- Graduate Research Academy
- Macquarie University
- Level 2, 16 Wally's Walk NSW 2109
- T: +61 (2) 9850 4741
- E: firstname.lastname@example.org
We understand that your professional and personal circumstances may change as you progress with your research. If your personal circumstances impact your research, you may need to change how you conduct your research.
Below is a list of things you may need to do or take into consideration to stay on the right path.
Below is a brief summary of the general provisions of an Master of Research (MRes) Yr 2, Master of Philosophy (MPhil) and Doctor of Philosophy (PhD) Candidates. It is not applicable to BPhil/MRes Year 1 coursework. Your actual provision will depend on your specific candidature arrangements.
Refer to the Higher Degree by Research (HDR) Variations to Candidature Policy and your Scholarship Conditions of Award for detailed information.
Note these provisions are subject to approval and must be requested via the relevant form.
20 working days per year accrued fortnightly
20 working days per year
(up to a maximum of 60 working days, over the course of the candidature.)
Up to 60 working days
(Only for scholarship holders who have completed 12 months of their candidature)
Other Personal Leave
MRes Yr2 - Max. 6 months over the course of the program on a Full-Time basis (pro-rata for Part-Time)
PhD/MPhil - Max. 12 months over the course of the program on a Full-Time basis (pro-rata for Part-Time)
(Only for up to 60 working days of the candidature provision
MRes Yr2/MPhil - Max. 60 working days
PhD - Max. 120 working days
(alternative stipends may apply for paid internships)
MRes Yr2 - Max. 3 months per request and no more than 6 months over the course of the program on a Full-Time basis (pro-rata for Part-Time)
PhD/MPhil - Max. 6 months per request and no more than 12 months over the course of the program on a Full-Time basis (pro-rata for Part-Time)
(Except PhD/MPhil requests approved via the COVID Extension Scholarship Scheme)
(Except PhD/MPhil requests approved via the COVID Extension Scholarship Scheme)
Bachelor of Philosophy (BPhil)/ Master of Research (MRes) Year 1 candidates who enrolled from 2020 onwards should be able to modify their unit enrolment via eStudent.
Tutorials are available on how to enrol via eStudent.
You should only enrol into approved units, and when withdrawing from units ensure you speak with an advisor on how this will impact your Study Plan.
Please note the following:
As a student visa holder, you are required to complete your course within the time frame reflected on your Confirmation of Enrolment (CoE). If you experience academic difficulties or situations which are considered to be compassionate or compelling, you may be eligible to reduce your study load. Contact email@example.com for information.
If your residency details have changed, you must show proof of your new residency to Macquarie University by the next relevant census date for the change to take effect. For any students making upfront payments to the University, you should try to show proof of this change earlier to have the correct fees printed on your Statement of Charges by the relevant payment due date.
To request for Change of Residency in accordance with the instructions:
If you obtain Australian citizenship, please use the same eForm above and ensure that you submit a copy of your notarised citizenship certificate along with your eForm.
If the direction and topic of your research have changed and you have a new thesis title, you must submit a Change of Thesis Title eForm through eStudent.
If you are a citizen of a sanctioned nation, your supervisor must complete an Autonomous Sanction Questionnaire (ASQ) to undertake a risk assessment to ensure your research does not breach any of Australia's international sanctions. Your supervisor will upload this to your eForm after you have submitted it.
Note: Iranian candidates holding Australian student visas (subclass 500) must obtain approval from the Department of Home Affairs if they are planning on changing their thesis or research topic. This is in accordance with visa conditions 8203 and 8204.
Any changes to your thesis title/topic should be discussed with and supported by your current supervisor before submitting the eForm.
If you are a Cotutelle/Joint Doctor of Philosophy (PhD) or Co-Funded candidate, ensure you notify your partner institution about the change in your thesis title/topic.
After submission of the eForm, your request will go to your supervisor. You will receive an email notification confirming that the change of title has been completed and recorded in our Student Management System.
A supervisory panel can go through a variety of changes: you may be changing Principal supervisor as your research is evolving, or adding an associate or adjunct supervisor for additional expertise. All changes to your supervisory panel must be recorded centrally, so you must submit a Change of Supervisor eForm through eStudent.
Candidates are required to have a minimum of two supervisors appointed to their supervisory panel: the Principal Supervisor and Associate Supervisor.
Candidates are required to have a minimum of two supervisors appointed to their supervisory panel: the MRes Supervisor and Associate MRes Supervisor.
Any changes to your supervisory panel should be discussed with and supported by your current supervisor before submitting the eForm.
Note that HDR supervisors must meet the minimum standards for appointment to respective roles. Find more information on the HDR Supervision Policy.
After submission of the eForm, your request will go to your supervisor. You will receive an email notification confirming that the change of supervision has been completed and recorded in our Student Management System.
Offsite enrolment is a mode of enrolment where the candidate lives permanently (greater than 6 months) outside reasonable commuting distance to the University’s Wallumattagal campus. Candidates and Supervisors will have frequent contact via online or other digital means.
The University requires confirmation that the research being conducted offsite has all the required approvals (e.g. ethics or third party), including those that align to MQ's COVIDsafe plan. Note that approval to enrol on an offsite basis does not always mean automatic insurance cover for the student, as it will depend on the nature and duration of the research.
Candidates who wish to enrol on an offsite basis have to complete and submit a Request for Offsite Enrolment form [PDF 294KB] and must not commence any research activities without written permission from the PVC Graduate Research.
Candidates on scholarship may have restrictions on the amount of time they can spend offsite and should check their conditions of award.
For further information about offsite research enrolment, see the Offsite Research Enrolment Policy.
The following guidelines apply as a condition of all approved offsite enrolment:
Current research requirements and practices are detailed on the information for research staff page and are updated regularly. This includes current approvals required for research off campus, in other countries, and face to face research involving Human Participants. Please note that all research involving at risk populations off campus requires approval from the COVIDSafe team.
All candidates approved to work outside Australia should register with International SOS using Macquarie University’s provider code. iSOS provides access to intelligence and information services with up to date medical and security information in international locations. Advice including counselling support in local languages is also available.
IMPORTANT NOTE: Offsite Research Enrolment does not apply to candidates undertaking research related travel, fieldwork or collaboration activities away from campus for less than six (6) months. Approval of short term (less than six (6) months) HDR research related activities away from the Wallumattagal campus should be approved via the relevant Faculty processes, with notification to the Graduate Research Academy.
Candidates are enrolled full time unless otherwise approved, as defined in the HDR Rules.
Candidates may apply to change from Full-time (FT) to Part-time (PT) at any point in candidature (or vice versa). However, in the final enrolment period the request to convert enrolment mode must be made prior to the census date of the enrolment period.
Conversion is permanent until the candidate re-applies to change enrolment mode.
To request a change of attendance:
After submission of the eForm, your request will go to your supervisor and Departmental Approver. You will receive an email notification confirming that your request has been completed and recorded in our Student Management System.
International candidates holding a student visa must be enrolled full time as per their visa conditions. Part Time enrolment will only be considered in compassionate or compelling circumstances.
As per the Conditions of Award, stipend holders are only permitted to continue to be paid a part-time award in exceptional circumstances.
Candidates can apply to transfer (upgrade) between Master of Philosophy (MPhil) and Doctor of Philosophy (PhD) after a minimum of one year and a maximum of one and a half years (or part-time equivalent) following enrolment in the MPhil.
To request a transfer, candidates should complete and submit the Transfer Application form [PDF 108KB].
The closing date for receipt of transfer applications for the first enrolment period is 7 February and for the second enrolment period is 7 August. Transfer applications received after these dates will, if successful, take effect from the next enrolment period.
For further information, see the Higher Degree Research Transfer policy.
Leave is a period of non-enrolment in which your supervision, access to University facilities and scholarship payments, if applicable, are suspended.
Applications are reserved for exceptional circumstances beyond a candidate's control and must be supported by your Principal Supervisor and Head of Department. Such reasons include illness, maternity, or family responsibilities. You must provide documentation to support your leave application, such as a medical certificate.
Ensure that you read Part C of the HDR Variations to Candidature Policy, which has detailed explanation regarding different types of leave entitlements for various circumstances that affect the standard period of candidature. Different programs have different entitlements.
To request for leave:
International candidates must notify the Graduate Research Academy of any planned leave as soon as possible. The University is required by the Australian Government to inform the Department of Home Affairs of any changes to enrolment within 31 days.
Scholarship holders should check their Conditions of Award before applying for Leave.
You will be automatically re-enrolled into your program when your leave ends, subject to any outstanding fees.
If you are planning on returning earlier from leave, please email firstname.lastname@example.org as soon as possible so that your record can be amended. If you need to extend your leave, then you will need to submit a new 'HDR Request for Leave’ eForm via your eStudent account as above.
If your scholarship was suspended during your leave period, and you are entitled for the stipend payments to continue on resumption of your studies, you will need to ensure that your bank details are up to date in eStudent. You will also need to ensure that you email email@example.com confirming that you are returning as planned. Failure to do so may result in delayed payment of your stipend.
For further information about leave entitlements, refer to the Variation Provision table in the first accordion above.
Candidates are expected to plan their research so they can meet their Expected Work Submission (EWS) date at the same time as other obligations they might have, both inside and outside the University. If you are unsure of your current EWS and consumed EFTSL, check your Research Summary in eStudent . The Research Summary can be found in the “My Overview” tile of eStudent. If you need help, watch this eStudent Tutorial.
Candidates can apply for extensions only in exceptional circumstances, where serious and unavoidable circumstances arise after enrolment that have affected their ability to commit fully to their studies.
Extension to EWS date may be requested only in the last 6 months of the candidature for PhD/MPhil or in the last 3 months of candidature for MRes Y2 candidates. To request an extension to your EWS:
Exceptional circumstances include illness, misadventure and carer responsibilities. Note that approval of extension is not automatic. You will also be required to provide supporting documentation such as an updated Completion Plan, confirmation from a funding or cotutelle partner that the extension is approved and/or medical documentation (if applicable to your request).
There are no options to extend scholarships beyond the maximum period outlined in your offer letter*.
Ensure that you read Part D of the HDR Variations to Candidature Policy, which outlines the period of time an extension can be granted for. Different programs have different entitlements.
Any requests for extension must be discussed with and supported by your supervisor before submitting the eForm.
After submission of the eForm, your request will go to your supervisor and Departmental Approver. You will receive an email notification confirming that your extension request has been completed and recorded in our Student Management System.
*Unless applied for and approved via the HDR COVID-19 Extension Scholarship Scheme
Application lodging deadline
You must lodge an application at least four (4) weeks before your current Expected Work Submission (EWS) date.
Extensions for international candidates
If you are an International candidate holding a student visa, and your extension is approved, the Graduate Research Academy (GRA) will issue you with an updated CoE to cover the extension period. With the change in the duration of study program, candidates may need to purchase additional OSHC and extend their student visa. Please contact the Department of Home Affairs for visa advice.
Note that all International candidates who are approved an extension of EWS date in accordance with the HDR Variations to Candidature Policy will be charged a flat rate of AU$2000 for a 3 month extension as a write up fee (International Out of Time fee or “iOOT” fee). Further information and FAQs are available on the HDR Fees webpage under the International tab.
Thesis not submitted / extension not approved
If you are approved for re-admission following withdrawal/discontinuance after having consumed your full EFTSL entitlement, a period of enrolment sufficient for satisfactory completion of the thesis and submission will be determined by the University and will not exceed 3 months (full time equivalent).
Re-admitted international candidates will be liable for the iOOT fee for the additional period of candidature.
Refer to Part H of the HDR Variations to Candidature Policy.
Withdrawal from candidature is a complete discontinuation of studies.
Before withdrawing you should first consult your principal supervisor and your department.
International candidates must notify the Graduate Research Academy (GRA) of their withdrawal as soon as possible. The University is required by the Australian Government to inform the Department of Home Affairs of any changes to enrolment within seven (7) days.
Where a candidate has consumed their entire EFTSL allocation and withdraws, they may apply to be re-admitted for submission of their thesis within two years of withdrawal. Re-enrolling international candidates may be charged tuition fees. Refer to section 5.8 of the HDR Variations to Candidature Policy.
The Graduate Research Academy (GRA) is required to report your changes in candidature to the Department of Home Affairs within 31 days. Before submitting a change request, you should review the terms and conditions for your visa, contact the Department of Home Affairs for advice and ensure that you comply with them and follow their advice.
For specific information about the impact of a change to candidature, refer to the relevant section above.
Applying for Visa Extension due to COVID-19
The Department of Home Affairs may waive your Student Visa Application fee if you held a student visa on or after 1 February 2020 and your visa extension is due to the impacts of COVID-19. Further information is available on the Department of Home Affairs website.
If you require Form 1545, please contact the Graduate Research Academy Candidature Team at firstname.lastname@example.org. Please note that Macquarie University can only provide you with Form 1545 if your approved Leave of Absence or Extension to EWS date was due to the impacts of COVID-19 and your eCoE end date is within 3 months of your current visa expiry date.
Important Australian Government Student Visa Information
International students holding an Australian student visa must return to study on campus, face to face, in Australia by 30 June 2023. Please plan to be back on campus in Australia, to complete your studies from that date.
More information about this change can be found on the website of the Australian Tertiary Education Quality and Standards Agency (TEQSA) or in the answers to their most frequently asked questions (FAQs).
Visit Macquarie University's response to COVID-19 for more information.
The COVID-19 extension scholarship scheme is open to current PhD scholarship holders funded by Macquarie University, who have experienced extreme disruption to their research program as a direct result of COVID-19. Requests for an extension are not guaranteed and will be assessed on a case-by-case basis by the PVC Graduate Research.
If approved, the scholarship will include a stipend and, where relevant, international tuition fees for a maximum of 3 months. You may apply for this scholarship when you are within the last 6 months of your scholarship tenure. Applications are open to candidates who enrolled prior to 01 July 2021, will be open until 31 December 2023.
You must be able to demonstrate extreme disruption by detailing: (1) the impact of COVID-19 on fieldwork, experimentation, and data collection; and (2) that mitigation strategies were considered but alternative work could not continue. This disruption must be documented in your APR and have the support of your supervisor. See below for examples of extreme disruption.
If you were exempt from the most recent Annual Progress Report then you may be asked to provide evidence you have documented the impact of COVID in an online COVID Impact Record (also completed as an eForm in eStudent).
If your EWS date and current scholarship expiry coincide and your application is approved, you will be granted a corresponding extension of EWS date, and do not need to complete and additional ‘Request to Extend EWS’ eform. After this, additional extensions of candidature will be considered in accordance with the HDR Variations to Candidature Policy and the 'Request to Extend EWS Date' eForm.
If you are unsure of your current EWS, consumed EFTSL and scholarship(s) end date, check your record in eStudent. The Research Summary can be found in the “My Overview” tile, and scholarship information can be found in the “My Details” tile. If you need help, watch this eStudent Tutorial.
Guidance Notes on Extreme Disruption Due to COVID-19
All information provided by candidates will be treated confidentially. Where requests are based on health reasons, candidates are not required to disclose personal details of their health. However, medical certificates should indicate the impact on the candidate’s ability to carry out their research for the period specified.
All candidates in MRes Y2, MPhil or PhD may complete a COVID Impact Record at any point in their candidature, where research plans have changed as a result of the pandemic and as a result the timeline to completion has shifted. This form serves as a documentation record only, and will be viewed by your Supervisor, Department and Central GRA Office. This form will not action any changes to your candidature. You may use a copy of this record to support requests for changes to candidature at a later date.
A COVID Impact Record is intended to be a point in time record, and candidates are encouraged to submit subsequent COVID Impact Records as their circumstances develop and their research timelines shift.
COVID Impact Records do not replace the mandatory requirement for PhD and MPhil candidates to submit their Annual Progress Report.
The GRA has introduced an interim progress report tool for candidates and supervisors. Interim progress reports are a formal, but short report on a candidate’s progress over the last enrolment period (usually 3 months) and an updated plan for the following three months. Interim progress reports are not a standard requirement, but may be mandatory in the following circumstances:
If you have any questions about any change to candidature, contact the Graduate Research Academy.