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 HDRO for further approval. HDRO will advise you in writing of the outcome of your request.

Changes to Candidature - PhD/MPhil Candidates

Assignment of Student IP pdf_icon
Change of Program Form (COP)  pdf_icon
Change of Residency Form (PR) pdf_icon
Transfer Application (TRF) pdf_icon
Extension of Candidature for PhD and MPhil (OOT) pdf_icon
Leave of Absences and Suspension of Award (LOA/SOA) pdf_icon
Notification of Approved Offsite Research (OSR) pdf_icon
Change of Supervisor Form (SUP)pdf_icon

Changes to Candidature - MRes Candidates

Assignment of Student IP pdf_icon
Change of Program (MRes Yr2) pdf_icon
Change of Residency Form pdf_icon
Change of Units and Advanced Topics Form pdf_icon
Leave of Absence (MRes Yr2)pdf_icon
MRes Extension Form (MRes Yr2)pdf_icon
Recognition of Prior Learning (RPL) Form pdf_icon
Unit Selection Formpdf_icon


Living Allowance Claim (LAC) Form (pdf version)
Living Allowance Claim (LAC) Form (word version) word_icon
Scholarship Status Letter Download PDF
HDR Scholarship Academic Referee's Report (pdf version) pdf_icon
HDR Scholarship Academic Referee's Report (word version) word_icon
Scholarship Leave Request Form Download PDF Scholarship Leave Request form  
Cotutelle/Joint Degree Airfare Request Formpdf_icon

Thesis Examination

MPHIL and PHD Candidates and SupervisorsDownload
Certification of Completion Form pdf_icon
Digital Thesis Submission Form pdf_icon
MRES Candidates and SupervisorsDownload
Submission of an MRes Thesis for Examination pdf_icon
MRes Nomination of Examiners pdf_icon
MRes Confidential Report for Examiners pdf_icon
MRes with Creative Component - Confidential Report for Examiners pdf_icon
MRes Thesis Corrections Report - Award (Corrections) pdf_icon
MRes Thesis Corrections Report - Resubmission and Re-examination pdf_icon
Digital Thesis Submission Formpdf_icon

Postgraduate Research Fund (PGRF)

For applicants applying to this round of the PGRFDownload
PGRF Application Form Conference pdf_icon
PGRF Application Form Research Costspdf_icon

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.

Extensions, leave and withdrawals


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.


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.

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 HDRO 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.


Higher Degree Research Office  
Research HUB - Building C5C (East), Level 3  
Macquarie University NSW 2109  
Phone: +61 2 9850 7987

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