Policy HDR Conferral Procedure
HDR Conferral Procedure
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
- Future Students
- Current Students
- Research and Teaching
- Partners and Community
- About JCU
- Reputation and Experience
- Celebrating 50 Years
- ALTAR
- Anton Breinl Research Centre
- Agriculture Technology and Adoption Centre
- Living on Campus
- Advanced Prawn Breeding Research Hub
- Advanced Analytical Centre
- Applying to JCU
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
- ARCSTA
- Area 61
- Association of Australian University Secretaries
- Australian/NZ Students
- Australian Lions Stinger Research
- Boating and Diving
- ATSIP
- Employability Edge
- Australian Tropical Herbarium
- Careers at JCU
- Careers and Employability
- Australian Quantum & Classical Transport Physics Group
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- Chancellery
- CMT
- CASE
- College of Business, Law and Governance
- College of Healthcare Sciences
- WHOCC for N&M Education and Research
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- COVID-19 Advice
- Centre for Disaster Solutions
- CSTFA
- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Diploma of Higher Education
- Discover Nature at JCU
- Research Division
- Services and Resources Division
- Education Division
- Division of Tropical Environments and Societies
- Division of Tropical Health and Medicine
- Economic Geology Research Centre
- Elite Athletes
- eResearch
- ERC
- Estate
- Financial and Business Services Office
- Fletcherview
- Foundation for Australian Literary Studies
- Gender Equity Action and Research
- GetReady4Uni
- Give to JCU
- Governance
- Information for JCU Cairns Graduates
- Graduate Research School
- Graduation
- Indigenous Education and Research Centre
- Indigenous Engagement
- Indigenous Legal Needs Project
- Inherent Requirements
- IsoTropics Geochemistry Lab
- IT Services
- International Schools
- International Students
- JCU Connect
- JCU Eduquarium
- JCU Events
- JCU Global Experience
- JCU Ideas Lab
- JCU Job Ready
- JCU Motorsports
- JCU Prizes
- JCU Sport
- JCU Turtle Health Research
- Language and Culture Research Centre
- CEE
- LearnJCU
- Library
- Mabo Decision: 30 years on
- MARF
- Marine Geophysics Laboratory
- New students
- Off-Campus Students
- Office of the Vice Chancellor and President
- Virtual Open Day
- Orpheus
- Outstanding Alumni Awards
- Parents and Partners
- Pathways to university
- Planning for your future
- Placements
-
Policy
- Academic Governance
- Academic Management
- Community, Marketing and Alumni
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
- Emeritus Professor Policy
- Foreign Interference Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Information Privacy Policy
- Legal Services Claims and Litigation Assistance Policy
- Organisational Structure Policy
- Records Management Policy
- Right to Information Policy
- Risk Management Policy
- Social Media Policy
- Staff Code of Conduct
- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Academic Promotion Policy
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Enterprise Agreement 2016
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Optional Working Hours System (Op-Time)
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Digital Infrastructure
-
International
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- Curriculum Approval, Accreditation, Monitoring, Review and Improvement Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Coursework Approval, Accreditation and Review Policy
- Quality and Planning
- Research Education
- Research Management
-
Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Admissions Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Enrolment Requirements for International Student Visa-Holders Policy
- Intervention Strategy for Students Who Have Not Made Satisfactory Academic Progress
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Results Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Review and Appeals Policy (effective to 31/12/2022)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
- Student Equity and Wellbeing
- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
Intent
To provide procedural detail to enable the University to bestow a HDR Award of the University to a HDR candidate after successful completion of a course that has not yet been conferred.
Scope
This procedure applies to any person admitted to a HDR course who has passed the requirements of their course but the award has not been conferred. Candidates who have met the requirements of the HDR Award must have complied with other all conditions, including the payment of outstanding debts to be eligible to have the award conferred.
Definitions
Procedure
1.1 An Award Memo is sent to the GRS from the Dean of College confirming that the candidate has met the requirements of the HDR Award.
1.2 The Dean, Graduate Research will check that the corrections to the thesis have been made by perusing the summary table of corrections and if satisfied write to the candidate informing them that a recommendation that they be awarded the degree will be submitted.
1.3 Course and thesis subject moved to Passed in the Student Management System.
1.4 A candidate will be eligible for their degree to be conferred when the following has been achieved:
(a) all course requirements have been met, including successful completion of coursework and milestone requirements;
(b) a 50 word abstract has been submitted to the Graduate Research School;
(c) any outstanding ethics report(s) have been lodged with Research Services;
(d) a summary of any amendments made has been submitted to and approved by the College Dean, and lodged with the Graduate Research School;
(e) all required forms have been submitted;
(f) a final copy of the thesis has been deposited with the University library as per the HDR Library Thesis Deposit Procedure with the assistance of the College HDR Academic Services Officer;
(g) all requirements of the partner University have been met in the case of a candidate enrolled under a Cotutelle or Conjoint Degree Agreement;
(h) any outstanding University debts have been paid.
1.5 The GRS will provide a list of eligible Research Doctorate candidates to Secretariat for recommendation by Academic Board. This must occur prior to conferral for Research Doctorates only.
1.6 The JCU Graduations team will advise secretariat of HDR candidates who are eligible to have their Award conferred by the University Council, prior to each meeting (meeting schedule is available on the JCU Governance webpage).
1.7 The JCU Graduations team will allocate all HDR candidates to a ceremony, based on course/study plan, location and college.
1.8 The JCU Graduations team will provide instructions on how to accept, decline or change ceremony details.
1.9 Graduates are entitled to use the official Award Title once the Award has been conferred by the University Council.
1.10 A Medal shall be awarded to a HDR candidate whose research doctoral thesis was examined in that calendar year and has been judged by the Board of Higher Degrees by Research Committee to be passed ‘cum laude’ on the basis of the independent recommendations of two external examiners and their written justification of this recommendation.
1.11 Recipients of the Medal for Excellence for a Doctoral Research Thesis shall have the option of:
(a) being presented with the Medal at their graduation ceremony; or
(b) having the Medal sent directly to them.
1.12 A posthumous Award will be conferred in accordance with the Posthumous Award Procedure.
1.13 The Graduation Ceremony will be conducted in accordance with the Graduation Ceremony Procedure.
1.14 Official certification documentation will be issued in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure.
1.15 A graduate may elect to receive a testamur and Australian Higher Education Graduate Statement (AHEGS) in one or more of the following ways;
(a) Access to Digitised Copy; and
(b) Original testamur made available immediately; or
(c) Original testamur made available at a Graduation Ceremony.
1.16 Award titles are the representation of the qualification type, level, field of study/discipline and program of the qualification consistent with the Australian Qualifications Framework and requirements of the AQF Qualifications Issuance Policy. Refer to Awards Titling Guide.
1.17 The University Secretary/Marshall or Ceremonies Coordinator may prevent a graduate from being able to participate in a Graduation Ceremony if reasonable grounds of a risk or threat have been identified.
1.18 Certification Documentation will be reissued in exceptional circumstances in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure.
1.19 The conferral of an Award is considered public information. The University may publish or provide confirmation in relation to a graduate’s name, Award/s conferred and their conferral date/s in accordance with the HDR candidate’s acceptance of their student contract.
1.20 The University Council may withdraw or revoke an Award that has been conferred, in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure.
1.21 Certification Documentation must be returned if the Award has been revoked by University Council or otherwise is required to be surrendered in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure.
Related policy instruments
Coursework Award Finalisation, Conferral and Issuance Procedure
Recognition of Academic Excellence Procedure
Award Finalisation and Graduation Policy
Related policy instruments
Schedules/Appendices
Nil
Related documents and legislation
AQF Qualifications Issuance Policy
Administration
NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | Research Education |
Policy Sponsor | Deputy Vice Chancellor, Research |
Approval Authority | Deputy Vice Chancellor, Research |
Date for next Major Review | April 2021 |
Revision History
Version | Approval date | Implementation date | Details | Author |
19-2 | - | 16/12/2019 | Modification in response to change in procedure at central JCU Ceremonies | Supervisor, Academic Services GRS |
19-1 | 19/09/2019 | 19/09/2019 | Process improvement | Supervisor, Academic Services GRS |
1.0 | 04/06/2018 | 04/06/2018 | Procedure established | Supervisor, Academic Services GRS |
Keywords | Graduand, Graduation, Graduate, Confer, Conferral, Award, Ceremony, In Absentia, medal, posthumous |
Contact person | Dean, Graduate Research |