(1) This Procedure is effective from 10 April 2018. (2) This Procedure includes the following schedules: (3) To outline the procedure for academic progress for higher degree by research (HDR) students. (4) This Procedure applies to students for HDR, their supervisors, faculties, institutes and University administrators. It does not apply to degrees by coursework or higher doctoral degrees. (5) This Procedure is pursuant to the Higher Degrees by Research (HDR) policy. (6) Students except for those listed in clauses 7 and 8 will undertake a confirmation of candidature in accordance with Schedule A: Confirmation of candidature standards. Confirmation is required for students to progress from provisional to full candidature. (7) Confirmation of candidature may not be required for students enrolled in a masters degree listed in Schedule C: Academic Progress Requirements for Specified Masters Degrees. (8) Confirmation of candidature will not be required for students completing an HDR on the basis of prior publications. (9) Doctoral students' confirmation of candidature will be completed within 12 months of commencement for full-time or 18 months for part-time candidature and masters students' confirmation of candidature will be completed within six months of commencement for full-time or 12 months part-time. (10) The outcomes of confirmation of candidature are decided by the confirmation panel and may be: (11) Students whose candidature is not confirmed at the first attempt are at risk of not making satisfactory progress and will be provided with appropriate support according to Schedule A: Confirmation of candidature standards. (12) Confirmation of candidature can only be re-attempted once. (13) Where candidature is not confirmed after a second attempt, the confirmation panel determines that the student has made unsatisfactory academic progress and recommends to the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee that: (14) Failure by a student to undertake the confirmation process by the due date may indicate that the student is at risk of not making satisfactory progress. (15) A student may request an extension to the confirmation due date of up three months equivalent full-time or up to six months where a masters student intends to apply to transfer to doctoral candidature. The request must be in writing, must have the support of the principal or executive supervisor and be approved by the Head of Academic Unit or nominee. (16) Where a masters student's candidature is confirmed and the student later transfers to doctoral candidature, they must complete confirmation of candidature at doctoral level. (17) Applications for extension of candidature will be made according to the processes stipulated by Deakin Research. An extension will be approved only when the student, supported by their principal or executive supervisor and Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee, provides evidence that they have already made substantial progress toward completion and have set out an achievable plan for completion within the requested extension period. (18) An initial extension to candidature of no more than six months equivalent full-time may be approved. A further extension of up to six months equivalent full-time candidature may be approved in exceptional circumstances. No further extensions will be granted after this. (19) Students can apply to transfer between research degrees before submission of their thesis according to the processes stipulated by Deakin Research, subject to the clauses below. The Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee will consider the application, including whether the student is making satisfactory academic progress, supervision is available and the project is suitable for the degree. The Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee will decide whether to approve the application. (20) Where a student transfers between HDR courses, the time spent in the initial HDR course(s) is counted towards the maximum duration of the new HDR course. (21) Masters students may apply to transfer to a doctoral degree: (22) Students enrolled in a masters degree specified in Schedule C: Academic Progress Requirements for Specified Masters Degrees may not apply to transfer to a doctoral degree. (23) Where a student applies to transfer from a masters degree to a doctoral degree and they are from a country listed under the autonomous sanctions requirements, the change must also be approved by the Pro Vice-Chancellor Researcher Development and Integrity and a new risk assessment must be carried out using the appropriate form. (24) Where a student applies to transfer from a masters to a doctoral degree, the transfer application may be considered at the same time as the confirmation of candidature. (25) The principal or executive supervisor will monitor, assess and record the student's progress against their research plan at least every six months, including documenting any intervention strategies to support students at risk of not making satisfactory academic progress. The principal or executive supervisor will report any concerns about the student's progress to the Head of Academic Unit or nominee. (26) The faculty/institute in which the student is enrolled will review the student's progress annually. (27) For full-time students, the confirmation of candidature is the first annual progress review. (28) The faculty/institute may require reviews of progress whenever they are concerned that the student is at risk of not making satisfactory progress. (29) The faculty/institute will identify and assist students who are at risk of not making satisfactory progress including students who identify themselves as experiencing significant difficulties that may adversely affect their progress. (30) When a student is at risk of not making satisfactory progress, the faculty/institute will: (31) The Progress Management Panel will report the outcomes of the progress management process, which may include: (32) The Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee may: (33) Within 10 working days of receiving the Progress Management Panel or second confirmation panel report, the Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee must notify the student in writing of: (34) Within 10 working days of the date of notification of the proposed decision, the student must respond in writing to the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee to either: (35) Any student who uses the HDR review process to make a frivolous or vexatious submission or who lies or deliberately misleads in relation to a submission may be subject to disciplinary proceedings. (36) From the date that the student receives the notification of the proposed decision until the decision is made the student will not pursue their research or receive supervision. The student will remain enrolled and maintain access to University support services and email. (37) Where the student notifies the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee that they accept the proposed decision, the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee confirms the decision in writing to the student and Deakin Research, and it is implemented by Deakin Research as soon as practicable. (38) Where the student does not respond within 10 working days specified in clause 33, they will be deemed to have accepted the proposed decision. The Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee will confirm the decision in writing to the student and it will be implemented by Deakin Research as soon as practicable. (39) A student may apply in writing to the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee to provide a late review submission on the grounds that exceptional circumstances prevented the student from responding within the timeframe. The student must provide documents that support the exceptional circumstances. Failure to collect or check correspondence or advise the University of a change of address are not exceptional circumstances. (40) If the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee considers a request to provide a late review submission and determines that there were no exceptional circumstances, the student and, where the student is an international student, Deakin International, is informed in writing within five working days of: (41) If the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee determines that there were exceptional circumstances, the review proceedings continue in accordance with this Procedure. (42) If an appeal to the University Appeals Committee regarding a decision by a Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee not to accept a late review submission on the grounds of exceptional circumstances is successful, the matter is referred back to the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee for hearing of the substantive academic progress matter, in accordance with this Procedure. (43) Within 15 working days of receiving a student's written notification that they do not accept the proposed decision, an HDR Academic Progress Committee will be convened to consider the student's review case. (44) The HDR Academic Progress Committee shall consist of: (45) Where it could be perceived that there is a conflict of interest for the Pro Vice-Chancellor Researcher Development and Integrity, the Chair, Research and Research Training Committee will nominate an alternative Chair of the HDR Academic Progress Committee. (46) All staff involved in an HDR Academic Progress Committee hearing shall comply with and are bound by the provisions of legislation including the Privacy and Data Protection Act 2014 (Vic), the Health Records Act 2001 (Vic) and must also comply with the University's Code of Conduct, and policies and procedures including the Diversity and Inclusion policy and Conflict of Interest procedure. (47) The Secretary of the HDR Academic Progress Committee will notify the student and the relevant Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee of the date, time and place of the hearing at least ten working days prior to the meeting date. (48) The faculty/institute will be provided with the student's review submission and may respond in writing to the points made in the submission. This response must be received by the Secretary of the HDR Academic Progress Committee at least seven working days prior to the hearing date and will be provided to the student according to the process in clause 50. (49) The student has the right to attend the review hearing and address the Committee. The student must notify the Secretary of the HDR Academic Progress Committee at least seven working days prior to the hearing date if she/he wishes to attend the hearing. (50) At least five working days prior to the hearing date, the Secretary of the HDR Academic Progress Committee must provide the student, the faculty/institute and the HDR Academic Progress Committee members with copies of relevant documents for consideration. At this time, the Secretary must also notify the Committee members, the student and the faculty/institute of the final membership of the HDR Academic Progress Committee to hear and determine the matter. (51) At the review hearing: (52) A decision of the HDR Academic Progress Committee is reached in private, by simple majority with the Chair having the casting vote. The HDR Academic Progress Committee may decide to: (53) The HDR Academic Progress Committee must notify the student, faculty/institute, Deakin Research and, in the case of international students, Deakin International, in writing within five working days of: (54) If the HDR Academic Progress Committee has determined to withdraw the proposed decision, the student will be permitted to remain in candidature and resume their research. Time elapsed during the process of the review will be added to the length of candidature. (55) Where candidature is to continue, the faculty/institute is expected to make suitable arrangements to support the student's research. The relevant Faculty Executive Dean or Pro Vice-Chancellor Researcher Development and Integrity or their nominee will advise the Chair of the HDR Academic Progress Committee of the proposed arrangements to support the student, including: (56) The HDR Academic Progress Committee's decision, together with the reasons for it, is reported in confidence to the Research and Research Training Committee. (57) A student may appeal a decision of the HDR Academic Progress Committee to the University Appeals Committee. A student can appeal on the following grounds: (58) The completed application for appeal must be lodged in writing within 20 working days of being notified of the outcome of the hearing as required by the Student Appeals procedure. (59) A written record of the Progress Management Panel report and recommendation, and the decision of the HDR Academic Progress Committee will be stored confidentially on relevant faculty/institute records and central records held by Deakin Research Degrees. In the case of the University Appeals Committee, a report is also provided to the Academic Board. (60) All reporting must be anonymous and confidential. (61) All documentation associated with proceedings, except the documentation provided to the above areas, shall be collected by the Secretary at the end of a hearing and disposed of securely. (62) For the purpose of this Procedure:Higher Degrees by Research (HDR) Academic Progress procedure
Section 1 - Preamble
Top of PageSection 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Section 5 - Procedure
Confirmation of candidature
Extension of candidature
Transfer between research degrees
Reviews of progress
Students who are at risk of not making satisfactory progress
Termination of enrolment or transfer from doctoral to masters candidature
Late review submissions
Review proceedings
Review decision
Appeals
Records and reporting
Section 6 - Definitions
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The Chair will nominate the other members of the committee.