Changes to candidature

Changes to candidature

Candidates are enrolled at the commencement of research candidature and remain continuously enrolled until their expected work submission date or thesis submission. Enrolment may be paused or ceased due to an approved Leave of Absence being undertaken or a failure to pay tuition fees (if applicable).

If you wish to make a change to your candidature you are required to complete the relevant form. Your requests must be approved by your faculty and submitted to Office of Higher Degree Research Training and Partnerships (OHDRTP) for further approval. The OHDRTP will advise you in writing of the outcome of your request.

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:

MRes candidatures - complete and submit a Change of Program (MRes Yr2) form

MPhil/PhD candidates - complete and submit a Change of Program Form (COP) form

Change of Residency

Candidates can request a change of residency in accordance with the instructions on the Notification of Change of Residency Status form.

Change of Supervisor

MRes candidates can request a Change of Supervisor in accordance with the Guidelines on the MRes Change of Program form.

MPhil/PhD candidates can request a Change of Supervisor in accordance with the Guidelines on the Change of Supervisor form.

Change of Thesis Title/Topic

MRes candidates can request a Change of Supervisor in accordance with the Guidelines on the MRes Change of Program form.

MPhil/PhD candidates can request a Change of Supervisor in accordance with the Guidelines on the Change of Supervisor form.

Change of Units and Advanced Topics

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.

Extensions - MRes Candidates

MRes candidates can apply for an extension of candidature in accordance with the Guidelines on the MRes Extension form.

Extensions - PhD/MPhil Candidates

Candidates who have reached or exceeded the maximum standard candidature period for their research program are classified as out-of-time (OOT). Your enrolment will cease and access to university facilities, faculty research facilities and supervisory support will not be available.

Out-of-Time candidates may formally apply for approval in order to be re-enrolled by filling out the Extension of Out-of-time Candidature (EXTN) form. The application will require the support of your principal supervisor, Head of Department and Faculty Associate Dean (HDR). If no further extensions are available, a candidate will need to withdraw.

Leave - MRes Candidates

MRes candidates can apply for a period of leave in accordance with the Guidelines on the Leave of Absence (MRes Yr2) form.

Leave - PhD/MPhil candidates

A Leave of Absence (LOA) 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 applying for LOA should consider the potential loss in momentum and delay in progress. LOA is only permitted for periods between eight weeks and six months however may not be granted in the first twelve months of candidature. Total accumulate leave is limited to a maximum of 12 months across an entire candidature.

To apply for a LOA, complete the Leave of Absence/Suspension of Award (LOA/SOA) Form.

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.

Notification of Approved Offsite Research (OSR)

Candidates who wish to complete a period of research off-site are required to complete and submit a Notification of Approved Offsite Research form.

Transfers - PhD/MPhil candidates

MPhil/PhD candidates can request a transfer between departments and faculty in accordance with the guidelines on the Transfer Application form.

Withdrawal from candidature

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 Change of Program (COP) form. Scholarship holders must notify the OHDRTP in writing of their withdrawal from their scholarship as well as completing the Change of Program form. Failure to submit a Change of Program form will result in your candidature continuing, thereby impacting tuition fees and any future enrolment tenure.

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.

International candidates

International candidates must notify the University of any planned leave or 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.

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