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Higher Degrees by Research Admissions and Enrolment Procedure

1 Higher Degrees by Research Admissions and Enrolment Procedure (April, 2017)

Higher Degrees by Research

Admissions and Enrolment Procedure

Related Policy Higher Degrees by Research Admissions and Enrolment Policy

Responsible Officer Deputy Vice-Chancellor (Research)

Approved by Deputy Vice-Chancellor (Research)

Approved and commenced April, 2017

Review by April, 2020

Responsible Organisational Unit Division of the Deputy Vice-Chancellor (Research)

CONTENTS

1 Objective ................................................................................................................... 2 2 Scope ........................................................................................................................ 2 3 Procedure .................................................................................................................. 2 3.1 Identifying a Prospective Supervisor .......................................................................... 2 3.2 Applying for Admission to a Higher Degree by Research ........................................... 3 3.3 Minimum English Language Proficiency Requirements ............................................. 4 3.4 Conducting the Initial Assessment of an Application .................................................. 5 3.5 Completing the Faculty Recommendation Workflow .................................................. 5 3.6 Autonomous Sanctions Compliance and Risk Assessment ....................................... 7 3.7 Conducting the Final Assessment and Determining the Outcome .............................. 9 3.8 Alternative Entry Pathway Applications ...................................................................... 9 3.10 External and School Funded Scholarships .............................................................. 10 3.11 Notifying the Applicant of the Outcome .................................................................... 10 3.13 Responding to the Letter of Offer (Domestic Applicants) ......................................... 11 3.14 Responding to the Letter of Offer (International Applicants) ..................................... 11 3.15 Delaying the Date of Enrolment ............................................................................... 12 3.16 Enrolling in the Higher Degree by Research ............................................................ 13 4 Definitions and Acronyms ........................................................................................ 14 5 Supporting Documentation ...................................................................................... 16 6 Versioning ............................................................................................................... 16



1 Objective The objective of this Procedure is to outline the processes for the admission to and enrolment in Higher Degrees by Research Higher Degree by Research at the University of Tasmania (the University).

2 Scope This Procedure applies to:

all domestic, Aboriginal and Torres Strait Islander, and international students applying for admission to a Higher Degree by Research at the University; and

all staff of the University involved in the assessment of applicants to and enrolment of candidates in a Higher Degree by Research at the University.

3 Procedure

3.1 Identifying a Prospective Supervisor

Procedure Responsibility

1. The applicant identifies and makes contact with a potential supervisor to discuss the proposed research topic. The applicant should provide the potential Primary Supervisor with a draft research proposal. The draft research proposal must include aims, objectives, and significance or need for the research based on a review of current literature in the field. In the case of applicants applying for an advertised project, the applicant must provide evidence of their suitability as per the criteria stated in the advertisement for the project.

Applicant

2. On request the Graduate Research Administrative Officer and/or Graduate Research Coordinator will assist the applicant to identify and make contact with a suitably qualified, experienced and available Primary Supervisor.

Graduate Research Administrative Officer or Graduate Research Coordinator

3. The Primary Supervisor considers all aspects of the proposed research project and conducts a face-to-face interview with the applicant to determine their suitability before agreeing to be nominated as their Primary Supervisor on the application. The use of any technology that allows for face-to-face interview is acceptable (e.g. Skype, Lync, Video Conference, FaceTime).

Potential Primary Supervisor



3.2 Applying for Admission to a Higher Degree by Research


1. The applicant completes the online application form and provides the following supporting documentation:

proof of identity documents;

proof of name change (if relevant);

passport or other proof of citizenship status;

non-University of Tasmania qualifications;

curriculum vitae (including a folio of creative works if relevant);

documentation from a sponsoring organisation (if relevant);

information relating to any prior incomplete Higher Degrees by Research;

information relating to any prior exclusion from a course, faculty or institution; and

evidence of English Language Proficiency (if relevant; see section 3.3).

Applicant

2. The applicant nominates two referees. Each referee is emailed an online form to complete. If the referees elect not to provide a reference, the applicant must nominate additional referees. Applications will not progress until two referee reports have been received. It is the applicant’s responsibility to follow up with their referees to ensure the online reports are submitted. The reports are confidential and the applicant does not have access to view them.

Applicant

3. If the applicant is seeking to transfer candidature to the University from another University they must also provide:

a recent academic transcript from their current institution;

documents that state the equivalent full-time student load accumulated and including any periods of leave and reasons for that leave (e.g. general, medical);

details of any scholarships held at the current institution; and

where available, copies of reports from confirmation of candidature or other reviews of progress.

Applicant

4. If the applicant is seeking entry to a Higher Degree by Research at the University via an alternative pathway application, they must also provide:

sector-based research or equivalent experience (e.g. reports, publications, conferences, consultancies); and

Applicant



professional qualifications.

5. If the applicant is seeking to undertake the Higher Degree by Research as an external candidate they should indicate on their application that they wish to study off campus and discuss this with their proposed Primary Supervisor.

Applicant

6. The Graduate Research Administrative Officer reviews the application for completeness and, if necessary, contacts the applicant for missing documentation. An incomplete application will not be assessed.

Graduate Research Administrative Officer

3.3 Minimum English Language Proficiency Requirements


International applicants may demonstrate their English language ability in one of the following ways:

International English Language Testing System (IELTS) - academic version: a minimum band score of 6.5, with minimum scores of 6.5 for writing and speaking and no other band less than 6.0;

TOEFL internet-based: a minimum overall score of 92, with minimum scores of 26 for writing and speaking, and 20 for reading and listening;

Pearson Test of English (PTE Academic): a minimum overall score of 58, with minimum scores of 58 for writing and speaking with no other score lower than 50;

Successful completion of UTAS Access Level 7 English Language Training with a minimum overall score of 65 and a minimum score of 65 for writing and 65 for speaking and no other test score less than 60;

CAE (Cambridge Advanced English) Minimum Score B (Equivalent to the Council of Europe level (CEFR) of C1 or above); or

Completion of a course of study, of at least two years’ duration, from an accredited university where English is the official language of instruction. The study must have been instructed and examined in English and completed within the last two years prior to the date of application for the Higher Degree by Research. Evidence of the language of instruction in the form of a letter or

Applicant

http://www.utas.edu.au/english-language-centre/direct-entry-academic-program



3.4 Conducting the Initial Assessment of an Application

3.5 Completing the Faculty Recommendation Workflow


1. The Graduate Research Administrative Officer initiates the Faculty recommendation workflow for an applicant and upload the application and summary sheet and include the autonomous sanctions compliance and risk assessment form if relevant.


2. The Faculty recommendation is workflowed to the Graduate Research Coordinator who nominates the proposed supervision team, or at minimum the Primary Supervisor.

Graduate Research Coordinator

certificate issued by that university must be provided.


The Graduate Research Administrative Officer compiles the application including the referee reports, and reviews the applicant’s academic and English eligibility. If the applicant clearly meets academic and English language entry requirements, then the application is set up to commence the Faculty recommendation workflow (3.5.1). If the applicant is clearly not eligible, the Graduate Research Administrative Officer rejects the application on behalf of the School of Enrolment and notifies the applicant that they were unsuccessful. If alternative entry pathway or conditional English language considerations are possible, the Graduate Research Administrative Officer consults with the Primary Supervisor/Graduate Research Coordinator before commencing the Faculty recommendation workflow (3.5.1). If an autonomous sanctions compliance and risk assessment is necessary, the Graduate Research Administrative Officer attaches the completed and authorised autonomous sanctions compliance and risk assessment form to the application and uploads this to the Faculty recommendation workflow (see 3.6).




3. The Faculty recommendation is workflowed to the nominated Primary Supervisor to complete the evaluation of the application:

Application tab: Tick relevant boxes (disability, Autonomous Sanctions, cotutelle/conjoint, previous Higher Degree by Research);

Project tab: Proposed enrolment details, basis of admission, infrastructure, project classification, Defence Export Controls;

Evaluation tab: Assessment of applicant including research experience and appropriateness of the project (theme areas), case for equivalence/alternative pathway (if applicable); and

Scholarships tab: Scholarship(s)/tuition fee/candidature only.

If relevant, the Primary Supervisor also completes the autonomous sanctions compliance and risk assessment form with reference to the University’s United Nations Security Council and Australian Autonomous Sanctions Compliance Policy.

Primary Supervisor

4. The Faculty recommendation is workflowed to the Graduate Research Coordinator to endorse the Faculty recommendation. The Graduate Research Coordinator reviews the Faculty recommendation (project, supervisors, evaluation and scholarships) and confirms:

applicant eligibility (and the case for alternate entry if necessary);

supervisor eligibility; and

capacity and resource/infrastructure requirements.

The Graduate Research Coordinator amends the Faculty recommendation if necessary and completes the offer conditions/requirements if relevant. The Graduate Research Coordinator can endorse, reassign supervisors or reject the application.


5. The Faculty recommendation is workflowed to the full supervisory team to endorse or reject the recommendation.

Supervisory Team

6. The Faculty recommendation is workflowed to the Head(s) of School to endorse the recommendation. The Head(s) of School:

reviews and confirms the eligibility of the applicant, proposed supervision arrangements and project resources and infrastructure, and support of scholarship if relevant;

Head(s) of School



completes the offer conditions/requirements if relevant;

confirms an autonomous sanctions compliance and risk assessment has occurred if relevant;

confirms project has been considered under the Defence Export Controls Policy, if relevant; and

endorses or rejects the application. If there are supervisors from more than one School, both Heads of School must receive the application for review.

7. The Faculty recommendation is workflowed to the Associate Dean or Director of Research who:

reviews and quality assures the application and Faculty recommendation;

imposes additional conditions of offer, where appropriate;

reviews the scholarships tab, which must be updated if the applicant has applied for a Faculty allocated scholarship to reflect accurately the outcomes of the Faculty scholarship ranking meeting; and

endorses or rejects the application and Faculty recommendation.

Associate Dean or Director of Research

8. The Graduate Research Office receive notification of the complete Faculty recommendation (endorsed or rejected) on the iGRad dashboard for Admissions assessment (3.6.1).

Graduate Research Office

3.6 Autonomous Sanctions Compliance and Risk Assessment


1. The Associate Dean or Director Research returns the completed autonomous sanctions compliance and risk assessment form to the Graduate Research Administrative Officer.

Associate Dean or Director Research

2. The Graduate Research Administrative Officer checks and reviews the autonomous sanctions compliance and risk assessment form to ensure that all sections are completed correctly and that sufficient information is provided and then submits the autonomous sanctions compliance and risk assessment form to the Authorised Assessor within Graduate Research Office.




3. The authorised assessor within Graduate Research Office reviews the autonomous sanctions compliance and risk assessment form and makes a recommendation for action to the Dean of Graduate Research.


4. The Dean of Graduate Research accepts or rejects the recommendation from the authorised assessor. Where the determination is that the applicant and their research project represent no or a low risk of breaching the United Nations Security Council or Australian autonomous sanctions regimes, the Dean of Graduate Research advises Graduate Research Office that an offer of admission to the Higher Degree by Research can be made. Where the assessment determines that the applicant and/or their research project represent a medium to high risk of breaching the United Nations Security Council or Australian autonomous sanctions regimes, the Dean of Graduate Research convenes a committee to review the application on a case by case basis. The decision will be provided to the Graduate Research Office. The applicant will be informed by the Graduate Research Office of the outcome of this assessment and their application will either proceed or be rejected. Where the assessment determines that the applicant and/or their research project represent a high risk of breaching the United Nations Security Council or Australian autonomous sanctions regimes, the Dean of Graduate Research will advise the Associate Dean or Director Research, the Head of School and the Graduate Research Coordinator that:

where the applicant is named on the consolidated list, the application will be rejected and the applicant and school of enrolment notified by Graduate Research Office; or

where the project is deemed high risk, a request for a determination will be lodged with the Department of Foreign Affairs and Trade by the Graduate Research Office. The applicant will be informed by the Graduate Research Office of the outcome of this assessment and their application will either proceed or be rejected.

Dean of Graduate Research



3.7 Conducting the Final Assessment and Determining the Outcome


1. The Graduate Research Office conducts a final assessment of the application and liaises with the relevant Graduate Research Administrative Officer as needed to resolve any School of Enrolment or College/Faculty/Institute issues that arise.


2. Where the Graduate Research Office identifies that the applicant has not met all of the entry requirements, the applicant is referred to the Dean of Graduate Research for consideration under the alternative entry pathway to Higher Degree by Research process (see section 3.8 below). Applications requiring other Dean of Graduate Research approvals will also be referred under this process.


3. After the final assessment has been completed by Graduate Research Office, and where all entry requirements are met, a letter of offer is sent to the applicant.


3.8 Alternative Entry Pathway Applications


1. Where Graduate Research Office determines that an application does not meet standard entry requirements as per clause 8 of Rule 4, the application is referred to the Dean of Graduate Research for consideration as an alternative entry pathway application.


2. The Dean of Graduate Research will:

meet weekly with the nominated Graduate Research Officer to consider alternative entry pathway applications;

make a determination on whether an offer of enrolment can be issued based on demonstrated research ability as per clause 3.4.2 of the Higher Degrees by Research Admissions and Enrolment Policy; and

where required, seek extra information from the applicant, or specific statements of assurance from relevant academic staff.




3.10 External and School Funded Scholarships


1. Where an applicant is applying for or being offered a scholarship that is funded by the College/Faculty/Institute or school of enrolment, the Graduate Research Coordinator completes a Scholarship Checklist and submits it to the relevant Graduate Research Administrative Officer.


2. The Graduate Research Administrative Officer conducts a compliance check and if all is correct, forwards it to the Graduate Research Office for processing.


3. Where an applicant is applying for or being offered a scholarship that is funded from a source external to the University and subject to a funding agreement, the Graduate Research Office liaises with research funding to establish the terms of the funding agreement.

Graduate Research Office Research Operations - Funding

3.11 Notifying the Applicant of the Outcome


The Graduate Research Office sends a letter of offer to successful applicants via the online application portal using the email address with which they applied. An associated offer of scholarship may be included if relevant. An unsuccessful applicant is also notified in writing via the online application portal using the email address with which they applied. Notifications may be sent to authorised third parties (i.e. agents, AusAid, other sponsors, applicable University departments and academics).




3.13 Responding to the Letter of Offer (Domestic Applicants)


The applicant accepts or declines the offer of admission to a Higher Degree by Research by the date indicated in the letter of offer. Applicants should follow the instructions contained within the covering email. Any conditions contained in the letter of offer must be met prior to an applicant’s acceptance being processed. If the applicant accepts the offer, the applicant must identify a date of enrolment. The date of enrolment nominated by the applicant must occur before the date of enrolment specified in the letter of offer, otherwise the applicant must submit a request to delay the date of enrolment, in accordance with Section 3.14. For all domestic applicants: If the applicant does not accept their offer and enrol in the Higher Degree by Research, by the date of enrolment specified in the letter of offer, the offer lapses and is no longer valid. For Professional Doctorate applicants: applicants must enrol on either 1 January or 1 July of the year of enrolment.

Applicant

3.14 Responding to the Letter of Offer (International Applicants)


1. The applicant accepts or declines the offer of admission to a Higher Degree by Research by the date indicated on the letter of offer. Applicants should follow the instructions contained within the covering email.

Once an offer of admission to a Higher Degree by Research has been accepted, unless otherwise specified in the letter of offer, international candidates have up to six months from the date of the letter of offer to meet any conditions contained within the letter of offer and enrol in the Higher Degree by Research.

If the applicant accepts the offer, the applicant must identify a date of enrolment. The date of enrolment must occur before the date of enrolment specified in the letter of offer, otherwise the applicant must submit a request to delay the date of enrolment, in accordance with Section 3.14. For all international applicants: If the applicant does not accept the offer of admission to a Higher Degree by Research by the date specified in the letter of offer, the offer lapses and is no longer valid. Once an applicant has accepted the offer, if the applicant does not enrol in the Higher Degree by Research by the date of enrolment

Applicant



stipulated in the letter of offer, the offer lapses and is no longer valid. For Professional Doctorate applicants: applicants must enrol in the Higher Degree by Research on either 1 January or 1 July of the year of enrolment.

2. Once all conditions contained in the letter of offer are met including receipt of payment of overseas student health cover and/or tuition fees (if applicable), the Graduate Research Office will produce an electronic confirmation of enrolment if required. The only exception to this condition is for applicants intending to enrol in English language courses at the University in order to meet the minimum English language requirements for admission to a Higher Degree by Research.


3.15 Delaying the Date of Enrolment


1. Where an applicant wishes to delay the date of enrolment, the applicant submits a written request via email to the Graduate Research Office with a justification for the delay, a proposed new date of enrolment and a letter of support from the Primary Supervisor.

Applicant

2. The Dean of Graduate Research will consider requests to delay the date of enrolment on a weekly basis.


3. The Graduate Research Office notifies the applicant of the outcome of the request for delaying the date of enrolment. If the request is approved, the Graduate Research Office updates the applicant’s records to reflect the revised date of enrolment. If required, the Graduate Research Office prepares and sends a revised letter of offer to the applicant. If necessary, the Graduate Research Office cancels the electronic confirmation of enrolment and produces a new one. If the request is not approved, the applicant is notified and the expected date of enrolment remains as specified in the letter of offer. If the applicant cannot enrol in the Higher Degree by Research by the specified date, the offer will lapse.




3.16 Enrolling in the Higher Degree by Research


1. Where an applicant accepts an offer of admission to a Higher Degree by Research, the Graduate Research Office advises the relevant Graduate Research Administrative Officer, supervisory team and Graduate Research Coordinator. The applicant is provided with instructions for enrolment and making arrangements to meet with their Primary Supervisor and separately with their Graduate Research Administrative Officer for their first day of enrolment.

Graduate Research Office Graduate Research Administrative Officer

2. The applicant arrives at the University on or before the date of enrolment specified in the letter of offer (or the revised start date, if requested and approved in accordance with Section 3.12 (for domestic applicants) or 3.13 (for international applicants) of the Higher Degree by Research Admission and Enrolment Procedure). At their appointment, the candidate must present a completed Commencement of candidature form to their Graduate Research Administrative Officer to finalise their enrolment. This form will only be accepted and acted upon on the first day of enrolment. If the applicant has been approved for external (off-campus) candidature, the applicant and Primary Supervisor or Graduate Research Coordinator complete the commencement of candidature form and submit the form to the relevant Graduate Research Administrative Officer by email.

Applicant

3. The Primary Supervisor holds an initial meeting with the candidate and introduces the candidate to the supervisory team, the Graduate Research Coordinator, the Head of School, and other relevant staff from within the school of enrolment and/or College/Faculty/Institute. The candidate is also required to attend a formal induction conducted by the school of enrolment. For an external candidate, the initial meeting may be held by phone or video conference and should normally involve the full supervisory team.

Supervisory Team, Candidate

4. The Graduate Research Administrative Officer forwards the candidate’s completed commencement form to the Graduate Research Office.




The Graduate Research Office processes the new candidate’s enrolment and notifies the candidate via email of their enrolment in their thesis unit. Further information about their candidature, including how to enrol in any required coursework units is provided in this communication.

4 Definitions and Acronyms

Term/Acronym Definition

Applicant A person applying for admission to a Higher Degree by Research course at the University of Tasmania.

Academic

Director,

Associate Dean or

Director Research

A senior academic staff member appointed to assist the College Pro Vice-Chancellor/Faculty Dean/Institute Director with the planning, development and management of research and research training in the College/Faculty/Institute.

Autonomous

Sanctions

Compliance and

Risk Assessment

An assessment to minimise the risk of a breach of United Nations Security Council and Australian autonomous sanctions regimes by the University as a result of an application for a Higher Degree by Research.

CAE Cambridge Advanced English test.

CEFR Common European Framework of Reference for Languages.

College Unless otherwise stated, in this Procedure ‘College’ refers to the College in which the applicant will be enrolled.

College Pro Vice-

Chancellor

The Pro Vice-Chancellor of the relevant college (or their authorised delegate)

Consolidated List A list of all persons and entities who are subject to targeted financial sanctions or travel bans under Australian sanctions laws. This list is owned and maintained by the Department of Foreign Affairs and Trade.

Dean of Graduate

Research

The Dean of Graduate Research is the person who has responsibility for establishing the academic framework for research training at the University; and working with Faculties and Institutes to ensure the University maintains appropriate standards for research training at the University (including admission, appropriate infrastructure, supervision and examination).

DFAT Department of Foreign Affairs and Trade, Government of Australia.

Faculty Unless otherwise stated, in this Procedure ‘Faculty’ refers to the Faculty in which the applicant will be enrolled.

Faculty Dean The Dean of the relevant Faculty (or their authorised delegate).



Faculty

Recommendation

An assessment of an application for a Higher Degree by Research completed by the proposed Primary Supervisor, Graduate Research Coordinator and Head of the School of Enrolment.

Graduate

Research

Coordinator

An academic staff member who oversees candidature supervision within a School in consultation with the Head of School.

Graduate

Research

Administrative

Officer

An employee of the University responsible for providing support to Graduate Research Coordinators, Supervisors, candidates and applicants on matters related to Higher Degrees by Research including scholarship and candidature applications, candidate progress & ongoing requirements, skilling and support programs and thesis submission processes.

Graduate

Research Office

The organisational unit responsible for managing the administration of Higher Degrees by Research and the Graduate Certificate in Research.

Higher Degree by

Research

A Doctor of Philosophy, Professional Doctorate or Master of Research Degree as listed in Rule 4: Rules of Graduate Research.

Head of School The Head of the School of enrolment or the Director of the National Centre or Head of the Institute of enrolment (or nominee).

IELTS International English Language Testing System.

iGRad iGRad is the candidate management system purpose built for University of Tasmania candidates, academics, Graduate Research Administrative Officer and Graduate Research Office staff. It displays candidate-specific information such as overall progress as a percentage completed, supervision arrangements, whether candidates are full or part-time, which campus they are located at and any upcoming action dates and milestones. This information can be used by the candidate to allow self-management and by the Faculty, Institute or School to monitor overall progress and identify if a candidate may require further support.

Institute Unless otherwise stated, in this Procedure ‘Institute’ refers to the Institute in which the applicant seeks to be enrolled.

Institute Director For the purposes of this Procedure, Institute Director refers to in the case of:

the Australian Maritime College, the Principal of that college (or their authorised delegate).

the Institute for Marine and Antarctic Research, the Executive Director of that institute (or their authorised delegate).

the Menzies Institute of Medical Research, the Director of that institute (or their authorised delegate).

Overseas Student

Health Cover

Health care cover for international candidates to provide access to out of hospital and in hospital medical services in Australia.



Primary

Supervisor

The supervisor who is primarily responsible for ensuring that all administrative and regulatory requirements prescribed for candidates are met.

PTE Academic Pearson Test of English.

Referee A person able to comment on an applicant’s research experience with reference to their academic background as defined in section 3.6 of the Higher Degrees by Research Admissions and Enrolment Policy.

Research Proposal An outline of the aims, objectives, and significance or need for the research based on a review of current literature in the field.

Rule 4 Rules of Graduate Research.

School of

Enrolment

The School, Centre or Institute in which a Higher Degree by Research candidate is enrolled.

Supervisory Team The supervisors appointed to supervise an Higher Degree by Research candidate as defined in section 3.3 of the Higher Degree by Research Supervision Policy.

TOEFL Test of English as a Foreign Language.

5 Supporting Documentation

Rule 4: Rules of Graduate Research

Higher Degree by Research Admissions and Enrolment Policy

Defence Export Controls Policy

Security Council and Autonomous Sanctions Policy

English Language Proficiency Policy

Disability and Health Conditions Policy

Higher Degree by Research Supervision Policy

6 Versioning

Current Version Version 1 – Higher Degrees by Research Admissions and Enrolment Procedure; approved April, 2017

Documents

Higher Degrees by Research Admissions and Enrolment · PDF fileHigher Degrees by Research Admissions and Enrolment Procedure ... Higher Degrees by Research Admissions and ... On request