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.
Research Skills Training
All research candidates are normally expected to undertake a program of transferable (research) skills training. (Appendix E)
Each candidate should develop an individual program (which includes a workshop on ethical research practice) 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.
- 1.
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.
- 2.
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.
- 3.
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:
- 1.
To facilitate timely completion of research higher degrees by assisting candidates to focus and plan their research in a scholarly context.
- 2.
To increase the quality of research by providing candidates with public feedback during the planning stage of their research.
- 3.
To facilitate the acquisition of research skills, essential to effective researchers:
- seminar presentation
- proposal writing
- scholarly writing appropriate to the discipline.
- 4.
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.
- 5.
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) has been developed.
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 Confirmation of Candidature seminar. (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:
- 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 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 Higher Degrees by Research Sub-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. The Supervisory Committee should meet with the candidate to discuss the outcomes of the seminar and proposal submission. All parties should sign the Confirmation of Candidature Report form.
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 Higher Degrees by Research Sub-Committee:
- 1.
Confirmation of candidature.
- 2.
Confirmation of candidature when additional specified work has been satisfactorily completed and approved by the Head of School.
- 3.
Reconsideration of candidature within six months of the initial presentation, subject to work undertaken to the satisfaction of the Higher Degrees by Research Sub-Committee. A second seminar presentation may be required.
- 4.
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.
- 5.
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 Higher Degrees by Research Sub-Committee.
Special Cases for Confirmation of Candidature
- 1.
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:
- i.
The seminar is delivered by videoconference;
- ii.
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.
- 2.
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.
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 Higher Degrees by Research Sub-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 a Variation of Candidature form to the Graduate Research School for approval by the Dean of Graduate Research Studies.
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 Higher Degrees by Research Sub-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. Official correspondence from the University will be sent to students’ JCU email address. Off-campus candidates may wish to set up a forwarding address to a private ISP.
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. See also, the University’s Generic Scholarship conditions of award. (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.
Leave of Absence
Candidates are expected to pursue their research higher degree programs without interruption. However, permission may be sought for a period of leave of absence on grounds of illness or other reasons that prevent the candidate from proceeding with his or her studies. If there are extenuating circumstances necessitating leave of absence the case must be considered formally by the Higher Degrees by Research Sub-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 leave of absence 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 periods of leave of absence 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 Higher Degrees by Research Sub-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 Higher Degrees by Research Sub-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 November each year.
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:
- extension of candidature (see notes above)
- 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
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 the School, can consult his/her 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.
The University also has developed harassment procedures
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, which ever 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 with the candidate after the seminar to discuss the outcome.
Objectives
- 1.
To improve the quality of research by providing candidates with public feedback during the final stages of thesis writing.
- 2.
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.
- 3.
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.
- 4.
To provide an opportunity to present a plan for the publication of the results of their work which are as yet unpublished.
Procedures
Pre-completion Seminar Procedures (Appendix F (contd))
The Supervisory Committee should meet with the candidate to discuss the outcomes of the seminar. All parties should sign the Pre-completion Seminar form.
