HDR Advisory Procedure

Intent

This Procedure has been established to detail the requirements and expectations of a Higher Degree by Research (HDR) Advisory Panel and Candidature Committee at James Cook University (JCU; the University), ensuring HDR candidates are provided high quality supervision for the duration of their candidature.

This Procedure addresses Higher Education Standards Framework (HESF) Standard 4.2.3.

Scope

This Procedure applies to all JCU Academic staff, including those based at the Singapore campus, involved in the supervision of HDR candidates.

Definitions

Except where otherwise defined in this procedure, definitions for terms used in this procedure are located in the Higher Degree by Research Requirements or the Policy Glossary.

Academic Staff -Includes paid, adjunct and conjoint academic staff of JCU.

Supervisor/Advisor - Supervisor/Advisor of a HDR candidate. The terms ‘supervisor’ and ‘advisor’ may be used interchangeably. The term ‘advisor’ is preferred at JCU, while recognising that ‘supervisor’ is also used in the sector and in associated literature.

Procedure

1. Advisory Panel

1.1 Responsibilities of the Advisory Panel

1.1.1 The Advisory Panel is responsible for the day-to-day supervision of the HDR candidate in accordance with the requirements of the Code for the Responsible Conduct of Research, the Staff Code of Conduct, Researcher Supervision Procedure, HDR Requirements and the Universities Australia Principles for Respectful Supervisory Relationships.

1.1.2 The Advisory Panel, led by the Primary Advisor, will support the HDR candidate’s development toward attaining the skills and attributes described in the JCU Higher Degree Research Graduate Attributes Policy within the program duration by:

• providing guidance on research work and write up;
• ensuring access to resources;
• management of milestone preparation and events;
• contingency planning;
• compliance with governance requirements;
• ensuring appropriate record keeping in relation to meetings and progress;
• dissemination of research for academic and community impact;
• engagement with industry, business, government, community and the broader academy;
• career planning and transferable skills development; and
• negotiation of appropriate meeting arrangements.

1.2 Composition of the Advisory Panel

1.2.1 The Advisory Panel must include:

i. A Primary Advisor: an Academic staff member of the College in which the HDR candidate is enrolled, who must be on the JCU Register of Advisors. The Primary Advisor is required at all stages of HDR candidature and is appointed for the duration of the candidature.

ii. A Secondary Advisor: this person may act for the Primary Advisor for short durations where the Primary Advisor is unavailable, and must be on the JCU Register of Advisors. The Secondary Advisor is required at all stages of HDR candidature and is appointed for the duration of the candidature. More than one Secondary Advisor may be appointed to the panel to provide additional expertise, but only one Secondary Advisor must be on the JCU Register of Advisors.

1.2.2 An Advisor Mentor may be appointed if the Primary Advisor has not yet completed a PhD candidate. The role of the Advisor Mentor is to support the development of supervision practices of the Primary Advisor. Advisor Mentors must be listed on the JCU Register of Advisors.

1.2.3 External Advisors may be appointed to an Advisory Panel to bring expertise from other organisations and/or to represent a research partner organisation. External Advisors include conjoint appointments, and are not required to be listed on the JCU Register of Advisors.

1.2.4 An Advisory Panel may consist only of adjunct and/or conjoint staff members if endorsed by the College Dean and approved by the Dean, Graduate Research and Researcher Development.

1.2.5 Advisory Panel workload is managed by the College via the College Work Allocation model and must be consistent with the JCU Enterprise Agreement and Academic Workload Guidelines.

1.2.6 The Dean, Graduate Research and Researcher Development will determine the outcome of the Advisory Panel proposal for each HDR candidate.

2. Continuity of Supervision

2.1 Advisors who anticipate an extended absence from the University must plan the ongoing supervision of their HDR candidates with the relevant Associate Dean, Research Education.

2.2 Alternative supervision arrangements may include but are not limited to:

2.2.1 appointment of a replacement Advisor for a specified period;

2.2.2 re-weighting of roles of other members of the Advisory Panel to ensure continued support for the HDR candidate during the absence period; or

2.2.3 permanent replacement of the Primary Advisor, where it is the Primary Advisor who is to be absent.

2.3 Any change to the Advisory Panel membership must be requested via the MyStudent access portal.

2.4 To ensure continuity of supervision, an adjunct, conjoint or contract staff members will only be permitted to be the Primary Advisor of a HDR candidate if their appointment is for the full duration of candidature, or if a formal agreement is signed between the proposed Primary and Secondary Advisors and the HDR candidate and endorsed by the College Dean.

2.5 Under the following circumstances, the College Dean is responsible for nominating an alternative advisory arrangement (in consultation with the HDR candidate and relevant stakeholders) for approval by the Dean, Graduate Research and Researcher Development:

2.5.1 an advisor ceases to meet the requirements for continuing HDR supervision; or

2.5.2 an advisor is not available to supervise a HDR candidate for a period exceeding six weeks, where no prior arrangements have been made; or

2.5.3 an actual conflict of interest arises between a member of the Advisory Panel and the HDR candidate; or

2.5.4 the Advisory Panel ceases to comply with this Procedure.

2.6 In instances where a Primary Advisor becomes unable to supervise the HDR candidate and no suitable replacement can be found after reasonable efforts by the College Dean and the Dean, Graduate Research and Researcher Development, the candidature may be discontinued.

3. Register of Advisors

3.1 The JCU Register of Advisors for HDR candidates is maintained by the Graduate Research School (GRS).

3.2 The summary of criteria for admission to the JCU Register of Advisors is provided at Table 1.

Table 1: Criteria for admission to the JCU Register of Advisors

3.5 Advisors must participate in an ongoing program of professional development demonstrating their ability to access and apply policies and procedures relating to HDR supervision in order to remain on the JCU Register of Advisors.

3.6 Advisors who do not meet Register admission requirements at their current level and/or are deemed as having demonstrated unsatisfactory advisor performance by their line manager will not be approved for membership of any additional Advisory Panels until the relevant requirements and/or performance standards have been met.

4. Supervisory Relationships and Conflict of Interest Management

4.1 All Advisors must abide by the Universities Australia Principles of Respectful Supervisory Relationships and complete the mandatory JCU Respectful Relationships Workshops.

4.2 All Advisors must not currently have, or previously have had, a close personal, intimate or family relationship with their HDR candidate.

4.3 All Advisors must avoid placing themselves in direct positions of responsibility relating to the employment of their HDR candidate.

4.4 If there are extenuating circumstances that mean a conflict of interest cannot be avoided, Advisors must follow the Conflict of Interest Policy and Procedure and Code for the Responsible Conduct of Research and ensure that any conflicts are declared and managed to the satisfaction of the line manager and Dean, Graduate Research and Researcher Development.

4.5 Failure to declare a conflict of interest constitutes a breach of the Staff Code of Conduct.

5. Candidature Committees

5.1 The role of the Candidature Committee is to assess all aspects of a HDR candidate’s milestones, and Candidature Management Plans as needed as part of the HDR Under Review Procedure.

5.2 The Candidature Committee of a doctoral HDR candidate must include:

i. Chair of Candidature Committee, who chairs the milestone assessments and progresses reviews of a HDR candidate as needed. Chairs of Candidature Committees must be on the JCU Register of Advisors and must complete GRS professional development requirements prior to nomination.

ii. An Independent Academic, who contributes to the assessment of all aspects of the HDR candidate’s milestones and progress review procedures as needed. The Independent Academic must be on the JCU Register of Advisors. The Independent Academic is encouraged to complete GRS professional development requirements.

iii. All members of the HDR candidate’s Advisory Panel.

5.3 The Candidature Committee of a masters HDR candidate must include:

i. Chair of Candidature Committee (as specified at clause 5.2).

ii. All members of the HDR candidate’s Advisory Panel.

5.4 The Chair of Candidature Committee and the Independent Academic may change during the candidature but conflicts of interest with the Advisory Panel are to be avoided. Where conflicts are present (e.g., co-authorship or shared grants, near-relatives or partners), these are to be declared and managed in accordance with the Conflict of Interest Policy.

Related policy instruments

Higher Degree by Research Requirements

Code for the Responsible Conduct of Research

Staff Code of Conduct

JCU Enterprise Agreement

Universities Australia Principles for Respectful Supervisory Relationships

Conflict of Interest Policy

Conflict of Interest Procedure

Code for the Responsible Conduct of Research

JCU Higher Degree Research Graduate Attributes Policy

Disclosure of Interest and Management of Conflicts of Interest Procedure

HDR Under Review Procedure

Researcher Supervision Procedure

Schedules/Appendices

Nil

Administration

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History