Confirmation of research higher degree candidature

1
Confirmation of research higher degree
candidature processes and paperwork

• Presented by Gary Johnson
• and Professor Alan Lawson
• Office of Research and Postgraduate Studies
• UQ Graduate School
• 14 March 2003

2
This presentation will cover

• Why we confirm provisional candidates
• How confirmation of candidature is administered
  at the University
• What must be done before a candidate can be
  confirmed and why
• What forms are needed and how to minimise
  processing delays

3
We sought a student perspective

• Unfortunately.... I can't help you much.  I was
  one of the students who slipped through the
  confirmation net.  My confirmation came went
  without me doing anything.  The Dept of X either
  didn't have a program in place at this time, or
  they simply didn't know about me because I was
  working in the Y centre.
• At the time, I was relieved not to have to
  prepare a presentation or finish a literature
  review.  In hindsight, I missed a very important
  and motivating exercise, now I am snowed under
  with data collection, writing and still reviewing
  the literature when I can (5.5 years later)

4
What is Confirmation?

• Necessary stage in the progress towards
  submission of a research higher degree thesis
• Presentation of the candidates work so far
• Review of the candidates academic development
  and the schools support for them
• Assessment that the candidature is likely to lead
  to an examinable thesis in the "normal" amount of
  time for which the student, school and University
  are funded

5
What are the Ideal Outcomes?

• Candidate receives formative advice about the
  direction, scope, planning, and feasibility of
  the project
• Resources needed to sustain the candidature (the
  advisory team, technical support, physical and
  financial resources) are identified and secured
• Potential difficulties are noted and resolved
  before they become actual difficulties

6
Whats New in 2003?

• School Confirmation Committee
• School confirmation process now requires 4
  essential steps
• Deferral of confirmation is now an option
• A School recommendation is required within a set
  period of time (4 options)
• Confirmation Policy is available at
  http//www.uq.edu.au/grad-school/documents/rhd-han
  dbook/confirmation.html

7
Whats Required

• School Process
• Varies from discipline to discipline
• 4 steps leading to recommendation from School
  Confirmation Committee to School Postgraduate
  Coordinator
• University Process
• Uniform across disciplines
• Recommendation made by School Postgraduate
  Coordinator to Dean of Postgraduate Students
  using Confirmation of Candidature Form

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Before Confirmation (1)

• Every provisional candidate must receive clear
  written advice at the commencement of their
  candidature about the confirmation process
• Procedures
• Timing
• Format
• Scope, Quality and Quantity of work

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Before Confirmation (2)

• Procedures and school expectations should be
  explained at a formal induction session for all
  commencing students
• Candidates must be directed to the appropriate
  school and Graduate School forms and documents so
  that they understand the procedures and the
  criteria
• Candidates must receive written advice of what is
  required of them to meet the appropriate standard
  at every stage

10
Confirmation Committee

• - A communal, corporate, collegial decision to
  continue to support candidature
• A Confirmation Committee of at least 3 members of
  the school for each candidate
• the advisors
• the school postgraduate coordinator or a chair of
  confirmation committee
• the Head of School or appropriate delegate (if
  resource questions need to be considered)
• at least 1 staff member who is not on the
  advisory team but has expertise in the general
  area of the thesis project
• optional representative student member

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School Process (1)

• 4 steps which lead to a recommendation on
  candidature from the Confirmation Committee to
  the School Postgraduate Coordinator
• A formal written document
• A formal oral presentation
• Interviews with the candidate and the principal
  advisor
• Written feedback to the candidate and the
  advisory team

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School Process (2)

• All 4 steps must be part of the process leading
  to the recommendation on confirmation of
  candidature BUT
• Each school may adapt the form and timing of them
  in ways that are appropriate to its discipline,
  its size, and its student cohort

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Written Component (1)

1. Sample of academic writing normally, a critical
   review of recent, relevant published work in the
   field
2. updated thesis proposal
3. updated plan of research
4. updated timetable for completion of a thesis
   suitable for submission and examination

14
Written Component (2)

• Review of all resources and skills required to
  complete the project within the funded period and
  where they will come from
• relevant skills and techniques already gained
• skills and techniques needed to solve the
  research problems raised by the project
• professional development skills needed
• technical assistance
• financial assistance
• travel, equipment or facilities

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Response to written component

• The written document should be read and assessed
  by
• the principal advisor
• at least two other appropriately qualified expert
  readers (at least one normally outside the
  advisory team)
• The expert readers should provide written report
  and evaluation to the Chair of the Confirmation
  Committee
• The Chair normally discusses the reports with the
  principal advisor and candidate

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Oral Component

• A presentation to an appropriate public forum of
  disciplinary peers
• for the purpose of receiving expert and
  constructive advice on
• the proposed project
• its scope and feasibility
• the appropriateness of the theoretical approach,
  methodology, and/or experimental design
• May precede or follow written component

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Interview

• The Confirmation Committee interviews
• the candidate and the principal advisor together
• the candidate separately
• the principal advisor separately
• Resource issues (especially the advisory team)
  should be resolved in these interviews

18
Written Report

• The Confirmation Committee Chair must coordinate
  the production of a written report for all
  candidates, even if successful
• The report should
• summarise the strengths, achievements and
  developmental needs of the candidate
• offer suggestions towards the successful
  completion of candidature
• The report must be provided to the candidate, the
  advisory team, and the Graduate School
• Filed in School

19
University Process

• Once the School confirmation process is complete,
  the Principal Advisor and School Postgraduate
  Coordinator complete the Confirmation of
  Candidature Form
• This form is required for all candidates and
  should be completed when confirmation is due
  regardless of the current status of the School
  confirmation process
• May recommend defer, extend, confirm, terminate

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Timing of Confirmation

• Confirmation is due after the standard period
• 6 months FTE for MPhil candidates
• 12 months FTE for PhD candidates
• A recommendation is expected between 0.75 and
  1.25 times the standard period
• If no recommendation has been received from the
  School after 1.5 times the standard period the
  candidate (and any scholarship they hold) will be
  terminated automatically

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School Recommendations

• 4 possible recommendations
• Confirm candidature
• Defer recommendation
• Extend provisional candidature (with written
  advice)
• Terminate candidature (never a single step)

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Defer Recommendation

• The recommendation may be deferred for a maximum
  of 3 months FTE after the initial due date IF
• the topic (or approach or methodology) has
  changed or
• preliminary data collection has been unavoidably
  delayed or
• other relevant circumstances have arisen
• You cannot defer the recommendation to a date
  more than 3 months FTE after the initial due date

23
Extend Provisional Candidature

• Provisional candidature may be extended for 3 to
  6 months FTE after the initial due date
• The candidate must receive written advice from
  the Confirmation Committee stating
• why candidature cannot be confirmed
• what is required to achieve the appropriate
  quantity and quality of work
• when it must be re-presented to the Confirmation
  Committee for consideration
• This written advice must be attached to the
  Confirmation of Candidature Form

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2nd Extension of Provisional Candidature

• Provisional candidature may be extended a second
  time for 3 months FTE after the revised due date
• The candidate must receive written advice from
  the Confirmation Committee as before
• The written advice must be sent to the Graduate
  School as before

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2nd Extension of Provisional Candidature (2)

• School Postgraduate Coordinator must provide
  written defence of a 2nd extension to Dean of
  Postgraduate Students
• What are the extraordinary circumstances that
  have lead to the need for a further extension?
• Why does the school believes the candidate is
  capable of fulfilling the written expectations
  set out in the Confirmation Committee's advice?

26
Terminate Candidature

• The school must recommend termination if they
  cannot recommend confirmation after a second
  extension of provisional candidature
• The candidate may be transferred from PhD to
  MPhil if the school recommends confirmation as an
  MPhil candidate
• Candidature will be terminated automatically if
  confirmation has not been achieved after 15
  months FTE for MPhil or 24 months FTE for PhD
  candidates

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Terminate Candidature (2)

• There are three (3) prerequisites for termination
  before these dates
• The School must document that the candidate
• has been given clear written advice that their
  rate of progress and quality of performance have
  been unsatisfactory and
• has been given clear, explicit and reasonable
  written advice about how satisfactory progress
  and performance may be achieved and
• has not reached the standard set out as necessary
  for confirmation of candidature.

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What Causes Processing Delays?

• Incomplete or outdated forms
• Missing Confirmation Committee reports
• Insufficient information
• Inappropriate recommendations
• Inappropriate or missing signatures
• Extra conditions that were set on the Notice of
  Admission letter not met or addressed
• Note the Confirmation of Candidature Form will
  be redesigned in the next three months

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Delay Hot Spots

• Forms received long after the original due date
  (confirmation is often a prerequisite for grants,
  programs, etc)
• Extension requests for longer than the standard
  periods
• Extension requests without the Confirmation
  Committee report
• No associate advisor by confirmation

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Current Situation at UQ

• As of 12 March 2003, there are
• 1304 provisional candidates (39)
• 708 are due by 31 March 2003
• 329 are due by 31 December 2002
• New confirmation timelines to be implemented
  following 31 March 2003
• New school process to be implemented by 31
  December 2003

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Web resources

• Graduate School website
• http//www.uq.edu.au/grad-school
• Confirmation Policy
• http//www.uq.edu.au/grad-school/documents/rhd-han
  dbook/confirmation.html
• RHD Office forms and documents
• http//www.uq.edu.au/grad-school/rhd/forms.html
• RHD Office reports
• http//www.uq.edu.au/research/orps/?id7399