(1) This Procedure is effective from 29 April 2019. (2) This Procedure outlines the processes involved for Academic staff in the supervision of students for higher degrees by research (HDR) awards. (3) This Procedure applies to students for HDR, their supervisors (including associates of the University), faculties, institutes and University administrators. It does not apply to degrees by coursework or higher doctoral degrees. (4) This Procedure is pursuant to the Higher Degrees by Research (HDR) policy. (5) Heads of Academic Units will ensure that supervisors are suitably qualified to supervise HDR students in accordance with clauses 41-49 and are registered with the Graduate Research Academy. (6) Only members of Deakin Academic staff or approved co-supervisors or external supervisors who are registered as supervisors may supervise HDR students. The Pro Vice-Chancellor Researcher Development may remove a member of Academic staff from a supervision team where they are not registered. (7) Heads of Academic Units will ensure that all supervisors have the workload capacity to take on the role, and will not exceed the supervision load limits specified in clauses 35-39. (8) The Head of Academic Unit will ensure that a team of at least two suitably qualified supervisors is established and maintained for all HDR students. Supervision teams will include either a principal or an executive supervisor, and have one of the following compositions: (9) All relevant supervisors must complete ongoing professional development activities as described in clauses 41-49. (10) Where a principal, executive or co-supervisor has not supervised a student throughout their candidature to successful completion, the Head of Academic Unit will ensure that at least one supervisor who has supervised a student to completion is included in the team is included in the team. (11) The Faculty Executive Dean or Pro Vice-Chancellor Researcher Development or their nominee will approve the supervision arrangements for each student. (12) If the Head of Academic Unit is proposed as either a principal, executive or co-supervisor, their line manager or the line manager’s nominee will take over the responsibilities normally allocated to the Head of Academic Unit in matters concerning HDR candidature, supervision and examination. (13) The principal or executive supervisor will ensure that each supervisor on the team is involved in a substantive way in the student's program from the commencement of that supervisor's appointment. (14) Where a student is enrolled in a joint degree or course involving an HDR partnership, the principal or executive supervisor will assure themselves of the quality of the student’s supervision where the student is located with the partner organisation. (15) The responsibilities of each of the supervisors, and the team as a whole, in the research will be established with the student. (16) Principal or executive supervisors (or associate supervisor/s if they are absent) will meet with the student at least once a month (physically or electronically) and document the meetings. (17) Supervisors will engage with students to ensure that they have met the compulsory requirements of candidature including: (18) Supervisors will give detailed advice on the necessary completion dates of successive stages of work, so that the thesis may be submitted on time. (19) Supervisors will ensure that students have received appropriate training in safe working practices relevant to the field of research and that they adhere to the relevant guidelines established by the University. (20) Supervisors will advise the student on, and monitor, productive use of the student's time. (21) Supervisors will ensure students provide them with written work on a pre-arranged, regular and agreed basis and will return such work with constructive criticism within one month or less as appropriate. (22) Supervisors are responsible for ensuring students are aware of the research integrity requirements of Deakin’s Research Conduct policy and associated procedures, including but not limited to the Research Authorship procedure, Publication and Dissemination of Research procedure, Research Data and Primary Materials Management procedure, and the reporting and management of research integrity breaches. (23) Supervisors are responsible for providing students with guidance in all matters relating to responsible research conduct and overseeing all stages of the research process, including: (24) Supervisors will inform themselves of the risks involved in their student’s research and carry out appropriate risk assessments as required by law or University policy. (25) Supervisors are responsible for all aspects of safety under their control, including supporting and encouraging a safe learning and work culture for their students according to the Health, Wellbeing and Safety policy. (26) Supervisors will monitor tangible evidence of progress from the student according to a pre-arranged and agreed schedule. (27) Where a supervisor has not been able to contact a student for more than two weeks following a scheduled meeting, they will advise the HDR Coordinator. (28) Principal or executive supervisors, supported by the supervision team, will: (29) Supervisors will oversee: (30) The supervision team will immediately address any conflict that arises between supervisors and the student on an informal basis. (31) Where conflict between the supervisor and student cannot be resolved, the supervisor will seek assistance: (32) The Head of Academic Unit or nominee may recommend the addition or removal of members of the supervision team at any stage of candidature. Proposed changes must be discussed with the student, agreed to by the new appointee and approved by the Faculty Executive Dean or Pro Vice-Chancellor Researcher Development or their nominee. Changes must be made according to the processes stipulated by the Graduate Research Academy. (33) The Head of Academic Unit or nominee can recommend the removal of a person from the supervision team if that person does not meet the requirements of the Higher Degrees by Research (HDR) policy or this Procedure. (34) If the principal or executive supervisor is unavailable for more than six weeks, the Head of Academic Unit or nominee must appoint a replacement, either temporarily or permanently, according to the circumstances. (35) Normally the student is enrolled by the Graduate Research Academy in the Academic Unit of which the principal or executive supervisor is a member. If a change in the supervision team results in a new principal or executive supervisor being appointed from a different Academic Unit the student's enrolment will normally be transferred to that Unit. (36) Where a supervisor is removed from the supervision team and the HDR student has only one supervisor, an appropriate second supervisor must be appointed. The matter will be escalated to the Head of Academic Unit, or their line manager if the omission of a second supervisor is not rectified within one month. (37) Principal, executive and co-supervisors will be limited to a supervisory load not exceeding seven full-time equivalent HDR students, and not more than ten individual HDR students. (38) Co-supervisors (including executive supervisors) share the supervision load between them and count 50 per cent toward the supervision load limits specified above. Workload recognition and recognition of successful completions are also shared. (39) A principal supervisor who has not yet acted in the role of principal, executive or co-supervisor of a student who has successfully completed their HDR will be limited to a supervisory load not exceeding three full-time equivalent HDR students, and not more than five individual HDR students. (40) In addition to the above limits, an associate supervisor will be limited to six full-time equivalent HDR students, and not more than ten individual HDR students. (41) To be a principal or executive supervisor of an HDR student, a person must meet all of the following conditions: (42) A co-supervisor of an HDR student should meet conditions 41a-i. Co-supervisors who are external to the University are not required to meet 41a and 41i. (43) An associate supervisor of an HDR student should meet conditions 41a-d and 41f-j. (44) An external supervisor of an HDR student should meet conditions 41g and 41i. (45) A support supervisor should meet conditions 41a-c, 41g and 41i. (46) In exceptional circumstances, a person may apply to the Pro Vice-Chancellor Researcher Development for exemption from one or more of these criteria. (47) Appropriate professional development activities to satisfy clause 41f include, but are not limited to: (48) The Graduate Research Academy will keep a record of participation in these activities. Where a supervisor has participated in an external activity (e.g. a workshop or conference attendance) or another activity that they feel constitutes appropriate professional development, they can make a case to the Pro Vice-Chancellor Researcher Development. (49) A staff member who wishes to complete a fast-track program must meet all of the following requirements and have their qualification approved by the Pro Vice-Chancellor Researcher Development or nominee: (50) For the purpose of this Procedure:Higher Degrees by Research (HDR) Supervision procedure
Section 1 - PREAMBLE
Section 2 - PURPOSE
Section 3 - SCOPE
Section 4 - POLICY
Section 5 - PROCEDURE
Supervisors
Supervisor team management
Planning and management of candidature
Managing student research integrity
Monitoring student progress and research
Managing conflict
Changes to the supervision team
Supervision load limits
Qualifications and other requirements
Professional development activities for HDR supervisors
The fast-track program for qualification as a supervisor
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Section 6 - DEFINITIONS
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