Roles and responsibilities

Candidates

  • Discuss the requirements for the confirmation milestone documentation and seminar, including a date for the seminar to be held, with your principal supervisor.
  • Prepare and collate the documentation required for the confirmation milestone.
  • Submit the Confirmation Candidature Statement service request via myGriffith, My Research, 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 your 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.
  • Nominate the appointment of an independent assessor for the confirmation seminar via the online Confirmation Nomination of Independent Assessor service request. The nomination should contain the details of the independent assessor's name, assessor's qualifications and email address. The Confirmation Nomination of Independent Assessor service request will be automatically progressed to the principal supervisor four weeks prior to the confirmation due date. The service request should be completed no later than three weeks prior to the scheduled confirmation due date.
  • 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. The confirmation paper may also be accessed by the assessors via the online Confirmation Assessment Report service request that will be initiate one day prior to the seminar. The confirmation paper can be viewed by clicking on the 'Candidature Detail' link within the service request, and then clicking on the confirmation of candidature 'Milestone Status' link.
  • Note: where the nominated independent assessor is external to the University, the Griffith Graduate Research School will provide the seminar assessment report to the external assessor prior to the seminar, however the principal supervisor will be responsible for providing the candidate's confirmation paper to the external assessor.
  • Provide feedback to the candidate immediately following the seminar and complete the seminar assessment report form via the online Confirmation Assessment Report service request no more than one week after the research seminar has taken place. The Confirmation Assessment Report service request will be automatically progressed to the assessing panel members one day prior to the scheduled confirmation seminar date.

Additional supervisor/s

  • Assist the candidate with the completion of the confirmation documentation and seminar presentation.
  • Attend the seminar (where possible).
  • Review the confirmation paper of the seminar. The confirmation paper will be distributed by the principal supervisor two weeks prior to the scheduled seminar. The confirmation paper may also be accessed by the assessors via the online Confirmation Assessment Report service request that will be initiated one day prior to the seminar. The confirmation paper can be viewed by clicking on the 'Candidature Detail' link within the service request, and then clicking on the confirmation of candidature 'Milestone Status' link.
  • Provide feedback to the candidate immediately following the seminar and complete the seminar assessment report from via the online Confirmation Assessment Report service request no more than one week after the research seminar has taken place. The Confirmation Assessment Report service request will be automatically progressed to the assessing panel members one day prior to the scheduled confirmation seminar date.

Higher Degree Research Convenor

  • 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.
  • Note: The online Confirmation Nomination of Independent Assessor service request should be completed by the HDR Convenor attending the seminar. The service request may be redirected to another HDR Convenor by selecting 'refer HDRSC'.
  • 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, where the Element has scheduled block confirmation seminar dates). Approval of the date and location of the confirmation seminar will be taken as confirmation of availability to attend the seminar. Where this is not the case, advice on who will attend and Chair the seminar must be included in the service request.
  • Review the confirmation paper ahead of the seminar. The confirmation paper will be distributed by the principal supervisor two weeks prior to the scheduled 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.
  • Ensure the assessing panel complete their assessment reports.
  • Make a recommendation to the Dean (Research) regarding the confirmation of candidature via the online Candidature Confirmation Approval service request to be progressed to the HDR Convenor once all assessment reports have been completed by the assessing panel members.

Independent Assessor

  • Review the confirmation paper ahead of the seminar. The confirmation paper will be distributed by the principal supervisor two weeks prior to the scheduled seminar. The confirmation paper may also be accessed by the assessors via the online Confirmation Assessment Report service request that will be initiated one day prior to the seminar. The confirmation paper can be viewed by clicking on the 'Candidature Detail' link within the service request, and then clicking on the confirmation of candidature 'Milestone Status' link (note this will not apply to external assessors).
  • Provide feedback to the candidate immediately following the seminar and complete the seminar assessment report form via the online Confirmation Assessment Report service request (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. The Confirmation Assessment Report service request will be automatically progressed to the assessing panel members 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 and develop additional guidelines or requirements concerning the confirmation of candidature procedure 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.
  • 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.
  • Ensure that satisfactory supervision arrangements are in place.

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 be automatically raised four weeks prior to the confirmation due date. The service request will be progressed the principal supervisor for completion in the first instance.
  • The Confirmation Assessment Report service request will be automatically progressed to the assessing panel members one day prior to the scheduled confirmation seminar date.
  • The Candidate Confirmation Approval service request will be raised by GGRS once all assessing panel member reports have been completed. The service request will be progressed to the HDR Convenor in the first instance.
  • 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.
  • Ensure that satisfactory supervision arrangements are in place.