Melbourne School of Graduate Research

Variations to Candidature

The following variations to candidature require approval by the supervisor and head of department prior to submitting to the SGR for the RHD Committee's approval. Candidates must apply on the appropriate form in advance of the effective date of the change. Changes normally cannot be backdated, particularly where the variation to candidature is prior to the semester's DEST census dates.

Leave of absence

Application for leave of absence may be made using the Application for Leave of Absence form. Leave of absence may be granted for sickness, family or carer responsibilities or other reasons which prevent the candidate carrying out research. Candidates are not expected to continue working on their PhD during any period of leave of absence.

Leave of absence is not normally approved in the first 6 months of enrolment in the course, except under exceptional circumstances or for compassionate reasons. Leave of absence is normally only approved in the last month of candidature if the candidate simultaneously applies for an extension to their candidature on a Completion Report form. Candidates ineligible for a further extension to their candidature should not apply for more leave of absence but apply to lapse their candidature in good standing using a Completion Report form. The minimum period that will be approved is two weeks and the maximum period of leave that will be approved at any one time is 12 months. After a total of 12 months leave has been accumulated, any further applications would need to be documented carefully and presented as a special case. Only in very exceptional cases would leave beyond a total of 24 months be approved.

Students may be granted maternity leave for a period up to 12 months. This leave should be arranged in advance with a doctor's certificate attached to a leave form. Maternity leave is a separate entitlement to other requests for leave of absence and will not diminish the entitlement or compromise a student's application for other leave.

It is in the student's best interest to formally apply for leave of absence at the time required. The submission date is adjusted for any periods of leave, so that candidates have the maximum benefit of their enrolment time and the opportunity to complete on time. On returning from leave of absence, students are required to notify the School of Graduate Research.

International students can apply for leave of absence on the grounds of compassionate or compelling circumstances. Compassionate or compelling circumstances may include: serious illness or injury; pregnancy; course structure; involvement in a serious accident; or illness or bereavement of close family members. Supporting documentation in the form of medical certificates, statements from faculty or department staff or other appropriate documentation must be attached to the leave of absence application.

If no supporting documents are provided or the leave is granted for circumstances other than those mentioned above, the University must inform the Department of Immigration that you have ceased your studies. This will result in the cancellation of your Confirmation of Enrolment (COE) and student visa. You will need to obtain a new CoE from International Student Services (ISS) and apply for a new student visa before resuming your studies.

Leave of Absence for more than 6 months may result in the cancellation of your student visa. If your student visa is cancelled you will need to apply for a new student visa before resuming your studies.

Students must depart Australia within fourteen days of the commencement of their leave of absence unless the period of leave is less than 28 days in duration or you are unable to travel for medical reasons.

Study away from the University

Candidates planning to spend periods of time undertaking research away from the University need to apply on the Application to Study Away form. All applications to study away must be accompanied by a Guideline Form for Off Campus Travel and Work Policy to be completed together with the candidate's supervisor, who must authorise the form. Enrolment continues as usual and the submission date does not alter. Periods of study away will not normally be approved beyond a total of twelve months.

Periods of more than three months away require the appointment of an external supervisor, located where the candidate will be undertaking the research. If this is impracticable because of the nature of the location, or because of movement between different locations, the supervisor may apply to the RHD Committee for exemption from this requirement, indicating how contact will be maintained with the principal supervisor.

Candidates are strongly advised to check the Travel Advisories on the Department of Foreign Affairs and Trade (DFAT) website. Study away to countries with the advice of 'Do Not Travel' or 'Reconsider Your Need to Travel' requires the additional approval of the University's academic registrar, which must be attached to the Application to Study Away form. Applications to travel to countries with a 'Do Not Travel' or 'Reconsider Your Need to Travel' warning must be submitted to the academic registrar and SGR prior to departure as backdated requests will not be approved.

Change in enrolment status between full-time and part-time

If candidates are unable to continue working on their research full-time but wish to continue at a reduced level, it may be appropriate to apply for a change to part-time candidature on the Application for Change of Status form. The head of department must be satisfied that the candidate has adequate time available to carry on the research and make good progress.

Scholarship holders should check the conditions of their scholarship to determine eligibility and options if they convert to part-time candidature.

International PhD candidates should be aware that student visas are for full-time study only.
With a change to full-time status, candidates should state their ability to complete the degree in the required time, noting employment and other commitments.

Change of project

If the student and the supervisor decide that a major change in the direction of the research or a new project is necessary, notification should be made to the School of Graduate Research. The notification, by letter or on the Progress Report form, should include a 100-word summary of the new project and advise whether the change in topic is likely to cause a delay in submission.
Changes in thesis title can be made on the Progress Report, Completion Report or the Submission of PhD thesis forms.

Change of supervisor/department

A candidate may apply at any time for a change in supervisor(s) and/or department using the Application for Change of Department and/or Application for Change of Supervisors(s) forms.

Change of department can only be processed prior to the DEST census deadlines for semesters one and two (31 March and 31 August).

Early submission of thesis

Approval for submission of thesis prior to the submission date, is granted on receipt of the form Submission of PhD thesis which is signed by supervisors and heads of departments and which must be submitted with the thesis. On receipt of the 80-word summary of the thesis argument, the School of Graduate Research will send the submission form to the candidate.

All candidates are required to spend a minimum of 12 months (full-time) or 24 months (part-time) at the University. Candidature will not be reduced to less than these periods and candidates must have had their candidature confirmed.

Where the Academic Board has approved a course in which the first year of candidature is to comprise coursework and the preparation of a thesis proposal, the total period of candidature cannot be reduced to less than twenty-four months.

Extension of period of candidature

Application for an extension may be made on the Completion Report Form for PhD Candidates sent by the School of Graduate Research direct to the candidate three months prior to the due date. Candidates requiring an extension will need to attach a complete thesis outline (maximum 4 pages), state number of thesis chapters completed and provide a one-page plan of how they propose to complete the thesis within the extension period.

On the completion of 3 years (full-time) candidates may apply for a maximum of two extensions of six months. Part-time candidates will have a maximum term of candidature of 6 years, and may then apply for a maximum of two twelve-month (PT) extensions. Further extensions beyond four years will only be granted in special circumstances. Candidates requiring extensions beyond four years will have exhausted their RTS entitlement and the University may elect to impose fees.

Scholarship holders should note that approved extensions of candidature do not guarantee an automatic extension of scholarship.

International candidates requiring extensions will also need to check their sponsorship and visa allocation.

Lapsed candidature in good standing

Candidates who have not been able to submit a PhD by the end of their Research Training Scheme place may apply to lapse their candidature in good standing on the Completion Report form. Candidates may not remain lapsed indefinitely but must submit their thesis for examination within two years of the lapsed date. Lapsed candidature is normally only granted to candidates who have completed four years full-time or equivalent candidature and will be entered effective from the completion date. Candidates who need to use University facilities, work on University premises and/or require supervisor time, should apply for an extension.

Reinstatement of candidature

Before applying for re-admission to the course, lapsed candidates should contact the department in writing to arrange for a temporary supervisor to assess their progress towards completion and advise how much work is required before submission. Where considerable work requiring substantial supervision time is required, candidates will need to re-enrol. A letter requesting reinstatement to re-enrol and an extension of candidature must be submitted to the School of Graduate Research with supervisor support and the head of department recommendation. Candidates requiring extensions beyond four years will have exhausted their RTS entitlement and the University may elect to impose fees.

If the final draft can be submitted immediately, the candidate is only required to submit an 80-word summary of the thesis argument. On receipt of the 80-word summary the Submission of PhD thesis formis sent to the candidate.

International candidates should be aware that student visa requirements do not allow candidates to lapse and remain in Australia, as lapsed candidates are not enrolled students. International research students can only apply for non-fee-based Continuation of Studies student visa extension after their thesis has been submitted for a period up to six months if they complete a 'Confirmation of Continuing Studies' form available from the International Centre and obtain a letter of support from their supervisor.

Withdrawal from the degree

A PhD candidate may withdraw from the degree by submitting an Application to withdraw form through the supervisor and head of department. If at a later date the candidate is readmitted into the course, the following provisions apply under the Research Training Scheme (RTS):

Departure from conditions of candidature

The School of Graduate Research, on the recommendation of the RHD Committee, may after giving the candidate an opportunity to be heard, terminate, suspend or vary the conditions of candidature at any time, for failure to meet any prescribed condition.

Unsatisfactory progress

Candidature may be terminated by the School of Graduate Research at any time on the recommendation of the RHD Committee, during probationary or confirmed candidature, if the progress of the candidate is unsatisfactory. Statute 11.5 sets out the formal conditions for termination of candidature. The following procedures apply for recommendations of termination:

  1. The Supervisor and head of department (or other academic unit) must ensure that the "Guidelines on PhD candidature for Departments, Supervisors and Candidates" (PhD Handbook, Appendix A) have been followed, in particular sections A and B.
  2. A dated, detailed and clear record of supervisory meetings, work requirements and records of correspondence has been maintained and is available to the RHD Committee and to the Academic Board in all cases of a potential termination of candidature.
  3. The student will be informed by the supervisor in writing of the nature of the unsatisfactory progress. It is strongly recommended that at this stage the student be advised that it may be desirable to consult the Postgraduate Association.
  4. The Department or other academic unit may then propose to the RHD Committee that candidature should not be confirmed at the end of the probationary period or that the candidature should be terminated. Such a proposal must be justified and supported by reference to the documentation referred to in 2 and 3 above. (The full documentation is not required in the first instance by the Committee.)
  5. Should the RHD Committee agree with this recommendation, it will issue a written warning notifying the student that the candidature will be terminated three months from the date of such a letter, and giving the reasons.
  6. The student to whom a warning is issued may, within six weeks of the date of issue of the warning, (a) notify the RHD Committee, of his or her wish to be heard and (b) provide a written response to the warning.
  7. If a student gives notice, the RHD Committee, must conduct a hearing of the matter before the expiration of the period of three months from the date of issue of the warning.
  8. At the end of the 3 month period, the RHD Committee will require a report from the Supervisor as to whether the student should have their candidature terminated or be permitted to continue.
  9. The student may appeal to the Academic Board against a decision by a faculty to terminate the student's candidature.

Advice to candidates about problems during candidature

Throughout candidature students can expect support and guidance to be readily at hand in their Department. If problems arise it is appropriate that candidates consult with their supervisor and then, if necessary, the Departmental Head. Very occasionally it may be found that a complex problem cannot be resolved satisfactorily within the Department, and then candidates may wish to seek additional advice. In these instances the Secretary of the RHD Committee, the Chair of the RHD Committee or the Associate Deans of the School of Graduate Research would be happy to offer any assistance with a view to resolving the difficulty. The University of Melbourne Postgraduate Association (UMPA) also provides advice and assistance. UMPA is the representative body of postgraduate students and has special support for students with grievances.

Student grievances

The University of Melbourne seeks to provide students with an education of the highest quality. It is also committed to the fair and equitable treatment of all students.

Should you feel that you have a grievance, you may expect a fair hearing of your claim in as timely a manner as possible. If you have a complaint concerning, for example, an academic or administrative decision or the behaviour of a member of staff, you should discuss it with the person concerned. Alternatively, speak with the Head of the relevant Department or administrative unit, or with the Associate Dean or General Manager of the relevant Faculty. You might ask for advice from a member of the Equal Opportunity Unit or the Counselling Service, or from an adviser in one of the student associations.

The University expects that in most, if not all, cases the discussion of the grievance with the appropriate member of staff will result in a prompt resolution which both parties will find acceptable.

However, if this informal approach does not result in a satisfactory outcome, you should use the formal path below. The Vice-Principal and Academic Registrar, can advise you about these formal processes.

The final appeal body is the Academic Board, which has formal processes for hearing appeals against decisions on student academic misconduct and unsatisfactory academic progress, and appeals relating to assessment procedures and hardship resulting from altered course requirements or incorrect advice. These are detailed elsewhere in the Student Diary. The Academic Board cannot consider grievances about assessment if those grievances are related to decisions based solely on academic judgment, or matters relating to student discipline.

There are certain areas in which the University is subject to external regulation (State and Commonwealth legislation). These include equal opportunity, sexual harassment, and theft. If a student has a grievance or wishes to make allegations relating to any of these areas, specific avenues must be followed (see the Student Diary).
       
Useful contacts:

For more information about PhD grievance procedures refer to the web address http://www.gradresearch.unimelb.edu.au.

Supervision

The research of each candidate is supervised by members of the academic staff or approved honorary appointments who have relevant research and supervisory experience and a continuing active participation in research (refer to Prescription 15). All supervisors will be appropriately qualified with the normal expectation supervisors have a PhD. In the event of a nominated supervisor's position not being renewed before the completion of the candidature, commitment and sign off by Head of Department to provide suitable arrangements is required at the time of nomination.

Where multiple supervisors are appointed, one supervisor, normally a member of the academic staff of the department in which the student is enrolled, will be designated the Principal Supervisor. The Principal Supervisor has primary responsibility for supervision of the research project. Supervisors who have a more specific or secondary role in the supervision of the candidate's research will be designated Co-Supervisors. External supervisors may also be appointed. They are appropriately experienced persons, not members of the University, who are nominated by Heads of Departments.

To be approved as the Principal Supervisor, associate or honorary members of staff must be willing to sign a 'supervisory agreement' with the University and be willing to accept direction in respect of research higher degree policy and procedures from the Head of Department through which the candidate is enrolled.

Candidates and supervisors have a mutual obligation to ensure that they confer on a regular basis throughout the candidature. Before any prolonged absence (greater than one month) of the Principal Supervisor, arrangements satisfactory to the Head of Department must be made for the appointment of a suitable replacement Principal Supervisor.

A candidate for the degree of Doctor of Philosophy (or any Research Higher Degree) may not be a supervisor of any other candidate for the degree of Doctor of Philosophy.

Supervisor training

There is a two-stage process for inducting new academic staff and new supervisors. All academic staff new to the University of Melbourne attend a one-day orientation program which includes an hour session on the policy and procedures of postgraduate supervision. In addition, academic staff without recent postgraduate supervisory experience are required to attend a half-day workshop on postgraduate supervision. Attendance at these sessions is verified and recorded on staff HR records. Except in rare circumstances, staff new to postgraduate supervision may not be Principal Supervisors. SGR conducts regular workshops for experienced supervisors, aimed at supporting supervisors of postgraduate students. Other workshop and seminar options may also be offered by Faculties.

Advisory Committee

Roles of the Advisory Committee

An Advisory Committee must be established from commencement to completion of RHD candidature for the benefit of the candidate, the supervisors, the department and the university. For the candidate, the Advisory Committee provides a source of support and communication beyond that provided by the supervisor(s). The Advisory Committee acts to broaden the connection of candidates to departments (reducing isolation), provides increased breadth of feedback on general issues pertaining to the thesis research, and acts as first port of call for discussion of issues that the candidate may wish to raise with persons other than the supervisor(s). For supervisors, the committee structure provides an official record of progress based on regular review by the Advisory Committee, and support and reinforcement for decisions about the research and candidature. For the department and the university, oversight of candidature by Advisory Committees is important to achieve better compliance with policies, procedures and agreed time-lines. These roles will enhance the timely and quality of RHD completions and improve the monitoring process of RHD candidates.

Composition of the Advisory Committee

The Advisory Committee comprises at least three people including the supervisor(s). The Committee Chair will be a person other than a supervisor, will be an experienced supervisor themselves, and will be a staff member of the administrative department. Ideally, it would also include an additional independent person (i.e. non-supervisor), who may be internal or external. Additional membership, such as other external experts, can be invited to join the Advisory Committee when appropriate. The Committee needs to be established as early into the candidature as practicable, and at the latest by 6 months from start of candidature, at which time SGR requests details of the Committee that will oversee Confirmation of Candidature. It is suggested that additional members (e.g. postgraduate coordinator, Head of Department or other senior academic) be included for the Confirmation of Candidature to ensure continuity of process within the Department. Should the candidature extend to the fourth year and beyond, additional senior academic members (e.g. Department Executive, postgraduate coordinator, Head of Department or other senior academic) be added to the Advisory Committee to facilitate the timely completion of the RHD with meetings at least 6 monthly.

Primary duties of the Advisory Committee

It is recommended that the Advisory Committee would ideally meet with the candidate at six-monthly intervals and must meet at least once a year, for both full-time and part-time candidates.

The Advisory Committee will facilitate orderly development of the thesis project within the specified time-lines, including development of a project research budget that identifies the financial support a candidate can expect for the project. The Committee discusses with the candidate and reaches agreement on any required coursework, and intellectual property, commercial in confidence and other general candidature matters that may be relevant to the course of study.

The Advisory Committee is responsible for Confirmation of Candidature and Annual Progress Reviews. At least annually, all members of the Committee where possible attend a formal presentation by the candidate on the research work. This may take the form of a Department or research group seminar, a conference presentation, or other similar form of presentation. The Committee attends, and reports on, the Completion Seminar, ensuring that the Completion Seminar guidelines are followed (including invitation of external experts to join the committee for that purpose). The Committee will be responsible for recommending extensions past the third year of candidature.

The RHD candidate and supervisors should be provided the opportunity to meet separately with the Chair of the Advisory Committee to discuss issues of relevance.

Advisory committee members should, where possible, attend the annual oral presentation and Completion Seminar.

Definitions

Principal Supervisor

An appropriately qualified researcher with a suitable level of research activity and supervisory experience, who takes the primary responsibility for academic supervision of the candidate's thesis. If this responsibility is equally shared between two supervisors, they would be Co-Principal Supervisors.

Co-supervisor

A supervisor who works with the Principal Supervisor and has a secondary role in supervision of the candidate's thesis.

External Supervisor

A suitably qualified person, not a member of the university, who is appointed to provide supervision for a particular candidate. In some cases the appointment relates only to a period when the candidate is absent from the university on approved field work.

Advisory Committee Chair

An experienced academic supervisor and staff member of the candidate's home department, who is not a supervisor of the candidate and is appointed by the Head of Department. The Advisory Committee Chair is responsible for oversight of progress of candidature (providing advice and support both to the candidate and to the supervisor(s)) including the confirmation of candidature process, annual cycle of progress reporting and Completion Seminar.

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