Policy Academic Governance JCUS HDR Candidature Management Procedure

JCUS HDR Candidature Management Procedure

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This procedure has been established to:

  1. define the academic and administrative responsibilities of James Cook University Australia (JCUA) and James Cook University Singapore (JCUS) in the delivery of Higher Degrees by Research (HDR) to HDR candidates based at JCUS; and
  2. define the financial arrangements for income and expenses related to the delivery of Higher Degrees by Research at the JCUS Campus.
  3. enable James Cook University (JCU) to fulfil the duty of care to HDR candidates whilst meeting the requirements of the JCUS Accrediting Body, the Committee for Private Education.

This procedure addresses HESF Standard 4.2: Research Training.


This procedure applies to HDR candidates admitted to a HDR Course in a JCUS Course Availability, and relevant University staff required to carry out the procedure.


Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching chapter of the University Policy Library and in the HDR Requirements.

Advisor/s - means the academic staff involved in supervision of the Candidate and their project. The definitions of Primary Advisor, Secondary Advisor and Advisor Mentor are as in the HDR Supervision Procedure.

Graduate Research School - means the JCUA Graduate Research School;

JCU Singapore Campus - means the James Cook University campus located in Singapore;

Personal Information - means information or an opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion.

Privacy Law - means for JCUA – the Information Privacy Act 2009 (Qld); for JCUS – the Personal Data Protection Act 2012.


1. Applicants for a Higher Degree by Research based at the JCU Singapore Campus will submit an application as per the  GRS ‘How to Apply’ web page.

2. To classify as a JCUS HDR candidate, the Primary Advisor of the HDR candidate must be a Singapore-based academic staff member, and the HDR candidate must be an internal student based in Singapore. The HDR candidate may have a secondary advisor based at either JCUS a JCUA College. In cases where there is a JCUA advisor, an EFTSL split may be considered.

3. Upon receipt of an application for JCUS HDR candidature and/or Stipend Scholarship, the Graduate Research School (GRS) will undertake an initial assessment and send to the JCUS Associate Dean Research Education (ADRE) for assessment.

4. JCUS will consider each application and where candidature offer is recommended will seek final approval from the Dean, Graduate Research prior to making an offer.

5. HDR candidates are eligible for postgraduate research scholarships as per the Scholarship Scoring Procedure.  Scholarships will be funded by JCUS.

6. During a JCUS-based HDR candidature, the GRS will provide the administration services that would normally be provided to the Academic Colleges for HDR Candidates at JCUA.  These include:

  • Enrolment in the time-based research subject and compulsory HDR subjects;
  • Final processing of candidature milestone documentation;
  • Management of student records in the Student Management System;
  • Support for Professional Development for HDR candidates as required for the HDR subject RD7003 Professional Development;
  • Administration of thesis examination; and
  • Advice to the HDR candidate when the recommendation has been made that the degree can be awarded.

7. JCUS HDR candidates and advisors must comply with the HDR Requirements and all associated procedures.

8. Candidates will be entitled to Minimum Resources as per the HDR Minimum Standard of Resources, Facilities and Other Support Procedure which will  be funded by JCUS.

9. JCUA will count the successful completion of each HDR candidate towards the JCUA HDR completions for the purpose of the Australian Federal Government’s calculation of JCUA’s Research Training Program block grant funding income.

10. JCUS is not entitled to receive any portion of the Research Training Program funding allocation.

Related policy instruments

HDR Requirements

HDR Supervision Procedure

Scholarship Scoring Procedure

HDR Variation and Extension of Candidature Procedure

HDR Minimum Standard of Resources, Facilities and Other Support Procedure





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

Approval Details

Policy DomainAcademic Governance

Policy Sub-domain

Research Education

Policy Custodian

Deputy Vice Chancellor, Research

Approval Authority

Academic Board

Date for next Major Review


Revision History

Version no.

Approval date

Implementation date


23-104/09/202312/09/2023Major review. Procedure formerly titled "Candidature Management of JCUS-based HDR Candidates".Manager, Graduate Research School




Reviewed, minor changes only required



5 December 2018

14 December 2018


Contact personDean, Graduate Research