Note: Transitionary arrangements for candidates who are required to complete the Oral Presentation Milestone (under the repealed Procedure: HDR candidature progression) in place of the Submission Readiness Review Milestone (as outlined in this Procedure), are detailed here: HDR Handbook.

Procedure: Higher degree by research - candidature

Purpose

This document outlines typical processes undertaken during HDR candidature including:

• Milestones and progression indicators;
• Application of credit and modification of the maximum enrolment period end date;
• Concurrent studies;
• Change of study intensity,
• Change between external (off-campus / outside the University) / internal (on-campus) candidature,
• Change of research topic,
• Change of Chair of Panel, Primary Supervisor or Associate Supervisor
• Degree transfers;
• Fieldwork, travel and ethics approvals;
• Leave and extension of candidature; and
• Conclusion of candidature.

This procedure is read in conjunction with the Research Awards Rule and the Policy: Higher degree by research – candidature.

Definitions

Associate Dean: A member of a College Dean’s office tasked with supporting or advancing work in a particular area of responsibility, for example, Associate Dean (HDR), Associate Dean (Students). This position may carry academic delegations depending on the ANU College and may also be referred to as Deputy Dean in some ANU Colleges.

Australian Qualifications Framework (AQF): The national schema for describing qualifications in Australian education and training.

Conditions of Award (scholarships): The terms that outline the scholarship contract terms and conditions when accepting a scholarship offer, for both the recipient and the University.

Credit: For a person admitted to be enrolled, or enrolled, in a program for a research award, credit is the recognition, towards completion of the program, of:

1. a course, or other relevant graduate or undergraduate studies, undertaken at the University or another university or tertiary education institution otherwise than as part of the program; or
2. clinical or professional experience;

and includes advanced standing and recognition of prior learning.

Delegated Authority: in relation to a program offered by an ANU College for a research award, means a person who is appointed under the Research Awards Rule section 105 (Appointment etc. of Delegated Authorities) as a Delegated Authority for the program.

Domestic candidate: A candidate who is an Australian citizen, a New Zealand citizen, or the holder of an Australian Permanent Resident or Permanent Humanitarian Visa.

External status: A candidate undertakes all or part of their HDR Program outside the University, either at another university or tertiary education provider or otherwise. The candidate resides outside Canberra, either elsewhere in Australia or overseas.

Higher Degree by Research (HDR) Programs: A program of study leading to the award of a Doctor of Philosophy or Master of Philosophy.

Internal status: A candidate undertakes their HDR Program at a campus of the University for a minimum of 72 units (PhD) or 48 units (MPhil).

International candidate: A candidate who is not a domestic candidate. An international candidate may be studying onshore or from an offshore location (i.e. their physical location while studying does not determine their designation as an international candidate).

Milestones: significant points in a higher degree by research program that candidates are required to complete to demonstrate progress through their program.

Maximum enrolment period: See Standard program duration

Maximum period for completion of program (MPC): The maximum period for completion of a program for a

1. PhD or professional doctorate is:

1. 5 years for full-time study beginning on the day the program commences; or
2. 10 years for part-time study beginning on the day the program commences; or
3. 5 years for a program undertaken partly by full-time study and partly by part-time study beginning on the day the program commences plus an additional period, not exceeding 5 years, determined by the Delegated Authority, in writing, to take account of the proportionate period for which the program has been undertaken by part-time study.

2. Master of Philosophy is:
   1. 3 years for full-time study beginning on the day the program commences; or
   2. 6 years for part-time study beginning on the day the program commences; or
   3. Between 3 and 6 years proportionate to the candidates enrolment intensity up to the maximum enrolment period end date.

Maximum submission date: see standard program duration.

Scholarship: An award, which carries a condition for further study and/or commitment so that candidates may pursue a program of study at the University. A scholarship must not be a one-off financial benefit but must meet the minimum financial threshold published in the guidelines.

Standard program duration (also known as maximum submission date, or maximum enrolment period):

1. For completion of a PhD a candidate must be enrolled for

1. a minimum of 96 units (equivalent to 2 years full-time enrolment) and
2. a maximum of 192 units (equivalent to four years full time.

2. For completion of a MPhil

1. a minimum of 48 units (equivalent to one year full time) and
2. a maximum of 96 units (equivalent to 2 years full time).

Procedure

Candidature progression

Progression indicators

1. Progression indicators track the progress of a candidate in the program, and include:

1. Progress milestones;
2. Training milestones;
3. Meeting attendance requirements (paragraph 59);
4. Compliance with reasonable instructions from their supervisory panel;
5. Maintaining regular contact with their supervisory panel;
6. Research ethics protocol approvals;
7. Work, Health and Safety requirements, such as mandatory training, building and laboratory inductions;

2. Candidates are required to satisfactorily complete milestones by the due dates to progress in their Higher Degree by Research (HDR) program.
3. Milestones are formally documented by the University on a candidate’s record.
4. The timeframes specified in this procedure, except for Confirmation of Candidature, may be varied by the Delegated Authority according to circumstances. The maximum period for completion of a program will be adjusted by any credit that may be awarded on the basis of prior studies or experience.
5. HDR candidates continue to submit an annual report and annual plan every 12 months until thesis submission, or termination of program.
6. Timelines for completion of milestones for part-time candidates is expected to correspond proportionally to those of full-time candidates.
7. Progression indicators are mandatory unless otherwise specified.

Progress milestones

First Year Plan (FYP)

8. The FYP details the work plan for the first year. It is aimed to ensure that the candidate has a suitable plan to achieve their Confirmation of Candidature and the first Annual Review. It is also an opportunity for the candidate to develop project planning skills.
9. Candidates should discuss accessibility requirements and/or cultural supports in their FYP. The FYP also includes
   1. completion of the Candidate-Supervisor Agreement,
   2. nomination of Confirmation Review Panel Chair.
10. The FYP is due three months after commencement.
11. The supervisory panel and the candidate meet to discuss the plan and make adjustments if needed. If satisfied the Chair of Panel and Delegated Authority confirm that the plan for the first year is suitable to provide a pathway to Confirmation of Candidature.

Confirmation of Candidature (CoC)

3. This milestone occurs within 9-12 months from the beginning of a PhD candidature and 6-9 months for the MPhil candidature and ensures that research candidates have developed a suitable research project and will receive the appropriate support to complete it.
4. The CoC comprises of:

1. a detailed written component (thesis proposal);
2. oral presentation; and
3. a meeting with the candidate’s Confirmation Review Panel (CRP).

5. The Confirmation of Candidature standard requirements document, available online, sets out the conditions for achieving the CoC milestone.
   1. The requirements around timing, written and oral components of the CoC may be varied at the Program level with the written approval of the Pro Vice-Chancellor (Graduate Research).
   2. Variations must be based on the CoC standard requirements, using the variation template available online.
   3. Approved variations are available here.
6. The Confirmation Review Panel (CRP) consists of the supervisory panel plus the Confirmation Review Panel Chair, who is external to the supervisory panel and is appointed by the Delegated Authority or their delegate. Additional members may be appointed to the CRP if deemed necessary by the Delegated Authority.
7. The thesis proposal indicates the subject of the proposed research, should be provided to the CRP before the oral presentation and must include:

1. a literature review;
2. the proposed methodology;
3. how the research will make an original contribution to the field of study;
4. a timeline and project plan that demonstrates the research can be completed within the Program length;
5. accessibility requirements if desired by the candidate;
6. an assessment of the skills the candidate needs to develop to complete the research.

3. The oral presentation is based on the written thesis proposal review and should be 40-60 minutes in length with time for discussion and questions, as determined by the CoC requirements, or an approved variation to these.
4. After the presentation, the CRP meets to discuss the outcome of the CoC. The Chair of the CRP should include comments made during the meeting and make a recommendation on progress in the eForm. The Delegated Authority approves and determines the outcome of the milestone.
5. The CRP will meet with the candidate to communicate the outcome. The outcomes for CoC may be either confirmed or not confirmed.
6. If not confirmed, the CRP communicate the amendments required at the post confirmation meeting with the candidate. The amendments may be required of either the written material or the presentation.
7. The required amendments should be made and presented to a reconvened CRP within three months from the previous Confirmation of Candidature. The CRP may determine that the outcome is either confirmed or not confirmed.
8. If a PhD is not confirmed on the second attempt, the CPR may recommend that project is suitable for an MPhil and communicate this to the candidate. The candidate may either

1. convert to an MPhil or
2. withdraw from their program.

9. If a candidature is not confirmed on the second attempt and the candidate does not withdraw or convert to an MPhil, the CRP Chair may terminate the program on the grounds of insufficient progress.

Annual Progress Review (APR)

10. The APR requires the candidate to
    1. report on progress towards completion of the thesis since the last review, also highlighting changes in direction, barriers to progress, and significant achievements and
    2. develop a plan of work for the next 12 months with a focus on the goals to be achieved, allowing the candidate to situate the previous year’s achievements and next year’s goals within the timeline for the whole thesis.
    3. Meet with the panel to discuss their progress and plans
11. The APR also provides an opportunity to report on other research activities such as training, presentations, papers, research visits, publications.
12. For each candidate the portal for APR submission opens each year in December with submission of the APR being due in February the following year. The last day of February is the submission deadline.
13. The Chair of Panel must review the APR. Wherever possible this should do so within five working days of submission and must be completed by 7 March.
14. The Chair of Panel and Delegated Authority confirm that progress is consistent with the stage of candidature and that the plan for the following year is well developed and achievable.
15. The Delegated Authority decision must be finalised by 31 March at the latest.
16. Local areas may require a presentation element at any annual review.
17. For candidates who have passed 4 EFTSL (i.e. their candidature has been extended), progress reviews will occur every 6 calendar months. Ideally these should be aligned with requests for extension of program and should include very detailed completion plans. Six monthly progress reviews require approval by the Associate Dean (HDR).

Submission Readiness Review (SRR)

8. The SRR allows the candidate to share their research with and get feedback from the academic community, and allows the Delegated Authority to confirm the candidate’s readiness to finalise their program.
9. The SRR is due 3 to 6 months prior their intended submission date or their maximum enrolment period end date.
10. The SRR consists of
    1. A seminar presentation by the candidate to the program’s academic community which may be open to the wider public. The seminar must be at least 1 hour in length and includes at least 20 minutes for discussion.
    2. The presentation should cover the major objectives, content, and contributions of the candidate’s work and outlines the work still to be completed. The candidate’s supervisory panel assess the presentation against the criteria of

1. 1. 1. AQF level 9 for MPhil and 10 for PhD
      2. Their independent command of the material,
      3. Their ability to communicate the analysis of the material and findings clearly and concisely and
      4. Their ability to respond appropriately to constructive comment and criticism.

10. 3. A completion plan that outlines remaining tasks and when they are scheduled to be completed.
11. The Chair of Panel and Delegated Authority confirm that the research is at the required level and the plan to complete is feasible.

Supplementary Review

2. If required by the Delegated Authority, a candidate will complete a supplementary review. The request must clearly articulate the areas that need further review.
3. Supplementary reviews should be completed within 3 months of being initiated.
4. Submission of the thesis including Oral examination is covered in the Procedure: Higher Degree by Research: submission and examination of theses.

Training milestones

HDR Induction

5. All new HDR candidates are required to attend Induction, a series of face-to-face sessions designed to introduce the candidates to the University and all aspects of doing research at ANU.

Completion of Research Integrity Training (RIT)

6. All ANU HDR candidates are required to complete the online Research Integrity Training (RIT) course. This course consists of a series of short modules designed to introduce appropriate research conduct.
7. Candidates are required to undertake and pass a RIT test as evidence of their understanding of the material. HDR candidates must complete the RIT milestone first before they can submit any subsequent milestone.
8. The Research Integrity Training completion is due no later than 3 months after commencement, for both PhD and MPhil candidates.

Rights, Relationships & Respect in Research (RRRR) Training

9. All commencing HDR candidates must complete the RRRR training, where they will explore ANU values, expectations, and support pathways around healthy and respectful relationships.

Research Ethics protocol approval

10. If required, Research Ethics protocol approval should be sought between 6 and 12 months for PhD candidates and between 3 and 9 months for MPhil candidates (see Research Ethics, Integrity & Compliance). Approved Research Ethics protocols can be amended at any stage of the candidature.

Coursework requirements

11. If required, coursework should be completed within 12 months for PhD candidates and within 6 months for MPhil candidates, or as specified by the Program.

Non-completion of milestones (Progress and training)

12. Non-completion or unsatisfactory progress may have an impact on the candidate’s ongoing eligibility to remain on a scholarship. Refer to the Conditions of Award for any scholarships the candidate may hold.
13. The Primary Supervisor, Chair of Panel and/or Delegated Authority monitor milestones and determine eligibility for ongoing candidature where milestones remain outstanding for 3 months or more.
14. Unsatisfactory completion or non-completion of milestones are grounds for the Delegated Authority to set a supplementary milestone, explore changes to the project and/or supervisory panel, suggest a transfer from a Doctor of Philosophy (PhD) to a Master of Philosophy (MPhil) or recommend to the Associate Dean (HDR) termination from the program.
15. A Delegated Authority may decide that a thesis not be approved to undergo examination if a progress indicator has not been completed.
16. Applications for program extension may not be considered if milestones are outstanding or unsatisfactorily completed, unless the Delegated Authority approves otherwise due to extenuating circumstances.

HDR candidature

Candidature record

17. Unless the Registrar approves otherwise, revisions to a candidate’s record are completed only where there are no fees outstanding for that candidate.
18. Where an action under this procedure results in a revision to a candidate’s record, the University notifies the candidate in writing of the outcome of their request.

Credit

19. A candidate may apply, in writing, to their Delegated Authority to be granted credit towards completion of the program.
    1. The Delegated Authority will decide the application and inform the candidate in writing whether the credit has been granted.
    2. If the Delegated Authority decides not to grant the credit, the Delegated Authority will provide a statement of reasons for the decision.
20. The maximum enrolment period end date will be adjusted by any credit that may be awarded.

HDR study intensity

2. Before considering a change of program intensity, international candidates studying on a student visa should be aware of government legislation restrictions and must check their individual visa conditions. All candidates on scholarship should check the relevant Conditions of Award.
3. Candidates pursue their program for 48 weeks of the year and are enrolled in a thesis course code for each semester.

1. A full-time load for a week is 40 hours, with a week being equivalent to 1 unit. A full-time load for a year is 48 units.
2. A part-time load for a week is 20 hours, with a week being equivalent to 1 unit. A part-time load for a year is 24 units.
3. The number of enrolled units for any given year may be adjusted to reflect commencement submission, or program leave (other than recreation leave).
4. Where candidates undertake coursework, the thesis course code of their enrolment is adjusted to take into account the coursework load to reflect the full-time or part-time study intensity.

4. Change of intensity between full-time and part-time

1. candidates complete an ANUHub Manage My Degree – HDR eForm to apply for a change of program intensity.
2. The application is endorsed by the Chair of Panel.
3. The application is approved by the Delegated Authority.

Attendance

5. Candidates must attend the ANU campus for a minimum of the following (unless approved for external status):

1. For a PhD: For 72 units (1.5 years as a full-time candidate and 3 years as a part-time candidate); or
2. For an MPhil: For 48 units (1 year as a full-time candidate or 2 years as a part-time candidate).

Changing from internal to external status

6. The following reasons (periods away from the University) are not classified as completing all or part of a program outside the University:

1. Fieldwork;
2. Conference attendance;
3. Short-term exchange visits to another institution;
4. Work undertaken outside the ANU campus following an extension of program;
5. Studying at a partner institution under a joint or dual degree; and
6. Revisions completed elsewhere after a thesis examination.

7. Approval to complete all or part of a program outside the University requires the following:

1. If the study is to be completed at another tertiary education institution, any coursework is required to be substantially comparable in quality to ANU coursework, and satisfactory research facilities are available; or
2. If the study is not to be completed at a tertiary education institution, the supervision arrangements are to be comparable in quality to the supervision arrangements available to internal ANU candidates, and candidates must have access to satisfactory resources. Candidates must complete progression indicators as required by the Delegated Authority.

8. Unless the Delegated Authority approves otherwise, a candidate approved to complete all or part of a program outside the University must attend the ANU campus for 4 weeks in every 12 months of study off-campus, whether full-time or part-time. If an alternative is approved, this is updated on the candidate’s record by the University.
9. A candidate applies through the HDR Application for External Status form if they wish to complete all or part of their program outside the University. The application includes the dates that the candidate will attend the ANU campus.
10. The application is endorsed by the Chair of Panel.
11. The Delegated Authority determines the outcome in accordance with the requirements in the Research Awards Rule.
12. A candidate completing all or part of a program outside the University remains subject to all progression indicators. A failure to complete progression indicators may lead to a revocation of the external status, in addition to other consequences listed paragraphs 47 – 52 of this procedure.

Change of research topic

13. Before considering a change of research topic, international candidates studying on a student visa should check their individual visa conditions and be aware of any applicable government legislation restrictions or additional approvals required.
14. A change in research topic constitutes a potential change in research direction, and candidates must apply, in writing, to their Chair of Panel for endorsement and approval through the Annual Review process.
15. If a change in research topic is significant enough to require a change in Primary Supervisor, new or different data collection, or different skills the candidate would be required to complete a new Confirmation of Candidature.
16. Approval is subject to any requirements under sanctions legislation as detailed in the Procedure: Student Sanctions and subject to any other government restrictions or directions.
17. The duration of candidature should be taken into consideration when changing the research topic, in accordance with the requirements in the Research Awards Rule.
18. The Associate Dean (HDR), or appropriate delegate, notifies the candidate in writing of the outcome of the request.
19. The University revises the candidate’s record.

Leave

20. Leave must be taken in accordance with the Research Awards Rule.
21. Leave provisions with respect to scholarships are set out in the Procedure: Higher degree by research –Scholarships, and are reflected in the Conditions of Award of a scholarship.
    1. Paid recreational leave: Recipients are entitled to a maximum of 20 working days recreation leave for each year of their program.
       1. Paid recreation leave does not extend the maximum enrolment period.
       2. Recreational leave accrues over the life of the program but is extinguished at its end.
       3. Recreational leave should be discussed and recorded in writing with the Chair of Panel prior to being taken.
       4. It is the responsibility of the Chair of Panel to ensure appropriate recording of approved recreational leave.
    2. Paid medical leave: Recipients can request program leave on medical grounds (recovery from personal illness, injury or other health reasons impacting attendance).
       1. A recipient is entitled to a maximum of 10 working days paid medical leave for each year of the Award. Leave entitlements may be accrued over the life of the Award but are forfeited when the Award ceases.
       2. Paid medical leave applications will require supporting documentation: Medical certificates must be original or certified copies and the dates on the certificates must coincide with the leave request period.
    3. Additional paid leave or Personal leave: Recipients can request program leave on personal grounds up to a maximum of 60 working days. International candidates can only take personal leave for compelling or compassionate reasons.
    4. Paid Parental leave: Recipients who have completed 12 months of their Award and are the primary caregiver of a new child (by birth or legal adoption) are entitled to a maximum of 60 working days parental leave.
       1. These provisions also apply if the recipient is the legal parent and primary care-giver of an adopted child less than five years of age, who is not a stepchild of the recipient and has not previously lived continuously with the recipient for six months or more.
       2. Paid parental leave applications will require supporting documentation: Medical documentation that coincides with the pregnancy confinement/birth date or adoption.
    5. Paid partner parental leave: Recipients who have completed 12 months of their Award and who are the partner of a person who is the primary caregiver of a new child, by birth or legal adoption, may be entitled to five days paid partner parental leave.
       1. Paid partner parental leave applications will require supporting documentation: Medical documentation that coincides with the pregnancy confinement/birth date or adoption.

22. Candidates can apply to take leave through ANUHub Manage My Degree eForm with the following provisions:
    1. a leave application duration must be for a minimum of one week (full-time) or two weeks (part-time).
    2. For candidates with a condition or circumstances requiring leave to be taken in smaller increments (for example for caring for children or chronic medical conditions), this is discussed with their Chair of Panel and managed locally.
23. The application is endorsed by the Chair of Panel and approved by the Delegated Authority.
24. Single leave exceeding

1. 48 units (48 weeks or one year) for a fulltime candidate or
2. 24 units (48 weeks or one year) for a part-time candidate

will only be considered where there are exceptional circumstances beyond the candidate’s control and must be approved by the Delegated Authority and the Associate Dean (HDR).

3. Total leave exceeding

1. 96 units (2 years) for a fulltime candidate or
2. 48 units (2 years) for a part-time candidate

will only be considered where there are exceptional circumstances beyond the candidate’s control and must be approved by the Delegated Authority and the Associate Dean (HDR).

4. Before considering any leave of absence, international candidates studying on a student visa should check their individual visa conditions.
5. If candidates are travelling overseas during recreational leave, they are encouraged to check Smart Traveller and follow any government advice about their destination.
6. Where possible program leave must be applied for before taking the leave. Retrospective leave will only be considered in exceptional circumstances.

1. Candidates on scholarships must submit an application for leave prior to taking that leave to prevent any overpayment of scholarships.
2. International candidates must apply for leave at the time of or before taking leave as retrospective leave is not compliant with the legislated reporting requirements under the Education Services for Overseas Students Act (ESOS).

7. All candidates in receipt of a scholarship or sponsorship complete the relevant form on the day they return to their studies to reinstate their payments.
8. All candidates must advise the University when they have returned from leave via the ANUHub system.
9. Periods of approved program leave do not count towards the maximum program time-limits as specified in the Research Awards Rule.
10. One or more leave applications (other than recreational leave) combined that total 2 years, or more are only approved in exceptional circumstances by the Associate Dean (HDR).

Degree transfer

11. Before considering a degree transfer, international candidates studying on a student visa should be aware of government legislation restrictions and must check their individual visa conditions.
12. Candidates apply for a transfer between an MPhil and PhD, or PhD and MPhil using the ANUHub Manage My Degree – Change of Program level HDR eForm.
13. Candidates may apply for a transfer between academic organisational units using an Application for Change of Research Program form.
14. If the transfer results in a change of topic as outlined in paragraph 68, a new Confirmation of Candidature will be required.
15. Approval is subject to any requirements under sanctions legislation as detailed in the Procedure: Student Sanctions.
16. The form is endorsed by:

1. The Chair of Panel for the current program;
2. The Head of School for the current program;
3. The Delegated Authority for the current program;
4. The Chair of Panel for the proposed program; and
5. The Head of School for the proposed program.
6. The form is approved by the Delegated Authority for the proposed program. A Delegated Authority may still approve a change of program if the Chair of Panel for the current program does not endorse the request.

Change of Chair of Panel, Primary Supervisor and/or Associate Supervisor

17. A candidate or member of a candidate’s supervisory panel may apply through the HDR Supervisory Panel Details update form for a change to a member of a supervisory panel for a candidate, or the entire panel.
18. The change request is endorsed by the Chair of Panel.
19. The change request is approved by the Delegated Authority
20. However, a Delegated Authority may still approve a change of panel if the Chair of Panel does not endorse the request.
21. The College notifies the candidate in writing of the outcome of the request.
22. Other changes to the panel, such as in cases of temporary absence of the Primary Supervisor, or Chair of Panel from the University, are conducted in accordance with the Research Awards Rule.

Fieldwork and travel approval

23. Fieldwork and travel applications must be compliant with both this procedure and the Procedure: Working safely away from campus.

1. The Chair of Panel for a candidate is the Fieldwork Supervisor under the Procedure: Working safely away from campus.
2. Applications for fieldwork and travel approval including a WHS Risk Assessment, where required, are submitted no later than four weeks prior to the expected activity, using the Approval to Travel eForm.
3. Applications are approved by the Primary Supervisor.

24. Candidates remain enrolled at the University during fieldwork and travel arrangements.
25. Candidates must ensure they complete post travel diary upon return from their approved travel via the Approval to Travel eForm.

Extension of candidature

26. Candidates who are not able to complete by their maximum enrolment period end date but wish to continue as a candidate for their Program should complete an Apply for an extension of program eForm through ANUHub Manage My Degree - HDR, prior to their maximum enrolment period end date.
27. HDR candidates may apply for an extension of their program prior to their maximum enrolment period end date (192 units FTE PhD; 96 units FTE MPhil) and, if approved, will be provided with a new maximum enrolment period extension date. Candidates who are unable to submit their thesis by the maximum enrolment period extension date may apply for subsequent additional extension/s.
28. An application for an extension of candidature is for a maximum of 24 units (6 months full time) for a PhD or professional doctorate, and a maximum of 12 units (3 months full-time) for an MPhil, unless an alternative is approved by the Associate Dean (HDR).
29. A request will be considered only if:

1. An applicant has completed the milestones that the Delegated Authority considers appropriate; and
2. The Delegated Authority is satisfied that the candidate’s ability to complete and submit the thesis was adversely affected by illness or other extenuating circumstances.

30. Approvals

1. The application is endorsed by the Chair of Panel.
2. Program extension up to the maximum period for completion are approved by the Associate Dean (HDR).
3. Extension/s to the maximum period for completion of a program require approval as follows:

31. Personal program leave taken while on an extension of program does not extend the Maximum enrolment period extension date or Maximum period for completion of program extension end date.
32. Candidates in receipt of a scholarship must also apply to the scholarship provider for an extension of that scholarship, if eligible, as detailed in the Conditions of Award for the scholarship.

Concurrent studies

33. A candidate wishing to undertake studies in a program at AQF Level 5 or higher, at ANU or elsewhere, whilst studying for their HDR applies in writing to the Delegated Authority for approval.
34. The Delegated Authority notifies the candidate in writing of the outcome of the request.
35. The University notes this on the candidate’s record.
36. If a candidate undertakes studies outside of the program in which they are enrolled, whether at ANU or elsewhere, and without the approval of the Delegated Authority, they are in breach of the Research Awards Rule and may face an investigation under the Discipline Rules.

Conclusion of candidature

37. Submission and examination processes are covered under the Policy: Higher degree by research – examinations and associated procedures.

Expiry of candidature

38. Candidates who are past their maximum period for completion of program end date or extension date and

1. have not applied for an additional extension, or
2. have applied for an extension but the extension has not been approved and any appeals process for the decision has been finalised with the original decision remaining,

are notified by the Delegated Authority that their candidature has expired and then the University updates the candidate’s research program to a status of Discontinued.

Withdrawal

39. Candidates notify the University in writing if they wish to withdraw from their program by completing a Program Withdrawal / Voluntary Discontinuation eForm through ANUHub Manage My Degree - HDR.
40. Prior to withdrawing, candidates are encouraged to discuss their options with their Supervisor, Chair of Panel, Delegated Authority, Associate Dean (HDR) or the Dean of Students.
41. The Registrar notifies the relevant parties of the request to withdraw.
42. The Registrar organises the update of the student system following a withdrawal, effective from the date the advice is provided.
43. The candidate is offered the opportunity of an exit interview with the Associate Dean (HDR).

Termination of candidature

44. Processes to terminate candidature are conducted in accordance with the Research Awards Rule.
45. Each of the following is a ground for terminating a HDR candidate’s enrolment in a program for a research award:
    1. that the candidate has not pursued the program to the Delegated Authority’s satisfaction;
    2. that the candidate has otherwise breached the Research Awards Rule or any requirement applying to the program that is determined by the ANU and published on its website;
    3. that the candidate has breached a condition imposed on the student’s admission to the program.
46. If the Delegated Authority believes that a ground exists for terminating the candidate’s enrolment in the program, the Delegated Authority may, in writing, recommend to the Associate Dean (HDR) that the candidate’s enrolment be terminated.
47. Before acting on the recommendation, the Associate Dean (HDR) must inform the candidate, by written notice, about the recommendation and that the candidate may provide a formal statement to the Associate Dean (HDR) about the recommendation in the way, and within the period, specified in the notice.
48. If, after considering any submissions made by the candidate the Associate Dean (HDR) is satisfied that a ground exists for terminating the candidate’s enrolment in the program, the Associate Dean (HDR) may terminate the candidate’s enrolment in the program.
49. Within 10 working days after the day the Associate Dean (HDR) makes a decision, the Registrar must tell the candidate in writing about the decision.
50. A candidate may appeal this decision in writing, including the grounds of the appeal and including, or being accompanied by, any evidence in support of the grounds. The appeal must be submitted to the Registrar within the required period.
51. The appeal process is conducted as prescribed by the Research Awards Rule and the Appeals Rule. The process will result in either
    1. the confirmation of the decision to terminate the candidate’s enrolment; or
    2. that the candidate is permitted to continue to be enrolled in the program, subject to the conditions (if any) decided by the Appeal Committee after consultation with the Associate Dean (HDR).
52. If a candidate’s program is terminated, they may be required to declare the termination on any future applications for study at a tertiary institution.
53. The Registrar notifies GRO of the outcome of the appeal. If the result is (a) GRO processes the termination in the student system. If the result is (b) and GRO processes any approved actions such as an approved extension as necessary.