(1) This Procedure is effective from 1 January 2025. (2) This procedure outlines the rights, responsibilities, and processes related to graduate research candidature at the University. (3) This procedure applies to all graduate research candidates enrolled in higher degrees by research. (4) This Procedure is pursuant to the Higher Degrees by Research (HDR) Policy. (5) The period of candidature is prescribed by the University. For master’s candidates, the time is a minimum of one year and a maximum of two years, with an expected period of 18 months. For doctoral candidates, the time is a minimum of two years and a maximum of four years, with an expected period of three years. These times are equivalent full-time. For candidates admitted to candidature based substantially on prior publications, the maximum enrolment will be one year with an expected period of six months. (6) Graduate research candidates who have consumed their maximum candidature and not yet submitted their thesis will assume the status of lapsed. Lapsed candidature status will not normally exceed 12 months. (7) All jointly supervised (cotutelle) and joint graduate research degrees are established and delivered in accordance with the requirements of the Higher Education Standards Framework (Threshold Standards) 2021. Where there are differences between Deakin University's policies and procedures and those of the partner institution/s, the parties will determine procedures in accordance with the Higher Degrees by Research (HDR) Partnership Procedure. (8) Graduate research candidates will be offered an induction and orientation to their degree program. The Researcher Development Academy provides advice on effective orientation and induction activities for graduate researchers. (9) Graduate research candidates, in collaboration with their supervisors, must complete the activities prescribed in the HDR Candidature Engagement Form within three calendar months of commencing their candidature. (10) Enrolled graduate research candidates may request recognition of prior learning for graduate research coursework only by including a written request and supporting evidence (e.g., transcript(s) and subject/unit guide(s)) in their application. Such requests will be assessed by the relevant Unit Chair in accordance with the Recognition of Prior Learning Procedure. Credit for prior learning will: (11) A graduate research candidate may apply for: (12) Changes to candidature will be made according to processes approved by the Pro Vice-Chancellor Researcher Development Academy or nominee. (13) Intermission, including for compassionate and compelling reasons, must be requested where a candidate is unable to work on their research and annual leave is not appropriate. The following applies to intermission: (14) International graduate research candidates who are studying in Australia on a student visa may only apply for intermission, parental leave, or partner leave for documented compassionate or compelling reasons. They must seek the approval of an International Student Support Officer before making an application for intermission. International graduate research candidates must comply with their visa conditions while on intermission and notify the Researcher Development Academy as soon as practicable if any relevant circumstances change. (15) Where a graduate research candidate applies to change their research topic, the following applies: (16) Graduate researcher candidates are entitled to recreation leave annually from candidature. Recreation leave, also known as annual leave, is an approved absence from the program of up to 20 working days’ equivalent full time and requires approval by their principal or co-supervisor. (17) Graduate researcher candidates are entitled to take up to 10 working days’ equivalent full-time personal leave per year from candidature, subject to approval by their principal or co-supervisor. Personal leave is available to candidates who are unable to study due to personal illness or injury or who need to care for or support an immediate family or household member due to illness, injury, or unexpected emergency. Recreation and personal leave are included in the candidature duration and accrue fortnightly, with unused portions carrying over from year-to-year. (18) Aboriginal and Torres Strait Islander candidates are entitled to take up to 10 cultural leave days per calendar year, non-cumulative, for cultural and ceremonial obligations. (19) Additional leave obligations and entitlements for scholarship holders, including the effect of leave periods on scholarship payment entitlements, are specified in individual scholarship terms and conditions and will be implemented according to the Higher Degrees by Research (HDR) Scholarships procedure. (20) Graduate research candidates (except for specified international candidates according to clause 14) who have or will have responsibility for the care of a child either by birth (by themselves or their partner) or adoption are entitled to a single continuous period of up to 52 weeks of parental leave from the course. The candidate must provide a medical certificate to confirm their pregnancy and expected date of birth, or a birth or placement certificate, as well as a statutory declaration that they will be the only primary caregiver for the period of the leave (except for up to six weeks when there can be two primary carers of the child). (21) Graduate research candidates (except for those international candidates specified in clause 14) are entitled to 10 working days’ equivalent full-time partner leave under the following conditions: (22) Graduate researcher candidates may request an additional period of birth-related or primary carer leave of up to 52 weeks to be the primary carer for the same child at any time up to when the child reaches five years of age. (23) Graduate research candidates are responsible for ensuring that the University has their correct contact details and for regularly checking their Deakin email for university correspondence. International candidates are required to notify the University of a change of address within seven days. (24) An International graduate research candidate who receives a change in their visa status must inform the Researcher Development Academy and the International Compliance team within seven days of the visa change notification and provide evidence of this change. (25) Graduate research candidates may withdraw from their course at any time by notifying the Associate Director, HDR Candidature Operations, in writing. Withdrawal may result in an academic and/or financial penalty. The effect of withdrawal on scholarship entitlements is set out in the candidate’s scholarship terms and conditions and the Higher Degrees by Research (HDR) Scholarships Procedure. (26) A graduate research candidate’s enrolment may be terminated by the University in the following circumstances: (27) The Pro Vice-Chancellor Researcher Development Academy or nominee will review recommendations by the Faculty Executive Dean or nominee to terminate a candidature for reasons outlined in clause 26. (28) The Researcher Development Academy will inform the graduate researcher in writing that their enrolment has been terminated and the reasons for the termination. If the grounds are for non- payment of fees, Student Services will inform the graduate research candidate and provide the candidate with a limited time to resolve the situation. A graduate research candidate whose enrolment has been terminated ceases to be a student at the University. (29) Any rights the graduate research candidate has to appeal will be described in the notification letter, and will be in accordance with the Student Appeals Policy. (30) For the purpose of this Procedure:Higher Degrees by Research (HDR) Candidature Procedure
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Section 5 - Procedure
Commencement
Recognition of prior learning
Candidature variations
Leave
Additional absence entitlements
Miscellaneous obligatons
Withdrawal from candidature
Termination of candidature
Section 6 - Definitions
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