• Section 1 - Purpose
• Document context
• Section 2 - Procedure
• Part A - HDR candidatures
• Admission
• Assessment of equivalent academic requirements
• Resources and supervision
• Dual and joint HDR awards
• English language proficiency
• Enrolment
• Calculating the period of candidature
• Probationary candidature
• Progress
• Termination of candidature
• Conversion of candidature to a different award
• Leave
• Recreation leave
• Leave of absence
• Applications for leave of absence
• Approval of leave of absence
• Administrative leave
• Withdrawing after census
• Research overseas
• Research at other organisations
• Part B - Supervision
• Register of supervisors
• Criteria for addition to the register of supervisors
• Appointment of supervisors
• Indigenous culture competency requirements for supervisors
• Principal supervisors’ role
• Supervisory team’s role
• Absence or departure of supervisors
• Part C - Dual and joint HDR awards
• Section 3 - Glossary

Section 1 - Purpose

(1) This procedure states detailed requirements for higher degree by research (HDR) candidates’ admission, enrolment, candidature, and supervision at Charles Sturt University (the University; Charles Sturt).

Document context

Section 2 - Procedure

Part A - HDR candidatures

Admission

Assessment of equivalent academic requirements

(2) Minimum academic requirements for admission to HDR courses are set out in the Admissions Policy. The following clauses state how potential candidates can demonstrate that they meet these academic requirements and how equivalencies will be assessed.

(3) Where this procedure states academic qualifications required for entry, the applicant must have gained the qualifications at either:

1. an accredited Australian tertiary education institution, or
2. an overseas education provider assessed by the Admissions office as delivering qualifications at a standard equivalent to that of an accredited Australian tertiary education institution.

(4) Where applicants present qualifications gained outside Australia, they will be assessed for equivalence with reference to sources commonly used in international admissions work, such as the guides published by the United Kingdom’s National Academic Recognition Information Centre and Australian Department of Education’s Country Education Profiles.

(5) The following table sets out equivalent qualifications or combinations of experience to the minimum academic requirements under the Admissions Policy:

(6) Individual courses may have higher and/or additional entry requirements, in addition to these university-wide minimum requirements.

(7) For the purpose of evaluating research experience, demonstrating research capacity at a doctoral level can be comprised by a combination of the following:

1. Lead author publication(s) (published within the last 5 years) in reputable scholarly journals (Q1 or Q2) that adhere to the norms of the discipline. 
2. Track record as an investigator on competitive grants.
3. Research or technical reports prepared for industry, government, or business. Reports must include the following elements: current literature review, details of research methods and evaluation of results. The applicant must be identified as a significant contributor.
4. A portfolio of published creative work that includes a published critical discussion of some of the work that evidences the applicant’s scholarly or artistic contribution to the field
5. Evidence of undertaking research or research-related activity for approximately 12 months (full-time or part-time equivalent). Details (preferably supplied by the employer/funder) must include, at a minimum, items i and ii; other relevant evidence may include items iii, iv and v:
   1. type and length of employment in a research related position
   2. duties and activities undertaken in the course of employment
   3. evidence of peer reviewed publications or reports produced in relation to employment or activity.
   4. evidence of exhibitions or publications of creative work with peer review
   5. evidence of awards or prizes received.

Resources and supervision

(8) In addition to the academic and professional requirements stated above, the University must also be satisfied that the resources and supervision are available for a research higher degree candidate before they can be admitted. The Admissions Procedure states those resource and supervision requirements.

Dual and joint HDR awards

(9) To be admitted to candidature for a dual or joint HDR award, the applicant must:

1. meet the entry requirements stated in this procedure for the type of course, any additional entry requirements specific to the Charles Sturt course, and the partner university’s entry requirements for the course, and
2. be approved for admission by both partner universities.

English language proficiency

(10) Applicants must meet the University's English language proficiency requirements to be eligible for admission. See the minimum requirements stated in the Admissions Policy and evidence requirements as outlined in the Admissions Procedure.

(11) Individual courses may have higher English language proficiency requirements in addition to these university-wide minimum requirements, which will be listed in the online course brochure. 

(12) In exceptional circumstances, the Pro Vice-Chancellor Research (Performance and Governance) may accept alternative proof of an applicant meeting the English language proficiency requirements after consulting the relevant Sub Dean (Graduate Studies) and nominated principal supervisor.

Enrolment

(13) Candidates will be enrolled in either a full-time or part-time study load. They can only change between study loads with the approval of their principal supervisor and Sub Dean (Graduate Studies). Additional approval is required for all AGRTP scholarship holders from the Dean, Graduate Research. Candidates must notify the Office of Graduate Research of such changes.

(14) Professional doctorate candidates will first complete the coursework subjects stated in the University Handbook.

(15) Doctor of Philosophy, Master by Research, and Professional Doctorate candidates who have completed the coursework component of their course will be enrolled in one HDR thesis subject for the duration of their candidature, as stated in the University Handbook, except where leave has been approved.

(16) Coursework subjects follow the appropriate session enrolment and applicable census dates, as per the Academic Calendar Schedule. HDR thesis subjects will utilise a half year period of enrolment (HDR period), which has its own census date:

1. HDR period 1 (January – June) has a census date of 31 March
2. HDR period 2 (July – December) has a census date of 31 August.

(17) Candidates are expected to focus their studies on their HDR course, as these courses are demanding. A candidate may, however, apply to the Dean, Graduate Research for approval to enrol concurrently in another award course, with the support of the candidate’s principal supervisor and the Sub Dean (Graduate Studies).

(18) A candidate must maintain their enrolment until they submit their thesis or their candidature is terminated.

(19) A candidate who has submitted their thesis for examination and is asked to respond to the examiners’ recommendations must provide their response by the due date for response, or they may be required to enrol again for the appropriate teaching period, as determined by the Dean, Graduate Research.

(20) Where the examination committee requires the candidate to resubmit, the candidate must be enrolled while they prepare the resubmission.

Calculating the period of candidature

(21) A candidate’s period of candidature will be calculated starting from:

1. the start date of actually commencing work in their course, as confirmed by the candidate and their supervisors, or
2. if the candidate has transferred from a course at another institution leading to the same award, the start date of their enrolment in the course at the other institution.

(22) Any period of probationary candidature will be included in the calculation of the total period of candidature.

(23) The maximum periods of candidature stated in the Higher Degree by Research Policy are extended by any approved leave of absence that lasts for a whole teaching period: see the ‘Leave’ heading in this procedure.

(24) The Higher Degree by Research Policy authorises the Dean, Graduate Research to approve an exception to the minimum or maximum periods of candidature stated in that policy, for an individual candidate where there are exceptional circumstances, on the recommendation of the Sub Dean (Graduate Studies).

Probationary candidature

(25) Each candidate will begin their candidature on a probationary basis, unless the Dean, Graduate Research approves an exception on the recommendation of the Sub Dean (Graduate Studies). An exception may be approved, for example, where:

1. the candidate has been admitted on the basis that they will submit a thesis by prior publication, or
2. the candidate has transferred their candidature from another institution where they were already confirmed as a full candidate, and the Sub Dean (Graduate Studies) and Dean, Graduate Research consider their research is at a sufficient standard for full candidature.

(26) Probationary candidature will normally last up to one full-time year or part-time equivalent.

(27) The relevant Sub Dean (Graduate Studies), in consultation with the principal supervisor, will specify the conditions of probation as part of their recommendation to admit the candidate.

(28) During their probationary candidature, candidates must:

1. participate in the online induction seminar run by the Office of Graduate Research, within their first session of enrolment
2. complete all academic and research integrity training required by the Academic Integrity Policy
3. complete a draft review or synopsis of literature to a standard approved by the principal supervisor in consultation with the supervisory team
4. present a seminar on their proposed research topic
5. submit an initial expectations and communications plan within the first six weeks of candidature
6. complete an individual development plan within the first six months of candidature
7. submit a research proposal and response to reviewers’ comments on the proposal
8. submit a data management plan, and
9. meet any other conditions of the probationary candidature specified by the faculty.

(29) At the completion of the probationary period, candidatures must be confirmed by the relevant Sub Dean (Graduate Studies). The probationary candidate’s research proposal and seminar will be reviewed by a panel, which will recommend one of the following outcomes:

1. Passed with no changes.
2. Passed, subject to changes: the report will indicate the required changes, which must be made to the satisfaction of the relevant Sub Dean (Graduate Studies).
3. Resubmitted: the candidate must complete the extra work and revisions identified as necessary by the panel, and resubmit the proposal for review by at least two reviewers. The candidate will normally have to present the revised proposal at a seminar. Only one resubmission will be permitted.
4. Failed: where the candidate fails, they will be asked to show cause why their candidature should be allowed to continue: see the ‘Termination of candidature’ heading.
5. Where the candidate is for a doctor of philosophy award, the panel may recommend that the candidate be invited to undertake candidature for a master by research award instead.

Progress

(30) Candidates are expected to undertake their research and thesis preparation all year unless on an approved leave of absence or other leave described in the ‘Leave’ heading.

(31) The relevant Sub Dean (Graduate Studies) will monitor a candidate’s progress during their probationary candidature, in consultation with the candidate and their principal supervisor. Progress will be monitored through the development of the candidate’s expectations and communications plan, individual development plan and probation requirements.

(32) The candidate must submit a progress report every six months, for:

1. comment and endorsement by their principal supervisor, and
2. consideration by the relevant Sub Dean (Graduate Studies) and Office of Graduate Research.

(33) Unsatisfactory progress may be:

1. a low standard of work, suggesting that the candidate will not be able to complete the course successfully
2. slow progress of the work, suggesting that the candidate will not complete the course within the maximum period of candidature, or
3. a fail as the outcome of the research proposal review at the end of the candidate’s probationary period.

(34) From their review of a candidate’s progress report or reports, and on the recommendation of the relevant Sub Dean (Graduate Studies), the Dean, Graduate Research or their nominee may:

1. approve continuation of the candidature
2. take other actions including imposing conditions on which the candidature may continue, or
3. ask the candidate to show cause why their candidature should continue: see the ‘Termination of candidature’ heading.

Termination of candidature

(35) The relevant Sub Dean (Graduate Studies) will advise the Dean, Graduate Research if a candidate is not making satisfactory progress or has failed to comply with university policies or procedures relevant to their candidature.

(36) Where a candidate is identified as not making satisfactory progress and/or in breach of relevant policies or procedures, the Dean, Graduate Research will:

1. send the candidate a notice inviting them to show cause why their candidature should be allowed to continue,
2. if they are studying on an Australian student visa, provide notice that if the University terminates their candidature, it will report this to the Department of Home Affairs, which may cause their visa to be cancelled, and
3. allow them one month from the date of notice in which to respond before the decision whether to terminate their candidature is made.

(37) If the candidate:

1. responds by the due date, the Dean, Graduate Research will consider their response and decide whether to allow the candidate to continue. If the decision is to allow the candidate to continue, may set conditions the candidate must meet or else have the candidature terminated at a later date
2. does not respond by the due date:
   1. terminate their candidature, or
   2. if they are studying on an Australian student visa, they will be allowed 20 working days in which to seek a review by the Pro Vice-Chancellor Research (Performance and Governance) the decision to terminate their candidature.

(38) The termination will not be finalised until:

1. the internal appeal period has expired, or 
2. the internal appeal or complaint process is complete, and 
3. any subsequent external appeal process is complete, and/or
4. for international candidates, the processes or timelines stated in the Higher Degree by Research Policy Part F are complete.

Conversion of candidature to a different award

(39) A candidate for a doctor of philosophy or professional doctorate award may be converted to candidature for a master by research award:

1. as a solution to concerns about their progress, by the Dean, Graduate Research on the recommendation of the candidate’s principal supervisor and the Sub Dean (Graduate Studies), with the candidate’s written agreement, or
2. as an outcome of the examination process, by the Deputy Vice-Chancellor and Vice-President (Research), on the recommendation of an examination committee, with the candidate’s written agreement.

(40) A candidate for a master by research or professional doctorate award may convert to candidature for a doctor of philosophy award where there is agreement that the candidate’s work is at a standard appropriate to the higher award, however not prior to when confirmation of candidature is approved.

(41) Conversions must be approved by the Dean, Graduate Research on the recommendation of the candidate’s principal supervisor and Sub Dean (Graduate Studies), and/or with endorsement from the reviewers during the confirmation process, with the candidate’s written agreement.

(42) The Higher Degree by Research Scholarships Procedure - Australian Government Research Training Program Funded Scholarships states the conditions on which a scholarship recipient may continue to receive a scholarship following such a conversion.

Leave

(43) Leave entitlements are set out in the Higher Degree by Research Policy. The Dean, Graduate Research will approve leave requests on the recommendation of the Sub Dean (Graduate Studies), and may approve a request for leave beyond the limits stated in policy where there are exceptional circumstances.

Recreation leave

(44) Candidates are entitled to 20 working days recreation leave each year, in addition to any public holidays or compulsory University closures. Taking recreation leave does not result in candidature periods being extended.

(45) A candidate should only take recreation leave at a time that has been agreed with their supervisory team.

Leave of absence

(46) Candidates are entitled to two leave of absence periods from their candidature.

(47) Candidates may take a leave of absence for one teaching period at a time (either one HDR period or, for candidates undertaking their coursework component subjects, one session), where this is necessary to meet family or employment commitments, or because of adverse circumstances.

1. During a leave of absence, candidates are not expected to be working on their research or thesis preparation, so support from their supervisory team will be limited.
2. The ‘Calculating the period of candidature’ heading states the effect of leave on the calculation.

(48) Candidates who are studying on an Australian student visa will not normally take a leave of absence, because they must complete their course within the duration of their visa. Such candidates can, however, apply to the Dean, Graduate Research for a leave of absence where there are exceptional circumstances. If a leave of absence is approved, the Office of Graduate Research will administer it in collaboration with Student Administration.

Applications for leave of absence

(49) To request a leave of absence, a candidate must apply to the Office of Graduate Research at least 10 working days before the census date of the teaching period for which they are seeking leave. They must continue working on their research and/or thesis preparation until the leave has been approved.

(50) Where a candidate applies for leave of absence after census, the leave of absence will only be granted if the candidate provides satisfactory evidence that:

1. there has been an administrative error by the University that prevented them from applying earlier or which now necessitates the leave, or
2. circumstances outside their control prevented them from applying earlier.

(51) Other than in exceptional circumstances, a candidate may not apply for leave of absence:

1. before their candidature has been confirmed, or
2. once they have completed the maximum period of candidature.

(52) Candidates who are receiving an Australian Government Research Training Program–funded scholarship that pays them a stipend must apply for the relevant type of paid leave described in the Higher Degree by Research Scholarships Procedure - Australian Government Research Training Program Funded Scholarships. Such applications can be made on the standard HDR candidates leave application form.

(53) Leave of absence will only be approved for a single teaching period per application unless there are exceptional circumstances.

Approval of leave of absence

(54) Acceptable reasons to approve a leave of absence include:

1. parental leave
2. illness, injury or carer responsibilities for someone who is ill or injured
3. employment commitments, and
4. personal financial reasons.

(55) Exceptional circumstances that may be grounds for leave of absence beyond normal limits are severe, unusual circumstances outside the candidate’s control and/or combinations of multiple circumstances outside their control.

(56) Where leave of absence is requested due to exceptional circumstances, the candidate must provide supporting documentation such as a medical certificate that states the severity and period of the illness or injury. The Charles Sturt University medical certificate is recommended for this purpose.

Administrative leave

(57) A candidate may be granted administrative leave of absence for one teaching period if their progress is being held up by reasons such as a change of supervision or waiting for approval of a change to their program of research. Supervisory support may be limited during administrative leave.

Withdrawing after census

(58) A Professional Doctorate candidate undertaking coursework component subjects may apply to withdraw from these subjects after census without academic penalty, in accordance with the Enrolment and Fees Procedure.

Research overseas

(59) The Dean, Graduate Research may approve a request from a candidate currently residing in Australia to conduct research overseas. This applies only to candidates wishing to conduct fieldwork/research overseas for a set period and not candidates intending to be based overseas, and is subject to the following conditions and restrictions:

1. The principal supervisor and the relevant Sub Dean (Graduate Studies) confirm that the candidate needs to conduct the research overseas in order to complete their research project.
2. Quality supervision and support of the candidate will continue while they are overseas.
3. The candidate has given a written undertaking to return to Australia immediately after the overseas research to continue their candidature. This is not mandatory for overseas students.
4. A scholarship recipient will not normally be allowed to undertake overseas research in the first six months of holding the scholarship, although any period of candidature for the award before the candidate accepted the scholarship may be taken into account in deciding the earliest date on which the candidate may depart. Domestic full-time scholarship holders are expected to reside in Australia unless the research program includes a requirement for activity overseas.
5. The candidate must maintain their current enrolment mode (full-time or part-time) at the University while conducting their overseas research.

Research at other organisations

(60) The Dean, Graduate Research may approve a candidate’s request to conduct research at an organisation outside the tertiary education system, where:

1. the request is made well in advance
2. the candidate’s principal supervisor and Sub Dean (Graduate Studies) endorse the request, and
3. the candidate’s principal supervisor and Sub Dean (Graduate Studies) confirm that the candidate will have adequate support, supervision, training and research freedom to conduct the external research.

Part B - Supervision

Register of supervisors

(61) The Office of Graduate Research maintains the register of supervisors that contains names and other relevant details of persons who may be appointed as a principal supervisor or as a co-supervisor.

(62) Potential supervisors will only be added to the register if approved by the Dean, Graduate Research, on the recommendation of a Sub Dean (Graduate Studies).

(63) Anyone who wishes to be added to the register must submit an application form and their current curriculum vitae to the Sub Dean (Graduate Studies) and Dean, Graduate Research to approve.

Criteria for addition to the register of supervisors

(64) To be added to the register, a potential supervisor will normally have satisfied the following conditions:

(65) Where an adjunct or honorary academic staff member or a person external to the University is appointed to a supervisory team, they:

1. do not attract salary (see the Appointments Procedure - Visiting and Adjunct Appointments)
2. do not need to complete training in HDR supervision and can be classified as an ‘external expert’ if there is already another registered co-supervisor on the team who has completed training
3. must not be appointed as a principal supervisor, with the exception of cases of existing candidates with whom they already have a supervisory relationship, subject to approval by the Dean, Graduate Research (for example, as per clause 78a).

(66) Clause 66 does not apply to academic staff employed by the University in a school or centre governed by a third-party agreement.

(67) The Dean, Graduate Research may decide, on the recommendation of the Sub Dean (Graduate Studies), to remove a supervisor from the register, or downgrade a principal supervisor to a co-supervisor only, where the person ceases or fails to meet any of the criteria in clause 65, or responsibilities in the Higher Degree by Research Policy.

Appointment of supervisors

(68) A prospective candidate’s admission recommendation will include a recommendation for their proposed supervisors from the Head of School or equivalent (or their nominee) and the Sub Dean (Graduate Studies). All members of the supervisory team must confirm their willingness to supervise by signing the admission recommendation or providing their written endorsement.

(69) All principal supervisors and co-supervisors, including anyone external to the University, must:

1. be approved and recorded on the register of supervisors
2. declare any conflicts of interest, including any personal relationship with the candidate, to the Head of School or equivalent (or their nominee) and Sub Dean (Graduate Studies). 

(70) Where a candidate is undertaking a dual award, each partner institution will normally appoint a principal supervisor to the supervisory team. 

(71) A principal supervisor and at least one co-supervisor must:

1. have expertise relevant to the proposed research and appropriate methodology
2. expect to be available for the candidate’s maximum period of candidature
3. have relevant supervisory load approved to support the candidate, and
4. hold a qualification, or a combination of qualifications and experience, at the required level stated for research supervisors in the Academic Staff Qualifications and Expectations Procedure.

(72) If a supervisor does not meet one or more of the responsibilities of their role, the Dean, Graduate Research on the recommendation of the Sub Dean (Graduate Studies), may:

1. where they are the principal supervisor, either:
   1. set conditions on which they can continue as principal supervisor
   2. appoint a replacement principal supervisor and:
      1. appoint the original principal as a co-supervisor on the supervisory team
      2. remove the original principal from the supervisory team
      3. downgrade the original principal to co-supervisor only on the university supervisors register
      4. remove the original principal from the university supervisors register
2. where they are a co-supervisor:
   1. set conditions on which they can continue as a co-supervisor, or
   2. appoint a replacement co-supervisor and:
      1. remove the original co-supervisor from the supervisory team
      2. remove the original co-supervisor from the university supervisors register.

Indigenous culture competency requirements for supervisors

(73) For a candidate whose research project is related to Aboriginal or Torres Strait Islander peoples, communities or cultures, the supervisors and candidate must have completed the University's online module in Indigenous cultural competence.

Principal supervisors’ role

(74) The principal supervisor will:

1. negotiate roles with co-supervisors at the start of the candidature, in consultation with the candidate, including the role of the supervisory team
2. lead the supervisory team to ensure active involvement and support for the candidate in achieving their research goals
3. ensure the candidate and the supervisory team complete all training as required by the nature of the research project, as recommended by the Sub Dean (Graduate Studies) and approved by the Dean, Graduate Research. Training may include but is not limited to academic and research integrity training, Indigenous cultural competence training, copyright training or National Security Compliance Committee required training
4. monitor the candidate’s performance against the standard required for the course
5. complete reports on the candidate’s progress, with detailed comments
6. where the research deals with human or animal subjects, ensure no research data is collected until the relevant university and/or other ethics committees have approved the research: see the Research Policy for ethics approval requirements
7. where the research deals with biological specimens or radioactive materials, ensure that the research has the necessary safety approvals and management plans
8. in conjunction with the Head of School or equivalent (or their nominee), ensure suitable resources/facilities are available to the candidate so they can undertake their research
9. advise the Sub Dean (Graduate Studies) of academic or research misconduct or poor progress
10. bring to the attention of the Office of Graduate Research any issues of intellectual property rights and/or commercial or other confidentiality issues with the candidate’s research project or the content of their thesis
11. discuss with the candidate the potential pool of examiners and advising the Dean, Graduate Research, through the Sub Dean (Graduate Studies), of the names and credentials of suitable examiners
12. inform the candidate of planned leave, departure or retirement and, in consultation with the Sub Dean (Graduate Studies), making alternative arrangements for supervision
13. help co-supervisors who are inexperienced in supervision to develop their supervisory skills
14. where a candidate’s thesis includes commercially sensitive or confidential material, support the candidate in requesting approval for restrictions on access to the thesis, and
15. where a candidate’s thesis includes material that may require assessment and approval for release in relation to defence trade controls, ensure that the material is assessed accordingly.

Supervisory team’s role

(75) All members of the supervisory team will:

1. model the expected conduct and behaviour, and guide the development of candidates as responsible and ethical researchers
2. provide guidance, where appropriate, on:
   1. the nature of research
   2. clarifying expectations of the candidate and of the supervisory team
   3. the standard expected for the award
   4. the choice of the research topic
   5. the planning and execution of the research program
   6. development of a data management plan
   7. ethical issues relating to the research
   8. methodological issues
   9. assessment of anticipated risks of the research and, where these are significant, developing a risk management plan
   10. data analysis issues
   11. possible commercial outcomes and production of intellectual property, and the implications of these, and
   12. possible solutions for unexpected problems that arise in the research
3. maintain close and regular contact with the candidate after establishing at the start of the candidature arrangements for this contact including, where appropriate, an expectations and communications plan
4. require written or other work from the candidate on an agreed schedule so that progress can be assessed regularly
5. carefully monitor the candidate’s performance against the standard required for the course and bring inadequate progress or work below the expected standard to the candidate's attention in a timely manner
6. help the candidate develop solutions to problems once identified, including referral to academic or other support and resources available through the University
7. ensure that the intellectual content of the research work and examinable work is the candidate's own work and that, where the candidate receives substantial assistance, this is acknowledged in the examinable work and does not conflict with this requirement
8. comment within a mutually agreed time frame on drafts of the examinable work as the candidate prepares it for submission
9. provide general support and encouragement to the candidate
10. ensure that they understand the difference between legitimate supervision and constructive comments on a candidate’s work and improper supervision or editing that may be considered research or academic misconduct, and
11. encourage the candidate to disseminate the research, including the production of publications and/or creative works, in consultation with the rest of the supervisory team.

Absence or departure of supervisors

(76) If a principal supervisor is unable to supervise a candidate for an extended period, either:

1. preferably, another member of the supervisory team who is on the register of supervisors as a principal supervisor will act as the candidate’s principal supervisor for that period, or
2. the relevant Sub Dean (Graduate Studies) will nominate another principal supervisor for the period.

(77) If a candidate’s principal supervisor leaves the University:

1. the principal supervisor may be granted an adjunct position and approved by the Dean, Graduate Research to continue as principal supervisor, or
2. the Sub Dean (Graduate Studies) will act as principal supervisor until a replacement principal supervisor is appointed.

(78) A principal or co-supervisor can resign from a supervisory team but must discuss this with their Head of School or equivalent (or their nominee) and Sub Dean (Graduate Studies) first.

(79) If a candidate’s co-supervisor is unable to provide supervision, the Dean, Graduate Research may appoint a replacement co-supervisor on the recommendation of the relevant Sub Dean (Graduate Studies).

(80) If the University is unable to provide adequate supervision of a candidate, the Dean, Graduate Research will approve administrative leave of up to 6 months for the candidate, and:

1. the faculty and Office of Graduate Research, in consultation with the candidate, will attempt to make alternative arrangements for the candidature at the University or, if necessary, support the candidate to identify another appropriate institution and supervisory team to transfer their candidature to, or
2. if, by the end of the leave period, the University cannot provide an alternative supervisory team and the candidate has not transferred to another institution, the candidate will be asked to withdraw from, or the University will withdrawn them from, their candidature with Charles Sturt.

Part C - Dual and joint HDR awards

(81) For the University to enter a dual or joint award agreement with another university, the University Partnerships Procedure must be followed and there must be satisfactory evidence that:

1. there is already a research relationship between the two universities
2. the other university is accredited to confer the same award or its national equivalent of the award
3. the arrangements address quality assurance of the candidate’s research training and compliance with the HESF standards
4. the agreement will advance the University's research strategy.

(82) The following rules apply to candidatures for a dual or joint award.

1. A candidate’s supervisory team must include at least one partner supervisor. That is, a co-supervisor who is a staff member of the partner university and either:
   1. meets the partner university’s requirements to be a principal supervisor, or
   2. meets the Charles Sturt criteria to be added to the register of supervisors as a co-supervisor.
2. A candidate’s supervisory team must include a least one Charles Sturt academic staff member who is listed on the University's register of supervisors.
3. The Dean, Graduate Research will consult their counterpart at the partner university about the appointment of the nominated supervisors.
4. Where the principal supervisor is unable to supervise the candidate for an extended period, a partner supervisor may act as principal supervisor.
5. Where the candidate asks to change their research focus so that the dual or joint award candidature is no longer feasible, the change will require the endorsement of the relevant officer of the partner university as well as the normal endorsers, for approval by the Dean, Graduate Research.
6. Where a candidate is approved to change their research focus and, as a result, their dual or joint award candidature is no longer feasible, their candidature will revert to a standard candidature for the Charles Sturt award.
7. For candidates undertaking a joint award, any temporary or ongoing replacement of either the candidate’s principal supervisor or a partner supervisor requires, in addition to the normal endorsements and approval, the written approval of the counterpart of the Dean, Graduate Research at the partner university.

(83) For candidates undertaking a dual award, the following applies:

1. A candidate will normally complete at least one full-time year of candidature, or part-time equivalent, at each partner university. During this time they will be subject to the higher degree by research policies and procedures of the enrolling university unless an exception is approved as part of the approval of the dual award partnership agreement.
2. The candidate will incur tuition fees and other relevant charges for their enrolment period at each partner university, unless the dual award partnership agreement states otherwise.
3. Where a dual award candidate, during their enrolment at Charles Sturt University, fails to meet the University's policy or procedure requirements, the Dean, Graduate Research will notify their counterpart at the partner university of this, unless the dual award partnership agreement states otherwise.
4. The dual award partnership agreement will state clearly how each partner university will ensure adequate supervision continues if the principal supervisor at that university resigns, retires, takes extended leave, or is otherwise unable to continue supervision for an extended period.
5. Exclusion of a dual award candidate for misconduct or termination of their candidature by either partner university will normally result in termination of their dual award candidature. Termination of the candidature at Charles Sturt does not preclude the partner university from allowing the student to continue their enrolment at the partner university as a standard HDR candidate.
6. The requirements for presentation, submission and examination of each candidate’s thesis will be determined:
   1. at the time the candidate is admitted, and
   2. will be consistent with any requirements for these matters in the dual award partnership agreement.
7. Candidates will normally be required to submit a single thesis and this will normally be examined by a process administered by the university at which the candidate is enrolled when they submit the thesis.

(84) The dual award partnership agreement will define requirements for:

1. format of the thesis
2. examiners
3. confidentiality of the examination process
4. examination criteria and examination
5. consideration of examiners’ reports
6. resubmission
7. appointment of an arbiter
8. a failed thesis
9. submission of the final thesis, and
10. intellectual property and confidentiality aspects of the final thesis.

(85) The dual award partnership agreement must not remove Charles Sturt’s requirement that candidates’ theses will be examined.

(86) Where a candidate is conferred the dual awards, each partner university’s testamur will record the fact that it is a dual award.

Section 3 - Glossary

(87) This procedure uses terms defined in the Higher Degree by Research Policy, as well as the following:

1. HDR period – means the type of teaching period that applies to HDR thesis subjects. Candidates enrol in a single HDR thesis subject, which will be normally be undertaken over multiple, 6-month long HDR periods for the duration of their candidature. HDR period 1 runs from January to June, and HDR period 2 runs from July to December.
2. Session – means the type of teaching period that applies to coursework subjects, as per the Academic Calendar Schedule.