FAQs - Frequently Asked Questions - HDR

Future Students

What is a PhD?

  • The Doctor of Philosophy (PhD) is designed to equip students with advanced research training in their chosen discipline and to promote research which makes an original and significant contribution to the discipline.
  • The PhD consists of the production of a PhD thesis, which should be an original and significant contribution to knowledge in the particular discipline/s chosen by the candidate. It will consist of an account of the candidate's own research / data collection and consist of work not previously submitted for a university degree.

What is a Professional Doctorate Degree?

  • A professional doctorate is a rigorous program of advanced study and research, designed specifically to meet the needs of industry and professional groups. Professional doctorates consist of a blend of coursework and research. The coursework component is designed to build on candidates' professional expertise by exposing them to leading and challenging ideas in their fields. Research undertaken as part of the professional doctorate is geared to directing and informing change, and to making a difference in the workplace and/or professional context.

What is a Masters by Research Degree?

  • A course where a minimum of two-thirds of its assessable content is by research.  Students undertake an original investigation. In comparison to a doctorate however, this investigation is generally more limited in scope and degree of originality. The work is closely supervised in the early problem formulation stages and whenever a new technique is being used. The program requires the submission of a thesis embodying the results of an original investigation or design.

Who should I discuss my Higher Degree by Research course options with?

  • If you require course advice or information, you should contact the Course Convener, as they have the requisite vocational knowledge to assist you with your queries. Contact details are normally available on the course web page at: http://www.canberra.edu.au/courses-units/home and by selecting the relevant course. If you are unable to find any contact details on the web page, please contact the Student Centre on 1300 301 727.

Can I apply for a Research Degree if I have not yet completed my current degree?

  • You may apply for a Research Degree without completing these qualifications. You however will need to supply a current transcript and supply the expected date of completion. It is advised to apply only if you are in the last year of study.

I am an international student; can I conduct my Research Course in my home country?

  • You will need to contact the Faculty/ Research centre in which you intend to study in before submitting an application. The Faculty/ Research Centre will need to determine if they have the required resources to supervise you while overseas. While enrolled in an overseas country you can study part time if this is agreed upon with your Faculty / Research Centre. If you arrive on a student visa you must enrol full time. Refer to the Gold Book Part 5, schedule 3.4 www.canberra.edu.au/research-students/goldbook

What is the English Proficiency standard for UC?

Who is authorised to verify my documents?

  • An officer of the official records department of the institution that originally issued the documents;
  • An official of an Australian overseas diplomatic mission or Australian education centre;
  • Justice of the Peace with registration number;
  • Solicitor, a practising accountant or a bank manager;
  • A police officer in charge of a police station of the rank of sergeant or above;
  • A postal manager;
  • A principal of an Australian secondary college, high school or primary school; or
  • A International officer through which an applicant is applying.

Can I defer my offer?

  • Only international students are able to defer an offer to a Higher Degree by Research. The maximum deferral date is 9 months from the start date on the initial offer letter issued.  You will receive a new offer letter with the deferment date.
  • If you wish to defer for longer than 9 months you will need to reapply and list the new start date on the application form.

How do I defer my offer (International Students Only)?

  • To defer your offer from the start date up until 9 months, you will need to contact the Research Students’ Office at postgrad.research@canberra.edu.au and state your deferral date. You will then receive a new “Deferred Offer Letter”

Who is a domestic student?

  • A domestic student is someone who is a citizen of Australia, who is a permanent resident of Australia or who is a citizen of New Zealand.

Why do I need to provide my birth certificate / passport or citizenship certificate?

  • As a domestic student you receive RTS from the government which covers your tuition fees, therefore we must verify that you meet these guidelines.

I have already consumed a part of my RTS from another University, how do I transfer this?

  • You will need to supply information relating to your current candidature on your application so we can work out your remaining RTS entitlement

I haven’t received an offer but would like to change my course preference, what should I do?

  • You will need to contact the Research Students Office postgrad.research@canberra.edu.au with the details of what you have applied for and what you wish to change to. You will need to submit a new research proposal to reflect the new area of research that you wish to undertake.

How do I accept my offer?

  • Domestic applicants will need to complete and sign Acceptance Advice Form (page 3) of your offer and submit this to the Research Students’ Office. If you have lost your offer please contact the Research Students’ Office for this to be re-issued via email.
  • International applicants will need to pay the amount owing as stated on their offer letter and sign and return their Acceptance Advice Form and Payment Form to the Research Student’s Office. Once we have confirmed your payment we will then issue you a Confirmation of Enrolment (CoE) letter that you will need to apply for your student visa.

I have accepted, now what do I do?

  • Domestic students – complete the Unit Registration Form that was sent with your offer letter and return it to the Research Students Office. We will process it and then email you and your supervisors to advise them. We will then advise you to obtain you student id card and computer password from the Students Centre.
  • International students – once you receive your visa you need to contact us to advise of your arrival date in Canberra postgrad.research@canberra.edu.au You are then asked to attend our office so we can assist you with your enrolment requirements.

Current Students – Administration

Unit Enrolment

How do I enrol in Units for my Research Degree?

  • Please note that you are unable to self enrol for Research Degrees. You will need to fill out a Unit Registration Form (http://www.canberra.edu.au/research-students/forms) and submit it to the Research Students’ Office,  
    Continuing candidates will be enrolled upon completion of your Annual Progress Report (APR) the Research Students’ Office will enrol you in units from the Unit Enrolments Section.

What happens if I don’t enrol in my Research Degree?

What do I do if I am discontinued from my Research Degree?

  • If you have been discontinued from your degree you will need to re-apply for admission. Contact the staff on postgrad.research@canberra.edu.au  for information on what we require from you.

Entitlements of Resources for Candidates

Who provides me with desk allocation?

  • Your Faculty / Research Centre is responsible for the supply of desk, chair, computer, telephone and filing cabinet.

Fees and Scholarships

What is the Research Training Scheme (RTS)? (Domestic Students Only)

  • RTS is a grant made to a University based on a specific formula. This is used to cover tuition fees for domestic students only for a maximum period of 4 years full time equivalence (1460 days) for PhD and Professional Doctorates and a maximum period of 2 years full time equivalence (730 days) for Masters by Research.
  • Any period of study at an Australian or New Zealand tertiary institution undertaken within the last 3 years of commencing at another university will have that period of study reduce your RTS allocation ie if you studied for 1 year in a PhD then transferred to UC in a PhD (within 3 years) you would only have 3 years in which to complete your studies under RTS.

What happens if my RTS runs out?

  • If your RTS entitlement runs out you will then be liable to pay tuition fees. You may approach your Faculty / Research Centre to see if there is any support they can offer you to assist you to completion. If you have to pay fees and you are an Australian citizen they you may apply for FEE-HELP (http://www.canberra.edu.au/student-services/fees/fee-help)

Can I transfer my RTS to another University?

  • Yes if that University has RTS funding available. They will need details of your candidature to work out your remaining entitlement.

What scholarships are offered at UC?

Where can I find information for financial support?

  • If you have read through our Scholarships Page (www.canberra.edu.au/research-students/scholarships) and are still in need of financial support, then please contact your Faculty / Research Centre to see what assistance they may be able to offer you.

When should I expect my fortnightly stipend payment?

  • Scholarship payments are made each fortnight in line with Government Thursday paydays. You may find that occasionally your payment is in your bank account earlier. If your payment is not in by the Friday please email postgrad.research@canberra.edu.au with your name, student id and name of your scholarship and we will look into the matter for you.

I have just been awarded a scholarship, when is my first payment made?

  • All payments are made in line with Government Thursday fortnightly payday; however, depending on what day your scholarship commenced, you may only receive a partial payment and not the full fortnights (10 days) payment. The following fortnight your full payments will commence.
    The start date on your scholarship offer letter is the first day your scholarship will commence from. You will then be paid on the following Thursday pay fortnight. You are not paid in advance for your scholarship but rather in arrears, the same as you would be paid for employment.

Progress and Academic Matters during Candidature

Milestones

Seminars

Do I need to present a seminar?

  • All research candidates are required to present a confirmation seminar and a final seminar.  PhD candidates are also required to present a work-in-progress seminar.

When do I need to present my seminar?

  • Confirmation seminars are to be presented within the first 12 months of candidature. This seminar is the only assessable seminar and is seen as a confirmation of candidature. 

Work-in-progress seminars should be presented in the second or third years of candidature.

What is the purpose of the Confirmation of Candidature Seminar?

The purpose of the Confirmation Seminar is to demonstrate that the candidate has clearly defined and described the field and topic of the research and has developed the aims and methodological framework of the study. It is through the Confirmation Seminar process that candidature is formally confirmed and the candidate advised to proceed with their HDR course.

When does a candidate have to do his/her confirmation seminar?

The timing of the Confirmation Seminar is as follows:

  • for PhD candidates, within 12 months of commencement of candidature (full-time equivalent)
  • for masters candidates in pure research streams, within 6 months of commencement (full-time equivalent)
  • for masters and professional doctorate candidates with a coursework component, timing may be adjusted accordingly on the principle that the seminar should be presented within one quarter of the allotted duration of the degree (four years full-time for doctorate and two years full-time for masters.

What is presented in the Confirmation Seminar?

Before the Confirmation Seminar, the candidate completes his/her final, full research proposal. Each Faculty/Centre will have particular requirements with regard to the content, format and length of proposals.

In the Confirmation Seminar, the candidate will draw on the research proposal to:

  • define and describe the relevant background material to establish the context for the research (literature review)
  • justify the proposed enquiry
  • show development of appropriate aims for the study
  • explain and justify the chosen methodological framework for the research
  • present a working plan for the research study with a realistic timetable for completion.

Further to this list above, each Faculty/Centre will have particular requirements with regard to the content, format and length of the Initial Seminar. In cases where the research product is a creative work, further guidelines are available in the Gold Book Part 6 (6.4.4.7).

Who organises the Confirmation Seminar?

The chair of the supervisory panel is responsible for ensuring that a candidate is appropriately prepared to undertake a successful Confirmation Seminar. It is envisaged that, from the commencement of candidature, the chair and the candidate plan a timeline towards the Confirmation Seminar.

The chair should ensure that the seminar is advertised within the research area, Faculty/Centre and to the wider University community.

Who assesses the Confirmation Seminar?

The chair, in consultation with the other supervisory panel members, will select two assessors to review the candidate’s final proposal, attend the seminar and prepare reports in response. It is important that these assessors:

  • are research active, with expertise in a field relating to the work of the candidate
  • hold a research degree at the level sought by the candidate
  • are not a member of the candidate’s panel, nor have previously been active on the candidate’s panel
  • are not closely connected or have a personal relationship with the candidate
  • at least one should be a member of staff at a tertiary institution.

While, for the Confirmation Seminar, assessors are not required to be from outside the University, the use of external assessors is encouraged. Furthermore, it is important that candidates who are also members of academic staff at UC have their Confirmation Seminar assessed by individuals from outside the host Faculty/Centre.

In preparation for the Confirmation Seminar, the chair must ensure that the assessors are provided in advance with:

  • the candidate’s final research proposal
  • the Confirmation Seminar Assessment Report form
  • Information on the requirements for the degree (currently, use the UC Handbook entry for the course)
  • UC policy on generic skills for research graduates

Who confirms candidature?

After reviewing the final research proposal and attending the Confirmation Seminar, each assessor will submit a report (usually directly to the Chair). Assessors can make one of three recommendations:

  • Satisfactory – candidate should be confirmed in the research program
  • Conditionally Satisfactory – further work or action required (assessor will detail what work needs to be done)
  • Unsatisfactory – candidate should not proceed in the research program

If the reports are satisfactory, the chair will forward copies of the reports to the Associate Dean Research (ADR) of the Faculty or Director of the Research Centre. In this case, the ADR or Director will usually formally confirm candidature by forwarding the reports to the Research Students’ Office and providing this recommendation. The Research Students’ Office will then provide copies of the reports to the candidate and advise the candidate and supervisory panel that candidature is confirmed.

What happens if an Confirmation Seminar is not satisfactory?

Where one or both assessors’ reports are conditionally satisfactory (or unsatisfactory) it is recommended that the assessors, supervisory panel and candidate meet after the seminar to discuss the results. The chair should resolve with the candidate changes to the proposal or the direction of the research as a result of this meeting. The chair will then forward the reports to the ADR of the Faculty or Director of the Research Centre, with a recommendation on any conditions to be attached to the candidate’s continued enrolment. The ADR will provide a copy of the reports with their recommendation to the Research Students’ Office who will then advise the candidate of any conditions attached to their continuing enrolment, including any action they need to take.

If conditions are not satisfactorily met within the stipulated time frame, the ADR may advise that the candidate discontinue his/her enrolment.

Candidates may only have one ‘second attempt’ at the Confirmation Seminar.

Learning Plans

Annual Progress Report (APR)/ Special Progress Report

What is a Special Progress Report?

  • A Special Progress Report is completed by a candidate and their supervisor when unsatisfactory progress was made at the time that their APR was completed.

How do I know if I have to complete a Special Progress Report?

  • If you are required to complete a Special Progress Report you will be notified in an email from the Research Students Office when they have processed your APR.
  • You will also be able to see if you are required to complete a Special Progress Report on your final APR by the comment from the Faculty ADR/HDR.

When is my Special Progress Report Due?

  • Special Progress Reports are due on 30 June. The reports must be completed by the candidate and their supervisor and have been approved by the Faculty ADR/HDR before they are submitted to the Research Students Office by 30 June.

Examinations and Graduation

Examination

How long do I have left in my degree?

  • Research candidates are entitled to the following time frame to complete their degree:
    • PhDs and Professional Doctorates - 1460 days (4 years fulltime equivalent)
    • Masters - 730 days (2 years fulltime equivalent)
  • You are expected to submit before this time is up.

How long should my Research Degree take?

  • The pathways flowchart at, PhD Pathways, shows you the normal timeline for a higher degree by research.

What is my submission date?

  • Six months before your course completion date.

Can I have my thesis professionally edited before submission?

What are the formatting requirements for a thesis?

How do I know what the thesis requirements are for my degree?

Submission

What do I have to do?

  • Before submission, the RSO will require the following:
    1. Intent to Submit a Thesis for Examination Form (candidate and Chair of the panel to complete)
    2. Appointment of Examiners form (completed and signed by Chair)
  • At submission, the following will be required:
    1. Three/four spiral bound, single sided copies of the thesis for examination (two/three for examination, one for RSO to hold)
    2. Form A: Certificate of Completion of Thesis for Higher Degree by Research (signed by Chair)
    3. Form B: Certificate of Authorship of Thesis (signed by candidate and Chair and included into each copy of the thesis)
    4. Form C: Retention and Use of Thesis by the University (candidate to complete)
    5. Form D: Details for Graduation PhD and PD Candidates (candidate to complete)

The various forms listed above can be found at:
http://www.canberra.edu.au/research-students/forms

Do I have to enrol to submit?

  • Yes, UC policy requires that you are enrolled in the semester that you submit.

Where do I print my thesis for submission and/or final copies?

  • The UC Print Room may be able to help.  Contact on 6201 2377 or email printroom@canberra.edu.au  for a quote.
    • You will have to provide the following information:
    • Total number of pages (e.g. single sided or double sided)
    • Total number of colour pages
    • How many copies
    • Type of binding (e.g. spiral bound or hard bound)
    • A PDF version of the thesis (don’t for get to include Form B - Certificate of Authorship of Thesis  in each copy)

How long does it take to examine my thesis?

  • Examiners are allowed two months to complete the examination reports.  Candidates should allow up to six months from submission to course completion.

Can I choose my examiners?

  • The Chair of the panel should consult with the candidate; however the candidate must not know the final selection of examiners.  Please refer to the Gold Book, Examination, Appointment of Examiners, Point 23. www.canberra.edu.au/research-students/goldbook

What do the categories ((a), (b), (c), (d) & (e)) mean?

  • The ‘categories’ provide a guide to revisions required, expected timelines to complete the revisions, and the approval process.  Please refer to the Gold Book, Schedule Four (S4): Examination Outcomes. www.canberra.edu.au/research-students/goldbook

Will I have to revisions, how long do I have?

Will I have access to UC facilities after I’ve submitted my thesis for examination?

  • Yes, when you submit, the RSO will ensure you have access to UC facilities (e.g. library and MyUC) for 6 months after submission.  If you have any problems, please contact us postgrad.research@canberra.edu.au

Graduation

When do I graduate?

  • After the examination process and all course requirements have been completed successfully. 
    Refer to the Gold Book, Part 7 Examination of Higher Degree by Research Theses, Conferral of award, Point 45. www.canberra.edu.au/research-students/goldbook  

When is graduation held?

I’m doing a PhD/PD can I use the title of Dr before Graduation?

  • No, not until the award (degree) is conferred.  The RSO can arrange for your award to be conferred through Council in absentia.  This will mean you can use the title of Dr after the Council meeting, and you will be able to attend Graduation as well.
  • Please make this request clear during the examination process.