get it approved?

    2. You will need to have the purchase order/invoice reassigned to another approver. Contact the EA (Themis) Service Desk on x49500 for assistance.

  2. My approver has rejected an AP invoice, what do I need to do?
    1. Navigate to the View Invoice Approval History screen to review your approver’s comments.
    2. Retrieve the invoice to make the required changes then save it.
    3. Check that the correct approver is listed and click on the Actions 1 button.
    4. Tick the Initiate Approval checkbox and click the OK button.

Timecard payments

  1. I need to submit a timecard, when is the deadline for submitting/approving my timecard?
    • Casual timecards must be approved (all lines approved by all approvers) by 4.00pm on the Monday of the casual pay week (i.e.: the Monday before you get paid).
    • Fortnightly staff timecards must be approved (all lines approved by all approvers) by 4.00pm on the Tuesday of the fortnightly pay week (i.e.: the Tuesday before you get paid).

  2. I have already approved a timecard for my staff member, why have I received an email telling me I have to approve it again?

    3. There are a couple of reasons you may have received this email:

    • The staff member has made adjustments to the timecard and you need to review and re-approve it.
    • The staff member may be working in multiple departments and they have submitted a new timecard awaiting approval from another supervisor.

    You should check your Themis worklist to ensure there is no notification requiring your approval. If there is no notification, you may ignore and delete the email.

Staff self service

  1. I have submitted an application for leave in Themis Self Service, can I change the dates or cancel it?
    • If your leave application has not yet been approved, you may ask your supervisor to reject the application, or return it for your correction.
    • If your leave application has already been approved, you will need to submit an HR10 form to Human Resources to cancel or change the leave.

  2. I cannot find my group certificate/payment summary, how do I get another copy?
    3. You may print a replacement copy of your payment summary via the Payment Summary function in Themis Staff Self Service. For further details refer to the Re-printing your payment summary reference card.

Research self service

  1. Why does the University collect my qualification, awards and certificate details?

    2. The University collects this information in order to provide various reports to the Commonwealth Department of Education, Employment and Workplace Relations (DEEWR), as well as publicly communicate the qualifications and achievements of its staff in the List of Members and Find an Expert. Faculties and Departments will also be give access to this data so it can be used on faculty and department web pages.

  2. Why does the University want me to enter data on my research expertise and international linkages?

    3. The ability to readily identify research expertise and international linkages enables the University to:

    • effectively communicate to students, the media and researchers from other institutions what our research expertise and international linkages are;
    • stimulate communication and collaboration between staff by providing a central source of information about who else is working in similar fields;
    • identify and profile academics in response to requests from government, industry, community groups and other universities with respect to research, consulting, testing or expert witness services and for invitations to meet with international delegations.
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