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Higher Degree by Research Procedures - Candidature

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Section 1 - PURPOSE AND CONTEXT 

(1) This Policy Document establishes the procedures for candidature for Higher Degree by Research (HDR) programs at Western Sydney University, in accordance with the Higher Degree By Research Policy. 

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Section 2 - DEFINITIONS 

(2) 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 Support Funds means funds held by Schools and Institutes available via request to support candidates in their research.
  2. Director, Academic Program (DAP) is the Director, Academic Program 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. Remote candidature means candidature undertaken by either a domestic or international candidate at a location within Australia, but not at a campus of the University. 
  5. Research Training Program (RTP) means a 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. 
  6. Supervisory Panel means the group of individuals who together have responsibility for the supervision of the candidate. The Panel will consist of a Principal Supervisor and one or more co-supervisors.
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Section 3 - POLICY STATEMENT 

(3) These Procedures support the Higher Degree by Research Policy. 

(4) The Dean, Graduate Studies and Researcher Development (Dean, GS & RD) may consider exceptions to these Procedures on a case-by-case basis.

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Section 4 - PROCEDURES 

Part A - Period of Candidature  

(5) All HDR programs at the University have prescribed periods of candidature, as published in the University Online Handbook as follow:

  1. Stage two of the Research Masters programs
    1. Full time – two years from the date of enrolment
    2. Part-time – four years from the date of enrolment
  2. Doctorate programs
    1. Full-time - three years from the date of enrolment, with the possibility of an additional year of enrolment
    2. Part-time - six years from the date of enrolment, with the possibility of an additional two years of enrolment
  3. Masters of Philosophy (MPhil)
    1. Full-time - two years from the date of enrolment, with the possibility of an additional six months of enrolment
    2. Part-time - four years from the date of enrolment, with the possibility of an additional one year of enrolment

(6) Candidates must submit all examinable components of their thesis within the specified program duration. Such duration includes the approved variations to candidature as outlined in the Higher Degree by Research Procedures - Candidature Variations. 

(7) Where a candidate has transferred from a program in another institution leading to the same award, the period of candidature (pro rata for any part-time candidature) will include the amount of time at the previous institution.

(8) Transferring candidates must provide a statement from their previous institution confirming the consumed EFTSL.

(9) An approved leave of absence timeframe will not be included in the calculation for the period of candidature.

(10) Where a candidature has lapsed and the candidate subsequently wishes to submit a thesis for examination, they must seek approval of the relevant Research and Higher Degrees Committee (RHDC). Where the request is approved the candidate must register for at least one research quarter. (refer HDR Procedures – Examinations)

Part B - Time Commitment  

(11) International candidates must maintain full-time registration during their period of candidature and throughout the duration of their enrolment. 

(12) Domestic candidates can enrol full-time or part-time. They can apply to change between these enrolment types as outlined in the Higher Degree by Research Candidature Procedures – Candidature Variations.      

(13) Full-time candidates need to allocate 35 hours per week to their program.

(14) Part-time candidates need to allocate 17.5 hours per week to their program.

(15) These requirements also apply to Industry PhD candidates.     

(16) Candidates may work in employment outside of their candidature, subject to legislative and visa requirements for International Students. (refer also HDR Procedures – Scholarships).   

(17) All candidates must consult with Principal Supervisors at least once a month and with the supervision panel at least once every two months.

(18) The consultation must be conducted in accordance with the Supervisor and Higher Degree by Research Candidate Agreement. 

(19) The requirements of supervisors are provided in the Higher Degree by Research Procedures – Supervision. 

Part C - Candidate Support  

(20) The University is committed to supporting candidates to optimise their capability for success.

(21) For Aboriginal and Torres Strait Islander candidates, this includes ensuring that they are introduced to key representatives from both the Division of Indigenous Leadership and the Badanami Centre for Indigenous Education.

(22)  The University will, to the extent possible, provide support for remote candidates at the same level as that provided for on-campus candidates, as outlined in the Higher Degree by Research Procedures – Resources.  

(23) Candidates may spend periods of time offshore outside Australia (see Overseas Research section) but are required to spend a minimum proportion of their candidature in Australia (with the exception of Dual Award Research candidates).

(24) International candidates holding a Student Visa studying onshore at the University must comply with the Education Services for Overseas Students (ESOS) Act 2000 in regards to time spent offshore.

Part D - Coursework and Credit for Prior Learning 

Master of Research

(25) Domestic and international candidates may apply for credit for prior learning for Stage One of the Master of Research as outlined in the Credit for Prior Learning Policy.

(26) Any credit granted is re-calculated where candidates elect to exit with a Bachelor of Research Studies, as outlined in the Online Handbook. 

(27) Decisions on research coursework credit for prior learning applications are made by the Director, Academic Program (DAP) for the Master of Research on the recommendation of the relevant Academic Program Advisor (APA) or Subject Coordinator and the Associate Dean, R & HDR or equivalent of the relevant School or Institute. 

(28) DAP are to consult with the Director, Indigenous Research or School/Institute Associate Dean Indigenous on credit for any training pertaining to Indigenous research (e.g., Indigenous ethics, Indigenous methodologies).

(29) Program level approval of credit for prior learning are approved by the Dean, GS & RD.

Cross-Institutional Study

(30) Master of Research candidates in Stage One who wish to undertake subjects relevant to their research with an overseas university or at another Australian university must have prior approval from the DAP for such cross-institutional study and must meet all conditions as outlined in the section on Cross-Institutional Study in the Enrolment Policy. 

(31) The DAP will liaise with the Associate Dean, R & HDR or equivalent from the relevant School or Institute to ensure the nominated cross-institutional subjects contribute to the learning outcomes of the Master of Research prior to providing approval. 

(32) On completion of the relevant subjects candidates must apply for credit for prior learning as outlined in the Enrolment Policy and Credit for Prior Learning Policy.

All Other Programs 

(33) The requirements for the completion of any compulsory coursework subjects in HDR programs are outlined in the Online Handbook and on the Higher Degree Research webpage.  

(34) The Principal Supervisors and Associate Dean, R & HDR may require individual candidates to undertake coursework subjects, training or activities to support their research. Candidates will be advised of any compulsory coursework or clinical placement(s) prior to enrolment and other compulsory training and activities as soon as practicable.

(35) Coursework enrolment for any HDR program will not exceed the amount permitted under the Commonwealth Research Training Program. 

(36) Candidates may seek credit for any required coursework subjects on the basis of equivalent work or study completed prior to or during candidature where they have: 

  1. completed parallel subjects in a previous degree (which may have been part of their successful admission) 
  2. demonstrated sufficient research experience relevant to their program to warrant an exemption. 

(37) Requests for credit must be approved by the relevant Associate Dean, R & HDR or equivalent.

Part E - Enrolment 

(38) All HDR candidates commence their candidature on the first day of the research quarter for which they have received an offer.  

(39) Candidates must apply to the Graduate Research School for any deferral of their commencement date.

Master of Research Stage One 

(40) Enrolment requirements for students in Stage One of the Master of Research are outlined in the Enrolment Policy.

All Other Programs 

(41) To complete their program candidates must remain enrolled until they have completed all components of their program and submitted their thesis.

(42) A candidature at this University may be terminated where the candidate registers in another degree program without the written endorsement by their Principal Supervisor, confirming that a second program they have registered in complements the candidate’s research.

(43) Approval from the Associate Dean, R & HDR or equivalent of the relevant School or Institute is required prior to enrolling in the complementary program. 

(44) Candidates are responsible for ensuring that the University is advised of any changes to their personal and contact details during the period of their candidature and examination, via the student record system. 

(45) Candidates are required to be registered in each research quarter, except when on an approved period of leave.

(46) Candidates (not on approved leave) who fail to register by the relevant census date may have their candidature lapsed or terminated.

Part F - Overseas and Interstate Research  

(47) Candidates (with the exception of Dual Award Research candidates) who apply to travel overseas to conduct research work must meet the following conditions for approval:

  1. the candidate must consult with the Principal Supervisor  
  2. the proposed work must be relevant to their research topic 
  3. Supervision conditions must be met during the period (refer to the Higher Degree by Research Procedures - Supervision)  
  4. they must remain enrolled  
  5. they must:  
    1. not leave Australia before approval is received  
    2. return to Australia to complete their research program following the completion of the overseas research. 

(48) Candidature Support Funds (CSF) may apply for approved overseas research travel. (Refer to the Higher Degree by Research Procedures – Resources and the Guidelines section).

(49) Candidates conducting research work overseas, whether funded by the University or not, are considered University travellers and must comply with the following University policies: 

  1. Travel Policy
  2. Student Learning Abroad Policy
  3. Health Safety and Wellbeing Policy
  4. Student Code of Conduct  

(50) Candidates conducting research work overseas require a Risk Assessment approved by their Supervisor.

(51) Following completion and approval of the Risk Assessment the relevant Dean or Director must approve the travel prior to arranging travel.

(52) Approval is for a specific period of overseas research. Alterations must be made in consultation with the Principal Supervisor and remain compliant with University policy documents.

(53) All travel by candidates for research must comply with the Travel Policy.

Part G - Research at Other Institutions 

(54) Approval for a candidate (with the exception of Dual Award Research candidates) to conduct research at other organisations must be in accordance with the Delegations of Authority Policy (including Schedule DD4 and EE3). In such cases:

  1. the University maintains appropriate candidature support
  2. the external organization must enter into an agreement appropriate to their obligations (Refer also to the Placement Policy).

Part H - Leave 

(55) A Leave of Absence may be requested where factors prevent them from engaging in coursework or research, in accordance with the Enrolment Policy with exceptions listed in these procedures (refer also the Higher Degree by Research Procedures – Scholarships).

(56) Insurance and other protections such as ethics approvals do not apply to the candidate during a period of non-registration (not enrolled).

(57) Candidates on Leave of Absence must cease their research due to the legal, ethical and insurance risks of continuing their research when not registered (not enrolled).

(58) Candidates in Stage One of the Master of Research program apply for Leave of Absence in line with the Enrolment Policy. The DAP approves any Leave of Absence during this period. 

(59) In special cases, the Dean, GS & RD or delegate may grant a Leave of Absence for candidates in Stage Two of the Master of Research program.

(60) Domestic PhD Candidates may apply for Leave of Absence for a minimum of one research quarter and for up to a total cumulative period of 12 months.

(61) The Associate Dean, R & HDR or equivalent may grant a Leave of Absence for domestic PhD candidates due to: 

  1. serious medical reasons 
  2. family/personal reasons 
  3. employment-related reasons that are causing significant disruption to the candidate's capacity to study effectively.

(62) Any period of Leave of Absence is not counted as part of the period of candidature.

(63) A Leave of Absence cannot be approved retrospectively, after the relevant census date, except in extreme circumstances.

(64) In accordance with the Education Services for Overseas Students (ESOS) Act 2000 and the National Code 2018, international student visa holders are not permitted to take a Leave of Absence except on the grounds of ‘compassionate or compelling circumstances’ (i.e., circumstances that are beyond the control of the candidate and have an impact upon their academic progress or wellbeing, as supported by documentary evidence, see International Student Intervention Strategy).

(65) International candidates should contact their Supervisors in the first instance in these circumstances.

(66) Applications for leave must be submitted to via the appropriate University system (Refer to the Guidelines section) and must include:  

  1. evidence (such as medical certificates or certified letters) that would satisfy a reasonable person that the leave is being taken for the reason specified,  
  2. endorsement from the candidate’s Principal Supervisor.

Part I - Fees

Domestic Candidates  

Master of Research 

(67) Domestic students undertaking Stage One of the Master of Research program must be registered (enrolled) in the Bachelor of Research Studies as a Commonwealth-supported student and students are liable for student contribution amounts calculated on a per subject basis. 

(68) Domestic candidates’ tuition fees in Stage Two of the program, are supported by the Australian Government Research Training Program (RTP) Fees Offset for a period of one-year full-time registration and two (2) years part-time registration.        

All Other Programs 

(69) Domestic candidate’s tuition fees are covered by the Commonwealth Government's Research Training Program (RTP) Fees Offset for the following maximum program duration periods: 

  1. four (4) years for full time enrolment or eight (8) years for part-time enrolment for doctoral candidates, and 
  2. two (2) years full-time enrolment or four (4) years for part-time enrolment for Master of Philosophy candidates.  

(70) Domestic candidates requiring an extension beyond the maximum period of candidature will have exhausted their RTP Fees Offset entitlement. Where this occurs, overtime tuition fees will be applied.

International Candidates 

(71) International candidates who are not awarded a scholarship are required to pay full tuition fees. Refer to the International Fees and Costs webpage. 

(72) International candidates who are awarded a University-administered stipend scholarship will also receive a Fee Reduction Scholarship for the period of the stipend.  

Student Service and Amenities Fees 

(73) All candidates are required to pay Student Services and Amenities Fees (SSAF) by the due date (refer to the Student Fees Policy). 

Payment of Fees and Payment Plans 

(74) Candidates must pay all tuition fees by the first day of the relevant term unless they have an approved payment plan. 

(75) Candidates may submit a Tuition Fee Payment Plan, which must be approved by the Dean, GS & RD. Candidates on a Tuition Fee Payment Plan must ensure payment of all fees by the relevant census date. 

(76) Candidates who have not finalised payment of their tuition fees by the relevant census date will incur sanctions as outlined in the Student Fees Policy. 

Part J - Orientation and Training 

(77) The GRS coordinates the Graduate Researcher Development Framework that offers a range of development and training opportunities for candidates at University and School level, in face-to-face or online modes. 

(78) The Library provides opportunities to HDR candidates to develop library research skills and digital capabilities as a researcher. It provides advice, training, workshops, and assistance for researchers at all stages of their research journey.

(79) Commencing candidates must attend the University Graduate Research Orientation Program and any School or Institute orientation activities to continue in their candidature. Attendance is recorded as part of the University's researcher training obligations.

(80) Candidates must complete all mandatory training modules to comply with the University's risk mitigation strategies, including but not limited to modules in relation to Safety and Harassment, Worker Health Safety and Wellbeing, Cyber Security, and training related to risk of foreign interference.

Part K - Ethics and Integrity  

Research Integrity 

(81) Candidates are expected to observe the highest standards of research integrity throughout their candidature. Training and guidance is provided through formal courses offered at University, School, and Institute level and from their Supervisory Panel. 

(82) Supervisors must report any alleged or suspected research misconduct by a candidate in accordance with the Student Misconduct Rule. Where the candidate is also a staff member, the Responsible Conduct of Research Policy will also apply. 

(83) School Librarians provide academic integrity instruction and educative support in cases of academic misconduct.

Ethics Approval 

(84) Research topics in the following areas require approval by the relevant University ethics or biosafety and radiation safety committee: 

  1. human participants or their data or tissue
  2. animal subjects (any live non-human vertebrate and cephalopods) 
  3. specimens of human or animal origin that are not certified to be pathogen free 
  4. infectious/potentially infectious animals (laboratory and non-laboratory) 
  5. microorganisms or agents classified as Risk Group 2 and above (see AS/NZS 2243.3) 
  6. infectious/potentially infectious environmental samples 
  7. biological toxins including biological material on the Defence Strategic Goods List 
  8. genetically modified organisms (includes plants, animals, microorganisms, cells and all exempt dealings) 
  9. security sensitive biological agents (SSBA) 
  10. quarantine material 
  11. ionising radiation sources, radioactive materials and equipment, and lasers above class 2
  12. direct and/or indirect (e.g., secondary/archival) research that seeks to represent Aboriginal and Torres Strait Islander peoples, communities, cultures, Countries, Knowledges, histories, and lived/living experiences. 

(85) In most cases, Candidates must not commence any research that requires ethics or biosafety and radiation safety approval until that approval has been given by the relevant University committee.

(86) Ethics applications are normally submitted after the Confirmation of Candidature (CoC) has been successfully completed (see Higher Degree by Research Procedures – Progress). 

(87)  Submission for pre-CoC ethics approval may occur where the research relates to animal research or is part of a larger ongoing project with existing research ethics approval or early phase research is required to inform the overall project. Endorsement to submit the early ethics application is required from the Principal Supervisor and the Associate Dean, Research and HDR or equivalent. Early submission of an ethics application should not impact the progression or timely completion of a CoC.

(88) Candidates who have received human or animal ethics approval from an external ethics committee must still request approval from the relevant University Ethics Committee. Examples include approval from another university, an Area Health Service Ethics Committee, an International Review Board or international animal ethics committee. 

(89) Failure by candidates to obtain or maintain relevant ethics or biosafety and radiation safety approval may result in a finding of research misconduct against them and termination of their candidature. 

Part L - Termination of Candidature 

Grounds for Termination 

(90) A Candidature may be terminated for: 

  1. failure to meet program progress requirements, including failing their CoC and not maintaining enrolment, as outlined in the Higher Degree by Research Procedures – Progress 
  2. failure to attend required HDR training and events deemed compulsory by the University 
  3. failure to apply for and secure appropriate ethics approval or breaches of research ethics, or the principles outlined in the Australian Code for the Responsible Conduct of Research, 2018 and related documents and University Policy Documents.
  4. failure to pay fees, including under any Tuition Fee Payment Plan, as outlined in the Student Fees Policy 
  5. a finding of research misconduct as described under the Student Misconduct Rule or the Responsible Conduct of Research Policy 
  6. breaches of the Student Code of Conduct 
  7. breaches of other University policy documents. 

(91) Candidature may also be terminated where the University, after all reasonable efforts, is no longer able to offer appropriate supervision for a candidate.

(92) International candidates have 20 working days from the notification of termination before their electronic Confirmation of Enrolment (eCoE) will be cancelled, which may lead to the cancellation of their student visa. 

Right of Appeal 

(93) The Academic Appeals Procedures provide the criteria for candidates to appeal against a decision to terminate their candidature.

Part M - Re-Admission 

(94) Where a candidate’s enrolment has ceased, they must apply for re-admission within two (2) years if they wish to return. Where a candidate is re-admitted after withdrawal or termination, a period of enrolment sufficient for satisfactory completion of the thesis and submission will be determined by the Dean, GS & RD on recommendation of the Associate Dean, R & HDR or HDR Director and will not exceed two (2) quarters.

(95) Re-admitted candidates may be required to pay the relevant tuition fees for the additional period of candidature.

Part N - Complaints Mechanisms 

(96) For complaints relating to University business and operations, all candidates, including those in Stage One of the Master of Research, have access to the processes set out in the Complaint Management Policy.  

(97) Where difficulties arise in the relationship between an HDR candidate, including those in Stage Two of the Master of Research, and their Supervisory Panel, the processes outlined in the Higher Degree Research Procedures - Supervision apply.

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Section 5 - GUIDELINES 

(98) Research Services website (Ethics Forms).

(99) GRS Forms, Policies and Guidelines webpage.

(100) HDR Knowledge Articles.