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Higher Degree by Research Procedures - Scholarships

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Section 1 - Purpose and Context

(1) Higher Degree By Research (HDR) Scholarships are awarded to support research training and encourage highly qualified candidates to undertake Research Doctorate and Research Masters degrees at Western Sydney University.

(2) These Procedures establish the requirements and procedures for the awarding of HDR scholarships at the University.

(3) These procedures should be read in conjunction with the Academic Appeals Procedures, Complaint Management Policy, Higher Degree By Research Policy, Higher Degree By Research Procedures – Resources, Higher Degree By Research Procedures – Supervision, Student Code of Conduct and Student Misconduct Rule.

(4) From 1 January 2017 continuing students, supported by the previous Research Training Scheme, International Postgraduate Research Scholarship (IPRS) or Australian Postgraduate Award (APA) were transitioned to an Australian Government Research Training Policy (RTP) Scholarship without being disadvantaged. IPRS and APA recipients were transferred to an Australian Government RTP Stipend Scholarship and an RTP Fees Offset.

(5) Candidates who commenced and continue under the previous version of this policy document will continue their awarded scholarship under the provisions in the previous policy document. Where the previous policy document is silent, the provisions in this policy document will apply.

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Section 2 - Definitions

(6) For the purposes of these Procedures, definitions that apply can be found in the Higher Degree by Research Policy and the Policy DDS Glossary, in addition to the following:

  1. Candidature Commencement Date means the official date at which the period of candidature commences in all HDR programs including Stage 2 of the Master of Research. 
  2. Director, Academic Program (DAP) means the academic program director for the Master of Research.
  3. EFTSL has the same meaning as in the Enrolment Policy, that is - Equivalent Full-time Study Load means the measurement for a student's study-load. One EFTSL is the study load for a year of a student undertaking a program on a full-time basis. 
  4. Examinable Work means one or more of the following, as specified for a particular degree: thesis, series of papers or publications, exegesis, overarching statement, dissertation, or portfolio. 
  5. Fee offset means where commonwealth scholarship funds are provided in the form of partial payment of University fees.
  6. Fee waiver means full or partial fee reduction of program fees by the University
  7. Research Training Program (RTP) means the Commonwealth Scheme that provides block grants annually to support the research training and skills of both domestic and international candidates undertaking higher degrees by research.
  8. Scholarship means a University or third party funded living allowance stipend for a Research Training Program. A part of this funding may be stipulated as being used for Fee Offset.
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Section 3 - Policy Statement

(7) Refer to the Higher Degree By Research Policy.

(8) HDR scholarship funding types include:

  1. Research training program stipend - paid by the University to support a recipient’s general living costs, funded by the Commonwealth Government
  2. Research training program fee offset - paid by the Commonwealth Government to offset tuition fees
  3. Research training program allowances – paid by the University to assist recipients with ancillary costs around their candidature, funded by the Commonwealth Government
  4. University funded postgraduate research stipend – paid by the University to support a recipient’s general living costs
  5. University funded research scholarship for Masters programs 
  6. Industry funded and co-funded scholarship 
  7. University funded Vice-Chancellor research scholarship
  8. University fee reduction and allowances.

(9) The list of HDR Scholarships available at the University are published on the Scholarships web page and the International Scholarships webpage.

(10) The University will ensure that HDR scholarship recipients have:

  1. appropriate supervision throughout their candidature as outlined in the HDR Procedures – Supervision
  2. appropriate research resources throughout their candidature as outlined in the HDR Procedures – Resources.

(11) Scholarship recipients can appeal decisions under this policy document as detailed in the Academic Appeals Procedures.

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Section 4 - Procedures

Part A - Eligibility Criteria and Selection Process

Eligibility Criteria

(12) To be eligible for a research training program stipend the applicant must:

  1. be a domestic or international HDR candidate of the University
  2. not receive other research related income to support their living costs which is more than 75% of the stipend rate.

(13) To be eligible for a research training program fee offset the applicant must:

  1. be a domestic HDR candidate of the University, or
  2. be an international HDR candidate and awarded a research training program stipend or University funded postgraduate research stipend, and
  3. not receive an equivalent scholarship from the Commonwealth Government that is designed to offset higher research degree fees.

(14) To be eligible for a University funded postgraduate research stipend the applicant must:

  1. be a domestic or international HDR candidate of the University
  2. not receive other research related income to support their living costs which is more than 75% of the stipend rate.

(15) To be eligible for a University funded research scholarship for a Master of Research program the applicant must:

  1. be a domestic HDR candidate of the University or international HDR candidate of the University commencing the Thesis year of study
  2. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research
  3. achieve the agreed academic standards and progression as detailed in the conditions of the scholarship, and
  4. for fee offset funds, not receive equivalent scholarship funds from the Commonwealth Government designed to offset HDR fees.

(16) To be eligible for a University funded research scholarship for a Masters program other than the Master of Research, the applicant must:

  1. be a domestic or international HDR candidate of the University enrolled full-time in a Master’s program at commencement of the scholarship
  2. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research.

(17) To be eligible for a co-funded or funded industry research scholarship the applicant must:

  1. be a domestic or international HDR candidate of the University enrolled full-time at commencement of the scholarship
  2. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research
  3. meet specific eligibility criteria detailed in the conditions of the scholarship, and
  4. for fee offset funds, not receive equivalent scholarship funds from the Commonwealth Government designed to offset HDR fees.

(18) To be eligible for a University funded Vice-Chancellor research scholarship the applicant must:

  1. be a domestic or international HDR candidate of the University enrolled full-time at commencement of the scholarship
  2. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research
  3. have achieved a First Class Honours (H1) or High Distinction in their Research Master’s degree
  4. have recognised and demonstrated research performance
  5. have a statement of endorsement from the potential supervisor panel
  6. have a research project which aligns with Western Sydney University Research Themes.

(19) To be eligible for a University funded fee reduction research scholarship the applicant must:

  1. be an international HDR candidate of the University enrolled full-time at commencement of the scholarship
  2. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research
  3. continue to meet all conditions of their visa.

(20) To be eligible for a University funded Yarramundi HDR Scholarship, the applicant must:

  1. identify as an Aboriginal and/or Torres Strait Islander person
  2. provide evidence of Indigeneity as per University guidelines
  3. be a domestic HDR candidate of the University (full-time or part-time)
  4. reside in Australia for the duration of the program, except for periods of approved leave or approved overseas research
  5. have recognised and demonstrated research, industry, community and/or cultural experience
  6. have a statement of support from the Director, Indigenous Research

Selection Process

(21) The awarding of all HDR scholarships is a merit-based selection process and is compliant with the fairness requirements contained in Subdivision 19-D of Part 2-1 of the Higher Education Support Act 2003.

(22) Each applicant is assessed, scored and ranked according to the University HDR Scholarship Metric. The basis of merit includes:

  1. evidenced academic performance (in Bachelor Honours, Research Masters or Postgraduate programs)
  2. research output and/or research experience
  3. alignment with the University Research Themes.

(23) A University HDR Scholarship Metric is approved each year by the Research Studies Committee.

(24) All HDR Scholarship applications must be submitted in the approved format and by the advertised date. Applications received after any communicated closing date will not be accepted, except where approval has been granted by the Pro Vice-Chancellor, Research or Dean, Graduate Studies and Researcher Development (Dean, GS & RD).

(25) Requirements for HDR Scholarship applications will be published and may include:

  1. a research proposal
  2. completed application form
  3. detailed curriculum vitae
  4. certified copies of academic transcripts
  5. written evidence of research experience
  6. any additional research skill or knowledge criteria as deemed necessary and approved by the Research Studies Committee
  7. statement of endorsement from the potential supervisory panel
  8. for Aboriginal and/or Torres Strait Islander applicants, the University Research Scholarship Ranking Panel will additionally consider Indigenous community, industry, and cultural experience of the applicant, and advice from the Director, Indigenous Research.

(26) All applications, except for Industry funded and co-funded scholarships, will be reviewed by the University Research Scholarship Ranking Panel.

(27) For Aboriginal and/or Torres Strait Islander applicants, the University Research Scholarship Ranking Panel will additionally consider Indigenous community, industry, and cultural experience of the applicant, and advice from the Director, Indigenous Research within the Division of the Deputy-Vice Chancellor Indigenous Leadership.

(28) The University Research Scholarship Ranking Panel is appointed by the Research Studies Committee and provides a listing of recommended scholarship recipients to the Senior Deputy Vice-Chancellor and Vice-President, Research, Enterprise and Global for approval.

(29) For Industry funded and co-funded scholarships applications:

  1. applicants are reviewed by a selection panel approved by the relevant School or Director, Research Institute. The panel consists of both academic and industry representatives
  2. applications include interviews for all applicants deemed competitive by the selection panel
  3. the decision by the panel appointing the recipient must be by consensus.

(30) Offers to successful applicants must be in writing and explain the assistance they are entitled to and define all terms and conditions of the HDR scholarship.

Part B - Tenure and Progress

Tenure 

(31) Scholarships for research training program stipends and University funded stipends for Research Doctorates are provided for a maximum period of three years for a full-time candidate and six years for a part-time candidate.

(32) Scholarships for research training program stipends and University funded stipends for Research Masters are provided for a maximum period of two years for a full-time candidate and four years for a part-time candidate.   

(33) Scholarships for research training program fee offset for Research Doctorates are provided for a maximum period of four years for a full-time candidate and eight years for a part-time candidate.

(34) Scholarships for research training program fee offset for Research Masters are provided for a maximum period of two years for a full-time candidate and four years for a part-time candidate.

(35) Tenure is calculated from the agreed scholarship commencement date.

(36) When a part-time HDR scholarship is converted to a full-time HDR scholarship, the remaining Scholarship period will be calculated by subtracting half of the part-time Scholarship period expended up to the conversion date, from the term of a full-time Scholarship.

(37) When a full-time HDR scholarship is converted to a part-time HDR scholarship, the remaining Scholarship period will be calculated by doubling the period of full-time HDR scholarship time remaining.

(38) The tenure of all HDR scholarships will be reduced by any period of study undertaken at another Australian university prior to the commencement of the Degree at Western Sydney University for a continuing research project.

(39) No extensions will be granted, except as listed in these procedures. Refer also Part F – Leave.

(40) For Aboriginal and/or Torres Strait Islander Yarramundi Post Graduate Scholarship holders, a six-month extension will be offered to translate thesis to language, publish from thesis whilst under review, develop research grant applications (see the WSU Indigenous Research Strategy: Theme 3 SA 11).

Progress 

(41) HDR scholarship recipients must continue to meet their HDR progression milestones associated with their research program.

(42) Where an HDR candidate ceases to meet progression milestones, the School Dean or Director RI will review the scholarship for termination.

(43) All HDR scholarship terminations must be endorsed by the Research Studies Committee. Refer Part D Suspension and Termination

Part C - Variations

Scholarships for Part-time Candidates 

(44) The Pro Vice-Chancellor, Research or Dean, GS & RD may approve continuing of a scholarship when an HDR candidate becomes part-time for Domestic candidates only.

(45) The candidate must be able to provide evidence that they come from one or more of the University's defined equity personal disadvantaged groups which limits their capacity to undertake full-time study or can demonstrate circumstances that relate to significant caring commitments as per the Disability Policy.

(46) Recipients approved to study part-time may revert to full-time study at any time with the endorsement of the School Dean or Director, Research Institute and the approval of the Pro Vice-Chancellor, Research or Dean, GS & RD.

Changes in thesis topic/title

(47) Scholarship recipients must have any change in thesis title or topic approved by the Dean, GS & RD to ensure continuance of their HDR Scholarship.

Changing between Research Masters and Doctoral Studies

(48) Where an HDR candidate, during the course of a Research Master’s degree, has been approved to convert to a Doctorate, the HDR scholarship may be converted to the new award with the endorsement of the School Dean or the Director, Research Institute and the approval of the Pro Vice-Chancellor, Research or Dean, GS & RD.

(49) Where an HDR candidate, during the course of a Doctorate degree, has been approved to convert to a Research Master’s degree, the HDR scholarship may be converted to the new award with the endorsement of the School Dean or the Director, Research Institute and the approval of the Pro Vice-Chancellor, Research or Dean, GS & RD.

(50) The maximum duration of a converted, University funded HDR scholarship, becomes that of the approved candidature and will include the candidature time leading up to the conversion.

Transfer to/from another University

(51) Any research training program or Western Sydney University funded HDR scholarship cannot be transferred to another university.

(52) The provision of a research training scholarship for an HDR candidate transferring to the University must be endorsed by the School Dean or Director, Research Institute and approved by the Pro Vice-Chancellor, Research or Dean, GS & RD, prior to candidate’s commencement date.

Part D - Suspension and Termination

Suspension of a Scholarship

(53) Where a stipend scholarship recipient is unable to pursue their research for a period longer than permitted by approved leave entitlements, their scholarship can be suspended.

(54) Stipend scholarships can be suspended for a maximum period of 12 months.

(55) Stipend scholarship suspensions are approved by the School Dean or Director, Research Institute.

(56) Before stipend scholarships can be restored after a period of suspension, the recipient must receive approval from their Principal Supervisor and the School or Director, Research Institute to resume study.

(57) Where the recipient does not resume study at the conclusion of a period of suspension, or does not make arrangements to extend that period of suspension, or has reached the maximum period the stipend scholarship can be suspended, the scholarship will be terminated.

Termination of a Scholarship

(58) An HDR scholarship will be terminated where:

  1. the program is not being carried out with competence and diligence or in accordance with the offer of the HDR scholarship, and no suitable alternative arrangements can be made for continuation of the Research Higher Degree
  2. the recipient is guilty of serious misconduct as per the Student Misconduct Rule, including, but not limited to, the provision of false or misleading information
  3. the recipient ceases to be a full-time HDR candidate and approval has not been obtained to hold the HDR scholarship on a part-time basis
  4. the program has been completed
  5. on the death, incapacity, resignation or withdrawal of the recipient from their HDR candidature
  6. the recipient does not resume study or extend arrangements where possible, at the conclusion of a period of suspension
  7. the recipient accepts another stipend scholarship to undertake their Research Higher Degree which provides a benefit greater than 75% of the base scholarship stipend rate and the recipient does not suspend the stipend for the period of the concurrent HDR scholarship
  8. the recipient ceases to meet the agreed Progression Milestones as outlined in the Conditions of Scholarship (other than approved periods of leave and suspension of scholarship)
  9. the recipient fails to maintain their enrolment in the HDR program aligned with their HDR scholarship.

(59) Termination of an HDR scholarship must be approved by the Research Studies Committee.

(60) The University must give the recipient notice of at least 14 calendar days of the intention to terminate an HDR scholarship.

(61) Termination of an HDR scholarship may be appealed as outlined in the Academic Appeals Procedures.

(62) A recipient is required to give at least 14 calendar days notice when voluntarily relinquishing an HDR scholarship.

(63) If the University knows or has reason to believe that a recipient has provided false or misleading information to the University in relation to the HDR scholarship, the University must immediately:

  1. re-assess the recipient’s entitlement to the HDR scholarship, and
  2. notify the relevant funding body of the suspected offence if the stipend scholarship is funded by an external agency.

Part E - Stipend and Allowances

(64) Stipends are tax-free and the rate is specified in the conditions of the Scholarship.

(65) Part-time stipends are 50% of the full-time rate.

(66) University stipend rates are reviewed annually and published on the Scholarships web page.

(67) HDR Scholarship holders can:

  1. seek funds for fieldwork, equipment or other expenses (not covered by their stipend)
  2. seek funding for travel costs directly related to their research. Refer Higher Degree Research Procedures - Resources

Part F - Leave

(68) The duration of HDR scholarships is increased for any period of paid leave, over the standard recreation and sick leave provisions, which is supported by evidence and approved by the relevant School Dean or Director, Research Institute.

(69) Recipients may take up to 20 working days paid recreation leave for each year of a stipend scholarship and this may be accrued over the life of the stipend scholarship. The Principal Supervisor's approval must be obtained in writing before recreation leave is taken.

(70) Recipients may take up to 10 working days paid sick leave per year of a stipend scholarship and this may be accrued over the tenure of the stipend scholarship.

(71) Recreation leave of up to 20 days per year or sick leave up to 10 working days per year do not extend the duration of candidature or scholarship.

(72) For Aboriginal and/or Torres Strait Islander candidates, cultural and ceremonial leave of up to five working days per year are available. This leave does not extend the duration of candidature or scholarship (as per the academic and professional staff enterprise agreements).

(73) Additional paid sick leave up to two research quarters over the total scholarship period may be requested. The candidate must provide evidence (medical documentation) and this request must be approved by the Principal Supervisor and the relevant HDR Director. 

(74) Sick leave entitlements may be used to cover leave for recipients with family caring responsibilities. The candidate must provide evidence (medical documentation) and this request must be approved by the Principal Supervisor and the relevant HDR Director.

(75) In circumstances where additional paid sick leave up to two research quarters is required, the candidature and scholarship duration will be extended by up to two research quarters.

(76) Any unused leave on termination or completion of a Scholarship is forfeited.

(77) Recipients who have undertaken 12 continuous months of their candidature and have been in receipt of a scholarship stipend for 12 continuous months are entitled to a maximum of two research quarters paid parental (maternity or paternity) leave during the duration of the scholarship.

(78) In circumstances where parental leave up to two research quarters is required, the candidature and scholarship duration will be extended by up to two research quarters. 

(79) Paid parental leave may also be approved if the recipient adopts a child, other than a child who has been living with them continuously for 26 weeks or more. Adoption leave may commence immediately prior to the date of placement of the child being adopted.

Part G - Employment

(80) Stipend scholarship recipients should view their candidature as their main occupation and focus of their financial income.

(81) An HDR candidate is permitted to undertake a limited amount of paid employment provided they meet the time commitments required to their candidature as follow:

  1. Full-time scholarship recipients must allocate 35 hours per week to their program 
  2.  Part-time scholarship recipients must allocate 17.5 hours per week to their program

(82) Work undertaken by International stipend scholarship recipients with a student visa must be consistent with legislative requirements and the conditions of their student visa.

Part H - Industry Research Internships

(83) An HDR scholarship recipient may undertake a research internship of up to six months duration as approved via the School Dean or the Director, Research Institute and the Pro Vice-Chancellor, Research or Dean, GS & RD and remain compliant with eligibility criteria.

(84) The research training program fee offset or fee waiver/reduction will be extended by the duration of the industry research internship up to the maximum period.

(85) Stipend payments may continue during an industry research internship for up to one research quarter where:

  1. there is no income associated with the internship
  2. the applicant remains compliant with the scholarship criteria
  3. the maximum duration of their program has not been reached
  4. the thesis examination has not been finalised.

(86) In circumstances where continued payment of scholarship during an industry HDR internship up to one research quarter is required, the candidature and scholarship duration will be extended by one research quarter.

Part I - Overseas Research

(87) Wherever possible, applications for overseas research for scholarship recipients must be submitted to the relevant HDR Director at least three months before the proposed date of departure.

(88) The HDR Director will approve overseas research where:

  1. adequate supervision can be maintained whilst overseas
  2. recipient remains enrolled and the work can be credited to their research.

(89) Unauthorised absences from Australia may result in the termination of the HDR scholarship.

(90) Overseas research for scholarship recipients is limited to 12 months.

(91) Overseas research for scholarship recipients must be important for successful completion of their program.

(92) The recipient must return to Australia to complete the research program following the completion of the overseas research.

(93) If approval is given for a specific period of overseas research and for any reason the dates are altered (by a period greater than 20 working days), or if a recipient returns from a period overseas and intends to proceed to a subsequent period overseas, fresh approval must be sought.

(94) All travel must comply with the Travel Policy.

(95) For Dual Award recipients also refer to the Higher Degree by Research Procedures – Dual Awards Research Degrees.

Part J - Research at Other Organisations

(96) The relevant School Dean or Director, Research Institute may approve an HDR scholarship recipient conducting research at other organisations. In such cases:

  1. the University maintains appropriate candidature support
  2. the external organisation must enter into an agreement appropriate to their obligations (Refer also to the Placement Policy)
  3. for Dual Award recipients also refer to the Higher Degree by Research Procedures – Dual Awards Research Degrees.
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Section 5 - Guidelines

(97) HDR Knowledge Articles