Changes to Enrolment

Minor changes
Major changes
Suspension of enrolment
Extension of enrolment beyond the period allowed
Withdrawal and cancellation of enrolment
Provision of Resources and Supervision

MINOR CHANGES

Minor changes to the research direction or to the title of the research should be identified in the six-monthly progress report. They do not require specific approval from the Postgraduate Studies Committee.

MAJOR CHANGES

When a candidate registers for a higher degree he/she is based within a Faculty/School and department, and a research plan is developed with designated supervisor(s). If major changes are requested to enrolment details, the Postgraduate Studies Committee will require assurance that the candidate is suitably qualified for the proposed change, that necessary resources are available, and that supervision is appropriate.

Candidates who are requesting major changes should seek advice from the Postgraduate Studies and Scholarships Office regarding any implications for their scholarships, or from UNILink or their sponsoring agency such as MFAT, ODA or research contract as appropriate.

The following are regarded as major changes and should be notified immediately using the Change of Conditions Form

Change to membership of supervisory panel
Change of Department/Faculty/School in which the candidate is enrolled
Changed topic
Full/part-time enrolment status change
Requests for suspensions of enrolment of three months or more
Requests for extension of enrolment

The Change of Conditions form is endorsed by the chief supervisor, chair of department and Dean's nominee for postgraduate studies before being forwarded to the Postgraduate Studies Office where it is processed. Completion of this form ensures that changes to the student's programme of study are monitored and approved, that the correct fees are charged, that supervisory details and responsibilities remain accurate, that the necessary departmental resources and support are properly allocated, that the appropriate department receives its funding and that the Postgraduate Studies Office records are accurately maintained.

SUSPENSION OF ENROLMENT

Postgraduate study and research requires prolonged and concentrated commitment. A significant break may cause a serious setback to a programme. The University recognises however, that circumstances and events may require a candidate to temporarily withdraw from study, and the University seeks to ensure that a candidate is not penalised by such suspensions of enrolment.

A period of absence of less than 12 months will be regarded as a suspension from study. To intitiate a suspension of enrolment candidates must complete a Change of Conditions Form.

During a suspension period, the candidate will cease to have rights of access to university resources related to the thesis project. No fees will be payable during this time. A credit or refund of fees may be possible if they have already been paid.

The final submission date will be extended to incorporate the suspension time. Accumulated suspension periods must not exceed one year.

If, after a period of suspension, the candidate subsequently decides not to return to the postgraduate programme, the only formality required to terminate enrolment will be a notification to the Postgraduate Studies Office.

EXTENSION OF ENROLMENT BEYOND THE TIME ALLOWED

Doctoral candidates are normally expected to submit a thesis for examination after a period of two years and up to four years of full-time research, or an equivalent of part-time or mixed mode enrolment to a maximum duration of eight years. MPhil students are expected to submit within two years (full-time) or four years (part-time).

Candidates seeking to extend study beyond the normal expectations should be aware that:

extending research over long periods increases the risk that the work will be overtaken by the research and publication of other workers and it may become increasingly difficult to convince examiners that the candidate had made on original contribution to knowledge
such extensions are also more likely to encounter difficulties arising from continued availability of resources and supervision.

However, a candidate in the final stages of the thesis work and approaching the deadline for submission may face circumstances beyond his/her control and be unable to complete the thesis within the time limit. It is then appropriate to apply to the Postgraduate Studies Committee for an extension of time, using the Application for Change of Conditions form.

An application for extension of time is considered on its merits but is normally granted only when the thesis is very close to completion and more time is required for its physical preparation and presentation.

A maximum of 12 months is imposed on extension requests. Candidates may apply for extensions and re-enrol based on their requirements for three, six, nine or 12 months.

Withdrawal during the course of study

Candidates may withdraw from their higher degree programme at any time. This should be done by writing a signed letter addressed to the Postgraduate Studies Office. In doing so, they should note that access to university resources, including supervision, is not available to students who have withdrawn from their programme of study. Candidates may apply for a refund of fees on a monthly pro rata basis, less an administrative charge. Different criteria may apply for complete withdrawal from the programme on medical or compassionate grounds.

Cancellation of enrolment

The Postgraduate Studies Committee may cancel the registration of any student who:

applies to withdraw completely from a degree programme
fails to enroll or pay any tuition fees due
has not made satisfactory progress
had not submitted or re-submitted a thesis on time
has had the cancellation of his/her enrolment recommended by the University's Disciplinary Committee
fails to comply with any changes to his/her enrolment or research practice determined by the Postgraduate Studies Committee, of which the candidate received notice after a process of consultation (e.g., changes to supervisory panels, ethical considerations).

WITHDRAWAL AND CANCELLATION OF ENROLMENT

Withdrawal within four weeks of first enrolling

Enrolled doctoral students may withdraw from their degree programme with a full refund of tuition fees during the first four weeks of acceptance of their enrolment, although an administrative charge could apply to withdrawals made in the third or fourth weeks.

PROVISION OF RESOURCES AND SUPERVISION

If, at any time, for reasons beyond its control, difficulties arise over the availability of resources or supervision, the University will make all reasonable efforts (within budget and staffing constraints) to provide alternative satisfactory arrangements so as not to disadvantage any affected candidate. Because of the specialist nature of research and supervision at this level however, the University cannot ensure that, under such circumstances, a candidate's conditions of enrolment will not be subject to change.

Candidates should note that access to university resources, including supervision, is not available to students who have suspended their programme of study; nor are they available to those who have withdrawn from their programme of study.