Changes to candidature

Below is a brief summary of the general provisions for Master of Research (MRes), Master of Philosophy (MPhil) and Doctor of Philosophy (PhD) students.

It is not applicable to the Graduate Certificate, Graduate Diploma, Bachelor of Philosophy or Master of Research students still completing their coursework. Note that your actual provisions will depend on your specific candidature arrangements.

Refer to the Graduate Research 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.

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 student's control and must be supported by your Principal Supervisor and Department Approver. 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 Graduate Research 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.

If you are intending to apply for Internship Leave, please ensure that you have first contacted gr.industry@mq.edu.au for the necessary internship agreements to be completed.

To request for leave:

• Log in to eStudent 
• Click in the Forms tile
• Search for the 'Request for Leave' form
• Complete the form

International students 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.

Returning from 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 gr.candidatesupport@mq.edu.au 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 '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 gr.candidatesupport@mq.edu.au 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.

Students 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.

Students 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 students. To request an extension to your EWS:

• Log in to eStudent 
• Click in the Forms tile
• Search for the 'Request to Extend EWS Date' form
• Complete the form

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 Global PhD 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 Graduate Research 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.

Application lodging deadline

You must lodge an application at least four (4) weeks before your current Expected Work Submission (EWS) date to avoid automatic cessation of enrolment due to non-submission of your thesis to avoid automatic cessation of enrolment due to non-submission of your thesis.

Extensions for international students

If you are an International student 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, students 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 students who are approved an extension of EWS date in accordance with the Graduate Research 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 Fees and Costs webpage under the International Out of Time (iOOT) fee tab.

Thesis not submitted / extension not approved

• Master of Research: If your thesis is submitted late, you will be penalised one percentage point from your final MRes thesis grade per calendar day until your thesis is submitted. Submission will be taken as the date your thesis is submitted electronically via the portal.
• MPhil/PhD: If you do not submit your thesis by your Expected Work Submission date, your enrolment will cease. On cessation of enrolment, you will immediately lose access to Waranara library, information and communication technology (ICT) resources, faculty research facilities and supervisory support. Refer to Part F of the Graduate Research Variations to Candidature Policy.

Readmission

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 students will be liable for the iOOT fee for the additional period of candidature.

Refer to Part H of the Graduate Research Variations to Candidature Policy.

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.

Master of Philosophy (MPhil) / Doctor of Philosophy (PhD)

Students are required to have a minimum of two supervisors appointed to their supervisory panel: the Principal Supervisor and Associate Supervisor.

Master of Research (MRes)

Students are required to have a minimum of two supervisors appointed to their supervisory panel: the Principal Supervisor and Associate Supervisor.

Any changes to your supervisory panel should be discussed with and supported by your current supervisor before submitting the eForm.

Note that 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.

Students 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, students 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.

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 prior to you undertaking the new research activities. Your supervisor will upload this to your eForm after you have submitted it. You must not commence any new research activities until your change of thesis title and/or topic is approved.

Note: International students holding a Student Visa (500) with:

• visa conditions 8203 or 8204 must obtain approval from the Department of Home Affairs before changing their thesis or research topic.
• visa condition 8208, must obtain approval from the Minister for Home Affairs before changing their thesis or research topic.

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 student, 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.

Students are enrolled full time unless otherwise approved, as defined in the GR Rules.

Students 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 student re-applies to change enrolment mode.

To request a change of attendance:

• Log in to eStudent
• Click in the Forms tile
• Search for the 'HDR - Request to Change Attendance'
• Complete the form.

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 students 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.

PhD HDRT/HDCC Unit Selection

PhD students who are enrolling in any additional HDRT/HDCC units must have approval for enrolment and such enrolment is processed by the Graduate Research Academy. Once approved, additional units can be added to the student’s program of study without additional fees (with some exceptions), provided such units are part of the recognised essential units that are embedded into the research program.

To make change/s to your program you are required to complete the HDR Unit Selection for PhD Students Form via eStudent.

To submit a HDR Unit Selection for PhD Students Form:

• Log in to eStudent 
• Click in the Forms tile
• Search for the ‘HDR Unit Selection for PhD Students Form', and
• Complete the form

Once the HDR Unit Selection for PhD Students Form has been approved, you will be manually enrolled into these units by GRA, and you will receive a notification when the enrolment is completed.

International students

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 gr.candidatesupport@mq.edu.au for information.

Offsite enrolment is a mode of enrolment where the student lives permanently (greater than 6 months) outside reasonable commuting distance to the University’s Wallumattagal campus. Students 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). 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.

Students who wish to enrol on an offsite basis have to complete and submit a Request for Offsite Enrolment form and must not commence any research activities without written permission from the Pro Vice Chancellor, Graduate Research.

Students 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:

1. MQ Graduate Research courses are offered in Onsite Enrolment mode, including Joint PhD and cotutelle students who are on ‘MQ time’. This does not mean daily attendance at campus, but candidates and supervisors will have frequent contact, which may be online, with an agreed, regular attendance schedule on campus to enable the candidate to be embedded in the campus environment and research culture.
2. Requests to enrol on an offsite basis are to be made in writing via the Offsite Enrolment Form, and require endorsement of the Supervisor, Department and Faculty.
3. Requests to enrol on an offsite basis are subject to approval of the Pro Vice Chancellor, Graduate Research and are not automatic.
4. The research project must be designed in such a way that the candidate has access to all resources required to complete a high quality research project including research and physical infrastructure and applicable IT / information services and the proposed arrangement does not disadvantage the candidate with respect to access to academic and pastoral support services, access to / mechanisms for engaging with intellectual culture and other researchers, or opportunities for social engagement with other students and academic staff.
5. Offsite enrolment will not be approved on the grounds of delays in obtaining a student visa, please see the Graduate Research Admissions Policy and Deferral of a Course Procedure.
6. All requests for offsite enrolment must be accompanied by a detailed timeline of activities for the period offsite requested.
7. Where a student and supervisor have not met in person, the supervisor must confirm that at minimum a Skype/Zoom interview has taken place with the student.
8. The student must provide a detailed description of their workspace, including access to internet, computer and other resources required for their research.
9. A robust plan for communication must be documented and agreed to by the student and supervisory team. This is to include mode and frequency of communication that factors in any time zone differences, as well as a contingency plan should issues arise (i.e. if one party stops responding to messages or fails to meet appointments).
10. Students who are approved to commence their course offsite, must have a Zoom consultation with the Graduate Research Lifecycle team in order to enrol. If requested, they will be required to send certified and/or original copies of their personal and academic documentation before the enrolment will be processed.
11. Departments must, to the best of their ability, put structures in place to ensure the equivalent experience for offsite student as those attending campus, including (for example) online access to induction programs and seminars, workshops and graduate research communities.
12. Students who are approved to commence their program offsite must submit a progress report quarterly, in addition to the standard milestones (i.e. Confirmation of Candidature, Annual Progress Review).
13. Both student and supervisory teams must commit to notifying the Graduate Research Academy as soon as it becomes apparent that the circumstances of the student are no longer viable for research to continue in an offsite capacity.

International SOS

All students 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 students 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) research related activities away from the Wallumattagal campus should be approved via the relevant Faculty processes, with notification to the Graduate Research Academy.

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:

• Log in to eStudent 
• Click in the Forms tile
• Search for the 'HDR- Request for Change of Residency Status' form
• Complete the form

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.

The Graduate Research Academy 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 Lifecycle Team at gr.candidatesupport@mq.edu.au. 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.

The Graduate Research Academy has introduced an interim progress report tool for students and supervisors. Interim progress reports are a formal, but short report on a student’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 when a student has been approved to undertake their research offsite for periods greater than 6 months.

To complete:

• Log in to eStudent
• Complete an ‘Interim Progress Report’ eform.

NOTE: If you are undergoing an Interim Progress Review as a result of a marginal outcome to a Departmental Review (including the Annual Progress Report), please do not complete this eForm. Direct communication about this will be sent to you via your supervisor and department.