- Office of HDR Training and Partnerships
- Macquarie University
- Level 2, 16 Wally's Walk NSW 2109
- T: +61 (2) 9850 4741
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
Apply using the Scholarship Leave Request Form (only required for scholarship recipients who are taking their annual leave outside of the January-December holiday period).
20 working days per year accrued fortnightly
1–10 days: no form required
Up to 60 working days
Apply using the Leave of Absence Form (see relevant section below).
Leave of Absence
MRes Yr2: Max. 6 months over the course of the program on a Full-Time basis (pro-rata for Part-Time)
Apply using the Leave of Absence Form (see relevant section below).
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)
Apply using the Extension eForm (see relevant section below) or COVID Extension Scholarship pdf form.
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. View tutorials for further guidance on changing units. You should only enrol into approved units.
Please note the following:
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.
Candidates can request a change of residency in accordance with the instructions on the Notification of Change of Residency Status form [PDF 111KB].
If you obtain Australian citizenship, send a copy of your notarised citizenship certificate to firstname.lastname@example.org.
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 and the relevant HDR Offices. 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. If at the time of enrolment there is only one principal supervisor, a second supervisor should be nominated within the first six months.
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, departmental approver and the relevant HDR Offices. You will receive an email notification confirming that the change of supervision has been completed and recorded in our Student Management System.
"Offsite" enrolment refers to locations outside of the Macquarie University campus situated at North Ryde. This can be overseas, interstate but also includes regional NSW. Note that Macquarie University campus also includes the locations of Macquarie's controlled entities.
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 [PDF 6,543KB] and current advice for researchers at MQ. 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 HDRTP
Candidates on scholarship may have restrictions on the amount of time they can spend offsite and should check their conditions of award.
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.
Candidates are enrolled full time unless otherwise approved (via relevant clause and process), as defined in the HDR Rules.
Candidates may apply to change from Full-time (FT) to Part-time (PT) at any point in candidature, but must do so before the relevant census date for the enrolment period and be supported by the Faculty. Conversion between FT and PT is considered a permanent conversion until the candidate re-applies to revert the enrolment mode.
To request a change of attendance, complete the following: Change of Program form [PDF 231KB].
International candidates wishing to change to part-time enrolment may only do so subject to visa conditions.
Scholarship holders are only permitted to continue to be paid a part-time award under exceptional circumstances. Refer to the conditions of your award and attach your written case for part-time candidature (with supporting documents where necessary).
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, Head of Department and Faculty Associate Dean (HDR). Such reasons include illness, maternity, or family responsibilities. You must provide documentation to support your leave application, such as a medical certificate.
Candidates wishing to apply for a period of leave are required to complete the following:
International candidates must notify the Office of Higher Degree Research Training and Partnerships of any planned leave as soon as possible. The University is required by the Australian Government to inform the Department of Education and Training of any changes to enrolment within 14 days.
Scholarship holders should check their Conditions of Award before applying for any Leave of Absence (LOA) and/or Suspension of Award (SOA).
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 email@example.com 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 Leave of Absence request using the above forms.
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 firstname.lastname@example.org 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 record in eStudent:
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. 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 section 5.4. 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, departmental approver and the relevant HDR Offices. 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.
Extension for international candidates
If you are an International candidate and your extension is approved, the Office of Higher Degree Research Training and Partnerships (OHDRTP) will issue you with an updated CoE to cover the extension period. You may be required to purchase additional OSHC and apply for a visa extension; however, this will depend on the period of the extension.
Fees for extensions (international candidates only)
From 2021, international candidates will no longer be charged full tuitions fees on a pro-rata basis for the additional period of enrolment. Instead, candidates who apply for and are approved for an extension of EWS date in accordance with the HDR Variations to Candidature Policy will be charged a flat rate of AUD $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.
*Unless applied for and approved via the HDR COVID-19 Extension Scholarship Scheme
Withdrawal from candidature is a complete discontinuation of studies.
Before withdrawing you should first consult your principal supervisor, the faculty HDR manager and the department.
International candidates must notify the Office of Higher Degree Research Training and Partnerships (OHDRTP) 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 Office of Higher Degree Research Training and Partnerships (OHDRTP) is required to report your change in candidature to the Department of Home Affairs. Before submitting a change request, you should review the terms and conditions for your visa and ensure that you comply with them.
For specific information about the impact of a change to candidature, refer to the relevant section above.
Visit COVID-19 FAQs page 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 HDR Training and Partnerships.
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 6 months of your scholarship expiry, and applications will be open from 1 July 2020 until 31 December 2022.
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 2020 APR and have the support of your supervisor. See below for examples of extreme disruption.
If you were exempt from the 2020 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 and consumed EFTSL, check your record in eStudent:
If you are unsure of your scholarship end date, please contact email@example.com.
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 OHDRTP 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 OHDRTP 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 Office of Higher Degree Research Training and Partnerships.