Higher Degree Research Candidature Policy

PURPOSE

This policy details Leaders Institute’s (LI) research training principles and processes that ensure Higher Degree Research (HDR) students can meet expected milestones to progress through the course.

SCOPE

All HDR students and supervisors

PRINCIPLES

LI ensures that HDR:

• admission offers are made only where there is an appropriate fit between the applicant, research environment, available resources, and supervision;
• supervisors and students understand LI’s relevant policies and procedures related to coursework units, professional research practice, ethics, and conduct;
• students understand their responsibilities for independent research performance;
• supervisors and students maintain Progress Reports at the end of each semester to address any issues that may arise;
• students demonstrate satisfactory progress through achieving research milestones;
• students who demonstrate unsatisfactory progress through milestones may face consequences, including conditional enrolment or a period of suspension or exclusion from a course as detailed in the Progression and Exclusion Policy;
• students are kept informed regarding their research progress through clear, timely information about any unsatisfactory progress;
• HDR students have the right to access the Complaints, Grievances, and Appeals Policy.

DEFINITIONS

Candidature: duration of enrolment in a HDR course.

Confirmation of Candidature: milestone within the first 12 months of full time equivalent (FTE) candidature to determine whether the research project indicates a strong likelihood of completion within the duration of candidature after the commencement of the research component. This may be extended only with special permission from the HDR Program Director.

Higher Degree Research: studies for a Doctorate (AQF Level 10) or Master of Research (AQF level 9).

Live: student and supervisors meeting in real-time on campus or via Teams.

Research Training: HDR course that leads to the acquisition of advanced skills, techniques, and knowledge in the research field and appropriate methodologies.

Supervisor: person appointed to assume accountability for guiding the HDR student to completion of the course.

ADMISSION

Admission into LI’s HDR courses is based on:

• meeting the admission criteria;
• availability of appropriate supervision team and resources required to support successful completion of the course;
• alignment to LI’s areas of research expertise.

External Transfer

The HDR Program Director is authorised to permit an applicant who has completed a period of HDR candidature in another higher education institution to count the whole or any part of the period of this enrolment, as a period completed in a HDR course at the same level as at LI, provided that the:

• the period of research was carried out under supervision in accordance with required ethics legislation;
• research is directly related to the student’s proposed course at LI;
• HDR student has formally withdrawn from enrolment at the other institution for which the previous tenure is applicable.

The HDR Program Director considers applications for transfer of candidature from another higher education institute on a case-by-case basis considering the eligibility criteria and all relevant factors for admission.

RESOURCES FOR HDR STUDENTS

LI provides the following support for HDR students:

HDR Stipend

To ensure equity of experience, LI provides an annual HDR stipend to all HDR students. HDR stipends may include, but are not limited to:

• software licensing;
• additional library membership for specified research libraries;
• field work;
• mandatory work health and safety awareness and training;
• presenting a paper at an academic conference;
• professional development seminars and training to develop skills in independent and responsible research, as well as broader transferable skills for academic and non-academic careers;
• professional editing.

Uses of the HDR stipends must be approved by the HDR Program Director and are subject to budgetary constraints. HDR students can apply for funding to support research, including but not limited to, presenting a paper at an academic conference, training required for research, or professional editing.

Allocation of Office Space

LI provides HDR students access to office space and facilities.

Allocation of Library Resources

The LI global online library has funding allocated specifically to purchase digital resources required by HDR students, providing that the resource can benefit all students. Acquisition requests are made directly to the LI Librarian and LI owns the purchased resource.

COURSE DURATION

The duration of LI’s doctorate degree is a maximum of four years for a full-time enrolment (or eight years for part-time) unless with approved extension by the HDR Program Director. HDR students will develop the capacity to conduct research independently at a high level of originality and quality and will make an original contribution to knowledge in their chosen field. LI’s Graduate Certificate in Research is an exit only award.

TIMELINES

LI’s progression timelines are listed below, although they will vary for part-time HDR students or HDR students who have taken an interruption.

 

 

MILESTONES

HDR student progress is measured through successful completion of various formative and summative milestones, including:

1. Coursework Units

Core coursework units are graded according to LI’s Student Assessment and Workload Policy.

2. Supervision Meetings

HDR students are expected to attend weekly supervision meetings (on campus or live via Teams) where their supervisors can provide ongoing structured advice, mentoring, and feedback.

It is the responsibility of HDR students to:

• attend weekly supervision meetings, contributing in a constructive and positive way;
• review and sign the Supervision Report as a record of supervision meetings;
• advise their supervisors of any potential delays in course progress.

It is the responsibility of the principal supervisor to:

• read any submitted material by the student ahead of scheduled supervision meetings;
• discuss any issues raised by the student in a constructive and positive way;
• record the outcomes of the supervision meeting on the Supervision Report;
• review and sign the Supervision Report as a record of the supervision meeting;
• discuss any potential risk to the student’s progress with the HDR Program Director.

3. End of Semester Progress Reports

HDR students and their supervisors are required to submit an End of Semester Progress Report for the HDR Program Director. This report should be signed by the HDR student and supervisors. This provides an opportunity to:

• assess if the research project is viable and appropriate for the course;

• confirm supervision arrangements;
• assess whether the HDR student’s progress is satisfactory, and the project is on track for completion within the required timeframe;
• identify if additional resources or training are required by the HDR student;
• ensure the HDR student’s skills are developing appropriately;
• ensure that the HDR student receives constructive written feedback by supervisors.

4. Confirmation of Candidature

Confirmation of Candidature occurs only after all core coursework units are complete. It involves an oral presentation of the HDR student’s research progress to LI’s Confirmation of Candidature Panel. Successful confirmation of candidature ensures that the HDR student:

• can clearly justify the research proposal;
• demonstrates appropriate progress, training and professional skills;
• receives formative advice about the methodology and feasibility of the research;
• has adequate resources available to complete the research within the recommended timeframe;
• has the appropriate advisory team composition; and
• understands the requirements for progress and completion.

The principal supervisor must ensure that all compliance requirements (e.g. induction, relevant training, etc.) have been undertaken prior to the confirmation milestone. Application to LI’s partner external Human Research Ethics Committee should take place after confirmation of the proposal. Until ethical clearance is obtained, there should be no form of contact with research participants, including recruitment and any data collection from human research subjects. Refer to the Research Ethics Policy.

5. Research Review and Presentation

Half-way through candidature (e.g. 1.5 years FTE), the HDR student submits a Research Review to the HDR Program Director, including: table of contents; completed/draft chapters; research integrity check (via Turnitin); personal reflection on appropriate use of generative Artificial Intelligence; and what still needs to be achieved within the allocated timeframe of submission.

The HDR student also presents their findings at the LI Research Forum as an opportunity to receive feedback from academic staff and students. The HDR Program Director and at least one representative of Research and Scholarship Committee attend the presentation to:

• ensure the research is on track for completion within the required timeframe;
• provide feedback on the scope, originality, and quality of the research;
• assess whether professional skills are developing appropriately;
• assess whether resources, including supervision and facilities, are satisfactory;
• identify any problems or challenges to address and resolve;
• determine whether the candidature should continue;

• ensure advanced engagement with literature and knowledge of relevant research methods.

6. Intention to Submit

Students are required to notify the HDR Program Director of their intention to submit their final thesis/portfolio a minimum of two months in advance. This allows adequate time for examiners to be identified and contacted. Students must afford their supervisors the opportunity to review the full draft before submission. Once approved to submit by the principal supervisor, the student may complete and submit the Intention to Submit Form to: hdr@leaders.edu.au

7. Examination

HDR examination processes are detailed in the Higher Degree Research Examination Policy.

PROCEDURES

MILESTONE EXTENSIONS

HDR students may request an extension to a milestone due date for reasons directly related to the research (such as a major change in direction of the project) or other reasons beyond their control. Maximum extensions include:

• three months full-time (six months part-time) for Master of Research students; or
• six months full-time (one year part-time) for Doctorate students.

Milestone extensions must be approved by the HDR Program Director.

CHANGE OF COURSE ENROLMENT

A HDR student may withdraw voluntarily from a HDR course at any time. This should be discussed with the supervisory team and/or the HDR Program Director to ensure all possible alternatives have been considered.

In discussion with their supervisory team and the HDR Program Director, a Doctor of Business Administration student may apply to transfer to the Master of Research at any time prior to the submission of the doctoral thesis/portfolio for examination. A student who has submitted their doctoral thesis/portfolio for examination cannot apply to downgrade.

In applying to transfer from the Doctor of Business Administration to the Master of Research, a student must demonstrate that their research meets the requirements of the Master of Research and provide a rationale for the downgrade. If the HDR Program Director approves the request to downgrade, the commencement date of candidature is backdated by a period equal to that part of the applicant’s candidature for the Doctor of Business Administration. A student not approved to downgrade must either remain in the doctoral program or withdraw from the course. The student has the right to appeal the decision.

Any change to a course enrolment should adhere to the Change to Course or Unit Enrolment Policy, including any effects on an international student’s visa.

CONFIRMATION OF CANDIDATURE PROCEDURE

The Confirmation of Candidature Panel includes:

• HDR Program Director (Chair);
• at least two other research active LI academic staff from a relevant field of research;
• an external expert in the field nominated by the principal supervisor.

The student’s respective supervisors may attend the Confirmation of Candidature presentation. However, only the Confirmation of Candidature Panel decides the result.

Confirmation of Candidature includes the following:

• Chair of the Confirmation of Candidature Panel appoints Panel members. The HDR student must submit LI’s Confirmation of Candidature Proposal Form signed by the principal supervisor to the Chair of the Confirmation of Candidature Panel at least six (6) weeks before the Confirmation of Candidature to verify that it is prepared in accord with the HDR Confirmation Proposal Guide.
• Once verified, the Chair distributes the proposal to Panel members at least 10 working days before the Panel convenes.
• An oral presentation is delivered by the HDR student to a Confirmation of Candidature Panel which is an opportunity for the student to demonstrate a contribution to advancing knowledge in the field, justify methodological processes, and provide a summary of progress to date. This is followed by a discussion with the HDR student about their proposal.
• The Confirmation of Candidature Panel recommends that this proposal:
  • is accepted, with only minor edits required;
  • requires major edits, with an extension of the due date (of three months FTE) for achieving candidature if the Panel deems the proposal to be developed appropriately but not yet ready for confirmation of candidature;
  • is not accepted and a new Confirmation of Candidature process is required. After two attempts the student will be liable for termination of candidature. The Panel may also suggest that the student transfer to another course.

The Chair of the Confirmation of Candidature Panel notifies the supervisors of the outcome, including written feedback for the supervisors and student.

EXTENSION OF CANDIDATURE

A student who has not completed the research project for examination in the expected duration must submit an Extension of Candidature Form signed by their principal supervisor. It must include reasons for the request, along with documented evidence. This form is reviewed for approval by the HDR Program Director who includes a stipulated extension period. Unsuccessful requests must apply for re-admission into the course. For students who re-apply, the period of candidature is determined by the HDR Program Director. LI enrolment fees apply for re-admission.

LEAVE OF ABSENCE

Any leave of absence request must adhere to the Change of Course or Unit Enrolment Policy. HDR students who have utilised the full extent of their FTE candidature period are not normally eligible to apply for a leave of absence.

APPEALS

For appeals, students should follow the Complaints, Grievances, and Appeals Policy.

INTERVENTION

Research progress of a HDR student is demonstrated through achieving milestones throughout the course. The principal supervisor monitors, assesses, and records the HDR student’s progress during weekly supervision meetings and End of Semester Progress Reports. Outcomes are either satisfactory (milestone is completed) or unsatisfactory (milestone not completed).

Research Progress Review

If research progress is deemed unsatisfactory by supervisors in an End of Semester Progress Report, the HDR student will be notified, via email, by the HDR Program Director within five (5) working days of submitting the End of Semester Progress Report. This will detail concerns raised and notify the HDR student of a compulsory Research Progress Review meeting (on campus or live via video conferencing). The purpose of the Research Progress Review meeting is to:

• ensure the HDR student understands reasons for the review;
• develop a Research Progress Plan for the next three (3) months (FTE);
• review the supervisory arrangements;
• review of the HDR student’s circumstances;
• refer to counselling if required;
• refer to English language and/or research skills training if required.
• advise the HDR student that their enrolment may be impacted if they do not fulfil the Research Progress Plan;
• advise international students, where relevant, possible contravention of visa conditions if they do not meet academic standards;
• provide specific consideration to First Nations Peoples students, where relevant, to support them to progress and complete their course.

The Program Director records the meeting details in the Research Progress Plan which is signed by the HDR student and HDR Program Director and stored in the secure and confidential student’s file.

At the end of three (3) months, the HDR student’s progress is reviewed again by the HDR Program Director to ascertain whether the intervention has been successful. HDR students whose intervention has been successful are allowed to progress in their candidature.

Failure to Make Progress

If a HDR student still fails to meet agreed milestones in the Research Progress Plan, the HDR Program Director will request that the HDR student provide a written statement within 20 working days outlining reasons why they should be permitted to continue enrolment in the course.

The HDR Program Director considers the written statement and may:

1. terminate the HDR student’s enrolment; or
2. permit the HDR student to continue with or without specific conditions.

The candidature of HDR students who have not made satisfactory progress, even after intervention, may be terminated. The HDR Program Director may recommend that a HDR student transfer from the Doctorate to the Master of Research or a coursework program. In this case, the student would submit a Change of Course or Enrolment Form.

Where an international HDR student fails to make progress, the Progression and Exclusion Policy procedures regarding international students apply.