Variations to Candidature
Leave of Absence
Application for leave of absence may be made online on the Student Information System. Leave of absence may be granted for sickness or other reasons that prevent the candidate carrying out research.
Leave of absence is not normally approved in the first 6 months of enrolment into the course, except under exceptional circumstances or for compassionate reasons. Students enrolled in coursework-classified courses can apply for leave of absence for a minimum of one semester or a maximum of two. Students enrolled in research-classified courses are able to apply for leave on a monthly basis. The minimum period that is approved for research-classified students is two weeks and the maximum is 12 months.
International students may only be granted leave of absence for a period of 6 months or less subject to the Graduate School committee. Under the ESOS legislation leave of absence must be for exceptional compassionate circumstances, such as bereavement. International students applying for more than 6 months leave require a letter of support from the Graduate School. Usually leave of absence for more than 6 months will lead to visa cancellation, and students need to re-apply for a student visa. Students must then seek approval from the Department of Immigration Multicultural and Indigenous Affairs (DIMIA). All international students taking leave of absence from their course of study must depart Australia within two weeks of the date from when the leave was granted, unless special permission has been granted on medical grounds. The University of Melbourne forwards regular reports of variations of student enrolment to DIMIA. Students who have a sponsor must also seek the sponsor's permission to take leave of absence. More information can be found at International Support Services.
Students on a scholarship need to apply separately to the Scholarships Office for leave of absence.
Change of enrolment status between full-time and part-time
If candidates are unable to continue working on their research full-time but wish to continue at a reduced level, it may be appropriate to apply for a change to part-time candidature. The Associate Dean (Research and Research Training) must be satisfied that the candidate has adequate time available to carry on the research and make good progress.
Scholarship holders should check the conditions of their scholarship to determine eligibility and options if they convert to part-time candidature.
International Masters candidates should be aware that student visas are for full-time study only.
Applications to change enrolment status need to be made in writing to the Graduate School of Education Student Centre attached with a letter of support from their supervisor. The request should state the ability to complete the degree in the required time, noting employment and other commitments.
Change of project
If the student and the supervisor decide that a major change in the direction of the research or a new project is necessary, notification should be made to the Graduate School. The notification, by letter or on the Progress Report form, should include a 100-word summary of the new project and advise whether the change in topic is likely to cause a delay in submission.
Change of supervisor/Department/Faculty
A candidate may apply at any time, through the Associate Dean Research and Research Training, for a change in supervisor(s), department or faculty. Please contact the Research Services Unit.
Extension of period of candidature
Students who require further time than the normal period of candidature, may apply for an extension of time to submit their thesis and it must be approved by the Associate Dean (Academic).
Length of Extension
For research-classified students the maximum time allowed for an extension is up to three months (full-time candidature) or up to six months (part-time) from their current expected completion date. Extensions can be granted on a month-by-month basis if necessary.
Coursework-classified students can only be granted an extension up until the beginning of the next semester. For example, if due to submit on 31 December 2004, then an extension would normally be granted until 1 March 2005.
If a candidate is still not able to submit by the extended due date they will lapse their enrolment and will be given further time as an unenrolled student to finish their thesis. In special circumstances and at the discretion of the Associate Dean (Research) further extensions may be granted if required.
Procedure
Just prior to candidature expiring, the Graduate School will write to remind candidates of their submission date. Enclosed in this letter is an application for an extension should candidates require it. Application forms can also be obtained from the Graduate School of Education Student Centre.
An application for extension will need to be fully supported by the candidate's supervisor and Associate Dean (Research) and must include:
• Summary of work completed to date;
• Reasons for failure to submit by the current expected completion date;
• An action plan for the completion of your thesis by the end of the Extension period;
• Any other relevant information.
Once an application is approved the candidate is re-enrolled in their thesis for the duration and will be required to pay any fees that this period attracts.
Scholarships
Candidates applying for an extension should note that extensions of candidature beyond two years (full-time) will not be covered by RTS and fees may apply. Scholarship holders should note that approved extensions of candidature do not guarantee an automatic extension of scholarship. International candidates requiring extensions will also need to check their sponsorship and visa allocation prior to applying for the extension.
Lapse of Candidature
Once a student's candidature has expired and no further extensions can be approved, they are able to lapse their candidature. This means that the student discontinues their enrolment, and completes their thesis without official support of a supervisor, department , or the use of University facilities. A student who opts to lapse his/her candidature will have a maximum period (2 years for a Doctor of Education student or 1 year for a Masters student) in which to present their final thesis to the Graduate School of Education Student Centre for examination. Students who select this option will no longer have access to University facilities and support from their supervisor will be withdrawn.
International candidates should be aware that student visa requirements do not allow candidates to discontinue and remain in Australia, as discontinued candidates are not enrolled students. International research students can only apply for non-fee-based Continuation of Studies student visa extension after their thesis has been submitted for a period up to six months if they complete a 'Confirmation of Continuing Studies' form available from the International Centre and obtain a letter of support from their supervisor.