Milestones and requirements

The objectives of Confirmation of Candidature are to:

• Assess if the research project is achievable and appropriate for the degree in which the candidate is enrolled. In some cases, the assessment may include a recommendation for a program variation;
• Assess the candidate’s progress on the research project and their academic preparedness, capacity and capability to successfully complete the HDR program within the maximum candidature period;
• Allow for constructive feedback to the candidate on the confirmation documents and seminar, including from an assessor with relevant expertise who is independent of the project; and
• Assess whether additional resources or training will be required by the candidate to ensure timely completion.

Candidates should be guided by their supervision team as they complete the requirements for this milestone.

Written documents

Candidates should upload the following documentation (via the Confirmation Statement service request in myGriffith > My program > My candidate centre) two weeks prior to the scheduled seminar and provide a copy to their principal supervisor.

1. A research paper that includes:

• the research question
• where the question came from in the context of relevant literature
• why the research question is important
• how the research question is addressed including details of methodology
• a bibliography of relevant literature
• progress made to date (candidates may wish to refer to our sample state of progress chart (DOCX, 23k) for guidance); and
  a timetable for completing the research (candidates may wish to refer to our sample completion plan (DOCX, 24k)=""> for guidance).

Note: The length of the research paper is relative to the field of study. Candidates should seek advice from their principal supervisor in regards to length.
Masters candidates wanting to be considered for an upgrade to Doctoral candidature should include this in the research paper.

2. Confirmation of Candidature Candidate Statement which focuses on:

• Intellectual property and confidentiality considerations;
• research ethics and the use of genetically modified organisms;
• any issues that may be impacting progress;
• current supervision arrangements;
• career goals and development needs;
• any arrangements for engagement with an external organisation.

Seminar

Candidates are required to present a confirmation seminar at which the candidate will speak to the research paper for approximately half an hour. Candidates should talk to issues raised in the paper rather than simply recite the paper itself. This is an opportunity for the candidate to raise matters that may be troubling them in their research and ask for feedback on specific issues. Following this, up to half an hour will be allocated for questions from the assessing panel and general audience during which the candidate will conduct a 'defence' of the research paper as is the norm for a research colloquium.

Seminars will normally also be attended by a general or invited audience and are usually advertised within the host Element and Group, and on the GGRS website. Where a confidentiality agreement has been entered into by the candidate, the confirmation paper and seminar will be assessed in confidence.

Confirmation of Candidature Assessment Panel

The assessing panel will consist of:

• the HDR convenor (chair)
• the principal supervisor/s
• the associate supervisor/s
• an independent assessor

All panel members will attend the seminar, and, where possible provide feedback immediately following the seminar. The administrative principal supervisor and independent assessor are required to complete the Confirmation Assessment Report and submit it via the Confirmation Assessment Report worklist item (or via email to hdr-milestones@griffith.edu.au if external to the University) no more than one week after the research seminar has taken place.

Candidates

• Discuss the requirements for the confirmation milestone documentation and seminar, including a date for the seminar to be held, with the principal supervisor.
• Prepare and collate the documentation required for the confirmation milestone.
• Submit the Confirmation Candidature Statement service request via myGriffith > My program > My candidate centre, with the required documentation attached, at least two weeks prior to the scheduled confirmation seminar date. A copy of the research paper should also be provided to the principal supervisor at least two weeks prior to the scheduled seminar who will distribute the paper to the assessing panel.

Administrative principal supervisor

• Guide the candidate on the requirements for completion of the confirmation documentation and seminar presentation.
• Arrange a date and location for the confirmation of candidature seminar to be held, in conjunction with the candidate and HDR convenor. The seminar details must be provided via the online Confirmation Nomination of Independent Assessor service request (refer below).
• Nominate an independent assessor via the online Confirmation Nomination of Independent Assessor worklist item. This request will be automatically assigned four weeks prior to the confirmation due date and should be completed no later than three weeks prior to the confirmation seminar date. It will ask for details of the independent assessor's name, assessor's qualifications and email address and the date and location for the confirmation seminar to be held. An independent assessor should be appointed who:
  • is familiar with the field of research;
  • holds a qualification equivalent to that in which the candidate is enrolled;
  • is from the candidate's Element or Group, or may be external to the Group or to the University;
  • is not involved with the candidature; and
  • is considered in accordance with the University’s Conflict of Interest Policy and any conflicts of interest between the supervisor/s and the assessor are identified or addressed.

Supervisors should note that an independent assessor will not be permitted to subsequently act as an examiner for the submitted thesis.

• Obtain a copy of the confirmation research paper from the candidate at least two weeks prior to the scheduled confirmation seminar date and distribute to the assessing panel, including the HDR convenor and independent assessor.
• Provide feedback to the candidate immediately following the seminar and complete the seminar assessment report form on behalf of the supervisory team via the Confirmation Assessment Report worklist item no more than one week after the research seminar has taken place. This request will be automatically assigned one day prior to the scheduled confirmation seminar date.
• Provide feedback to the candidate on their career goals and professional development needs.

Additional supervisor/s

• Assist the candidate with the completion of the confirmation documentation and seminar presentation.
• Attend the seminar.
• Review the confirmation paper and any other documentation prior to the seminar.
• Provide feedback to the candidate immediately following the seminar.
• Provide feedback to the candidate on their career goals and professional development needs.

HDR convenor (Chair of seminar)

The below responsibilities should only be completed by the HDR convenor who will be attending the seminar. If service requests have been assigned to a different HDR convenor they can either be reassigned or select ‘refer GGRS’ and advise who the correct HDR convenor is to assign it to. Where the proposed Chairperson is not already an approved HDR Convenor within that element, they must be approved by the Head of Element before the seminar can take place.

• Recommend the appointment of an independent assessor, following the nomination by the principal supervisor via the online Confirmation Nomination of Independent Assessor service request. The recommendation is to be completed no later than three weeks prior to the confirmation seminar.
• Confirm the date and location for the confirmation seminar to be held, as recommended by the principal supervisor via the online Confirmation Nomination of Independent Assessor service request (or inform the Griffith Graduate Research School in advance, via email to hdr-milestones@griffith.edu.au, where the Element has scheduled block confirmation seminar dates).
• Review the confirmation paper and any other documentation prior to the seminar.
• Chair the seminar, provide feedback to the candidate, and arrange for the assessing panel to provide feedback to the candidate immediately following the seminar, where possible.
• Make a recommendation to the Dean (Research) regarding the confirmation of candidature via the online Candidature Confirmation Approval service request as per the possible outcomes below. The service request will be progressed to the HDR convenor once assessment reports have been received from the administrative principal supervisor and independent assessor.

Independent assessor

• Review the confirmation paper and any other documentation prior to the seminar.
• Provide feedback to the candidate immediately following the seminar and complete the seminar assessment report form via the online Confirmation Assessment Report worklist item (or via email to hdr-milestones@griffith.edu.au if external to the University) no more than one week after the research seminar has taken place. This request will be automatically assigned one day prior to the scheduled confirmation seminar date. For assessors external to the University, the Griffith Graduate Research School will provide the seminar assessment report to the external assessor prior to the seminar via email.

Dean (Research)

• Oversee the confirmation process within their group.
• Approve the appointment of an independent assessor for the confirmation seminar, as recommended by the HDR convenor via the online Confirmation Nomination of Independent Assessor service request.
• Consider and approve, or otherwise, the recommendation made by the HDR convenor in respect to the confirmation of candidature, via the online Candidature Confirmation Approval service request.
• Consider and approve, or otherwise, that the candidate be placed on a Progress Support Plan, or any other action deemed appropriate, where the confirmation date has been postponed to allow the candidate to resubmit and present the research proposal.
• Ensure that satisfactory supervision arrangements are in place.
• Recommend to the Dean, Griffith Graduate Research School that the candidate's candidature should be terminated or downgraded, where a candidate has failed to meet the requirements of confirmation, or where supervision arrangements cannot be confirmed.
• Where required, arrange an interview with the candidate and/or supervisors.

Griffith Graduate Research School

• Automated reminder emails will be sent to candidates 8, 4, 2 and 1 week prior to the confirmation due date.
• The Confirmation Nomination of Independent Assessor service request will automatically be raised four weeks prior to the confirmation due date.
• The Confirmation Assessment Report service request will be automatically progressed to the administrative principal supervisor and independent assessor one day prior to the scheduled confirmation seminar date. For assessors external to the University, the seminar assessment report will be provided via email.
• The Candidate Confirmation Approval service request will be raised once all assessor reports have been completed.
• Process completed requests for an extension to the confirmation due date.
• Process completed confirmation service requests and maintain candidate records.
• Update candidate confirmation due dates upon receipt of advice from the HDR convenor of scheduled block confirmation seminar dates (or advise that an extension request is required).
• Notify the candidate of the outcome of the confirmation milestone.

Candidates can view their milestone due dates via myGriffith > My program.

• ^{* according to the requirements of the program.}
• ^{1 Confirmation will be completed at the end of course ‘Dissertation Part 1’.}
• ^{2 Confirmation will be completed as a component of course ‘Dissertation Preparation’.}
• ^{3 Confirmation will be completed as a component of course ‘Research Proposal and Planning’.}

Candidates that are exempt from completing the Confirmation of Candidature are:

• Doctor of Philosophy (by Prior Publication) candidates
• Confirmed Masters candidates who have upgraded to Doctoral candidature, unless a requirement to complete a further confirmation procedure was a condition of their upgrade

Delaying confirmation

Candidates are required to complete the Confirmation of Candidature no later than one month after their specified due date. Where a major change in the direction of the research has occurred prior to confirmation or in exceptional circumstances, requests to extend the due date can be sought from the HDR Convenor on the recommendation of the principal supervisor. Requests greater than three months full-time equivalent for doctoral candidates, or greater than 1.5 months full-time equivalent for research masters candidates, will require the approval of the Dean, Research on the recommendation of the HDR Convenor and principal supervisor. Applications can be made via myGriffith > My program > My candidate centre.

Previous enrolment at another institution

Candidates who completed a confirmation of candidature procedure at a previous institution will be required to submit documentation demonstrating satisfactory completion of that milestone. On receipt of the Dean (Research)'s recommendation the Dean, Griffith Graduate Research School will determine whether the candidate will be exempt from the Griffith University confirmation procedure.

In the case of an unconfirmed candidate previously enrolled in a research program at another university, the Dean (Research) will recommend to the Dean, Griffith Graduate Research School upon admission to the program the due date for confirmation of candidature taking into account the amount of time consumed at the previous institution and the status of the previous research work. Normally confirmation of candidature will occur within six months of enrolment at Griffith University.

The Chair of the assessing panel (HDR convenor) will facilitate provision of feedback to the candidate immediately following the seminar, where possible. The HDR convenor will also make a recommendation to the Dean (Research) regarding confirmation of candidature via the online Candidature Confirmation Approval service request, once all assessment reports have been completed. The possible outcomes are:

1. Candidature is confirmed; or
2. Candidature is not confirmed but the candidate is given an opportunity to revise their work within a set deadline of up to six months. A Progress Support Plan may also be assigned to support the candidature. This revision may take the form of the candidate:
   1. revising their confirmation written submission only for consideration by the panel; or
   2. revising their written submission and undertaking a second confirmation seminar.
3. Dean Research recommends to the Dean (GGRS) that the candidate has not met the requirements for confirmation of candidature and recommend the candidate be admitted to one of the University's Masters Degree (Research) programs (if currently enrolled in a Doctoral program) instead.
   1. with candidature in the masters (research) program confirmed; or
   2. with the requirement that Confirmation of Candidature in the masters (research) program be undertaken within a set timeframe.
4. Dean Research recommends to the Dean (GGRS) that the candidature be terminated.

The candidate will be advised of their confirmation outcome by the GGRS. A candidate whose candidature has not been confirmed will be provided with reasons for the decision.

Where the Dean (Research) intends to recommend termination of candidature or a downgrade to a Masters Degree (Research), the Dean (Research) will notify the intention to the candidate and provide them with the opportunity to respond. Candidates are entitled to appeal a decision to terminate their candidature, further information can be found on the Student Review and Appeals website.

December

The progress reporting milestone is a method of monitoring and supporting candidate progress toward a timely completion and an important formal means by which any problems concerning candidature can be identified. The progress review provides a structured opportunity for candidates and supervisors to:

• discuss performance and progress in the research and adherence to other candidature requirements
• identify, address and resolve any problems
• comment on candidature in the context of the remaining time available for completion of the thesis – and in the case of a scholarship holder, in light of the time available on scholarship, and
• monitor and support the development of the candidate’s capabilities toward their research goals and career objective.

Candidates are required to complete and upload the Progress report form via myGriffith > My program > My candidate centre which focuses on:

• progress made since the previous milestone (it may be helpful to refer to this template state of progress chart (DOCX, 23k));
• the research project plan and timeline for completing the research (it may be helpful to refer to this template completion plan (DOCX, 24k);
• any issues that may be impacting progress;
• current supervisory arrangements;
• the publication requirement (for doctoral candidates only); and
• Career goals and development needs.

The candidate and supervisor/s will be required to arrange a meeting to discuss the contents of the report.

Part-time candidates are required to complete the progress report milestone each year, due on the anniversary of the candidate’s date of commencement. In years where another candidature milestone is completed (i.e. early candidature milestone, confirmation of candidature, thesis and candidature review milestone) completion of a progress report is not required.

The HDR convenor or Dean (Research) may require a candidate to:

• attend a meeting to discuss the report;
• provide additional written reports;
• pursue additional courses, seminars or other activities; and/or
• provide additional evidence of progress at other times during the candidature.

Supervisors may also be required by the HDR convenor or Dean (Research) to attend a meeting to discuss the report; or to provide additional written reports on progress.

The outcomes of a progress report assessment may be:

• Outcome One: progress is satisfactory.
• Outcome Two: progress is unsatisfactory. Where candidature is assessed as unsatisfactory, the HDR Convenor will provide this outcome as a recommendation to the Dean (Research) to decide whether:
  • Continuation of candidature is approved;
  • Continuation of candidature is approved with specific conditions;
  • Continuation of candidature is approved and a Progress Support Plan will be assigned to support the candidature; or
  • To recommend to the Dean, Griffith Graduate Research School that the candidate’s enrolment in the HDR program be terminated.