HDR Candidature Management

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HDR Candidature Management Procedure

Policy Code: RS1937

Purpose

The Candidature Management Procedure is designed to provide practical steps to candidates, supervisors, Schools and Graduate Research School regarding roles, responsibilities and processes in relation to the administrative management of candidature at Federation University, in accordance with overarching external regulatory requirements.

This procedure covers the following activity:

  • Inductions
  • Confirmations of Candidature
  • Annual, Interim and Ad Hoc Progressing reporting
  • Absentee leave and Leave from Studies
  • Changes to Candidature, such as study fraction and extensions
  • Show Cause

Scope

This procedure impacts on candidates, supervisors, Associate Deans Research (or Nominee), Deans (or Nominee) and Graduate Research School.

Definitions

Term Definition
Academic Employee Any staff member employed by FedUni to undertake academic activity, including permanent, fixed-term contract, casual, honorary and adjunct appointments.
Annual Progress Report APR – a formal procedure whereby research progress is considered by the candidate, supervisor and School of enrolment, administered by the Graduate Research School.
Approved submission date The approved date by which a candidate must submit their thesis.
ADR Associate Dean Research
Candidate Student enrolled in a Higher Degree by Research program.
Candidate / Supervisor agreement Formal written agreement between the supervisor and candidate outlining meeting frequency and methods, expertise provision and other candidature matters.
Confirmation of Candidature Milestone by which a candidate confirms that their research project is viable and is approved to continue.
Deferment A period of up to 12 months where a student requests to delay enrolment in an offered course.
DGS Dean of Graduate Studies – FedUni staff member responsible for: academic oversight of HDR programs, HDR candidates and HDR supervision. The DGS is assisted in this role by the ADRs.
EFTSL Estimated full time study load.
Enrolment The process by which a person, having received a written offer of a place, registers their program and course of study with FedUni by submitting a form of enrolment signed by both the applicant and the course coordinator or person of equivalent authority.
ESOS Act Education Services for Overseas Students Act 2000, as amended from time to time.
External Candidate Where a candidate conducts their research from an approved external location, such as a laboratory, and an agreement exists between the location and FedUni.
FedUni Federation University Australia
Higher Degree by Research (HDR) Program One of the following courses of study: Masters Degree (Research), Doctoral Degree (Research), Doctoral Degree (Professional).
Higher Degree by Research candidate A student enrolled in a Higher Degree by Research Program at FedUni.
Graduate Research School (GRS) Central department of the University with oversight of matters pertaining to higher degree by research.
Leave from studies Period of either six or 12 months, covering a normal teaching period(s), where an enrolled student is excused from formal study.
Off-campus candidate Where a candidate studies at a location other than on campus or an approved external facility.
Probationary candidate A FedUni student enrolled in a Masters Degree (Research), Doctoral Degree (Research), or Doctoral degree (Professional) who has not yet completed the confirmation of candidature process.
RHDC Research Higher Degrees Committee – A standing committee of Academic Board that deals with matters pertaining to Higher Degree by Research
RTP Research Training Program: Federal Government funding scheme that enables the provision of HDR fee offset and stipend scholarships.
School (School of enrolment) Academic unit at Federation University in which candidates are enrolled
Skills Development Program (SDP) A series of seminars and workshops provided by the Graduate Research School.
Stipend A fortnightly scholarship paid to a candidate to cover living expenses
Supervisor – Associate Supervisor (AS) A staff member of FedUni who meets the requirements of and has been approved for inclusion on the Register of Supervisors as a supervisor and provides support to a candidate and to the Principal Supervisor.
Supervisor – Co-supervisor An individual who is external to FedUni who meets the requirements of and has been approved for inclusion on the Register of Supervisors as a supervisor and provides support to a candidate and to the Principal Supervisor.
Supervisor - Principal Supervisor (PS) A staff member of FedUni who meets the requirements of and has been approved for inclusion on the Register of Supervisors as a Principal Supervisor and has primary oversight of a HDR candidate’s research.
Supervisor - Provisional Principal (PP) A staff member who does not meet the requirements to be listed as a Principal Supervisor on the Register of Supervisors but has the support of their School to act as a Principal Supervisor under the guidance of a mentor who is registered as a Principal Supervisor.
Timely completion Submission of a thesis by the approved submission date with the maximum period of candidature (four years for PhD candidates or part time equivalent, two years for a masters by research candidate or part time equivalent)
Term Definition
Policy Administration Management System (PAMS) The University approved centrally controlled policy repository (policy library) which is the authoritative source for all University-wide policies and procedures, accessible through the FedUni website policy portal
Review A formal, comprehensive review of a policy or procedure conducted by the Policy Sponsor for the purposes of establishing the need for amendment (major or minor) or further development

Actions

1. Minimum Resources

Minimum requirements are described in the HDR Candidature Management Policy.

2. Conditions of Candidature

Enrolment

As stipulated in Regulation 5.1, all HDR candidates are required to re-enrol each year until their thesis has been submitted for examination, or their candidature will be terminated. Candidature enrolment in each academic year must be approved by RHDC on the basis of Annual Progress Report (APR) results. International candidates will be required to contact the Graduate Research School to re-enrol in their program. Domestic candidates are responsible for their own re-enrolment.

Timeline: APR details are forwarded to RHDC for October/November meeting. Candidates will be emailed regarding re-enrolment dates when they are released, normally by late November.

  Activity Responsible Comments
1. Graduate Research School forwards to RHDC the details from the APR for all candidates who are required to re-enrol in the following year Graduate Research School The results of the Annual Progress Reports are forwarded to RHDC which informs them if a candidate should be excluded from re-enrolling in the following year.
2. RHDC endorses the re-enrolment of candidates RHDC RHDC endorse candidates as being eligible to re-enrol
3. Candidates are emailed advising enrolment is open Graduate Research School All eligible candidates will be emailed confirming their course and program details prior to the enrolment period opening.
4. Candidate enrols in their course via the student management system. Candidate Candidates are responsible for enrolling prior to the commencement of semester. Candidates who re-enrol after census date may be fined by the University. Candidates who remain unenrolled after repeated requests to enrol may have their candidature terminated.

Lapse of candidature

The Graduate Research School will attempt to contact students via phone and email prior to enacting lapse of candidature processes.

  Activity Responsibility Steps
1. The Graduate Research School identifies students whose candidature has lapsed Graduate Research School

Candidates may be identified as lapsed where they have:

  • failed to re-enrol,taken unapproved leave,failed to return from leave
  • failed to participate in a progress review
2. Graduate Research School contact PS to request additional information regarding candidate Graduate Research School GRS confirms with Principal Supervisor if the candidate has been in contact or if there is a known issue
3. Graduate Research School advises candidate of possible lapse of candidature via email and post Graduate Research School Candidate is provided with four weeks to respond to the written request
4. Candidate contacts University and recommences Candidate Candidate may contact the university, reenrol or complete missed actions and recommence candidature. Candidates may be subject to Show Cause processes where appropriate.
5. Where the candidate does not contact the University, the Graduate Research School discontinues enrolment Graduate Research school GRS discontinues candidate in student management system and advises Principal Supervisor and School of enrolment

3. Candidature Requirements

Research Induction and Orientation

All commencing candidates are required to participate in the Graduate Research School Induction within the HDR Skills Development Program. Candidates are also required to undertake a Local Induction and Occupational Health and Safety Induction as outlined in the Induction Procedure. Schools are responsible for conducting these inductions.

Candidates will receive an email confirming the location, time and date of the Graduate Research School Induction. Off campus and external candidates are encouraged to attend in-person; however, arrangements will be made for external and off campus students who cannot attend.

Graduate Research School Inductions are held at the commencement of the semesters each year in March and July/August.

Candidate / Supervisor Agreement

Candidates and supervisors are required to complete the Candidate / Supervisor Agreement and submit a copy to the Graduate Research School within the first four weeks of candidature.

Prescribed Skills Development Program

Masters by Research candidates and PhD candidates must complete a total of 4 core and at least 3 optional sessions (plus confirmation of candidature) from the FedUni HDR Skills Development Program during their first year of probationary candidature (or part time equivalent). Full candidature will not be confirmed unless these requirements are met.

Masters by Research candidates must complete a further three core sessions plus at least two optional sessions in their second year of candidature (or part time equivalent).

PhD candidates must complete a further two core sessions plus at least two optional sessions during their second year of candidature (or part time equivalent) and at least two optional sessions in their third year of candidature (or part time equivalent)

Confirmation of Candidature

  • PhD confirmations must be completed within the first 12 months of full-time enrolment, or part time equivalent. This is usually at 9 months after commencement of degree for full-time.
  • Master by Research must take place within the first 6 months of full-time enrolment, or part time equivalent.
  • Masters by research candidates requesting to convert to PhD candidature must follow the requirements of PhD confirmation of candidature.
  • Confirmations can be held at any time of the year.
  Activity Responsibility Steps
1. Notification of intention to Confirm Probationary candidate Candidate submits Notification of Intention Confirm Form to supervisor for approval to undergo confirmation.
2. Confirmation approved panel recommended Principal Supervisor The Principal Supervisor nominates panel members, completes the Notification of intention to Confirm panel section and forwards to the ADR of School for approval.
       ADR reviews panel selection and provides complete Notification of Intention to Confirm form to GRS ADR

The ADR reviews, discusses and finalises panel membership with supervisor where required.

ADR submits Notification of Intention to Confirm form to the GRS

      GRS notifies panel members and probationary candidate of confirmation seminar details. GRS GRS confers with panel members to set an agreed time, date and location for the confirmation of candidature seminar and panel meeting
3. Submission of written proposal Probationary candidate

Prepared in accordance with CoC guidelines, the candidate submits the written proposal to GRS two weeks prior to the seminar date.

The written proposal will be no more than 10000 words for Doctoral probationary candidates and 5000 words for Masters by Research probationary candidates, including the main text, footnotes and captions, and excluding references. All other requirements can be found in the Confirmation of Candidature Guidelines.

4. Advice to Panel members of Seminar details GRS

GRS confirms all CoC details with panel members, supervisory team and candidate.

GRS forwards required documentation to the panel, at minimum one week prior to the seminar.

  • Candidate’s written report
  • Panel Template report
5. Confirmation seminar and panel review takes place

Probationary candidate, Confirmation Panel

Supervisory team

The Probationary candidate makes an oral presentation of no more than 25 minutes to the Confirmation Panel and audience in accordance with CoC Guidelines.

The candidate responds to questions on their research from the Panel and audience at the conclusion of the seminar.

Panel members, not able to physically attend the seminar, may provide feedback on the Candidate’s written report, to the Panel Chair, prior to the seminar date.

6. Panel provides recommendation to RHDC. Chair, Confirmation Panel, Panel members Confirmation Panel deliberate and the Chair advises the RHDC via a written report, their recommended outcome within five days of the seminar
7. Panel provides feedback to the candidate / probationary candidate Panel Chair –   Graduate Research School In all outcomes the Panel will provide a written report to the candidate via GRS within five days of the presentation, outlining the reasons for its decision.
 

Outcome:

Confirmed

GRS GRS forwards panel report to the candidate, advising of confirmed status.
 

Outcome:

Confirmed subject to conditions

Candidate

1.     Where the recommendation is that candidature be ‘Subject to conditions’ the report will include details of what tasks will need to be completed with associated timelines, to confirm candidature.

2.     The candidate will be provided with up to eight weeks to complete the conditions.

3.     The candidate must provide evidence that the conditions have been met to the Confirmation Panel.

4.     The Confirmation Panel must advise the GRS that the conditions have been met within five days of approving the Candidate for candidature.

 

Outcome:

Confirmation deferred

Candidate

Supervisory team

CoC Panel

1.     Where the recommendation is that ‘Confirmation deferred’ the report will include details of what tasks will need to be completed with associated timelines.

2.     The candidate will be provided with up to twelve weeks to revise the seminar and/or written submission.

3.     The candidate must recommence the confirmation process with only one of the following outcomes to be recommended:

a.     Confirmed

b.     Not confirmed

 

Outcome:

Not Confirmed

Confirmation Panel

GRS

The Confirmation Panel provides confirmation report to GRS to commence show cause process. The report will include justification as to why the candidate has not been confirmed.

The panel must advise the probationary candidate that the outcome is ‘not confirmed’

The GRS will advise the candidate of the 'Show Cause’ procedure.

8. Recording of Confirmation undertaken Graduate Research School

GRS will record each outcome of the confirmation process and any further action to be undertaken on the candidate record.

RDHC will be advised of changes to the Candidates status due to resubmitted documents; subsequent seminar or ‘Show Cause’ committee outcomes.

Annual and Interim Progress Reports

All candidates are required to participate in the Annual Progress Report during each year of enrolment. Candidates will also be required to participate in Interim Progress Reports where they meet conditions outlined in the Candidature Management Policy.

Notification of Progress Reports are sent to the students preferred email address as indicated in the student management system.

Annual Progress Report Steps

Timeline: Preparation and submission of APRs will occur every 12 months during July / August. Candidates have four weeks to complete the survey. Supervisors will have two weeks to confirm and respond to candidates’ APRs.

Interim Progress Reporting

Timeline: Interim progress reporting will occur every 12 months during January / February. Graduate Research School will require the details of candidates requiring interim progress reporting in December.

  Activity Responsibility Steps
1. Progress Report questions reviewed from previous cycle Graduate Research School Graduate Research School will review the information required for the progress report and suggest any revisions.
2. Progress Report questions approved by RHDC RHDC Any revisions made to the progress report questions will be tabled at RHDC prior to June for discussion and approval.
3. Eligible Candidates emailed student section of Progress Report Graduate Research School Candidates will be notified via email that the Progress Report is open.
4. Candidates respond to survey Candidates

It is compulsory for all enrolled candidates to complete the Progress Report within four weeks of receipt.

It’s recommended that candidates meet with their supervisory team prior to completing the progress report.

5. Responses forwarded to candidates Principal Supervisor for comment Graduate Research School Completed surveys are forwarded to supervisors for comment. Candidates are also provided with an opportunity to give confidential feedback directly to the Dean of School and Dean of Graduate Studies.
6. Supervisors provide commentary on candidates progress Supervisor

Supervisor provides commentary and recommendation on candidate’s progress:

  • Satisfactorily progressing;
  • At Risk; or
  • Requested to Show Cause
7. ADR provides recommendation to RHDC ADR Associate Dean Research provides additional commentary and recommendation to RHDC on candidates progress.
8. At Risk candidates meet with their supervisors and complete an Intervention Strategy Candidates / Principal Supervisors Once completed, the Intervention Strategy should be forwarded to the Graduate Research School

Show Cause

Conditions under which a candidate may be asked to show cause are described in the Candidature Management Policy.

Timeline: Show Causes procedures may be undertaken at any time of the year. The Candidate will be provided with 10 business days to provide written response to the request to attend the Show Cause Committee. The written response will be provided to the Show Cause Committee members three business days prior to the committee meeting. The candidate must be advised of the outcome within 10 business days of the Show Cause Committee meeting.

  Activity Responsibility Steps
1. Candidate is identified for Show Cause procedure Supervision Team, ADR, Chair, RHDC, Dean, Graduate Research School Candidates identified as not making satisfactory progress or failure to meet conditions of candidature as outlined in Regulation 5.1 and Candidature Management Policy.
2. A request to form a Show Cause Committee is made to the Chair, RHDC. Supervision Team, ADR, Chair, RHDC

The request will include;

Specific issues and details related to the request for Show Cause

Details regarding dates of incidents/requests

Any attempt to address these issues directly with the Candidate.

Statement with any further information/details relevant to the hearing.

3. Show Cause request is assessed Chair, RHDC The Chair, RHDC will assess the available evidence to determine if the request for Show Cause can be supported. If the request cannot be supported, mediation will be put in place to resolve the issue.
5. Chair, RHDC to form Show Cause Committee (SCC), Graduate Research School to provide Executive Officer for Committee Chair, RHDC

The Chair of the Show Cause Committee will be the Chair, RHDC or nominee.

At least one member of the committee should be from the candidate’s School of enrolment.

5. Candidate advised in writing of Show Cause hearing Executive Officer, SCC The EO to the SCC will send the candidate notification of the show cause hearing, including timelines, instructions and details regarding Appeal. The letter will include the reason the candidate has been requested to show cause. The letter will also include details for the appeals process and student counselling process.
6. Chair, Research Higher Degrees Committee nominates members Chair, Research  Higher Degrees Committee Chair, Research Higher Degrees Committee nominates two members to form the Show Cause Committee
7. Executive Officer organises Show Cause Hearing Executive Officer, SCC EO to the SCC organises date, time and venue for the hearing and notifies the committee and candidate. Information to the candidate will also include details regarding a support person attending the hearing. The hearing should take place within 10 business days of receiving the written response.
8. Candidate provides written response to Show Cause hearing request and returns it to Graduate Research School Candidate

The Candidate responds in writing to the request. The response must address the issues outlined in the Show Cause hearing notification and include a study plan for the next six months/to completion and a realistically achievable timeline for completion. The response must be received within 10 business days from the date of the letter.

If the Candidate fails to respond to the notification of Show Cause hearing, their candidature will be terminated.

Supervisors may also provide additional statements in this step.

9. Notify candidate of show cause date EO Within 5 business days of receipt of the written response, the EO will advise the candidate of the time, date and location of the hearing.
10. Candidates response provided to SCC EO, SCC The written response from the Candidate must be provided to the SCC at least three business days prior to the hearing.
11. Show Cause hearing takes place Show Cause Committee, Candidate

The candidate may choose not to attend the Show Cause hearing. If the Candidate chooses not to attend the hearing, the written response will be reviewed.

Candidates may elect to bring a support person to the hearing with them.

12. Show Cause Committee recommends outcome Show Cause Committee

The SCC will make one of the following recommendations:

  • Candidate has been making progress,
  • Candidates enrolment for the degree should be terminated, or
  • Candidate's enrolment for the degree may continue, with conditions specified in writing
13. Recommendation forwarded to Chair, RHDC and Research Higher Degrees Committee for approval EO, SSC Where the next available RHDC meeting is more than 5 business days away, the recommendation should be completed via circulatory resolution.
14. Research Higher Degrees Committee approves or declines the recommendation Research Higher Degrees Committee  
16. Chair, RHDC formally advises Candidate of outcome in writing EDGS and EO to the SCC The Candidate will be provided with the outcome within 10 business days of the SCC meeting and information regarding the University Appeals process and student counselling process.

Student Evaluations of Postgraduate Programs

Timeline: The SEPP is available to candidates in Semester 2 each year.

  Activity Responsibility Steps
1. Graduate Research School reviews previous SEPP and makes recommendations for changes to questions to RHDC, if required. Graduate Research School Graduate Research School will review response rates, inter-annual trends and other available data to assess the viability and relevance of questions in the SEPP and recommend changes where required to RHDC
2. RHDC considers and approves / rejects any changes recommended RHDC The recommended changes will be presented at RHDC for endorsement by a Graduate Research School representative. RHDC can approve or reject changes as required.
3. Updated questions provided to appropriate University department for update to eValuate Graduate Research School All updated questions are entered in to eValuate for the next SEPP round.
4. Strategic Planning sends survey to candidates Strategic Planning Candidates are sent in semester two.
5. Data are collated and reported to Graduate Research School Strategic Planning  
6. Graduate Research School analyses data and provides a report to RHDC and Schools Graduate Research School Graduate Research School will compare SEPP data to previous years responses and formulate a report on appearing trends.

4. Variations to Candidature

Changes to study location: External or off-campus enrolment changes

Candidates receiving a stipend scholarship should refer to the HDR Scholarship Policy and RTP Scholarship Policy regarding how enrolment variations may impact on their stipend payments.

Candidates requesting to change their study location from on campus to off-campus or an external research location; or vice versa, must have the approval of their Principal Supervisor, School Associate Dean Research and Chair, RHDC. Candidates changing study location will be required to complete a revised Candidate / Supervisor Agreement. The Agreement should detail:

  • Agreed working hours / days
  • Occupational Health and Safety requirements
  • Access to appropriate technology
  • Communication plan

Where a candidate has requested to study from an external research location, the Principal Supervisors and Associate Dean Research of the School of enrolment must ensure that a Memorandum of Understanding (MOU) exists between that site and FedUni and that the site provides a research environment that offers appropriate resources, facilities and research expertise for the duration of the enrolment.

Candidate / Supervisor Agreements and other supporting documents should be submitted to the Graduate Research School prior to off campus or external study commencing.

Change of study fraction

Candidates may request a change of study fraction from part-time to full-time, or full-time to part-time. Full-time study is categorised as at least 37.6 hours per week with part-time study defined as at least 50% of a full-time load.

Leave from study

A candidate may apply for Leave from Study extending for at least one teaching period (six months) and up to one year. Leave from Studies periods pause candidature for the duration of the leave. Where candidates have appropriate medical certificates, candidates may request Leave from Study periods of between four weeks and six months.

  • Leave from study types:
  • Extended sick leave (periods greater than four weeks)
  • Parental leave (Primary carer)
  • Leave from study

Candidates requesting Leave from study without medical certificates must also submit a completion plan.

Leave of absence

Absentee leave includes the following leave types:

  • Recreation leave
  • Sick leave (fewer 20 business days)
  • Compassionate leave
  • Jury Service
  • Special Leave / Cultural Leave
  • Parental Leave (Partner)

Absentee leave does not result in a suspension of candidature. Fees continue to be payable and candidature continues to be consumed during these leave types. Specific leave entitlements under these categories are outlined in the Candidature Management Policy.

Concurrent enrolment

Candidates may request to enrol in another degree or diploma with the approval of their Principal Supervisor, ADR of the School of enrolment and RHDC. Applications should include:

  • updated Candidate/ Supervisor Agreement,
  • details of the course of study to be undertaken, and
  • a Completion plan to submission.

Candidates may not commence additional study until approval has been provided. Additional study load cannot be used as a reason for extension to candidature.

Variation to candidature steps:

Steps 7-9 apply to Leave from Study only

  Activity Responsibility Steps
1. Candidate discusses variation with principal supervisor or supervisory team Candidate, Supervisor/s  
2. Candidate requests variation Candidate

Candidate completes the appropriate form and request approval from Principal Supervisor

A certificate signed by a recognised medical practitioner must accompany requests for sick leave or paid parental leave

Forms must be submitted at least two weeks prior to required date.

3. Principal Supervisor approves / rejects variation Principal Supervisor PS forwards approved document to ADR
4. ADR approves / rejects variation ADR ADR forwards completed form to GRS
5. GRS checks variation for compliance, records change and updates university systems GRS  
6. GRS forwards variation details to RHDC for noting GRS Absentee leave is not required to be noted by RHDC
7. Candidate sent reminder to re-enrol Graduate Research School Candidate sent a ‘Return to Study’ email approximately four weeks before their leave expires.
8. Candidate re-enrols via Student Management System Candidate The candidate is responsible for self-enrolment on the Student Management System.
9. Candidate submits study plan to Supervisor Candidate Candidate submits a study plan for the next six months to their supervisor and Graduate Research school

Conversion from Master by Research to PhD program

Masters by Research candidates may transfer to a PhD program after having their Master’s program confirmed, or may be recommended for conversion by their supervisor. Masters by Research candidates will be required to undertake the Confirmation of Candidature steps as outlined for PhD probationary candidates.

Once confirmed, Graduate Research School will assist the candidate to transfer their program and course details to the appropriate PhD program.

Conversion from PhD program to Master by Research

Transfers from a PhD program to a Master’s program will only be considered where an extension for candidature has not already been approved. Where a candidate has already exceeded the maximum allowable time for a Masters by Research candidate, their thesis must be submitted within six months of their transfer request, or part time equivalent and any scholarships will be ceased.

Extensions

Candidates are responsible for submitting an Extension Request form at least 4 weeks before their expected end date. Candidates should refer to the HDR Scholarship Policy and RTP Scholarship Policy regarding extensions and scholarships. Where candidates are late in submitting an extension request form, scholarships may be ceased and, where approved, payments may not recommence for up to four weeks.

  Activity Responsibility Comments
1. Candidate and Supervisor meet Candidate, Supervisor Candidate and supervisor meet to discuss the possibility of submission by the approved submission date. If timely submission is not possible, discuss requirements for extension to candidature.
2. Candidate completes Extension Request Form and includes a research plan Candidate Extension Request form should be endorsed by the supervisor and Dean or nominee of School and submitted to Graduate Research School. Candidates may submit form via mail, electronically or in person.
3. Extension request forwarded to Dean of Graduate Studies Graduate Research School, RHDC Dean of Graduate Studies approves / rejects request for extension.
4. Graduate Research School adds extension details to RMS. Graduate Research School GRS adds new expected completion date to the RMS.

 

Change to thesis title

Changes in research thesis title may be restricted for candidates from sanctioned countries.

  Activity Responsibility Steps
1. Candidate discusses required change with Supervisor or Associate Dean Research (or nominee) Candidate If the candidate requests a change of supervisor they should follow the procedure outlined in the HDR Supervision Procedure
2. Candidate submits appropriate forms to Graduate Research School for processing Candidate  
3. Graduate Research School updates  with supervision / thesis changes Graduate Research School  

 

Change of research topic

Changes in research topic may be restricted for candidates from sanctioned countries.

  Activity Responsibility Steps
1. Candidate discusses required change with Supervisor or Associate Dean Research (or nominee) Candidate If the candidate wishes to change supervisor they should follow the procedure outlined in the Appointment of Supervisor Procedure.
2. Candidate completes the required form and requests approval from Principal Supervisor and Dean of School Candidate, PS, Dean of School  A change of research topic cannot proceed without support from the School.
3. Candidate submits appropriate forms to Graduate Research School Candidate  
4. Dean of Graduate Studies assess change of research topic and approves / rejects Dean of Graduate Studies Dean of Graduate Studies assesses change in research topic and approves / rejects.
5. Graduate Research School updates RSMS with supervision / thesis changes Graduate Research School  

 

Withdrawal from all studies

Candidates should refer to the University Higher Education Deferral or Leave form Studies Procedure.

Readmission to candidature after withdrawal

Readmission to candidature after withdrawal may be considered where support from the Principal Supervisor and Dean of School exists. Candidates must readmit to the same program and must submit their thesis within the semester of readmitted enrolment.

Responsibility

The Deputy Vice-Chancellor (Research & Innovation) as the Approval Authority is responsible for monitoring the implementation, outcomes and scheduled review of this procedure

The Dean, Graduate Studies as the Policy Sponsor is responsible for maintaining the content of this procedure as delegated by the Approval Authority.

Others who have responsibility for ensuring compliance with this Policy include:

  • Dean, Graduate Research School
  • Deans or Nominees of Schools
  • Associate Deans of Research or Nominees
  • Graduate Research School
  • Candidates
  • Principal Supervisors, Associate Supervisors, Co-Supervisors, Provisional Principle Supervisors
  • Examiners
  • Research by Higher Degree Committee
Forms

Promulgation

This procedure will be communicated throughout the University via:

  1. an Announcement Notice under ‘FedNews’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Policy;
  2. inclusion on the University Policy, Procedure and Forms website; and/or
  3. distribution of e-mails to Head of School / Head of Department / University staff; and/or
  4. documentation distribution, eg. posters, brochures.

Implementation

This procedure will be implemented throughout the University via:

  1. Information Sessions; and/or
  2. Training Sessions.

Records Management

Title Location Responsible Officer Minimum Retention Period
Confirmation of Candidature Panel Report Forms Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion
Confirmation of Candidature candidate written proposal Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion
Progress Reports – Annual and Interim Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion
Variation to Thesis Title / Supervisor Form Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion
Absentee Leave Forms and supporting documents (med. Certificates etc) Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion
Extension of Candidature request Graduate Research School Dean, Graduate Research School or delegate Temporary - retain on the student file for 7 Years from date of program completion