JCU - Handbook for Research Higher Degree Students 2006

Graduate Research School

Handbook
for Research
Higher Degree Students
2007

THE UNIVERSITY MOTTO
CRESCENTE LUCE
light ever increasing

Correspondence concerning research higher degree enrolment or courses
offered at the University should be addressed to:

Graduate Research School
James Cook University
Townsville Q 4811
AUSTRALIA
Telephone: (07) 4781 5861
Facsimile: (07) 4781 6204
E-mail: researchstudenthelp@jcu.edu.au

The University’s World Wide Web home page address is: http://www.jcu.edu.au/
Other official correspondence should be addressed to:

The Registrar
James Cook University
Townsville Q 4811
AUSTRALIA
Telephone: (07) 4781 4111
Facsimile: (07) 4779 6371

ISSN 1441-5267

The information contained in this publication was current as of 2 October 2006.

Part 1 — Application and Admission - PDF
Part 2 — Research Degree Programs - PDF
Part 3 — Scholarships - PDF
Part 4 — Terms of Candidature - PDF
Part 5 — Conduct of Research - PDF
Part 6 — Preparation and Presentation of a Thesis - PDF
Part 7 — Examination Procedures - PDF
Part 8 — Additional Information for Supervisors - PDF
Part 9 — Additional Information for Heads of Schools - PDF
Part 10 — Administration of Research Degree Programs - PDF

Appendices

Appendix A. PhD Degree Requirements - PDF
Appendix B. University Requirements for Masters by Research - PDF
Appendix C. Generic JCU Scholarship Conditions - PDF
Appendix D. Minimum Resources Policy - PDF
Appendix E. Attributes of Graduates of Research Higher Degree Programs - PDF
Appendix F. Conduct of Confirmation Seminar - PDF
Appendix F(contd.) Pre-Completion Seminar - PDF
Appendix G. PhD Thesis Guide - PDF
Appendix H. Reference Style Manuals - PDF
Appendix I. PhD Examiner Information - PDF
Appendix J. Masters Examiner Information - PDF
Appendix K. Criteria for PhD Examiners Summary Sheet - PDF
Appendix L. Criteria for Masters Examiners Summary Sheet - PDF

Part 1

Application and Admission

Entry Requirements

Doctor of Philosophy

Admission to the Doctor of Philosophy (PhD) program is normally granted on the basis of a Bachelors degree with Honours Class I or IIA or a Research Masters degree. Other qualifications may be considered for entry, provided the relevant Head of School certifies that they are at least equivalent in standard to Honours Class IIA of this University. For example, a graduate of at least two years standing with research experience and publications could be considered. Provision is also made for entry on the basis of a completed Coursework Masters degree, provided the applicant has demonstrated an appropriate performance in the research component of the degree and obtained a grade point average of at least credit level or its equivalent elsewhere.

Professional Doctorate

Admission to a Professional Doctorate normally requires at least five years of professional experience in addition to academic qualifications and research experience similar to those required for admission to a PhD. See the relevant faculty handbooks for details.

Research Masters

Admission to a Masters by Research program is normally granted on the basis of a Bachelors degree with Honours Class I or II or a Graduate Diploma of Research Methods (graduates with a three year Bachelors degree) or Graduate Certificate of Research Methods (graduates with a four year Bachelors degree). It is desirable that a grade point average of at least credit level be obtained in the research component of a research methods course. Other qualifications may be considered for entry, provided the relevant Head of School certifies that they are at least equivalent to the standard entry criteria. See the relevant faculty handbooks for details.

English Proficiency

All applicants for admission as Doctoral or Research Masters candidates are expected to have reached an appropriate level of proficiency in English. Unless English is the first language, students must demonstrate English proficiency either through a TOEFL test with a computer-based score of at least 230 and an essay rating of 4.5, or an IELTS score of at least 6.5 with no component lower than 6.

Application Procedures

Applicants for a research higher degree should consult the head of the relevant school before lodging a formal application. The Head of School (or the school’s Postgraduate Liaison Officer) will be able to provide details of the school’s research activities including staff interests and expertise. The School's Web Page is another useful source of information. The application for candidature, an outline of the proposed field of study and the location of the research must be acceptable to the Head of School. It is also essential that qualified members of the academic staff be willing to act as Supervisors.

An applicant for admission as a part-time candidate must satisfy the Head of School and Supervisor that he/she is able to devote adequate time to their planned research higher degree and to maintain regular contact with their Supervisors and school.

Australian applicants (Australian citizens or permanent residents and New Zealand citizens)

Prospective candidates for a research higher degree must lodge an application for admission on the appropriate form through the Graduate Research School on the Townsville Campus (telephone 0747 815861). The form is also available on the web in Application Procedures at:
http://www.jcu.edu.au/office/grs/docs/research_application.pdf.
A description of the thesis topic and a research proposal need to be submitted with the application. This proposal should be approximately 2 pages in length and should be sufficiently specific to enable a judgement to be made by the Head of School and prospective Supervisor(s) about:

the suitability of the applicant’s background; and
the appropriateness of the proposed topic to the research expertise and resources available within the School.

Completed certified academic transcripts and official certification of degrees and diplomas awarded must be attached with the application, unless qualifications are from James Cook University. Two academic referees should be asked to submit comment on the applicant’s suitability to undertake the studies. Their reports should be sent directly to the Graduate Research School.

International applicants

New international applicants should first contact the International Student Centre (telephone +61 7 47 814407 or e-mail InternationalStudentCentre@jcu.edu.au) for advice on application procedures and the availability of scholarships. An online version of the International Postgraduate Application form can be found on the web at: http://www.oia.jcu.edu.au The requirements for a research proposal are the same as for Australian and New Zealand applicants above.

Initial and continuing enrolment

New research higher degree students may apply to enrol at any time during the year. Continuing research higher degree students must complete annual reporting/ enrolment procedures for each academic year of candidature. If candidature and enrolment is not maintained until the thesis is submitted, computing and library access may be terminated.

Fees

Commencing students allocated a quota place under the Research Training Scheme, will be exempt from tuition fees for a defined maximum period (4 years full-time equivalent for PhD and 2 years full-time equivalent for Masters enrolments).
International students are required by the Australian Government to pay tuition fees for all programs, including research higher degrees. Fee scales are tabled in the International Postgraduate Application package.

Readmission after withdrawal from candidature

Former candidates seeking readmission should follow the procedures outlined for new applicants. A detailed program of the work to be completed must be endorsed by the Supervisor and Head of School and attached to the application for readmission. Students who withdraw and subsequently seek readmission to a research higher degree program may not necessarily be able to pursue the same topic or be granted credit for work already done. Each case for readmission will be evaluated on its own merits. However, if a major portion of the research has been completed, consideration will be given to readmission for the same topic with the maximum credit allowed under the relevant degree requirements, provided the application is made within 2 years of withdrawal. Students should be aware that the time for which any previous HECS exemption or RTS place was previously awarded will be deducted from any new allocation under the Research Training Scheme.

Upgrade from Masters by Research to PhD

Students who have enrolled in a Research Masters degree at this University and who are otherwise qualified for entry to the PhD program, may be admitted to PhD candidature with credit for work already completed, if the application is supported by the Supervisor and by the Head of School. Credit can normally be approved to a maximum of 1 year full-time or 2 years part-time work. Students who were not qualified for PhD candidature at the time of initial enrolment in the Masters by Research, but who have completed work of a PhD standard, may be considered for upgrade to provisional PhD candidature after at least six months full-time enrolment. Approval of the upgrade is conditional on successful completion of a confirmation of candidature seminar.
PhD candidature may be confirmed, with evidence of satisfactory progress, after six months full-time provisional candidature.
Research Masters students who have submitted their theses may be provisionally admitted to PhD candidature subject to the award of the Masters by Research degree.

Transfer from another institution

Research higher degree students at other institutions who wish to transfer their candidature to James Cook University must satisfy this University’s relevant degree requirements. In addition, students must provide a formal release from the responsible officer, usually the Registrar, of their previous university. Details of any RTS load consumed must also be provided to the Graduate Research School. The University will not normally accept a candidate who has been enrolled at another institution for more than two years (full-time equivalent) or release a candidate who has been enrolled for more than two years (full-time equivalent).

Credit

Students may be given credit for studies undertaken towards another degree provided that:

the work has not previously been submitted for the degree;
the student has not qualified for the degree and the degree has not been awarded;
the work was adequately supervised and is of an appropriate standard; and
the work was completed after the candidate became eligible for admission to the research higher degree.

The effect of being granted such credit is to reduce the minimum period of candidature before the thesis can be submitted.

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Part 2

Research Degree Programs

Degree Requirements

Doctor of Philosophy

The PhD degree is an essential prerequisite for research and academic careers in most disciplines. At James Cook University, the PhD is a University degree. That is, it is awarded by the University, not by the faculties as are undergraduate degrees. This means that all students have to comply with the same requirements (see Appendix A), be they in Science, Engineering, Humanities, Law etc. As the PhD is a University degree there is a set of procedures to ensure that all students across all disciplines receive equal treatment under the Doctor of Philosophy Degree Requirements.

Professional Doctorate

The term Professional Doctorate is taken to mean a program of research, scholarship and advanced study which enables students to make a significant contribution to knowledge and practice in their professional context. Professional Doctorates may be awarded by research or by coursework (see relevant faculty handbook for details). To be regarded as a research degree, a Professional Doctorate must comprise at least two-thirds research. Professional Doctorates are faculty degrees administered at James Cook University through the Board of Higher Degrees by Research. Faculty requirements for Professional Doctorates can be found in the relevant faculty handbooks.

Higher Doctorate

Higher Doctorates are faculty degrees which are awarded to very distinguished, established researchers for original work of distinction which constitutes a substantial contribution to the knowledge and understanding of any branch or branches of learning with which the corresponding faculty is concerned. Higher Doctorates are administered at James Cook University through the relevant faculty. Faculty requirements for Higher Doctorates can be found in the relevant faculty handbooks. Application for candidature is normally made in writing to the Registrar.

Masters by Research Degree

A Masters Degree by Research is a research higher degree which is smaller in scope than a PhD and has less stringent entry requirements. Masters by Research degrees are faculty degrees administered at James Cook University through the Board of Higher Degrees by Research. Generic requirements for Masters by Research degrees can be found at Appendix B. Faculty requirements for Masters by Research can be found in the relevant faculty handbooks.

Role of the School and Supervisors

Degree requirements are there to guide progress and to protect the student. The bulk of student contact with the University will be via Supervisors and the home school.

The Principal Supervisor

“Principal Supervisor” means a person who meets the criteria for full supervision status as recognised by the Register of Supervisors; and is a member (or adjunct member) of the academic and research staff of the University in a school in which the candidate is enrolled
This is the person with whom students have the most contact. Supervisors will help with the choice of research topic, with the design of the investigations which are involved in seeking the answers to the questions posed, and in the writing of the thesis which will be submitted at the end of the process. The conduct of research for a higher degree is a very personal experience, with a close working relationship between student and Supervisor being most desirable. If any difficulties arise in the progress of the research then in the first instance they should be discussed with the Principal Supervisor.

The Register of Supervisors

“Register of Supervisors” means a list of academic and research staff of the University and other persons who are qualified to be appointed as Supervisors of candidates undertaking a Doctor of Philosophy or Masters by Research degree.
Principal Supervisors, Co-supervisors and Associate Supervisors are staff members who have been accredited by the University as people with the appropriate training and experience to supervise research higher degree students in various defined capacities appropriate to their expertise, experience and institutional affiliation (see Part 8 for details). All qualified staff members are listed on the Register of Supervisors which is regularly updated and monitored by the Board of Higher Degrees by Research Committee.

Board of Higher Degrees by Research Committee

“Board of Higher Degrees by Research Committee” (BHDRC) means a group appointed to monitor the supervision of research higher degree candidates and to report to the Board of Higher Degrees by Research (BHDR).
This is the central University committee which oversees the workings of research higher degrees, formulates policy relating to the provision of supervision of the degrees and ratifies the various decision points during research higher degree candidature. The Board of Higher Degrees by Research Committee comprises an elected representative from each of the faculties, the Pro-Vice-Chancellor (Research and Innovation), a postgraduate student representative, a Cairns Campus staff member, the Dean of Graduate Research Studies (Chair) and two Deputy Deans (from Townsville and Cairns campuses).

Research Student Monitors

“Research Student Monitor” means a person qualified to be a Level One Supervisor on the Register of Supervisors, from a school other than that of the candidate, who is appointed to the Supervisory Committee by the BHDRC, to ensure that all procedures relating to the candidature are fulfilled, especially with respect to the confirmation of candidature and pre-completion seminar processes. (See Section 4. Terms of Candidature)

The Supervisory Committee

“Supervisory Committee” means a group convened to support the Principal Supervisor and the Head of the School in their supervision of a candidate
When a research higher degree student commences candidature, the school appoints a Principal Supervisor and one or more Co-supervisors and/or Associate Supervisors, appointed at the level appropriate to their expertise and institutional affiliation. At least one member of the Supervisory Committee must be a Level One Supervisor on the Register of Supervisors. In consultation with the Head of School, the Dean of Graduate Research Studies appoints to the Supervisory Committee a Research Student Monitor who is not a member of the student's school.

Postgraduate Liaison Officer (PLO)

Every school has a Postgraduate Liaison Officer and some of the larger schools have a PLO in each discipline and/or campus. The PLO is normally the person who arranges the various seminars that research higher degree students have to give during their candidature. This is the person students should contact if they perceive that there are problems with Supervisors over any issues in their research. If the Supervisor is the PLO, and students feel the need to discuss an issue or problem, they can go to their Head of School. The PLO is also responsible for the school induction program as outlined in Appendix D.

Head of School

From the point of view of a research higher degree student, the Head of School is the person who takes responsibility for allowing the enrolment of the student, as this is essentially based upon the availability of resources, human, physical and financial, to allow the research to proceed. The Head of School is responsible for allocating those resources. The Head of School is also the person who is responsible for the final choice of examiners of a thesis and, in conjunction with the Principal Supervisor, in making recommendations to the Board of Higher Degrees by Research Committee on the final award of the degree after the examination process has been completed. The Head of School may also be a Supervisor. The Head of School should not normally be a PLO. This arrangement means that if there are perceived problems with a Supervisor it should be possible to find one person to whom that problem may be taken. In the unusual case where the Head of School may be both Principal Supervisor and PLO, then students can go to their Research Student Monitor or the Dean of Graduate Research Studies for advice.

The Graduate Research School

The Graduate Research School is charged with the process of admission and enrolment. It is also concerned with the maintenance of all student files kept by the University on the progress of research candidature and with the process of examination of theses.

Dean of Graduate Research Studies

This person chairs the Board of Higher Degrees by Research Committee and oversees, through the Graduate Research School, all the academic decision making duties concerned with research higher degree students and liaises closely on all matters of admissions, progress and examinations. The Dean is also the person with whom candidates have direct access if problems or concerns with the process of supervision or progress cannot be resolved at school level.

Appeals

At all points in the progress towards the degree there are processes to allow a candidate to appeal against any decision by the Board of Higher Degrees by Research Committee. These procedures are provided for the candidate's benefit and the candidate should be aware of them. (See relevant degree requirements for details)

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Part 3

Financial Assistance

Scholarships

Australian citizens and permanent residents

The major awards for Australian citizens and permanent residents are the Australian Postgraduate Award (APA) and the James Cook University Postgraduate Research Scholarships (JCUPRS).
The above awards are administered by the Graduate Research School. All enquiries about eligibility criteria, applications, suspensions of payment, extensions, and claims should be directed to the Graduate Research School.
Other awards from external sources such as the National Health and Medical Research Council (NHMRC), government agencies and private foundations may also be available, depending on the field of study.
Scholarships may also be available where the research topic is related to a research project being undertaken by the Supervisor and funded by the Australian Research Council or some other outside agency.
The generic conditions relating to Research Scholarships at JCU (excluding APA, APA(I) and JCUPRS awards) can be found at Appendix C.

School Support

The University has approved policy on the Minimum Standard of Resources and Facilities and other Support Provided for Research Higher Degree Students. See Appendix D.

Tuition Fees Exemption

Commencing students allocated a place under the Research Training Scheme, will be exempt from tuition fees for a defined maximum period (4 years full-time equivalent for PhD and 2 years full-time equivalent for Masters enrolments).

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Part 4

Terms of Candidature

Initial and Continuing Enrolment

New students may apply to enrol in a research higher degree program at any time during the year. However, it is preferred that new candidates complete enrolment procedures by March or August. Continuing research higher degree candidates must complete annual reporting/enrolment procedures in each academic year of candidature. If candidature and enrolment is not maintained until the thesis is submitted, computing and library access may be terminated.

Generic Skills Training

All research candidates are normally expected to undertake a program of transferable (generic) skills training as detailed in Appendix E.
Each candidate should develop an individual program in collaboration with the Principal Supervisor as soon as possible after the commencement of candidature to reflect their research training needs and career aspirations.
Each candidate’s progress will be reviewed as part of the confirmation of candidature, annual reporting, and pre-completion seminar processes.

Confirmation of Candidature

Overview

Admission to research higher degree candidature is provisional. Each full-time PhD candidate normally has up to six months (part-time candidates twelve months) to have their candidature confirmed. (Masters by Research normally four months full-time, eight months part-time.)

The procedure for confirmation of candidature involves three components.

The candidate prepares a project proposal of approximately 2,000-words including the aims, methodology, and progress to date, and any other academic issues arising from the program of work. The proposal should include details of all resources required for the project including a project budget. It is a good idea to include a publication plan.
The candidate then gives a verbal presentation of this material (or parts of it as approved by the Principal Supervisor) in a seminar. The candidate’s Supervisory Committee (i.e. Principal Supervisor, the Head of Discipline, the Head of School, the candidate's Research Student Monitor and any Co-supervisors or Associate Supervisors (or nominees)) will be present at the seminar. Other interested persons are also encouraged to attend.
The candidate must produce a substantive piece or pieces of scholarly writing and/or substantive progress towards artistic work related to the research, eg a literature review or papers published and related to the research, but as specified by the Head of School, to the Principal Supervisor and the Head of School for approval at least one week before the scheduled seminar. Candidature will not be confirmed until the substantive writing is completed to the satisfaction of the Principal Supervisor and Head of School

The additional work should normally be available at the seminar for perusal by the Research Student Monitor.

Objectives

Confirmation of candidature is a formative process for candidates. It is an opportunity:

To facilitate timely completion of research higher degrees by assisting candidates to focus and plan their research in a scholarly context.
To increase the quality of research by providing candidates with public feedback during the planning stage of their research.
To facilitate the acquisition of generic skills, essential to effective researchers

(see Appendix E):

seminar presentation
proposal writing
scholarly writing appropriate to the discipline.

To ensure that it is feasible for the candidate to have access to the resources required for the project. If this is not possible the project will usually have to be redesigned.
To ensure that the research complies with all University requirements for fieldwork safety, ethics approval, research protocols and State and Federal permit requirements (see Part 5 –Conduct of Research).

Responsibilities

It is the responsibility of each Principal Supervisor, in the period before confirmation of candidature, to develop with the candidate a research work schedule or timetable and arrangements for regular consultation.

A suggested Checklist between Student and Supervisor(s) can be found in Forms, under Links for Staff and Students at: http://www.jcu.edu.au/office/grs/docs/Supervisor_Student_Agreement.pdf
Shortly before confirmation proceedings are due, the Principal Supervisor should read and comment on the project proposal of approximately 2,000 words and the additional scholarly written work which the candidate is required to present as part of those proceedings. It is usual for the candidate’s Principal Supervisor to attend rehearsals of the Confirmation of Candidature seminar presentation and to provide constructive comments.

It is the responsibility of the candidate to develop, with the Principal Supervisor, a work schedule and arrangements for a series of consultation periods; and to produce the project proposal of approximately 2,000-words plus the piece(s) of substantive writing. Note: it is not the job of the Supervisors to write any part of the candidate’s thesis, including the confirmation of candidature presentations. This is strictly forbidden. Candidates may be subject to exclusion from the program if they present the work of others as their own. Supervisors may be removed from the Register of Supervisors if they contribute directly to the material presented as part of the candidate’s work.

The Procedures for Confirmation of Candidature (including the special case of transferring from a Masters by Research degree program to the PhD)

Starting the Procedures

Full-time PhD candidates may ask that their confirmation of candidature process be started at any time during the first six months of candidature (four months for full-time Masters by Research candidates). The process must however, commence within these time frames. If the candidate does not request that the process begin within the first six months of enrolment then, unless special circumstances exist, a student may be asked to show cause why candidature should not be terminated. For part-time PhD candidates this period is twelve months (eight months for part-time Masters by Research).

Candidates have a right to request formally that procedures for confirmation of candidature commence without, or contrary to, the advice of their Principal Supervisor, Head of School, or Research Student Monitor but obviously this should only occur in extremely unusual circumstances. Normally candidates would make the request only after the Principal Supervisor (at least) has had the opportunity to assess the project proposal of approximately 2,000-words and proposed presentation, and advised the candidate accordingly.

The Written Project Proposal

Each candidate will be required to present a project proposal of approximately 2,000-words. The proposal should be accompanied by a formal request to commence procedures for the confirmation of candidature. The proposal and request should be submitted to the Principal Supervisor, who will then advise the school Postgraduate Liaison Officer to commence procedures for the candidate to present the seminar. A copy of the project proposal and notice of the seminar arrangements must be submitted to the Graduate Research School at least seven days before the date of presentation of the seminar. If appropriate, the University Statistician will be asked to check the statistical design for the project.

The Seminar Presentation

The school Postgraduate Liaison Officer (PLO) will normally organise and publicise the candidate’s seminar. (See Appendix F.) The seminar presentation will take place not less than one week or more than one month from the date of the candidate’s request for procedures to commence.

Generally speaking, the seminar should take 30-40 minutes to present and candidates should be prepared to answer questions from the audience for a further 30 minutes. Presentation of research results is an integral part of the research process and since many successful research higher degree candidates will later become tertiary level teachers, this seminar is an important part of the candidate’s training. Candidates should consult with their school Postgraduate Liaison Officer if advice on the presentation is required.

The Confirmation of Candidature Seminar is expected to be a public event unless this is precluded by a confidentiality agreement with an industry partner in the research.
If the candidate is unable to deliver the seminar in person, two alternatives are permissible:

The seminar is delivered by videoconference;
The candidate provides a video of their seminar presentation (PAL format) to the PLO. This is viewed by their Supervisory Committee in the normal manner. The candidate is then questioned at a pre-arranged time by teleconference.

Teleconferencing alone is not permissible.

The Scholarly Written Work

The Research Degree Requirements specify that the candidate must submit a substantive piece (or pieces) of scholarly writing and/or substantive progress towards artistic work related to the research, e.g. a literature review or papers published and related to the research, within the confirmation period. This work is additional to the project proposal. Each school has produced guidelines for this work which the candidate should follow. The written work will be evaluated by the Principal Supervisor and Head of School who will report to the Board of Higher Degrees by Research Committee on the work, as part of the confirmation process.

Assessment for Confirmation of Candidature

Assessment for confirmation of candidature is undertaken on the basis of the written project proposal, the seminar presentation and the additional scholarly written work specified by the school.

Note: Confirmation of Candidature will not be approved until ethics approval that is integral to the project has been obtained. It is the responsibility of the student to inform the Graduate Research School when the approval number is obtained.

The seminar presentation and the proposal are reported upon by the members of the candidate’s Supervisory Committee in a combined report to the Dean of Graduate Research Studies, through the Graduate Research School.

In considering the reports on the seminar presentation the Dean of Graduate Research Studies may interview the candidate, and if appropriate, any member(s) of the Supervisory Committee, and any other relevant person. The Dean of Graduate Research Studies may make suggestions to the candidate as to how the research might be improved and may seek independent peer review. The Principal Supervisor and the Head of the School are also informed of such suggestions. Candidates are encouraged to accept such advice as part of the formative process of Confirmation of Candidature.

In the great majority of cases it is very unlikely that such interviews (either of the candidate or anyone else) will be necessary. They will only occur if the Dean of Graduate Research Studies has been advised of major problems in the report.

One of five courses of action will be approved by the Board of Higher Degrees by Research Committee:

Confirmation of candidature.
Confirmation of candidature when additional specified work has been satisfactorily completed and approved by the Head of School.
Reconsideration of candidature within six months of the initial presentation, subject to work undertaken to the satisfaction of the Board of Higher Degrees by Research Committee. A second seminar presentation may be required.
Candidature for Doctoral studies be replaced by candidature for Masters studies with the provision that the applicant may re-present the seminar within six months of the initial presentation.
The candidate be asked to show cause why his or her candidature should not be terminated.

The Graduate Research School will advise the candidate in writing within 14 days of the decision together with advice of the candidate’s right of appeal. The candidate will also be provided with a copy of the confirmation of candidature report to the Board of Higher Degrees by Research Committee.
The Evaluation of Seminar: Confirmation of Candidature form can be found on the web at:
http://www.jcu.edu.au/office/grs/docs/confirmation_of_candidature_form.pdf

Special Cases for Confirmation of Candidature

Candidates approved to complete candidature away from the University.
It is possible for a candidate to be given provisional candidature and not be resident near any campus of the University. If the candidate is unable to deliver the seminar in person, two alternatives are permissible:
1. The seminar is delivered by videoconference;
2. The candidate provides a video of their seminar presentation (PAL format) to the PLO. This is viewed by their Committee in the normal manner. The candidate is then questioned at a pre-arranged time by teleconference.
  Teleconferencing alone is not acceptable.
Candidates upgrading from a Masters by Research to a PhD degree.

Candidates who originally registered for a Research Masters program may (under Doctor of Philosophy Degree Requirement 2.4), if approved, upgrade to enrolment in a PhD.
Such candidates must, at the time of application, complete the confirmation of candidature process as outlined above, irrespective of whether they completed confirmation of candidature at Masters level.

The upgrade and confirmation of candidature form can be found at: http://www.jcu.edu.au/office/grs/docs/UPGRADE_APPROVAL_AND_CONFIRMATION_OF_CANDIDATURE_FORM.pdf

Duration of Candidature

Full-time PhD candidates are normally expected to complete the program within two to four years from the official date of commencement. Full-time Masters by Research candidates, within one to two years. This period includes any time credit, which may have been granted, as well as the period of provisional candidature.

Extension of Candidature

It is important to note the relevant University Requirements state that the total of approved extensions during the period of full-time PhD candidature should not exceed 12 months (2 years part-time), and 6 months during full-time Masters by Research candidature (one year part-time). Any further extension of candidature must be approved by the Board of Higher Degrees by Research Committee and will be granted only in exceptional circumstances.

Applications for extension of candidature, which should include the recommendation of the Principal Supervisor and the Head of the School, must be submitted on the approved form to the Graduate Research School for approval by the Dean of Graduate Research Studies. The form can be found at
http://www.jcu.edu.au/office/grs/docs/Variation_of_Candidature_Form.pdf

Attendance at the University

Candidates typically work at one of the University’s campuses with potential day-to-day contact with the Supervisors. However many variations of this occur. For example, candidates in Anthropology may need to work overseas for considerable time periods in the field, and others, e.g. molecular scientists, might profitably spend a year in another institution’s laboratories. Such institutions might be another university or organisations such as AIMS or CSIRO. This variation is allowed for in the degree requirements. Some candidates may, if the Board of Higher Degrees by Research Committee approves, undertake their candidature away from the University subject to agreed arrangements.

Off-campus candidates are required to keep in regular touch with the University community by e-mail. A forwarding address to a private ISP can be set up by following the steps at: http://www.library.jcu.edu.au/InfoHelp/faq.shtml#Email
Such students should negotiate a schedule of regular contact with their Supervisors.

Employment Restrictions on Full-time Candidates

Full-time research higher degree candidates should discuss any employment plans with their Head of School and Principal Supervisor to ensure that they are satisfied that the candidate’s progress will not be impeded. Most scholarships also involve employment restrictions and scholarship holders should check the conditions of their awards before accepting employment. The Graduate Research School can provide advice on employment restrictions in relation to research scholarships. A copy of the University’s Generic Scholarship conditions can be found at Appendix C.

Restrictions on other Study

Full-time research higher degree candidates may not concurrently enrol in any other course of study at the University or elsewhere without the written permission of their Head of School and the Dean of Graduate Research Studies. Normally, concurrent enrolments will only be considered when the total enrolment does not exceed a full-time load.
PhD students may complete up to a total of 18 coursework units within their candidature (6 units per year) and Masters by Research students, 12 coursework units (6 units per year).
Subjects must normally be related to the project.

Suspension of Candidature

Candidates are expected to pursue their research higher degree programs without interruption. However, permission may be sought for a period of suspension on grounds of illness or other reasons that prevent the candidate from proceeding with his or her studies. If there are extenuating circumstances necessitating suspension the case must be considered formally by the Board of Higher Degrees by Research Committee. The application must be supported by the Principal Supervisor and Head of School and forwarded to the Graduate Research School for approval.

If a candidate is unable to resume by the date specified, he/she may either apply for a further period of suspension or request withdrawal from candidature and then apply for readmission at a later time, usually within 2 years, with the provision for full credit for work already completed.
Scholarship holders should note that suspension periods are restricted under their conditions of award.

Withdrawal

A research higher degree candidate may withdraw from the program by advising the Dean of Graduate Research Studies in writing. Notice of withdrawal must be made through the Supervisor and Head of School. Students who withdraw and subsequently seek readmission to their program may not necessarily be able to pursue the same topic or be granted credit for work already done. Each case for readmission will be evaluated on its own merits. However, if a major portion of the work for a research higher degree has been completed, consideration will be given to readmission for the same topic with the maximum credit allowed under the relevant degree requirements, provided the application is made within 2 years of withdrawal.

Candidates intending to seek readmission should refer to the Application and Admission section of this Handbook. An RTS place will generally no longer be available if a candidate withdraws or allows their candidature to lapse.

Show Cause

A candidate may be required to show cause why his or her candidature should not be terminated for failure to meet any prescribed condition. The formal conditions for termination of candidature are outlined in the relevant degree requirements. The Board of Higher Degrees by Research Committee will, by written notice, call upon the candidate to show cause within a specified time why his or her candidature should not be terminated.

Progress Reports

It is a University requirement that each research student submit an annual progress report. The purpose of this report is to ensure that progress on the candidate’s thesis is proceeding according to plan. It is to everyone’s advantage if such reports identify problems as early as possible. As there is a year between each report, if unresolved problems are identified, the Dean of Graduate Research Studies normally contacts the Head of School and ask that they be followed up. These problems may be academic, but are often about access to resources or supervision. Candidates are asked to be frank in their report. The Board of Higher Degrees by Research Committee is very keen to see problems resolved in a timely manner as it is important to everyone involved that candidates complete their degrees successfully.

Progress Report forms must be completed by all research students in late November each year. The forms can be found at http://www.jcu.edu.au/office/grs/docs/progress_report_form.pdf

Variation of Candidature

The following variations of research higher degree candidature require written approval by the Head of School and the Dean of Graduate Research Studies:

suspension of candidature (see notes above)
change of candidature status (part-time, full-time)
change of enrolment status (on-campus, off-campus)
addition/withdrawal of a subject
withdrawal of candidature
change of field of study or research and/or of school
change of Supervisor or appointment of additional Supervisor(s).

Candidates should complete a Variation of Candidature form, available from the Graduate Research School or on the web at: http://www.jcu.edu.au/office/grs/docs/Variation_of_Candidature_Form.pdf

Grievances and Problems During Candidature

A candidate who considers that he/she has a serious problem with any aspect of candidature should first attempt to reach a solution through Supervisors, and the school Postgraduate Liaison Officer or if appropriate, the Head of School. A candidate who wishes to obtain advice external to their School, can consult their Research Student Monitor or the Dean of Graduate Research Studies.

If the matter remains unresolved, the candidate should follow the steps in grievance resolution as outlined in the policy document Grievances: Policy and Procedures. This document can be obtained from the Graduate Research School or on the web at: http://www.jcu.edu.au/office/grs/links/grievance_procedures.html

The University's harassment procedures can be found on the web at: http://www.jcu.edu.au/office/Policy/pershar2.htm

Pre-completion Seminar

Overview

Candidates are required to present an overview and synthesis of major findings of their thesis in a public forum at a pre-completion seminar, at three years (full-time equivalent) for research doctoral candidates and 1.5 years (full-time equivalent) for research Masters candidates, or at least six months before the planned submission date for the thesis, whichever is earlier.
One week before the seminar, the candidate is required to submit a written piece of work (eg a publication, chapter of the thesis or other evidence of academic writing skills as specified by the Head of School) for the Supervisory Committee’s consideration.
The option of an oral examination should also be discussed.
The candidate’s Supervisory Committee (or nominees) must attend the seminar and meet after the seminar to discuss the outcome.

Objectives

To improve the quality of research by providing candidates with public feedback during the final stages of thesis writing.
To facilitate the acquisition of generic skills essential to researchers by providing candidates with the opportunity to present the results of their work orally and defend them.
To increase the likelihood that the thesis will be of an appropriate standard on submission by providing the candidate's Supervisory Committee with an opportunity to evaluate the scope of the research before the thesis is submitted.
To provide an opportunity to present a plan for the publication of the results of their work which are as yet unpublished.

Procedures

See Appendix F (contd)
The Evaluation of Pre-completion Seminar form can be found on the web at:
http://www.jcu.edu.au/office/grs/docs/evaluation_exit_seminar.pdf

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Part 5

Conduct of Research

Statement and Guidelines on Research Practice
The University’s policy on Code of Conduct for Responsible Practice of Research can be found at:
http://www.jcu.edu.au/office/Policy/avcchd.htm

General Principles

It is a basic assumption of the University that academic and research staff, and postgraduate research students, are committed to high standards of professional conduct. Researchers have a duty to ensure that their work enhances the good name of the University and the profession to which they belong.
Researchers should only participate in work which conforms to accepted ethical standards and which they are competent to perform. When in doubt they should seek assistance with their research from their colleagues, peers or Supervisors. Debate on, and criticism of, research work are essential parts of the research process.
The University and its researchers have a responsibility to ensure the safety of all those associated with the research. It is also essential that the design of the project takes account of any relevant ethical guidelines. Research must comply with established guidelines such as the NHMRC Statement on Human Experimentation and Supplementary Notes (1999). Where research procedures are of a kind requiring approval by a human or animal experimentation ethics committee, or by other validly constituted regulatory committees, research must not proceed without such approval.
If data of a confidential nature are obtained, for example from individual patient records or from certain questionnaires, confidentiality must be observed and researchers must not use this information for their own personal advantage or that of a third party. Secrecy may also be necessary for a limited period in the case of contracted research or of non-contractual research which is under consideration for patent protection. In general, however, research results and methods should be open to scrutiny by colleagues within the University and, through appropriate publication, by the profession at large.
In general conduct, and in the conduct of research, there should be no display of bias or prejudice towards other persons based upon their race, creed, gender, physical disabilities, or for any other reason.

Requirements for ethical clearance

Research workers undertaking experimentation that involves humans, animals, or genetic manipulation are required to have the ethical aspects of their project considered by the Principal Supervisor and Head of School, and projects must be approved by the appropriate Ethics Review Committee. Research which employs known pathogens/ carcinogens or ionising radiation must also be cleared with the Radiation Safety Officer.
Research may not commence before the required clearances are obtained. Information about specific requirements and application forms may be obtained from Supervisors, Heads of Schools or the Ethics Administrator. Further details on the application process and relevant forms are available on the University’s Research Office web page at:
http://www.jcu.edu.au/office/research_office/Ethics/index.html

Manipulative research on protected fauna or flora, in national parks, or in the Great Barrier Reef Marine Park will require permits from the relevant regulatory agency. If research is on land or sea which is or is likely to be under claim by Indigenous peoples, these agencies will also be required by law to notify the traditional owners before a research permit can be issued. Such permits are likely to take several months to issue and this delay needs to be factored into the research timetable.

Confidentiality of data

In some disciplines, particularly in the Social Sciences and Health fields, research workers must obtain the consent of individuals to gather and record data concerning them. Those who have made the research possible must be protected from inconvenience or embarrassment through the release of personal information. The confidentiality of individual records must be protected during and after the study, and anonymity must be preserved in the publication of results. Research workers must not use such information for their own personal advantage or for that of a third party.
To the best of their ability, research workers will conform to the principles laid down in relation to confidentiality, by such bodies as NHMRC, The Helsinki Declaration, and The American Psychological Association.

Retention of data

The University requires all data to be recorded in a durable and appropriately referenced form. It is strongly recommended that original data be retained in the school in which the data were generated. It is “data” on which publications are or will be based, that are to be retained or their location recorded, not materials. For example, raw samples gathered during a field trip, electronically recorded interviews, or serum taken from subjects would be kept only for a sufficient period to collate and analyse those samples.
Only aggregate data that are to be used for publication need to be kept, and this should be for a minimum period of five years. It is a good idea to include a CD record of the aggregate data on which the thesis is based, in the bound copies of the thesis that are lodged in the School library.

Confidentiality agreements and contractual arrangements

Any contract with an external company or agency relating to a research higher degree program must be referred to and processed through Research Services.
A research higher degree student may not, as part of a degree program, undertake research which requires the student to sign a confidentiality agreement imposing restrictions on the publication of any material resulting from their thesis, without prior approval from the Dean of Graduate Research Studies. Students and their Supervisors should make an appointment with the Dean to discuss their situation before signing any such agreement.

Intellectual Property

Intellectual property has many facets including the following areas of particular relevance to research: copyright, patents, authorship, and managing confidentiality within a research project.
Submission of the thesis requires the student to sign a statement of originality, and it is implicit in the statement that the text has been written by the student in his or her own words. In legal terms, it is the student who has copyright in the thesis. Section 31(1)(a) of the Copyright Act 1968 (Cth) confers on the owner of copyright in a work, the exclusive right to reproduce it in any material form, and to publish the work.
Universities are able to supply a copy of the thesis to a person who requires it for study/research purposes. The Australian Copyright Council believes that if a university wishes to supply a thesis copy to a person who intends to use it for business purposes, then the permission of the author must be obtained.
Generally, the author of a work is the owner of copyright in it. In the same way, an inventor is the owner of a patentable invention. However, there are a number of cases in which these rights are modified or overridden by law or agreement. For example, an agreement to assign copyright can be effected in writing, either before or after work is produced.
Information on the University’s intellectual property policies may be obtained from the Research Development Officer in Research Services.
If a student is also employed by the University and makes an invention in the course of his or her work as a staff member, the University will have rights over the invention.
Ownership of copyright or a patent will also depend on contributions made by others to the work. In cases where the ideas or other work of a Supervisor contribute significantly to a project, the student may have only a joint interest or, in some cases, no interest in the underlying intellectual property referred to in the student’s written work. However, a student will own copyright in his or her thesis on the basis that it must be the student’s own work in order to qualify as a thesis.
As noted earlier, ownership of copyright and inventions may be transferred by agreement. In recent years there has been a significant increase in industry-linked research scholarships. These arrangements with third parties are beneficial to students as they provide resources and research topics for their projects. However, third parties may require rights to intellectual property in return for their input. In such cases, students need to be aware of the implications of undertaking research supported by third parties in that there may be restrictions on or transfer of their rights.
For example, publication from a thesis may be subject to a period of restriction. However, the University will use its best efforts to ensure that students retain copyright in their theses and that conditions imposed by sponsors do not prejudice the students' interests. In some cases difficult decisions may have to be made by the student and the University about the impact of such conditions and whether to accept the support. The University's policy document on Students and Intellectual Property can be found on the web at: http://www.jcu.edu.au/div2/rido/ip.html

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Part 6

Preparation and Presentation of a Thesis

There is a wide range of disciplines in which theses are written so this information will not necessarily cover all of the specific descriptions. Research higher degree candidates should consult with their Principal Supervisor regarding matters such as style and requirements peculiar to the particular field of research, before preparing the final draft of the thesis. Various style manuals are used within the University and most are held by the Library. University Guidelines for writing theses can be found at Appendix G. These guidelines are supplied to examiners.

Presentation

Candidates are encouraged to use a good word processing or desktop publishing computer package combined with a high quality printer to ensure that presentation is both clear and attractive to the reader.

The preferred typescripts are Times 11, Times New Roman 11, Ariel 11 or Ariel Narrow 11, although another font of similar size and appearance is acceptable.
It is recommended that a master copy, printed on one side only of the paper, be prepared in the first instance. Final copies can then be photocopied on good quality paper (e.g. bond).

Layout

The paper used must be international size A4 (297mm x 210mm).
A line spacing of at least 1.5 is required.
Footnotes, if used, should be placed at the foot of the page to which they refer and not be carried over to another page.
Left (spine) margin should be no less than 35 mm.
Right, top and bottom margins should be no less than 25mm to allow adequate room for trimming.
Diagrams, maps, photographs etc. interleaved in the text should be included in the page sequence and numbered accordingly.

Thesis pages may be double sided on copies submitted for examination.
Other media e.g. Video-tapes CD/DVD:

Use high quality video tapes and VHS format.
There are preservation and access risks associated with the use of information stored on computer disk. To overcome this problem include an associated printout of data.

Size of the Thesis

The thesis should not normally exceed the maximum number of words specified below:

Bachelor Honours and Graduate Diploma	30,000
Masters by Research	60,000
Professional Doctorate	50,000
Doctor of Philosophy	100,000

The limits set above are exclusive of appendices, bibliographies, etc.
Before producing final copies of a thesis for submission, the candidate should ensure that:

all typing and other errors have been corrected;
the spelling, grammar, punctuation and choice of language are of an appropriate standard; and
the bibliography is complete and exact.

Attention to textual detail is essential as mistakes are extremely irritating to examiners and divert them from the substance of the thesis.

Order and Format of Contents

Title page of the thesis
Signed statement of access
Signed statement of sources
Statement on the contribution of others including financial and editorial help
Acknowledgements
Abstract (500-1,000 words)
Table of contents
List of tables
List of figures
List of plates
Main text
Bibliography (normally Harvard)
Appendices

The title page should show:

surname and full given names and degrees and/or professional qualifications already held by the candidate;
full title of the thesis;
degree for which the thesis is submitted;
School(s) or equivalent in which the candidate submitted the work;
name of the University; and
date of submission of the thesis – the month and year.

Examples of the title page and statement of access can be found at: http://www.jcu.edu.au/office/grs/links/submission_of_thesis.html

The Contribution of Others

In all cases, it is imperative that candidates acknowledge the work of others. This includes full and proper citation of all quotations, conclusions or findings reached by others, and important ideas or concepts. Since contemporary research, and the work of research higher degree candidates in particular, is increasingly collaborative or team-based, contributions to the research project by others are inevitable in almost every case. Research may be jointly published, may be carried out in collaborative teams, and may be done and/or written with the technical, theoretical, statistical, editorial, or physical assistance of others. A statement precisely outlining the contributions of others to the intellectual, physical, and written work must be set out at the beginning of every research higher degree thesis. When the thesis contains work that is also part of jointly-published papers, the contribution of the candidate and of others must be clearly stated at the beginning of the chapter and the publication details clearly cited.
Statement of the contribution of others should include (as appropriate):

Fees
Stipend support
Supervision
Other collaborations
Statistical support
Editorial assistance
Research assistance
Any other assistance
Project costs
Use of infrastructure external to JCU
Use of infrastructure external to organisational unit within JCU

Thesis Submission

Three copies of a doctoral thesis must be submitted to the Graduate Research School for examination (four copies if there are three examiners); three copies for a Masters by Research examination. The thesis must be bound in a temporary form so that any corrections, which may be required following the examination, can be easily inserted. Theses should be bound with machine-sewn binding not ring back, thermal or brace binding, as these other binding methods can result in damage during handling and transit.

Library Copy of the Thesis

A final unbound copy of the thesis and normally a PDF file on CD must be lodged for deposit in the Library prior to conferral of the degree by the Council of the University.

Reference style manuals

See Appendix H.

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Part 7

Examination Procedures

Examiners wish to ascertain whether the thesis provides a contribution to knowledge with a level of originality consistent with 3 to 4 years full-time study (PhD or professional doctorate) or 2 years (Masters by Research) and supervised research training at the postgraduate level. Moreover, they are concerned that the thesis reveals a capacity to relate the research topic to the broader framework of knowledge in the disciplinary area in which it falls. Examiners will also be looking for soundly based methodology, appropriate data analysis, and for conclusions that follow from the results. The strengths of a thesis will be more obvious if it is clearly, accurately, and cogently written and suitably documented. A copy of information sent to examiners of research theses can be found at Appendix I (PhD) and Appendix J (Masters by Research).

Normally, the Principal Supervisor and Head of School will each certify that they have checked the thesis and that it is in a format and of an editorial standard recognised by the school as appropriate. However, the candidate has the right to submit the thesis for examination without the approval of the Principal Supervisor and Head of School. In this case, the candidate must formally respond to the Supervisor’s written concerns about the thesis. The correspondence will be placed on the candidate’s file in the Graduate Research School. This information will not be disclosed to examiners during the examination process, but may be used by the Board of Higher Degrees by Research Committee in its consideration of the examiners’ reports. Examiners may also be advised after the examination process has been finalised.

All research higher degree candidates are required to complete a checklist when formally submitting their thesis for examination. The form can be found at http://www.jcu.edu.au/office/grs/docs/s_submission_checklist.pdf

Duration of Examination

Examiners are asked to complete their reports within six weeks of receipt of the thesis. The University aims to have the results of the examination process advised to candidates within eight to ten weeks of submission. However, examinations can sometimes take considerably longer than this. Such delays cause considerable angst especially to the candidate but are difficult to prevent as the University has no control over external examiners. To minimise delays, Heads of Schools are encouraged to approach potential examiners informally before submission of a thesis and seek their agreement to act as examiners and to submit their reports within the agreed timeframe. Oral examinations (see below) are an effective method of speeding up the examination process.

The Process of Nominating Examiners

The Principal Supervisor should normally nominate a pool of 4 or 5 examiners (Doctorate) 3 or 4 (Masters by Research) after consultation with the candidate at least three months before the anticipated date of thesis submission. In developing this list, the Board of Higher Degrees by Research Committee asks the Principal Supervisor to note the following:

An examiner shall have a proven track record of research and/or scholarship in a field of study relevant to the subject matter on which the thesis to be examined is based.
An examiner shall have been active in research and/or scholarship within at least five years prior to the time of acting as an examiner.
Two external examiners are required for a Masters by Research or Doctoral thesis.
No member of the candidate’s Supervisory Committee or others closely associated with the thesis, the candidate, or the project appraisal process are permitted to act as examiners (e.g. former Supervisors, Director of a CRC with which the candidate is associated).
An examiner must not have co-authored publications or reports with the candidate.
As a general rule, no more than one examiner should be employed at any one institution.
At least one examiner should preferably be a person with experience in examining Australian theses at the appropriate level.
No more than one examiner should be inexperienced in examination of theses at the required level.
If the candidate is a member of staff of the University, it is preferable that all examiners be external.

The Head of School should then select the examiners from this pool taking into account the criteria listed above and any concerns expressed by the candidate. The candidate should not be advised of the final selection.
The Head of School should then approach the chosen examiners informally to ascertain whether they are prepared to examine the thesis within six weeks of submission. The letter should be accompanied by a copy of the thesis abstract and table of contents.
If an examiner is not available, a substitute should be chosen from the pool which may need to be expanded through further negotiations with the Principal Supervisor and candidate.
The Head of School should submit the names of examiners to the Dean of Graduate Research Studies for approval, at least two weeks prior to thesis submission, together with:
1. a short justification of the choice (for potential use by the Board of Higher Degrees by Research Committee in differentiating between the reports of dissenting examiners);
2. copies of the prospective examiners’ advice of acceptance of nomination; and
3. a short CV, street, fax and e-mail addresses for the prospective examiners.
When the thesis is submitted, the Graduate Research School will approach the approved examiners formally to confirm their availability and to obtain written confirmation that they have no conflict of interest in examining the thesis.
Where a candidate has agreed to an oral examination as an integral part of a normal examination process, and where accelerated candidature has occurred, the Head of School should, at the time of submission of the thesis, advise the Graduate Research School of the names of the independent convenor and the chief examiner who have agreed to participate, and the date of the oral examination, which should be scheduled for approximately seven weeks after the submission date.

Provision for Oral Examinations for Research Higher Degree Candidates

Objectives

Objectives for oral examinations as part of the research higher degree examining process include:

to establish a firm deadline for the preparation of examiners' reports, to decrease the time taken for the examining process;
to test the comprehension of the candidate of the broad field of study;
to clarify points either of principle or of detail in the thesis;
to assess the contribution made by the candidate to the content and presentation of the thesis;
to provide an educationally rewarding and personally satisfying finale to the candidacy; and
to give the candidate the benefit of advice from the chief examiner.

Procedure

The option of an oral examination should be discussed with all research higher degree students in a school during an induction session convened by the Head of School and Postgraduate Liaison Officer. Students should be encouraged to avail themselves of this option and to advise the Head of School of their interest in participating in an oral examination, at least three months before the date on which submission of the thesis is expected.

In identifying and informally approaching examiners, the Head of School should be mindful of the desirability of including one external examiner who has the potential to be appointed as chief examiner and who would be willing to conduct the oral examination in person or by video or tele-conference.

When approached informally, all examiners should be advised by the Head of School of the need to submit their reports at least one week prior to the oral examination, which should be scheduled for seven weeks after the submission date. All examiners should be aware of these deadlines and agree to meet them.

The Graduate Research School should be informed by the Head of the School, at the time of thesis submission, of the scheduled date of the oral examination and the independent convenor who has agreed to attend. The convenor should be a senior academic (A list of approved convenors is available from the Graduate Research School). The convenor's role will be to ensure that the oral examination is conducted according to the guidelines outlined below.

Material Supplied to the Candidate

The Graduate Research School will distribute all reports and questions suggested by the examiners, to the candidate, at least five working days in advance of the oral examination. The candidate will be advised to prepare his or her defence and commence minor corrections as required by the examiners with major concerns to be addressed at the oral examination.

Structure of the oral examination

As the candidate would normally have presented a pre-completion seminar, he/she is not required to give a seminar as part of the oral examination process.
The duration of the examination will be flexible. However, it is expected that the examination will last between one and two hours.
The examination will be conducted by one of the external examiners (referred to as the chief examiner). Other examiners are welcome to participate. Absent examiners will have been asked to forward questions.
The chief examiner will discuss these questions with the other examiner(s) prior to the oral examination.
The examination will consist of a closed session in which the chief examiner (in person or by video or tele-conference), with the convenor present, will have discussions with the candidate. Other examiners may participate by tele-conference.
The examination will conclude with a period of deliberation in which the chief examiner and the convenor will reach a recommendation on the award of the degree and any additional work to be completed by the candidate. The other examiner(s) may be consulted by tele- conference.

The Principal Supervisor and Head of School will not be present at the closed session, but may be asked for input if required. The Head will be consulted and the Principal Supervisor advised about the result to be recommended after the completion of the oral examination.

Role of the Head of School or Nominee

The Head of School or their nominee (e.g., PLO) should discuss with each student the option of having an oral examination. If the student decides in the affirmative, the Head of School should:

be mindful of the desirability of including one external examiner who has the potential to be appointed as chief examiner, and who would be willing to conduct the oral examination in person or by video or tele-conference;
advise all examiners, when they are approached informally, of the need to submit their reports at least one week prior to the oral examination which should be scheduled for approximately seven weeks after the submission date;
inform the Graduate Research School at the time of thesis submission, the name of the independent convenor who has agreed to attend on the scheduled date of the oral examination;
contact the Graduate Research School two weeks before the examination is scheduled to check whether the examiners’ reports have been submitted and whether an oral examination is still appropriate. For example, the examiners’ reports may make very different recommendations, and/or suggest that major problems exist with the thesis and that re-submission is required. In such a situation, the Head of School may recommend to the Dean of Graduate Research Studies that the oral examination be abandoned or postponed until the situation is assessed by an external assessor and/or the candidate has completed required changes to the thesis.
arrange the travel of the chief examiner if required;
arrange the venue for the examination and inform all parties of the arrangement;
append comments to the convenor's report on the oral examination if necessary.

Role of the Graduate Research School

confirm the date of the scheduled oral examination with the Head of School, at the time of thesis submission;
confirm with the Head of School, at the time of submission, that an independent convenor has agreed to attend on the scheduled date (A list of approved convenors is available from the Graduate Research School);
confirm with the nominated chief examiner at the time of sending a formal invitation to examine the thesis, that they would be willing to conduct the oral examination in person or by video or teleconference on the scheduled date;
advise all examiners, at the time of sending a formal invitation to examine the thesis, of the need to submit their reports at least one week (specific dates) prior to the scheduled date of the oral examination;
at the time of sending formal invitations, advise all examiners that their contact details will be forwarded to the chief examiner as part of the oral examination process;
at the time of sending the thesis, request all examiners to include, on a separate sheet, questions to be included in the oral examination;
provide all examiners, the Head of School, the designated convenor and the student, with a copy of the oral examination procedures;
two weeks before the scheduled date of the oral examination, advise the Head of School whether the reports have been received or are expected within the scheduled timeframe;
one week prior to the scheduled date of the oral examination, provide the Head of School, Supervisor, student, convenor and chief examiner with copies of the examiners' reports and submitted questions;
upon receipt of the convenor's report on the oral examination, advise the student in writing, of the outcome of the examination process; and
if the timing of this process is delayed, the Graduate Research School should advise the candidate.

Role of the Convenor

Normally, the convenor, approved by the Dean of Graduate Research Studies, will be from a school other than the one in which the student is enrolled. The convenor is a representative of the Dean of Graduate Research Studies, and is authorised to:
meet with the candidate in advance, to discuss the nature of the oral examination, noting that candidates are expected to prepare their own defence;
explain to the candidate that the oral examination will not exempt the student from making textual corrections and such changes as might be recommended by the examiners;
advise the candidate, before the examination, of the main issues to be raised by examiners observing, however, that examiners would have the right to ask other questions;
assure the candidate that the examination is intended to be constructive and helpful;
advise the chief examiner of the need to discuss the questions of the other examiners with them;
chair the closed session of the oral defence of the thesis (either in person or by tele or video conference);
explain the proceedings to the examiner(s) and the candidate;
advise the candidate at the end of the session, on behalf of the Dean of Graduate Research Studies, of the recommendations arising from the examination;
provide a report to the Dean of Graduate Research Studies, outlining the procedures followed, the recommendations developed and advice given to the candidate; this report should be written at the conclusion of the oral examination and endorsed by the chief examiner and the convenor; and
give the Head of School the opportunity to append comments to the convenor's report on the oral examination.

Role of the Chief Examiner

The chief examiner conducts the oral examination on behalf of all examiners. The chief examiner is asked to:

confer with the other examiners by telephone or e-mail to clarify their concerns about the thesis and the basis of the questions they have submitted for the oral examination;
conduct the examination in a constructive manner with a view to:
1. testing the comprehension of the candidate on the broad field of study;
2. clarifying points either of principle or of detail in the thesis, raised by any of the examiners;
3. assessing the contribution made by the candidate to the content and presentation of the thesis;
provide advice to the candidate, especially about publishing his/her research;
assist the Convenor at the conclusion of the oral examination to prepare a report to the Dean of Graduate Research Studies, outlining the procedures followed, the recommendations developed and advice given to the candidate.

Amendment to Recommendation

The chief examiner may advise that the recommendation of the examiners be revised if he/she is not satisfied with:

the understanding of the candidate of the context of the thesis,
the explanation of either of principles or of details in the thesis, raised by any of the examiners,
the ownership of the contribution made by the candidate to the content and presentation of the thesis,
the level of response and/or responsiveness of the candidate to macro and micro level policy questions raised by the examiners.

Examiners’ Reports

Each examiner, although at liberty to consult with the other examiners, submits an independent report. Detailed comments on the quality, significance, originality, cohesiveness and presentation of the thesis is particularly encouraged. If an examiner is not satisfied with any aspect of the thesis, he/she may submit written questions, via the Graduate Research School, to which the candidate will be required to respond in writing. A copy of the questions and answers will be sent to the other examiners and, if appropriate, will be dealt with through an oral examination process.

Examiners are requested to complete a Summary of Examiner's Report form. A copy of the criteria used can be found at Appendix K (PhD) and Appendix L (Masters by Research).
If an oral examination has been requested, examiners finalise recommendations concerning the thesis after the oral session has been held.

Consideration of Examiners’ Reports

When the Graduate Research School has received reports from all examiners, the reports and copies of the thesis are sent to the relevant Head of School and Principal Supervisor. The reports are considered by the Head of the School with advice from the Principal Supervisor and the Committee of the Board of Higher Degrees by Research before a recommendation on the award of the degree is made. All examiners will be advised of the final outcome of the examination process.

The frameworks used by the Committee for dealing with PhD and Masters by Research examiners' reports can be found at http://www.jcu.edu.au/office/grs/links/examination_procedures.html

Candidates wishing to know the progress of their thesis examination should contact their Principal Supervisor or Head of School who will make enquiries for them, through the Graduate Research School.

Candidate’s Response

The candidate is normally requested by the Dean of Graduate Research Studies to consider all the examiners reports, in consultation with Supervisors, and make corrections to the thesis as recommended by all the examiners. In amending their thesis, candidates are required to provide a statement of how they addressed each of the examiners’ comments, and provide a letter verifying that all amendments have been made and that any exceptions to total compliance are fully documented.

Candidates are normally given six weeks to complete minor corrections and three months to attend to more extensive amendments, to the satisfaction of their Head of School. The candidate can make a formal request for additional time to the Dean of Graduate Research Studies, through the Head of School and Supervisor.

Resubmission of Thesis

The candidate is usually given six months to re-write the thesis in accordance with the examiners' instructions. Candidates will be required to re-enrol as a significant load will be placed on school facilities and the Principal Supervisor’s time.

Where a thesis is resubmitted after revision, copies of the initial reports are sent to the examiners with the revised thesis, together with documentation from the candidate. When the candidate is given the opportunity to revise and resubmit a thesis, a copy of the original thesis is retained until the thesis has been approved or failed and until the possibility of appeal has passed. The original thesis may be made available upon request to the examiners.

Masters by Research Examination Procedures

Generic examination requirements for Masters by Research degrees can be found at Appendix B.
Faculty requirements for Masters by Research and Professional Doctorates can be found in the relevant faculty handbooks.

Conferral of the Degree

A candidate will not be awarded a research higher degree until the University is satisfied that:

the candidate has fulfilled the examiners requirements to the satisfaction of the Board of Higher Degrees by Research Committee, and
the thesis is ready for permanent binding and placement in the University Library.

In the case of a Doctor of Philosophy degree, once the above requirements have been met, a recommendation that the candidate be awarded the degree is submitted to the next meeting of the Council of the University. Award of a Research Masters degree is approved executively by the Dean of Graduate Research Studies. The award of a Professional Doctorate by Research is approved executively by the Pro-Vice-Chancellor of the relevant Faculty and endorsed by the Dean of Graduate Research Studies.

The Graduate Research School will advise candidates in writing when they have completed the requirements of their degree and enclose an Application for Conferral of Degree form. This form must be completed and returned to the Graduate Research School in order to have the degree conferred either at one of the annual Graduation Ceremonies, or conferred in absentia by the University Council at one of its scheduled meetings.

Candidates are reminded that the degree will not be conferred until a final unbound copy of the thesis, and normally a PDF file, have been lodged in the Library.

Students with outstanding debts to the University are not permitted to have their degrees conferred.

Appeals

If a candidate is not awarded the degree and wishes to make formal application for a review of this decision, an appeal may be made to the Registrar. (See Doctor of Philosophy Degree Requirement No.16 Appendix A or Masters by Research Appeals Appendix B.)

not on staff or adjunct and have had no involvement with the candidate for more than twelve months.

“staff member” means a member of the academic staff of the University of the level of Associate Lecturer or above holding an appointment of not less than half time

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Part 8

Additional Information for Supervisors

Successful higher degree work depends crucially on a good working relationship between Supervisor and candidate. To be effective, Supervisors must be available to advise students and to encourage and assist them to produce a thesis that constitutes a substantial and original contribution to knowledge in the field of study. The various policies and procedures with respect to supervision are designed to achieve this end. The University's Policy on Code of Conduct for Responsible Practice of Research can be found at: http://www.jcu.edu.au/office/Policy/avcchd.htm

Supervisory Committee

The Board of Higher Degrees by Research Committee will appoint a Supervisory Committee for each candidate. This group will support the Principal Supervisor, as Chair of the Committee, and the Head of the School in their supervision of a candidate.
Members of the Supervisory Committee will be members of the University listed on the Register of Supervisors or other persons with expertise appropriate to, but not necessarily or specifically in, the candidate’s research area.
The Supervisory Committee shall include:

a Chair (i.e. the Principal Supervisor);
the Head of School (or nominee);
the Head of Discipline (if appropriate);
the Research Student Monitor nominated by the Head of School and ratified by the Board of Higher Degrees by Research Committee; and
other Associate or Co-supervisors as nominated by the Head of the School and ratified by the Board of Higher Degrees by Research Committee. The Associate or Co-supervisors will include a staff member with the expertise to take on the role of Principal Supervisor if the original Principal Supervisor leaves the University.

There must always be a Level One Supervisor on the Supervisory Committee (Head of School and Research Student Monitor cannot fill this role).

Principal Supervisor

The Principal Supervisor must meet the criteria for full supervision status as recognised by the Register of Supervisors, and must be a member, or adjunct member of the academic or research staff of the University in a school in which the candidate is enrolled.
The Principal Supervisor is appointed by the Board of Higher Degrees by Research Committee to chair the Supervisory Committee.
The Principal Supervisor has primary responsibility for ensuring that the work of the candidate is guided appropriately and for ensuring that the candidate meets all other administrative and academic requirements.

Co-supervisor or Associate Supervisor

“Associate Supervisor” or “Co-supervisor” means a person who meets the criteria for membership of the Register of Supervisors appointed by the Board of Higher Degrees by Research Committee on account of a special knowledge of the candidate’s approved program or in order to ensure effective supervision of the candidate during any periods spent by the candidate, with the Committee’s approval, elsewhere than at the University. Associate Supervisors or “Co-supervisors” need not be members of the academic staff of the University.

Research Student Monitor

A Research Student Monitor must be a Level One Supervisor on the Register of Supervisors. The Research Student Monitor in a Supervisory Committee must be from a school other than that of the candidate and shall be appointed by the Board of Higher Degrees by Research Committee to ensure that all procedures relating to the candidature are fulfilled especially with respect to the confirmation of candidature and pre-completion seminar processes.

Register of Supervisors

The Register of Supervisors is a list of academic and research staff of the University who are qualified to be appointed as Supervisors of candidates undertaking a research higher degree.
Staff of administrative units eligible for inclusion on the Register of Supervisors must normally hold a conjoint appointment with the academic unit in which their student is enrolled.

The Board of Higher Degrees by Research Committee, on the recommendation of the Faculty, shall approve academic and research staff of the University for inclusion on the Register according to criteria approved by the Board of Higher Degrees by Research. See: http://www.jcu.edu.au/office/grs/docs/register_of_supervisors_tf.pdf
Membership of the Register shall be reviewed annually by the Board of Higher Degrees by Research Committee on the basis of each member’s record of supervision according to the agreed criteria.

Responsibilities of the Principal Supervisor

There are many responsibilities associated with supervision, and these vary depending upon the stage of candidature.
In general terms, the Principal Supervisor must, in conjunction with the Head of School, take full responsibility for research students and ensure that they fulfil all academic and administrative requirements. Of necessity, this means that the Principal Supervisor must arrange mutually acceptable meeting times with students for formal discussions and evaluation of progress. This should preferably be done via the completion of the student/Supervisor checklist. See: http://www.jcu.edu.au/office/grs/docs/Supervisor_Student_Agreement.pdf

The type of contact varies between schools and depends upon the developing experience and expertise of the candidate. The Principal Supervisor must ensure that the candidate is familiar with the rules and policies set out here and in the relevant degree requirements. The Principal Supervisor should ensure that the candidate is familiar with the administrative requirements (for example, submission of progress reports by the due date) and with the University and school facilities and resources that are likely to be of assistance.

The Principal Supervisor should also ascertain whether the proposed research will require ethical clearance or permits, and if so, should inform the candidate that work may not commence until the required ethical clearance or permits have been obtained. Ethics information can be found at:
http://www.jcu.edu.au/office/research_office/Ethics/index.html

Academic Matters

The Principal Supervisor’s primary objective during the first 6 months of candidature is to assist the candidate to develop a realistic program of study and research. Clearly, the topic must offer scope for research training and must lead to intellectually rewarding investigation. The topic should also be one that can be expected to produce sufficient results for submission of an acceptable doctoral thesis in 3 years (equivalent full-time study) or a little more and a Research Masters thesis in 2 years (equivalent full-time study). Naturally, this objective can be met only if Supervisor and candidate meet frequently in order to discuss assigned reading, to comment on written work, and to discuss the development of experimental procedures or other data-gathering techniques.
As part of achieving the primary objective, the Principal Supervisor will suggest appropriate background reading and, where relevant, direct the candidate to take approved subjects and seminar/workshop courses relevant to the proposed research.

Supervisors will also take responsibility for ensuring that the candidate is aware of their obligations in respect of any general school or faculty requirements that are in place. For example, an annual or half-yearly presentation of completed work to an appropriate interest group is highly desirable. Schools may also have their own requirements in relation to confirmation of candidature.

During each year of candidature, the Principal Supervisor must see drafts of major sections of the thesis and provide detailed and timely comment. It may sometimes be necessary to refer some parts of the draft thesis to an Associate Supervisor or to another specialist in the field.
At this stage the Principal Supervisor will also be able to advise the candidate when an open-ended project has proceeded far enough. It is a Supervisor's responsibility to assist the student to achieve closure with respect to the research.

As a thesis is prepared, the Principal Supervisor will ensure that it is not unnecessarily long and does not exceed the suggested maximum of 100,000 words for a PhD thesis, 50,000 words for a professional doctorate or 60,000 words for a Masters by Research thesis. The Principal Supervisor will comment critically on the final draft before a thesis is submitted for formal examination. It is essential the Principal Supervisor ensures that the text of the submitted thesis is of a high editorial standard.

Administrative Matters

The Principal Supervisor is required to report to the Head of School and the Dean of Graduate Research Studies on the candidate's progress and to ensure that the candidate provides required reports and other information by prescribed dates.
The Principal Supervisor should discuss progress reports with the candidate, ensure that they have read and signed the report and provide an opportunity to attach a reply to any adverse comment.
The Principal Supervisor is responsible for advising the candidate and the Head of School whether (a) the thesis is prima facie ready for examination or (b) the thesis should not be submitted to examiners. Reasons for recommendation (b) must be provided in writing and the candidate given the opportunity to formally respond.
The Principal Supervisor must provide the candidate with the opportunity to list any persons who they feel should not be appointed as examiners. Consultation with the candidate is expected and reasons for decisions must be provided to the Head of School.
Supervisors discuss possible examiners with the Head of School before examiners are nominated or approached. The Head of School will then informally ask the examiners if they are available.

Resource Matters

The Principal Supervisor must ensure that the candidate has access to the basic resources required for their project as outlined in the Minimum Standard of Resources and Facilities and other Support for Research Higher Degree Students, see Appendix D. If the required resources are not available within the research group, it is the responsibility of the Principal Supervisor to assist the candidate to obtain these resources from within or outside the School, Campus or University. In addition, the Principal Supervisor must ensure that access to resources within their research group is equitable.

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Part 9

Additional Information for Heads of Schools

Heads of Schools are responsible for overseeing the academic development and progress of postgraduate students in their schools, and it is important that Heads ensure that enough of their own time is allocated to effective encouragement and monitoring of postgraduate performance.

Responsibilities of a Head of School

The Head of School assesses all applications for admission to research higher degree candidature. After assessing the qualifications of the student and consulting with the potential Supervisor(s) about the research topic, the Head of School will:

determine that the candidate has adequate preparation to undertake the proposed program of research;
ensure the school has the appropriate financial and physical resources to guarantee, as far as is reasonably possible, suitable supervision throughout the term of candidature; and
establish that the school has the resources and facilities to accommodate and support the candidate at least in accordance with the University’s policy document, Minimum Standard of Resources and Facilities and other Support Provided for Research Higher Degree Students. (Appendix D).

Resources and Facilities

In deciding whether or not to accept a student, Schools must be mindful of the availability of resources within the time constraints imposed by limits to the student’s length of candidature and possible scholarship funding. The policy document, Minimum Standard of Resources and Facilities and other Support Provided for Research Higher Degree Students, at Appendix D is generally accepted as the minimum standard for research higher degree students.

Appropriate Supervision

The Head of School normally nominates a Principal Supervisor, a Co-supervisor, and if applicable, an Associate Supervisor. The Principal Supervisor will normally be a member of a school in which the candidate is enrolled. The appointment of a second Supervisor ensures continuity of supervision and can provide additional supervisory expertise. Heads of Schools should ensure academic and research staff nominated as Supervisors are currently listed at the appropriate level on the University’s Register of Supervisors. There must always be a Level One Supervisor on the Supervisory Committee. The Head of School also nominates a Research Student Monitor as part of the candidate's Supervisory Committee.

During Candidacy

The Head of School's primary responsibilities during candidature involve the monitoring of academic progress. This is achieved through the confirmation of candidature process, the submission of annual progress reports and the pre-completion seminars.
The confirmation of candidature process is designed to provide feedback to candidates on the viability of the research project and on performance. The Supervisors, Head of Discipline, Head of School and Research Student Monitor must attend the candidate's seminar and meet afterwards to discuss the outcome.
Annual progress reports from all research higher degree candidates are due in November each year. The Head of School should be aware that as there is a year between each report, if unresolved problems are identified in the report, the Dean of Graduate Research Studies will routinely contact the Head of School and ask that they be followed up. These problems may be academic, but are often about access to resources or supervision.

Changes in Terms and Conditions of Candidature

The following changes in the conditions of research higher degree candidature require approval from the Principal Supervisor, Head of School, and the Dean of Graduate Research Studies:

change in attendance status between part-time and full-time;
change of enrolment (on-campus, off-campus);
suspension of candidature (and scholarship if applicable (only granted in extenuating circumstances));
change of field of study or research and/or of school in which the candidate is enrolled;
change of Supervisor or appointment of additional Supervisor(s); or
any other change in the original conditions of acceptance.

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Part 10

Administration of Research Degree Programs

Organisational Structure

The Board of Higher Degrees by Research is responsible for administration of research higher degree programs. Through a standard procedure of delegation however, this authority is exercised by the Dean of Graduate Research Studies who is ex officio chair of the Board of Higher Degrees by Research.
The Board of Higher Degrees by Research performs an important role in the administration of research higher degree programs. The Board recommends proposals for changes in policy and degree requirements to Academic Board for approval.
The Board of Higher Degrees by Research Committee advises the Dean of Graduate Research Studies on the administration and supervision of research higher degree students generally.

The Graduate Research School is responsible for:

administration of research higher degree candidature matters;
research scholarships administration;
examination of theses, from the submission stage to approval of the award of the degree; and
secretariat support to the Board of Higher Degrees by Research and its Committee;
organisation of the Generic Skills Program and International Bridging Program.

The Board of Higher Degrees by Research Constitution can be found at:
http://www.jcu.edu.au/office/grs/docs/ToR_Board_of_Higher_Degrees_by_Research.pdf

The Board Committee Constitution at:
http://www.jcu.edu.au/office/grs/docs/ToR_BHDegrees_by_Research_Committee.pdf

Appendix A

DOCTOR OF PHILOSOPHY DEGREE REQUIREMENTS

General

In these Requirements —
1.1 “Board of Higher Degrees by Research Committee” (BHDRC) means a group appointed to monitor the supervision of candidates for the degree of Doctor of Philosophy and to report to the Board of Higher Degrees by Research (BHDR).
1.2 “Register of Supervisors” means a list of academic and research staff of the University and other persons who are qualified to be appointed as supervisors of candidates undertaking a Doctor of Philosophy degree.
1.2.1 The BHDRC on the recommendation of the Faculty shall approve academic and research staff of the University and other persons for inclusion on the Register according to criteria approved by the BHDR and listed in the Handbook for Research Higher Degree Students.
1.2.2 Membership of the Register shall be reviewed annually by the BHDRC on the basis of each member’s record of supervision and according to the agreed criteria.
1.3 “Supervisory Committee” means a group convened to support the Principal Supervisor and the Head of the School in their supervision of a candidate as outlined in Requirement 6.1.
1.4 “Principal Supervisor” means a person who meets the criteria for full supervision status as recognised by the Register of Supervisors; and is a member (or adjunct member) of the academic and research staff of the University in a school in which the candidate is enrolled.
1.5 “Associate Supervisor” or “Co-supervisor” means a person who meets the criteria for membership of the Register of Supervisors appointed by the BHDRC on account of a special knowledge of the candidate’s approved program or in order to ensure effective supervision of the candidate during any periods spent by the candidate, with the BHDRC’s approval, elsewhere than at the University. Associate Supervisors or “Co- supervisor s” need not be members of the academic staff of the University.
1.6 “Research” means the process leading to the production of original scholarly or creative work to be presented for the purpose of obtaining the degree.
1.7 “Thesis” means a substantive description of the research undertaken for the purpose of obtaining the degree, together with any associated material that is also subject to examination.
1.8 “Adjudicator” means an additional examiner appointed to adjudicate between the examiners’ reports where consensus has not occurred between the original examiners. The adjudicator is normally an expert in the field, external to the University.
1.9 “Registrar” means the Registrar of the University (or nominee).
1.10 “Research Student Monitor” means a person as defined in Requirement 1.4, normally from a school, but definitely from a discipline other than that of the candidate, who is appointed to the Supervisory Committee by the BHDRC, to ensure that all procedures relating to the candidature are fulfilled, especially with respect to the confirmation of candidature and exit seminar processes.

Qualifications for enrolment

A person may be permitted to enrol for the degree of Doctor of Philosophy if:
2.1 the person has qualified, at this or another University, for the award of a bachelor degree in an appropriate discipline with First Class or Second Class (Division A) Honours, provided that:
    2.1.1 the other university is recognised as providing a bachelor honours degree of a standard at least equivalent to an Australian bachelor honours degree; and
    2.1.2 in the opinion of the Head of the appropriate School, the research component of the degree is at least 25% of the final year’s assessment;
2.2 the person has qualified, at this or another University, for the award of a Masters degree, provided that:
    2.2.1 the other university is recognised as providing a Masters degree of a standard at least equivalent to an Australian Masters degree; and
    2.2.2 in the opinion of the Head of the appropriate School, the applicant’s studies for such a degree included a research component of at least 50%. Applicants who do not meet this requirement should be enrolled under Requirement 2.5 and be reviewed at the end of the equivalent of twelve months of full-time candidature, subject to completion of a confirmation seminar; or be enrolled under Requirement 2.4;
2.3 the person holds, from an institution of tertiary education, qualifications which are deemed by the BHDRC to be equivalent to those prescribed in Requirement 2.1 or Requirement 2.2; or
2.4 the person has been enrolled for not less than six months as a full-time candidate or twelve months as a part-time candidate for:
    2.4.1 a Masters degree by research and the BHDRC, under Requirement 7, is satisfied that the candidate should be provisionally confirmed; or
    2.4.2 a Masters degree which in the opinion of the Head of the appropriate School has included a substantial component of research; and the Head of the appropriate School certifies that the applicant’s work for the research component of the Masters degree is of a standard sufficient to justify candidature for the degree of Doctor of Philosophy and the BHDRC, under Requirement 7, is satisfied that the candidate should be provisionally confirmed;
2.5 a person with a Masters degree, who does not qualify for admission under Requirement 2.2.2, may be enrolled provisionally for the degree of Doctor of Philosophy, on the recommendation of the Head of School, based on relevant research experience, provided that such enrolment does not exceed the equivalent of twelve months of full-time candidature; whereupon, with evidence of satisfactory progress, the candidate may be admitted under Requirement 2.4.

Procedure for application for candidature

A person wishing to enrol for the degree of Doctor of Philosophy:
3.1 shall initially consult with the Head of the School in which the person intends to study and shall formulate and cost1 a proposed generalised program of advanced study and research to be pursued;
3.2 shall, if the proposed research involves working with children under 18 years of age, be eligible to hold a “suitability card” (Blue Card) or equivalent as required by government legislation, which must be included in any ethics application submitted to the Human Ethics Sub-Committee. Ethics approval will not be granted until a copy of the “suitability card” (Blue Card) or equivalent required documentation, is received; and
3.3 shall submit the prescribed application form together with the proposed study topic and generalised and costed program of advanced study and research to the Registrar.

Credit

4. A person admitted to candidature under Requirement 2.4 and who, in the opinion of the Head of the appropriate School, has performed work for the Masters degree relevant to the proposed Doctoral program, may be given credit for such work. In exceptional cases credit may be given to a candidate for relevant research work undertaken at another university. The amount of credit to be awarded shall be determined by the BHDRC on the recommendation of the Head of the School.
The University will not normally accept a candidate who has been enrolled at another institution for more than two years (full-time equivalent) or release a candidate who has been enrolled for more than two years (full-time equivalent).

Enrolment

5.1 On approval

If you are looking for:	Contact this section:	Phone number:
Admission and enrolment procedures research higher degree students	Graduate Research School	4781 5861
Admission and enrolment procedures International students	International Student Centre	4781 5601
Computing Assistance	Infohelp	4781 5500 (TSV) 4042 1029 (CNS)
Confidentiality Agreements	Research Development Officer	4781 4422
Counselling	Counselling Centre	4781 4711 (TSV) 4042 1150 (CNS)
Ethical Clearance	Ethics Administrator	4781 4342
Fees:
International Students	International Student Centre	4781 5601
Graduation/Conferral of Degrees	Graduate Research School	4781 5861
Intellectual Property	Research Development Officer	4781 4422
Library Facilities	Lending Services	4781 6870 (TSV) 1800 888531 (off campus)
Workplace Health & Safety Matters	Workplace Health & Safety Co-Coordinator	4781 5418
PhD candidature enquiries	Graduate Research School	4781 5861
Research Scholarships	Research Scholarships Officer	4781 4735

Graduate Research School

Handbook for Research Higher Degree Students 2007

Appendices

Application and Admission

Entry Requirements

Doctor of Philosophy

Professional Doctorate

Research Masters

English Proficiency

Application Procedures

Australian applicants (Australian citizens or permanent residents and New Zealand citizens)

International applicants

Initial and continuing enrolment

Fees

Readmission after withdrawal from candidature

Upgrade from Masters by Research to PhD

Transfer from another institution

Credit

Research Degree Programs

Degree Requirements

Doctor of Philosophy

Professional Doctorate

Higher Doctorate

Masters by Research Degree

Role of the School and Supervisors

The Principal Supervisor

The Register of Supervisors

Board of Higher Degrees by Research Committee

Research Student Monitors

The Supervisory Committee

Postgraduate Liaison Officer (PLO)

Head of School

The Graduate Research School

Dean of Graduate Research Studies

Appeals

Financial Assistance

Scholarships

Australian citizens and permanent residents

School Support

Tuition Fees Exemption

Terms of Candidature

Initial and Continuing Enrolment

Generic Skills Training

Confirmation of Candidature

Overview

Objectives

Responsibilities

The Procedures for Confirmation of Candidature (including the special case of transferring from a Masters by Research degree program to the PhD)

Starting the Procedures

The Written Project Proposal

The Seminar Presentation

The Scholarly Written Work

Assessment for Confirmation of Candidature

Special Cases for Confirmation of Candidature

Duration of Candidature

Extension of Candidature

Attendance at the University

Employment Restrictions on Full-time Candidates

Restrictions on other Study

Suspension of Candidature

Withdrawal

Show Cause

Progress Reports

Variation of Candidature

Grievances and Problems During Candidature

Pre-completion Seminar

Overview

Objectives

Procedures

Conduct of Research

General Principles

Requirements for ethical clearance

Confidentiality of data

Retention of data

Confidentiality agreements and contractual arrangements

Intellectual Property

Preparation and Presentation of a Thesis

Presentation

Layout

Size of the Thesis

Handbook
for Research
Higher Degree Students
2007