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Research Higher Degree Candidature Essential Resources Procedures

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Section 1 - Purpose and Context

(1) This purpose of these procedures is to guide the University Schools and Research Institutes in their responsibilities regarding the provision of facilities and resources to support Higher Degree Research (HDR) candidates in their studies.

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Section 2 - Definitions

(2) Definitions for the purpose of this policy:

  1. A Higher Degree Research (HDR) candidate means a student who is undertaking independent research in either a Doctorate or Research Master’s program.
  2. The Dean means the Dean of a University School.
  3. The Director, Research Institute means the Director of a University Research Institute (Institute).
  4. The Associate Dean, Research and HDR or the HDR Director means the relevant Associate Dean or Director (e.g. HDR Director or Director, Research and HDR) as determined by the Dean or Director, Research Institute.
  5. Standard support means on-campus workspace and secure storage; computing and information technology facilities; office materials; and candidature support funds.
  6. Candidature Support Funds are funds allocated to each School and Institute by the University for the provision of resources to HDR candidates.
  7. Workspace means a standard space provided for the purpose of desk-based research and writing. The workspace will:
    1. meet work health and safety regulations;
    2. be suitably insulated from noise;
    3. be accessible to people of all abilities;
    4. have flexible access, as determined by the academic unit;
    5. be free of discrimination on the basis of age, gender, race and sexuality; and
    6. be free of sexual harassment.
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Section 3 - Policy Statement

(3) See Research Higher Degree Candidature Essential Resources Policy.

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Section 4 - Procedures

HDR Candidature Support Funds

(4) Schools and Research Institutes must have procedures in place to:

  1. allocate Candidature Support Funds (CSF) to ensure resource support of their entire HDR cohort in line with funding received annually;
  2. permit an annual allocation of more than the nominal annual sum for an HDR candidate ensuring flexibility in this allocation to all HDR candidates;
  3. forecast CSF and ensure these funds are applied on a pro-rate basis across the duration of the candidature; and
  4. CSF is to be paid against a raised and approved invoice. No direct payment will be made to an HDR candidate.

(5) HDR candidates will outline CSF requirements as part of their Confirmation of Candidature (CoC) and these requirements will be reviewed in their Annual Progress Report (APR).

(6) Notwithstanding clause (5) of this procedure, resources requirements, expenses and opportunities may arise that had not been anticipated at the time of CoC or APR may be considered.

Application and Approval of CSF

(7) Requests must be endorsed by the Principal Supervisor before submission for approval.

(8) The Associate Dean, Research and HDR or the HDR Director will consider the timing of the requests and take a "whole of candidature" view of CSF requests prior to approval by the School Dean or Director, Research Institute.

Workspaces, Storage, CIT Facilities and Office Materials

(9) Schools and Research Institutes must have procedures in place to:

  1. ensure the provision of the following for all HDR candidates:
    1. facilities as outlined in clause (26), Part D and Part E of the Research Higher Degree Candidature Essential Resources Policy;
    2. access to labs and equipment to undertake the documented and agreed research;
    3. access to the internet through Ethernet or wireless connection;
    4. University student email accounts;
    5. University networks, licensed software and application (where approved and appropriate);
    6. access to IT support;
    7. reasonable access to printing, photocopying or telephony facilities; and
    8. stationery and postage.
  2. communicate to all HDR candidates about the allocation and contact details to arrange access to facilities and support;
  3. ensure the allocation of space and storage as outlined in clause (23) of the Research Higher Degree Candidature Essential Resources Policy;
  4. ensure that University licensed software is installed on University issued devices and a procedure for exemption of this by Associate Dean, Research and HDR or the HDR Director.

(10) Schools and Research Institutes must have established procedures and utilise data to inform allocation of space and storage for future sessions and for anticipated incoming HDR cohorts.

(11) As outlined in Part F of the Research Higher Degree Candidature Essential Resources Policy, the University Library is expected to establish procedures for access to campus and online library holdings, and specific software and training for referencing.

Diversity and Pastoral Care

(12) The Graduate Research School (GRS) will ensure that appropriate and accessible information is available to candidates on support services including:

  1. Resource information and advice;
  2. Liaising with supervisors in regard to identified needs documented in their Supervisor-HDR Candidate Compact or other HDR candidature milestones;
  3. Library services;
  4. Access to aids, software and equipment;
  5. English language programs;
  6. Interpreting services;
  7. On-campus peer support and student organisations;
  8. Counselling and Student Welfare services.

(13) Where registered disability support and/or an Academic Integration Plan (AIP) is in place, procedures for meeting requests for additional support or reasonable adjustments, including resources will be put in place by the relevant School or Research Institute and the Disability Advisor.

(14) Schools and Research Institutes will have procedures in place to refer HDR candidates to appropriate University resources and supports services.

(15) The GRS and Schools and Research Institutes will communicate to all HDR candidates the availability of and the procedure for access to support services at HDR orientation and training programs.

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Section 5 - Guidelines

(16) Nil.