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Higher Degree by Research Procedures - Candidature Variations

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Section 1 - PURPOSE AND CONTEXT 

(1) This Policy Document establishes the procedures for variations to 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 Research Higher Degree Policy and 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. 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. 
  3. Leave of Absence means a formal agreement between the University and an individual candidate for leave from a specific program for a defined period. 
  4. 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. 
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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 - Changes to Attendance or Location 

Change to Attendance Type (Domestic students)

(5) Requests to change attendance types (between full-time and part-time) are made to the Graduate Research School (GRS) (Refer Guidelines section).

(6) The candidates Supervisor must endorse the request which then proceeds to the Associate Dean, Research and HDR or equivalent for approval.  

Part B - Changes to Supervisory Panel or Topic 

(7) Matters relating to the Supervisory Panel are covered in the Higher Degree by Research Procedures - Supervision.  

(8) Changes to the thesis topics during the period of candidature (where changes to thesis topic are not of a nature that would require substantial reworking or abandonment of work already accomplished in the candidature) must be endorsed by the Supervisory team.

(9) The Associate Dean, R & HDR or equivalent approve changes to the thesis topic during the period of candidature. 

(10)  The Dean, GS & RD will assess, on a case by case basis, where a major topic change is required due to unforeseen circumstances. 

Part C - Transfer to Another Doctoral Program within the University 

(11) Registered and current candidates may apply to transfer to another doctoral program within the University within the first two years (or part-time equivalent) of the research commencement date.  

(12) Doctoral transfer applications will not be regarded as a new application for admission and existing conditions of candidature (consumed load, leave allowances) will apply. The application will be reviewed with consideration of: 

  1. the circumstances leading to the request 
  2. any revision to the research proposal and topic 
  3. supervision and resources 
  4. the work completed, time left for completion, and a (revised) timeline for completion 
  5. any specific program requirements. 

(13) Applications must be endorsed by the Supervisory team (current and proposed) and are approved by the current and proposed Dean or Director. 

Part D - Extension of Candidature 

(14) It is the responsibility of the candidate and Supervisory Panel to ensure timely completion of candidature. 

(15) Consideration is given to an extension only in exceptional circumstances. The following applies:

  1. Extended sick leave up to two research quarters over the total candidature 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
  2. Extended sick leave entitlements may be used to cover leave for recipients with family caring responsibilities
  3. In circumstances where additional sick leave up to two research quarters is required, the candidature duration will be extended by two research quarters
  4. Recipients who have undertaken 12 continuous months of their candidature are entitled to a maximum of two research quarters parental (maternity, paternity or adoption) leave during the duration of the candidature
  5. In circumstances where parental leave up to two research quarters is required, the candidature duration will be extended by two research quarters
  6. Where candidates undertake an approved industry research internship, the candidature duration will be extended by the equivalent of the internship duration up to two quarters. Refer Higher Degree by Research Procedures - Scholarships
  7. Where candidature has been extended in the above circumstances, any associated fee waiver or offset will be extended by the same duration.

(16) Extensions to candidature are not considered for changes in thesis topic, Supervisory Panel, or a change from one HDR program to another.  

(17) All extension of candidature requests from Aboriginal and Torres Strait Islander candidates should be reviewed, and advised upon, by the Director, Indigenous Research and School/Institute Associate Dean, Indigenous.

(18) If a candidate has experienced disruption to their research due to matters relating to caring, wellbeing or misadventure, a period of leave of absence should be considered rather than an extension to candidature. (Refer also Higher Degree by Research Procedures – Scholarships) 

(19) Leave of Absence should be considered where:

  1. unavoidable delays caused by external events (including but not limited to natural disasters, pandemics) that impact access to University campus facilities, infrastructure, fieldwork sites, or state or national institutions
  2. extended periods of unavailability or breakdown of essential equipment where the candidate is unable to: 
    1. continue data collection 
    2. use alternative equipment or methodology, and/or 
    3. use the period of disruption to conduct data analysis and/or writing. 
  3. unforeseen problems with the working environment (e.g., moving of offices/buildings which were outside of the candidate’s control 
  4. delays to ethics approval beyond the candidate’s control and that could not have been reasonably foreseen.

(20) All disruptions and related problems must be discussed with the supervisory team and reported to the candidate’s School/Institute at the time that they occur, or as soon as reasonably possible (i.e., within one month), to enable appropriate remedies to be sought. 

(21) Applications for leave of absence must be submitted using the appropriate University system as soon as possible (Refer to the guidelines section) and include: 

  1. a letter of support from the candidate’s Principal Supervisor 
  2. how the disruption has directly impacted the candidate’s research 
  3. the duration of the existing/anticipated impact 
  4. how the candidate and the Supervisory Panel have worked to mitigate the impact and refocus the planned research activities and thesis. 

(22) Endorsement by the relevant School or Institute is required. They will consider the duration of the disruption and the work undertaken to proactively manage the disruption.

(23) Applications for extensions for Master of Philosophy and doctoral candidates are approved by the Dean or Director.

(24) Applications for extensions for Stage 2 Master of Research candidates are approved by the Dean, GS & RD. 

(25) If the requested leave of absence period exceeds one research quarter, a Research Progress Report is required.   

Fees Impact 

(26) International candidates in receipt of a University Fee Reduction Scholarship are liable for full tuition fees for any period not covered by the waiver, in accordance with Clause 28.1 of the Higher Education Administrative Information for Providers, a supplement of HESA 2003. 

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Section 5 - GUIDELINES

(27) GRS Forms, Policies and Guidelines webpage

(28) HDR Knowledge Articles