Policy HDR Enrolment Procedure

HDR Enrolment Procedure

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This procedure elaborates the Application & Enrolment Section of the Higher Degree Research (HDR) Requirements and specifies the procedure for enrolment into a Higher Degree by Research.


These requirements apply to candidates for the higher degrees by research offered by the University.


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.


  1. In order to be enrolled in a Higher Degree by Research, an applicant must have:
    1. formally accepted a current degree offer;
    2. original or certified copy of the qualifying degree academic transcript (and testamur if available) if obtained at a non-Australian institution,
    3. met any pre-enrolment conditions of the offer and
    4. met any Australian Visa requirements.
  2. A candidate must enrol on the date specified in their Offer of Admission unless alternative arrangements have been approved.
  3. A candidate will be enrolled at a rate of either full time (1 EFTSL per year) or part time (0.5 EFTSL per year) at any one time.
  4. A candidate must attend the Graduate Research School on the specified enrolment date unless alternative prior arrangements have been
    made e.g. by approved external candidates.
  5. On the date of enrolment, the Graduate Research School will ensure that all conditions for enrolment as specified in the Offer of Admission are met. Candidates who have not met the conditions specified will not be enrolled.
  6. If a candidate is transferring from another course or university, the HDR Transfer of Enrolment Procedure must also be followed.
  7. If a candidate commenced a higher degree by research at another university in Australia and did not complete the degree, but are transferring to JCU to continue the same research project/course of study, they would be required to supply JCU with a “consumed EFTSL report” from the previous university. The EFTSL consumed at the other university will be deducted from the maximum period of tenure of the candidature, and scholarship where relevant. If a candidate commenced a higher degree by research at another university in Australia and did not complete the degree and they are coming to JCU to commence a new higher degree by research/research project/course of study, EFTSL consumed at the previous university does not have to be taken into account.
  8. On confirmation of the candidate’s eligibility for enrolment, the Graduate Research School will enrol the candidate in the specified degree, add the required subjects for the degree in the Student Management System and enter the consequential due dates for milestone completion and thesis submission.
  9. All HDR enrolments and enrolment modifications, including subject enrolments must be undertaken by the Graduate Research School. Candidates cannot ‘self manage’ their enrolment or course details through eStudent.
  10. An enrolled candidate is bound by all policies and procedures of the University in relation to enrolment in a University degree and the degree in which they are enrolled.
  11. Higher Degree by Research candidature formally begins on the date of enrolment and any required fees accrue from that date.
  12. A scholarship awarded and/or managed by JCU will normally start on the date of enrolment unless the scholarship conditions prevent this or other arrangements have been agreed to and approved by the relevant parties. A scholarship will not commence prior to the date of enrolment.
  13. On completion of the enrolment process, the Graduate Research School will provide: (1) email notification to the candidate and their Primary Advisor confirming the enrolment and the due dates for milestones and (2) a Welcome Pack for the candidate.
  14. A candidate who is required to undertake a Post-Entry English Language Assessment (PELA) will be required to undertake this assessment on the first available date following enrolment.
  15. International Candidates are required to undertake the Skills for International Postgraduates (SKIP) program is required to commence at the first available date following enrolment.
  16. All Candidates are required to attend the first available Induction Session following their enrolment.
  17. The candidate and their Advisors are expected to meet as soon as possible after enrolment to: (1) begin planning the work that will need to be completed for the Confirmation of Candidature; (2) discuss any requirements such as ethics or training;(3) establish a schedule for regular meetings; and (4)complete CAA-FORM-01 Candidate & Advisor 6 Week Check-In which is due to the Graduate Research School 6 weeks after enrolment.
  18. On enrolment in the degree, the Candidate should familiarise themselves with the policies, procedures and requirements in place for their degree and research. These are summarised, albeit not exhaustively, in the Handbook for HDR Candidates.

Related policy instruments



NOTE: Printed copies of this procedure 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


Revision History

Version no.

Approval date

Implementation date



4/6/2018 4/6/2018
  • Added details of how consumed EFTSL should be handled if have commenced but not completed a HDR at another university.
  • Documentation requirements for new candidates.

Contact person

Dean, Graduate Research