Higher Degree Research Candidature Policy

Fact box

Purpose

The purpose of this policy is to specify the parameters of candidature in an Alphacrucis College (AC) Higher Degree Research (HDR) course of study.

Scope

All HDR courses of study

Policy

AC HDR candidates are initially admitted as “provisional” candidates when they commence the course of study. This is changed to “confirmed” status following the official confirmation of candidature process which involves an oral presentation of the research proposal within 6 to 12 months full time equivalent (FTE) for PhD and DMin candidates or 6 months FTE for MPhil candidates; longer with special permission from the relevant Program Director.

Doctoral Confirmation of Candidature

Confirmation of candidature for PhD and DMin candidates will take place 12 months FTE after commencement of the research component. The purpose of this milestone is to ensure that the candidate:

  • can coherently explain the research;
  • is making appropriate progress;
  • receives formative advice about the direction, scope, planning, methodology and feasibility of the project;
  • has sufficient training and professional skills;
  • has resources available to complete the course within the recommended timeframes;
  • has the appropriate advisory team composition; and
  • understands the pathway forward.

The principal supervisor must ensure that all compliance requirements (e.g. induction, relevant training, etc.) have been undertaken prior to the confirmation milestone.

The Confirmation of Candidature Panel will usually include:

  • Panel Chair – Dean of Faculty or delegated representative;
  • at least two other research active faculty members from a relevant field of research;
  • an external expert in the field nominated by the principal supervisor, if required. The external expert provides a written review and if possible attends the oral presentation.

The panel must not include any of the candidate’s supervisors. The supervisor(s) should attend the oral presentation and can provide comment. However, the supervisor(s) are not included in the final decision of the panel. Panel members, the candidate and supervisors may attend online with permission of the Chair.

Success at the confirmation of candidature demonstrates the candidate is likely to produce an assessable thesis in a timely manner. The confirmation of candidature oral presentation can include other invited peers and academic colleagues for wider feedback. However, only the Confirmation of Candidature Panel decides the final result.

Internal Transfer

A Master of Philosophy (MPhil) candidate seeking to transfer to the Doctor of Philosophy (PhD) or Doctor of Ministry (DMin) will need to:

  1. receive a distinction average for all coursework components of the MPhil;
  2. be recommended to transfer by the principal supervisor;
  3. be approved to transfer by the HDR Program Director.

The availability of internal transfer will be subject to the availability of places in the course.

External Transfer

The relevant Program Director is authorised to permit an applicant who has completed a period of HDR candidature in another higher education institution to count the whole or any part of the period of this enrolment, as a period completed in a HDR course at the same level as at AC, provided that the:

  1. period of advanced study and research has been carried out under supervision in accordance with required ethics legislation;
  2. research is directly related to the candidate’s proposed program at AC;
  3. candidate shall have formally withdrawn from enrolment in the HDR course of the other institution for which the previous tenure is applicable, except in the case of jointly awarded degree approved candidates.

Responsible for implementation

Deputy Vice President - Research and Standards

Key stakeholders

HDR Students
Supervisors
Program Directors


Procedures

Higher Degree Research Candidature Procedures

Confirmation of Candidature

  1. The Chair of the Confirmation of Candidature Panel will appoint members of the Panel. A Confirmation of Candidature Proposal is to be submitted by the candidate with the approval of the principal supervisor to the HDR Program Director, at least six (6) weeks before the Confirmation of Candidature to verify that it is prepared in accord with the HDR Confirmation Proposal Guide.
  2. Once verified, the proposal is sent to the Chair of the Confirmation of Candidature Panel to distribute to the Panel members.
  3. An oral presentation is to be delivered by the candidate to a Confirmation of Candidature Panel which is an opportunity for the HDR candidate to demonstrate a contribution to advancing knowledge in the field, justify methodological processes, and provide a summary of progress to date. This is followed by a discussion with the candidate about their proposal.
  4. The Confirmation of Candidature Panel may decide:
  • A – the proposal is accepted, with only minor edits required;
  • B – the proposal requires major edits, with an extension of the due date (of three months FTE) for achieving candidature if the assessors deem the proposal to be developed appropriately but not yet ready for confirmation of candidature;
  • C – the proposal is not accepted and presentation at a second panel is required. After two attempts the candidate will be liable for termination of candidature. The Panel may also suggest the candidate transfer to another course.

The Chair of the Confirmation of Candidature Panel will notify the Program Director of the outcome, including written feedback for the supervisor(s) and candidate. Based on feedback from the supervisor(s) and candidate, supervisor(s) will be confirmed by the Program Director at this stage, in accordance with the Research Supervision Policy. The Program Director will notify the supervisor(s) and candidate of the results.

  1. The Confirmation of Candidature Panel submits a report to the Research Committee which includes a summary of written feedback given to the candidate about his/her performance and progress.

Additional LOTE Requirements for Confirmation of Candidature

For LOTE, the Confirmation of Candidature Proposal must be translated into English, the translation verified, and evidence of that verification attached. This is to be submitted to the HDR Program Director, at least six (6) weeks before the Confirmation of Candidature for verification that it is ready to be tabled to the Panel.

The Confirmation of Candidature Panel Report must also be translated into English, the translation verified, and evidence of that verification attached. This report is tabled to Research Committee.

Extension of Candidature

A HDR candidate is considered out of time if s/he has utilised the FTE of the candidature period without submitting a thesis for examination. While HDR candidates are automatically re-enrolled in the program based on continued satisfactory progress, this process will cease when the FTE candidature period expires. If a candidate has not yet submitted a thesis for examination, s/he needs to formally apply for an extension of candidature with the permission of the supervisor (this rule does not apply for candidates who are in the process of making requested revisions on a submitted thesis).

The application for extension of candidature must specify the reasons for the request, and the plan for completion. Requests for extension of candidature are reviewed for approval by the Program Director, in consultation with the Deputy Vice President (DVP) Research and Standards and may be granted an extension for a specified period. Unsuccessful candidates must apply for re-admission. Application for re-admission also applies to candidates whose candidature has expired without a formal application for extension of candidature. For candidates who re-apply, the period of candidature from the re-admission is to be determined by the Program Director, in consultation with the DVP Research and Standards. Usual AC enrolment fees would apply for re-admitted candidates.

Leave of Absence

Domestic HDR candidates may apply for a total of 12 months FTE leave of absence, in total, based on medical or extreme extenuating circumstances. The application for leave of absence is to be submitted in writing to the Program Director, with a recommendation from the supervisor. Registry is to be advised. Candidates who have utilised the full extent of their FTE candidature period are not normally eligible to apply for a leave of absence.

Appeals

For appeals, candidates should follow the Complaints and Grievances Resolution Policy.

Intervention

Candidates whose progress is deemed unsatisfactory at an annual review (annual report provided by the candidates and principal supervisor, as per Research Supervision Policy) will be issued a notification of at risk for termination of candidature by the Program Director and advised to follow an intervention strategy which could involve the following:

  • review of supervisory arrangement by the Program Director;
  • review of candidate’s circumstances;
  • referral to pastoral counselling if necessary;
  • referral to English language and/or study skills training if necessary.

The candidate and principal supervisor, in consultation with the Program Director, are required to devise a plan for improving the candidate’s progress, with tangible goals to be accomplished within a three month (FTE) period. At the end of this time the progress will be reviewed again by the Program Director to ascertain whether the intervention has been successful or not. Candidates whose intervention has been successful would be allowed to progress in their candidature. The candidature of candidates who have not made satisfactory progress even after the intervention will be terminated.

Research Funding

AC provides research funding for HDR candidates in the following ways:

  1. Conference Travel: AC provides limited funding for HDR conference travel and the application process is highly competitive. Funding is provided as a contribution toward reasonable costs associated with conference registration, economy airfares, food and accommodation. The applicant should:
  • display evidence of developing the AC Graduate Attributes;
  • be currently enrolled in an AC HDR course;
  • for doctoral candidates have received Confirmation of Candidature;
  • have no overdue milestones at the time of application;
  • have submitted a paper to a high level academic conference, with reasonable expectation of acceptance;
  • not have exceeded the maximum semesters of enrolment by the conference date;
  • submit a complete application with all endorsements and attachments by the closing date of the year preceding travel as part of the AC conference travel funding application process;
  • attend and return from the conference before thesis submission or must return from the conference to AC within six weeks of submitting their thesis;
  • normally not have previously received a conference travel allocation during the period of their candidature;
  • depart no earlier than one week after the outcome of the round is announced, as retrospective funding will not be approved.
  1. Research Grant: AC provides a limited number of research grants for doctoral candidates, subject to budgetary constraints. The application process is highly competitive and applicants should:
  • display evidence of developing the AC Graduate Attributes;
  • be currently enrolled in an AC HDR course;
  • have received Confirmation of Candidature;
  • have no overdue milestones at the time of application;
  • demonstrate direct relevance of research grant output to the AC Research Foci. Evidence of positive collaboration with and contribution to AC constituency and end-users is encouraged;
  • normally not have previously received a research grant during the period of their candidature;
  • submit a complete AC Research Grant Application Form with all endorsements and attachments by the closing date.
  1. Research Bursary: From time to time, AC may award a bursary to selected HDR candidates, subject to budgetary constraints. These will be awarded at the discretion of the HDR Program Director.

Allocation of HDR Candidate Work Stations

AC provides HDR candidates access to work stations and facilities on a needs basis. These work stations are provided as a regular study area for candidates who are carrying out research projects or serving as faculty research assistants.

Applications may be made for the allocation of a work station for a period of six-months. Priority is given to doctoral candidates who are undertaking the research thesis component of their course and will make regular and consistent use of this space.

The Program Director, in consultation with the relevant campus facilities manager, considers all applications for permanent six month work stations and makes the allocation. Candidates eligible to apply for permanent work stations include those who:

  • are currently enrolled in a doctoral course;
  • do not have any other adequate space on campus; or
  • are in the "write-up phase" of their candidature (last six months); or
  • have special needs (such as child care issues, medical or disability reasons or other extraordinary reasons relating to the candidates’ circumstances).

Allocation of Library Resources

HDR candidates are entitled to a set sum of monetary allocation toward library resources specific to their projects. Requests are made directly to the relevant Librarian.