Higher Degree Research Offsite Research (Continuing)

Higher Degree Research Offsite Research (Continuing)


The Higher Degree Research Offsite Research (Continuing) Procedure establishes the steps required to ensure approval is obtained for any Offsite Research (OSR) for a continuing Higher Degree Research (HDR) candidate, specifically where a candidate intends to undertake research such   as fieldwork, data collection or conference attendance Offsite; and continuing   research Offsite.



To outline the steps required to ensure approval is   obtained for any Offsite Research (OSR) for an enrolled Higher Degree   Research (HDR) candidate.

To ensure all external and internal obligations are met for   supervision and candidature management, the University reserves the right to   approve all research undertaken away from campus. These locations are   referred to as Offsite Locations and may be in Australia or overseas but are   subject to approval by the Principal Supervisor.

Internal   mode of attendance, as defined by the Department of Education, Employment   and Workplace Relations (DEEWR), includes the situation where a student is undertaking a   higher degree unit of study   for which regular attendance is not required, but where the student attends   the University   on an agreed schedule for the purposes of supervision and/or instruction.

Internal mode of attendance for HDR enrolment at Macquarie University:
  • is recorded (except for designated distance   programs such as the Doctor of Professional Communication and the Doctor of   Applied Linguistics)
  • requires that a candidate and supervisor will   meet or have frequent contact, which may be online, on an agreed schedule   during candidature
  • requires that HDR candidates remain enrolled   while undertaking research related to their candidature
  • does not describe the physical location of the   candidate
ProcedureThis procedure requires actions by the following:

HDR Candidate

Seek prior approval from your Principal Supervisor and the Faculty if you intend to undertake:
  • research such   as fieldwork, data collection or conference attendance Offsite
  • continuing   research Offsite such that office accommodation is no longer required.

If intending to undertake research Offsite,   review requirements and obtain all necessary approvals as advised by the   Principal Supervisor and the Faculty.

Ensure any necessary ethics approval has been   obtained by the Principal Supervisor for the research.

If required, arrange for the appointment of an   Adjunct Supervisor at the place of research.

If you are a Joint Enrolment or Cotutelle   scholarship holder, seek approval from Faculty to attend your offsite   research at the partner university (as specified in the Joint Degree or   Cotutelle Agreement).

6. Complete the Notification of   Approved Offsite Research form and forward it to the Principal Supervisor   for review.


Principal Supervisor

Assess the notification for Offsite Research to   ensure the research is relevant to the degree, integrated within the overall   structure of the research project, consistent with the timeline for degree   completion and that funding has been provided for the activity.

Check to ensure all requirements in relation to   visas, travel, medical insurance, ethics, risk assessment,  Health   and Safety, etc are approved.

Ensure approval has been obtained from any host   institutions for the visit.

Ensure all documentation is complete for the   appointment of any required Adjunct Supervisor.

Attach a copy of any required ethics approval for   the research.

Ensure that a HDR candidate on OSR is not on a   leave of absence at the same time as they are on OSR activity.

Sign the Notification of Approved Offsite   Research form to confirm that all approvals have been obtained.

Forward the form to the Associate Dean, Higher   Degree Research.


Faculty Associate Dean, HDR

Review and approve the Notification of Approved   Offsite Research form if satisfactory.

Forward a copy of the form to the candidate and   to the HDRO.


Officer, HDRO

Check that the documents are in order and   approved.

Record the period of time and location of Offsite   Research as a comment code in the student system.

If a Joint Enrolment or Cotutelle Agreement is in   place, arrange for a stipend payment for the period of time located in   Australia and/or on overseas research if so specified in the contract.

Note if an Adjunct Supervisor is nominated and   record the appointment in the student system.

Record advice about external research   collaboration.


Procedure Information

Contact Officer

Pro Vice-Chancellor (Higher Degree Research Training and Partnerships)

Date Approved2 July 2010
Approval Authority

Deputy Vice-Chancellor (Research)

Date of Commencement2 July 2010
Amendment History

23 September 2019 – Approval Authority updated from Higher Degree Research Committee to Deputy Vice-Chancellor (Research) in accordance with responsibilities per Delegations of Authority Register.

29 April 2019 - minor amendment: Contact Officer updated to Pro Vice-Chancellor (Higher Degree Research Training and Partnerships)

14 Dec 2017 - updated link for Notification of Approved Offsite Research form

January 2012 – reviewed, and Date for Next Review extended to 3 years

Date for Next ReviewJuly 2013
Related Documents

Higher Degree Research Supervisor Roles and Responsibilities Guideline

Notification of Approved Offsite Research form.

DEEWR Mode of Attendance Definition

NHMRC Australian Code for the Responsible Conduct of Research

OSR, Offsite Research, Overseas research, Joint Enrolment, Cotutelle, Adjunct Supervisor, adjunct supervision, internal enrolment, mode of attendance, distance programs, leave of absence.

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