During your Higher Degree by Research studies, you may need to make changes to your candidature. There are clear procedures for applying to change your enrolment status. which includes leave of absence, extensions, and withdrawals.
Termination of candidature is initiated by the SCD Graduate Research School if the candidates progress is deemed unsatisfactory.
Supervisors are appointed by the Research Committee, after consultation with the candidate.
From time to time, students and supervisors may experience difficulties in the supervisory relationship. Disappointment at adverse comments on a draft, increased workload or personal circumstances may cause discouragement or disenchantment with the research task. In many cases, these setbacks are temporary, and either resolve themselves or are overcome through renegotiation of the thesis timetable by the student and supervisor, keeping in mind the due completion date. Advice may be sought by either party from the Research Director or the Dean.
If the difficulties prove to be of a more intractable nature, candidates may avail themselves of the informal and formal grievance procedures.
Candidates experiencing extended academic or personal difficulties should discuss their situation promptly with their supervisor and the Director of Research in order to establish the most effective way for them to proceed to eventual completion. In some situations it may be appropriate to apply for an extension. In other situations it may be appropriate to apply for leave of absence for a semester. Such applications should be addressed to the Director of Research and are considered by the Research Committee.
Extension of candidature
In certain circumstances the Research Committee may grant limited extensions of candidature upon application. The normal upper limits for extension are one semester for full-time candidates and two semesters for part-time candidates.
Leave of absence from candidature
For serious reasons the Research Committee may grant a candidate leave of absence from the program. This leave will not normally exceed one semester. The period of leave is not counted in the period of candidature. A candidate resuming after an absence must be enrolled for not less than one semester before being permitted to submit a thesis.
Transfer from MPhil to DMin
A candidate enrolled in the MPhil may apply for transfer to DMin candidature, following discussion with the Research Director, using the Application to Transfer to a Different Research Degree. A candidate wishing to transfer to the DMin should meet the conditions for transfer to PhD or ThD and also discuss the implications with the Research Director and his supervisors, actual or potential.
The candidate can apply for transfer if they have,
The application should be accompanied by a letter of recommendation from the principal supervisor. Applications are determined by the Research Committee. In the event that an application is refused and the student wishes to appeal the decision, the appeal will be referred to the Dean. In the event that the student remains unsatisfied with the outcome, the student may have recourse to formal grievance procedures available through the Dean, as set out in the Student Grievance Policy and Procedures. Period of candidature provisions for the DMin degree apply from the time of transfer. Allowance for time already spent in MPhil candidature will be determined by the Research Committee in relation to the stage already reached in the research, but the remaining period of doctoral candidature will be at least two semesters for full-time candidates and at least four semesters for part-time candidates.
Transfer from MPhil to PhD or ThD
A candidate enrolled in the MPhil may apply for transfer to PhD or ThD candidature, using the Application to Transfer to a Different Research Degree.
The candidate can apply for transfer if they have,
The application should be accompanied by a letter of recommendation from the principal supervisor. Applications are determined by the Research Committee. In the event that an application is refused and the student wishes to appeal the decision, the appeal will be referred to the Dean. In the event that the student remains unsatisfied with the outcome, the student may have recourse to formal grievance procedures available through the Dean, as set out in the Student Grievance Policy and Procedures. Period of candidature provisions for the relevant doctoral degree apply from the time of transfer. Allowance for time already spent in MPhil candidature will be determined by the Committee in relation to the stage already reached in the research, but the remaining period of doctoral candidature will be at least two semesters for full-time candidates and at least four semesters for part-time candidates.
A candidate may withdraw from a course at any time in a semester during their course of study.
Students may withdraw without academic and financial penalty only if notice of withdrawal is submitted in writing to the Registrar by 4.00 pm on the census date.
Withdraw before the census date
If withdrawal occurs in writing up to 4.00 pm on the census date the tuition fee will be refunded in full. A written request to the Registrar in the case of exceptional circumstances (see below) may waive the withdrawal fee. The refund will be paid to the student within four weeks of the date of withdrawal.
Withdraw after the census date
If a student withdraws after the census date of the unit (for students enrolled in units for the DMin program) a fail grade will be given. For students not enrolled in units the semester will count towards the period of candidature. Tuition fees will not be refunded. If there are exceptional circumstances around this withdrawal a written request needs to be sent to the Registrar seeking a refund and detailing the exceptional circumstances. A full or pro-rata refund may be made in such cases.
A written request for withdrawal due to exceptional circumstances may be accepted as grounds for a total or partial refund of fees subject to the student providing acceptable documentary evidence in support of their claim. Exceptional circumstances may include:
If the Research Degree Progress Report describes the candidate’s progress as unsatisfactory and there is no advance within a semester, the Research Committee will ask the candidate to show cause why candidature should not be terminated. Unsatisfactory progress occurs when there is no evidence that production of the thesis has been advanced by identifiable further research, constructive meetings of the candidate with the supervisor, or written drafts, and where there are insufficient grounds for special consideration.
Any show-cause submission by the candidate will be considered by the Research Committee and the Committee’s recommendation will be forwarded to the Academic Board. The Committee may recommend the termination of candidature, continuation of candidature, or imposition of conditions on continuation of candidature. If the candidate does not show cause, the Research Committee will recommend termination of candidature to the Academic Board.
Persons whose candidature has been terminated may have recourse to the appeals procedures. The decision of the Appeals Committee is final.