ReseaRch stuDent infoRmation DiRectoRy

Research STUDENT
Information Directory
2014 Edition
How to use
this directory
Important points
when using the directory
The purpose of this directory is to help you find
the information that you need to undertake
your research degree at UC. It lists important
processes throughout HDR candidature, from
course admission to graduation. The directory
details both who is responsible for each
process as well as where to find the policy and
procedures to help you undertake the process.
• The directory uses the term “HDR Convener” to refer to
the position in the organisational unit responsible for HDR
matters. Depending on your Faculty or UCRC, this may by
the Associate Dean Research, Director or the HDR Convener.
• Where a policy is referred to, but a weblink not provided
in the directory, this is the weblink to follow
www.canberra.edu.au/research/hdr-policy-and-procedures
Research Student Information Directory 2014 Process Responsibility rests with:
Where to look for policy and process
Application and Admission Offer for admission to a higher degree by research Appl. to RStO i – endorsement of admission by HDR Convener ii – offer approved by Dean/UCRC iii Director Application for Commonwealth Government (APA or IPRS) scholarship Initial appointment of supervisory panel Application to RStO – endorsed by HDR Convener – outcome determined by University Research Committee HDR Convener endorses – Dean/Director approves appointment on Section B: Faculty Assessment Form • Admission to HDR Courses Policy (whole policy is relevant): https://guard.canberra.edu.au/policy/policy.php?pol_id=3325 • “How to Apply” webpage: http://www.canberra.edu.au/research/future‐research‐
students/how‐to‐apply • Schedules 1, 2 and 3 of the HDR Scholarships Policy: https://guard.canberra.edu.au/policy/policy.php?pol_id=3324 • ‘Scholarships’ webpage: http://www.canberra.edu.au/research/future‐research‐
students/scholarships‐and‐fees • Supervision of HDR Students Policy, Paragraphs 11 to 21: https://guard.canberra.edu.au/policy/policy.php?pol_id=3323 • Check your supervisory panel through RGrad iv Getting Started Understanding UC’s responsibilities framework for research training and research students Organise student’s first meeting with supervisory panel (either face‐to‐face or, for remote or offshore students, virtually) Enrolment into units ‐ Students can access the HDR Code of Practice
and UC’s Student Charter from the website. The Code of Practice outlines the
responsibilities of the University, the Faculties and UC Research Centres (UCRCs), supervisors and students in the process of research training. The Charter sets out general expectations that students and the University may have of one another. Student and chair of supervisory panel to schedule – student and supervisory panel to attend. To occur during the 1st week of course commencement or earlier. Expectations and timelines clarified and bedded down. Schedule of meeting dates arranged. Where applicable, decide on coursework unit enrolment for the 1st semester. Student completes unit registration form with • HDR Code of Practice: https://guard.canberra.edu.au/policy/policy.php?pol_id=3320 • Student Charter: http://www.canberra.edu.au/seasu/student‐charter • The Research Education Program Moodle site has a folder entitled “You and your supervisor” that provides practical tools for developing and maintaining a productive working relationship with your supervisory panel. Link to the Moodle site:
http://learnonline.canberra.edu.au/course/view.php?id=1378 • The RGrad Comments function provides an easily accessible place to record meeting outcomes and correspond with your supervisor. The Comments function is located in each student’s record, under ‘Milestones’, then under ‘Project Plan’. RGrad can be accessed through MyUC. • Generic skills policy and practical descriptors: http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
generic‐skills/generic‐skills • Unit registration form located here under “HDR Candidature”: 1
Research Student Information Directory 2014 during coursework stage of chair of panel – chair and HDR Convener a research degree provide approvals ‐ RStO processes enrolment. Enrolment into units – during research stage of a research degree. For commencing students, complete Unit Registration form following process above. For ongoing students, RStO enrols as per the details provided in the satisfactory and complete Annual Progress Report (APR). Organising a student’s Chair of panel to ensure student has access to workspace requirements, workspace, infrastructure and funding infrastructure support and requirements. HDR Convener has overarching faculty funding responsibility for the infrastructure requirements for all students in the faculty including publishing the faculty’s HDR infrastructure support guidelines. University HDR Orientation Organised by the GRO v – all commencing week students are automatically invited. Held in 0 week. Introduction to HDR generic skills and skills acquisition Introduced to the student by the chair of panel at the 1st meeting. Skills development workshops offered through the University’s Research Education Program throughout candidature. http://www.canberra.edu.au/research/current‐research‐students/forms
• UC’s Courses and Units Database (to search for unit codes):
http://search.canberra.edu.au/search/search.cgi?collection=CAPS • Check your enrolment through RGrad • Paragraphs 10 to 15 of the HDR Enrolment and Changes to Candidature Policy:
https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Unit registration form located here under “HDR Candidature”: http://www.canberra.edu.au/research/current‐research‐students/forms • Check your enrolment through RGrad • Infrastructure Support for HDR Students Policy: http://www.canberra.edu.au/research/current‐research‐students/research‐student‐
administration/infrastructure‐support‐for‐higher‐degree‐by‐research‐students • Your Faculty’s guidelines on infrastructure provision for HDR students (see your HDR Convener for this) Information about upcoming Orientation weeks can be found at:
http://www.canberra.edu.au/research/current‐research‐students/orientation‐week Notes and presentations from previous Orientation sessions can be accessed from the Research Education Program Moodle site: http://learnonline.canberra.edu.au/course/view.php?id=1378 • Generic skills policy and practical descriptors: http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
generic‐skills/generic‐skills • UC upcoming research training workshops: • Research Education Programme Moodle site: http://learnonline.canberra.edu.au/course/view.php?id=1378 • Attendance at workshop and seminars is recorded in RGrad (must register first) • Most recent login to Moodle is recorded in RGrad Research ethics and publishing findings Ethics proposal/approval Conducting your research Chair of panel and supervisory panel advise student on process – Committee for Ethics in Human Research/Committee for Ethics in Animal Experimentation decide outcome of application Students can access the Responsible Conduct Research Ethics webpages on the Research Services Office website: http://www.canberra.edu.au/ucresearch/ethics • Responsible Conduct of Research Policy: 2
Research Student Information Directory 2014 project responsibly of Research Policy and the Management of Research Data and Primary Research Materials Policy from the website Students can access UC’s Publication and Authorship of Research Policy from the website. The Research Education Program Moodle site provides resources for publishing research. The AuthOrder website is a resource to assist with determining authorship order. https://guard.canberra.edu.au/policy/policy.php?pol_id=3275
• Management of Research Data and Primary Research Materials Policy:
https://guard.canberra.edu.au/policy/policy.php?pol_id=3276 • Publication and Authorship of Research Policy:
https://guard.canberra.edu.au/policy/policy.php?pol_id=3277 • Research Education Program Moodle site:
http://learnonline.canberra.edu.au/mod/folder/view.php?id=452649 • AuthOrder website: http://www.authorder.com/index.php?option=com_content&view=article&id=18&Itemid=
29 Introductory seminar (formative) Chair of panel to organise seminar – all supervisory panel to attend – chair to ensure milestone is reported to RStO to update in Callista vi Confirmation seminar (assessed) Chair of panel to organise seminar, appoint seminar assessors and ensure seminar is advertised. Post seminar, Chair to collate responses– HDR Convener to provide outcome and send reports and proposal to RStO – RStO to update Callista Work in progress seminar (doctoral students only) (formative) Chair of panel to organise seminar – chair to ensure that this milestone is reported to RStO to update in Callista Final seminar (formative) Chair of panel to organise seminar – chair to ensure that this milestone is reported to RStO to update in Callista • HDR Milestones Policy, Paragraphs 14‐18: https://guard.canberra.edu.au/policy/policy.php?pol_id=3327 • Milestones webpage: http://www.canberra.edu.au/research/current‐research‐
students/degree‐milestones‐and‐generic‐skills • Link to Non‐assessable seminar report form: http://www.canberra.edu.au/research/current‐research‐students/forms • Recorded in RGrad • HDR Milestones Policy, Paragraphs 19 to 37: https://guard.canberra.edu.au/policy/policy.php?pol_id=3327 • Milestones webpage: http://www.canberra.edu.au/research/current‐research‐
students/degree‐milestones‐and‐generic‐skills • Link to Assessors Report form for assessment of confirmation seminar:
http://www.canberra.edu.au/research/current‐research‐students/forms • Recorded in RGrad • HDR Milestones Policy, Paragraphs 38 to 43: https://guard.canberra.edu.au/policy/policy.php?pol_id=3327 • Milestones webpage: http://www.canberra.edu.au/research/current‐research‐
students/degree‐milestones‐and‐generic‐skills • Link to Non‐assessable seminar report form: http://www.canberra.edu.au/research/current‐research‐students/forms • Recorded in RGrad • HDR Milestones Policy, Paragraphs 44 to 47: https://guard.canberra.edu.au/policy/policy.php?pol_id=3327 Milestones webpage: http://www.canberra.edu.au/research/current‐research‐
students/degree‐milestones‐and‐generic‐skills Link to non‐assessable seminar report form: http://www.canberra.edu.au/research/current‐
Publishing research finding and determining author order Milestones 3
Research Student Information Directory 2014 Conference/ research‐
related funding Chair of panel to advise student as to faculty process and contact person for funding applications research‐students/forms Recorded in RGrad • Infrastructure Support for HDR Students Policy (university‐wide): http://www.canberra.edu.au/research/current‐research‐students/research‐student‐
administration/infrastructure‐support‐for‐higher‐degree‐by‐research‐students Your Faculty’s guidelines on funding provision for HDR students (see your HDR convener for this) Academic Progress Monitoring a student’s progress towards completion Annual Progress Report (APR) – online process Progress Update Report Chair of panel is responsible
HDR Academic Progress Policy, Paragraphs 7 to 13: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 Student comments – chair of panel comments –student reviews – HDR Convener provides assessment outcome – RStO will re‐enrol student for the following year based on a complete and satisfactory APR • HDR Academic Progress Policy, Paragraphs 15 to 19 and Schedule One: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • “APR” webpage comprehensively sets out the process for reporting: http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
generic‐skills/annual‐progress‐report • Recorded in RGrad HDR Academic Progress Policy, Schedule One: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 Chair of panel and student meet to formally discuss progress – chair provides student with a overall assessment of progress and documents outcome Mid‐semester Review (PhD Chair of panel to initiate meeting with student
students in coursework and panel – complete form together – chair to component only) provide completed review to Graduate Research Office Activating an early Chair of panel is responsible for discussing intervention (EI) strategy issues impeding progress with the student and determining EI course of action. Chair is responsible for monitoring progress against the course of action. HDR Convener is responsible for reviewing report at the end of the period of EI and providing an assessment outcome – RStO to update Callista Activating unsatisfactory Chair of panel to advise HDR Convener of progress procedures ‐ reasons for activating probation procedures PROBATION (reasons may include lack of progress against Early Intervention course of action).. HDR • HDR Academic Progress Policy, Paragraphs 20 to 27: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • Doctoral Research Skills Portfolio Unit – Moodle site – includes link to unit outline: http://learnonline.canberra.edu.au/course/view.php?id=9600 • HDR Academic Progress Policy, Paragraphs 28 to 39 AND Early Intervention Workflow diagram (Schedule 2 of the policy): https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • Weblink to EI forms and templates: http://www.canberra.edu.au/research/current‐
research‐students/forms • Special Progress Report form: http://www.canberra.edu.au/research/current‐research‐
students/forms • Recorded in RGrad • HDR Academic Progress Policy, Paragraphs 40 to 46 AND the Probation Workflow diagram (Schedule 3 of the policy): https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • Special Progress Report form: http://www.canberra.edu.au/research/current‐research‐
students/forms 4
Research Student Information Directory 2014 Convener makes recommendation on probation conditions and RStO updates Callista and notifies student of these conditions. Chair monitors and assess progress against probation conditions, HDR Convener decides outcome – RStO to update Callista Discontinuation of a HDR Convener is responsible – informs RStO student for unsatisfactory of outcome who process and formally notify progress the student Exclusion of a student Deputy Vice Chancellor (Research) decides outcome – RStO processes and formally notifies the student Dispute resolution If unable to be resolved between student and between student and the member of the supervisory panel, it is the member of the supervisory responsibility of the HDR convener to panel investigate and provide resolution to the matter. • Recorded in RGrad • HDR Academic Progress Policy, Paragraphs 40 to 43 and 51 to 60: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • Recorded in RGrad • HDR Academic Progress Policy, Paragraphs 47 to 60: https://guard.canberra.edu.au/policy/policy.php?pol_id=3328 • Recorded in RGrad Student Grievance Resolution Policy: http://www.canberra.edu.au/seasu/grievance‐
resolution Changes to candidature • HDR Enrolment and Changes to Candidature Policy, Paragraph 38: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Recorded in RGrad • HDR Enrolment and Changes to Candidature Policy, Paragraphs 39 to 43: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Website information on intermission process: http://www.canberra.edu.au/research/current‐research‐students/research‐student‐
administration/changing‐your‐candidature/leave‐of‐absence • Application for Intermission form: http://www.canberra.edu.au/research/current‐research‐
students/forms • Recorded in RGrad • HDR Enrolment and Changes to Candidature Policy, Paragraphs 44 to 48: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Change of supervisory panel form: http://www.canberra.edu.au/research/current‐
research‐students/forms • Recorded in RGrad Chair of panel to organise seminar – Academic • HDR Enrolment and Changes to Candidature Policy, Paragraphs 54 to 58: seminar assessors (including one external to https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 Change of study mode (F/T Student to discuss with chair of panel and – P/T) then advise RStO in writing of the change. RStO to update Callista Leave of Student completes form – endorsed at chair absence/intermission of panel’s discretion – HDR convener provides outcome ‐ RStO to process form, update Callista Please note: students on an international student visa should consult an International Student Advisor to discuss their eligibility for taking intermission. Change of supervisory Student completes form – Dean/Director
panel provides outcome – RStO to process form, update Callista Upgrade or transfer between research degrees 5
Research Student Information Directory 2014 Transfer to another Faculty/Centre Recreation leave Recreation leave (for scholarship holders) Student‐led discontinuation from course the University) – Chair to collate reports –
ADR/Director to provide outcome – RStO to update Callista Chair of panel and supervisory panel endorse application– Dean/Director approval, and RStO to process application and update Callista Student to discuss with chair of panel and follow Faculty/UCRC procedures Some, but not all, stipend scholarships allow for a period of paid recreation leave in the conditions of award. A student with such a scholarship must notify the administrator of the scholarship of any rec leave to be taken so their records may be updated Student informs RStO via Notification of Discontinuation Form – RStO updates Callista and informs Faculty when complete. • Upgrade or transfer seminar assessors report forms (different forms): http://www.canberra.edu.au/research/current‐research‐students/forms • Recorded in RGrad • HDR Enrolment and Changes to Candidature Policy, Paragraph 53: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Research Degree Admission Application Form: http://www.canberra.edu.au/research/current‐research‐students/forms HDR Enrolment and Changes to Candidature Policy, Paragraph 36: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 See HDR Scholarships Policy, Schedule 1, Paragraph 37 for example: https://guard.canberra.edu.au/policy/policy.php?pol_id=3324 • HDR Enrolment and Changes to Candidature Policy, Paragraphs 59 to 61: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Notification of Discontinuation Form: http://www.canberra.edu.au/research/current‐
research‐students/forms Recorded in RGrad Thesis Submission and Examination Application for Overtime Sponsorship or Faculty Sponsorship Student completes form ‐ endorsed at the chair of panel’s discretion – Dean/Director provides outcome – RStO to update Callista Appointment of Examiners Chair of panel provides names– HDR Convener approves – RStO to update Callista in preparation for examination Before thesis submission (one month prior) After discussion with chair of panel, student submits the Intention to Submit a Thesis for Examination Form as well as Form D – Details for Graduation to RStO to process and update in Callista Thesis submission Student completes Form A – Certificate of • HDR Enrolment and Changes to Candidature Policy, Paragraphs 28 to 35: https://guard.canberra.edu.au/policy/policy.php?pol_id=3326 • Information about tuition fee liability for overtime students (PDF document on the Fees webpage): http://www.canberra.edu.au/research/future‐research‐students/fees2 • Examination of HDR Theses Policy, Paragraphs 23 to 27: https://guard.canberra.edu.au/policy/policy.php?pol_id=3329 • See Thesis Examination and Completion webpage for Appointment of Examiners Form: http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
generic‐skills/examination‐and‐completion • Examination of HDR Theses Policy, Paragraphs 11 to 22 and Schedules 1, 2 and 3: https://guard.canberra.edu.au/policy/policy.php?pol_id=3329 • See Thesis Examination and Completion webpage for forms required and detailed process: http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
generic‐skills/examination‐and‐completion • Recorded in RGrad • Examination of HDR Theses Policy, Paragraphs 11 to 22 and Schedules 1, 2 and 3: 6
Research Student Information Directory 2014 Thesis examination outcome Lodging an appeal against a thesis result Graduation Completion of Thesis for HDR – submission is https://guard.canberra.edu.au/policy/policy.php?pol_id=3329
approved at the chair of panel’s discretion – • See Thesis Examination and Completion webpage for forms required and detailed process: form and thesis submitted to RStO to process http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
and update in Callista. Other forms required generic‐skills/examination‐and‐completion at point of submission are Form B – Certificate • Recorded in RGrad of Authorship of the Thesis and Form C – Retention and Use of the Thesis by the University. HDR Convener provides outcome – Deputy • Examination of HDR Theses Policy, Paragraphs 32 to 40 and Schedule 4: Vice‐Chancellor (Research) (for resubmissions https://guard.canberra.edu.au/policy/policy.php?pol_id=3329 and fail results only) provides outcome – RStO • See Thesis Examination and Completion webpage: to update Callista and contact student and http://www.canberra.edu.au/research/current‐research‐students/degree‐milestones‐and‐
chair generic‐skills/examination‐and‐completion • Recorded in RGrad Follow University appeals process
• Examination of HDR Theses Policy, Paragraphs 41 to 43: https://guard.canberra.edu.au/policy/policy.php?pol_id=3329 • Formal appeal follows Student Grievance Resolution Policy: http://www.canberra.edu.au/seasu/grievance‐resolution RStO processes completion on advice from See Graduation webpage: http://www.canberra.edu.au/student‐services/graduation
the HDR Convener and updates Callista. Graduation organised by Student Progress and Graduations Office i
RStO: refers to the Research Students Office throughout this document ii
HDR Convener: throughout the document, this term refers to the position in the Faculty or UCRC responsible for HDR matters. Depending on your Faculty or UCRC, this may by the Associate Dean Research, Director or the HDR Convener iii
UCRC: refers to the University of Canberra Research Centre
iv
RGrad (Research Graduate System) is an online information portal. More details may be found at http://www.canberra.edu.au/research/current-researchstudents/rgrad
v
GRO: refers to the Graduate Research Office throughout this document
vi
Callista is the University’s student records database
7
Progression Milestones and Course Duration for HDR Courses Introductory seminar Confirmation of candidature Work‐in‐
progress seminar 1 Thesis submission target date 2 Final Seminar Masters 4mths
7mths
N/A
20mths Professional Doctorate 6mths
12mths
24mths PhD ‐ pre 2013 6mths
12mths
24mths PhD ‐ 2013 onwards (post subsumable Grad Cert) 3 PhD Clin Psychology 6mths
12mths
24mths 36mths (3 yrs) 36mths (3 yrs) 36mths (3 yrs) Upon submission of the thesis Upon submission of the thesis Upon submission of the thesis Upon submission of the thesis 6mths
12mths 30 – 36 mths
PhD Clin Physiotherapy 6mths
12mths
24 – 30 mths 42mths (3.5yrs) 48mths (4yrs)
Upon submission of the thesis Upon submission of the thesis 1
As per the HDR Milestones Policy, the Work‐in‐Progress Seminar takes place within the first two thirds of total candidature. The date that candidates target on their project timeline to submit their thesis, allowing for an initial thesis examination process that can take up to six months. 3
The timelines for PhD milestones are calculated from the point of the candidate entering the thesis component of the course, i.e. after successful completion of the coursework required for the subsumable Graduate Certificate in Research Methods and Design or, at the commencement of the accelerated entry pathway into the course. 2

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