Managing your candidature

There are a number of things you must do to manage your candidature and ensure successful completion of your degree. Our Guide to Research Degrees will help as you progress from pre-candidature to candidature and graduation.

Masters by Research: you have 2 years full time (or equivalent part time) to complete the degree. No extension possible.
PhD and Professional Doctorate: you have 3 years full time (or equivalent part time) to complete the degree. You may apply for up to two 6 month (equivalent full time) extensions to your candidature.

Extension of candidature

If you need to extend your candidature you must submit an Application for Extension to Candidature to the appropriate College Graduate Research Support Officer. You can also apply to extend your candidature when you submit your biannual progress report.

Candidature exceeding 10 years

If your candidature exceeds 10 years from the date of your initial enrolment (regardless of any periods of leave of absence or lapsed enrolment) you must also submit an Application for Waiver to the 10 Year Rule.

Please submit the application to the Graduate Research Centre 10 years before the date of your initial enrolment expires.

Extension of scholarship

If you receive a scholarship or living stipend please contact the Graduate Research Centre to determine how this will affect your entitlements before you submit your Application for an Extension to Scholarship.

International students

If you are an international student you must also contact Victoria University International to ensure you comply with your Visa requirements.

Progress reports

All research students must submit biannual Progress Reports during candidature. These help you and your supervisor manage your research and reflect on your progress. They provide an opportunity to establish clear goals, identify issues that may adversely affect research outcomes and plan the next stage of your project. They also demonstrate you are active and developing as a researcher.

You do not have to submit a progress report if you:

are on approved leave
have submitted your thesis for examination
your enrolment has lapsed
have been nominated for unsatisfactory progress
are in the coursework phase of your research degree.

Submitting a progress report

The Graduate Research Centre will send progress reports to your VU@live email account, with a copy to your Principal and Associate Supervisor. You will have approximately two months to complete and submit the report for review by the appropriate research committee.

Occupational health and safety and progress reports

Students and supervisors are responsible for ensuring that research is conducted in a safe environment and in accordance with government health and safety legislation and procedures. Occupational health and safety includes ergonomics, working safely with hazardous materials (e.g. blood, chemicals), plant and machinery, electrical and other equipment, working at height, etc.

As part of your progress report, you and your supervisor are required to identify hazards and risks associated with your research. For more information, download the Health and Safety in the Research Environment Factsheet, or see the Progress Report FAQ.

Failing to submit a progress report

If you do not submit a progress report by the due date, the appropriate research committee will nominate you for 'unsatisfactory progress'. Your supervisor will be contacted and will have seven days to either:

work with you to prepare the report and demonstrate progress
provide a brief written statement advising the committee your progress is unsatisfactory

Unsatisfactory progress may result in termination of your enrolment.

Extensions of time to submit a progress report

You can obtain an extension of time to submit a progress report if you have experienced unanticipated difficulties including:

disruption to supervision (both Principal and Associate Supervisor)
documented personal illness or other serious personal difficulties
other unforeseen disruptions beyond your control that have directly impacted on your capacity to submit the progress report

You must submit your written request for extension together with relevant supporting documents to the Graduate Research Centre one week prior to the due date. You will be notified in writing of the decision.

Converting your degree

Converting a Masters by Research to professional doctorate

You may apply to convert your Masters by Research to a professional doctorate if:

you are in the first 12 months (or equivalent part time) of your Masters
you have demonstrated exceptional ability and achievement in the first stages of your Masters
your research project has the capacity to be developed and extended to a standard that makes it suitable for doctoral level
your research supervisor supports your application and agrees your progress meets the criteria for doctoral work

If your application is successful your candidature will normally commence at the date of initial enrolment in the Masters by Research degree.

Converting a professional doctorate to Masters by Research

Conversion of a Professional Doctorate to a Masters by Research can occur in two circumstances:

you are unable to complete your professional doctorate but have completed sufficient work to prepare a Masters level thesis. Converting a doctorate to a Masters in these circumstances normally occurs by mutual agreement with your supervisor, supported by the relevant research committee.
the standard of your work is not sufficient for a doctorate but is suitable for examination at a Masters level. If this occurs you will be counselled and directed to convert your candidature to a Masters by Research.

If you have been on a scholarship for more than 2 years it will cease on the date your degree is converted to a Masters.

Converting a professional doctorate to a Doctor of Philosophy (PhD) or vice versa

You may apply to convert a professional doctorate to a PhD or vice versa. Your application must:

clearly state the differences between the two degrees
be supported by your Principal Supervisor and your College/Centre/Institute
comply with other requirements determined by your College

How to apply to convert your degree

If you need to convert your degree please discuss this with your research supervisor and submit an Application for Admission to a Research Degree.

You should also email the Admissions and Scholarships Coordinator to determine how this will affect your scholarship and eligibility for the Research Training Scheme.

If you are an international student any changes to your enrolment must be approved by Victoria University International to ensure you comply with your Visa requirements.

Enrolment variation

If you are admitted and enrolled in a research degree your enrolment must be continuous during the duration of the degree. The only time you do not need to enrol is during periods of approved leave of absence and once your thesis has been submitted for examination.

If you intend to alter your enrolment from full time to part time or vice-versa, please email the Admissions and Scholarships Coordinator to determine how this will affect your entitlements and eligibility for the Research Training Scheme.

You must complete a Unit of Study Enrolment Amendment Form to change your enrolment.

If you are an international student any changes to your enrolment variation must be approved by Victoria University International to ensure you comply with your visa requirements.

Change in thesis format

Students wishing to change the format of their thesis, (for example, from a traditional thesis format to a thesis by publication or creative project) need to complete an Application for Change in Thesis Format form and have it signed by their supervisor. Completed applications should be sent to the Graduate Research Centre.

Leave of absence and withdrawal

You can apply for up to 12-months leave of absence from your research degree by completing an Application for Leave of Absence, with a possible extension of a further 18-months - Application for Additional Leave of Absence. Time on leave is not counted towards your candidature.

You can withdraw from your degree at any time by completing a Course Withdrawal Application.

If you are an international student any changes to your enrolment must be approved by Victoria University International to ensure you comply with your Visa requirements.

Reinstatement of candidature

You can apply to reinstate your candidature and continue work on your project if:

you have previously withdrawn from your degree
your enrolment has lapsed
your enrolment has been terminated due to unsatisfactory progress

If your enrolment has lapsed or been terminated due to unsatisfactory progress you will have to demonstrate exceptional circumstance exist to justify reinstatement of your candidature.

Please complete an Application for Reinstatement of Candidature and forward it to the Graduate Research Centre.