Changes to Candidature

Changes to Candidature

Changes to candidature

Change of Attendance

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:

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. Please refer to the conditions of your award and attach your written case for part-time candidature (with supporting documents where necessary).

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Change of Residency

If your residency details have changed, you must show proof of your new residency to Macquarie University by the next relevant census date in order 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 in order 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.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Change of Units

BPhil/MRes Year 1 candidates who would like to modify their unit enrolment are required to complete and submit a Change of Units and Advanced Topics form.

Candidates should note the following:

Adding and changing units/advanced topic

  • Your request must be submitted within two (2) weeks of the start of the relevant session. No changes will be accepted after this date.
  • If the change in unit falls into a higher HECS contribution band, you will be required to pay the difference in fees on the same day as enrolment into the new unit (unless you have chosen to defer your payment to HECS-HELP). If the new unit is in a lower HECS contribution band, you may seek a refund (or it will be adjusted for your deferred payment). Alternatively, the credit balance may be used to cover fees for the next session.

Withdrawal from a unit/advanced topic

  • to withdraw without penalty, your request must be submitted any time prior to Census Date.
  • Candidates who withdraw from a unit after the unit Census Date are liable for the relevant unit fees and the unit from which they have withdrawn is recorded with an W (Withdrawn) grade.
  • Candidates who withdraw from a unit after the Last Day to Withdraw Without Academic Penalty, incur both a liability for the unit fees and an academic penalty where the unit from which they have withdrawn is recorded with an F (Fail) grade.
  • A change of grade and remission of fees can only be obtained by special permission, under exceptional circumstances. For further information, see ‘Changing your units of study’.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Change of Thesis Title/Topic

HDR candidates often seek to change their thesis title and/or the scope or topic area of their research and thesis during the course of their candidature. Candidates should advise the Office of Higher Degree Research Training and Partnerships (OHDRTP) of any change to their thesis title/research topic as soon as possible.

Candidates wishing to make a change to their thesis title and/or research topic are required to complete the following:

If you are making a change to your research topic, and you are a citizen of a Sanctioned nation, your supervisor must complete an Autonomous Sanction Questionnaire (ASQ). This form should be submitting with your Change of Program form.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Change of Supervisor

MPhil/PhD Candidates are expected and required to have a minimum of two supervisors appointed to their supervisory panel at all times: the principal supervisor and one other supervisor. If at the time of enrolment there is only one principal supervisor, a second supervisor should be nominated within the first six months.

MRes candidates are required to have one supervisor, however they can request to have two supervisors appointed to their supervisory panel.

Candidates wishing to request a change in supervision are required to complete the following:

Any changes to your supervisory panel should be discussed with and supported by your current supervisor and endorsed by the Faculty.

For definitions of supervisory criteria, roles and responsibilities, please see the HDR supervision policy and procedure.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Extensions

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.

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. The requests are considered by the HDR Director and assessed on a case by case basis.

Candidates wishing to apply for an extension are required to complete the following:

Please note, there are no options to extend scholarships beyond the maximum period outlined in your offer letter.

For further information about applying for an extension, MPhil/PhD candidates should refer to the Higher Degree Research Out of Time policy. MRes candidates should refer to the Guidelines on the MRes Extension form.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Leave

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. Supporting documentation must be provided to support the 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).

Returning from leave

You will be automatically re-enrolled  into you program when your leave ends, subject to any outstanding fees.

If your scholarship was suspended during your leave period, you will need to submit a new Living Allowance Claim (LAC) form to our office prior to your return. You must submit this form within 14 calendar days of your recommencement. Failure to do so may result in payment of your stipend starting on the date we received the form (even though this may be later than your official program recommencement date). In addition, please furnish us with your recommencement start date complete with your supervisor’s signature. Upon receipt of this form, the HDR Management Team (Scholarships) will confirm the date in which you can expect your first scholarship payment.

For further information about leave entitlements, MPhil/PhD candidates should refer to the Leave of Absence/Suspension of Award (LOA/SOA) form. MRes candidates should refer to the Leave of Absence (MRes Yr2).

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Offsite Research

"Offsite" refers to locations outside of the Macquarie University campus situated at North Ryde. Macquarie University campus also includes the locations of MQ's controlled entities.

The University requires confirmation from candidates and Principal Supervisors that all requirements such as ethics approval, medical insurance and travel approval including insurance have been met by candidates conducting offsite research. Candidates remain enrolled during the approved offsite research (OSR) period and cannot take Leave of Absence concurrently.

Candidates who wish to complete a period of research offsite are required to complete and submit a Notification of Approved Offsite Research (OSR) form.

Candidates on scholarship may be restricted to the total duration of offsite research they are permitted to take and should check their conditions of award.

For further information about conduction offsite research, please see the Higher Degree Research Offsite Research (Continuing) policy and the Guidelines on the OSR form.

Transfers

Candidates can apply to transfer (upgrade) between MPhil and 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.

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, please see the Higher Degree Research Transfer policy.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

Withdrawal

Withdrawal from candidature is a complete discontinuation of studies. If you wish to withdraw, you should first consult your principal supervisor, the Faculty HDR Manager and the Department.

If you still wish to withdraw from your degree, you must formally notify the University by completing the following:

Failure to submit a Change of Program form will result in your candidature continuing, thereby impacting tuition fees and any future enrolment tenure.

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 Education and Training of any changes to enrolment within 14 days.

Scholarship holders must notify the OHDRTP in writing of their withdrawal from their scholarship as well as completing the Change of Program form.

Under the Higher Degree Research Rules, Clause 12 (2), the candidate may apply to be re-admitted for submission of their thesis within 2 years of withdrawal. Re-enrolling candidates may be charged tuition fees.

If you have any questions about this change to candidature, please contact the Office of Higher Degree Research Training and Partnerships.

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