Changes to Attendance and Residency Requirements for Research Degrees

Policy Change

Former policy

3.3 Attendance and residency for part-time, full-time and external/off-campus candidature

The attendance and residency requirements have a dual purpose. They relate to the need for both regular and sustained periods of time available for research, and seek to ensure there is continuous interaction between the candidate and the community of scholars at Monash.

3.3.1 Level of enrolment: part-time or full-time

The candidate’s academic unit and the Research Graduate School Committee will need to be satisfied that any intending candidate has sufficient time available during the week to devote to study and research and to attend departmental activities.

The academic year for doctoral and MPhil candidates is 48 weeks with 4 weeks (20 days) annual leave. Candidates must negotiate annual leave with their academic unit and supervisor and annual leave entitlement cannot be accrued beyond 6 weeks (30 days). Candidates wishing to take further leave must access their special leave or intermission leave entitlements. Further information on special leave and intermission is available in Chapter 4 of this handbook.

All doctoral and MPhil candidates, with the exception of those stipulated below, may enrol on a full-time or a part-time basis.

External EdD candidates must enrol on a part-time basis.

DPsych candidates must commence candidature on a full-time basis, but may transfer to part-time candidature after 24 months of full-time candidature.

International candidates studying within Australia on a student visa must enrol on a full-time basis to meet visa requirements.

3.3.1.1 Full-time candidature

In order to undertake full-time candidature, a candidate must be able to devote a minimum of four week days to the pursuit of the research project.

3.3.1.2 Part-time candidature

In order to undertake part-time candidature, a candidate must be able to devote a minimum of two days per week to the pursuit of the research project. At least one day must be a week day so that a candidate may attend the University to meet with the supervisor or attend seminars or workshops etc. Where the candidate’s research work involves systematic use of University facilities, such as for lab-based disciplines, the faculty may require that at least one and a half days be week days.

In the case of professional doctorate students, part-time candidates must devote the equivalent of one-and-a-half days a week to thesis preparation. The half-day should normally be a week day. This time will allow the candidate to attend the University to meet with a supervisor and to participate in departmental activities.

Where the candidate is engaged in full-time employment, the head of the academic unit will be required to certify that he/she is satisfied that the candidate is able to spend the stipulated time in pursuit of the research project.

3.3.2 Regular attendance

Throughout their candidature, all candidates must regularly attend their department, school, centre or faculty and participate fully in the intellectual, research and academic life of their academic unit. To this end, a range of orientation programs, research seminars and training workshops etc are normally organised on a regular basis. All candidates are therefore required to:

discuss their progress with the supervisor, in person, at least once every calendar month (part-time candidates) and every two weeks (full-time candidates)attend the University frequently and on a regular basis, and

attend all courses, seminars, workshops etc as are deemed necessary by the head of the academic unit. (For example, in the case of a regular seminar or lecture series, a minimum of 80% attendance may be deemed adequate.)

3.3.3 Residency

In addition to the attendance requirements outlined above, doctoral and MPhil candidates are expected to fulfil a ‘residency’ or ‘intensive study’ requirement. This is a period or periods of time when the candidate is able to make systematic and intensive use of the University’s facilities. The main objective of residency is to ensure that all students, especially part-time candidates, have a period or periods of intensive full-time study during candidature, when they can give concentrated attention to the research project and thesis preparation. Residency should be seen as a supportive measure for the successful completion of research in a timely manner.

Part-time doctoral candidates are required to undertake the equivalent of at least six months of full-time study within the University (including its research stations and teaching hospitals). A period of three months of full-time attendance on-campus shall apply to MPhil candidates. While blocks of residency may range from two weeks to a single six-month block, the Research Graduate School Committee believes that longer blocks of time are most productive for the candidate. Generally speaking, candidates are encouraged to meet residency requirements in the first 48 months of part-time candidature (or 18-24 months for MPhil candidates). Sometimes, however, candidates appreciate a period of sustained study or ‘residency’ closer to the writing-up stage.

Part-time applicants are asked to negotiate a timetable of work commitments with employers so that regular periods or blocks of sustained study can be undertaken. A letter from an employer which certifies that the candidate will have the appropriate amount of time to devote to the doctoral or MPhil program, and to meet the residency requirement, will also be required.

The supervisor and head must certify on the annual progress report that these requirements for candidature have been met.

Candidates enrolled in a professional doctorate are required to attend the University on a regular basis during the coursework component of the program. While undertaking the research component of the program, candidates must maintain effective and continuous contact with their supervisor and faculty. During this period, they are also required to undertake the equivalent of one month of full-time study within the University for every calendar year of research undertaken.

3.3.4 Candidature by external/off-campus mode

In the case of applicants proposing to enrol by external mode, the relevant faculty must be convinced that the prospective applicant has the personal maturity and research experience to pursue independent, sustained and structured research off-campus. Such evidence might include previous study/research completed in a timely manner, publications or relevant work experience (see Appendix F).

Where the external candidate is pursuing research at another institution, a joint agreement on the research program must be negotiated between Monash and the host institution. This may include arrangements regarding intellectual property and ethics approval.

3.3.4.1 External PhD candidature and MD (with supervision) candidature

The conditions that apply to enrolment level and time available for research also apply to external candidates, except that there is an annual 15-day on-campus attendance requirement.

Apportionment of these days is to be determined on a case-by-case basis (for example, in certain instances it may be appropriate to take a single block of 15 days, while in others a few days at a time may be considered more effective). The annual 15-day attendance requirement must be met each year. A portion of this attendance may be off-campus, provided that the candidate is able to interact with the principal or associate (university) supervisor during this time (for example, where the candidate and supervisor(s) both attend a conference).

When a candidate transfers from internal to external candidature during the latter stages of enrolment, the academic unit may wish to make a special case for a part of the 15 day residency requirements to be waived.

Note: Regular interactive communication should take place between candidate and supervisor at least once every two weeks, via telephone, video conference, email or other interactive communication. Daily communication should also be possible, as required.

3.3.4.2 External EdD candidature

External EdD candidature is only available to students enrolled on a part-time basis.

In the commencing year, candidates will be required to attend a two-week orientation summer school at the Clayton campus. In third and subsequent years, when the thesis stage commences, candidates will be required to attend a compulsory three-week residential summer school.

An additional five-day residential period may be fulfilled by an extra week, in the same location as the supervisor, at summer/winter school, at a conference, or at one of the offshore campuses of Monash University.

Note: Regular interactive communication should take place between candidate and supervisor throughout the program. The Faculty of Education Research Degrees Committee must be satisfied that at least fortnightly communication can take place via telephone, video conference, email or other interactive communication.
The EdD program is not presently available to commencing students.

3.3.4.3 External DBA and SJD candidature

DBA and SJD candidates may only transfer to external candidature at the completion of the coursework component of their degree. External DBA and SJD candidates are required to meet the same requirements as indicated for PhD candidates.

3.3.4.4 External MPhil candidature

An annual on-campus attendance of 10 days is required for external MPhil candidates. Apportionment of these days would be determined on a case-by-case basis (eg a single block of time or the equivalent in shorter blocks). The residency requirement assumes the relevant academic unit has a regular seminar program etc from which external candidates may benefit while on-campus.

A portion of this ‘residency’ may be pursued off-campus, provided the candidate is able to interact with the principal or associate (university) supervisor during this time (eg both may attend the same conference).

These are minimum guidelines, and faculties are able to impose longer ‘residency’ periods as appropriate (in particular where the program involves on-campus coursework).

For those enrolled by external mode, any coursework component would normally be pursued on campus, unless such units by online or off-campus learning mode are approved by the Research Graduate School Committee following a submission by the relevant faculty.

All other conditions for doctoral candidature by external mode apply.

Revised policy

3.3 Attendance and residency for part-time, full-time and external/off-campus candidature

The attendance and residency requirements have a dual purpose. They relate to the need for both regular and sustained periods of time available for research, and seek to ensure there is continuous interaction between the candidate and the community of scholars at Monash.

Please Note: These are Monash University's minimum requirements and each faculty may impose more rigorous requirements as appropriate. The supervisor and head of academic unit must certify on the annual progress report that the attendance requirements have been met.

3.3.1 Level of enrolment: part-time or full-time

The candidate’s academic unit and the Research Graduate School Committee will need to be satisfied that any intending candidate has sufficient time available during the week to devote to study and research and to attend departmental activities.

The academic year for doctoral and MPhil candidates is 48 weeks with 4 weeks (20 days) annual leave. Candidates must negotiate annual leave with their academic unit and supervisor and annual leave entitlement cannot be accrued beyond 6 weeks (30 days). Candidates wishing to take further leave must access their special leave or intermission leave entitlements. Further information on special leave and intermission is available in Chapter 4 of this handbook.

All doctoral and MPhil candidates, with the exception of those stipulated below, may enrol on a full-time or a part-time basis.

External EdD candidates must enrol on a part-time basis.

DPsych candidates must commence candidature on a full-time basis, but may transfer to part-time candidature after 24 months of full-time candidature.

International candidates studying within Australia on a student visa must enrol on a full-time basis to meet visa requirements.

3.3.1.1 Full-time candidature

In order to undertake full-time candidature, a candidate must be able to devote a minimum of four week days to the pursuit of the research project.

3.3.1.2 Part-time candidature

In order to undertake part-time candidature, a candidate must be able to devote a minimum of two days per week to the pursuit of the research project. At least one day must be a week day so that a candidate may attend the University to meet with the supervisor or attend seminars or workshops etc. Where the candidate’s research work involves systematic use of University facilities, such as for lab-based disciplines, the faculty may require that at least one and a half days be week days.

In the case of professional doctorate students, part-time candidates must devote the equivalent of one-and-a-half days a week to thesis preparation. The half-day should normally be a week day. This time will allow the candidate to attend the University to meet with a supervisor and to participate in departmental activities.

Where the candidate is engaged in full-time employment, the head of the academic unit will be required to certify that he/she is satisfied that the candidate is able to spend the stipulated time in pursuit of the research project. The candidate will also need to provide a letter from his/her employer, which details the time the candidate has available to undertake the research.

3.3.2 Regular attendance

Throughout their candidature, all candidates must regularly attend their department, school, centre or faculty and participate fully in the intellectual, research and academic life of their academic unit. To this end, a range of orientation programs, research seminars and training workshops etc are normally organised on a regular basis. All candidates are therefore required to:

• discuss progress with the supervisor at least once every calendar month (part-time candidates) and every two weeks (full-time candidates). This contact may occur using forms of interactive communication;
• hold a minimum of two 'in person' meetings with the supervisor each year (for example at confirmation of candidature time and during completion of annual progress reports);
• attend the University frequently and on a regular basis; and
• attend all courses, seminars, workshops etc as are deemed necessary by the head of the academic unit. (For example, in the case of a regular seminar or lecture series, a minimum of 80% attendance may be deemed adequate.)

3.3.3 Candidature by external/off-campus mode

In the case of applicants proposing to enrol by external mode, the relevant faculty must be convinced that the prospective applicant has the personal maturity and research experience to pursue independent, sustained and structured research off-campus. Such evidence might include previous study/research completed in a timely manner, publications or relevant work experience (see Appendix F).

Where the external candidate is pursuing research at another institution, a joint agreement on the research program must be negotiated between Monash and the host institution. This may include arrangements regarding intellectual property and ethics approval.

3.3.3.1 External PhD candidature, MPhil candidature and MD (with supervision) candidature

The conditions that apply to enrolment level and time available for research also apply to external candidates. In addition there is an annual five-day on-campus attendance requirement each year, or equivalent over the period of candidature.

A portion of this attendance may be off-campus, provided that the candidate is able to interact with the principal or associate (university) supervisor during this time (for example, where the candidate and supervisor(s) both attend a conference).

When a candidate transfers from internal to external candidature during the latter stages of enrolment, the academic unit may wish to make a special case for a part of the 5 day residency requirements to be waived.

Note: Regular interactive communication should take place between candidate and supervisor at least once every two weeks, via telephone, video conference, email or other interactive communication. Daily communication should also be possible, as required.

3.3.3.2 External EdD candidature

External EdD candidature is only available to students enrolled on a part-time basis.

In the commencing year, candidates will be required to attend a two-week orientation summer school at the Clayton campus. In third and subsequent years, when the thesis stage commences, candidates will be required to attend a compulsory three-week residential summer school.

Note: Regular interactive communication should take place between candidate and supervisor throughout the program. The Faculty of Education Research Degrees Committee must be satisfied that at least fortnightly communication can take place via telephone, video conference, email or other interactive communication.

The EdD program is not presently available to commencing students.

3.3.3.3 External DBA and SJD candidature

DBA and SJD candidates may only transfer to external candidature at the completion of the coursework component of their degree. External DBA and SJD candidates are required to meet the same requirements as indicated for PhD candidates.

The DBA program is no longer available to commencing students.