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Research & Development Management

Code of Practice for Supervision and Candidature of Postgraduate Research Students

2.1.    Appointment and Definition of Supervisor(s)
2.2.    Responsibilities of Supervisors
2.3.    Responsibilities of Candidates
2.4.    Arrangements During the Absence of a Principal Supervisor
2.5.    Responsibilities of the School/Academic Unit
2.6.    Responsibilities of the University

2.1. Appointment and Definition of Supervisor(s)

Supervisors are appointed by the Board of Research. Deans of Schools are asked to nominate a supervisor or supervisors to the Board for each prospective postgraduate research student and to obtain the agreement of the prospective supervisor. Supervisors appointed from amongst the staff of the University must be members of the full-time academic staff, normally of the status of lecturer level B or above, who have research expertise and experience relevant to the area of the student's proposed research. The Dean of the School should not accept students unless supervisory arrangements are appropriate for the specific programme and of guaranteed duration.

Where only one supervisor is deemed appropriate [necessary], he or she is known as the supervisor and the student is enrolled in the School to which the supervisor is appointed. Where more than one member of staff of this University is required to supervise, the School must specify which staff member is to be the principal supervisor and which the supervisor. The student will be enrolled in the School to which the principal supervisor is appointed. Where it is appropriate [there is a need] to appoint someone from outside the University who has particular expertise unavailable within the University, an associate supervisor may be appointed. This term is used only when the supervisor is external to the University.

Not more than one supervisor (in addition to a principal supervisor) and one associate supervisor may be appointed for a student. In all cases the principal supervisor must be a member of the academic staff of Murdoch University.

PhD and MPhil candidates are told the name(s) of their supervisor(s) when they are offered a place, usually after direct consultation between candidate and prospective supervisor. Supervisors for EdD and professional doctorate candidates are confirmed one semester before the thesis component begins. Candidates [You] may request a change in supervision arrangements during [your] candidature, and [You] may seek advice on this from the Dean of the School or from the Research Section of the Registrar's Office or the Murdoch University Postgraduate Students' Association (MUPSA) (see also the section on Grievances in this Guide). Any proposed change in [your] enrolment status which has implications for supervision arrangements, such as a temporary move to another location for research purposes or a move to take up employment elsewhere, requires approval by the Board. Application should be made [You should write] to the Secretary of the Research Degrees and Scholarships Committee, with the written support of the [your] supervisor, well in advance of any such proposed move.

2.2. Responsibilities of Supervisors

1. In the following, "supervisor" means principal supervisor if there is more than one supervisor.

   The responsibilities of the supervisor include:

   becoming familiar with the regulations for the degrees of PhD, MPhil, EdD or professional doctorate, the Code of Conduct for Research, the Code of Practice for Supervision , the Guidelines on Joint Authorship, and the Protocols for Research Relationships with External Agencies;

2. before the candidate begins the research programme, informing the Dean of the School of the likely total cost of the programme and of the candidate's annual maintenance needs if these are likely to exceed the normal range of postgraduate research costs;
3. advising on and discussing with the candidate at the commencement of candidature the aims, scope and presentation of the thesis, and any orientation or supplementary training necessary for the research project;
4. advising on and negotiating with the candidate at the commencement of candidature, in respect of any publication or joint publication likely to arise during or after the research project, appropriate and adequate recognition of the candidate's and the supervisor's contribution to the publication, and of the requirement to complete a statement of authorship and location of data form [from the work];
5. advising the candidate on safe working practices relevant to the field of research, the ethical practices appropriate to the discipline (including Human Research/ Animal Experimentation Ethics Committee application(s)), requirements regarding the retention of data, and discussing the University's Policy relating to Intellectual Property in relation to the research;
6. if the research is funded by a contractual arrangement, discussing with the candidate any particular contracts or conditions which could either restrict disclosure or affect the extent to which communication with colleagues is possible during the research and on its completion. When restrictions upon disclosure exist, the discussion should culminate with a written agreement on the conditions of disclosure, prepared in conjunction with the Industry Liaison Officer;
7. identifying any candidate needing English language assistance in the first semester of enrolment, advising the candidate of the need for this assistance, and referring the candidate for appropriate assistance;
8. assisting the candidate to prepare a research project plan and research timetable as the basis for a programme of study for submission to the Board for approval not later than three months after the candidate's enrolment;
9. initiating and holding frequent and adequate discussions with the candidate on the candidate's research programme. The PhD/MPhil regulations state that supervisor and candidate are jointly responsible for initiating such discussions; the Board has directed that there should be contact between the supervisor and the candidate at least once each month even if a formal meeting is not always possible.

   Discussion at commencement of candidature should clarify the candidate's and the supervisor's expectations of supervision. On the basis of this discussion the supervisor and candidate should establish, preferably in writing, guidelines and expectations pertaining to:

   • frequency of contact ( not less than once a month),
   • monitoring, evaluation and reporting of progress,
   • provision of necessary material resources,
   • orientation, learning support, and training courses/programmes, as required,
   • strategies for contact with other researchers in related areas, and -
   • authorship, should publications arise from the candidate's work.

   In the case of shared supervisory arrangements, this discussion should involve all supervisors and the candidate;

10. ensuring that any significant decisions about the candidate's research programme made in conversation between the supervisor and the candidate,or any significant variations to agreed expectations and guidelines, are confirmed in writing and a copy given to the candidate, and to any other supervisor, and noted in the annual progress report;
11. ensuring that the candidate is actively engaged in the research programme in a manner likely to produce significant results by the time the thesis is due to be submitted, and that the candidate participates in the intellectual activity of the department/ programme through activities such as presentations at departmental seminars;
12. enquiring written work from the student on a pre-arranged and agreed schedule , reviewing drafts of the thesis and providing written comments within a mutually agreed period (not exceeding one month from time of submission), and commenting critically to the candidate on the draft of the completed thesis before it is submitted for examination;
13. submitting to the Board in October of each year a report on the progress of the candidate, noting any significant achievements, difficulties and problems discussed with the student, including inadequate progress, and the action taken or advice given;
14. advising the student about any planned extended leave (e.g. study leave, long service leave) during the candidature and the proposed arrangements for supervision during this leave, with at least six month's notice and preferably on enrolment;
15. in consultation with the senior academic in the discipline and the Dean of the School, nominating examiners for approval by the Board at least two months before the thesis is due to be submitted.

2.3. Responsibilities of Candidates

1. becoming familiar with the regulations for the degrees of PhD, MPhil, EdD or professional doctorate, the Code of Conduct for Research, the Code of Practice for Supervision, the Guidelines on Joint Authorship, and the Protocols for Research Relationships with External Agencies;
2. initiating and holding frequent and adequate discussions with the supervisor on the research programme. The PhD/MPhil regulations state that supervisors and candidates are jointly responsible for initiating such discussions; the Board has directed that there should be contact between the supervisor and the candidate at least once each month even if a formal meeting is not always possible.

   Discussion at commencement of candidature should clarify the candidate's and the supervisor's expectations of supervision. On the basis of this discussion the supervisor and candidate should establish, preferably in writing, guidelines and expectations pertaining to:

   • frequency of contact ( not less than once a month),
   • monitoring, evaluation and reporting of progress,
   • provision of necessary material resources,
   • orientation, learning support, and training courses/programmes, as required,
   • strategies for contact with other researchers in related areas, and
   • authorship, should publications arise from the candidate's work.

   In the case of shared supervisory arrangements, this discussion should involve all supervisors and the candidate;

3. in consultation with the supervisor, preparing a research project plan and research timetable as the basis for a programme of study for submission to the Board for approval not later than three months after the candidate's enrolment;
4. submitting written work to the supervisor in accordance with a pre- arranged and agreed schedule, actively engaging in the research programme in a manner likely to produce significant results by the time the thesis is due to be submitted, and participating in the intellectual life of the department/ programme through activities such as presentations at departmental seminars;
5. if a full-time candidate, devoting at least 37.5 hours per week on average [their whole time] to the research programme, with the exceptions of approved recreation leave and any time permitted by University regulations for part-time teaching or other employment; if a part-time candidate, devoting at least fifteen hours per week on average to the research programme;
6. reporting to the Board any significant change in other commitments likely to affect the progress of the research programme;
7. submitting to the supervisor in October of each year a progress report, for consideration by the Board;
8. acquiring the necessary safety skills by attending safety training programmes as required, adopting safe working practices relevant to the field of research, and adhering to the ethical practices appropriate to the discipline at all times;
9. negotiating with the supervisor at the commencement or in the course of candidature in respect of any publication or joint publication likely to arise during or after the research project, to ensure appropriate and adequate recognition of the candidate's and the supervisor's contribution to the publication;
10. submitting to the Board the final title of the thesis, with an abstract of approximately 300 words describing its content, at least two months before submitting the thesis for examination;
11. producing the final copies of the thesis, and ensuring that its content and standard of presentation is in accordance with University requirements.

2.4. Arrangements During the Absence of a Principal Supervisor

2.5 Responsibilities of the School/Academic Unit

1. the student meets the requirements set down by the University for admission to candidature, including adequate English language competence in the case of applicants from non-English speaking backgrounds;
2. the proposed research project is appropriate for the degree;
3. the proposed supervisor is sufficiently expert in the area of research, has the time to be able to offer the student proper supervision, and when it is proposed that a supervisor supervise more than five candidates that an adequate justification is provided;
4. proper supervision can be provided and maintained throughout the research period, and that proper recognition of that supervisory load is given in the overall allocation of duties within the School;
5. appropriate resources and physical facilities can be provided and maintained throughout the research period;
6. appropriate opportunities are provided, by way of seminars and the like, for students to develop their skills at presenting their work as well as facilitating related social skills such as team work, and that students are encouraged to participate in other appropriate training activities, such as training workshops on safety and health procedures, offered within the University;
7. each candidate has written guidelines concerning School/Unit postgraduate policies and procedures, including resource allocation, in accordance with the Board of Research Guidelines for School Postgraduate Research Student Maintenance Funds;
8. each candidate is provided with a School/ Academic Unit Induction programme in the first semester of candidature, to clarify School procedures and policies, and to discuss the expectations of candidates and staff;
9. mediation takes place when there are problems between student and supervisor;
10. supervisors are encouraged to participate in supervision training activities provided within the School and the University, and that the School provides additional and appropriate training for staff and students;
11. the School Research/ Postgraduate Committee / Representative administers the Research Student Conference Travel Award, to provide a conference travel award to all eligible research students during their period of candidature, subject to the availability of funds;
12. the School Research/Postgraduate Committee/Representative fosters postgraduate research within the School, and provides relevant advice to the School Dean and to the Research Degrees and Scholarships Committee and the Board of Research.

2.6. Responsibilities of the University

1. there are clearly specified entry standards and procedures regardless of discipline, and that these standards and procedures are applied;
2. each candidate has written guidelines concerning University postgraduate policies /procedures, including safety, research ethics, intellectual property , resource allocation, equal opportunity and equity, and grievances and appeals;
3. each candidate is provided with a University Induction programme in first semester, to clarify University procedures and policies, and to review the expectations of new candidates and staff;
4. access to physical facilities and resources at University level , including library and academic service facilities, is made clear to students from the start of candidature;
5. the status of intellectual property arising from the work of students as part of their candidature is specified as early as possible;
6. following advice from the supervisor, senior academic and Dean, the Board considers a candidate's project plan/programme of study for approval, normally during the first semester of the candidate's enrolment;
7. there are reporting and review requirements via, at a minimum, an annual Progress Report to be completed by the student, supervisor, senior academic and School Dean, monitored by the Research Degrees and Scholarships Committee for the Board of Research;
8. there are explicit grievance procedures by which either the student or supervisor may proceed to resolve difficulties where appropriate;
9. there are explicit procedures for the examination process, including an appeals procedure against decisions by the Board of Research;
10. supervisors are encouraged to participate in supervision training activities provided within the School and the University;
11. the Research Degrees and Scholarships Committee fosters postgraduate research within the University, and provides relevant advice to the Board of Research;
12. the Postgraduate Supervision Feedback form is administered annually by the Research Section to monitor student views on the quality of supervision and resources, as a basis for recommendations to the Research Degrees and Scholarships Committee;
13. the Board of Research develops and reviews policies for postgraduate research, with regular consultation with student representatives, for the attention of Schools, Academic Council and Senate;
14. the Research Section maintains the capacity to administer research higher degree candidature efficiently and effectively, and to provide helpful advice to all research students.

Responsible Officer: Manager, Graduate Centre
Date of Last Review: 16 October 1996
Date of Authorisation/Approval: 16 October 1996
Authorising/Approving Officer: Research Degrees and Scholarships Committee