Higher Degree Research Out of Time

Higher Degree Research Out of Time

SUMMARY

The Higher Degree Research Out of Time Policy establishes the University's approach for Higher Degree Research (HDR) candidates who have not submitted their thesis for examination within the standard period of candidature, and who require an additional period of enrolment in order to complete.

The Extension of Out-of-Time Candidature Procedure provides further information on how out-of-time (OOT) higher degree research (HDR) candidates may extend their candidature under the provisions of the Policy.

POLICY

Purpose

To outline the policy for Higher Degree Research (HDR) candidates who have not submitted their thesis for examination within the standard period of candidature, and who require an additional period of enrolment in order to complete.

Overview

The standard period of candidature for a:
  • Doctor of Philosophy (PhD) is four years for full-time study and eight years for part-time study (equating to a total of four EFTSL) for candidates enrolled in 2013 or earlier .   For candidates enrolled in 2014 or later, the PhD is a three years equivalent full-time program.  The minimum period of candidature is two years and the maximum period is three years for full-time candidates and six years for part-time candidates (equating to a total of three EFTSL).
  • Doctor of Business Administration or Doctor of Applied Linguistics or Doctor of Professional Communication or the degrees of Doctor of Psychology (Clinical Psychology), Doctor of Psychology (Clinical Neuropsychology), Doctor of Psychology (Counselling Psychology), Doctor of Psychology (Organisational Psychology) is three years for full-time study and six years for part-time study (equating to a total of three EFTSL) [hereafter referred to as ‘Professional Doctorate’]
  • Master of Philosophy (MPhil) is two years for full-time study and four years for part-time (equating to a total of two EFTSL).

Candidates who have consumed the standard HDR EFTSL are referred to as “out-of-time” (OOT).

DEFINITION
Equivalent Full-Time Student Load (EFTSL):  a measure of the study load, for a year, of a student undertaking a course of study on a full-time basis.

Out-of-time (OOT): a HDR candidate who has consumed the standard HDR EFTSL but not yet submitted their thesis for examination.

Scope

This policy applies to all HDR candidates as well as to University staff engaged in the provision and support of HDR supervision. This policy does not apply to candidates who have already submitted their thesis for examination and who are subsequently required to revise and re-submit their thesis. These candidates must submit a revised thesis within the specified period of re-enrolment.

Policy

CONTINUATION OF CANDIDATURE
A candidate whose consumed EFTSL is less than four years for a PhD if enrolled in 2013 or earlier (or less than three years for a PhD if enrolled in 2014 or later) or less than two years for a MPhil will continue to be automatically re-enrolled from year to year subject to satisfactory Annual Progress Reports and payment of any outstanding fees. When a candidate has reached the maximum consumable EFTSL for their candidature, their enrolment will cease (ie there will be no automatic extension of enrolment).

OOT candidates will be required to formally apply for approval in order to be re-enrolled. The application will require the support of the Principal Supervisor, Head of Department and Faculty Associate Dean HDR.

EXTENSION CONSIDERATION
If approved, extension of candidature will be granted for:
  • PhD or Professional Doctorate – six months at a time for full-time candidates and 12 months at a time for part-time candidates and a maximum of two extensions may be allowed to a maximum consumable EFTSL of 5.0
  • MPhil – six months for full-time candidates and 12 months for part-time candidates and only one extension may be allowed to a maximum consumable EFTSL of 2.5.

TUITION FEE
The University reserves the right to charge a tuition fee to candidates who request and have approved an extension to the period of their candidature. The University may vary the tuition fee for OOT extension at its discretion at any time in the future.

The University will phase in the introduction of the tuition fee:
  • in 2013 OOT PhD or Professional Doctorate candidates for whom a second extension to candidature is sought and approved, will incur a tuition fee
  • from 2013 the tuition fee will apply to all PhD or Professional Doctorate candidates who submit their thesis and have a maximum consumed EFTSL 5.0 or greater at the time of submission
  • in 2013 MPhil candidates will be exempt from the tuition fee for approved OOT extensions
  • from 2014 all approved extensions of candidature for all HDR candidates will incur a tuition fee.
CESSATION OF CANDIDATURE
Enrolment will cease automatically if:
  • the extension of candidature is not approved, or
  • if the candidate is unable to submit their thesis at the end of the approved extension period.

On cessation of enrolment, the candidate will immediately lose their right to access the library, information and communication technology (ICT) resources, faculty research facilities and supervisory support.

RE-ADMISSION
Where a candidate’s enrolment has ceased, they must apply for re-admission if they wish to return at a later date. Where a candidate is re-admitted after withdrawal or discontinuance, a period of enrolment sufficient for satisfactory completion of the thesis and submission will be determined by the Faculty Associate Dean HDR.

Re-admitted international candidates will be required to pay the relevant fees for the additional period of candidature.

Candidates who have consumed three or more EFTSL for a PhD, or more than one and a half EFTSL for an MPhil, will not be permitted to:
  • change attendance to part-time or
  • take Leave of Absence, except on medical grounds.
COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerDirector, Higher Degree Research Office
Date Approved16 October 2012
Approval AuthorityDeputy Vice-Chancellor (Research)
Date of Commencement1 January 2013
Amendment History15 June 2015 – amended PhD standard period of candidature to 3 years effective for enrolments in 2014 or later (Council 3 December 2013)
Date for Next ReviewJanuary 2014
Related Documents

Acceptable Use of IT Resources Policy
Out-of-Time Extension Procedure (see tab above)
Application for Extension of Out-of-time Candidature Form
OOT Tuition Fee Rates

Rules
Doctoral Degree Rules
Joint Research Degree Rules
Rules for the Degree of Master by Research
Policies / Rules Superseded by this PolicyOut-of-time Policy approved 15 June 2011
KeywordsApplication, Extension, EFTSL, Out-of-time, Candidature

PROCEDURE

EXTENSION OF OUT-OF-TIME CANDIDATURE PROCEDURE

Purpose

To outline the procedure for out-of-time (OOT) higher degree research (HDR) candidates to extend their candidature under the provisions of the Out of Time Policy. This Procedure should be read in conjunction with this Policy.

Procedure

This Procedure requires actions by the following: The key steps in this Procedure are:
  • Apply
  • Review
  • Endorse
  • Approve
  • Notify
  • Trigger fee

Higher Degree Research Candidate

Application
Apply for an extension to candidature at least 12 weeks before the end of candidature if it appears that during the last 6-12 months of candidature you will not be able to submit your thesis by the specified maximum period of enrolment for your degree. PhD and Professional Doctorate candidates may apply for a second extension, as per the Out of Time Policy.

Complete the ‘Application for Extension of Out-of-time Candidature’ form, making a case for an extension of time and providing a work plan for thesis completion.

Forward the application form to your Principal Supervisor.

Outcome
Approved
Work towards submission of your thesis by the end of the extension period, if the application is approved.

Not Approved
For applications that are not approved, enrolment will automatically cease at the end of specified maximum period of enrolment for the degree.

Make a case in writing addressed to the Director, HDRO, for consideration by the Deputy Vice-Chancellor (Research) if you wish to appeal the decision.

Submit an application for re-admission if you wish to return at a later date.
Principal Supervisor

Assess application and comment on candidate’s progress and feasibility of the proposed timeline for completion.

Forward application to the Head of Department for review.
Head of Department

Review application and Principal Supervisor’s comments; make recommendation for approval (or not).

Forward application to the Faculty Associate Dean Higher Degree Research for consideration.
Associate Dean Higher Degree Research

Review application and endorse extension to candidature, if appropriate.

Forward the application to the Director, Higher Degree Research Office (HDRO).
Director, Higher Degree Research Office

Review application and recommendation from Associate Dean of Higher Degree Research.

Sign approval (or not) of application for HDRO processing.
Officer, Higher Degree Research Office

Receive the completed ‘Application for Extension of Out-of-time Candidature’ form from Director, HDRO and note the approved outcome.

Notify candidate of the outcome of application and either revised submission date when application has been approved, or cessation of enrolment if not approved.

Notify candidate of special tuition fee, where applicable. If special tuition fee applies, notify the Office of Financial Services (OFS) of candidate details.

Enter application outcome detail in AMIS.
Officer, Office of Financial Services

Trigger the special tuition fee in AMIS, when notified that the fee is applicable.

Notify HDRO when fee has been triggered.

Procedure Information

Contact OfficerDirector, Higher Degree Research Office
Date Approved23 September 2013
Approval AuthorityHigher Degree Research Committee
Date of Commencement1 October 2013
Amendment Historyn/a
Date for Next Review1 October 2015
Related DocumentsOut of Time Policy
Application for Extension of Out-of-time Candidature (EXTN) form
KeywordsOut-of-time, application, extension, candidature, EFSTL, higher degree research, special tuition fee
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