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Postgraduate Research

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Annual Progress Report
Extension of Candidature
Higher Degree Research Examination
Late Examination
Leave of Absence
Part-time Study
PRSS Application and Guidelines
Special Consideration
Statement by Supervisor on Submission of Thesis
Supervisory Team Changes
Suspension of Candidature
Time Away
Withdrawal

Guides and Handbooks
Postgraduate Research Guide. Essential Information for PhD Candidates and Supervisors
PhD Thesis Preparation Guidelines
Postgraduate Research Guide. Essential Information for MFA Candidates and Supervisors
MFA Research Paper Preparation Guidelines

Forms

The Faculty must approve all variations to candidature. Candidates must submit requests to vary their enrolment to SCA Student Administration Office before 31 March (for changes to Semester 1) and 31 August (for changes to Semester 2) and ensure all the necessary approvals are sought in advance. If a request is received after these deadlines, the request, if approved, will take effect in the following semester.

Part-time study

To convert to part-time candidature you should submit, with this form, a detailed proposal including how your research will be carried out, and if relevant, its relationship to your employment and your arrangements for attendance at a University affiliated site. The University is not willing to act simply as an examining body. Any research must be under the direction and supervision of the University.

Candidature Variation PDF form
Candidature Variation DOC form

There are certain restrictions that may apply to students on scholarships. Scholarship holders who wish to convert to part-time candidature should check with the Research Office first to make sure the conditions of the scholarship will allow for part-time study. International students are normally required to undertake full-time candidature under the terms of their entry visa.

Suspension of Candidature

Candidature is recorded in whole semesters. You may request to suspend your candidature if your circumstances will prevent you from undertaking your research for a full semester, for example, if you have been ill, or need to undertake full-time employment. Suspensions may be requested for one semester at a time or, in exceptional circumstances, for two semesters. Requests for suspension must be made in advance and not retrospectively

Candidature Variation PDF form
Candidature Variation DOC form

Scholarship holders must notify the Research Office of any periods of absence by completing a Research Scholarship Suspension Form.

You will be advised if your request has been successful in a letter from Sydney College of the Arts. This letter will also advise you to contact the Faculty prior to your recommencement to confirm that you wish to return to study. After you have advised the Faculty that you will be returning from suspension, a letter will be sent to you detailing the dates and requirements for re-enrolment. Scholarship holders must also notify the Research Office:

Research Scholarship Recommencement Form

Request for Time Away

There is provision to spend time in another university or institution during your candidature and also to complete your candidature away from the University of Sydney. If you wish to apply for time away or to complete your thesis away, the approval of your supervisor must be sought and you must outline the arrangements you have made for your continued supervision. Please note that candidates completing by dual outcome are not permitted to complete a thesis away.

Candidature Variation PDF form
Candidature Variation DOC form

A PhD candidate pursuing candidature outside Australia must also complete a minimum of two semesters of candidature within the University before submission of the thesis. This need not be immediately prior to submission or a continuous two-semester period. Similarly, Masters students must complete a minimum of one semester within the University.

Scholarship holders must submit an Application to Hold Postgraduate Award Overseas to the Research Office and are required to submit Research Scholarship Overseas Study Reports at three monthly intervals during the period of overseas study.

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Leave of Absence

If your circumstance change and you are not able to study for a short period of time (that is, less than one semester) you should apply for Leave of Absence. Leave of Absence is used to cover a period of illness or substantial delay to your program of research. Leave of Absence does not change your dates of completion, but is entered on your record to explain any difficulties with progression or to provide background information for a later extension of candidature.

Candidature Variation PDF form
Candidature Variation DOC form

Extension of Candidature

Should it appear during your last year of candidature that you will not be able to complete the requirements by the latest date, you should apply for an extension of your candidature. Extensions are granted one semester at a time. Your application should explain why you do not expect to be able to meet the deadline and should refer to any difficulties that might have been experienced during the candidature. Evidence of difficulties is expected to be noted in annual progress reports. Your application should also contain a realistic estimate of the time you require to finish.

Candidature Variation PDF form
Candidature Variation DOC form

You cannot assume that an extension will be granted. An aspect of the research training being undertaken is to complete a project within a deadline. Requests for extension must be made in advance and not retrospectively.

Request to Change Supervisory Team

All research students must have a Supervisor and at least one Associate Supervisor at all times. Sometimes problems arise between the candidate and supervisor. In some cases, the development of the topic as the project progresses means that the original supervisor’s area of expertise is no longer relevant and an alternative supervisor may be sought by either the candidate or the existing supervisor without discredit to either party. Likewise, associate supervisors sometimes find themselves carrying out the bulk of primary research supervision and wish this to be formally recognised by a change of supervisory arrangements. Such concerns are usually able to be dealt with amicably at the local level, and usually require the completion of a 'Change of Supervisor' form to be lodged with the faculty office.

Change of Supervision PDF form
Change of Supervision DOC form

Annual Progress Report

Each year, the faculty conducts a review of each research candidate’s progress. Every candidate is required to complete an Annual Progress Report and attend an interview.

If you fail to complete and return your report you may be asked to show cause as to why your candidature should not be terminated by reason of unsatisfactory progress.

Annual Progress Report

More information for PhD candidates

More information for MFA candidates

Notice of Proposed Higher Degree Research Examination

You must submit this Notice at least 3 months prior to your expected thesis submission date. This allows adequate time to arrange the appointment of examiners and to arrange oral examination and exhibition facilities. Your oral examination must take place during a Degree Show period unless approval for late examination is granted.

Notice of HDR Examination for dual outcome candidates PDF form
Notice of HDR Examination for dual outcome candidates DOC form

Notice of HDR Examination for thesis only candidates PDF form
Notice of HDR Examination for thesis only candidates DOC form

Some scholarships holders might be entitled to claim Thesis Allowance. If you are not sure of your entitlement, please check the conditions of award of your scholarship before lodging a claim.

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Application for Late Examination

If, during the final semester of your candidature, your work is affected by extreme illness, injury or misadventure, you may need to apply for a late examination. For candidates with a latest submission date of March 31, the late examination period is scheduled for the second week of February. For candidates with an August 31 latest submission date, the late examination period is scheduled for the last week of September. Late examination exhibitions are subject to exhibition space availability and can only be held for a maximum of 3 days.

Application for Late Examination PDF form
Application for Late Examination DOC form

You must submit your request with supporting documentation (e.g. special consideration application and/or statutory declaration).

Download the Special Consideration form and (if required) the Statutory Declaration form.

Approval for late examination will not be given in the following instances:

  • Brief or minor illness of one or two weeks duration that occurs one week or more before thesis submission or oral examination;
  • Failure to allocate sufficient time to write the thesis and create the studio work, or failure to ascertain what is required in terms of content, style and presentation;
  • Information and communications techology-related problems, except where they could not have been prevented, avoided or minimised by reasonable diligence on the part of candidate.
Statement by Supervisor on Submission of Thesis

When you submit the required number of examination copies to SCA Student Administration, your thesis should be accompanied by the statement from your supervisor stating that the thesis is suitable for examination. We will not accept your thesis unless it is accompanied by this statement.

Statement by Supervisor on Submission of Master of Fine Arts Research Paper/Thesis
Statement by Supervisor on Submission of Doctoral Thesis

At the time of submission you will sign a statement (available at SCA Student Administration) regarding the public availability of your thesis after examination, and will receive a receipt acknowledging lodgement. If appropriate, this receipt can then be used to claim thesis preparation expenses. Once your thesis is lodged we will affix a label inside covering copyright in relation to the thesis before it is distributed for examination.

Withdrawal and failure to re-enrol

If your circumstances are such that you are unable to anticipate when you will be able to resume your candidature, you should seek to withdraw from your candidature. Should you be able to resume at a later date, you would have to re-apply for admission. Some credit might then be given for work that you had completed up to your withdrawal, but you will be considered to be a new candidate.

Candidature Variation PDF form
Candidature Variation DOC form

If in any year you fail to re-enrol, your candidature will be regarded as having lapsed, and you will be required to re-apply for admission to candidature if you wish to continue your studies.

Postgraduate Research Support Scheme Application and Guidelines

PRSS funds are awarded to eligible applicants on a competitive basis, and according to guidelines established by the University. Applications are assessed by a panel of Sydney College of the Arts academic staff, and grants may be awarded for expenses relating to conferences, use of specialist facilities, purchase of specialist equipment and software, and exhibition costs.

Sydney College of the Arts Graduate School holds its PRSS funding round in semester 1 each year. Applications open in early April, and are due no later than 30 April.

PRSS Application Form

Guides and Handbooks:

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