Satisfactory progress and resolution of problems

Satisfactory progress

The degree requirements for most postgraduate research degrees contain the provision that the faculty or college may:

• on the recommendation of the head of department concerned, call upon any candidate to show cause why that candidature should not be terminated by reason of unsatisfactory progress towards completion of the research degree, and
• where, in the opinion of the faculty, the candidate does not show good cause, terminate the candidature.

Annual progress review: research students

For research students the annual progress review form and the annual review process are mechanisms whereby the faculty can be assured that satisfactory progress is being made. It should not be the first point at which a supervisor and candidate discover there is a problem, and identification of difficulties on the form will not in itself resolve them.

The annual progress review form is the place to put on record any difficulties which may or may not have been avoidable, including periods of personal illness or misadventure.

The annual progress report form should also be an instrument for advising the faculty of the conditions of candidature to apply in the following year and whether the previous year’s supervisory arrangements proved satisfactory to ensure progress of candidature.

The annual review procedure requires that the candidate completes the first section of the form which includes a report on progress and provision of space, and comment about any problems faced during the previous year of candidature. On completion, the review form is forwarded to the supervisor, who will then comment on the candidate’s progress and forward the form to the postgraduate coordinator, who will generally interview the candidate before making a recommendation to the faculty or college on the progress of the candidature.

The candidate is required to sign the report after it is endorsed by the postgraduate coordinator to indicate that the comments of both supervisor and postgraduate coordinator have been read. You do not have to agree with the comments made, and space is provided for you to comment on the comments should you wish to do so.

The report is then forwarded to the faculty or college office for final endorsement, where the candidature can be continued, conditions imposed upon continued candidature for a specified time (such as a continuation of a probationary period, revision of progress after a further semester, completion of coursework or change of supervisory arrangements), or in some cases, terminated.

Departmental/school review

Departments/schools are required to have a formal process where the candidature of each postgraduate research student is reviewed at the end of the probationary period. The review’s purpose is to assist the candidate and relies on full and open communication. Departments and schools, candidates and supervisors are also encouraged to make use of such a review process at later stages of the candidature.

The review shall include an assessment of the research project, including the resources being made available, the candidate's progress and the supervisory arrangements. It shall include participation by a staff member who is not the supervisor or the head of department or school and should normally be expected to include the postgraduate coordinator. There will normally be a segment where the student has the opportunity to discuss in confidence his or her progress in the absence of the supervisor.

An outcome will be considered by the head of department/school, if not directly involved, and the faculty concerned. Where difficulties have been identified, the report will include an agreed course of action which may include discontinuation.

Note that while this probation review will often coincide with the Annual Progress review conducted at the end of each calendar year, it need not do so, and departments/schools may conduct the probation review as and when they see fit.

Resolution of problems

Problems arising between the candidate and supervisor can and do occur. In some cases, the development of the topic as the project progresses means that the original supervisor’s area of expertise is no longer relevant and an alternative supervisor may be sought by either the candidate or the existing supervisor without discredit to either party.

Likewise, associate supervisors sometimes find themselves carrying out the bulk of primary research supervision and wish this to be formally recognised by a change of supervisory arrangements. Such concerns are usually able to be dealt with amicably at the local level, and usually require the completion of a 'Change of Supervisor' form to be lodged with the faculty office.

Occasionally more serious obstacles to research progress develop, ranging from personality or professional clashes between the candidate and/or members of the supervisory team to more serious issues of academic or personal misconduct.

It is obviously desirable that these are addressed and settled as expeditiously as possible and preferably within the department/school. If a candidate and supervisor(s) cannot resolve their difficulties between themselves, either or both may approach the postgraduate coordinator, head of department/school or any other member of the permanent staff to assist with the resolution of the problem. The postgraduate coordinator and/or head should attempt to settle the dispute, but if this cannot be achieved within the unit the matter may be referred to the associate dean (postgraduate) or dean of the faculty or the equivalent within the college.

Advice may also be sought from the Student Advisers located at SUPRA. The Student Advisers provide professional and confidential advice or referral about any matters that may affect a student’s candidature, from academic matters, processes, problems and appeals to general welfare issues. The student may also contact the University Counselling Service.

International students should be aware of the specific counselling support available in the International Student Services Unit (ISSU) for international students and their supervisor. A good relationship between supervisor and candidate, in any circumstances, can be difficult to establish and maintain, and cultural differences can impose additional complexity.

For problems that cannot be resolved at the faculty or college level please refer to the section on Appeals (Chapter 7).

Time limits and extension of candidature

A minimum and maximum period of candidature is specified for each candidate for a postgraduate research degree. Note that there are pressures on students and on universities for students to complete as soon as possible. Fee exemption scholarships cease after a specified time for the full-time PhD student, and APAs are for three years (with a possible extension of six months) for PhD candidates.

For research degree students the minimum period is also expressed as the earliest date at which you can complete the requirements for a degree. Your target should be to complete within the minimum period if at all possible.

If you are not able to complete by the earliest date of submission, you do not need to apply for an extension, but will normally have an additional year of full-time candidature (or equivalent) to complete your thesis, expressed by the latest date of submission.

Should it appear during your last year of candidature that you will not be able to complete the requirements by the latest date, you should apply to the faculty or college board through your supervisor for an extension of candidature. Your application should explain why you do not expect to be able to meet the deadline and should refer to any difficulties that might have been experienced during the candidature. These should have been referred to in your annual progress reports. Your application should also contain a realistic estimate of the time you require to finish.

You cannot assume that an extension will be granted. An aspect of the research training being undertaken is to complete a project within a deadline, and your supervisory arrangement should enable any difficulties inherent in the nature of the project to be identified at an early stage of the candidature. Requests for extension must be made in advance and not retrospectively.

Withdrawal

If your circumstances are such that you are unable to anticipate when you will be able to resume your studies, you should seek to withdraw from your course by writing to the faculty office. If you withdraw from study and circumstances later permit you to resume, you will have to reapply for admission. On successful readmission, some credit might be given for the work that you had done up to the time of withdrawal but in effect you will be commencing a new candidature.

If in any year you fail to re-enrol as instructed, including timely return from an approved suspension of candidature, your candidature will be regarded as having lapsed and you will need to re-apply for admission to candidature to resume study.