Changing your enrolment

As a research candidate, if you wish to change your enrolment in any way, you should contact your faculty. This includes suspending your candidature (usually granted in one-semester blocks), taking a leave of absence (for less than one semester), counting time away, or transferring from full-time to part-time candidature (or vice-versa).

Please note that as research candidature is generally administered in semester-long blocks, in order for the change to take effect in a given semester most variations to enrolment will need to be received by the appropriate faculty office (for contact details see the section on University organistion, administration and contact details) at least one week before the census date for that semester.

It is important that you lodge your request to vary candidature via the official paperwork available from your faculty office, and that the application be completed by all necessary parties before it is lodged. Requests to vary candidature will normally require the endorsement of both your supervisor and postgraduate coordinator or equivalent as a minimum, and you may need to provide additional details to support your request.

Suspension of Candidature and Leave of Absence

As your candidature is recorded in whole semesters, if your circumstances change and you are not able to study for a period it is advisable to apply for either a Leave of Absence or Suspension of Candidature.

For shorter periods (that is, less than one semester) you should apply for a Leave of Absence. This might be used to cover a period of illness or cause of substantial delay to your program of study, but will not be necessary for a brief illness or misadventure. A Leave of Absence does not change your dates of completion, but will be recorded on your record to explain any difficulties with progression or to provide background information for a later extension of candidature.

If circumstances cause you to be unable to study for a longer period of time (more than a few weeks), it may be advisable to seek a Suspension of Candidature. These are usually granted in one-semester blocks, and degree resolutions allow for up to two semesters of suspension during candidature. A suspension will mean that you will be regarded as not enrolled for the period of suspension, and will cause your dates of submission to be made later than they were before the suspension.

Research off-campus – 'Counting Time Away'

There is provision for PhD candidates to complete their candidature away from the University. There may be circumstances where it would be desirable to work at another institution within Australia or overseas where there is access to particular research or facilities. This may include conducting fieldwork, data collection or other research away from the campus.

If you wish to work off-campus, with the support of your supervisor you should apply to the faculty office to count time away. The faculty will wish to know what arrangements are being made for your continued supervision while away from campus. Short visits of a few weeks to other institutions may be approved by your head of department/school if supported by your supervisor.

Note that the equivalent of at least two semesters of candidature for a PhD must be completed within the University, and one semester for a masters by research, in order for the degree to be conferred. This time need not be consecutive, nor does in necessarily need to be at the end of candidature. Section 4 of the University of Sydney (Doctor of Philosophy (PhD)) Rule 2004, to be found as Appendix 4 in this handbook, indicates what is expected of candidates in respect to attendance.

'Complete Away'

If you will not be on campus during the final stages of preparing your thesis for submission, you will need to apply for permission to Complete Away. Keep in mind that you will need to have spent the equivalent of at least two semesters of your candidature at the University to be awarded the degree.

Converting between full-time and part-time candidature

It is usually possible for a full-time candidate to convert to part-time candidature (and vice versa). Any such application should be made through the faculty office. The maximum length of part-time PhD candidature is eight years, as opposed to four years for full-time candidature.

This length assumes the student has been enrolled part-time since commencement. When calculating the revised Latest Date of Submission for a candidate who is given permission to convert from full-time to part-time candidature, a pro rata method is used.

For example, if a candidate is permitted to convert to part-time candidature at the end of the third year of full-time candidature (having completed 3/4 of the maximum candidature), the maximum period of part-time candidature will be 1/4 of eight years, which is two years.

Transfer between full-time and part-time candidature can only be granted for semester-long blocks. It is not possible to change your status for only part of a semester, nor to vary your status after the census date for that semester.

Part-time candidature for research students

For part-time candidates the faculty or college has to be satisfied that:

1. the applicant will have sufficient appropriate time to complete the requirements within the maximum period
2. the research will be planned and carried out by the applicant under the control of the University and that supervision arrangements are satisfactory
3. the candidate will be able to attend at the University as required.

An applicant should submit a detailed proposal including how the research will be carried out on a part-time basis, its relationship to her/his employment (if any) and arrangements for attendance at the University. The candidate may also need to provide a statement from an employer (if applicable) indicating that the candidate will have sufficient time to devote to candidature.

Requirements may vary between departments/schools and faculties. Keep in mind the University is not willing to act solely as an examining body and any research must be under the direction and supervision of the University.

Scholarship holders

There are other restrictions which apply to candidates on scholarships. Candidates on Australian Postgraduate Awards (APAs) and similar scholarships may engage in paid employment up to a maximum of 20 hours per week, evening, weekend and holiday work included; or no more than 50 per cent of a (35 hour per week) full-time position. No candidate holding an award may hold another position within the University which could cause him or her to exceed this restriction.

Some units may offer a supplementary scholarship in conjunction with offers of casual teaching or demonstrating. Departments/schools shall indicate a minimum number of hours that will be offered, up to a maximum number of contact hours that is not more than ten times the number of teaching weeks in the year.

The scholarship holder is encouraged to take up the offer of part-time teaching within the department/school but is not obliged to do so. Teaching duties may be carried out throughout the calendar year except that scholarship holders shall have a block of at least six weeks clear of teaching duties for research in addition to recreation leave.