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Frequently Asked Questions for current research students

NOTE: This web page contains information that is true and accurate as of 13 June 2008. We advise students and supervisors to contact Research Degrees Office if they have any queries regarding any administrative matters.

What is the Research Degrees Office?

It is the office which deals with all HDR and honours students. It is located at the Clayton campus in room G06. Contacts:

What is the residency requirement for external students?

  • Doctoral:
    External doctoral students are required to visit the campus for 15 working days per year (full time) or per two years (part time) to meet with their supervisor, do library research and attend Faculty seminars, etc.
  • Masters:
    Residency for masters students is 10 working days per year (full time) and 5 days per year (part time).

Enrolment and starting points

I have an offer, how do I enrol?

  • Doctoral:
    Doctoral students enrol via the Monash Research Graduate School (building 3D at Clayton campus) where they are given a set of papers to fill in with their supervisors.
  • Masters:
    Masters students either return papers sent with their offer letter or visit the Research Office (room G06, Education, building 6, Clayton campus).

How do I re-enrol?

Re-enrolment papers are sent in October for re-enrolment during the annual re-enrolment period, mid-October to mid-November. Note: students on Intermission are also required to re-enrol at this time.

How do I get on-line?

After you have been enrolled you can register by going to your My Monash portal. There are instructions at this site about how to get your password and entry – this is where you can access your student email and the MUSO site for Faculty of Education HDR students.

Can I use my private email instead of the student email?

You are required to use the student email as the university regards this as a safe, reliable way to communicate with you. You may, however, link your student email to your private email by going to Email help. You should check your email regularly for important messages from the Faculty and university.

How do I change coursework units?

Masters students who are undertaking coursework units (in M Ed by research code 3204) may change units online though WES  (Web-based Enrolment System) via your My Monash portal.

Supervision

What should my relation with my supervisor be?

You and your supervisor have a mutual obligation to maintain a supervisory relationship during your entire candidature. Fortnightly contact is suggested for full time students and monthly contact for part timers.

What do I do if there are problems with my supervision?

You should discuss issues with your supervisor first. You may also contact the Associate Dean Research Degrees & Induction who can give confidential advice, support and mediation if needed. The Director of Research Degrees is another academic who has a special interest in the smooth running of students’ candidature. Please contcat Faculty Research Degrees Office (Go6, Build 6) for any support or information.

Can I change my supervisor?

If you are dissatisfied with your supervision you should discuss the matter with your supervisor first. If the situation cannot be resolved the Faculty has a Supervision Liaison Officer who can mediate on supervision matters. As a final solution a change of supervisor may be suitable. A change of supervisor form can be downloaded from the respective website:

Progress of the degree

Where can I get advice about HDR study?

There are many sources of support:

Can I change from full time to part time?

A form can be downloaded from the respective website:

Can I change the campus I am located on?

Your campus location is associated with the home campus of your supervisor. It is not possible to change the campus at which you are located. You can, however, negotiate with your supervisor to meet at another campus and you may arrange to use facilities at another campus.

What if I need to take leave from my studies (Intermission)?

If circumstances develop where you need to take leave from your studies, e.g. sickness, employment demands, overseas travel, etc. you may take up to twelve months Intermission from study. Your supervisor needs to sign intermission form. Supporting evidence will be required for a request for more than 12 months during your candidature.

An intermission form can be downloaded from the respective website:

What is confirmation of candidature?

Towards the end of the first year of full time (or equivalent) doctoral candidature, students are required to prepare a 5000-7500 word research proposal and present it orally to a panel of academics. If the panel, agrees, this changes your status from probationary to confirmed candidature.

What is the mid-candidature milestone?

Faculty of Education has introduced Mid-candidature milestone for doctorate students. By the end of 24 months full time candidature (or equivalent), doctorate students will be expected to: (i) prepare a progress report or an advanced draft of chapters from their thesis and (ii) present the report/chapters to a meeting of their Research Strength. Candidates will receive more information regarding the process from the Faculty Research Degrees Office before the Mid-candidature milestone due date.

Do I require Ethics approval?

All research involving humans requires ethics approval. Please contcat your supervisor for more information that might be specific to your project.

How do I get the Ethics Approval?

Your supervisor will assist you in preparing an ethics application for the University’s Standing Committee on Ethics for Research involving Humans (SCERH) committee. http://www.monash.edu.au/research/ethics/human/

Can I transfer from a Master of Education by research degree to a Master of Education by coursework?

No. The Master of Education by research is administered differently to the Master of Education by coursework (for example it is free of tuition fees). To make the change to a coursework masters degree you must withdraw from Master of Education by research and apply, like any new applicant, for Master of Education by coursework. You may apply for credit for any coursework units completed in the Master of Education by research.

Can I upgrade my Master of Education by research into a PhD?

Yes. Excellent students may be upgraded if all the following criteria are met:

  • Supervisor supports it
  • The project can be expanded
  • Substantial work had been completed (e.g. two chapters – literature review and methods)
  • A proposal of 5000-7500 words is presented
  • A panel of academics agrees to the upgrade after an oral presentation of the proposal.

What is an Annual Progress Report?

Students are required to report annually on their research. This is done on the official form in conjunction with their supervisor. Both write reports and sign them before handing them to the Research Degrees Office where the Director of Research Degrees reads and comments on progress. This is a compulsory step for continued candidature.

What should I do if I am asked for an Interim Progress Report?

You should meet with your supervisor and fill the form and return it to the Research Degrees Office in a timely manner.

Can I study away from the campus if I am an on-campus student?

Students may find it necessary to do field work away from campus. An application should be made to do this. Circumstances may mean you are required to change your status to external (e.g. moving interstate, returning home overseas)

What do I do with my data?

Sensitive material should be kept securely and confidentiality protected. You are required to keep your data for a period of five years. You should burn data onto a CD and lodge your data with the Faculty on completion of your degree.

What sort of financial support can I expect from the University?

The Faculty has two sources of funding for students. Grants for up to $1000 (during the whole period of candidature and depending on the kind of degree) are available for research related expenses. Travel grants to assist with cost of fieldwork or conference travel are also possible. See this site for details:

http://www.education.monash.edu.au/research/degrees/funding.html

Can I attend conferences?

Students are encouraged to participate in conferences. The presentation of research in papers at conferences is a fundamental part of dissemination of your research results. Faculty funding supports conference attendance.

Am I eligible for scholarships?

The best students are eligible for Australian Postgraduate Awards (APA), Monash Graduate Scholarships (MGS) and Monash International Postgraduate Research Scholarships (MIPRS). Students need H1 equivalence – i.e. first class honours equivalence or high distinctions or A+ grades – to be eligible. Applications close on October 31 for the following year. Application kits are available from the Research Degrees Office in August.

What are Doctoral Completion Scholarships?

A small number of scholarships are awarded at the end of candidature to allow students to devote full time to complete their studies. Submission at the end of the scholarship award period is required.

Thesis examination

Who examines my thesis?

Students should consult with their supervisors about the choice and appointment of examiners. The supervisor will contact prospective examiners and lodge a Nomination of Examiners form with the research Degrees Office four to six weeks before the thesis is submitted. For Masters students one examiner must be external to the University and one can be internal, for doctoral both are external and only one can be located in Victoria .

Can I use professional editors for editing my thesis?

Yes, however, where a thesis or dissertation is to have input from a professional editor, the candidate must obtain written permission from the supervisor. The candidate should supply to the editor a copy of this permission, along with the manuscript. The name of the editor and a brief description of the service rendered should be printed as part of the list of acknowledgements or other prefatory matters near the front of the work when it is presented for examination. If the professional editor's current or former area of academic specialisation is similar to that of the candidate, this too should be stated in the prefatory matter, as it may suggest to examiners that the editor's advice to the candidate has extended beyond guidance on English expression to affect content in the thesis.

How do I submit my thesis?

  • Doctoral:
    Students are required to submit four copies of the thesis to Monash Research Graduate School . Examination copies may be soft bound (e.g. glue bound with plastic cover) but two final copies must be hard bound (for lodging in the Matheson and Faculty libraries).
  • Masters:
    Four copies are submitted for examination to the Research Degrees Office. Examination copies may be soft bound (e.g. glue bound with plastic cover) but at least two final copies must be hard bound (for lodging in the Matheson and Faculty libraries).

What length does my thesis need to be?

  • Doctoral: 95,000 words
  • Masters:
    40,000 words for students enrolled in Master of Education Code 3204 (coursework and thesis), or
    60,000 words for students enrolled in Master of Education Code 0077 (thesis only).

What documents are required when I hand in my thesis?

A statement by your supervisor and a library release form must accompany the thesis. These forms may be downloaded at the respective website:

How long does examination take?

Allow a period of six to eight weeks for MEd Research thesis and allow a period of eight to ten weeks for Doctorate Research thesis . The examiners provide reports on your thesis and may recommend changes. These reports are sent to you. Your supervisor will guide you through the making of final changes and will inform the Research Degrees Office when changes are done to his/her satisfaction.

What is required for my final submission?

Four thesis copies, two of which must be hard bound, Many students bind all four copies. Copies are distributed to the Matheson library, the Faculty library (LMR), main supervisor and student with confirmation of submission stamped on the front page.

  • Doctoral: Copies are submitted to MRGS with a statement from the Faculty confirming completion.
  • Masters: Copies are submitted to the Research Degrees Office with a statement from your supervisor confirming completion of any suggested amendments.

How do I graduate?

When your examination is complete Research Degrees Office will course complete you on the University Student Database (Callista). Thereafter to apply to graduate, you must complete and submit an 'Application for Graduation' form to the Graduations Unit by the closing date. You may apply to graduate at this site:

http://www.monash.edu.au/graduations/