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

1     PURPOSE

To specify the policy for Doctor of Philosophy and Master of Philosophy (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.

2     BACKGROUND

The standard period of candidature (Standard HDR EFTSL) for a Doctor of Philosophy or Master of Philosophy is defined in the Higher Degree Research Rules Clause 11.

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

3     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.

4     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definitions apply for the purpose of this Policy:

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 Doctor of Philosophy or Master of Philosophy candidate who has consumed the standard HDR EFTSL but not yet submitted their thesis for examination.

5     POLICY STATEMENT

CONTINUATION OF CANDIDATURE

A candidate whose consumed EFTSL is less than the standard HDR EFTSL 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:

  • Three (3) year PhD or Professional Doctorate – six months at a time for full-time candidates and 12 months at a time for part-time candidates. A maximum of two separate extensions may be allowed to a maximum consumable EFTSL of 4.0.
  • Four (4) year PhD - six months at a time for full-time candidates and 12 months at a time for part-time candidates.  A maximum of two separate 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. 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.

  • From 2013 a 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
  • From 2014 all approved extensions of candidature for all HDR candidates beyond 4.0 EFTSL for Doctoral level degrees and 2.0 EFTSL for Master will incur a 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 tuition fees for the additional period of candidature.

PhD candidates who are within 1 EFTSL of their maximum standard EFTSL, or MPhil candidates who are within 0.5 EFTSL of their maximum standard EFTSL will not be permitted to:

  • change attendance to part-time or
  • take Leave of Absence, except on medical grounds.

6     RELEVANT LEGISLATION

Higher Degree Research Rules

7     KEY RELATED DOCUMENTS

Acceptable Use of IT Resources Policy

Application for Extension of Out-of-time Candidature Form

Higher Degree Research Extension of Out-of-Time Candidature Procedure (see tab above)

OOT Tuition Fee Rates

8     NOTES

8.1

Contact Officer

Executive Director, Research Training and International Research Training Partnerships

8.2

Implementation Officer

Executive Director, Research Training and International Research Training Partnerships

8.3

Approval Authority / Authorities

Deputy Vice-Chancellor (Research)

8.4

Date Approved

12 January 2018

8.5

Date of Commencement

12 January 2018

8.6

Date for Review

January 2021

8.7

Documents Superseded by this Policy

Higher Degree Research Out-of-time Policy approved 16 October 2012

8.8

Amendment History

N/A

PROCEDURE

HDR Extension of Out-of-Time Candidature Procedure

1     PURPOSE

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

2     SCOPE

This Procedure applies to all HDR candidates as well as to University staff engaged in the provision and support of HDR supervision. It 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.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary. Definitions specific to this Procedure are contained in the accompanying Policy.

4     RESPONSIBILITIES AND REQUIRED ACTIONS

Print version of HDR Extension of Out-Of-Time Candidature Procedure (PDF)

HDR  Extension of Out-of-Time Candidature Procedure FlowchartHDR Thesis Preparation, Submission and Examination Policy‘Application for Extension of Out-of-time Candidature’ formHDR Out-of-Time Policy / ProcedureHigher Degree Research RulesHDR Out-of-Time Policy / ProcedureHDR Out-of-Time Policy / ProcedureHigher Degree Research RulesHDR Thesis Preparation, Submission and Examination PolicyHDR Thesis Preparation, Submission and Examination PolicyRefer to HDR Thesis Preparation, Submission and Examination...Higher Degree Research Rules

Please click on each item of the flowchart to see more information.

If you have difficulty accessing this document please contact the Policy Unit policy@mq.edu.au or 9850 4791.

This Procedure requires actions by the following:

  • Faculty Associate Dean Higher Degree Research
  • Executive Director, Research Training & International Research Training Partnerships
  • Head of Department
  • Higher Degree Research Candidates
  • Officer, Higher Degree Research Office
  • Officer, Office of Financial Services
  • Principal Supervisor

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).

Executive Director, Research Training & International Research Training Partnerships

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.

5     RELEVANT LEGISLATION

NA

6     KEY RELATED DOCUMENTS

Higher Degree Research Out of Time Policy (see tab above)

Application for Extension of Out-of-time Candidature (EXTN) Form

7     NOTES

7.1

Contact Officer

Executive Director, Research Training & International Research Training Partnerships

7.2

Implementation Officer

Executive Director, Research Training and International Research Training Partnerships

7.3

Approval Authority / Authorities

Deputy Vice-Chancellor (Research)

7.4

Date Approved

12 January 2018

7.5

Date of Commencement

12 January 2018

7.6

Date for Review

January 2021

7.7

Documents Superseded by this Procedure

Higher Degree Research Extension of Out-of-Time Candidature Procedure approved 23 September 2013

7.8

Amendment History

Nil

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