HDR Readmission Procedure

Intent

To describe the procedure to be followed when a candidate who: (1) was previously enrolled in a Higher Degree by Research (HDR) at JCU; and (2) is eligible for readmission, wishes to apply for readmission to the degree in which they were previously enrolled with the same or similar thesis topic.

Scope

This Procedure applies to former JCU HDR candidates who:

1. Withdrew from their enrolment in a research degree after successfully completing their Confirmation of Candidature; or
2. Had their candidature discontinued at least one year prior to their application for readmission; or
3. Wish to apply for readmission to the degree in which they were previously enrolled with the same or similar thesis topic.

Former HDR candidates whose candidature was not confirmed or who wish to enrol in a new degree or in their former degree with a different thesis topic must submit a new application for HDR candidature in accordance with the HDR Application and Enrolment Procedures [1,2] as specified in the HDR Requirements [3].

Definitions

Terms mentioned in this document and not defined here are defined in the Glossary of Terms for Policies in the Student and Teaching and Course Management chapters of the University Policy Library [4] and in the HDR Requirements [3].

Procedure

Timing of the Procedure

A former JCU HDR candidate whose candidature was confirmed and who withdrew from their enrolment may apply for readmission to the degree in which they were previously enrolled with the same or similar thesis topic at any time within five years from their withdrawal date.

A former JCU HDR candidate whose candidature was confirmed but was subsequently discontinued may apply for readmission to the degree in which they were previously enrolled with the same or similar thesis topic at least one year and not more than five years from the date on which their enrolment was discontinued.

Process for Undertaking the Procedure

1. The former JCU HDR candidate must approach their proposed Advisory Panel via the proposed Primary Advisor to seek their in-principle written approval for readmission to the research degree in which the candidate was previously enrolled with the same or similar thesis topic.

2. If approval is granted in principle, the former JCU HDR candidate must approach the Head of the Enrolling Organisational Unit (or nominee) with which the proposed Primary Advisor is affiliated to seek their in-principle written approval for readmission to the degree in which the candidate was previously enrolled with the same or similar thesis topic.

3. If either of the above mentioned in-principle approvals is not granted, the former JCU HDR candidate may approach the Dean, Graduate Research Studies for advice as to the appropriate steps to be taken, or let the matter lapse.

4. If the above mentioned in-principle approvals are granted, the former JCU HDR candidate should discuss preparation for the evaluation outlined in Clause 5 below and contact the Head of the proposed Enrolling Organisational Unit (or nominee). The Head of the proposed Enrolling Organisational Unit (or nominee) must appoint an interim Candidature Committee to evaluate the status of the former candidature as outlined in Clause 5 below.

5. The interim Candidature Committee must:

1. Review the status of the current drafts of materials that the candidate has prepared for inclusion in the thesis with particular attention to their currency and scope;
2. Evaluate an oral presentation by the candidate on their research findings.  The oral presentation must be delivered in person or by video-conference and viewed by all members of the interim Candidature Committee. Other persons should be encouraged to attend unless such an arrangement is precluded by a confidentiality agreement with industry partner(s). The oral presentation should be no longer than 30 minutes and include question and answer time, and should provide a synthesis of the research findings (if applicable).
3. Review the candidate’s draft Candidature Management Plan;
4. Check that the candidate has completed a Professional Development Audit and Plan [5] (found in COC-FORM-02) and that the document is appropriate for the candidate’s degree requirements and career aspirations;
5. Ensure that the resources required for the successful completion of the thesis are available; and
6. Ensure that the checks required at this stage of the candidature process have been conducted and that the candidate has met all associated requirements by completing a Milestone Report appropriate to the stage of candidature (i.e. Mid-Candidature Review Milestone [6] or Pre-Completion Evaluation Milestone [7]);

Evaluation of the Procedure

The Candidature Committee must collectively finalise their written evaluation of each of the items submitted by the candidate listed in Clause 5 and any associated recommendations. The Candidature Committee should frame their feedback on the research using the proformas associated with the appropriate stage of candidature (Mid-Candidature Review Milestone [6] or Pre-completion Milestone [7]) and include additional material as appropriate.

Feedback and any recommendations to the former HDR candidate must be discussed with the former HDR candidate (in person or by telecommunication) by the Chair of the Interim Candidature Committee.

Outcome of Procedure

The Interim Candidature Committee must recommend one of the following to the Dean, Graduate Research Studies through its Chair:

1. That the outcome of the application for readmission is satisfactory and the candidate be readmitted to the degree;
2. That the outcome of the application for readmission is satisfactory and the candidate be readmitted to the degree and placed Under Review for a specified period; or
3. That the outcome of the application for readmission is unsatisfactory and that the candidate not be readmitted to the degree.

Copies of the written feedback to the candidate, including the Mid-Candidature Review Milestone or Pre-Completion Evaluation Milestone form and the Candidature Management Plan should be lodged with the Graduate Research School.

The Graduate Research School will then invite the former JCU HDR candidate to formally apply for candidature in accordance with the HDR application and enrolment procedures [1,2].

Related policy instruments

[1] HDR Application Procedure

[2] HDR Enrolment Procedure

[3] HDR Requirements Policy

Schedules/Appendices

Related Documents and Legislation

[4] Glossary of Terms for Policies in the Student and Teaching and Course Management chapters of the University Policy Library

[5] COC-Proposal Template - Appendix 1: Professional Development Skills Audit & Plan

[6] MCR-FORM-01 HDR Mid-Candidature Review Milestone Form

[7] PCE-FORM-01 HDR Pre-completion Evaluation Milestone Form

Administration

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

Approval Details

Revision History