Higher Degrees by Research Procedures

Content

Higher Degrees by Research Procedures

Parent policy: Doctoral Degrees - Academic Policy and Research Master Degrees - Academic Policy
Approval authority: Deputy Vice-Chancellor
Responsible officer: Pro Vice-Chancellor (Research)
Designated officer: Manager, Office of Research
Date of approval: 14 December 2010
Date last amended: 20 December 2011
Effective starting date: 15 December 2010
Any procedures replaced by these procedures: Previously entitled "Research Training Procedures"

Part A: Introduction

1. Context of procedures

These procedures describe the implementation of the two key policies governing higher degrees by research in the University, namely:

• Doctoral Degrees - Academic Policy
• Research Master Degrees - Academic Policy

and must be read in conjunction with those policies.

A key aim of these procedures is to ensure that the roles, responsibilities and authorities enshrined in the Governing Policies are carried out in practice reliably and consistently. The parties to whom these roles, responsibilities and authorities relate are:

• the Research Degrees Committee
• the Chair of the Research Degrees Committee
• the Dean of the Faculty
• the Faculty Research Coordinator (references to the Faculty Research Coordinator also refer to the Faculty HDR Coordinator, where such position exists.)
• the Supervisor and Co-Supervisors
• the Office of Research, particularly the Research Training Officer within the Office of Research
• International Relations

Note that the role, responsibility and authority ascribed to the Faculty Research Coordinator may be supported by Faculty or School Administration Officers where relevant and applicable.

Part B: Procedures

2. Promotion of research training opportunities

Responsibility for promoting research training opportunities is distributed broadly across the University, including the Office of Research, the Office of Marketing and Communications, International Relations, Faculties, Schools, Research Centres, research groups and individual researchers.

3. Service to prospective candidates

Persons making enquiries about higher degree candidature at the University may make contact with various parts of the University, using different modes of communication and the enquiry may be at any time of the year. The enquirer may have a well-defined research proposal, may already have a relationship with a potential supervisor or may only have a vague idea for a research project. The prospective candidate may be locally based or be anywhere in Australia or overseas. The prospective candidate is likely to be also making enquiries to other institutions.

In order to increase the likelihood of an enquiry leading to a successful admission application, it is essential that all enquiries from prospective candidates are dealt with promptly and professionally.

The standard procedures for handling such enquiries must include:

• Any initial enquiry received by a Faculty, School, Research Centre or individual researcher, that has any prospect of leading to an admission application, must be referred to the Office of Research, either by referring the enquirer to the Research Training Administrator or by passing the enquirer’s details to the Office of Research for action.
• The Research Training Administrator will provide each enquirer with a standard set of information, including application and fee information, and contact information for the relevant academic area.
• International students should also be referred to International Relations.
• The Research Training Administrator maintains records of enquiries from prospective candidates.
• Prior to the lodgment of an admission application, all written communication (including email) between any University staff member and a prospective candidate must be copied (at least) to the Research Training Administrator and the Faculty Research Coordinator.

4. Admission

(Relevant Policy Section: Section 6 Doctoral Degrees—Academic Policy; Section 6 Research Masters Degrees—Academic Policy)

The requirements for admission are set out in Section 6 of the Doctoral Degrees—Academic Policy and Research Masters Degrees—Academic Policy, respectively.

4.1 Responsibility for admission decision

The Chair of the Research Degrees Committee is responsible for making the decision on each admission application, taking account of the recommendation from the Dean of the relevant Faculty. The Chair of the Research Degrees Committee may refer an application to the Research Degrees Committee for discussion. The Chair of the Research Degrees Committee reports the outcome of all admission applications to the Research Degrees Committee.

4.2 Admission application

A prospective candidate for a research higher degree applies for admission using:

• in the case of a domestic applicant, Application for Higher Degree by Research Candidature – Domestic; or
• in the case of an international applicant, Application for Admission to a Higher Degree by Research – International.

Both application forms include:

• Appendix A – Research Outline for Admission to Probationary Candidature
• Appendix B – Summary CV
• Appendix C – Supervision
  In this appendix, the candidate nominates a Supervisor and, where applicable, one or more Co-Supervisors. The applicant may lodge their application with Appendix C blank. Appendix C is required to be completed by all nominated supervisors.
• Appendix D – Faculty Use Only
  The applicant is instructed to leave Appendix D blank, to be completed by the relevant Faculty staff.

The applicant lodges the application form with the Office of Research, in the case of a domestic applicant, or with International Relations, in the case of an international applicant.

4.3 Processing an admission application

Step 1: The Research Training Administrator records and performs the initial processing of each application. Where the application is from an international student, International Relations also records the receipt of the application, assesses the prior academic qualifications in terms of Australian comparability and assesses whether the applicant meets the English proficiency standard. International Relations then forwards the application to the Office of Research.

The Research Training Administrator ensures all relevant sections of the application are complete and attachments are in place as required. The prior academic qualifications are validated by standard processes. The Research Training Administrator checks that nominated supervisors are registered as supervisors at USC. The Research Training Administrator makes an initial advisory assessment of the eligibility of the applicant for admission, including the registration status of nominated supervisors. The application is then forwarded to the relevant Faculty Research Coordinator.

Step 2: The Faculty Research Coordinator is responsible for coordinating the assessment of the application within the Faculty, completing Appendix C and Appendix D, and returning the completed admission form to the Research Training Administrator within 10 working days of its receipt.

The Faculty Research Coordinator is responsible for:

• assessing the eligibility of the candidate for admission;
• assessing the research proposal and the resource implications;
• identifying and nominating the Supervisor and Co-Supervisor / s; ensuring that each supervisor meets the conditions required to be supervisors as detailed on the relevant application form for admission to the Register of Supervisors
• making a recommendation on the outcome of the application;
• obtaining the approval of the Faculty Dean and, where applicable, the Head of School, and, where applicable, the Faculty Research Committee, for the admission recommendation;
• returning the completed admission application to the Research Training Administrator.

The Research Training Administrator follows up with the Faculty Research Coordinator any applications that are not received back within 10 working days.

Step 3: The Research Training Officer prepares the application for consideration by the Chair of the Research Degrees Committee.

Step 4: The Chair of the Research Degrees Committee makes the final decision on the outcome of the application.

Step 5: Successful application from domestic applicant:

The Research Training Administrator prepares the offer material, including:

• Letter of Offer of a Place for a Higher Degree by Research
• Description of Candidature ^ 
• Acceptance of Offer Form
• relevant degree rules as set out in the Doctoral Degrees—Academic Policy or Research Masters Degrees—Academic Policy
• The offer material is sent to the applicant with copies to the relevant Dean, the Faculty Research Coordinator and each proposed supervisor.

^ The “Description of Candidature” is a summary statement of the key conditions and characteristics of the candidature, including Faculty, research topic, supervisor names, attendance load (full-time/part-time), confirmation date, expected completion date, maximum completion date, fee category.

Unsuccessful application from domestic applicant:

The Research Training Administrator prepares Letter of Rejection of an Application for a Higher Degree by Research and sends to the unsuccessful applicant, with copies to the relevant Dean, the Faculty Research Coordinator and each proposed supervisor.

Successful application from international applicant:

The Research Training Administrator prepares the Description of Candidature and forwards to International Relations. The Research Training Administrator notifies the relevant Dean, the Faculty Research Coordinator and each proposed supervisor of the successful outcome of the admission application.

As part of the assessment of qualifications, the International Admissions Officer will contact the institution who granted the academic award to seek confirmation that the qualification is genuine.This verification process occurs only for applications that have been approved by the Chair of the Research Degrees Committee. Once qualifications are verified, International Relations prepares the Letter of Offer–Admission to (probationary) candidature including information on visa requirements and fee requirements and sends to the applicant together with the Description of Candidature, Acceptance of Offer Form, Payment Options Form and relevant degree rules as set out in the Doctoral Degrees–Academic Policy or Research Masters Degrees–Academic Policy. In a case where qualifications are not verified as genuine, International Relations will advise the Office of Research who will re-assess the application on the merit of verified qualifications. Where false information has been provided, the application is likely to be rejected.

Unsuccessful application from international applicant:

The Research Training Administrator notifies the relevant Dean, the Faculty Research Coordinator and each proposed supervisor of the unsuccessful outcome of the admission application.

The Research Training Administrator returns the admission application to International Relations with details of the reasons for rejecting the application.

International Relations prepare Letter of Rejection of an Application for a Higher Degree by Research and sends to the unsuccessful applicant.

4.4 Timeline for processing admission application

Applications for admission are assessed and the applicant notified of the outcome within four to six weeks from the receipt of the completed application. If the final decision is not able to be communicated within six weeks, the Research Training Administrator contacts the applicant and advises them of the reason for the delay. Incomplete applications may take longer while the missing information is obtained from the applicant.

5. Application for scholarship

A range of scholarships are available to support HDR study, including Government scholarships (APA and IPRIS) and University sponsored scholarships. Some scholarships are available for application and award throughout the year while others are confined to specific closing dates and award during a restricted period of the year.

Applicants for admission to candidature and currently enrolled candidates may apply for scholarships. Because of timing issues, the decision to offer a candidate or prospective candidate a scholarship is normally made independently of the admission decision. Where necessary, the International Admissions team may be called upon to provide advice on Australian equivalence for overseas applications for the purpose of scholarship application assessment (ie separate from an application for admission to HDR candidature). In such cases, the relevant International Admissions Officer will provide this basis assessment of qualifications.

The Research Training Officer ensures that:

• the outcomes of scholarship applications are correctly recorded and linked to candidature information;
• Financial Services is provided with the information necessary for scholarship payments to be made through the University’s Accounts payable system;
• candidates who hold scholarships are provided with full information on their obligations;
• the relevant Faculty Research Coordinator is apprised of the scholarships held by candidates in their area.

6. Acceptance of offer and enrolment

(Relevant Policy Section: Section 8.1 Doctoral Degrees—Academic Policy; Section 8.1 Research Masters Degrees—Academic Policy)

Having received an offer of admission to candidature, the applicant accepts the offer by completing the Acceptance of Offer Form and returning it to the Office of Research. In the case of an international applicant, the Acceptance of Offer form is returned to International Relations. Acceptance is confirmed once the student has paid the tuition fee for the first semester. International Relations then forward the advice to the Office of Research.

Action taken by the Research Training Administrator to finalise the enrolment:

• enrol the student as a probationary candidate on the University’s Student System;
• enrol the student in any coursework components stipulated as a requirement of candidature;
• establish the Research Master student record for candidature, including setting up the significant dates for the candidature as candidature milestones;
• send via email Advice of Enrolment in a Higher Degree by Research, which includes the candidature commencement date, to the candidate with copies to the Faculty Dean, Faculty Research Coordinator and each supervisor;
• send the candidate a copy of the Research Supervision Agreement;
• send the candidate information about access to University systems, including network access and email;
• establish the Central Records Student file for the candidate.

If any candidature information has changed between that contained in the Description of Candidature which accompanied the admission offer, the Research Training Administrator sends an updated Description of Candidature to the candidate.

If the candidate has been awarded a scholarship which includes a stipend, the Research Training Officer sends the candidate:

• a letter of offer for the relevant scholarship
• Scholarships Conditions Booklet
• Acceptance of Scholarship Form
• and a Banking Details Form

On receipt of the signed Acceptance of Scholarship form and the banking details from the candidate, the Research Training Officer forwards a Scholarship Stipend Payment Form together with the Banking Details Form to Financial Services. Financial Services creates a new project account and arranges the payment of the candidate’s scholarship through the University’s financial system.

6.1 Rejection or deferment of offer of admission

If the applicant rejects the offer of admission, or allows the admission offer to lapse, the Research Training Administrator or International Relations retains the relevant documentation for one year. During this period, at the request of the applicant, the offer may be reactivated with the agreement of the Dean.

If an applicant requests a deferment of the candidature start date, this may be approved with the following exceptions:

1. For an international applicant, the start date may only be deferred by up to one month. For a longer deferment, the University is required to issue new documentation to the candidate.
2. For all applicants, if the candidate requests a deferment of start date past the next census date or into a new semester, the application for admission must be reviewed by the faculty and Research Degrees Committee to allow appropriate consideration of resource availability. This is because USC’s research supervisory resources are allocated on a semester basis; therefore the availability of supervision and other resources required for the research project need to be reassessed.

7. Candidate support

7.1 Induction

It is important that commencing HDR candidates are provided with the range of information necessary to support their candidature. Supervisors, the Faculty Research Coordinator and the Office of Research each have obligations in this area. Commencing candidates are provided with a Higher Degree by Research Induction Pack.

New candidates are given the opportunity of an induction interaction with the Research Training Administrator, which includes viewing a recorded induction session. The recording is available to candidates via the Portal immeadiately upon enrolment, and the Research Training Administrator follows up with candidates individually during the first 4–6 weeks of candidature.

International students commencing candidature contact International Relations on their arrival and are provided with an International Student Orientation Pack, in addition to the information provided to domestic candidates.

7.2 Provision of resources and services

The University’s standards for entitlements are set out in the Statement of Basic Infrastructural Resources and Services for HDR Candidates.

In accordance with these standards, all candidates have access to a work station on campus. This is provided either in the Graduate Centre or in Faculty work spaces, including laboratories, or an external research facility.

7.2 (a) Graduate Centre

The Graduate Centre provides candidates with a focal point for interaction and communication, convenient connection with the Office of Research, access to research training programs, and, where appropriate, access to a comfortable and efficient working space. The Office of Research manages the Graduate Centre and the Research Degrees Committee acts as a reference group, providing advice on any aspect of the Graduate Centre.

The Research Training Administrator ensures all full-time candidates who spend the equivalent of a standard working week on campus, and who so desire, are accommodated in the Graduate Centre (subject to availability of space) either from the commencement of candidature or during candidature. Part-time candidates have access to hot desk work spaces. The arrangements for access to work spaces in the Graduate Centre are set out in the Graduate Centre Workspace Request Form which candidates complete to apply for a work space that meets their requirements.

The Research Training Administrator liaises with candidates to develop the physical amenity and programs of the Graduate Centre.

The Research Training Administrator ensures orderly transitions in and out of the Graduate Centre for new candidates and candidates ceasing enrolment.

7.2 (b) Research training programs

The Research Training Administrator manages a program of research training activities for candidates, supervisors and researchers each semester. These programs are open to all Higher Degree by Research and Honours candidates. The Research Training Administrator promotes research training programs to candidates through the HDR students email group.

7.3 Research Supervision Agreement

The Supervisor, in consultation with the Co-Supervisors, completes the Research Supervision Agreement with the candidate, including a schedule of candidature milestones, within the first two months of candidature and submits it to the Faculty Research Coordinator.

The Faculty Research Coordinator ensures the Research Supervision Agreement is accurately and appropriately completed and forwards it to the Office of Research. The Research Degrees Committee approves the Research Supervision Agreement, which is retained on the student’s file.

The Supervisor and the Faculty Research Coordinator are responsible to ensure candidature proceeds according to the terms of the Research Supervision Agreement.

7.4 Candidate problems

Candidates experiencing difficulty with any aspect of their enrolment or program of study should discuss the problems with their Supervisor or a Co-Supervisor in the first instance. Where the issue cannot be resolved at the supervisor level, the matter should be brought to the Faculty Research Coordinator for resolution. Where the Faculty Research Coordinator cannot resolve the issue, the next level of advice and assistance is the Head of the relevant School. Problems that still cannot be resolved should be taken to the Dean for resolution.

Where candidates do not wish to discuss the matter with their supervisors (eg in the event of a breakdown in the supervisory relationship) they should approach the Faculty Research Coordinator directly. Matters that cannot be resolved at the Faculty level may be brought to the attention of the Research Degrees Committee via the Research Training Officer.

8. Probationary candidature and confirmation

(Relevant Policy Section: Sections 8.5–8.8 Doctoral Degrees—Academic Policy; Sections 8.5–8.8 Research Masters Degrees—Academic Policy)

8.1 Probationary candidature

Candidates normally commence their research as probationary candidates. During this time they plan their research project and prepare their research proposal. They then apply for confirmation of candidature.

The conditions for direct admission to confirmed candidature are set out in Sections 8.8 of the respective policies.

During the period of probationary candidature, the candidate may undertake prescribed coursework as agreed with the initial Supervisor.

Also, during probationary candidature, the candidate must undertake processes to obtain, where applicable, any ethics / biosafety / gene technology approvals and any permits, licenses or other authorisations for the proposed research that are required by law.

8.2 The research proposal

The candidate prepares a research proposal that includes the information prescribed in the relevant policy (Section 8.5 Doctoral Degrees—Academic Policy or Section 8.5 Research Masters Degrees—Academic Policy).

Accompanying the research proposal submitted for the confirmation process are the names of the proposed supervisors during the confirmed candidature and the evidence of all necessary and applicable approvals.

8.3 Length of probationary candidature

A probationary candidate applies for confirmation:

• Doctoral candidates (full-time) by 12 months into candidature
• Doctoral candidates (part-time) by 24 months into candidature
• Masters candidates (full-time) by 9 months into candidature
• Masters candidates (part-time) by 18 months into candidature

With the approval of the Supervisor, a candidate may apply for confirmation ahead of the specified time period.

8.4 Confirmation process

The confirmation process is the means by which the Faculty and the Research Degrees Committee assess the candidate’s progress and determine whether the research project is clearly defined, coherent, feasible and likely to be successfully completed. Candidates normally present the research proposal at a Confirmation Seminar as a condition of confirmation. Section 8.7 of the relevant policies provides for the candidate to present their research proposal in ways other than a Confirmation Seminar.

Candidates submit the Application to Progress to Confirmed Candidature Form together with their research proposal to the Research Training Administrator, who records receipt of the proposal and forwards to the relevant Faculty Research Coordinator for assessment.

The Faculty Research Coordinator:

• appoints the Confirmation Panel to assess the research proposal. The Confirmation Panel will normally include at least one independent peer-reviewer who is not involved with the research project, the candidate’s supervisors, the Faculty Research Coordinator
• arranges the time for the Confirmation Seminar (or equivalent)
• conducts the Confirmation Seminar (or equivalent)
• collates the feedback from the Confirmation Panel on the research proposal and the Confirmation Seminar. The feedback must be in writing, and should address the scope and feasibility of the project, the appropriateness of the theoretical approach, methodology and/or experimental design, and the candidate’s progress during probationary candidature.
• completes the Application to Progress to Confirmed Candidature form, including the recommendation on confirmation

The Faculty Dean reviews the recommendation of the Faculty Research Coordinator and accompanying documentation, signs and forwards the application to the Office of Research.

The Research Training Administrator prepares the application for confirmation of candidature for consideration by the Research Degrees Committee, checking that:

• the research proposal has been considered by the Confirmation Panel;
• a Confirmation Seminar or equivalent has been conducted or scheduled;
• any prescribed coursework has been satisfactorily completed;
• documentary evidence of all applicable approvals, permits, licenses, authorisations, has been submitted;
• supervision arrangements are clearly specified;
• The Confirmation Panel has provided feedback to the student and Supervisor.

8.5 Outcome of confirmation process

If the decision of the Research Degrees Committee is to confirm candidature, the Research Training Administrator prepares and sends the Letter of Confirmation of Candidature to the candidate, with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

If the decision of the Research Degrees Committee is to not yet confirm candidature, the Research Training Administrator prepares and sends to the candidate the Letter of Rejection of Submission for Confirmation of Candidature and Proposed Actions to Achieve Confirmed Candidature, with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The maximum length of time for probationary candidature is prescribed in Section 8.7 of the relevant policies.

9. Progress reports

(Relevant Policy Section: Section 8.9 Doctoral Degrees—Academic Policy; Section 8.9 Research Masters Degrees—Academic Policy)

All candidates who are not on leave or who have not submitted their thesis for examination are required to submit progress reports at least once yearly (the ESOS Act requires international candidates progress to be assessed at least once every six months). Domestic candidates and supervisors may choose to submit a second progress report, but this second round is non-compulsory for domestic candidates who reported satisfactory progress in the compulsory reporting round. All international candidates and domestic candidates who did not report satisfactory progress in the compulsory reporting round, must submit a second progress report in October each year. Domestic candidates who reported obstacles to, or unsatisfactory progress in the April compulsory round are required to provide an update on how the obstacles to progress have been addressed. The due date for progress reports is April 30 (compulsory round) and October 31 (voluntary round), and candidates are required to submit a report once they have been enrolled for at least six months.

By the end of February each year, the Research Training Administrator contacts candidates, requesting that all candidates complete reports on the progress of their candidature (Progress Report Reminder – sent via email from the research database).

By the end of August each year the Research Training Administrator contacts candidates, requesting that candidates complete reports on the progress of their candidature, clarifying that the second report is compulsory for international candidates and domestic candidates who had unsatisfactory progress in the compulsory round, but optional for domestic candidates who previously reported satisfactory progress. (Progress Report Reminder – sent via email from the research database).

Progress reports are submitted on the Progress Report Template that the candidate obtains via the University Portal. The Progress Report Template contains sections A and B to be completed by the candidate, Section C to be completed by the Supervisor and signed by the candidate, and Section D to be completed by the Faculty Research Coordinator.

During March/April and September / October each year candidates complete their progress reports in consultation with their supervisors. The completed progress report, including the Supervisor’s report and recommendation and the Faculty Research Coordinator’s recommendation, is lodged with the Office of Research by the end of April and the end of October respectively. The recommendation from the Supervisor and Faculty Research Coordinator is one of:

• Continue candidature
• Continue candidature, subject to review
• Continue candidature, with specific conditions
• Transfer to another degree
• Terminate candidature

The Research Training Administrator places progress reports on candidates’ files, analyses the reports and prepares a summary report for consideration by the Research Degrees Committee.

The Research Degrees Committee determines appropriate actions based on the recommendations from the Faculty.

The Research Training Administrator prepares and sends letters to all candidates identified as not making satisfactory progress informing them of the Research Degrees Committee’s response to their progress report (Letter to Candidates in Response to Progress Reports), with copies to the Dean, Faculty Research Coordinator and each supervisor.

The Research Training Administrator follows up candidates, and their Supervisor, who fail to lodge their compulsory progress report by the due date. If the progress report is not received within 10 weeks of the due date, the candidate is dealt with as a candidate not making satisfactory progress.

Where the decision is to terminate candidature, the candidate is given a ‘show cause’ opportunity before candidature is terminated. (See section 13 Termination of Candidature)

The Research Training Administrator prepares a summary of progress reports, which provides pertinent statistics, identifies trends, and highlights any resource or training issues. The summary is provided to the Research Degrees Committee, Faculties and the general University community via the USC Portal. Matters requiring action are referred to the relevant Faculty or University section.

10. Candidature management

10.1 Re-enrolment

Each semester, continuing candidates are required to re-enrol via USC Central. Reminders about this requirement are sent to all candidates via the research database at least two months prior to the closing date for re-renrolment.

Candidates are able to view their enrolment details and any fee liability through USC Central.

Candidates who fail to re-enrol are assumed to have abandoned their candidature. The Research Training Administrator investigates each case of potential candidature abandonment, consulting with the Supervisor and, in the case of international students, International Relations, prior to taking action to terminate the candidature.

The Research Training Administrator ensures candidates returning from a period of leave are re-enrolled on the University’s Student System for the relevant semester.

10.2 Change to Description of Candidature—Research Topic; Supervision; Attendance Status; Mode of Study

(Relevant Policy Sections of both Doctoral Degrees—Governing Policy and Research Masters Degrees—Governing Policy:

• Attendance Status (Full-time / Part-time) Section 8.2
• Mode of Study (Internal / External) Section 8.3
• Supervision Section 7.1
• Research Topic Section 8.10

A candidate seeking to make any change to their candidature should discuss the proposed changes with their Supervisor. Where the candidate and Supervisor agree, the candidate should lodge the relevant form with the Office of Research.

Relevant forms are described in Part C and available on the University Portal.

For most changes, the relevant policy requires the change to be approved by the Chair of the Research Degrees Committee, in which case the form is lodged through the Supervisor and Faculty Research Coordinator who each indicate their support or otherwise for the proposed change. Where the policy permits the change to be approved by the Supervisor or by the Faculty Research Coordinator, the form is still submitted to the Office of Research for updating the candidate’s information.

In the case of an international student, changes to candidature such as attendance status or mode of study, affect the student’s compliance with ESOS and / or Visa requirements, and therefore must be referred to International Relations before approval is given.

In the case of a change of research topic, the Dean is required to recommend whether the candidate is required to be returned to probationary status and undergo a standard or modified process for confirmation of candidature. Any adjustment to the thesis submission dates, as approved by the Chair of the Research Degrees Committee, is recorded by the Research Training Administrator and included in the advice to the candidate.

Where the requested change is approved, the Research Training Administrator prepares and sends an email (Advice of Approval of a Change to the Description of Candidature) to the candidate, with copies to the Dean, Faculty Research Coordinator and Supervisor.

Where the requested change is not approved, the Research Training Administrator prepares and sends an email to the candidate (Advice of Rejection of Changes to the Description of Candidature), with copies to the Dean, Faculty Research Coordinator and Supervisor.

10.3 Leave of absence

(Relevant Policy Section: Section 8.13 Doctoral Degrees—Academic Policy; Section 8.13 Research Masters Degrees—Academic Policy)

Candidates wishing to take leave from candidature should discuss the proposed leave with their Supervisor. Where the candidate and supervisor agree, the candidate lodges an Application for Leave of Absence with the Office of Research.

International students should seek advice from the International Student Services Coordinator before applying for leave. International students on a Student Visa are only permitted to take leave from their studies on compassionate or compelling grounds, and are normally required to leave the country for the period of leave, at the discretion of the Department of Immigration and Citizenship (DIAC).

Applications for leave from international students are forwarded to the International Student Services Coordinator for advice regarding the student’s visa status before the leave can be approved by the Chair of the Research Degrees Committee.

If the leave of absence is approved, the Research Training Administrator prepares and sends an email to the candidate (Advice of Approval for Leave from Candidature), with copies to the Dean, Faculty Research Coordinator and Supervisor. Copies are also sent to Financial Services if the candidate is in receipt of a stipend scholarship, and to International Relations if the candidate is an international student.

If leave of absence is not approved, the Research Training Administrator prepares and sends an email to the candidate (Advice of Rejection for Leave from Candidature), with copies to the Dean, Faculty Research Coordinator and Supervisor.

10.4 Upgrading from Research Masters to Doctoral candidature

(Relevant Policy Section: Section 8.11 Doctoral Degrees—Academic Policy; Section 8.11 Research Masters Degrees—Academic Policy)

Masters candidates wishing to upgrade from Masters to Doctoral candidature must first discuss the issue with their Supervisor.

Where a Masters candidate has not yet progressed to confirmed candidature, the confirmation and upgrade processes can be considered simultaneously. The candidate must present a research proposal for confirmed candidature of the length and standard that would be expected of a Doctoral candidate. The candidate includes their request to upgrade on the Application to Progress to Confirmed Candidature and the application to upgrade is considered as part of the confirmation process, described in Section 8.4.

Where a confirmed Masters candidate wishes to upgrade to a Doctoral degree, they complete the Application for Change to Program Form and attach an updated research proposal.

The candidate submits the application to the Office of Research. The application is processed by the Research Training Administrator, the Faculty Research Coordinator and the Chair of the Research Degrees Committee.

If the decision of the Chair of the Research Degrees Committee is to approve the application to upgrade for a domestic student, the Research Training Administrator prepares and sends a letter to the candidate (Letter of Upgrade to Doctoral Candidature), with copies to the relevant Dean and Faculty Research Coordinator, the Supervisor and Co-Supervisor(s), advising of the change of program and attaching details of the candidature (Description of Candidature). Where the candidate is an international student, the letter and Description of Candidature is sent to International Relations who will manage the relevant visa requirements for the candidate. International Relations will forward the letter, Description of Candidature and Confirmation of Enrolment to the candidate, with a copy to the Research Training Administrator.

If the decision of the Chair of the Research Degrees Committee is to not approve the application to upgrade, the Research Training Administrator advises the Faculty of this decision. The Research Training Administrator prepares and sends a letter to the prospective candidate (Letter of Rejection of Application to Upgrade), with copies to the relevant Dean and Faculty Research Coordinator, the Supervisor and Co-Supervisor / s, informing them of the decision.

As part of the approval process, the Research Training Administrator adjusts the minimum and maximum completion dates and other candidature milestone dates where applicable, recording these in Research Master and including them in the Description of Candidature. The Research Training Administrator also takes action to effect the change of program for the candidate in the University’s Student System.

10.5 Extension of candidature

(Relevant Policy Section: Section 8.15 Doctoral Degrees—Governing Policy; Section 8.15 Research Masters Degrees—Governing Policy)

Candidates wishing to extend candidature should discuss it with their Supervisor. Where supervisor and candidate agree, the candidate lodges an Application for Extension to Period of Candidature with the Office of Research.

International students must ensure that their visa conditions allow an extension to candidature and may not extend candidature beyond the CRICOS registered duration of their program. International students should seek advice from the International Student Services Coordinator before applying for an extension.

Applications for extension to candidature from international students are forwarded to the International Student Services Coordinator for advice regarding the student’s visa status before the extension can be approved by the Chair of the Research Degrees Committee.

If the extension of candidature is approved, the Research Training Administrator prepares and sends an email to the candidate (Advice of Approval of Extension of Candidature) outlining any conditions, with copies to the Dean, Faculty Research Coordinator and Supervisor. Copies are also sent to Financial Services if the candidate is in receipt of a stipend scholarship, and to International Relations if the candidate is an international student.

If extension of candidature is not approved, the Research Training Administrator prepares and sends an email to the candidate (Advice of Rejection of Extension of Candidature), with copies to the Dean, Faculty Research Coordinator and Supervisor.

11. Feedback on research training experience

Each year the Research Training Administrator emails all candidates by the end of August requesting that candidates provide anonymous feedback on their research training experience (Request for Completion of Feedback on Research Training Experience).

Candidates lodge feedback on their research training experience with the Office of Research by the end of October (Candidate Feedback on Research Training Experience).

Action taken with candidates’ feedback on their research training experience:

1. The Research Training Officer analyses the results and prepares a summary report for consideration by the Research Degrees Committee;
2. The Research Degrees Committee discusses the summary of the feedback and determines appropriate actions;
3. The summary of the feedback on research training experience is published on the University Portal together with a report of the actions taken by the Research Degrees Committee in response to the feedback;
4. The Research Training Administrator notifies all candidates of the information on the University Portal;
5. The Research Training Administrator prepares and sends letters from the Chair of the Research Degrees Committee to Deans and Faculty Research Coordinators regarding actions determined by the Research Degrees Committee that need to be implemented at Faculty level (Letter to Faculties in Response to Candidate Feedback);
6. The Research Training Administrator communicates with other areas of the University that need to be advised of candidate feedback and actions determined by the Research Degrees Committee that have implications for those areas.

12. Publication during candidature

Supervisors encourage candidates to communicate their research findings within research groups and communities of interest; within academic circles through conferences; within relevant professions through communities of practice and grey literature; and in the refereed literature.

The Office of Research collects, records and reports information about research publications from candidates through the Higher Education Research Data Collection (HERDC).

13. Termination of candidature

(Relevant Policy Section: Section 8.16 Doctoral Degrees—Governing Policy; Section 8.16 Research Masters Degrees—Governing Policy)

As provided in the relevant policy, the Research Degrees Committee may ask a candidate to show cause as to why their candidature should not be terminated.

When the Research Degrees Committee decides to ask a candidate to show cause as to why their candidature should not be terminated, the Research Training Administrator prepares a letter to the candidate from the Chair of the Research Degrees Committee (Show Cause Letter) asking them to respond to the matters raised by the Research Degrees Committee by a specified date.

The response from a candidate to the Show Cause Letter is referred to the Research Degrees Committee for consideration at the earliest opportunity. The Research Degrees Committee determines whether candidature is continued, continued with conditions, or terminated.

Where a candidate fails to respond by the specified date, the candidature is terminated.

Where the candidature is terminated, either through the decision of the Research Degrees Committee or by virtue of no response to the Show Cause Letter, the Research Training Administrator takes the following action:

• prepares the letter to the candidate from the Chair of the Research Degrees Committee advising them of the termination (Letter of Termination of Candidature – Nil Response or Letter of Termination after considering response to show cause, as appropriate);
• where the candidate is an international student on a student visa, the letter advising the termination decision must specify that the student has 20 working days to lodge an appeal during which time enrolment will be maintained. They must also be advised that the University is obliged to notify DIAC of the termination if their appeal is unsuccessful, and they must be advised of the implications for their visa.
• sends copies of the letter to the relevant Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor /s, and, in the case of an international student, to International Relations;
• if the candidate is in receipt of a stipend scholarship, sends a copy of the letter to Financial Services;
• takes action to terminate the candidature on the University’s Student System, in consultation with Student Administration.

Where the decision of the Research Degrees Committee is other than termination of candidature, the details of the decision, including any conditions, are advised to the candidate (Letter to Candidates after Considering Response to Show Cause), with copies to the relevant Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

A candidate who has had their candidature terminated may lodge an appeal against the decision, in accordance with the Student Grievances and Appeals—Governing Policy.

14. Failure to submit thesis by the maximum completion date

(Relevant Policy Section: Sections 8.4, 8.15 and 8.16 Doctoral Degrees—Academic Policy; Sections 8.4, 8.15 and 8.16 Research Masters Degrees—Academic Policy)

Where a candidate fails to submit their thesis by the maximum completion date as prescribed in the relevant policies, and as adjusted for any changes in attendance status and periods of approved leave, the Research Training Administrator prepares and sends an email requesting advice of progress and an anticipated submission date (Email to Candidate after Candidature Expiry Date), with copies to the Dean, Faculty Research Coordinator and Supervisor. The Research Training Administrator also advises Financial Services if the candidate is in receipt of a stipend scholarship.

Where the candidate who has failed to submit their thesis is an international student, all action is taken in consultation with International Relations, as an extension is only allowable in compassionate and compelling circumstances.

Where the candidature is to be extended, the relevant Dean determines the fee arrangements for the remaining period of study. The Research Training Administrator implements the arrangements for the remaining period of candidature and advises Student Administration of the fee arrangements.

15. Thesis examination

15.1 Appointment of Examiners

(Relevant Policy Section : Section 10.3 Doctoral Degrees—Academic Policy; Section 10.3 Research Masters Degrees—Academic Policy)

Two months prior to submission of their thesis, candidates submit Advice of Intention to Submit a Doctoral Thesis or Advice of Intention to Submit a Research Masters Thesis, together with a brief abstract of their thesis, to the Office of Research.

Additional requirements applying to candidates producing a non-print creative arts product as part of a Master of Creative Arts or Doctor of Creative Arts are set out in Section 15.3

Upon receipt of an Advice of Intention to Submit form the Research Training Officer sends an email to the Dean of the Faculty, or Head of School where appropriate, requesting the nomination of a panel of potential examiners, including a reserve examiner, and including a Chairperson of Examiners. The Chairperson of Examiners does not act as an examiner, but takes the role in finalising the examination outcome, as set out in the relevant policy.

The Supervisor discusses potential examiners with the candidate and others and recommends examiners to the Dean / Head of School. The supervisors and the candidate may indicate people they do not wish to be invited to examine the thesis. The Dean or supervisors should check potential examiners’ willingness to examine, but this does not constitute a formal invitation to examine.

The nomination of the examination panel is performed using the Doctoral Examiner Nomination Form or Research Masters Examiner Nomination Form. The completed form is submitted to the Office of Research.

The Research Training Officer prepares the documentation for consideration by the Research Degrees Committee or by the Chair of the Research Degrees Committee, where a decision is required to be made prior to a meeting of the committee.

The Research Degrees Committee, or the Chair of the Research Degrees Committee as appropriate, determines which potential examiners are to be invited to examine the thesis and which are to remain in reserve. The Research Training Officer prepares and sends an email inviting the nominated individuals to act as examiners (Invitation to Examine a Thesis).

Invited examiners respond using the Examiner’s Reply Form, indicating how long they will take to examine the thesis. Reserve examiners are invited to examine a thesis where necessary.

The Research Degrees Committee, or the Chair of the Research Degrees Committee as appropriate, also determines the Chairperson of Examiners. The Research Training Officer sends an email to the person who is to be the Chairperson of Examiners. (Invitation to act as Chairperson of Examiners)

Candidates are not advised of the identity of their examiners until the end of the examination process.

15.2 Thesis Presentation Seminar

The thesis presentation is a 30 minute presentation on the research conducted. The thesis presentation should be made to a faculty audience, and time for questions should be allowed at the conclusion of the presentation as feedback to the candidate. The faculty will notify the Office of Research when the Thesis Presentation has taken place.

The Faculty Research Coordinator arranges the time for the Thesis Presentation Seminar, conducts the Thesis Presentation Seminar and advises the Office of Research  when the seminarhas taken place.

15.3 Submission of thesis for examination

(Relevant Policy Section : Sections 10.1, 10.2 Doctoral Degrees—Academic Policy; Section 10.1, 10.2 Research Masters Degrees—Academic Policy; ALSO Appendix 1 Specification for the Presentation of Theses for Research Higher Degrees)

Candidates submit three or four soft-bound copies of their thesis (depending on the number of examiners appointed) to the Office of Research by their completion date. The thesis copies are accompanied by the Higher Degree by Research Thesis Submission Form. This form includes the candidate’s declaration, as specified in Section 10.1 of the relevant policy, which must be signed by the candidate, and also the Supervisor’s declaration, as specified in Section 10.2 of the relevant policy, which must be signed by the Supervisor and the Faculty Dean. The Supervisor’s declaration that the thesis is ready for examination includes a confirmation that the thesis has been electronically checked for plagiarised material and has been reviewed by an independent internal reviewer.

Where the Supervisor states that the thesis is not ready for examination, or declines to complete the Higher Degree by Research Thesis Submission Form, the Research Training Officer refers the matter to the Research Degrees Committee for determination of whether the thesis will be accepted for examination. If the Committee determines that the thesis may not be submitted for examination, the Research Training Officer sends a letter to the candidate advising them of the decision, the reasons for the decision and the actions the candidate needs to take in order that the thesis may be made ready for examination. A copy of this letter is sent to the Supervisor.

15.4 The submission and examination process for the Master of Creative Arts or Doctor of Creative Arts

For candidates producing non-print creative arts product as part of a Master of Creative Arts or Doctor of Creative Arts, additional submission requirements are described in this section.

As set out in Sections 4.4, 10.1 and 10.5 of the Doctoral Degrees—Academic Policy, and Sections 4.4, 10.1 and 10.5 of the Research Masters Degrees—Academic Policy, such candidates are required to submit for examination creative arts product, which is examined in conjunction with an appropriate exhibition (or recording of an exhibition), and an exegesis.

Candidates advise the Office of Research of the date of their final exhibition and submit the relevant Advice of Intention to Submit form, stipulating dates, times and locations of exhibition(s), two months prior to their first exhibition date. In cases where there is to be more than one exhibition, candidates include a listing of all exhibition dates. The exegesis, exhibition recording(s) and digital copy of the creative arts product must be submitted within three months of the final exhibition.

Prior to the exhibition / s, candidates submit the DCA/MCA Exhibition Approval form to the Office of Research, signed by their Supervisor and Dean of Faculty. This form demonstrates that the Supervisor and Dean of Faculty agree that the creative arts product is ready for exhibition.

The nominated examiners receive individualised letters depending on the nature of the creative arts product. With respect to the exhibition of the creative arts product, the examiners are invited, but not required, to attend the exhibition.

Candidates submit three or four copies (one for each examiner plus one additional as a spare) of:

• a digital copy of all examinable creative arts product / s; and
• the exegesis; and
• a recording of the candidate’s exhibition of the creative arts product (where appropriate); and
• one copy of the completed Higher Degree by Research Thesis Submission Form signed by the candidate, the Supervisor and the Dean.

The additional copy of the exegesis, exhibition recording (where appropriate) and the creative arts product will be held in the Office of Research until the examination has concluded.

At the conclusion of the examination, when an exegesis is accepted but before the recommendation to award degree is made, candidates submit their exegesis to the Coast Research Database. Candidates may apply for “restricted access” to ensure the exegesis is kept only for USC records purposes; not to display the exegesis to the public. Applications for restricted access should be made in writing to the Chair of the Research Degrees Committee prior to the conclusion of the examination process.

15.4 Action following submission of thesis and the examination process

(Relevant Policy Section: Sections 10.4–10.6 Doctoral Degrees—Academic Policy; Sections 10.4– 10.6 Research Masters Degrees—Academic Policy)

The Research Training Officer suspends the candidate’s enrolment and any stipend scholarship payments. The candidate has no further access to workspace in the Graduate Centre after submission of their thesis.

The Research Training Officer provides the following to each examiner:

• copy of thesis
• Notes for Examiners of a Higher Degree by Research Thesis,
• Specifications for the Presentation of Theses for Research Higher Degrees (Appendix 1 of both Doctoral Degrees – Academic Policy and Research Masters Degrees – Academic Policy)
• Examiners’ Report Form

15.4 (a) Late Examiner’s reports

Examiners are expected to take up to two months to examine the thesis and return their examiner’s report to the Office of Research. If no report is received by the due date indicated in the correspondence to the examiner, the Research Training Officer prepares and sends an email (Examiner’s Reminder email) requesting the return of the report within two weeks. If the examiner fails to return the report within the two week limit, the Research Training Officer contacts the examiner again, usually by email, to ascertain when the report will be returned. The delay is communicated to the candidate and supervisors and the Supervisor’s advice is sought on how long they are prepared to wait for a result from the tardy examiner. If it is clear that the report will be unacceptably delayed, the Research Training Officer prepares and sends a letter (Letter of Termination of Examination) advising the examiner that their services are no longer required and requesting the return of the thesis. The Research Training Officer invites the reserve examiner to examine the thesis.

15.4 (b) Communication with/between Examiners

While the thesis is under examination, including while the reports from the individual examiners are being considered, the protocol for any communication between the examiners, and between an examiner and the Chairperson of Examiners, a supervisor or the candidate is specified in Section 10.4 of the relevant policies.

15.4 (c) Examiner’s reports received

The Research Training Officer checks that candidates have successfully completed any coursework requirements of their candidature, as described in the Description of Candidature.

The Research Training Officer forwards the examiners’ reports to the Chairperson of Examiners, who consolidates the recommendations of each examiner into a recommendation on the outcome of the examination for consideration by the Research Degrees Committee. In this process, if the Chairperson of Examiners wishes to seek clarifying information from the Supervisor, the Supervisor may be given a copy of an examiner’s report for this purpose with the examiner’s name expunged.

The Research Training Officer prepares the Chairperson of Examiners Report and the individual examiner’s reports, and any other relevant material, for consideration by the Research Degrees Committee. The Committee decides the outcome of the examination process.

15.5 Examination outcomes

(Relevant Policy Section: Section 10.7 Doctoral Degrees—Academic Policy; Section 10.7 Research Masters Degrees—Academic Policy)

A thesis examination may have one of six outcomes:

1) The thesis is satisfactory and the candidate should be admitted to the degree.

The Research Training Officer prepares and sends the examiners’ reports and a letter to the candidate (Letter of Recommendation of Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

2) The thesis is satisfactory and the candidate should be admitted to the degree subject to non-substantial amendment to the satisfaction of the Chairperson of Examiners.

The Research Training Officer prepares and sends the examiners’ reports, a Revised Thesis Submission Form and a letter to the candidate (Letter of Recommendation of Admission Subject to Non-substantial Amendment), with copies to the Chairperson of Examiners, Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor /s.

If the candidate is an international student, a copy of the advice is also sent to International Relations, who advise DIAC of the situation and obtain an extension of the student’s visa to cover the revision period if required.

The candidate is usually given three months to make the required amendments and submit the revised thesis to the Chairperson of Examiners for approval. The candidate will not usually be reenrolled for the period of revision.

If the amendments are approved the Research Training Officer prepares and sends a letter to the candidate (Letter of Approval of Amendments and Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

3) The thesis is satisfactory and the candidate should be admitted to the degree subject to substantial corrections or supplementation to the thesis to the satisfaction of the Chairperson of Examiners.

The Research Training Officer prepares and sends the examiners’ reports, candidate’s attestation proforma and a letter to the candidate (Letter of Recommendation of Admission Subject to Substantial Corrections), with copies to the Chairperson of Examiners, Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

If the candidate is an international student, a copy of the advice is also sent to International Relations, who advise DIAC of the situation and obtain an extension of the student’s visa to cover the revision period if required.

The candidate is usually given six weeks to make the required amendments and submit the revised thesis to the Chairperson of Examiners for approval. The candidate will not usually be reenrolled for the period of revision.

If the amendments are approved the Research Training Officer prepares and sends a letter to the candidate (Letter of Approval of Amendments and Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

4) The thesis is required to be revised and re-examined.

The Research Training Officer alerts the Dean and Supervisor and arranges a meeting between the Dean, Supervisor and candidate to notify the candidate of this decision. After the meeting the Research Training Officer prepares and sends a formal letter to the candidate (Letter Advising Requirement for Revision and Re-examination), with copies to the Chairperson of Examiners, Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

For subsequent processes, refer to Section 15.6 below.

5) (For Doctoral examinations only) The candidate is awarded an appropriate alternative degree at Master level.

The Research Training Officer alerts the Dean and Supervisor and arranges a meeting between the Dean, Supervisor and candidate to notify the candidate of this decision. After the meeting the Research Training Officer prepares and sends a formal letter to the candidate (Letter of Recommendation of Admission to a Masters Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

6) The thesis is rejected and the degree is not be awarded.

The Research Training Officer alerts the Dean and Supervisor and arranges a meeting between the Dean, Supervisor and candidate to notify the candidate of this decision. After the meeting Research Training Officer prepares and sends a formal letter to the candidate (Letter of Non-admission to a Degree) with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

15.6 Revision of thesis and re-submission for examination

Where the candidate is required to revise their thesis and resubmit it for examination, the Research Training Officer re-enrolls the candidate for twelve months (or an agreed period) and notifies the candidate of their enrolment status.

If the candidate is an international student, the requirement for the candidate to be re-enrolled in order to revise their thesis and resubmit for examination has implications for the student’s visa status. International Relations must be informed of the candidate’s situation. International Relations consult with DIAC and the candidate, the outcome being a decision on whether the candidate is permitted to remain in the country for the necessary additional period.

The candidate submits an Advice of Intention to Submit a Doctoral Thesis or Advice of Intention to Submit a Research Masters Thesis, together with a brief abstract of their thesis, to the Office of Research two months prior to resubmission of their thesis.

The Research Training Officer sends an email to the Dean of the Faculty requesting the nomination of examiners and the examination strategy. A specific Examiner Nominations (Re-examination) Form is used for this purpose. A thesis sent for re-examination will usually be sent to the original examiners, providing they are willing to re-examine the thesis. In some cases, the thesis may only be sent to one or two of the original examiners, where those examiners required the most significant revisions. In some cases, a thesis and the three original examiners’ reports may be sent to an adjudicating examiner who will be charged with deciding whether the changes required by the examiners have been made. A revised and resubmitted thesis would not normally be sent to a panel of new examiners for re-examination.

The re-examination procedure follows the initial examination procedure described in Section 15.4. The examiners are provided with an Examiners’ Report (Re-examination) Form.

15.7 Re-examination outcomes

A thesis re-examination may have one of five outcomes:

1) The thesis is satisfactory and the candidate should be admitted to the degree.

The Research Training Officer prepares and sends the examiners’ reports and a letter to the candidate (Letter of Recommendation of Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

2) The thesis is satisfactory and the candidate should be admitted to the degree subject to non-substantial amendment to the satisfaction of the Chairperson of Examiners.

The Research Training Officer prepares and sends the examiners’ reports, candidate’s attestation proforma and a letter to the candidate (Letter of Recommendation of Admission Subject to Non-substantial Amendment), with copies to the Chairperson of Examiners, Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

If the candidate is an international student, a copy of the advice is also sent to International Relations, who advise DIAC of the situation and obtain an extension of the student’s visa to cover the revision period if required.

The candidate is usually given three months to make the required amendments and submit the revised thesis to the Chairperson of Examiners for approval. The candidate will not usually be reenrolled for the period of revision.

If the amendments are approved the Research Training Officer prepares and sends a letter to the candidate (Letter of Approval of Amendments and Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

3) The thesis is satisfactory and the candidate should be admitted to the degree subject to substantial corrections or supplementation to the thesis to the satisfaction of the Chairperson of Examiners.

The Research Training Officer prepares and sends the examiners’ reports, candidate’s attestation proforma and a letter to the candidate (Letter of Recommendation of Admission Subject to Substantial Corrections), with copies to the Chairperson of Examiners, Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

If the candidate is an international student, a copy of the advice is also sent to International Relations, who advise DIAC of the situation and obtain an extension of the student’s visa to cover the revision period if required.

The candidate is usually given three months to make the required amendments and submit the revised thesis to the Chairperson of Examiners for approval. The candidate will not usually be reenrolled for the period of revision.

If the amendments are approved the Research Training Officer prepares and sends a letter to the candidate (Letter of Approval of Amendments and Admission to Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

4) (For Doctoral examinations only) The candidate is awarded an appropriate alternative degree at Master level.

The Research Training Officer alerts the Dean and Supervisor and arranges a meeting between the Dean, Supervisor and candidate to notify the candidate of this decision. After the meeting the Research Training Officer prepares and sends a formal letter to the candidate (Letter of Recommendation of Admission to a Masters Degree), with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

5) The thesis is rejected and the degree is not be awarded.

The Research Training Officer alerts the Dean and Supervisor and arranges a meeting between the Dean, Supervisor and candidate to notify the candidate of this decision. After the meeting Research Training Officer prepares and sends a formal letter to the candidate (Letter of Non-admission to a Degree) with copies to the Dean, Faculty Research Coordinator, Supervisor and Co-Supervisor / s.

The processes for finalisation of candidature are undertaken, as described in Section 16.

16. Finalisation of candidature

Action taken to finalise a successful candidature, where the student is to be admitted to the degree is as follows:

1) The Research Training Officer sends a copy of the letter to the candidate (Letter of Recommendation of Admission to the Degree) to the Library.

The candidate submits an electronic copy of their thesis or exegesis to the library.

2) The Research Training Officer sends a copy of the letter to the candidate (Letter of Recommendation of Admission to the Degree) and a copy of Recommendation to Award Degree form to Student Administration. On receipt of the correspondence, Student Administration updates the student’s academic record to indicate that the candidate has been awarded a Pass grade for their thesis.

3) The Research Training Officer prepares the Recommendation to Award Degree form for the Chair of the Research Degrees Committee to sign. The Recommendation to Award Degree form is then forwarded to the secretary of the Academic Board, together with a copy of the resolution of the Research Degrees Committee recommending that the candidate be admitted to the degree.

4) If the candidate has been in receipt of a stipend scholarship, and is still receiving stipend payments during the period of examination of the thesis, the Research Training Officer advises Financial Services of the outcome of the thesis examination process and the implications of the outcome on stipend payments.

Where the candidate is not to be admitted to the degree, the Research Training Officer sends a copy of the letter to the candidate (Letter of Non-Admission to a Degree) to Student Administration where action is taken to terminate the student’s enrolment. If the candidate has been in receipt of a stipend scholarship, and is still receiving stipend payments during the period of examination of the thesis, the Research Training Officer advises Financial Services of the outcome of the thesis examination process and the implications of the outcome on stipend payments.

At the conclusion of the examination process the candidate may contact the Research Training Officer to find out the identity of their examiners. The Research Training Officer advises the candidate of the names of those examiners who have consented to be identified.

17. Conferral of award

The Academic Board considers recommendations on admission to degrees and conferral of awards from the Research Degrees Committee.

When the Academic Board has approved the recommendations on the conferral of awards from the Research Degrees Committee, the Academic Board secretary advises the Office of Research and Student Administration of this decision.

Student Administration prepares and sends a letter to the graduand officially informing them of the conferral of the award, inviting the graduand to participate in the next graduation ceremony, and, where appropriate, informing the graduand that they are entitled to use the title of Doctor.

PART C: Forms for research higher degree administration

Area	Transaction	Policy	Form	Authority for approval
Admission	Application for admission to candidature—domestic	Doctors—Section 6 Masters—Section 6	Application for Higher Degree by Research Candidature—Domestic	Chair, RDC
Admission	Application for admission to candidature—international	Doctors—Section 6 Masters—Section 6	Application for Admission to a Higher Degree by Research—International	Chair, RDC
Admission	Application for admission to the register of Supervisors	Doctors - Section 7 Masters - Section 7	Application for the register of Supervisors	Chair, RDC
Candidature Management	Supervision Arrangements	Doctors—Section 7 Masters—Section 7	Research Supervision Agreement	Chair, RDC
Candidature Management	Change to Supervision arrangements	Doctors—Section 7 Masters—Section 7	Application for Change to Supervision Panel	Chair, RDC
Candidature Management	Workspace Arrangements	Statement of Basic Infrastructure Resources and Services for HDR Candidates	Graduate Centre Workspace Request Form	Research Training Administrator
Candidature Management	Confirmation of Candidature	Doctors—Section 8.5—7 Masters—Section 8.5—7	Application to Progress to Confirmed Candidature	Chair, RDC
Candidature Management	Bi—Annual Candidature Progress review	Doctors—Section 8.9 Masters—Section 8.9	Progress Report Form	Chair, RDC
Candidature Management	Change Full—time / Part—time; Internal / External	Doctors—Section 8.2, 8.3 Masters—Section 8.2, 8.3	Application for Change to Attendance Status or Mode of Study	Chair, RDC
Candidature Management	Change program	Doctors—Section 8.11 Masters—Section 8.11	Application for Change to Program	Chair, RDC
Candidature Management	Leave of Absence	Doctors—Section 8.13 Masters—Section 8.13	Application for Leave of Absence	Chair, RDC
Candidature Management	Change research topic	Doctors—Section 8.10 Masters—Section 8.10	Application for Change of Research Topic	Chair, RDC
Candidature Management	Extension to Candidature	Doctors—Section 8.15 Masters—Section 8.15	Application for Extension to Period of Candidature	Chair, RDC
Candidature Management	Request to submit thesis by publication	Doctors—Section 4.3	Application to Submit Thesis by Publication	Chair, RDC
Thesis Examination	Trigger Thesis examination process	Doctors—Section 10.1	Advice of Intention to Submit a Doctoral Research Thesis	Supervisor
Thesis Examination	Trigger Thesis examination process	Masters—Section 10.1	Advice of Intention to Submit a Research Masters Thesis	Supervisor
Exegesis Examination	Trigger Exegesis examination process	Doctors—Section 10.1	DCA/MCA Exhibition Approval	Supervisor
Exegesis Examination	Trigger Exegesis examination process	Masters—Section 10.1	DCA/MCA Exhibition Approval	Supervisor
Thesis Examination	Submission of Thesis for Examination	Doctors—Section 10.1, 10.2 Masters—Section 10.1, 10.2	Higher Degree by Research Thesis Submission Form	Faculty Dean
Thesis Examination	Nomination of Examiners	Masters—Section 10.3	Research Masters Examiner Nomination Form	Chair, RDC
Thesis Examination	Nomination of Examiners	Doctors—Section 10.3	Doctoral Examiner Nomination Form	Chair, RDC