Subject Database

Overview

The Subject Database is a component of the Student Administration Interface and was once primarily used to add/maintain subjects and subject instance (session, campus, and mode of delivery) information such as subject descriptions, quotas, pre-requisites, co-requisites, exclusions, and subject shares.  Faculty staff used to maintain Lecturer, Co-ordinator, and Tutor access to SMP_Central via Staff Associations. 

COSMOS system owned by Future Education now integrates into the Subject Database. For COSMOS mastered subjects, some data still needs to be maintained within the subject database.

There are some subjects that are still SMP Mastered Subjects and fully maintained within the Subject Database.

Subject Database login

Student Administration Interface is now accessible via Single Sign-On (SSO).

Click the 'SAI LOGIN' button below to continue.

If you experience any issues with SSO, please log a ticket via the IT Service Desk.

SAI Login

 

 

Privacy and data management

All staff accessing the student systems are reminded of their responsibility to comply with UOW’s Privacy Policy, Information Security Policy and Acceptable Use of IT Resources Policy.

You must not access, use, disclose, reproduce or deal with any confidential or personal information except where it relates to a legitimate business function which is specific to your role at UOW.

You must use your best endeavours to prevent unauthorised disclosure of any confidential or personal information to any person or body.

All UOW Data should be stored on UOW Approved devices or storage solutions in line with UOW's Acceptable Use of IT Resources Policy.

Information

For a full description of the sections and functions of the Subject Database, refer to the full Subject Database Manual below: 

Integration between COSMOS and SMP Subject Database is now live and subjects in the UOW Subject Database have been changed to COSMOS Mastered Subjects. When you create a new subject, or amend an existing subject in COSMOS, the changes will immediately flow through to SMP Subject Database.

Subject Database Manual for COSMOS Mastered Subjects 

COSMOS

All subject and subject instance information must be created and maintained in COSMOS. The Future Education Division are responsible for the maintenance of COSMOS data.
For information on making and requesting changes to subject information, please visit the Future Education Division Subject Amendments page.
Please note: subject changes, such as changing the teaching staff attached to a subject, or cancelling classes due to low enrolments, are managed operationally within the Faculty and School.

COSMOS to SMP Subject Database Integration

Please visit our intranet page for more information, COSMOS and SMP Subject Database Integration.

SUBJECT DATABASE

Subject information that must be managed in the Subject Database:

Subject level information:

Pre Requisite - Electronic checking rules
Co Requisite - Electronic checking rules
Equivalence - Electronic checking rules
Faculty approval date

Subject instance level information:

Quota reset
Instance Constraints - Campus Constraints
Instance Constraints - Course Constraints
Subject Synonyms - Combined Classes maintained by Student Systems 

If you require access to this system, we require that you complete an access request form.

  • For staff with access to the UOW intranet, access request forms can be found on our Student Systems intranet site.

  • For staff without access to the UOW intranet, contact us via our ServiceNOW portal and we will assist you with your access requirements and provide you with appropriate access request forms.

Subject Database contacts are encouraged to sign up to the Mailing List to stay up to date with changes.

Subject Database Contacts and Approvers

There are two types of subjects that appear in the Subject Database: COSMOS Mastered subjects and SMP Mastered subjects.

For COSMOS Mastered subjects:
All changes to subject and subject instance information need to be made in COSMOS, which will automatically flow through to the Subject Database. 
Please contact the COSMOS team regarding COSMOS Mastered subjects: https://uowmailedu.sharepoint.com/sites/intranet-future-education/SitePages/subject-management.aspx

For SMP Mastered subjects:
Subjects that need to be maintained in the Subject Database for the below information:

  • Subject level information, e.g., pre-requisite, co-requisite, equivalence, faculty approval date
  • Subject instance level information, e.g., quota reset, instance constraints, subject synonyms
  • Information maintained by Institutional Research Government Reporting (IRGR)
School/Unit Contacts Email Phone
ANCORS ANCORS Admin ancors-enquiries@uow.edu.au N/A
School of Business BUS Admin business-admin@uow.edu.au N/A
School of Creative Arts and Humanities CAH Admin cah-admin@uow.edu.au N/A
School of Education EDUC Admin educ-admin@uow.edu.au N/A
School of Law LAW Admin law-admin@uow.edu.au  N/A
School of Liberal Arts SOLA Admin sola-admin@uow.edu.au N/A
School of Social Sciences SOSS Admin soss-admin@uow.edu.au N/A
School/Unit Contacts Email Phone

School of Computing and Information Engineering

Ridwan Haq

rhaq@uow.edu.au

393855
School of Engineering Valbona Merxhushi bona@uow.edu.au 4221 3859

School of Mathematics and Physics

 Rachel Weine rweine@uow.edu.au  214566
School/Unit Contacts Email Phone
All Schools SMAH Education Team smah-education@uow.edu.au N/A
School/Unit Contacts Email Phone
Graduate Research School (THES & RESH) Nicola Harber nharber@uow.du.au 

N/A
Office of Global Student Mobility (EX prefix, excluding EXCH)

Chantal Lapasciuc (primary)

Student Mobility team (secondary)

clapasciuc@uow.edu.au

student-mobility@uow.edu.au

 N/A
Outreach and Widening Participation (NOW, UNI, BTP).

NOTE: ASSH/LHA coded subject is a faculty unit subject in use by this team via staff assoc.		 Gemma Coleman gcoleman@uow.edu.au 4221 8171
Student Operations - SASD (XINT, EXCH) Student Operations Team student-admin@uow.edu.au N/A
Student Systems - SASD Student Systems Team Requests via ServiceNOW N/A
UOW Dubai

NOTE: UOWD run instances of UOW subjects. UOWD specific subjects will fall into the ADMIN unit.

Rahul Biljani

Verita Karunaharn

rbiljani@uow.edu.au

veritha@uow.edu.au

N/A
UOW Dubai College

Rahul Biljani

Verita Karunaharn

rbiljani@uow.edu.au

veritha@uow.edu.au

 N/A
School/Unit Contacts Email Phone
Academic Programs Sara Kelman sarak@uow.edu.au 4252 8991
English Language Janine Lukasiak janine@uow.edu.au 4221 5572 
Vocational Program Julie Lunn jlunn@uow.edu.au 4252 8877

 

Faculty Name Email Phone
ASB ANCORS Anica Damcevski

anica@uow.edu.au

 213811
ASB School of Business Megan Draper

megand@uow.edu.au

 394869
ASB School of Creative Arts and Humanities Tim Beniuk

tbeniuk@uow.edu.au

 981210
ASB School of Education Jasmina Gacesa

jasmina@uow.edu.au

 215048
ASB School of Law Cath Campbell

ccampbel@uow.edu.au

 215485
ASB School of Liberal Arts Stacey Zanella

szanella@uow.edu.au

 392212
ASB School of Social Sciences Suzana Kouzan

skouzan@uow.edu.au

 213144
EIS School of Computing and Information Technology Ridwan Haq

rhaq@uow.edu.au

 393855
EIS School of Engineering Valbona (Bona) Merxhushi

bona@uow.edu.au

 213859
EIS School of Mathematics and Physics Rachel Weine

rweine@uow.edu.au

 214566
SMAH All Schools SMAH Education Team

smah-education@uow.edu.au

 N/A
UOW College Julie Lunn jlunn@uow.edu.au 528877
Administration Student Systems Team Requests via ServiceNOW N/A
UOWD and UOWD College

Rahul Biljani

Verita Karunaharan

rbiljani@uow.edu.au

veritha@uow.edu.au

 N/A

Contact Student Systems

Student Systems is responsible for the ongoing support, maintenance and development of the Student Management Package (SMP).

(02) 4221 5983
Student Systems ServiceNOW Ticket