Confirmation and progress reviews are emailed to all students (at their official student email address) at least 3 months prior to their due date. These need to be submitted to after they have been completed and signed by your supervisors and advisory panel and by the PhD Director (on behalf of the Head of Department).
Students need to ensure that they attach all of the required documentation, including their summary of progress and timeline to completion.
- Due dates
If you are unable to submit your review before the due date because you have not been able to meet with your supervisors and advisory panel, you may be able to extend your review due date by up to 2 weeks. To do this, your supervisor will need to email us on firstname.lastname@example.org to request an extension and state the reason that the form cannot be submitted.
This will not extend your candidature or thesis submission date.
Failure to submit your confirmation or progress review may result in an 'Absent without Leave' status being added to your transcript or termination of your enrolment.
- Extensions to probationary candidature (confirmation)
Extensions to probationary candidature of up to 6 months can be approved by the Faculty.
Extending your probationary candidature will not extend your thesis submission date.
If you require an extension, please email us at email@example.com for more information. It is expected that all students completing coursework as a part of their PhD will extend their probationary candidature.
- Extensions to candidature (final submission)
If you have completed 3 years of candidature and are not ready to submit your thesis, you must submit your Completion Report (Attachment A of the progress review) with a request to extend your candidature. Extensions are not granted automatically, even if you have previously extended your probationary candidature. Students enrolled in the PhD are eligible for two extensions of up to 6 months to candidature, after which you may lapse in good standing or request special permission to extend for a further 6 months.
To extend your candidature, your supervisors, advisory panel and the PhD Director (on behalf of the Head of Department) need to complete and sign your Completion Report, including Section A3: Endorsement of extension requests.
Students who do not submit their Completion Report (Attachment A of the Progress Report) requesting an extension to their candidature before their expected submission date will become liable for fees. These are calculated per day for each day that the thesis is not submitted.
- Lapsed candidature in good standing
After completing four years of candidature, students who are not ready to submit are required to make a special case for extension or lapse their candidature in good standing. Lapsed candidature in good standing provides up to two additional years to submit a thesis, however enrolment during this time is suspended and candidates are not considered to be enrolled at the University.
To lapse in good standing, your supervisors, advisory panel and the PhD Director (on behalf of the Head of Department) need to complete and sign your Completion Report, including Section A3: Endorsement of extension requests.
- Supervisor and department access
Candidates who have lapsed in good standing are not officially entitled to supervisor access and may lose access to office space and other departmental resources, including swipe-card access to their department and the building. It is strongly recommended that you discuss any requirements that you have or additional support that you need with your supervisors before applying for lapsed candidature.
- Email access
Candidates who have lapsed in good standing will continue to be able to access their University email address and Student Portal.
- Library access
Candidates who have lapsed in good standing are able to access electronic resources via the library website. To borrow from the library, candidates must complete a library membership form requesting Category A (type 3) membership. This requires departmental permission and must be signed by the PhD Director (on behalf of the Head of Department). The form is available on the library website.
- Subject changes
Students enrolling in coursework as a part of their Graduate Research degree must discuss their subject selection with the PhD Director for their Department. Subject changes cannot be processed after the second week of the relevant semester and should be organised as early as possible.
Students apply to add or drop subjects using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
- Change of supervisor or department
Students apply to change supervisor using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal. It is important to discuss proposed supervisor changes with your principal supervisor, the PhD Director for the Department and your proposed supervisor. If there is a problem and you do not feel comfortable with this, please contact the Research Unit.
Applications to change department require a hard copy 'Application for Change of Department' form. Students considering a change of Department must discuss this with their supervisors, PhD Director and the Research Unit.
- Change of study rate
Students wishing to change between full-time and part-time study may do so after discussion with their supervisors. Supervisors are required to approve the change and must be satisfied that you have adequate time to continue your research and make good progress.
Scholarship holders will need to consider the terms of their scholarship before applying to change their study rate as many scholarships are not available to part-time students. International students will also need to consider the requirements of their visa before submitting an application.
Applications for change of study rate can be submitted using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
Leave of Absence
Leave may be granted for a number of reasons, including illness, family responsibilities and job opportunities. The minimum period approved is usually 2 weeks, with a maximum period of 12 months being approved at any one time.
This is a separate form of leave and covers maternity leave, partner leave and adoption leave for up to 12 months. This type of leave does not change your entitlement to any other type of leave.
Leave and Coursework
Students who are currently enrolled in the coursework component of their Graduate Research degree should note that leave of absence will result in coursework subjects being withdrawn. If this occurs after the subject census date (usually end of March and end of August) the subject may appear on your transcript as 'withdrawn' or 'failed' depending on the date of leave.
Applying for Leave
Applications for leave of absence are submitted using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
Returning from Leave
Students must submit a return from leave of absence within 5 days of their actual return and within 28 days of the end of their approved leave. Failure to do so does not extend a leave of absence and may result in an 'Absent without Leave' status being added to University transcripts or termination of enrolment.
Notification of return from leave is submitted using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
Students should note that their student visa may be affected by leave of absence. Students may be permitted to remain in Australia where their leave application is based on compassionate or compelling circumstances, such as illness or maternity leave; however other reasons for leave may result in COE and visa cancellation. The University is required to notify the Department of Immigration and Citizenship (DIAC) of any leave of absence.
All Graduate Research students are entitled to 4 weeks of recreation leave each year. This is organised with supervisors and the department and does not require an application via the Student Portal.
- Study away
Students planning to study or research away from the University must submit an application to Study Away. Study away is not normally approved for periods longer than 12 months, and students away for more than 3 months are required to obtain an external supervisor in the location where they will be travelling. Students on study away are required to maintain regular contact with their supervisors and must submit any Progress Reports that are due while they are away.
Applying for Study Away
Students can apply to Study Away using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
The application must include a Guideline Form for Off Campus Travel and Work Policy, a detailed itinerary and full contact details. A risk assessment form, ethics approval and permission from the Academic Registrar may also be required.
It is very strongly recommended that students visit the Study Away website before submitting an application.
Returning from Study Away
Students must submit a return from study away within 5 days of their return. Failure to do so does not extend a study away and may result in an 'Absent without Leave' status being added to University transcripts or termination of enrolment.
Notification of return from study away is submitted using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
- Withdrawing or transferring
Students who are unable to complete their Graduate Research program may submit an application to withdraw via the Student Portal. It is strongly recommended that you discuss this with your supervisor and the Research Unit before submitting the application, as students can in some cases transfer from the PhD into a Masters program to take out a qualification.
Applications to withdraw can be submitted using 'Track and submit candidature variation applications' in the Manage My Enrolment (RHD Candidatures) section of the Student Portal.
The Research Data Laboratory
The Faculty maintains a Research Data Laboratory for research students and staff on level 3 of 198 Berkeley Street. Information about the Laboratory, including a list of available databases, can be found on the Faculty's research pages for researchers.
The University Library
The University of Melbourne has a Business, Economics and Education library, the Giblin Eunson Library, located on the ground floor of the ICT Building.
Research students are able to make an appointment with library staff to discuss the best sources of information, effective use of databases and searching strategies and the purchase of new materials to support current research. Further information about this service and to book a research consultation can be found on the Library website.
Research training and professional development
The Centre for the Study of Higher Education (CSHE) offers a range of programs to assist graduate research students with their research and research promotion skills. Programs include UpSkills, Postgraduate Essentials (via the Graduate Research ePortfolio) and the 3 Minute Thesis Competition (3MT), as well as the Graduate Certificate in Advanced Learning and Leadership.