Handbook for HDR Candidates - Graduate Research School
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Handbook for HDR Candidates Graduate Research School
Contents
Introduction .............................................................................................................................................. 4
Planning Your Candidature ........................................................................................................................ 5
Some Essential Definitions ......................................................................................................................... 6
Conditions of Candidature ......................................................................................................................... 6
Pre- and Post-Entry Language Assessment (PrELA and PELA) ................................................................. 7
SKIP (Skills for International Postgraduates) .......................................................................................... 7
Campus Attendance................................................................................................................................... 8
Evaluating Your Progress............................................................................................................................ 8
Candidature Milestones & Progress Reporting ........................................................................................... 8
Candidate and Advisor Agreement (CAA) .............................................................................................. 9
Milestone 1: Confirmation of Candidature ........................................................................................... 9
Milestone 2: Mid-Candidature Review ............................................................................................... 11
Milestone 3: Pre-Completion Evaluation ............................................................................................ 12
Progress Reporting ............................................................................................................................. 14
Professional Development ....................................................................................................................... 21
Compulsory Components .................................................................................................................... 22
Conditional Components .................................................................................................................... 23
Elective Components .......................................................................................................................... 23
Recording and Reflecting On Your Professional Development ............................................................. 23
Internship Opportunities.......................................................................................................................... 24
Support for You and Your Research.......................................................................................................... 24
StatsHelp ............................................................................................................................................ 24
Competitive Stipend Scholarships ....................................................................................................... 25
Other support from the Australian Government ................................................................................. 25
Support from your College .................................................................................................................. 25
Facilities, Equipment & Lab/Office Space ............................................................................................ 26
Financial Assistance ............................................................................................................................ 27
Participation in College Culture ........................................................................................................... 28
Other Resources & Support ................................................................................................................ 28
Induction ............................................................................................................................................ 28
Fees .................................................................................................................................................... 29
Handbook for Commencing HDR Candidates Page |2
Conduct of the Research .......................................................................................................................... 30
Research Practice Statement & Guidelines .......................................................................................... 30
General Principles ............................................................................................................................... 30
Requirements for Ethics Clearance...................................................................................................... 30
Confidentiality of Data ........................................................................................................................ 31
Retention of Data ............................................................................................................................... 31
Confidentiality Agreements & Contractual Arrangements ................................................................... 31
Intellectual Property ........................................................................................................................... 31
Managing Changes................................................................................................................................... 33
Varying Conditions of Candidature: How to Make Changes or Updates .............................................. 33
Obtaining Help When You Need It ........................................................................................................... 37
Planning Your Thesis ................................................................................................................................ 41
What is a Thesis? ................................................................................................................................ 41
Thesis Examination ............................................................................................................................. 41
Editorial Standard ............................................................................................................................... 42
Thesis Structure .................................................................................................................................. 42
The ‘Examiner Friendly’ Thesis ............................................................................................................ 42
Statement of the Contributions of Others ........................................................................................... 42
Tips for Success................................................................................................................................... 44
Examination Process ................................................................................................................................ 45
Choosing Examiners ............................................................................................................................ 45
Including an Oral Component in the Examination Process ................................................................... 45
What’s Required for the Thesis to be Examined? ................................................................................ 46
Responding to Examiners’ Comments ................................................................................................. 46
Tips for Success................................................................................................................................... 47
Discontinuation ....................................................................................................................................... 47
Complaints about candidature matters .................................................................................................... 47
Bullying and harassment .......................................................................................................................... 47
Use of social media .................................................................................................................................. 48
Relationships between HDR candidates and their Advisors. ..................................................................... 48
Handbook for Commencing HDR Candidates Page |3
‘HDR graduates go onto a range of research and non-research careers in business, academia,
government, community and not-for-profit sectors. The skills developed through HDR training need
to be appropriate for graduates to succeed right across the spectrum of the economy’.
ACOLA Review of Australia’s Research Training System 2016
‘All HDR candidates should develop a program of transferable research skills training and
professional development activities within the first six to eight months of candidature.’
COVID-19 advice for HDR candidates
During the COVID-19 pandemic, the Graduate Research School will continue to manage all aspects of your
candidature, as usual. Flexible options have been introduced for many of our activities, including Induction and
other GRS workshops. We are also reintroducing some face-to-face activities, under strict safety protocols. We
will update you regularly via email.
What should you do if you are impacted by the Coronavirus?
1. Please familiarise yourself with the JCU COVID-19 Advice
2. Travel and project issues should be discussed with your advisory panel
3. Any project delays should be documented in your next Progress Report
Graduation ceremony enquiries should be emailed to graduations@jcu.edu.au
Introduction
Undertaking a research degree is a unique experience. It is creative, challenging, emotionally and
intellectually demanding, and should be immensely rewarding.
This Handbook provides advice, guidelines and links to the University’s Research Education Policy documents
for Higher Degree by Research (HDR) candidates at JCU.
I hope that this Handbook assists you to complete your degree successfully and I look forward to
congratulating you at your graduation.
This handbook is a living document and suggestions for improvement are always welcome.
Professor Christine Bruce
Dean, Graduate Research
Handbook for Commencing HDR Candidates Page |4Planning Your Candidature
‘If you fail to plan, you are planning to fail!’
Benjamin Franklin
‘In preparing for battle I have always found that plans are useless, but planning is indispensable.’
Dwight D. Eisenhower
Completing your research masters or doctoral degree should not be a battle, although it may feel like that at
times. Nonetheless, it will likely be the biggest project you have ever attempted, so effective planning is
essential.
Planning your candidature requires special approaches and tools that work. The book ‘Planning your PhD’
by Hugh Kearns and Maria Gardiner provides excellent advice and planning tools. It is written for PhD
candidates but is also highly relevant to research masters and professional doctorate candidates. The book
describes how to develop your ‘master plan’ – an overall plan for your degree – and then provides advice on
planning for the major phases of your candidature, including:
Getting off to a good start
Preparing your proposal and successfully completing the Confirmation of Candidature milestone
The middle phase
The final year
Responding to the examiners’ reports
Even though the maximum duration of a research masters degree is two years and a doctorate is four years,
it is important to plan to complete your degree in less than these times for several reasons:
Most HDR candidates underestimate the time required to complete their research degree. Thus if
you aim to complete a masters in two years or a doctorate in four years, you have no buffer for
contingencies.
You should aim to submit your PhD thesis at the 3.5 year mark, to allow the thesis examination to
happen within 4 years. At JCU, doctoral scholarships are offered for a maximum of 3.5 years and
you will not have the funds to support yourself beyond this period. If you are an international
candidate, you are likely to be liable for the cost of tuition fees and visa extension. Even worse, you
may be required to return to your home country before your thesis is finished, greatly increasing the
likelihood that you will never finish it.
Employers may use the time taken to complete a research degree as an indication of the efficiency
of a prospective employee. Every extra month taken after a threshold of about four years for a
doctorate and two years for a research masters can be seen as a career minus.
The longer you take beyond two years for a research masters and four years for a doctorate, the
more likely you are to drop out.
Another source of wise advice is ‘Doctorates Downunder: Keys to Successful Doctoral Study in Australia and
New Zealand’1 by Denholm and Evans. This book is a comprehensive collection of essays designed to guide
Handbook for Commencing HDR Candidates Page |5current and prospective doctoral candidates through the twists and turns of doctoral study. ‘Doctorates Downunder’ includes chapters on beginning the candidature, selecting advisors, countering isolation and engaging with support structures, working with industry, ethics, research skills and strategies, personal obstacles to completion, and maintaining an effective study, work and life balance. The book is comprehensive in coverage and provides Indigenous and international candidate perspectives, reflecting a diversity of voice and experience. Some Essential Definitions ‘College’: JCU has six colleges; however, for the purposes of this document the term ‘College’ also includes JCU Singapore, the ARC Centre of Excellence for Coral Reef Studies and the Indigenous Education and Research Centre, as they are organisational units that are able to enrol HDR Candidates. ‘Candidature Committee’ is the Committee approved by the Associate Dean Research Education (ADRE) of the College. This Committee comprises the Chair, the Independent Academic and the Advisory Panel. The Chair and the Independent Academic are appointed by the ADRE from a pool of nominees who have been trained in the responsibilities associated with the role. ‘Advisory Panel’ means the panel appointed by the Dean, Graduate Research to undertake the day-to-day supervision of you as an HDR candidate. The Advisory Panel will comprise a Primary Advisor, between one and three Secondary Advisors, and an Advisor Mentor if no other Panel members are Advisor Mentor level on the JCU Register of Advisors. The Advisory Panel must meet regularly with the candidate, preferably jointly. Such meetings may be in person or by telecommunications as agreed with the candidate. ‘Primary Advisor’ Each Advisory Panel should include one Primary Advisor who is a member of the academic staff (or adjunct staff) of the College in which the candidate is enrolled or is otherwise formally contracted and accountable to the provider for supervisory duties and is on the JCU Register of Advisors with Primary Advisor or Advisor Mentor Status. The Primary Advisor will chair the Advisory Panel and take the lead in the day-to-day supervision of the candidate. ‘Advisor Mentor’ The role of the Advisor Mentor on the Panel is to help develop the advisory capacity of the members of the Advisory Panel, individually and collectively. In some colleges, the Advisor Mentor is usually the Primary or a Secondary Advisor of the candidate. On campuses/disciplines where there is a shortage of advisors who have supervised HDR candidates to successful completion, the Advisor Mentor may not be the Primary or Secondary Advisor of the candidate. In such circumstances, the Advisor Mentor may ‘develop the advisory capacity of the members of the Advisory Panel, individually and collectively’ by meeting with the Advisors (and preferably also the candidate) occasionally, say once every three months, to monitor how the supervisory arrangement and the candidature are progressing and to provide advice. These roles are more comprehensively explained in the HDR Supervision Procedure https://www.jcu.edu.au/graduate-research-school/forms-and-policies/hdr-supervision-procedure Conditions of Candidature In addition to the degree requirements that apply to all HDR candidates, some candidates are required to successfully complete conditional course components. Such components will have been specified in the conditions of candidature provided to you in your letter of offer and/or in correspondence from the Graduate Research School or your College. These components must be completed as specified. They may be counted towards the completion of the elective components of your Professional Development Program (see section on Professional Development, this Handbook) and may comprise modules such as, but not limited to: Handbook for Commencing HDR Candidates Page |6
Skills for International Postgraduates (SKIP) Program
English language development resulting from a Post- Entry Language Assessment (PELA)
Safety courses required to conduct your research
Ethics workshops required to obtain the ethics approvals required for your research
Cohort programs
‘StatsHelp’ pre-requisites
The PrELA, PELA and SKIP requirements are detailed below because of their relevance to significant numbers
of JCU HDR candidates. Information about the Doctoral Studies Cohort Program conducted by the Division of
Tropical Health and Medicine is at:
https://www.jcu.edu.au/division-of-tropical-health-and-medicine/research/cohort-doctoral-studies-
program
Pre- and Post-Entry Language Assessment (PrELA and PELA)
If you are from an English as an Additional Language (EAL) background, you may have been required to
undertake a Pre-Entry Language Assessment (PrELA) as part of the JCU application process and/or be
required to do a JCU Post-Entry Language Assessment (PELA) soon after the start of your candidature. These
short tests are designed to gauge your ability to think critically and write in an academic style in English. The
PrELA assists in decision-making about your application for admission to the JCU research degree and/or
scholarship. The PELA determines whether you require a writing support plan, and what form that plan
should take.
The PELA must be undertaken by any EAL HDR candidate entering JCU who:
Received an IELTS (International English Language Testing System) score below 7.0 overall or for any
sub-skill (writing, reading, speaking or listening)
Has undertaken (or is undertaking) an English for Academic Purposes pathway course
Received a writing score of below 23 for the Internet-based TOEFL (or 5.5 for paper-based)
Received a score below 72 for a Pearson test
Was granted a waiver of the English Language Requirement, including via a PrELA.
Further details about PELA are available on the GRS website.
Depending on your PELA results, you may be required to develop and complete a writing support plan as a
condition of your HDR candidature. This plan will be tailored to your research interests and schedule as much
as possible.
SKIP (Skills for International Postgraduates)
SKIP, as it is commonly known, is offered to assist international HDR candidates (who are typically more time-
limited by their visas than domestic candidates) to complete their degree in a timely manner by providing
training in professional academic writing and critical thinking. SKIP is not an English language program, but
instead is a supportive program that helps candidates develop their academic writing skills. From 2021, it is
no longer compulsory, but it is highly recommended for all international HDRs. Domestic candidates may join
as well – please contact the Convenor (see below) for further information.
SKIP is available both as a Zoom series for all candidates, including those in Singapore and external locations,
and in face-to-face format in Cairns and Townsville. Contact the Convenor (elizabeth.tynan@jcu.edu.au) for
details. Further information about these workshops is available in the Workshops and Training section of the
GRS website.
Topics covered by the SKIP Program include:
An introduction to great academic writing: outlining and drafting, introductions and conclusions.
Handbook for Commencing HDR Candidates Page |7 Literature reviews
Confirmation of candidature: proposal and seminar
Technical and stylistic correctness: grammar, punctuation, concision and concreteness
Strategies for writing journal papers
SKIP Student Conference to practise oral research presentation
SKIP Consolidation Workshop, covering revision, redrafting, style and self-editing.
Doctoral candidates may count SKIP hours towards the Conditional Component of RD7003 Professional
Development by providing a SKIP Certificate of Completion at Mid-Candidature Review. To successfully
complete the SKIP program and receive a Certificate of Completion, candidates are expected to:
a. Attend all SKIP sessions;
b. Provide a sample of work (such as a research proposal or literature review) for editorial appraisal and
feedback; and
c. Participate in a presentation to the class (usually a Confirmation of Candidature seminar rehearsal)
during the SKIP Student Conference
Editing Assistance for SKIP Candidates
Individuals who have successfully completed the SKIP course are entitled to expert editing help: up to three
hours of free individual thesis editing assistance from the SKIP Program Convenor for each full-time-
equivalent year of candidature. Note that this free service is not available to candidates who have not
completed SKIP. If you require additional editing assistance, further help may be arranged with an external
editor at an hourly rate. The Graduate Research School does not meet the costs of an external editor. Such
costs are to be paid by you or your College.
Campus Attendance
Unless on approved field work or travel, candidates enrolled as internal candidates are expected to attend a
recognised campus of the University on a regular basis as negotiated with their Advisory Panel to fulfil the
degree requirements.
A candidate enrolled as an external candidate is expected to be on campus for at least five working days per
year as negotiated with their Advisory Panel to fulfil their degree requirements. Exceptions must be approved
by the Dean, Graduate Research as a Condition of Enrolment or via the HDR Variation of Candidature
Procedure.
Candidates must remain enrolled until submission of the thesis for examination, unless Leave of Absence has
been obtained. [Note: The University considers that candidates on Leave of Absence are not undertaking
activities that contribute to their candidature.]
Evaluating Your Progress.
Candidature Milestones & Progress Reporting
One of the major challenges associated with undertaking a Higher Degree by Research is the apparent lack
of structure in the degree. Unlike an undergraduate or graduate coursework degree, with defined subjects,
assignments and examinations, most Australian research masters and doctoral degrees have one major
Handbook for Commencing HDR Candidates Page |8output – the thesis. Candidates undertaking practice-based degrees in disciplines such as the Creative Arts
produce the creative outputs of their research and an exegesis.
Along with most other Australian universities, JCU has three major candidature milestones and regular
progress reporting requirements to help you to navigate your degree and obtain feedback on progress. These
milestones and reporting requirements are outlined below.
Candidate and Advisor Agreement (CAA)
The aim of the Candidate and Advisor Agreement (CAA) is to enable candidates and their advisors to embark on
an excellent and productive research relationship by identifying matters that should be discussed early in
candidature, such as expectations of all parties, data management, timing of publication, and other aspects
relating to the research.
The Research Education Sub-Committee (RESC) asks that the candidate and advisors complete CAA-FORM-01
and submit it to grs@jcu.edu.au 6 weeks after the commencement of candidature.
This document should then be revisited at candidature milestones and in the event that there is a change of
Primary Advisor.
Please also be advised that if either the candidate or any member of the advisory panel has any concerns that
they do not want recorded on this form, they may send confidential communication to the College Associate
Dean of Research Education with a copy to grs@jcu.edu.au.
Milestone 1: Confirmation of Candidature
Your admission to Higher Degree by Research candidature at JCU is provisional until you successfully
complete your Confirmation of Candidature milestone. It is important that you complete your confirmation
on time. Failure to meet this deadline without a very good reason may affect your eligibility for Graduate
Research Scheme Funding.
Why?
The purpose of the Confirmation of Candidature milestone is for you to demonstrate that:
1. Your project is of a suitable scope and standard for the degree;
2. You have the capacity to:
a. Complete the project in a timely manner with the resources available and the potential to obtain any
required permits; and
b. Undertake a degree at the required level by demonstrating:
i. Mastery of a substantial body of knowledge at the frontier of your research field, including
substantial knowledge of the principles and methods;
ii. The cognitive skills to demonstrate expert understanding of the associated theoretical knowledge,
and to reflect critically on the theory and practice of your field of research; and
iii. The communication skills to explain and critique theoretical propositions, methodologies and
conclusions and present cogently a complex investigation to peers and the wider academic
community; and
3. You have completed your Professional Development Audit and Plan that will enable you to acquire the
skills required to complete your degree successfully and meet your career aspirations as explained in the
section on Professional Development in this Handbook.
Handbook for Commencing HDR Candidates Page |9When?
1. If you are a full-time research doctoral candidate, you must aim to have your candidature confirmed when
you have consumed 0.5 EFTSL (6 months full time equivalent) of provisional candidature. Candidates can
be granted an extension of a further 0.5 EFTSL (PhD) or 0.33 EFTSL (Masters) under special circumstances
by Variation of Candidature Form.
2. If you exceed these times without an approved extension of candidature (see section on Managing
Changes, this Handbook), you may be placed Under Review (see section What is ‘Under Review’? of this
Handbook), a Candidature Management process that could lead to your candidature being
discontinued.
What’s required?
1. The GRS staff will enrol you in two (Pass/Fail) Confirmation of Candidature ‘subjects’. You will only be
enrolled in these subjects when a grade has been finalised. For your candidature to be confirmed you
must receive a grade of Pass for each subject and complete all requirements for this stage of your
candidature process as outlined in the HDR Confirmation of Candidature Milestone Procedure.
2. As explained in the subject outline for the subject RD7001/RM7001 Planning the Research, you are
required to:
a. Complete a research proposal using the required pro-forma;
b. Present a seminar of approximately 25-35 minutes’ duration, in person on your research proposal
and answer questions from the audience. The seminar should normally be delivered to an open
audience unless there are Commercial in Confidence issues, in which case it may be presented to a
restricted audience. Your audience must include your Candidature Committee (see p.6 for
definitions).
c. Demonstrate compliance or potential compliance with the requirements of any permits, ethics
approvals, University policies and any other regulations applicable to your candidature and/or
research activities. For example, if you are required to seek JCU Human or Animal Ethics Approval
prior to undertaking your research, you must be able to show your Candidature Committee that
you have at least a complete draft of your ethics approval before you conduct your Confirmation
of Candidature seminar. Feedback for the Confirmation of Candidature process often leads to
modifications of the proposal so it is often best not to submit your ethics prior to your Confirmation
of Candidature meeting with your Candidature Committee.
3. As explained in the subject outline for RD7002/RM7002) Situating the Research, the single assessable
piece of work for this subject is a substantive piece of writing of 4000-8000 words, in a form
appropriate for the discipline within which you are enrolled. The written work must be a literature
review, critical reflection and/or analysis of an appropriate body of literature or creative process, or
a systematic review. This work must have been written after you commenced your HDR candidature.
Research papers or conference papers are not suitable for submission for this subject.
4. You also need to complete the “Compulsory Components” of the Professional Development Program.
5. Review and refresh your CAA-FORM-01 Candidate and Advisor Agreement
Who Attends Your Seminar?
Your Candidature Committee, comprising your Advisory Panel, the Chair of your Candidature
Committee (usually your ADRE or Head of Academic Group) and an experienced Academic who is
independent of your research group; and
Your colleagues, fellow candidates and friends. Your seminar will be a public presentation unless your
research is Commercial in Confidence, a rare situation.
Handbook for Commencing HDR Candidates P a g e | 10Who Organises Your Seminar?
Contact the Academic Services Officer (ASO) responsible for HDR candidates in your College (see “Obtaining
Help When you Need it” at the end of this document.)
What Happens Next?
You will be provided with feedback in writing about your performance. Your performance will also be
discussed with you (in person or by video link). Your Candidature Committee will ensure that all checks
required at this stage of your candidature have been conducted and all requirements have been met.
The Confirmation of Candidature Report Form should be completed by the candidate with the input of
their Advisory Panel. Your Advisory Panel will also discuss your publication plan, any contractual
obligations to industry partner(s) (if applicable) and your CAA-FORM-01.
Tips for Success
If you are a full-time doctoral candidate, you should abide by the timetable provided in Table 1 (see
page 17). If you are a part-time doctoral candidate or are enrolled in a research masters degree you
will need to make consequential adjustments to the timetable to reflect your circumstances. If you
are late with your Confirmation of Candidature you are also likely to be overdue with finalising your
thesis. If you start well you are likely to finish well.
Start preparing your proposal, substantive written work and seminar well in advance. Written work
is likely to require multiple drafts before it reaches the standard expected of an HDR candidate.
Allow plenty of time (about six weeks) for external review of your written work prior to the seminar.
Improve your proposal by incorporating comments from your Advisory Panel and the expert
reviewer.
Ask other members of your research group to critique your work as they will give valuable feedback.
Practise your seminar several times, including at least once in the same room in which you’ll be
presenting it publicly, if you are presenting face-to-face. Many candidates now present via Zoom, so
discuss the arrangements with your advisory panel and make your preparations accordingly.
Time your seminar and keep within the recommended timeframe of 25-35 minutes.
If you will be using a PowerPoint presentation, check that your slides are legible from the rear of the
seminar room or on a computer screen.
Peruse the assessment forms so you understand how you will be assessed (see COC – Proposal
Template, COC – Expert Reviewer and COC – Assessment Form at https://www.jcu.edu.au/graduate-
research-school/formstemplates under “Candidature Progression & Management.”)
Participate in the Graduate Research School’s Professional Development Program compulsory
components as well as any optional components that complement your research program.
Milestone 2: Mid-Candidature Review
Why?
The purpose of the Mid-Candidature Review is to:
1. Improve the quality of research by providing the Candidate with formal feedback from their
Candidature Committee.
2. Increase the likelihood that the thesis submission will be timely.
3. Facilitate the acquisition of professional skills.
When?
1. The due date for the Mid-Candidature Review milestone for a doctoral candidate is after 1.5-2 years’
enrolment for a full-time candidate. If you are enrolled part-time, these timeframes are doubled.
Handbook for Commencing HDR Candidates P a g e | 112. If you exceed these times without an approved Extension to your candidature (see section on Making
Changes, this Handbook), you may be placed Under Review, a Candidature Management process that
could lead to your candidature being discontinued.
What’s Required?
The Mid-Candidature Review requires your Candidature Committee to:
Review current drafts of materials that you have prepared for inclusion in your thesis, including a
substantive piece of written work identified for detailed consideration (e.g. thesis chapter or journal
article);
Evaluate a seminar or poster on an aspect of your research findings. If you have submitted a paper
to a peer-reviewed publication or made a comparable presentation at a conference external to JCU
since your Confirmation of Candidature, you are exempt from this requirement only;
Complete 80 hours of your professional development requirements (see section on Professional
Development, this Handbook, for the details that apply to you and note that the final 40 hours of
Professional Development must be completed by the Pre-Completion milestone);
Review and refresh your CAA-FORM-01 Candidate and Advisor Agreement;
Ensure that the checks required at this stage of your candidature process have been conducted and
that you have met all associated requirements.
Who Attends Your Seminar?
If a seminar is required, the audience should include your full Candidature Committee, colleagues,
fellow HDR candidates and friends.
Your presentation will be public unless your research is Commercial in Confidence, which is rare.
Delivery of your seminar can be done in person or by video-conference, but must be viewed by all
members of the Candidature Committee.
Who Organises Your Seminar?
Contact the Academic Support Officer responsible for HDR candidates in your College to organise
your seminar (see “Obtaining Help When you Need it” at the end of this document.)
What Happens Next?
Your Candidature Committee will finalise your Mid-Candidature Review Form (MCR-FORM-01) and
any additional detailed written feedback to you, obtain your signature and provide the report to the
Graduate Research School.
Tips for Success
Take the opportunity to publish your work and present papers at conferences. If you do this
successfully you will find it much easier to fulfil the requirements of your Mid-Candidature Review.
Ask other members of your research group to critique your work as they will give valuable feedback.
If you are required to give a seminar, rehearse it several times, including at least once in the same
room in which you’ll be presenting it publicly, or on Zoom if that is the format you will use.
Time your seminar and keep within the recommended timeframe of 25-35 minutes.
If you will be using a PowerPoint presentation, check that your slides are legible from the rear of the
seminar room or on a computer screen.
Peruse the Mid-Candidature Review Form (MCR-FORM-01) so you understand how you will be
assessed.
Milestone 3: Pre-Completion Evaluation
Why?
The purpose of the Pre-Completion Evaluation is to:
Handbook for Commencing HDR Candidates P a g e | 121. Improve the quality of research by providing the Candidate with public feedback during the final
stages of thesis writing.
2. Increase the likelihood that thesis submission will be timely.
3. Facilitate the acquisition of essential generic skills by providing the Candidate with the opportunity
to synthesise the results of their research, present their results orally and defend them.
4. Provide an opportunity for the Candidate to present a plan for the publication of unpublished
components of their research including the proposed authorship arrangements and the protocol for
publication if the Candidate does not initiate manuscript preparation within a mutually agreed time
period.
5. Finalise RD7003 Professional Development (doctoral candidates only).
6. Review the arrangements for storing the Candidate’s data.
7. Ensure that creative work (where applicable) is of a standard that is ready for examination.
When?
The Pre-Completion Evaluation must be completed at least one month (preferably two) and no more
than six months prior to your expected date of thesis submission for examination. Most HDR
candidates gain significant insights from the opportunity to present a synthesis of their research prior
to thesis submission. If you postpone your Pre-Completion Evaluation until you finalise your thesis,
you will miss out on this benefit.
What’s Required?
The Pre-Completion Evaluation requires your Candidature Committee to:
a. Review current drafts of the materials you have prepared for inclusion in your thesis, especially the
substantive piece of written work identified for detailed consideration (e.g. thesis chapter or journal
article);
b. Evaluate your presentation of a public seminar on your synthesised research findings;
c. Ensure that the checks required at this stage of your candidature have been conducted and that all
associated requirements have been met;
d. Complete your professional development requirements (see section on Professional Development,
this Handbook, for the details that apply to you); and
e. Review and refresh your CAA-FORM-01 Candidate and Advisor Agreement.
Who Attends Your Seminar?
Your Candidature Committee.
Your friends and colleagues. Your seminar will be a public presentation unless your research is
Commercial in Confidence.
Who Organises Your Seminar?
Contact the Academic Support Officer (ASO) responsible for HDR candidates in your College to organise your
seminar (see “Obtaining Help When you Need it” at the end of this document.)
What Happens Next?
Your Candidature Committee will provide feedback in writing about your thesis draft and seminar.
These matters should also be discussed with you (in person or by videoconference).
Your Candidature Committee will also talk to you about:
o A pool of four to five potential thesis examiners;
Handbook for Commencing HDR Candidates P a g e | 13o The option of undergoing an oral examination (see section on Examination Process, this
Handbook);
o The requirements for a comprehensive statement on the contribution of others to your thesis
and for appropriate referencing of all sources including other material published in any format
by the candidate and the Advisory Panel;
o The plan for publication of unpublished components of your research. Work this out by finalising
a written plan with your Advisory Panel to ensure you all have common expectations;
o Any contractual obligations to industry partner(s) (if applicable) and what you will need to do to
meet these obligations;
o Whether your candidate advisor agreement CAA-FORM-01 needs to be refreshed;
o The storage arrangements for your research data in accordance with your Data Management
Plan.
Your Candidature Committee will also ensure that all checks required at this stage of your candidature have
been conducted and that all requirements have been met by completing the Pre-Completion Evaluation Form
with your input.
Your Candidature Committee will finalise the Pre-Completion Evaluation Form and any additional detailed
written feedback to you, obtain your signature and provide the report to the Graduate Research School.
Tips for Success
Don’t leave your Pre-Completion Evaluation until just before thesis submission; you may lose the
benefits of this important opportunity to synthesise your research. Many candidates report that their
Pre-Completion Evaluation leads them to a new understanding of ‘what their thesis is about’.
Ask other members of your research group to critique your work, as they will provide you with
valuable feedback.
Rehearse your seminar several times, including at least once in the same room in which you’ll be
presenting it publicly.
Time your seminar and keep within the recommended timeframe of 30-40 minutes.
If you are using PowerPoint, check that your slides are legible from the back of the seminar room.
Peruse the Pre-Completion Evaluation so you understand how you will be assessed.
Progress Reporting
Why?
1. To check whether your progress is proceeding according to plan.
2. To identify and address, as far as possible, any impediments to your progress.
3. To comply with the external regulatory reporting requirements for international HDR candidates.
When?
1. There are 2 reporting periods each year. 1 November - 30 April and 1 May – 31 October. A progress
report must be submitted by the end of each reporting period except if:
a. You commenced your candidature during the reporting period; or
b. You have successfully completed one of the milestones (Confirmation of Candidature, Mid-
Candidature Review or Pre-Completion Evaluation) in the current reporting period;
c. Your thesis has been submitted for examination; or
d. You have been on leave of absence for a substantial portion of that period.
2. The Graduate Research School will remind you and your Advisory Panel of the due date for submitting
your upcoming Progress Report at least 20 working days before it is due to be submitted to your
Academic Services Officer in your College.
Handbook for Commencing HDR Candidates P a g e | 143. The Dean, Graduate Research or the JCU Research Education Sub-Committee may require you to
submit a progress report, provide material and undertake activities in order to evaluate your progress
at any time.
4. Part time students do not have different requirements.
What’s required?
The Progress Report Form contains questions about your progress, expectations and performance and
requests an update on your project work plan and thesis outline in tabular format.
If your progress is considered to be ‘Conceded Satisfactory’, you and your Advisory Panel must complete a
statement outlining why this situation has occurred and what is in place to address the issues.
If ‘Review of Progress Required’ is indicated, a statement from both you and your Advisory Panel is required
explaining what has occurred and why this evaluation has been recommended.
You should complete the Progress Report Form first, followed by your Primary Advisor and at least one
Secondary Advisor. Each of you is asked to be honest in your reporting to facilitate the identification and
timely resolution of any problems. You must have read the evaluation, comments and any statements of
your Advisors before signing the report.
The completed Progress Report Form must bear the comments and signatures of you and your Primary
Advisor, or their nominated delegate. If your progress has been considered to be ‘Conceded Satisfactory’ or
‘Review of Progress Required’ your full Candidature Committee must be signatories.
If desired, you may submit an additional confidential report at this time to the Dean, Graduate Research (or
at any time during your candidature) if you are experiencing circumstances that may significantly affect your
progress but which you do not wish to share with your Advisory Panel.
Any member of your Advisory Panel may also submit a confidential report to the Dean if considered
appropriate or necessary to provide additional confidential information in relation to you and your progress.
NOTE: A contemporary report will carry more weight in a subsequent review than a retrospective report.
What Happens Next?
Your Candidature Committee must recommend one of the following to the Dean, Graduate Research:
Satisfactory: Your progress is within the expected parameters.
Conceded Satisfactory: Your progress is less than expected, but for substantive reason(s) that have
been addressed. Progress is expected to improve.
Review of Progress Required: Your progress is less than expected without a substantive reason and
you are to be placed on Progress Support or Under Review, depending on the extent of the problem
(s).
The Graduate Research School will communicate the Dean’s approved course of action to you, your Advisory
Panel and relevant Dean of College (or nominee).
If you receive a grade of ‘Review of Progress Required’ for the first time, or if problems have been identified
in the progress report or other issues of concern have arisen, your College may activate a period of Progress
Support to help you get back on track. If you receive as assessment of ‘Review of Progress Required’ more
than once, the Dean, Graduate Research will place you Under Review.
If you fail to submit two successive reports, or you receive two successive ‘Review of Progress Required’
outcomes, you will be subject to the HDR Discontinuation of Candidature Procedure.
If you fail to submit a required Progress Report, the outcome for that report will normally be recorded as
‘Review of Progress Required’, unless an alternative outcome is approved in writing by the Dean, Graduate
Research.
Progress reports are not required in the reporting period in which you complete your major milestones
(Confirmation of Candidature, Mid-Candidature Review, Pre-Completion Evaluation).
Handbook for Commencing HDR Candidates P a g e | 15Tips for Success
If you are having problems with your candidature or progress, be honest about them in your Progress
Report. Submit a confidential report if you prefer. Help cannot be provided if you don’t tell someone about
the problems you’re experiencing. See the section Obtaining Help When You Need It, in this Handbook.
What is ‘Progress Support’?
Progress Support, managed at the College level, is an early intervention strategy to address stalled progress.
Progress Support may be activated when:
challenges affecting progress are identified by a candidate or their advisors
a milestone is overdue without an approved extension for the first time in the candidature
a progress report records an outcome of ‘Progress Requires Review’ for the first time in the
candidature
an outcome of ‘conceded pass’ is recorded
a candidate regularly fails to attend scheduled meetings or adequately attend to research
requirements of their advisory panel over a period up to 3 months
A candidate works with their panel and appropriate others to develop and carry out a Progress Management
Plan over a period of up to three calendar months, as dictated by the extent of progress concerns.
Two periods of Progress Support may be undertaken. If further targeted support is required, Under Review
would be the appropriate course.
What is ‘Under Review’?
The Under Review process is managed by the Graduate Research School. A candidate whose performance is
of more serious or continuing concern may be placed Under Review.
Candidates who are Under Review must develop and submit a Candidature Management Plan that must
be endorsed by their full Candidature Committee and Associate Dean Graduate Research and submitted
to the Graduate Research School.
For guidance on how to prepare a Candidature Management Plan see https://www.jcu.edu.au/graduate-
research-school/forms-and-policies/hdr-under-review-procedure
NOTE: While preparation for a Milestone may be included in a Candidature Management Plan it is
advisable NOT to include the milestone per se because the status of the Milestone may confound the result
of the Candidature Management Plan.
At the end of the specified Under Review period (normally six months), the progress of the candidate must
be assessed against their agreed Candidature Management Plan by their Candidature Committee, which
must make recommendations to the Dean, Graduate Research.
Failure to meet the conditions in the Candidature Management Plan normally leads to discontinuation of
candidature.
A candidate can only appeal the outcome of the Under Review process on procedural grounds.
Handbook for Commencing HDR Candidates P a g e | 16Timeline and Planning
To assist you with the timely completion of your required milestones and reporting, as well as thesis submission, a generic timeline of requirements is provided below in
Table 1.
Table 1 Generic timeline for milestone and reporting requirements for a full time doctoral candidate. The timeline can be modified for part-
time and/or Research Masters Candidates.
This is a timeline of the general requirements for a Higher Degree by Research Candidate at JCU. A research plan specific to your project and
your particular goals should be made and used in conjunction with this timeline.
Years Since Time since
Candidate to do Form required Advisors to do
Enrolment enrolment
Meet with candidate to discuss plan for
1 week Consider requirements for candidature including candidature, especially expectations of
project proposal, ethics application and any required one another
permits and discuss with Advisors (RD7001) COC-Proposal
Continue to meet with candidate re
Scope relevant literature with advisors, commence Template
2 weeks scoping and development of significant
literature searches (consult relevant librarian) and
piece of work, research proposal, ethics
reading (RD7002)
3 weeks application (if required)
Brainstorm/mindmap ideas for research questions and Conduct Professional Development Audit
methods with Advisors of candidate and think about Professional
4 weeks Development Plan
Start developing outline of substantive written work
with advisors; read relevant literature Contact nominated Expert Reviewer to
Meet with your advisory panel for your Candidate and check availability and willingness to
1 5 weeks review research proposal in week 20
Advisor Agreement. Complete CAA-FORM-01 and
submit to GRS 6 weeks after your enrolment. Contact relevant administrator to make
Work on research proposal (COC-Proposal), ethics arrangements for seminar date and
6 weeks permit application (if required) and other permit meeting/s of candidature committee
applications (if required) with input from Advisors and CAA-FORM-01 Help candidate conduct and develop
multiple drafts. COC-Proposal Professional Development Plan
7 weeks Continue reading and development of substantive Template Continue to meet with candidate re
8 weeks written work with Advisors. You are likely to require
development and revision of substantive
9 weeks multiple drafts. written work, research proposal and
10 weeks Work with advisors to develop Professional ethics application (if required); provide
Development Audit and Plan using the required pro-
11 weeks timely feedback on revisions
forma (COC-Proposal)
Handbook for Commencing HDR Candidates P a g e | 17 Plan to have all compulsory Professional Development
Components completed by Confirmation of
Candidature Milestone (COC-FORM-02)
12 weeks Continue work on research proposal and ethics
13 weeks application (if required) with input from Advisors and
14 weeks multiple drafts
Do final revision and amendments to substantive
15 weeks
written work
16 weeks Finalise substantive written work and submit to
Advisory Panel
17 weeks
Finalise Confirmation of Candidature Research Proposal
18 weeks COC-Proposal Complete evaluation of substantive
with input from advisors including checklist of
Template written work using COC-FORM-02 for
19 weeks compliances.
Substantive Piece of Writing
Submit Candidate’s Confirmation of
Candidature Research Proposal to Expert
Submit Confirmation of Candidature Research Proposal COC-Proposal
20 weeks Reviewer along with RD/RM Expert
to Primary Advisor for Expert Review Template
Reviewer’s Report on Proposal Form COC-
FORM-01
While Confirmation of Candidature Research Proposal
21 weeks Help candidate plan seminar
is with Expert Reviewer, develop seminar
Make amendments to Research Proposal (update Assist candidate with amendment of
COC-Proposal
22 weeks Confirmation of Candidature Research Proposal) and proposal as required, or if necessary,
Template
seminar in response to the Expert Review. suspend seminar
Consider the amended Confirmation of
Candidature Research Proposal pro-forma
Provide revised Confirmation of Candidature Research COC-Proposal and the Expert Reviewer’s Report on
23 weeks
Proposal to Advisors Template Proposal and prepare the Advisory Panel
Report using RD/RM Advisory Panel
Report on Proposal form COC-FORM-01
Handbook for Commencing HDR Candidates P a g e | 18 Submit revised Confirmation of
Candidature Research Proposal, Expert
Reviewer’s Report, Advisory Panel Reports
on Proposal and Substantive Piece of
24 weeks Practice seminar with Advisors
Writing to all members of Candidature
Committee§ Provide feedback to
candidate on seminar by attending several
rehearsals
Attend seminar and meet with
independent members of Candidature
Committee to provide input to their
COC-Proposal decision; provide feedback to candidate.
Present seminar Template Candidature Committee provide final
Review and refresh CAA-FORM-01 Candidate and COC- recommendation for milestone on COC-
25 weeks
Advisor Agreement is still current; update if necessary Assessment FORM-03 and Chair of Candidature
Form Committee submits the 3 completed
CAA-FORM-01 Confirmation of Candidature forms to
their College Academic Services officer
who sends them to the GRS for sign off by
the Dean, Graduate Research.
Check your Professional Development Plan, which was
established at your Confirmation of Candidature and
Continue to meet regularly with the
book any planned workshops/courses to ensure that
6 to 9 months Candidate to provide guidance and
you have a total of 80 hours of Professional
feedback.
Development completed by Mid-Candidature Review
(18 months post-enrolment)
Submit Progress report in April/October when a
10 to 12 Meet with Candidate regarding Progress
milestone has not been completed in the previous 6 PRO-FORM-01
months Report.
months.
Continue to meet regularly with the
13 to 15
Candidate to provide guidance and
months
feedback.
2 Mid-Candidature Review Milestone due 18 months (1.5
MCR-FORM-01 Meet with candidate to support successful
16 to 18 years) after enrolment. Doctoral Candidates only
CAA-FORM-01 completion of the Mid-Candidature
months Review and refresh CAA-FORM-01 Candidate & Advisor
Review
Agreement is still current; update if necessary
Handbook for Commencing HDR Candidates P a g e | 19 Check your Professional Development Plan which was
established at your Confirmation of Candidature and
Continue to meet regularly with the
19 to 21 book any planned workshops/courses to ensure that
Candidate to provide guidance and
months you have a total of 120 hours of Professional
feedback.
Development completed by Pre-Completion Evaluation
(36 months post-enrolment)
Submit Progress report in April/October when a
22 to 24 Meet with Candidate regarding Progress
milestone has not been completed in the previous 6 PRO-FORM-01
months Report.
months.
Continue to meet regularly with the
25 to 27
Candidate to provide guidance and
months
feedback.
Submit Progress report in April/October when a
28 to 30 Meet with Candidate regarding Progress
milestone has not been completed in the previous 6 PRO-FORM-01
months Report.
months.
3 Finalise data analysis required for thesis. Continue to meet regularly with the
31 to 33
Prepare to present findings at Pre-Completion Candidate to provide guidance and
months
Evaluation and in thesis. feedback.
Pre-Completion Evaluation Milestone 6 months prior to
Meet with candidate to support successful
34 to 36 thesis submission. PCE-FORM-01
completion of the Pre-Completion
months Review and refresh CAA-FORM-01 Candidate & Advisor CAA-FORM -01
Evaluation Milestone
Agreement is still current; update if necessary.
Discuss potential examiners with
37 to 39 candidate and submit Nomination of
Thesis writing NEX-FORM-01
months Examiners to GRS.
Review thesis drafts
Finalise thesis writing, submit to advisors for feedback.
40 to 42 Review thesis drafts and final version of
Submit thesis SUB-FORM-01
4 months thesis
Scholarship expiry
43 to 45
Thesis Examination
months
46 to 48 Completion, and Graduation depending on timing of
months Graduation Ceremonies
Handbook for Commencing HDR Candidates P a g e | 20You can also read
