HDR Candidature Progression Procedure

Intent

This Procedure outlines the processes, timeframes and outcomes for supporting Higher Degree by Research (HDR) candidate progression, including reporting on progress.

This Procedure addresses Higher Education Standards Framework (HESF) Standards 1.3: Orientation and Progression, and 4.2: Research Training.

Scope

This Procedure applies to HDR candidates for the Higher Degrees by Research (HDR) offered by the University, regardless of location, and associated staff involved in the progression of candidature.

Definitions

Terms mentioned in this document and not defined here are defined in the Higher Degree by Research Policy and the Policy Glossary.

Procedure

The timely progression of HDR candidates is supported by a series of milestones and reviews of progress throughout candidature. The timing of each milestone and review is based on the date of commencement.

At a minimum PhD candidates will submit review documentation every 12 months, while MPhil candidates will submit review documentation every 6 months.

1.Roles and Responsibilities

1.1 Dean, Graduate Research and Researcher Development (GRRD)

The Dean, GRRD is responsible for approval of candidature matters including progression, extension, and termination of candidature unless otherwise stated.

1.2 Associate Dean, Research Education (ADRE)

The ADRE is responsible for providing guidance to manage progress reviews at the College or equivalent level that specify:

a) The format, scope, quality and amount of work submitted for each review;

b) The format, timing and duration of the review meeting and presentation (if required) for each review; and/or

c) The timing of written feedback provided by the Candidature Committee.

1.3 Chair of Candidature Committee

The Candidature Committee Chair provides oversight of the review process and recommendations to the Dean, GRRD about the attainment of the review. The Candidature Committee Chair should be an academic staff member of JCU with Primary Advisor status who is not a member of the HDR candidate’s advisory panel. Where practical, the Candidature Committee Chair should be appointed for the duration of the candidature and should also serve as the Chair of the Oral Examination.

1.4 Independent Academic

An Independent Academic is nominated to provide an independent academic appraisal of the HDR candidate’s progress. The Independent Academic must not be a member of the advisory panel and can be drawn from the JCU academic community. Where this is not feasible, the Independent Academic may be external to the University.

The Independent Academic will provide written feedback on the HDR candidate's progress and attend the review meeting and presentation (where one is required).

Where possible, the Independent Academic should be appointed for the duration of candidature.

2. Commencement

2.1 All commencing candidates must participate in an induction session as soon as possible after commencement. The Graduate Research School (GRS) will schedule candidates into the next available induction session.

2.2 All HDR candidates must complete the HDR Candidate and Advisor Agreement within the first 6 weeks full-time equivalent (FTE) of candidature.

3. Progress Review 1 – Confirmation of Candidature Milestone

3.1 The Confirmation of Candidature will normally occur between 6 and 12 months (FTE) of commencement for PhD candidates and within 6 months (FTE) of commencement for MPhil candidates.

3.2 The purpose of the Confirmation of Candidature Milestone is to:

a) confirm the HDR candidate is undertaking a viable research project that is achievable and appropriate for the course in which they are enrolled;

b) confirm the HDR candidate has the capability to complete the proposed research within the required timeframe;

c) ensure the required infrastructure and resources are available to the HDR candidate; and

d) identify additional professional development that may be required to ensure timely completion and successfully demonstrate the HDR graduate attributes.

3.3 The Confirmation of Candidature will be conducted by the Candidature Committee as described in the HDR Advisory Procedure.

3.4 The HDR candidate must submit the following to the Candidature Committee 3 weeks prior to the Confirmation of Candidature milestone:

a) A detailed research proposal which should include sufficient review and synthesis of relevant literature consistent with the discipline norms. The proposal should be submitted using the COC-Proposal Template.

b) Completed HDR candidate section of the COC Assessment Form.

3.5 The HDR candidate will deliver a seminar in-person or via live-feed to be viewed by all members of the Candidature Committee. Following the seminar members of the Candidature Committee will be invited to ask questions of the HDR candidate in order to determine if the proposal satisfies the expectations as described at clause 2.2.

3.6 Following the seminar meeting, the Candidature Committee will complete the remainder of the COC Assessment Form and advise the HDR candidate of their recommendation of the outcome of the milestone.

3.7 Once finalised, the COC Assessment Form must be returned to the GRS for consideration by the Dean.

a) The possible outcomes of the Confirmation of Candidature are:

1. Confirmation of Candidature passed;
2. Confirmation of Candidature not passed;

b) If the HDR candidate does not pass the Confirmation of Candidature Milestone they will be allowed one attempt to repeat the process.

c) A HDR candidate who does not pass the Confirmation of Candidature Milestone on the second attempt may be withdrawn from candidature.

3.8 A HDR candidate who wishes to request a review of the recommendation of their Confirmation of Candidature may do so as per the Student Review and Appeal Policy and Procedures.

4. Progress Review 2 – Mid-candidature Milestone

4.1 The Mid-candidature Milestone is to be conducted by 24 months (FTE) from commencement for PhD candidates and by 12 months (FTE) from commencement for MPhil candidates.

4.2 The purpose of Progress Review 2 is to:

a) Confirm the HDR candidate’s progress is satisfactory and the project can be completed within the required timeframe;

b) Provide the HDR candidate with independent feedback;

c) Confirm the advisory arrangements and resources are adequate to support timely completion; and

d) Review the HDR candidate’s skills development toward attaining the HDR graduate attributes.

4.3 The HDR candidate must prepare materials including relevant written work so that the Candidature Committee can determine progress as described at clause 3.2.

4.4 The Progress Review meeting provides the HDR candidate with verbal and written feedback on their progress.

4.5 The Candidature Committee will review the submitted material and provide their assessment on MCR-FORM-01 and submit the form to the GRS.

5. Progress Review 3 – Pre-Completion Milestone

5.1 Progress Review 3 – Pre-completion Milestone will take place 3 months (FTE) before expected thesis submission (normally at 36 months (FTE) from commencement for PhD candidates and at 18 months (FTE) from commencement for MPhil candidates).

5.2 The purpose of the Pre-Completion Milestone is to:

a) Confirm the HDR candidate’s progress is satisfactory and the project can be completed within the required timeframe;

b) Ensure that the scope, originality, and quality of the thesis, including language and presentation will be of sufficient standard to meet the requirements of the degree in the discipline;

c) Provide constructive feedback to the HDR candidate from a reviewer with relevant expertise who is independent of the project;

d) Confirm that the HDR candidate can demonstrate the HDR graduate attributes; and

e) Provide formative assessment to assist in preparation for the oral component of the thesis examination.

5.3 At least 4 weeks prior to the seminar, the HDR candidate must provide each member of the candidature committee a draft of the thesis (or exegesis or creative work(s) if appropriate) which is sufficient for the Candidature Committee to provide feedback to the HDR candidate to fulfill the purpose of the milestone as described at clause 4.2.

5.4 The HDR candidate will deliver a public seminar in person or via live video conferencing to be viewed by the Candidature Committee that synthesises the research, its findings and impact.

5.5 Following the seminar, the Candidature Committee will meet to consider the thesis and HDR candidate’s performance, and decide whether the thesis and research is, or will likely be within 3 months (FTE), of a standard and extent to meet the expectations of the degree and discipline.

5.6 The Candidature Committee Chair will provide the HDR candidate with a summary of any additional work recommended to complete prior to thesis submission.

5.7 The Candidature Committee Chair, with guidance from the Candidature Committee, will complete the Pre-Completion Evaluation Form (PCE-FORM-01) and forward the recommendation to the GRS for consideration by the Dean, GRRD.

a) The possible outcomes of the Pre-completion Milestone are,

1. That the thesis as presented is likely to be examinable within 3 months
2. That the thesis is not likely to be examinable within 3 months
3. For PhD Candidates only, that the research as presented is not of a standard for the award of a doctoral degree but may be submitted for a Masters.

b) If the HDR candidate does not pass the Pre-Completion Milestone, they will be allowed one attempt to repeat the process.

c) A HDR candidate who does not pass the Pre-Completion Milestone on the second attempt may be withdrawn from candidature.

d) A HDR candidate who wishes to request a review of the recommendation of their Pre-completion seminar may do so as per the Student Review and Appeal Policy and Procedures.

6. Out of Cycle Progress Reviews

A progress review can be initiated at any time by the HDR candidate, Primary Advisor, ADRE, or Dean, GRRD should there be concerns regarding progress or the likelihood of timely completion.

7. Review of Candidature

7.1 The Primary Advisor or ADRE may submit a request to the Dean, GRRD to place an HDR candidate under review at any time after enrolment and prior to conferral for reasons including, but not limited to:

a) unsatisfactory progress;

b) delayed progress without approved extensions;

c) failure to maintain contact with the Advisory Panel for 3 months or more; or

d) a breach of University policy.

7.2 A Review of Candidature request must be accompanied by:

a) a clear explanation of the progression issues;

b) evidence to support the allegation of unsatisfactory progress such as meeting notes, emails, or academic work undertaken; and

c) evidence to demonstrate how the Advisory Panel has attempted to assist the HDR candidate to improve their progress and address identified deficiencies.

7.3 The HDR candidate placed under review must be notified in writing within 10 working days by the Dean, GRRD.

7.4 The HDR candidate under review will be invited in writing to respond to the issues raised in the Review of Candidature request within 20 working days.

7.5 The Review of Candidature request, together with the HDR candidate’s response will be considered by the Dean, GRRD who may elect to allow the HDR candidate to continue, allow the HDR candidate to continue but toward a lesser degree, or withdraw the HDR candidate from the course.

7.6 Failure of the HDR candidate to respond within the timeframe indicated in the written notification will result in withdrawal from the course.

8. Candidature Variations

A candidature variation is a change to the original course structure or timeline. All requests for variation to candidature are submitted using the Variation of Candidature Form.

8.1 Leave of Absence

8.1.1 HDR candidates can access up to a total of 12 months (FTE) of approved leave of absence throughout their candidature.

8.1.2 An approved leave of absence will suspend the candidature timeline and relevant progress review dates will be adjusted.

8.1.3 Leave of absence requests for HDR candidates supported by a scholarship will be processed according to the leave entitlements detailed in their scholarship conditions.

8.1.4 International HDR candidates applying for leave of absence are responsible for ensuring they comply with the requirements of their student visa and any other Australian Government requirements and are encouraged to discuss their leave plans with the Department of Home Affairs prior to requesting leave.

8.1.5 HDR candidates on an approved leave of absence will be deemed to return from leave on the date indicated on the approved leave form unless a subsequent request for leave is approved.

8.2 Change of Study Load

8.2.1 HDR candidates may request a change from full-time study load to part-time study load, or vice versa.

8.2.2 An approved change of study load will adjust the thesis submission date accordingly.

8.2.3 A change of study load request from an international HDR candidate must comply with their student visa conditions.

8.2.4 A change of study load may affect payments for HDR candidates receiving a scholarship stipend.

8.3 Candidature Extension

A HDR candidate who anticipates being unable to meet a progress review milestone due date or to complete the requirements of their degree within the period of candidature may request an extension.

Extensions will normally only be considered for research-related progress delays. Extensions to progress review due dates or extensions to candidature duration will not be approved for personal circumstances or work commitments. HDR candidates experiencing non-research related progress delays should consider other variations of candidature as described 7.1 and 7.2 above.

Requests for extensions should not be submitted more than 3 months prior to the milestone due date.

8.3.1 Extension to Progress Review

An extension to a Progress Review milestone will not extend the duration of candidature. Extensions to Progress Review timelines may be approved by the relevant ADRE and are recorded by the GRS.

8.3.2 Extension of Candidature

Extensions to Candidature provide additional time beyond the original course duration of 4 years (FTE) for PhD candidates and 2 years (FTE) for MPhil candidates. If approved, HDR candidates may become fee liable for periods of enrolment beyond the course duration. Extension of Candidature can only be approved by the Dean, GRRS.

8.3.3 Extension of Scholarship

Extensions to GRS-managed scholarships for stipend and tuition fees are addressed in the relevant Scholarship Conditions.  Extensions to scholarship beyond the duration described in the Scholarship Conditions will require funds sourced from outside the GRS-managed scholarships and will be the responsibility of the primary advisor and College/Institute.

8.4 Transfer of Enrolment

8.4.1 A HDR candidate who has met the entry requirements for an alternative degree at the same or lower level may apply to transfer to the alternative degree with some or all of the same advisory panel and no change to discipline or college, at any time using the Variation of Candidature Form.

8.4.2 Substantive changes in research topic, Field of Education (FoE), enrolling College or advisory panel will require the HDR candidate to submit a new Application for Enrolment in accordance with the HDR Application, Admission and Enrolment Procedure.

8.4.3 An MPhil candidate who meets the entry requirements for a PhD at JCU may apply for admission at any time in accordance with the HDR Application, Admission and Enrolment Procedure. If the PhD application is successful, the following will apply:

a) A formal offer for the course will be sent to the HDR candidate by the University which must be accepted and returned within the timeframe stipulated.

b) The HDR candidate will be withdrawn from the MPhil and enrolled in the PhD.

c) The EFTSL consumed as part of the MPhil will be deducted from the full course EFTSL of the Doctorate.

d) Any scholarships paid by JCU will be transferred to the Doctorate.  Approval for continuation of any scholarships funded externally to JCU is the responsibility of the HDR candidate.

8.4.4 A HDR candidate who wishes to transfer their enrolment to another university must withdraw from their candidature from JCU.

a) The HDR candidate may request a statement from the GRS outlining the EFTSL consumed to date and any other relevant information regarding their candidature, such as their progress against milestones, to be supplied to the other enrolling university.

b) Candidates must address any outstanding matters with their advisory panel such as data access and storage, publication matters and intellectual property matters prior to withdrawal from their candidature with JCU.

c) Scholarships paid by JCU cannot be transferred to another university.

8.5 Changes to the Advisory Panel

8.5.1 Changes to an advisory panel must be requested using the Variation of Candidature Form.

8.5.2 HDR candidates and advisors are responsible for ensuring that the members of their advisory panel on record is accurate.

8.5.3 All members of an advisory panel must be consulted before any changes are requested.

8.5.4 HDR candidates must maintain a compliant advisory panel at all times. Failure to do so may result in withdrawal from candidature.

8.6 Add or remove a coursework subject

8.6.1 HDR candidates may undertake additional coursework subjects during their candidature as per the Higher Degree by Research Policy.

8.6.2 Subjects from any degree may be chosen provided the enrolment requirements and conditions for the subject are met and any necessary approvals obtained.

8.6.3 Enrolment in additional coursework subjects may be refused if:

a) the Advisory Panel considers that content or timing of the subject is inappropriate.

b) the required approvals are not obtained, or

c) the credit point limit for additional subjects will be exceeded.

8.7 Withdrawal from Course

8.7.1 HDR candidates may withdraw from their course at any time using the Variation of Candidature Form.

8.7.2 HDR candidates who have withdrawn remain liable for any outstanding fees.

8.8 Appeals

A HDR candidate who wishes to appeal the outcome of processes described in this Procedure may do so in accordance with the Student Review and Appeal Policy and Procedures.

Related policy instruments

Higher Degree by Research Policy

HDR Application, Admission, and Enrolment Procedure

HDR Advisory Procedure

Student Review and Appeal Policy and Procedures

COC-Proposal Template

COC Assessment Form

MCR-FORM-01

PCE-FORM-01

Variation of Candidature Form

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