Departmental Postgraduate Regulations
In order to assist and monitor the progress of all research postgraduate students, we ask that you familiarise yourself with the following Departmental regulations concerning postgraduate study.
PhD
Probationary Candidature and the Confirmation Process.
As you are probably aware, the first year of your PhD candidature is subject to probationary enrolment conditions. The Melbourne School of Graduate Research (MSGR) will send you a Confirmation Report Form to prompt the candidate to commence preparation for the confirmation process. You will receive the form 4 months prior to the end of 1st year of candidature.
In order to confirm your candidature, the Department and the MSGR require you to undertake the following confirmation process before returning the completed report form. You will be required to:
- prepare an introductory chapter (based on your initial literature search and reading) and one experimental chapter, in consultation with your supervisor. The experimental chapter should be written up as completely as possible, although the Department accepts that a finished chapter may not be possible in all projects. Chapters should be submitted to your supervisor(s) in either ring binders or slide-in poster binding;
- submit the confirmation report form to the Department Office with 3 copies of your written proposal (at least 3,000 words) a minimum of four weeks prior to the due date ( in order that a Confirmation Committee can be convened);
- make an oral presentation on the project of 20-30 minutes duration (allowing time for questions) in a departmental postgraduate seminar (held within the Departmental Research Seminar program);
- verbally defend the proposed research project with a Departmental Confirmation Committee. The Committee will normally consist of the Postgraduate Coordinator, the Head of Department and appropriate academic staff members from within the University of Melbourne. During the defense, the Confirmation Committee will assess the feasibility and resource requirements of the proposed project and offer suggestions towards its successful completion. This meeting will usually commence immediately after the seminar presentation;
- have met any special requirements noted at enrolment and necessary for confirmation.
It is your responsibility to ensure that this process is completed by the due date on your confirmation report form. Failure to confirm by the due date may lead to a change in your enrolment status, the cessation of any scholarship payments, and ultimately the termination of your enrolment. Extension of probationary candidature is normally only granted under exceptional circumstances, with the support of your supervisor, the Head of Department, and the approval of the MSGR. If you are having difficulties with any aspect of this process, please consult with the Department Administration staff.
Annual Progress Report
After confirmation in the first year of candidature, PhD students are required to undertake a formal review of their progress annually.
An Annual Progress Review form is sent directly to you by the MSGR three months prior to the due date. The due date will be adjusted for any approved periods of leave. Students can check the Student Portal at any time to see the date of their next Progress Review. Progress reviews provide an opportunity for both you and your supervisor to review and evaluate progress on the project, and can alert the Head of Department and the Chair of the RHD Committee to any difficulties in candidature. You should read the supervisor's comments and are required to sign the form after completion of the supervisor's section.
As a PhD student in the Department of Optometry and Vision Sciences, you will be required to submit at least one further experimental chapter along with updated versions of the 1st experimental chapter and introduction chapter previously submitted as part of your confirmation. The chapters should be submitted along with your completed annual review form to the Departmental Office.
Extension Requests
If you are unable to submit your thesis after 3 years may apply for up to 2 extensions to your candidature, of no more than 6 months each extension (or equivalent part-time). The maximum length of PHD candidature is 4 years (8 years part-time).
You will require approval to continue using Departmental services and space from the Head of Department. This will be granted automatically if an Extension of Candidature is given via MSGR
To request an extension to candidature or to lapse in good standing, please use the section "Attachment A: Completion Report" in the Annual Progress Review form.
Completion Seminar
All PhD Candidates will be required to make a public presentation of their research findings at the Departmental Research Seminar 3 months prior to submitting their thesis for examination. The Seminar should present the objectives, methods, findings and significance of the candidate's PhD thesis research.
Thesis Submission
Notice of intention to submit thesis (80 word summary):
Three months prior to the submission date of the thesis, you are required to submit an 80-word summary of your thesis argument to the MSGR. Your 80-word summary should be submitted via the on-line form at:
http://www.gradresearch.unimelb.edu.au/current/forms.html#submit
You are required to discuss the time-frame for thesis submission with your supervisor prior to submitting an 80-word summary.
In addition to the 80-word summary you are asked to supply the following:
- Your name
- Student number
- Thesis title
- Department
- Supervisor/s name (if required a 'Change of Supervisor' form is available from the Student Portal)
- Current address
The summary activates the process of nominating potential examiners for the thesis.
You are not informed of the names of examiners, but you are permitted to name individuals whom you do not wish appointed as examiners. If this is the case, please provide a written statement to the Head of Department at the time of submission of the 80-word summary.
NOTE: if more than 3 months lapses between submission of the 80-word summary and the thesis for examination, it is recommended that you notify MSGR 2 weeks before the thesis is to be submitted to avoid delays with the examination. You can notify the MSGR by e-mail at: msgr-exams@unimelb.edu.au.
On receipt of your 80-word summary, the MSGR will send to you:
- a 'Submission of PhD thesis: Statement by Candidate, Supervisor and Chairperson of Examiners' form. Please complete the form and send it to the Postgraduate Administrator with your thesis copies.
Word limit of a PhD thesis:
A PhD thesis must be no more than 100,000 words in length, exclusive of tables, maps, bibliographies and appendices.
Further information regarding extension of probationary candidature, thesis submission, thesis format and PhD thesis examination can be found in the 'PhD Handbook'.
Masters
6 Monthly Review/Progress
MPhil candidates are required to submit six monthly reports to the Melbourne School of Graduate Research (MSGR). Completion of the reports is required for the continuation of enrolment and any scholarship held.
First Review Report
The first six monthly report will serve as the Confirmation hurdle for the MPhil. It provides an opportunity for MPhil research students to reflect on, discuss and document the work that has been undertaken during the first six months of candidature, and to set objectives for the next stage of the research.
- A "Formal Review for MPhil by Research Candidate" form is sent to you directly by the MSGR after approximately 3 months of your enrolled candidature.
- You will need to submit an introductory chapter (based on your initial literature search and reading) and one experimental chapter to the Department. The experimental chapter should be written up as completely as possible, although the Department accepts that a finished chapter may not be possible in all projects;
- You will be required to make an oral presentation on the project of 15 minutes duration in a Departmental Research Seminar before you submit your review report.
Progress Review
After confirmation in the 1st half year of candidature, MPhil students are required by the MSGR to submit a Progress Review by the end of the 1st year of candidature.
A 'Progress Review for MPhil by Research Candidates' form is sent directly to you by the MSGR two months prior to the review due date. The due date will be adjusted for any approved periods of leave. Progress reports provide an opportunity for both you and your supervisor to review and evaluate progress on the project, and can alert the Head of Department and the Chair of the RHD Committee to any difficulties in candidature. You should read the supervisor's comments and are required to sign the form after completion of the supervisor's section.
An oral presentation is not required for this progress process. However, a brief summary (one A4 page) of your research progress to date is required to attach to the progress report form. A sample of a progress report form is enclosed in this manual.
MPhil students within 3 months of their expected completion date will receive this form again with advice to also complete Attachment A: Completion Report.
Extension Requests
If you do not complete your thesis in the designated time period (usually 18 months), you will require approval to continue using Departmental services and space from the Head of Department. This will be granted automatically if an Extension of Candidature is given via MSGR. To request an extension to candidature or to lapse in good standing, please use the section "Attachment A: Completion Report" in the Annual Progress Review form.
Completion Seminar
All MPhil Candidates will be required to make a public presentation of their research findings at the Departmental Research Seminar 3 months prior to submitting their thesis for examination. The Seminar should present the objectives, methods, findings and significance of the candidate's masters thesis research.
Thesis Submission
Notice of intention to submit thesis (80 word summary):
Three months prior to the submission date of the thesis, you are required to submit an 80-word summary of your thesis argument to the MSGR. Your 80-word summary should be submitted via the on-line form at:
http://www.gradresearch.unimelb.edu.au/current/forms.html#submit
You are required to discuss the time-frame for thesis submission with your supervisor prior to submitting an 80-word summary.
In addition to the 80-word summary you are asked to supply the following:
- Your name
- Student number
- Thesis title
- Department
- Supervisor/s name (if required a 'Change of Supervisor' form is available from the Student Portal)
- Current address
The summary activates the process of nominating potential examiners for the thesis.
You are not informed of the names of examiners, but you are permitted to name individuals whom you do not wish appointed as examiners. If this is the case, please provide a written statement to the Head of Department at the time of submission of the 80-word summary.
NOTE: if more than 3 months lapses between submission of the 80-word summary and the thesis for examination, it is recommended that you notify the MSGR 2 weeks before the thesis is to be submitted to avoid delays with the examination. You can notify the MSGR by e-mail at: msgr-exams@unimelb.edu.au.
On receipt of your 80-word summary, the MSGR will send to you: - a 'Submission of Masters Thesis: Statement by Candidate, Supervisor and Chairperson of Examiners' form. Please complete the form and send it to the Postgraduate Administrator with your thesis copies.
Word limit of a Masters thesis:
A Masters thesis is approximately 30,000 - 40,000 words in length, exclusive of tables, maps, bibliographies and appendices.
Further information regarding submitting a Masters thesis, the format of the thesis, the examination of a Masters thesis can be found at "MPhil Handbook".
PhD/Masters
Outside Work
The Department will enforce the University guideline that full-time research students do not undertake more than 9 hours per week of paid work during the normal working week. This will include preparatory time for tutorials as stated in the University handbook. With the time constraints of 3 years and 18 months for the completion of a PhD and MPhil respectively by full-time study, the Department would discourage students from over committing themselves to the detriment of their research studies. You should always discuss with your supervisor your intention to undertake outside work during the normal working week prior to making any commitments. The first call on paid work during the normal working week should be to fulfill the demonstrating/teaching requirements of the Department.
Attendance at Research Seminars
You will be expected to attend all regular Departmental Research Seminars to listen to colleagues and visiting speakers. The seminars will be held on Thursdays from 1:00-2:00 pm in Semester 1 and Thursdays from 12:00-1:00 pm in Semester 2 in the Seminar Room, on the third floor of Alice Hoy Building. Schedules will be circulated via email.
Attendance at Journal Club
You will be required to attend the Journal Club on a regular basis in the Department and present at least 1 paper per year. The Journal Club will be held on Fridays from 12:00-1:00 pm in Semester 1 and 1:00-2:00 pm in Semester 2 in Room 101, on the first floor of Alice Hoy Building.
Appropriate Journal Clubs outside the Department will also be acceptable (e.g. vision club in psychology or biochemistry) as long as you keep a record of attendance and any papers you have given.
Annual Leave
You may take up to 4 weeks of Annual Leave in each year of your candidature. Application form should be submitted to the Department Office after your supervisor has approved and signed.
Leave of Absence
You can apply for Leave of Absence from at least 2 weeks up to 12 months.
The University is responsible for you for insurance purposes and we therefore need to know where you are undertaking your study or whether you are taking your annual leave. We recommend that you think of the University as your employer, and to provide the Department with the same kind of information you would provide to your workplace.
If you have any queries about any of these regulations, or any other matter to do with your candidature or scholarship, you are welcome to refer to the Department administration staff. These regulations are separate from, and in addition to, any requirements made by your individual supervisor.
Application for Leave of Absence form should be submitted to the Department Office after your supervisor has approved and signed.
Stationery Supply
For general stationery such as pens, pencils, erasers, post-it notes, glue sticks and paper clips etc, can be obtained from the Department Office.
For specific stationery such as scissors, hole punches, staplers, rulers, highlighters, permanent/non-permanent markers, insert binders, notepads and task wiper etc, students should liaise with their supervisor, who will then put a request to the Department Office so that the required items can be ordered.
Blue lab books can be obtained from the Department Office.
Toners for the postgraduate room printer can be obtained from the Department Office. Toners for lab printers are ordered/stocked by the individual lab.
Photocopy paper and toners for the postgraduate room printer can be obtained from the Department Office. Toners for lab printers are ordered/stocked by the individual lab.
IT Support Services
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