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HDR Overtime Charge Procedure

This Procedure has been suspended for use until 1/7/2022

Intent and Scope

To outline the details of the implementation and structure of the new HDR Overtime Charge which will be implemented from 1 January 2019 for all new JCU Higher Degree by Research Candidates.


Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching domain of the University Policy Library, and in the Higher Degree by Research (HDR) Requirements.

Overtime: is >4 EFTSL consumed for a Doctorate Candidate or >2 EFTSL consumed for a Research Masters Candidate.


  1. For new candidates who enrol from 1 January 2019 a new charge called the HDR Overtime Charge will be implemented if a candidate becomes “overtime” where “overtime” is >4 EFTSL consumed for a Doctorate Candidate or >2 EFTSL consumed for a Research Masters Candidate.
  2. If a HDR Candidate has any “overtime” days represented by a status of “enrolled” or “leave of absence” they will be charged up to $4,000 per year (pro rata, calculated on a per day basis, ie., $10.96/day) to a maximum of $4000, regardless of whether the candidate is enrolled full time or part time or are on a “leave of absence” on those overtime days.

Example: If the Candidate had consumed 4 EFTSL on the 14th February 2023 and submitted their thesis on 15 July 2023, they would be 91 days overdue and be required to pay $10.96/day or a total of $997.

  1. Once the thesis has been submitted with all required documentation to the Graduate Research School for examination, the Candidate’s status will be changed to “Under Examination” and the Candidate will no longer be liable for the Overtime Charge.  The thesis would then undergo the normal examination and completion procedures.
  2. If the candidate reaches the $4,000 cap of the overtime charge and submits their thesis more than 1 year past their “overtime” status taking effect, the candidate will be required to pay an additional charge of $1,000 before they can have their degree conferred and receive their testamur. The total Overtime Charge payable by the student would then be $5000.
  3. A candidate will not be able to have their degree conferred and receive a testamur until any outstanding HDR Overtime Charge has been paid.
  4. Any candidate who is also paying tuition fees when they are overtime may apply to have the HDR Overtime Charge waived.  If a candidate is exempt from tuition fees while they are overtime, they will be charged the overtime charge.
  5. A domestic candidate or an international candidate who is not paying tuition fees in the semester in which they are liable for the HDR Overtime Charge may apply to have the charge waived.
  6. A candidate who withdraws from their HDR to avoid paying the fees is still encouraged to submit their thesis for examination.  The thesis can be examined and a completion recorded in the Student Management System, however the candidate will be charged according to the Overtime Charge rate at clause 2, to a maximum of $5,000, and will not be able to have their degree conferred and receive a testamur until the $5,000 has been paid.
  7. The income from the HDR Overtime Charge will be received by the Graduate Research School and will be placed into the “HDR Rescue Fund”, which is used to fund stipends and project expenses for candidates who have been disadvantaged by matters beyond their control.

Approval Details

Policy custodian:

Dean, Graduate Research

Approval authority:


Version no.:


Date for next review:


Modification History

Version no.

Approval date

Implementation date






21-1 15/3/21 15/3/21 Procedure Suspended until  1/7/22