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School of Humanities, Languages and Social Science Last updated: 21 June 2018
HLSS Higher Degree Research Manual
THE SCHOOL OF HUMANITIES, LANGUAGES AND SOCIAL SCIENCE
This Handbook was developed with the kind assistance of Dr Danielle Reynaud, School of Criminology and Criminal Justice.
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Contents Abbreviations used at Griffith University ............................................................................................... 5
Glossary of Terms ................................................................................................................................... 7
Getting Started ........................................................................................................................................ 8
Obtain your Student ID Card .......................................................................................................... 8
Email Accounts ............................................................................................................................... 8
Business Cards ................................................................................................................................ 8
Induction Program .............................................................................................................................. 8 Meet the HLSS HDR Convening Team! ................................................................................................ 9
HDR Convenor ................................................................................................................................... 9 Deputy HDR Convenor (Supervision) ................................................................................................ 9 Deputy HDR Convenor (Milestone Management) ........................................................................... 10 Deputy HDR Convenor (Candidate Advocacy and Professional Development) .............................. 10 Program Director, Master of Arts (Research) ................................................................................... 10 HDR Candidate Representatives ....................................................................................................... 11
How to become a member of a research centre .................................................................................... 12
Accessing GCSCR HDR conference funds ...................................................................................... 12 PhD Candidature Milestones at a Glance ............................................................................................. 13
Note ................................................................................................................................................... 13 What to expect in the FIRST YEAR of Candidature in the PhD program! .......................................... 14
Early Candidature Milestone (ECM) .................................................................................................... 15
Purpose of the milestone ................................................................................................................... 15 The ECM Requirements ................................................................................................................... 15 ECM Report ...................................................................................................................................... 15 ECM Presentation ............................................................................................................................. 16
Confirmation of Candidature ................................................................................................................ 16
When to start thinking about Confirmation ...................................................................................... 16 Principal Supervisor’s Role and Responsibilities ............................................................................. 17 The Process ....................................................................................................................................... 17
Four weeks prior to the Confirmation Seminar ............................................................................. 18
The Confirmation Report .............................................................................................................. 18
Contents of the Confirmation Report ............................................................................................ 18
Length of Confirmation Report..................................................................................................... 19
Style and Layout of Confirmation Report ..................................................................................... 19
The Confirmation Seminar............................................................................................................ 20
What happens next? ...................................................................................................................... 20
Annual Review of Progress .................................................................................................................. 21
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Who? ................................................................................................................................................. 21 Rationale ........................................................................................................................................... 21 Timing and Procedure ....................................................................................................................... 21
What happens next? ..................................................................................................................... 21
Thesis and Candidature Review Milestone ........................................................................................... 22
Rationale ........................................................................................................................................... 22 When ................................................................................................................................................. 22 Requirements & Procedure ............................................................................................................... 22 Contents of the TCRM Project Summary ......................................................................................... 23 What happens next? .......................................................................................................................... 23
What if an unsatisfactory report is given?..................................................................................... 23
What if an extension is needed? .................................................................................................... 24
Supervision ........................................................................................................................................... 24
Standards of Academic Conduct ........................................................................................................... 25
Grievance Procedures ........................................................................................................................... 26
What You Need to Plan for During Your Candidature ......................................................................... 26
Planning for Publications .................................................................................................................. 26 Inclusion of Papers (published, submitted or in prep) within the Thesis .......................................... 26 Planning Conference Travel.............................................................................................................. 26
Whom Should I Contact for Advice? .................................................................................................... 26
HDR Convenor ............................................................................................................................... 26
HDR Advocate ............................................................................................................................... 26
Higher Degree Research Student Centre ...................................................................................... 27
General Enquiries Phone ............................................................................................................... 27
Information and Forms ......................................................................................................................... 27
HLSS HDR Funding Policy .................................................................................................................. 27
Baseline Funding .............................................................................................................................. 27 What is the process for accessing funding in HLSS? ....................................................................... 27
Changes to my Candidature .................................................................................................................. 29
Getting Involved ................................................................................................................................... 29
Workshops and Training Programs....................................................................................................... 29
Facilities and Support ........................................................................................................................... 30
Physical facilities .............................................................................................................................. 30 Other support .................................................................................................................................... 30
EnglishHELP – Higher Education Language Program ................................................................. 30
Preparing your thesis for submission .................................................................................................... 31
Formatting your Thesis ......................................................................................................................... 31
Length of Thesis ............................................................................................................................... 31
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Text Sequence ............................................................................................................................... 31
Supplementary material, diagrams and tables ............................................................................. 32
Language ....................................................................................................................................... 32
Editorial Assistance .......................................................................................................................... 32 Submission of Your Thesis for Examination ........................................................................................ 32
Examination Criteria ......................................................................................................................... 32 Examination Procedure ......................................................................................................................... 33
Appointment of Examiners ............................................................................................................... 33 Length of Examination ..................................................................................................................... 34 Examiner Outcome Recommendation .............................................................................................. 34 Resubmission of the Thesis .............................................................................................................. 34
Frequently Asked Questions ................................................................................................................. 35
What is the “maximum submission date”? ....................................................................................... 35 Can I take time off from my studies? ................................................................................................ 35 How much paid work can I undertake while enrolled full-time? ...................................................... 35 What fees are associated with HDR studies? .................................................................................... 35
Appendix ............................................................................................................................................... 36
HLSS - Minimum Standards for PhD Supervision Guidelines ......................................................... 36 Supervisory team .......................................................................................................................... 36
Accredited supervisors .................................................................................................................. 36
Principal, Associate and Co-Principal supervisors ......................................................................... 36
Load split ....................................................................................................................................... 36
Minimum supervision expectations .............................................................................................. 36
Process for addressing concerns that have not been satisfactorily resolved between the HDR candidate and their supervisors. .................................................................................................. 37
Statement of Originality .................................................................................................................... 38 All Papers Included are Sole Authored by the Student ..................................................................... 39 The Papers Included are a Mix of Sole Authored and Co-Authored Papers ..................................... 41 All Papers Included are Co-Authored ............................................................................................... 43
Application for Accessing Research Allowance…………………………………………………………………………….45
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Abbreviations used at Griffith University ❖ A1 HERDC Category – Books ❖ B1 HERDC Category – Book Chapter ❖ C1 HERDC Category – Referred Journal Article ❖ E1 HERDC Category – Referred Conference Paper ❖ ACGs Australian Competitive Grants ❖ AEL Arts, Education and Law Group – HLSS is a school in this group ❖ APA Australian Postgraduate Award ❖ ARC Australian Research Council – major source of research grants ❖ ASCD Academic Staff Career Development ❖ ASP Academic Studies Program – sabbatical ❖ CCR Consultancy and Commercial Research – contract research, consultancies ❖ CGS Commonwealth Grant Scheme – major source of university funding ❖ CRC Cooperative Research Centre ❖ DVC(R) Deputy Vice Chancellor (Research) ❖ ECM Early Candidature Milestone ❖ ECR Early Career Researcher ❖ ERA Excellence in Research for Australia – Federal Government research assessment exercise ❖ ESD Emerging Scholars Day ❖ FOR Field of Research ❖ FTE Full-time enrolled ❖ GC Gold Coast Campus ❖ GCCAR Griffith Centre for Creative Arts Research ❖ GCSCR Griffith Centre for Social and Cultural Research ❖ GGRS Griffith Graduate Research School – administrators and supporters of HDRs ❖ GIER Griffith Institute for Educational Research ❖ GU Griffith University ❖ GUPRS Griffith University Postgraduate Research Scholarship ❖ GURG Griffith University Research Grant ❖ HDR Higher Degree by Research (candidate) ❖ HDRC Higher Degree by Research Convenor (the designated person within the
School whose job it is to help HDRs) ❖ HERDC Higher Education Research Data Collection ❖ HLSS (The School of) Humanities, Languages and Social Science ❖ HOS Head of School ❖ HR Human Resource Services ❖ HREC Human Research Ethics Committee ❖ IELTS International English Language Testing System ❖ INS Information Services ❖ IP Intellectual Property ❖ IPRS International Postgraduate Research Scholarship ❖ MAR Master of Arts Research ❖ MCM Mid Candidature Milestone ❖ MFD Multi-function Device – photocopier, fax, scanner ❖ MOU Memorandum of Understanding ❖ MPhil Master of Philosophy ❖ NA Nathan Campus ❖ NGO Non-Government Organisation ❖ NHMRC National Health and Medical Research Council ❖ OFM Office of Facilities Management ❖ OR Office for Research
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❖ OUA Open Universities Australia ❖ PFS Planning and Financial Services ❖ PhD Doctor of Philosophy ❖ PVC Pro-Vice Chancellor ❖ R&D Research & Development ❖ REA Research Ethics Advisor ❖ RHD Research Higher Degree ❖ RQF Research Quality Framework ❖ RTS Research Training Scheme ❖ SAO School Administrative Officer ❖ SEO Socio-Economic Classification Codes ❖ RTS Research Training Scheme – Government Funded ❖ TOEFL Test of English as a Foreign Language ❖ VC Vice Chancellor ❖ WIL Work Integrated Learning
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Glossary of Terms ❖ ACTIVE The candidate is currently enrolled and working on their research project. ❖ ENCUMBRANCE The candidate owes money to the University, and should contact Student Administration. ❖ INACTIVE The candidate is not currently enrolled. ❖ LEAVE OF ABSENCE An approved period of leave from study or deferred enrolment. ❖ Master of Arts Research
The degree is awarded on the basis of a thesis prepared under supervision which presents the results of original research in a scholarly form. It is approximately 30,000 words in length. The qualification provides a pathway to the PhD program, but only on completion and graduation.
❖ MPhil The degree is awarded on the basis of a thesis prepared under supervision which presents the results of original research in a scholarly form. The MPhil is a pathway to transition to a PhD after graduation, with the additional possibility of transition to a PhD at the point of Confirmation of Candidature (this transition should not be assumed, and criteria must be met). It is the highest award at the master’s level, and is approximately 50,000 words in length.
❖ PhD The degree of Doctor of Philosophy is awarded on the basis of a thesis prepared under
supervision that makes an original, significant and extensive contribution to knowledge and understanding in the relevant field of study, as judged by independent experts. It is approximately 90,000 words in length.
❖ STUDY MODE
Full-time – No fewer than 30 hours per week of research Part-time – No more than 15 hours per week of research Internal – Research is primarily undertaken at one of the Griffith University campuses, excepting for periods of fieldwork or absence for conferences, etc. Remote – Enrolment whereby the student is located remotely to the University. A minimum period of time will generally be specified that the candidate must attend the University.
❖ RESUBMISSION When a candidate has been given the opportunity to resubmit their thesis for re-examination.
This must be done within 12 months after the decision allowing resubmission. ❖ UNDER EXAMINATION The candidate has submitted their thesis for examination (by external examiners). ❖ UNDER REVIEW ‘Under Review’ status is a mechanism to monitor progress and provide additional support to
assist a candidate toward the successful completion of their program. ❖ WITHDRAWN The candidate has withdrawn their enrolment/candidature.
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Getting Started On your arrival at Griffith University you should contact the HLSS School Office, and make a time to visit the School Administration Support Officer (Nathan (07) 3735 7674, Gold Coast (07) 5552 8626). If you are based on Nathan campus, the School Office is on level 2 of Macrossan Building (N16). If you are based on Gold Coast campus, the office is on level 4, G30. The HLSS School Administration Support Officers will be able to support you in various ways during your candidature. The School Administration Support Officers will help you to organise the following: ❖ Business Cards ❖ Obtain keys/access to allocated space including afterhours access to workspace ❖ Locate your office space
Obtain your Student ID Card A Griffith University Student ID card is required to borrow books from the Library, for identification purposes and for discounted travel on the inter-campus shuttle bus during the trimesters between Gold Coast and Nathan campus ($5 each way and booking required with GC Student Guild). Student ID cards can be obtained from the Student Centres on each campus (N52, Nathan campus and G33, Gold Coast).
Email Accounts It is Griffith University policy that HDRs use their Griffith email account to receive official communication from the university. You can redirect your Griffith student email to your preferred private or staff email account. Contact the IT Helpdesk (ext 55 555) if you require assistance.
Business Cards If you would like business cards, please liaise with the HLSS School Administration Support Officer on your campus. Note that your position must state ‘Doctoral Candidate’, ‘Master of Philosophy Candidate’ or ‘Master of Arts Research Candidate’. You may put the school's phone number, your mobile number, or both.
Name:
Qualifications:
Position:
Preferred Phone Number:
Email Address:
Induction Program The University’s HDR Induction Program consists of an informational segment and an online quiz. Information regarding the Induction Program is available at this website https://www.griffith.edu.au/higher-degrees-research/services-support-resources/induction-program HDRs are required to complete the information segment of the Induction Program on-campus, face-to-face – offered at both Nathan and Gold Coast campuses twice a year. Upon completion HDRs will receive a copy of a certificate HDRs must provide a copy of the certificate when they submit their Confirmation of Candidature paperwork. HLSS also has a School-specific induction that is offered five times each year, on the ESD. It must be completed in addition to the University induction. No certificate is provided, but it offers crucial information on support provided by HLSS and the dedicated HDR Convening team within the School.
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Meet the HLSS HDR Convening Team! We have a team of people in HLSS, who are dedicated to helping HDR Candidates in the School. The team plays a key role in assuring the quality of research training in HLSS and assisting HDR candidates and supervisors. We particularly want to provide a supportive environment for candidates to generate an intellectual and supportive climate that will foster outstanding HDR research. You will meet the team in the HLSS HDR Induction, but please always feel able to ask for a discussion with us at any stage in your candidature. We are here to help you however we are able!
HDR Convenor HDR Convenor – Dr Robert Mason Robbie’s role is to be available to respond to requests for information and to facilitate decision-making with any administrative aspect of your candidature. The majority of your requests and forms will flow to him for recommendation or decision. These items include assessment of scholarship applications, leave requests, milestone reports, changes to supervisory team, ‘Under Review’ status, and (eventually!) items connected to the submission of your thesis. Robbie also attends the Emerging Scholars Days. Robbie is available throughout your candidature to assist with anything of concern connected to your candidature. If you have any queries, please contact him. Email: [email protected] Office phone: (07) 373 58521 Office location: Macrossan (N16) 2.46
Deputy HDR Convenor (Supervision) Deputy HDR Convenor (Supervision) – Associate Professor Pat Wise Pat’s role primarily involves liaising with supervisors to ensure that we provide consistent and high quality supervisory activities. She provides training for supervisors, including advising them of the resources, facilities and other support available from HLSS, AEL and GGRS. She also assists supervisors’ professional development to gain expertise in supervising and chairing thesis examinations. Pat also attends the Emerging Scholars Days. Email: [email protected] Office phone: (07) 555 28620 Office location: Arts & Education 1 (G30) 4.40
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Deputy HDR Convenor (Milestone Management) Deputy HDR Convenor (Milestone Management) – Dr Minglin Li Minglin plays a key role in the success of the Emerging Scholar Days and the experience of HDR Milestones. She is the team member who is primarily responsible for overseeing the Milestone process. Minglin is the person to email about presenting your milestone at an ESD. She is also available to provide advice on the format of the days and your presentation. Minglin leads the Emerging Scholars Days. Email: [email protected] Office phone: (07) 373 54081 Office location: Patience Thoms (N06) -2.15
Deputy HDR Convenor (Candidate Advocacy and Professional Development) Deputy HDR Convenor (Candidate Advocacy and Professional Development) – Dr Sue Lovell Sue’s role is to ensure the quality of HDR candidates’ experience in HLSS by liaising with HLSS HDR Student Representatives to develop candidate-led engagement activities in HLSS. Sue also works closely with HDR candidates in organising and running the annual Summer School and Postgraduate Symposium. She runs professional development workshops targeted to the needs of candidates in HLSS. Sue can provide advice on the training, workshops, and resources provided by HLSS, GGRS and other administrative elements. You should feel welcome to contact Sue with any concerns or issues that you experience during your candidature. Sue also attends the Emerging Scholars Days. Email: [email protected] Office phone: (07) 555 28383 Office location: Arts & Education 1 (G30) 4.23
Program Director, Master of Arts (Research) Program Director, Master of Arts (Research) – Associate Professor Bruce Buchan Bruce’s role focuses on providing support and guidance to candidates in the Master of Arts Research program. He is involved in assessing applicants’ qualifications for entry, and in assisting the progression of enrolled candidates through the program. Bruce attends Emerging Scholars Days, where he generally chairs the Confirmations of Candidature for Master of Arts Research candidates.
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HDR Candidate Representatives HDR Candidate Representatives – Katherine Dallaston and Thom Combe The HLSS HDR Candidate Representatives are critical to the effective communication between HDR candidates, the School, and GGRS. Their formal role is to represent HDR candidate concerns on School committees and the HLSS HDR Convening Team. They are also able to provide informal support to candidates and advise the appropriate staff member who will be able to resolve the query. Thom and Katherine work closely with Sue to build a collegial and open HDR culture in the School. They are here to help develop a dynamic and inclusive community, and are always available to hear new suggestions or concerns. Katherine is primarily based on the Nathan campus. Thom is primarily based on the Gold Coast campus. You will often see them at the Emerging Scholars Days, as well as around campus. Email: [email protected] Email. [email protected]
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How to become a member of a research centre You are automatically a member of the School of Humanities, Languages and Social Science, but you need to take extra steps to become a member of a research centre. Membership of a research centre provides significant additional resources that will help to sustain and improve your research. These resources include seminars, intellectual stimulation through connection with like-minded scholars, and funds for a variety of activities related to your research. Most academic members of HLSS are part of the Griffith Centre for Social and Cultural Research (also known as GCSCR). You should check with your principal supervisor, however, as some colleagues are members of the Griffith Centre for Creative Arts Research or Griffith Institute for Educational Research. Once you have established which centre your principal supervisor is a member of, you should contact that centre to ask for ‘affiliate member’ status. If your supervisor is a member of the GCSCR, you should email [email protected] with your request to join. Your email should include your program, your supervisory team, your research topic, and the theme with which your research best aligns. Do not worry if your research does not directly align with a theme. You can find information on the research themes for GCSCR here. Your application will be assessed by the GCSCR Director, Professor Susan Forde. If your application is successful, you will be eligible to apply for competitive funds to assist with attendance at conferences, networking and disseminating your research. These funds are separate to your baseline funding, which is explained below.
Accessing GCSCR HDR conference funds Funding is allocated to GCSCR HDR Affiliates on the basis of the potential of the conference to provide the HDR candidate with an opportunity to establish national or international networks. Attendance must result in a high quality publication, to be submitted within 6 months of the funding being awarded. Funding support is capped at $1,500. Additional funds can be sourced from the Griffith Graduate Research School’s conference funding scheme. Eligibility for this scheme is subject to a number of additional criteria:
• The HDR baseline research allowance must have been expended prior to application; • The applicant must have completed their Confirmation of Candidature and all associated administrative
processes completed prior to application; • HDR candidature must be current (eg. enrolled) at the time of the conference; • HDR candidate must be an affiliate with a research centre (typically, although not exclusively) this will be the
GCSCR Further information on eligibility and process is available at the GGRS-IEIS homepage here.
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PhD Candidature Milestones at a Glance
Admission and Enrolment
Induction Program
HDR Early Candidature Milestone (ECM) (6 months FTE or 12 months for part-time HDRs)
Assessment of your research project and identification of any further education/training and resource needs
Confirmation of Candidature (12 months FTE or 18 months for part-time HDRs)
To ensure early identification of any issues with the project
Annual Progress Reports Due on the anniversary of the HDR’s commencement date only in years where the HDR has not completed any of the
other milestones.
Thesis & Candidature Review Milestone (between 30-36 months FTE or 60-72 months for part time HDRs )
To assess whether or not you are on track to complete your research by the due date, and to assist you with publishing during your candidature.
Submission of Thesis for Examination
Amendments and Final Thesis
Graduation!
Note: Master of Arts Research candidates complete only the Confirmation of Candidature milestone. The requirements for an MAR Confirmation of Candidature (timing, presentation duration and format of the written documentation) are identical to the Early Candidature Milestone in the PhD.
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What to expect in the FIRST YEAR of Candidature in the PhD program!
Enrolment
•On confirmation of enrolment you should visit the HLSS School Office to complete commencement forms including:
•An Authority to Establish and Extend Computing Access Form•An Authority to Commence Payment form (if scholarship holder)•A Business Card Request form•Obtain key and access to your allocated space
Induction
•Griffith Graduate School Induction Program - compulsory program completed face-to-face •School Induction at an ESD, where you will be introduced to the School, Research Centre and relevant policies and procedures by the HDR Convenor or delegate
•Meet with your supervisors - principal and associate - and establish roles and responsbilities for the coming months
•Arrange for membership of the relevant research centre.
Early Candidature Milestone
•Due within the first 6 months (12 months if part-time) of candidature•Prepare a preliminary literature review and resulting research questions•Provide 10 minute presentation at ESD•Follow-up with your supervisory team on feedback provided
Emerging Scholars Day
•Held four or five times each year, at times to coincide with the Research Intake of new HDR candidates
•An opportunity to present your research milestone to your colleagues and peers in a supportive environment.
•All HDR Candidates are encouraged to attend each ESD.
Annual Report
•Required to report on PhD progress once each year through completion of either the early candidature milestone, confirmation of candidature, the thesis and candidature review milestone, or an annual progress report.
•The completion of an annual progress report is not required in years when a candidature milestone (ECM, Confirmation of Candidature, or TCRM) is completed.
•The annual progress report is due on the anniversary of the candidate's commencement date in each applicable year.
Confirmation of Candidature
•Due approximately 12 months after enrolment (18 months for part-time candidates)•Presentation of a 30 minute research presentation and a written submission with evidence of completion of the Induction Program, & application for ethical clearance (where applicable)
•Develop, with supervisors, a draft budget for approved expenditure of HDR funds ($4,500 for PhD, $2,000 for MPhil, $1,500 for MAR). This to be included in Confirmation documentation
•Assessed by: the Principal Supervisor/s; Associate Supervisor/s and an independent assessor; recommended by the HDR Convenor and approved by Dean (Research).
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Early Candidature Milestone (ECM) All HDR candidates (excluding Master of Arts Research candidates) are required to complete an Early Candidature Milestone (ECM). This occurs after 6 months of full-time equivalent (FTE) candidature for the PhD, and after 3 months of FTE candidature for the MPhil. Any significant extension must be approved by the Dean (Research), and is limited to a maximum of 6 months (for PhD candidature) and 3 months (for MPhil candidature). Minor extensions of a month or less should be discussed with the HDR Convenor or Deputy Convenor (Milestones). For further information and the University policy on the ECM, see the following link: https://www.griffith.edu.au/higher-degrees-research/current-research-students/candidature/requirements/early-candidature-milestone Candidates enrolled in the Master of Arts Research program do not complete an ECM. They only complete only a Confirmation of Candidature. However, the format of the presentation and written documentation for the Master of Arts Research Confirmation is identical to the Early Candidature Milestone for the PhD. Master of Arts Research candidates should follow the advice below regarding the ECM to understand the requirements for their Confirmation milestone.
Purpose of the milestone The primary purpose of the ECM milestone is to identify potential or realised barriers to candidates’ timely completion of the confirmation milestone. Specific areas to explore include assessing the viability of the research project and identifying any training requirements needed to conduct the research project. The process occurs at an early stage of candidature to help the candidate to consolidate the scope and focus of their project, identify clear research questions and aims, address any impediments to progress, and facilitate the pathway to confirmation.
The ECM Requirements The milestone consists of a written report and a ten minute presentation at an ESD. On completion, an Early Candidature Milestone Report will be completed and the candidate advised of the outcome through a meeting between the HDR Convenor or delegate.
ECM Report The candidate is to prepare a written Report that represents, to an acceptable scholarly standard, a clear, coherent and manageable overview of the proposed research project. It should contain the following sections:
• Aims and research questions for the proposed project. • State of the literature related to the project: How is this project positioned relative to the key
debates and gaps in the literature? This could be communicated in the format of an extended annotated bibliography or as a literature review in prose.
• Methodological approach. This should cover: a. Data sources b. Likely analytic strategy c. Expected ethical requirements.
• Timeline leading up to Confirmation of Candidature. • A list of any HDR candidature and research methodology workshops attended as part of
candidature to date • An outline of any anticipated challenges or difficulties with respect to:
a. Conducting the research project. b. Training and resources c. Supervision arrangements
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• Candidates whose work contains a creative component will be expected to discuss what form this will take, and what contribution they anticipate it making. They may or may not include a sample of their work in addition to the written report.
The expected length of the report (excluding a creative component if relevant) is approximately 2,500 words; projects vary in complexity so this should not be considered a hard target. The key criterion is that the report reflects six months of cognitive and logistical development of the project.
ECM Presentation The candidate will be expected to present at one of the ESDs that are scheduled throughout the year. Their presentation should last no more or less than ten minutes. It should provide an overview of the project, the research questions, where the work is situated in terms of scholarly literature, and the anticipated methodology. It should provide an overview of the project to an interested audience who are not assumed to have read the written report. Following the presentation, the supervisors will meet with the HDR Convenor or delegate to discuss the candidate’s progress and the research project. The HDR Convenor or delegate will meet with the candidate following this meeting to discuss the recommended outcome and any suggestions for further improvements. Supervisors will then complete the ECM Outcomes Report. Once the HDR Convenor recommends approval of the report, the consolidated document will be forwarded to the AEL Dean Research office. If the outcome of the ECM is unsatisfactory, the candidate will undertake a Plan of Action endorsed by the supervisors and HDR Convenor. This Plan of Action will be reported on the Outcomes Report form provided to the Dean (Research). The candidate’s work will be reassessed in accordance with the timelines agreed in the Plan of Action, and the outcome reported to the Dean (Research).
Confirmation of Candidature A Confirmation of Candidature seminar and written document must be undertaken by all candidates.
The following advice relates to the requirements for the PhD and MPhil programs. Those candidates in the Master of Arts Research program should refer to the ‘Early Candidature Milestone’ advice above for the structure and expectations of their Confirmation of Candidature.
The following presents an overview of the steps for confirmation and guidelines for what should be included in your confirmation report. For further detail refer to the Higher Degree Research Policy – Confirmation.
When to start thinking about Confirmation After completing the Early Candidature Milestone (6 months after FTE) candidates should meet with their supervisors to map out a plan and timeline for Confirmation, discuss potential independent assessors, and aim to have a draft of the document ready for feedback well before the paper is actually due.
GGRS will email candidates eight weeks prior to their seminar due date. If nothing is uploaded by that time, they will receive another reminder one month out and then again one week out.
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Candidates must choose a day that aligns with Emerging Scholars Days. Exceptions to this rule will only be approved in exceptional circumstances.
Once you decide an ESD for presentation, check with your supervisors to ensure that they can attend. You can enter the details into the GGRS reminder form. Do not worry that the form asks you enter a room and time of the day – you can leave that section blank. Please note that even if you notify the HDR Convenor or Deputy HDR Convenor (Milestone) of your preferred day, you will still receive an automated reminder from GGRS.
Principal Supervisor’s Role and Responsibilities Supervisors need to work with candidates to ensure they are adequately prepared for their confirmation seminar. Candidates should expect clear feedback from their supervisors regarding their draft document. The principal supervisor’s responsibilities include:
• ensuring the candidate’s confirmation document is approved by the supervision team and ready to submit at least four weeks before the seminar date
• identifying an appropriate independent assessor for the confirmation document. The assessor must be independent of the supervision team (i.e. have no current or recent research projects, current or recent research grants or recent publications with the nominated assessor)
• contacting the independent assessor directly to discuss willingness and availability to assess the document and attend the seminar
• explaining the Confirmation procedure to the independent assessor
• sending the independent assessor the confirmation document directly, as soon as it is ready for submission (to maximise the review time) (GGRS will do this officially, but do not wait on them)
• the HDR Student Centre will initiate a Service Request either (i) when the candidate submits their confirmation report or (ii) two weeks prior to the confirmation seminar date, whichever comes first. This will contain an Independent Assessor Nomination form to be completed by the Principal Supervisor. This will be sent to the HDR Convenor for recommendation and the AEL Dean Research for approval. Supervisors are strongly encouraged to provide a statement about the independence of the independent assessor and about potential Conflicts of Interest
• being a member of the assessment panel for the confirmation seminar
• liaising with the HDR Convenor to discuss Confirmation and to organise the Confirmation seminar date and location (only if the presentation is not conducted on an ESD)
Please note that an independent assessor can be a member of the School, Griffith, or another university. No funds are available to assist with transport or as an honorarium. Once appointed, that person can no longer act as an Examiner for the final thesis.
There is a preference that the same person is Independent Assessor for both the Confirmation of Candidature and the TCRM.
The Process The Confirmation of Candidature seminar should take place within 12 months of commencement for full-time candidates (18 months for part-time candidates). It involves the candidate submitting a detailed report to the review panel and presenting a public presentation of their research plan and work completed to date. The review panel includes the HDR Convenor or delegate (acting as Chair), the principal supervisor/s, associate supervisor/s, and an independent assessor approved by the AEL Dean (Research).
The Confirmation of Candidature provides an opportunity to ensure that the candidate’s research is appropriate for a PhD and that the candidate is making satisfactory progress to date. The Confirmation seminar is a valuable opportunity for the candidate to obtain feedback on specific issues, while there is still time to incorporate recommended changes.
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Upon completion of the confirmation process, the review panel will make a recommendation to the AEL Dean (Research) regarding the continuation (or otherwise) of the candidacy.
Four weeks prior to the Confirmation Seminar Submission of the confirmation report is initiated by completing and submitting the Confirmation Statement online form via myGriffith > My Research > My Candidate Centre. This should take place no later than two weeks prior to the confirmation seminar date, though we strongly advise four weeks in case of any issues. In addition, the following documents are required:
• A Confirmation of Candidature Student Statement (available at myGriffith); • An electronic copy of the Confirmation Report – it must be provided in PDF format and as a single
file; • Evidence that ethical clearance has been applied for, if relevant; and • Date of the confirmation seminar.
The Confirmation Report The Confirmation Report should provide the review panel with sufficient information so that they are able to judge the extent to which:
• The candidate has been making satisfactory progress;
• There is a solid conceptual foundation to the research;
• The research methods are appropriate for answering the research questions/testing the research hypotheses;
• The research plan is feasible and ensures timely completion;
• The proposed research is sufficient to warrant the award of a PhD; and
• Adequate resources are available for conducting the research as proposed (and contingency plans exist should funding be unsuccessful).
Contents of the Confirmation Report The structure and length of confirmation reports will vary depending on the nature of the research being undertaken. The primary purpose of the Report is to capture the development of the candidate’s research project, and should be prepared with this in mind. All reports should contain the following:
1) Title Page
• Candidate name and number
• Title of thesis
• Date of confirmation seminar
• Supervisors
2) Background and Literature Review
This section should provide a statement of the problem or issue that is being investigated and its significance. It should summarise the current state of research in this area, identifying gaps in the knowledge and thereby developing a logical argument for the research to be conducted.
This section should demonstrate that the candidate has a sound grasp of the relevant literature and an ability to summarise and synthesise the literature into a succinct integrated overview. It should also indicate how the proposed research project builds on previously published work in the field.
3) Aims
This section should describe the specific aims and significance of the research. The hypotheses or research questions should be clearly stated.
4) Research Methodology
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Candidates are expected to have a solid plan of their research methodology and methods. As appropriate to the discipline, this might include information such as proposed recruitment methods, sampling framework, sample size, principal measurement tools, identified archives, or literary sample.
Candidates should clearly indicate the work that has already been completed, is currently underway, and is yet to be completed.
5) Research Timeline
The timeline should cover the whole program, including the work that has already been completed. It should include time allocations for:
• Data collection;
• Any workshops or training to be undertaken;
• Schedule of any major presentations, conference attendance, milestones etc;
• Data analysis; and
• Writing of literature reviews, papers for publications and the final thesis.
6) Ethics Statement
A statement of what ethics approval has been sought. Copies of approvals obtained should be appended to the document.
7) Proposed Budget
A statement about how candidates intend to spend their School funding ($4500 for each PhD candidate with a start-date in 2016 onwards) is a requirement. This should include itemisation of proposed project activities (eg. data collection, training, travel) along with justification, and cost estimates for these activities.
The School recommends that candidates discuss the possible requirement of professional editing assistance significantly in advance of the final preparation for submission. If required, approximately $1500 from the total budget should be set aside for this purpose.
8) References
Provide a list of references that have been cited in the confirmation report. This is not a bibliography and should only contain those references that are actually cited.
9) Appendices
Candidates may append a variety of additional information that will help the review panel to understand and evaluate the quality of the research being undertaken. If that candidate has completed pilot research, for example, a summary of the data collections and/or results could be appended. Please keep appendices to a minimum.
10) Creative Component Candidates whose work includes a creative component should include sample content that reflects the anticipated format and style. It is recognised to be a work-in-progress at this stage of the candidature.
Length of Confirmation Report The expected length of the Confirmation Report should be approximately 10,000 words (excluding tables, figures, reference list or creative component).
Style and Layout of Confirmation Report • Size of text in main body of the thesis should be no less than 11 point • The lines of text should be 1.5 or double spacing • Each page should have margins of at least 3cm and a top and bottom margin of at least 2cm • Pages should be numbered sequentially
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• A consistent citation style should be used throughout the report, with the full set of references to appear at the end of the report.
The Confirmation Seminar The candidate will present an overview of their research during an ESD (lasting no more or less than 30 minutes) as part of the Confirmation of Candidature process. The presentation should provide a succinct, coherent overview of the main sections covered in the confirmation report.
The Confirmation Seminar is an opportunity for the candidate to raise matters that may be troubling them in their research and ask for feedback on specific issues. Following the presentation, time will be allocated for questions from the independent assessor and audience. The aim is not to ‘pick holes’ in the research, but to ensure that the project is as strong as it can possibly be.
An independent assessor will not be permitted to subsequently act as an examiner for the submitted thesis.
What happens next? Following the oral presentation, the review panel will meet to discuss their recommendations regarding the candidate’s confirmation, and to identify any feedback to be provided to the candidate. The candidate will meet with the HDR Convenor or delegate to discuss their progress. The HDR Convenor will relay the panel’s recommendations and clarify and issues or questions about the research.
The panel’s recommendations are then sent to the AEL Dean (Research) who will determine that:
a) Candidature and supervision arrangements are confirmed; or
On receipt of an unsatisfactory recommendation from the review panel that:
b) The Confirmation of Candidature is postponed for no more than 6 months to allow the candidate to resubmit a revised confirmation report and/or present a second oral presentation;
c) The candidate is offered the opportunity to be admitted as a candidate of a masters degree; or d) Candidature is terminated.
Questions?
If you have any further questions or concerns relating to the requirements of the Confirmation of Candidature, please contact
• Dr Robert Mason, HDR Convenor, ext 58521, [email protected]; • Dr Minglin Li, Deputy HDR Convenor (Milestone), ext. 540871, [email protected]; or • Your Principal Supervisor.
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Annual Review of Progress The Annual Review of Progress is a method of monitoring HDR progress and is an important means by which any problems concerning candidature can be identified.
Who? All HDRs enrolled in HDR programs are required to submit an Annual Review of Progress Report on the anniversary of their start date only if they have not completed any of the other milestones during the year.
The report is to be completed by both HDRs and their supervisor/s in consultation and with honesty. Monitoring HDRs’ progress is an ongoing process with the responsibility resting with the HDRs’ supervisor/s.
Rationale The Annual Review of Progress is an opportunity for HDRs and their supervisor/s to:
• Discuss performance and progress; • Identify, address and resolve issues; • Comment on the timeline for completion; and • Check and update if necessary the details regarding enrolment status, thesis title, supervision and
scholarship details.
Forms for the Annual Progress Report can be found in myGriffith > my Research > my Candidate Centre.
Timing and Procedure The reporting year is July to June inclusive, and reports are due on the anniversary of a candidate’s commencement.
Both the HDR and supervisor/s are entitled to read each other’s comments and both are required to approve the report before submission.
Once completed this form is submitted electronically in Candidate Centre through myGriffith > myResearch > myCandidate Centre. The HDR Student Centre sends it to the HDR Convenor for approval via the Worklist.
What happens next? You will not be notified if your progress is considered to be satisfactory. If you are a scholarship recipient, your stipend payments will continue automatically.
Only if your progress is considered unsatisfactory will you be contacted by the Dean (Research) of the AEL Group or the Griffith Graduate Research School. If you are a scholarship recipient, your scholarship may be suspended until the matters in question are addressed.
Questions? If you have any further questions or concerns relating to the requirements of the Annual Review of Progress, please contact Dr Robert Mason, HDR Convenor, ext 58521 [email protected], or your Principal Supervisor.
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Thesis and Candidature Review Milestone Candidates admitted to candidature from 1 January 2017 are required to complete the Thesis and Candidature Review Milestone. Candidates admitted prior to this date have the option of completing a Mid-Candidature Milestone if they wish, but we strongly advise candidates to choose the Thesis and Candidature Review Milestone instead.
Rationale The Thesis and Candidature Review Milestone is designed to:
• Review and facilitate candidates’ satisfactory progress towards a timely completion; • Review progress by candidates toward fulfilling the University expectation of generating at least one
research output by the point of completion (either publication or creative arts equivalent); • Identify and provide recommendations to resolve any difficulties in relation to the thesis project or its
timely completion.
When The milestone must be completed within the period 2.5 yrs – 3yrs EFT for PhD candidates and by 1.5 yrs EFT for MPhil candidates. Master of Arts Research candidates are not required to complete this milestone. Candidates can view their milestone requirements and due dates via myGriffith, My Research.
The Thesis and Candidature Review Milestone should be completed no later than six months prior to the intended thesis submission date for doctoral candidates, and three months prior for MPhil candidates.
Requirements & Procedure At least two weeks prior to the TCRM seminar, the candidate will upload the following documents via the MyGriffith site:
• Candidate statement pro forma • Detailed State of Progress Chart; • Detailed Completion Plan; • Brief Project Summary
The TCRM seminar will occur on an ESD, and will include:
• A presentation by the candidate (of no fewer than 20 minutes and no more than 30 minutes) covering the principal findings and contribution of the project, followed by questions and discussion;
• A meeting of the candidate and the Review Panel (the Panel consisting of the supervisory team, an independent assessor, who may or may not be the same for Confirmation, and the HDR Convenor);
• This meeting will offer immediate feedback to the candidate with respect to: o whether the research is on track for submission within the established timeframe; o whether the Panel has any concerns regarding the research completed to date and
recommendations to address these concerns; • This meeting may also offer, if needed, a plan of remedial action for the candidate. This plan of
remedial action, consisting of required or recommended amendments to the research, will be outlined in the post-Seminar Panel meeting, and further detailed in writing subsequent to the Seminar.
• Thesis and Candidature Review Panel: The seminar will be assessed by the Thesis and Candidature Review Panel. The panel will consist of the HDR Convenor or delegate (acting as Chair), principal and associate supervisors, and an independent assessor.
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An independent assessor can be a member of the School, Griffith, or another university. No funds are available for assessor’s travel or an honorarium. An assessor will not be permitted to subsequently act as an examiner for the submitted thesis. Where possible, the Confirmation of Candidature independent assessor will be appointed as the Thesis and Candidature Review independent assessor.
The HDR Convenor or delegate will provide the panel’s feedback to the candidate immediately following the seminar. The Chair of the panel will complete a report summarising the feedback provided by the panel (refer to outcomes section below).
• Both staff and candidates have defined roles and responsibilities throughout the Thesis and Candidature Review process. o Information on the roles, responsibilities and expectations of University staff involved in the Thesis
and Candidature Review process can be viewed here.
Contents of the TCRM Project Summary The project summary should be no longer than four pages. Its format may vary according to disciplinary conventions. As an approximate guide, however, it should:
• provide a short abstract for the thesis; • include an overview of the research key findings or results; • situate the thesis in its disciplinary context; • provide an overview of the thesis structure, with a brief statement on the key content of each chapter; • explain progress made towards the completion of a published output (or equivalent for creative
works); • affirm that ethical clearance was obtained (if appropriate); • highlight any likely impediment to a timely submission.
What happens next? As chair of the TCRM committee, the HDR Convenor or delegate will complete the ‘HDR Convenor Assessment and Recommendation’ form, commenting on:
• the readiness of the research for submission; • the appropriateness of the research timeline; • the status of research outputs arising from the project; • support or otherwise for extension of scholarship tenure;
The milestone report will be considered by the AEL Dean (Research). The AEL Dean (Research) will approve, or otherwise, any remedial action as recommended in the report, including approval of an ‘under review’ status. The milestone will be assessed as ‘completed’, with a copy of the milestone report provided to the candidate. After the TCRM, the milestone report will be flagged as ‘completed’, with a copy of the full report subsequently provided to the candidate.
What if an unsatisfactory report is given? Remedial action may be recommended for the candidate and this will be detailed in a separate document, uploaded as part of the TCRM report for the AEL Dean-Research and Dean-GGRS, and provided to the candidate. The HDR Convenor may also recommend, at this point, that the candidate be placed ‘Under Review’. Please refer to https://www.griffith.edu.au/higher-degrees-research/current-research-students/candidature/requirements/under-review-status for further information on the “Under Review” status.
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This status is a supportive measure to benefit the candidate by formulating a plan of action to overcome any issues that may be impeding progress towards thesis submission. It is not punitive.
What if an extension is needed? Significant extensions to the milestone due date will not be considered unless the circumstances are exceptional. Requests to extend the due date by more than a few weeks will require the approval of the Dean, GGRS on the recommendation of the AEL Dean (Research) and principal supervisor. Applications can be made via myGriffith > My Research > My Candidate Centre. Candidates who do not complete their Thesis and Candidature Review Seminar by the due date will be placed under review. An application for award of a Completion Assistance Postgraduate Research Scholarship (CAPRS) cannot be considered until the Thesis and Candidature Review Milestone is completed. Completion of the Thesis and Candidature Review Milestone will also inform the support, or otherwise, for an extension to a candidate’s scholarship tenure. Where the milestone has not yet been completed or finalised, the application to extend the scholarship tenure must include advice concerning the milestone status and planned completion date. A candidate will not be permitted to submit their thesis for examination until the Thesis and Candidature Review Milestone is completed. Questions? Please refer to the following policies and guidelines around the Thesis and Candidature Review milestone: https://www.griffith.edu.au/higher-degrees-research/current-research-students/candidature/requirements/thesis-review https://www.griffith.edu.au/higher-degrees-research/current-research-students/candidature/requirements/thesis-review/roles-and-responsibilities If you have any further questions or concerns, please contact Dr Robert Mason, HDR Convenor, ext 58521, [email protected], or your Principal Supervisor.
Supervision A brief statement has been developed of the expectations in HLSS with regards to HDR supervision
(see the Minimum Standards for PhD Supervision Guidelines appendix).
Selecting an appropriate supervision team is critical for the successful and timely completion of your candidature. A postgraduate research degree is a big commitment and as such it is important that HDRs and supervisors have a comfortable working relationship and have clear expectations of each other.
Each HDR is required to have no fewer than two staff members as supervisors, at least one of whom will be designated principal supervisor. Additional supervisors will be designated joint or associate supervisors. Additional supervisors may also be appointed from within or outside the University.
The Code of Practice for the Supervision of Higher Degree Research HDRs is designed to make this process simpler for HDRs and supervisors.
http://policies.griffith.edu.au/pdf/Code%20of%20Practice%20for%20the%20Supervision%20of%20HDR%20Candidates.pdf
The Code details the responsibilities of those involved and gives advice on the standards of support that HDRs can expect to receive, as well as information on:
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• physical facilities, financial and other resources; • ethical clearance procedures; • supervisor accreditation; • candidate’s progress; • the role of the HDR Convenor; and • managing the supervisory relationship.
It is the candidate’s responsibility to communicate any issues or problems being experienced to supervisors. If conflict arises between the candidate and supervisor(s) that cannot be resolved through direct communication, feel free to contact the HDR Convenor.
Standards of Academic Conduct HDR candidates are expected to undertake their program in accordance with accepted standards of academic conduct. Early in the research program HDRs should discuss any issues relating to good research practice with their supervisors (for example, intellectual property, ethics, authorship, confidentiality). Any issues requiring clarification should be discussed with the HDR Convenor, or Dean (Research). Any form of academic conduct that is contrary to these standards is regarded as academic misconduct. For more information, see the relevant policies, guidelines and resources. Student Charter The Student Charter helps you to be your best by stating what you can expect as a Griffith Student and what the University expects of you. It is also the key to finding out what you need to know as a Griffith student by giving you direct access to student policies and support systems. Code for the Responsible Conduct of Research The Griffith University Code for the Responsible Conduct of Research is based on the Australian Code for the Responsible Conduct of Research, developed by the National Health and Medical Research Council, the Australian Research Council, and Universities Australia, and issued by them in 2007. The Griffith University Code for the Responsible Conduct of Research applies to any person or organisation conducting research under the auspices of Griffith University, including staff members, HDRs, visiting appointments and contractors. Research under the auspices of Griffith University has a very broad scope. Without limiting its meaning, it includes funded and unfunded research, research that has no need of ethical clearance, and research conducted by general staff. Higher Degree Research Policy This policy prescribes the general conditions for the award of Doctor of Philosophy (PhD), Master of Philosophy (MPhil), and Master of Arts Research (MA Res). Research Ethics The Office for Research is responsible for the administration of the University's human and animal ethics systems. HDRs are expected to pursue their research in accordance with the University's policies relating to experimentation on human and animal subjects, which are based on standards prescribed by the National Health and Medical Research Council. Policy on Academic Misconduct – Higher Degree Research HDRs HDRs must conduct their studies at the University honestly, ethically and in accordance with accepted standards of academic conduct. Any form of academic conduct which is contrary to these standards is academic misconduct, for which the University may penalise a HDR.
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Grievance Procedures https://www2.griffith.edu.au/about-griffith/corporate-governance/complaints-and-grievances The Policy and Procedure for Student Reviews and Appeals provides the mechanism for resolving problems when a student considers that a decision of the University or one of its staff or a situation experienced by the student is not in accordance with the expectations set down in the Student Charter or the University's rules and policies
What You Need to Plan for During Your Candidature
Planning for Publications Under the Higher Degree Research Policy HDRs admitted to candidature from 1 January 2011 are expected to have at least one peer reviewed output accepted for publication during their candidature.
Inclusion of Papers (published, submitted or in prep) within the Thesis If your thesis will be comprised of published papers or papers submitted or prepared for publication, please see the most recent guidelines for the inclusion of papers within the thesis: https://www.griffith.edu.au/higher-degrees-research/current-research-students/thesis/preparation/inclusion-of-papers-within-the-thesis
Planning Conference Travel You are encouraged to attend at least one conference and present an accepted paper or a paper in the final stages of preparation. HDRs benefit significantly by attending a reputable conference as it gives you the opportunity to present key findings from your research and network with colleagues. You should discuss possible conference attendance with your supervisors, who can give you advice on how to select the best option possible. Financial support to attend a conference is available through the GCSCR and any other research institutes that HDR candidates are affiliated with. Funding is also available through GGRS: https://www.griffith.edu.au/griffith-graduate-research-school/research-scholarships/travel-grant-scholarship/_nocache
Whom Should I Contact for Advice? The first person you should speak to if you are having any problems relating to your candidature is your Supervisor. Other important contacts include:
HDR Convenor Dr Robert Mason Email: [email protected]
HDR Advocate The AEL HDR Advocate is a neutral person who will listen, provide information, offer options, seek explanations, make referrals, and provide informal advice regarding rights and responsibilities involving HDR candidature.
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More information including contact details can be found on the Griffith University website: https://intranet.secure.griffith.edu.au/research/griffith-graduate-research-school/resources/resolving-problems
Higher Degree Research Student Centre For any enquiries relating to admission, candidature, scholarships, and thesis examinations, please contact the Higher Degree Research Student Centre.
General Enquiries Phone Freecall within Australia: 1800 303 603 Telephone: +61 7 3735 3817
Information and Forms Information on all aspects of postgraduate research administration is available via the Candidate Centre. To access this, log into myGriffith and choose 'My research'. A link to the Candidate Centre is available below your milestones. The following page explains how to use, fill in and submit the various forms used by Griffith University. https://intranet.secure.griffith.edu.au/research/griffith-graduate-research-school/resources/forms-and-self-help
HLSS HDR Funding Policy
Baseline Funding HLSS provides financial support of up to $4,500 for all enrolled HDRs (pro-rated for MPhil and MAR). These funds are intended for expenses such as conference attendance, research collection, specialised computer programs, scholarly texts, etc. The funding is expected to last the duration of your candidature and as such there is an expectation that you, in consultation with your supervisor, will plan the expenditure of the funding to ensure maximum benefit. Please note: once funding is exhausted there is no guarantee additional funding will be available later in the candidature.
What is the process for accessing funding in HLSS? Applications for funding must be done in advance of the money being spent. Note: You should email the School Administration Support Officer to access the Application for Accessing Research Allowance form. ➢ Prior to your Confirmation of Candidature you can submit requests to spend under $600 (pro-rated for
MPhil and MAR candidates). This amount will be deducted from your total of $4,500 (pro-rated for MPhil and MAR candidates)
➢ Following your Confirmation of Candidature you can request the remainder of your available funds. You must include a budget in your Confirmation of Candidature.
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ACCESSING YOUR HDR RESEARCH ALLOWANCE
What is the purpose of Accessing Funds?
RESEARCH: TRAVEL
RESEARCH: OTHER
RESEARCH: CONFERENCE SUPPORT
Complete the Application for Accessing Research Allowance Form (contact your campus Administrative Support Officer for this form)
DO NOT BOOK YOUR OWN FLIGHTS
Phone Corporate Travel
Management on 1300 115 846 advising of your travel
requirements. They will email you with 3 options. Please advise your
supervisor of your preferred option and attach the itinerary together with your completed
Application for Accessing Research Allowance form.
(Submit 3 weeks prior to Domestic
Travel and 6 weeks prior to international travel)
Provide Documentation on what you are spending your
allowance on and where it can be
purchased - eg. a quote.
DO NOT BOOK YOUR OWN ACCOMMODATION
Phone Corporate Travel
Management on 1300 115 846 advising of your accommodation
requirements. They will email you with 3 options. Please advise your
supervisor of your preferred option and attach the itinerary together with your completed
Application For Accessing Research Allowance form.
Information you will need to provide: - Name of Accommodation - Location - Check-in/Check-out Dates - Ideal Cost of Accommodation
***Please submit all necessary documentation 3 weeks prior for
Domestic Travel and 6 weeks prior for international travel***
Provide proof of approval from your supervisor and
attach it together with the Application for Accessing Research Allowance form.
(proof can be in the form of letter or email)
YOU CAN COMPLETE THE REGISTRATION YOURSELF ONCE
APPROVAL HAS BEEN GIVEN
Attach a copy of the Conference Registration form together with your completed Application for Accessing
Research Allowance form. Information you will need to provide:
- Name, location and dates of conference
- Events attending (half day, full day, dinners etc)
- Any dietary requirements
- Conference timetable (if possible)
**Once approved, students can register for a conference themselves using their own
personal funds and then process a reimbursement request through Griffith’s financial system Concur within 90 days of
payment.**
Submit the Application for Accessing Research Allowance form and ALL supporting documentation to your supervisor
electronically for processing.
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Changes to my Candidature A range of forms are available for HDRs from the Candidate Centre. To access this, log into myGriffith and choose 'My research'. A link to the Candidate Centre is available below your milestones. The broad categories of form available include:
• Variations to Candidature (change of supervisor, change thesis topic, full time to part time, etc.)
• Report requirements (ECM, MCM or Thesis and Candidature Review Milestone, progress reports, confirmation)
• Change to Program of enrolment (change to MPhil) • Thesis submission (intent to submit, lodgement)
If submitting the Change of Supervisory Team form, please ensure your supervisors have completed their section prior to upload. Please do not email forms directly to the HDR Convenor for approval. They must be uploaded in your Candidate Centre, from where they will flow to the HDR Convenor directly.
Getting Involved All full-time internal research higher degree HDRs are strongly encouraged to attend research seminars, Emerging Scholars Days and research workshops in their discipline area or across a wider research spectrum.
Workshops and Training Programs Higher degree research education workshops are catered to HDRs who are commencing, preparing for confirmation, in the mid stages and nearing completion of their higher degree by research. http://www.griffith.edu.au/higher-degrees-research/news-events/training-events/workshops In addition, HLSS runs a series of workshops throughout the year. These include the
• The Postgraduate Symposium – held in November, this is an opportunity for HDR Candidates to present their research in a safe space that simulates a conference environment.
• The HDR Summer School – also held in November, this provides a series of workshops for candidates on useful topics ranging from ‘how to publish’ to ‘networking professionally’.
• A range of informal activities are organised by the HDR Representatives, in consultation with the Deputy HDR Convenor (Candidate Engagement and Professional Development).
Griffith Library Workshops can help with a range of research skills. They can be accessed via Library homepage: https://www.griffith.edu.au/library
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HDR Language Workshops: The Higher Degree Research Language workshops are for HDRs in postgraduate research and PhD programs. The workshops provide support with:
• Language skills in the thesis process • Improving structure and cohesion • Writing clearly and concisely
For details on when the next workshop will be held, visit EnglishHELP http://www.griffith.edu.au/international/englishhelp
Facilities and Support Research HDRs are enrolled in host elements i.e. Schools. Administrative support for HDRs is provided by the host element, research centres and the Griffith HDR Student Centre. However, your supervisors have the primary responsibility for guiding your research.
The following represents the University’s recommended minimum standard of resources, facilities and other support to be provided for full-time HDRs.
Physical facilities
• access to a desk in a secure shared area dedicated to HDRs • sole use of a standard lockable filing cabinet – part-time HDRs may be required to share a
filing cabinet • access to networked computer facilities • after-hours access to facilities (subject to security and health and safety considerations)
Other support
• access to any distinguished visitors, either in seminars or on an individual basis as appropriate • internal and local telephone access • reasonable internet download quota • use of University letterhead and postage costs on certification of supervisor of relevance to
research project • reasonable access to basic stationery
EnglishHELP – Higher Education Language Program EnglishHELP consultations provide one-on-one English language support for HDRs from non-English speaking backgrounds. It is a teaching service (not an editing service) that aims to cultivate student independence. For more information visit the EnglishHELP website http://www.griffith.edu.au/international/englishhelp
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Preparing your thesis for submission
Formatting your Thesis A high standard of preparation is required. A major consideration in the presentation of the thesis is the ease with which an examiner can undertake the task of examination. The following factors should be taken into consideration:
Length of Thesis Griffith University sets upper limits on the length of a high degree research thesis, not including bibliography or appendices:
• Doctor of Philosophy – 100,000 words • Master of Philosophy – 50,000 words • Master of Arts Research – 30,000 words
These upper limits may be exceeded only in exceptional cases where approval has been given by the Dean, GGRS on application from the HDR and with support of the Principal Supervisor and Dean (Research).
Text Sequence The front page of the thesis must contain the following information:
• The full title • The full name and academic qualifications of the candidate • The element (e.g. School of Humanities, Languages and Social Science) and group (e.g. Arts
Education and Law) in which the candidature was pursued, and the name of the university • The degree for which the thesis is submitted including the words, “Submitted in fulfilment of
the requirements of the degree of Doctor of Philosophy/Master of Philosophy/Master of Arts Research”
• The date (month and year) on which the thesis was submitted for examination The contents of the thesis must take the following order:
• A short synopsis or abstract of approximately 700 words (there may be disciplinary differences in the length and content of the abstract. Contact your supervisor and GGRS if you are unsure).
• A signed statement of originality (See an example in the Appendix): • A table of contents, a list of all diagrams and illustrations and a list of supplementary
material, if any. • A statement acknowledging the extent and nature of any assistance received in pursuit of the
research and preparation of the thesis, including editorial assistance etc. • Acknowledgement of published papers included in the thesis (only for HDRs submitting full
copies of published papers in chapters of the thesis) (See the appendix for examples). • The main text • Statement of contribution of co-authored published papers included in the thesis (only for
HDRs submitting full copies of co-authored papers in chapters of the thesis) (See the appendix for examples).
• Appendices (including confidential appendix where appropriate) • The bibliography
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Supplementary material, diagrams and tables • Small diagrams, photographic images and tables should be incorporated into the text • Full page diagrams should be inserted on a page immediately facing the text describing it
Language • It is expected the thesis will be written in English. • Gender inclusive language should be used whenever possible.
Editorial Assistance HDR candidates are permitted to use additional editors in preparing their thesis for submission but should discuss with their supervisor and provide the editor with a copy of the University’s editorial guidelines before they commence work. The purpose of these guidelines is to clarify the extent to which external paid assistance may be involved in the preparation of the final version of the thesis prior to submission for examination. Editorial assistance should be restricted to:
• Proofreading: detecting and correcting spelling, quotations, word usage, punctuation, references, heading hierarchies, formatting styles etc
• Identification and provision of advice, with corrections as exemplars only, in matters of structure, the conventions of grammar and syntax; use of clear language; logical connections between phrases, sentences, paragraphs and sections; voice and tone; and how to avoid ambiguity, repetition and verbosity.
Submission of Your Thesis for Examination A HDR candidate should normally be enrolled in a program at the time the thesis is submitted for examination. When you are close to submitting please refer to the GGRS Guidelines on Thesis Submission to ensure that all requirements for submission have been met: https://www.griffith.edu.au/higher-degrees-research/current-research-students/thesis/submission/submission-thesis Two months prior to the intended submission date, candidates are required to submit the Intention to Submit form. Candidates are also required to submit the Notice of Publication form. Both are submitted via myGriffith > my Research > my CandidateCentre. The thesis submission process is entirely electronic through the Thesis Submission Approval Form (via the Candidate Centre). Instructions can be found here: https://www.griffith.edu.au/higher-degrees-research/current-research-students/forms-for-hdr-students Please note that University policy is that candidature ends when the thesis is submitted. This also means your scholarship will cease to be paid.
Examination Criteria Examiners are asked to respond to the following questions about the quality of a thesis: Doctor of Philosophy
1. Does the thesis make an original and significant contribution to knowledge and understanding of the field of study?
2. Is the standard of literary presentation satisfactory?
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3. Is the methodology applied effective and appropriate for the topic and the degree? 4. Does the thesis reflect competence in the survey of literature? 5. Is the thesis suitable for publication as a book or in a learned journal in the form submitted or
with modifications? Master of Philosophy
1. Does the thesis contribute significantly or substantially to the knowledge of the topic? 2. Is the standard of literary presentation satisfactory? 3. Is the methodology applied effective and appropriate for the topic and the degree? 4. Does the thesis reflect competence in the survey of literature? 5. Is the thesis suitable for publication as a book or in a learned journal in the form submitted or
with modifications? Master of Arts Research
1. Does the thesis contribute substantially to the knowledge of the topic? 2. Is the standard of literary presentation satisfactory? 3. Is the methodology applied effective and appropriate for the topic and the degree? 4. Does the thesis reflect competence in the survey of literature? 5. Is the thesis suitable for publication as a book or in a learned journal in the form submitted or
with modifications?
Examination Procedure Examination of the thesis is coordinated by the Thesis Examination team within GGRS. HDR candidates may contact the Thesis Examination team with any queries regarding the examination process both before and during the examination process. Free call: 1800 303 603 (within Australia) Phone: +61 (0)7 3735 3817 Email: [email protected] University policy prohibits HDRs and supervisors from initiating contact with an examiner or the Chairperson of Examiners during the examination procedure. Such action could be interpreted as an attempt to improperly influence the process.
Appointment of Examiners Once an Intention to Submit has been raised by the candidate and has been approved, the principal supervisor with administrative responsibility will receive a Service Request to nominate thesis examiners and a chairperson of examiners. All principal supervisors have to recommend this via the Worklist. PhD – upon notification of intention to submit a PhD thesis, and after consultation with the Dean (Research) and the supervisor/s, the Dean GGRS will appoint three examiners, all of whom will be external to the University, and with an international reputation in their field. MPhil and MAR – upon notification of intention to submit a MPhil thesis, and after consultation with the Dean (Research) and the supervisor/s, the Dean GGRS will appoint three examiners, at least one of whom will be external to the University, with an international reputation in their field.
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Chairperson of Examiners – a staff member of the University will act as Chairperson of Examiners. Neither a candidate’s supervisor, nor any person acknowledged in the thesis as making a contribution to the work, may be appointed as an examiner or as Chairperson of Examiners. Supervisory teams should ensure that the examination panel appointments consist only of people who have not published with, held a grant with or worked closely with the candidate or any member of the supervision team in the five years preceding examination. The identity of members of the examination panel should be made known to the candidate only after the examination process has concluded.
Length of Examination The University aims to complete a thesis examination in three months, however the length of an examination is dependent on a number of factors:
• The submission on the Intent to Submit form is submitted 2 months prior to submission of the thesis, thereby ensuring timely nomination of examiners
• The time taken by examiners to examine the thesis • The extent of revisions the HDR is required to make and how long it takes for those revisions
to be made.
Examiner Outcome Recommendation Examiners are asked to choose a recommendation on the outcome of the examination from a range of options including:
1. the degree be awarded 2. the degree be awarded subject to minor amendments 3. additional work be undertaken, the thesis revised and resubmitted 4. the candidate be required to submit an oral or written defence of the thesis 5. the candidate be considered for a masters degree (where the original thesis was submitted for
a PhD) 6. the degree not be awarded.
When all examiners reports have been received by the Griffith Graduate School, copies are forwarded to the Chairperson of Examiners, the HDR and the principal supervisor. Where there is substantial disagreement between examiners on the merits of the work, the Dean, GGRS, may decide to:
• Conduct an oral or written examination • Appoint an additional examiner or • Appoint an adjunct examiner whose roles is to consider and report the research and review the
examiners reports or • A combination of the above options.
Resubmission of the Thesis A candidate who has been given the opportunity to resubmit the thesis for re-examination shall submit the revised thesis, a list of all amendments, and a statement indicating how the revised thesis responds to the points contained in the examiners’ reports, within 12 months after the decision allowing resubmission.
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Frequently Asked Questions
What is the “maximum submission date”? This is the date by which your thesis must be lodged to the Griffith Graduate Research School for examination. It may be possible to obtain an extension by submitting an Application for Extension to Maximum Submission form.
Can I take time off from my studies? Recreation Leave: All HDRs are encouraged to take their entitlement of recreation leave annually. Leave should be taken with the agreement of the principal supervisor and will need to be approved by the HDR Convenor. Leave should be applied for via myGriffith > my Research > my Candidate Centre. Full-time HDRs accrue 20 days/4 weeks recreation leave each year for the duration of their candidature. Part-time HDRs will accrue leave on a pro-rata basis. Recreation leave accruals will be deemed as taken annually. Sick Leave: The maximum period of sick leave available is three months for the entirety of the candidature. Sick leave may be granted for periods of more than 10 continuous working days on presentation of a medical certificate. Claims must be made within 30 days of the end of the period of illness via Leave should be applied for via myGriffith > my Research > my Candidate Centre. Sick leave is a temporary cessation of candidature, which results in an extension to the maximum submission date for the thesis by an equivalent period. Other Leave and More Information: for more information on Leave of Absence and Special Leave of Absence, parental leave and for further information pertaining to International HDRs and scholarship holders.
How much paid work can I undertake while enrolled full-time? When the candidature is full-time, it is expected that only a limited amount of time will be available for undertaking paid employment. A candidate in receipt of a scholarship is subject to additional restrictions on the amount of paid work allowable as described in the relevant scholarship guidelines.
Full-time and part-time scholarship holders are permitted to work no more than nine (9) hours a week between 9:00am - 5:00pm Monday to Friday.
Full-time candidates without scholarship are permitted to work no more than 15 hours a week between 9:00am – 5:00pm Monday to Friday.
What fees are associated with HDR studies? Australian citizens and permanent residents are exempt from tuition fees. This normally applies to the first four years of candidature for PhD, two years for MPhil and one year for Master of Arts Research (FTE). International HDRs will be required to pay fees.
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Appendix
HLSS - Minimum Standards for PhD Supervision Guidelines This is a statement of the expectations in the School of Humanities, Languages and Social Science with regards to PhD supervision. The purpose of this statement is to provide guidelines to HDRs and staff when establishing a supervisory team for a HDR. This statement is compliant with the University’s Higher Degree Research Policy.
Supervisory team All HDRs require at least two supervisors who are employed by, or are adjuncts of, Griffith University. For HDRs to be enrolled in the School, at least one supervisor must be employed by HLSS. At least one supervisor must be employed in a continuing position. Staff on contract (either in the School or Research Centres) can be supervisors of a HDR. However, there needs to be a reasonable expectation that the supervisory staff member will be present for the entire length of the candidature. Additional supervisors (including supervisors from outside the School, group or University) can be included on the supervisory team.
Accredited supervisors The university has a process for accrediting supervisors (Higher Degree Research Supervisor Accreditation Policy) creating two categories of supervisors, accredited and transitional. A Register of Accredited Supervisors has been established and is maintained by the Griffith Graduate Research School (GGRS). At least one member of the supervisory team must be an accredited supervisor and the Principal Supervisor must be an accredited supervisor for the PhD and MPhil programs. A transitional supervisor may be appointed as principal supervisor in the Master of Arts Research program.
Principal, Associate and Co-Principal supervisors Supervisors are appointed as Principal, Associate and co-Principal supervisors. All HDRs must have at least one accredited principal supervisor on the supervisory team. A principal supervisor is responsible for the administrative aspects of the candidature. The term ‘administrative supervisor’ refers to the supervisor who is tasked with responding to most workflow and administrative items regarding the candidature.
Load split Supervisory load will be agreed at the start of a candidature, or at the time that a Change of Supervisory Team form is submitted. This will be decided through a discussion with the HDR Convenor. Questions of expertise, the number of candidates supervised by a supervisor, resourcing, and overall workload will be considered.
Minimum supervision expectations • The expectation is that the HDR candidate will have regular meetings with all supervisors (acknowledging
that supervisors go on parental leave, long service leave and conference leave). If necessary, these meetings may be via teleconference.
• It is acknowledged that the need for supervisory meetings varies during the course of the candidature. However, the expectation is that these meetings will occur regularly in accordance with the needs of the HDR candidate.
• The organisation of supervisory meetings is a joint responsibility between the supervisors and the HDR candidate. Ideally, a clear agenda should be set for each meeting, and the HDR candidate should be advised as to what will be expected of them at each meeting.
• Supervisors should normally read and provide feedback on draft chapters within two weeks of the draft being provided to the supervisor unless otherwise agreed between the supervisors and the HDR candidate (however, this needs to be negotiated – especially when in the final stages of the thesis)
• All supervisors should to read and adhere to the Code of Practice for the Supervision of Higher Degree Research HDRs.
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Process for addressing concerns that have not been satisfactorily resolved between the HDR candidate and their supervisors. If problems arise in the supervision arrangements which have not been satisfactorily resolved between the HDR candidate and the supervisors, a HDR candidate or a supervisor should bring their concerns to the HDR Convenor (or, in the case of when the HDR Convenor is a supervisor, to the Head of School). If not satisfied with the resolution of their concerns through these normal channels, the HDR candidate or supervisor may also contact an AEL HDR Advocate who is an independent person who can provide information and informal advice on how to proceed.
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Statement of Originality
Statement of Originality This work has not previously been submitted for a degree or diploma in any university. To the best of my knowledge and belief, the thesis contains no material previously published or written by another person except where due reference is made in the thesis itself. (Signed)_____________________________ Name of Student
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All Papers Included are Sole Authored by the Student
ALL PAPERS INCLUDED ARE SOLE AUTHORED BY THE STUDENT
Acknowledgement of Published and Unpublished Papers included in this Thesis
Section 9.1 of the Griffith University Code for the Responsible Conduct of Research (“Criteria for Authorship”), in accordance with Section 5 of the Australian Code for the Responsible Conduct of Research, states:
To be named as an author, a researcher must have made a substantial scholarly contribution to the creative or scholarly work that constitutes the research output, and be able to take public responsibility for at least that part of the work they contributed. Attribution of authorship depends to some extent on the discipline and publisher policies, but in all cases, authorship must be based on substantial contributions in a combination of one or more of:
• conception and design of the research project
• analysis and interpretation of research data
• drafting or making significant parts of the creative or scholarly work or critically revising it so as to contribute significantly to the final output.
Section 9.3 of the Griffith University Code (“Responsibilities of Researchers”), in accordance with Section 5 of the Australian Code, states:
Researchers are expected to:
• Offer authorship to all people, including research trainees, who meet the criteria for authorship listed above, but only those people.
• accept or decline offers of authorship promptly in writing.
• Include in the list of authors only those who have accepted authorship
• Appoint one author to be the executive author to record authorship and manage correspondence about the work with the publisher and other interested parties.
• Acknowledge all those who have contributed to the research, facilities or materials but who do not qualify as authors, such as research assistants, technical staff, and advisors on cultural or community knowledge. Obtain written consent to name individuals.
Included in this thesis are papers in Chapters X, Y and Z for which I am the sole author. Appropriate acknowledgements of those who contributed to the research but did not qualify as authors are included in each - paper.
The bibliographic details (if published or accepted for publication)/status (if prepared or submitted for publication) for these papers are:
(Where a paper(s) has been published or accepted for publication, you must also include a statement regarding the copyright status of the paper(s).
Chapter X:
Chapter Y:
Chapter Z:
(Signed) _________________________________ (Date)______________
Name of Student
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(Countersigned) ___________________________ (Date)______________
Supervisor: Name of Supervisor
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The Papers Included are a Mix of Sole Authored and Co-Authored Papers
THE PAPERS INCLUDED ARE A MIX OF SOLE-AUTHORED AND CO-AUTHORED PAPERS
Acknowledgement of Published and Unpublished Papers Included in this Thesis
Section 9.1 of the Griffith University Code for the Responsible Conduct of Research (“Criteria for Authorship”), in accordance with Section 5 of the Australian Code for the Responsible Conduct of Research, states:
To be named as an author, a researcher must have made a substantial scholarly contribution to the creative or scholarly work that constitutes the research output, and be able to take public responsibility for at least that part of the work they contributed. Attribution of authorship depends to some extent on the discipline and publisher policies, but in all cases, authorship must be based on substantial contributions in a combination of one or more of:
• conception and design of the research project • analysis and interpretation of research data • drafting or making significant parts of the creative or scholarly work or critically revising it so as to
contribute significantly to the final output.
Section 9.3 of the Griffith University Code (“Responsibilities of Researchers”), in accordance with Section 5 of the Australian Code, states:
Researchers are expected to: • Offer authorship to all people, including research trainees, who meet the criteria for authorship listed
above, but only those people. • accept or decline offers of authorship promptly in writing. • Include in the list of authors only those who have accepted authorship • Appoint one author to be the executive author to record authorship and manage correspondence
about the work with the publisher and other interested parties. • Acknowledge all those who have contributed to the research, facilities or materials but who do not
qualify as authors, such as research assistants, technical staff, and advisors on cultural or community knowledge. Obtain written consent to name individuals.
Included in this thesis are papers in Chapters V and W for which I am the sole author.
The bibliographic details (if published or accepted for publication)/status (if prepared or submitted for publication) for these papers are:
(Where a paper(s) has been published or accepted for publication, you must also include a statement regarding the copyright status of the paper(s).
Chapter V:
Chapter W:
Additionally included in the thesis are papers in Chapters X, Y and Z which are co-authored with other researchers. My contribution to each co-authored paper is outlined at the front of the relevant chapter. The bibliographic details (if published or accepted for publication)/status (if prepared or submitted for publication) for these papers including all authors, are:
(Where a paper(s) has been published or accepted for publication, you must also include a statement regarding the copyright status of the paper(s).
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Chapter X:
Chapter Y:
Chapter Z:
Appropriate acknowledgements of those who contributed to the research but did not qualify as authors are included in each paper.
(Signed) _________________________________ (Date)______________ Name of Student
(Countersigned) ___________________________ (Date)______________ Supervisor: Name of Supervisor
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All Papers Included are Co-Authored
ALL PAPERS INCLUDED ARE CO-AUTHORED
Acknowledgement of Papers included in this Thesis
Section 9.1 of the Griffith University Code for the Responsible Conduct of Research (“Criteria for Authorship”), in accordance with Section 5 of the Australian Code for the Responsible Conduct of Research, states:
To be named as an author, a researcher must have made a substantial scholarly contribution to the creative or scholarly work that constitutes the research output, and be able to take public responsibility for at least that part of the work they contributed. Attribution of authorship depends to some extent on the discipline and publisher policies, but in all cases, authorship must be based on substantial contributions in a combination of one or more of:
• conception and design of the research project
• analysis and interpretation of research data
• drafting or making significant parts of the creative or scholarly work or critically revising it so as to contribute significantly to the final output.
Section 9.3 of the Griffith University Code (“Responsibilities of Researchers”), in accordance with Section 5 of the Australian Code, states:
Researchers are expected to:
• Offer authorship to all people, including research trainees, who meet the criteria for authorship listed above, but only those people.
• accept or decline offers of authorship promptly in writing.
• Include in the list of authors only those who have accepted authorship
• Appoint one author to be the executive author to record authorship and manage correspondence about the work with the publisher and other interested parties.
• Acknowledge all those who have contributed to the research, facilities or materials but who do not qualify as authors, such as research assistants, technical staff, and advisors on cultural or community knowledge. Obtain written consent to name individuals.
Included in this thesis are papers in Chapters X, Y and Z which are co-authored with other researchers. My contribution to each co-authored paper is outlined at the front of the relevant chapter. The bibliographic details (if published or accepted for publication)/status (if prepared or submitted for publication) for these papers including all authors, are:
(Where a paper(s) has been published or accepted for publication, you must also include a statement regarding the copyright status of the paper(s).
Chapter X:
Chapter Y:
Chapter Z:
Appropriate acknowledgements of those who contributed to the research but did not qualify as authors are included in each paper.
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(Signed) _________________________________ (Date)______________
Name of Student
(Countersigned) ___________________________ (Date)______________
Supervisor: Name of Supervisor
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