Scholarship management

Scholarship management

The components and allowances within a scholarship package will vary, and candidates are advised to review their letter of offer, conditions of award and, where applicable, the joint supervision agreement (for candidates enrolled under a Joint PhD or Cotutelle agreement) for details about available allowances.

Employment

Under the University conditions of award, scholarship holders are not obliged to undertake any additional teaching, academic or any other forms of employment. Whether paid or voluntary, employment plans should be discussed with your principal supervisor. The University prescribes a maximum of 14 hours per week, or 728 hours per year as limit on all award holders, but this may be reduced by the supervisor or Dean of Faculty if working commitments adversely impact on your ability to conduct your research and make satisfactory progress.

Taxation

The stipend for full time scholarships is currently tax exempt under Section 51-10 of the Income Tax Assessment Act 1997. This tax exemption status is determined by the Australian Government and no guarantee can be given by the University on this matter. It is the responsibility of individual award holders to seek their own taxation advice.

Extension of Scholarship

Your scholarship offer letter states the duration of award and will usually state if an extension under the conditions of your award is possible. In many cases, a maximum duration is given and no extension is possible.

Refer to your conditions of award to see if your scholarship can be extended. Requests for scholarship extension should be lodged at least two months in advance of award expiry date.

Research related delays

Requests for extension, if possible, are usually only granted on the basis of research related delays (and not for personal reasons), that have been beyond the control of the candidate. For example, exceptional problems in finding suitable subjects, unanticipated and exceptional problems with experiments, damaged equipment, or prolonged problems accessing archival materials, etc.

For APA/APAI/E-IPRS/IPRS

Under the conditions of award for Government PhD scholarships students may be able to apply for a 6-month extension to their award on the basis of research related delays (and not for personal reasons), that have been beyond their control.

For APAI

When applying for an extension to an APAI, awardees will also need to seek support, in writing, from their Industry partner (this should be sought in conjunction with, or by, the project CI - who is usually the principal supervisor) for the additional funding. The confirmation of available continued funding from the Industry partner should be returned with the project's Annual Report. 

A Variation to Funding request will also need to be submitted through the Research Office to the ARC. If the variation of funding is not approved by the Industry partner, and an extension has been requested and supported by the supervisor/project CI, the scholarship holder's Faculty or Department may need to agree to underwrite an extension.

For cotutelle/joint degree candidates

If your cotutelle or joint degree scholarship allows for a possible extension you should apply for this at least two months in advance of the expiry deadline. You will need to make a case in writing for an extension based on research related delays, such as exceptional difficulties in accessing materials, equipment, problems recruiting subjects, unanticipated problems with experiments, etc. You will also need to submit a letter of support from each of your supervisors from each institution, as well as an appropriate timeline and completion plan (see section below). Submit your request to hdrschol@mq.edu.au for consideration, and a copy to your Faculty HDR Manager.

Extension request using the APR

If you are on a government scholarship (APA, IPRS) that will expire in the next year and you have experienced research related delays and wish to apply for an extension (where this is possible) these delays should be noted in your Annual Progress Report (APR) in the appropriate section, with your supervisor adding their comment about this in their section of the report. You will also need to separately submit a time line and completion plan (see section below) directly to hdrschol@mq.edu.au

HDRO will usually process scholarship extension requests once the APR sign off process is complete in December each year. The availability of a possible 6-month extension will depend on the conditions of award in the year of the scholarship. For example, a six-month extension to award is not available for APAI scholarship holders awarded scholarships for project funding commencing in 2011.

Extension request outside APR period

If your scholarship is due to expire prior to the return of a completed Annual Progress Report (APR) and a case for extension has not been previously made in the APR, you can submit your case in writing to the Faculty HDR Manager, in the first instance, outlining an appropriate timeline and completion plan (see section below), accompanied by a letter of support from your supervisor. The request, once reviewed at Faculty level, may be forwarded to hdrschol@mq.edu.au for consideration.

Timeline and completion plans

For all applications for extension to scholarship you should consult your supervisor and devise a timeline and completion plan that details research milestones and goals in order to complete your research work and/or thesis during the period of requested extension. Your completion plan and time line will be read in conjunction with your APR and/or letters of support from your supervisor(s).

It should be noted that no extension is possible for MQRES holders.

If your scholarship tenure has fully expired, then the only completion funding available is normally through Faculty or Department funding. You will need to contact the HDR Manager in your Faculty for advice on their completion funding policy.

Scholarship payments

Living Allowance ($A per annum)

For 2015, the approved allowance rates are:

ScholarshipFull timePart time
APA

$25,849

$12,924

MQRES

$25,849

$12,924

Please note tax exemption status is subject to the current tax laws as determined by the Australian Taxation Office.

The APA rate is determined by the Australian Government Department of Education. Annual rates are published by the Department towards the end of each year.

Further information including prior APA rates can be viewed at the Department of Education's APA website.

Macquarie University applies the APA rate to Macquarie University Research Excellence Scholarships (MQRES).

Travel Allowance Claim

You may be eligible for a Travel Allowance if you hold a Cotutelle or Joint PhD supervision agreement with Macquarie University and have a travel allowance specified in your agreement. Unless otherwise specified, a travel allowance will usually cover one return economy airfare. Travel must be undertaken in accordance with the Macquarie University Travel Policy

In order to book your flights, you should submit the Cotutelle/Joint Degree Airfare Request Form, included in your offer package, to the HDRO. We will use the details on your form to arrange to book flights on your behalf, and will then contact you with your itinerary and any additional flight information before you depart. This applies to both inbound and outbound travellers.

The Cotutelle/Joint Degree Airfare Request Form can be downloaded from our Forms page.

Accommodation and airport transfer for international HDR candidates

Information about University accommodation options and free airport transfers for International students, is available at the Macquarie International Office website.

Thesis allowance

A thesis allowance is not available to all scholarship holders. Eligibility to claim a thesis allowance depends on the conditions of  award. For example, candidates commencing on a MQRES (or APA) since 2010 will be unable to claim a thesis allowance.

Eligibility

If your conditions of award include a thesis claim allowance, a claim must be submitted to the Higher Degree Research Office:

  • within 12 months of submission of the thesis
  • within 24 months of the expiry of the award

A thesis allowance claim will only be paid to cover the costs of the minimum number of required copies for submission to the university (claims or receipts for more copies will be re-calculated pro-rata) up to the maximum allowance.

Allowance

Between 2007-2009 the approved maximum amount of thesis allowance was:

  • $300 for MPhil candidates
  • $600 for PhD candidates

A thesis allowance claim may be approved to cover the cost of:

  • binding
  • printing

A thesis allowance claim will not be approved for costs relating to:

  • writing assistance (eg. proof reading, editing, word processing)
  • equipment used

Procedure

If you are eligible to claim a thesis allowance, please download the Thesis Allowance Claim form and submit your form along with the original receipts to the Scholarships Team at the Higher Degree Research Office.

Contact

E: hdrschol@mq.edu.au

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