Postgraduate Students

Important Dates

GENERAL INFORMATION FOR ALL ASIA INSTITUTE POSTGRADUATES

COURSEWORK STUDENTS

RESEARCH STUDENTS

General information for all Asia Institute postgraduates

Who to go to for assistance?

If you are experiencing difficulties with any aspect of your studies at the Institute, or if you just have questions, please feel free to contact any of the people listed below, as well as your supervisor, subject coordinator or tutor.

Nadine Blair – Nadine is the Postgraduate Programs Officer and is responsible for the smooth processing of the paper-based aspects of your degree. See her for any general questions you have, if you need someone's signature or feel free to just pop in for a chat. Nadine welcomes feedback on all things postgrad, so let her know if you have suggestions about anything you would like to see happen around the department.

Michael Ewing – Michael is the Asia Institute's Postgraduate Studies Coordinator and also the Chair of the Department's Research and Graduate Studies (RAGS) Committee and Departmental Human Ethics Advisory Group (DHEAG). Michael is available for advice regarding any academic or administrative issues relating to your study and more specifically for guidance on Ethics approval for fieldwork research.

Adrian Gully – Adrian is the Asia Institute's Associate Postgraduate Studies Coordinator and is available should you require independent advice regarding academic aspects of your study, including supervision. Adrian will host informal meetings each semester where postgraduates can raise and discuss any issues they may be having.

Etsuko Toyoda – Etsuko is the International Advisor for postgraduates and is available for international students who may be experiencing difficulties settling in, with the academic environment, or who are having language or other study difficulties.

Caroline Spencer – Caroline is the Asia Institute's Postgraduate Student Representative. She represents the Institute's postgrads on the Departmental RAGS Committee and the Faculty Research Student Reference Group. If you would like any issues raised at these meetings or more generally, please contact Caroline at c.spencer2@pgrad.unimelb.edu.au or leave a message in her pigeon hole located in the Postgraduate Room on level 2.

Eric Van Bemmel – Eric is the Asia Institute's Professional IT Officer and is available to help with general troubleshooting, hardware and software issues, network access and printing issues. Please note, Eric is not able to provide instruction for software use.

Jemimah Fraser – Jemimah is the Asia Institute's Administrative Assistant and is located in the reception office. She is able to help with locker and bathroom keys and after-hours access for research students (please see Nadine first) as well as faxing and toner for the printer.

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Other Contacts

Faculty of Arts
The Faculty of Arts is located in the Old Arts building, and is responsible for the administration of all coursework and Masters by research degrees. Contact the Faculty office if you want to make an appointment with a course adviser, apply for a Leave of Absence, or if you have any general queries including course admission and selection, subject and course withdrawal and credit applications. The Faculty can be contacted by telephone on 8344 5235; by email at:

arts-research@unimelb.edu.au (MA or PhD students)

arts-international@unimelb.edu.au (International students),

Coursework students should visit:
http://arts-unimelb.custhelp.com/cgi-bin/arts_unimelb.cfg/php/enduser/ask.php

School of Graduate Studies (SGS)
SGS has a major role in the administration of the University's research higher degrees, administering all PhD candidates as well as Masters by Research students in Science. They also provide a range of programs and services for postgraduate students and staff. See SGS if you have any questions related to your enrolment or aspects of your candidature. Their website is an excellent resource.

University of Melbourne Postgraduate Association (UMPA)
UMPA provides postgraduate students with a range of support services and strong representation and advocacy on a range of matters concerning postgraduate students. It lobbies on postgraduate educational issues at all levels of the university and in the wider community. It provides services to postgraduates, including academic advice and support, study spaces, bursaries, workshops, social gatherings, cultural events, publications, funding to student departmental groups, a computer lab and a print-room.

UMPA can also provide independent advice if you are experiencing problems with anything from supervision to leave arrangements.

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Student Support Services

Counselling
If you are having personal, family, work or other problems, a counsellor can help you to gain a clearer understanding the problem, and identify appropriate strategies or options for you to consider.

The Counselling Service is located at Level 2, 138 Cardigan Street in
Carlton, ph: 8344 6927/6928. It is recommended that you drop in or call ahead to make an appointment.

Disability Liaison Unit
The University provides services that accommodate the needs of people whose disability adversely effects their studies. Adjustments can be negotiated which assist such students to study and be assessed in a more equal environment. If you wish to know more about these services, please contact the Disability Liaison Unit (DLU), telephone 8344 7068

Health Service
The University Health Service is a general practitioner service, but staff have particular skills and interests in contraception; sexual health; injuries from work, sport, or study; allergies and skin disorders; travel health; and mental health issues such as anxiety, depression and eating disorders. There are male and female doctors available, and you may also see a nurse.

The Health Service is located at 138-146 Cardigan Street,  Carlton, ph. 8344 6904 or 8344 6905. It is recommended that you drop in or call ahead to make an appointment.

International Student Services (ISS)
ISS staff are available to provide advice and support to all international students. Appointment are not necessary but desirable. ISS also coordinate a number of support programs throughout the year. ISS are located in the International Centre on Swanston St.

Language and Learning Skills Unit (LLSU):The LLSU assists students with study and organisational issues, writing issues, assessment strategies, professional skills and research involvement and issues. The LLSU can also provide assistance to students  encountering difficulties with English. The LLSU islocated at 723 Swanston St.

Centre for Indigenous Education
The CIE provides indigenous students with assistance for course selection, tutorials, accommodation, study, personal support, community networking, cross-cultural development, career counselling and referral to approved agencies when required. The CIE provides meeting rooms, study areas, computer equipment and a resource library. The CIE also provides an opportunity for liaison between the Indigenous community and the University and is an important information service for those interested in Indigenous history and culture.

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Student Representation

The department's Postgraduate Student Representative (above) is available to speak to should you have any suggestions or concerns with any aspect of study at the Institute.
Caroline can be contacted by email or by leaving a message in her mailbox in the Postgraduate Room on level 2.
There are also postgraduate liaison meetings scheduled twice each semester with Dr Adrian Gully, the Associate Postgraduate Studies Coordinator. Students are encouraged to use these meetings as an open forum where they can raise and discuss any concerns they may have.
The department has a Research and Graduate Studies (RAGS) Committee which meets a number of times a year to discuss postgraduate matters. The Committee is currently chaired by Dr Michael Ewing who also attends the Faculty RAGS Committee on behalf of the Institute. Should you have any matters of concern which you would like drawn to the attention of the Committee (Institute or Faculty), please contact the Student Representative in the first instance.

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Keeping in touch

All Asia Institute postgrads are automatically subscribed to the postgrad mailing list. There is a postgraduate bulletin sent by email each Monday with information about events on campus, opportunities to attend conferences or have work published, important dates to remember, as well as things happening in the wider community.
Important and sometimes urgent information will be emailed to you via your University email account. It is each student’s responsibility to ensure they set up and  check their University email account regularly.
There are also regular get-togethers for postgraduates and staff to meet and socialise. Any suggestions for events or celebrations are warmly welcomed!
Also keep an eye on these links:

Postgraduate Seminars  |    Asia Centre Events   |    University Public Lectures

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Upskills

The School of Graduate Studies Academic Skills Program is a series of short courses and seminars open to all University of Melbourne postgraduate students. Each semester short courses and seminars are offered in the following areas:

Refer to the SGS website for more information.

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Facilities

Computing Facilities

Room 232 (Postgraduate Room), located on the second floor of the Sidney Myer Asia Centre is for use by postgraduate students to undertake computing work, study and/or quiet discussions.
Access to the postgraduate room is available Monday to Friday, between 9.00 am to 5.00 pm. After hours access is available only to research students.
People who are not postgraduate students of the Institute are not permitted to use the facilities in the Postgraduate Room.
The Postgraduate Room is equipped with both PCs and Macs with appropriate software (including multilingual software). Scanning and printing facilities are also available.
Please see the Postgraduate Programs Officer in the first instance to obtain network access authorisation.
For assistance with any problems with either the University network or equipment in the room, please contact the IT Officer.

As the space is shared, students are requested to be considerate in the use of the facilities.
No food or drinks are allowed in the Postgraduate Room.
Any student found infringing the University’s Computing Regulations (e.g. logging on for someone else, giving out their passwords) will lose their access privileges to the Postgraduate Room.
Please make sure that all doors to the Postgraduate Room are locked if you are the last one to leave the Room, regardless of the time of day (or night).

There is also a Postgraduate Study Area for research students only, please see below for further information.

Kitchen

The kitchen on Level 2 is available for students to use. Please be aware that this is a shared facility and should be treated as such. This means washing and drying any cups etc you might use and wiping up any mess you make. Please also cover any food you put in the microwave and remember to clear old food that belongs to you out of the fridge. The milk is to be used for tea and coffee only, if you notice that it is running low, please let Jemimah (at Reception) know. There is no-one appointed to clean the kitchen so please tidy up after yourselves!

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Subsidies

Photocopying & Printing

The Institute provides the department's postgraduate students with photocopying cards which can be used at all student photocopiers on campus. Photocopying facilities are available at the ERC, the Baillieu library and the Student Union. 
A limit of $50 per year for full-time students and $25 per year for part-time students will apply. If you already have a photocopying card, credit will be added to the card.
All photocopying at the University is subject to the Copyright Regulations 1968. Severe penalties apply if the regulations are contravened.
A printer for postgraduate students is available in room 232 (Postgraduate Room). Each student has a quota of 500 sheets per semester. Students can collect a ream of paper at the start of each semester.
Please see the Postgraduate Programs Officer regarding photocopying cards and reams of paper.

Inter-Library Loans

Requests for international and inter-library loans must be made online. For further information on this process, please refer to:
http://www.lib.unimelb.edu.au/services/ill/university.html
The library are reviewing their policy on charging a handling fee for inter-library loans, so until further notice there will be no handling fee.
The cost of purchasing of theses may be covered by the Institute, however, requests must be endorsed by your supervisor, and signed off by the Executive Officer for authorisation of payment. Requests for payment to cover the purchase of theses should be submitted in writing to the Postgraduate Programs Officer and must be accompanied by confirmation from your supervisor that the purchase has been approved. Theses purchased through the library and paid for by the Institute will remain the property of the department.

Lockers

There is a bank of lockers in Room 233, available to full-time postgraduate students. Please see the Postgraduate Officer if  you wish to have a locker. You can either bring your own padlock or use those lockers with an existing key lock. Keys to the lockers may be obtained for a $10 deposit. Due to the limited number of lockers available, the 'first come, first serve' principle will apply.

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Librarians

Aline Scott-Maxwell, the Institute's librarian for Indonesian Studies is available one day each week (usually either Monday or Wednesday, Room 230A) to assist students with sourcing information. Students are able to request books through Aline that may be of use to other students and which can be purchased for the Departmental Library.

Mahboubeh Kamalpour is the University librarian who deals with Arabic, Islamic, Central Asian, Middle Eastern and North African Studies.  The collection is located at 780 Elizabeth Street. Ph:  8344 5370.

Michelle Hall is the University librarian for Japanese studies in the East Asia Collection and is located on the 3rd floor of the Baillieu Library. Ph: 8344 0444.

Bick-Har Yeung is the University librarian for the East Asia Collection and can help with Chinese studies which is located on the 3rd floor of the Baillieu Library. Ph: 8344 0444.

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Scholarships

The Melbourne Scholarships Office offers new scholarships annually to students wishing to study at the University of Melbourne. For a full list of scholarships and awards available to postgraduate students please visit their website.

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Plagiarism

The following is an extract from the Faculty of Arts Policy on Plagiarism:

• It is University policy that cheating by students in any form is not permitted and that work submitted for assessment purposes is the independent work of the student concerned (or, where joint work is permitted, of the students concerned) and written by that student in their own words.  This is in keeping with the rules made by the University Council under Statute 12.2.10(1).
• Plagiarism, or copying of another’s work without proper acknowledgment, is not permitted.
• Neither is it permissible to allow another person to copy your own work for the purposes of assessment.

In any case in which a student has been involved in plagiarism, this shall be reported to the Institute’s Director. If the finding is proven, a zero may be returned for that task or a fail for that subject. The matter will be reported to the Faculty of Arts Office.

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Environmental Health and Safety

Section 2.4.3: Student responsibility for Environment health and safety

• Students are responsible for adopting safe work and study practices;
• must report all hazard and injuries to their supervisor or sports centre;
• must not wilfully place at risk the health or safety of any other person at the University;
• must not wilfully or recklessly interfere with or misuse anything provided in the interests of environment, health and safety or welfare at the University;
• students are also required to comply with all University and Institute rules and procedures which relate to environment, health and safety.

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Community Access Program

The University's Community Access Program (CAP) enables members of the public to study individual subjects offered by the University. The Institute welcomes CAP students in any of its undergraduate subjects. Fee information and application forms are available from the Arts Faculty CAP Officer, telephone 8344 8844.

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Coursework Students

Language Interviews and Placement Tests

Language interviews and placement tests are held at the start of each year, usually in February. Details are listed on the Important Dates page of the Institute's website. Please check the notice boards on the first floor, Sidney Myer Asia Centre for any changes to information listed on the website.

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Time commitment to study

Time management plays a key role in relation to successful university study. Students need to keep in mind that as well as scheduled contact hours for lectures, tutorials and seminars a considerable addition time commitment is needed to complete the academic requirements of each subject. Below are estimates of the total time commitment required to study a 12.5-point single semester subject in the Faculty of Arts.

Total time commitment to study a standard 12.5-point arts subject:
Fourth Year and Postgraduate Level
24 contact hours per semester;
36 hours of class preparation and reading per semester;
60 hours of assessment-related tasks per semester;

• 10 hours total time commitment per week

Total time commitment to study a language acquisition subject:
First, Second and Third Year Level
36-48 contact hours per semester;
36-48 hours of class preparation and reading per semester;
36-48 hours of assessment-related tasks per semester;

• 9-12 hours total time commitment per week

Fourth Year and Postgraduate Level
24 contact hours per semester;
48-60 hours of class preparation and reading per semester;
48-60 hours of assessment-related tasks per semester;

• 10-12 hours total time commitment per week

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Assessment Details Posted on Notice boards

Assessment details are posted on the First Floor notice boards in the Sidney Myer Asia at the beginning of each semester. Each notice will include details on components of assessment and the weighting of each component; due dates for each piece of assessment, attendance or threshold requirements and student responsibilities.

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Enrolment

Students should ensure that they are correctly enrolled, especially if they are from other faculties, or if they change their subjects.  In accordance with Faculty policy, the Institute will not approve new enrolments after the first week of semester. Subject changes are made via the Student Information System (SIS) and is only open for subject changes during certain periods of the year. If you wish to change subjects during a period in which SIS is not open, please see your Home Faculty office.

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Essay Guidelines

Essays should be typed on a computer.  If access to a computer is not available, they may be neatly hand printed on one side of the page only.  Both left and right margins should be at least 2 cm wide, and pages must be numbered. 
Essays should have a title page with the following information:

• Name and student number
• Subject name and code
• Lecturer’s/tutor’s name
• Title of the essay

Standard bibliographic conventions must be adhered to, with all works referred to included in the bibliography. For more detailed information, please refer to the Essay Guidelines also available from Reception at the Institute.

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Extensions

Requests for essay extensions must be made prior to the submission due date. Download the extension form or request one at Reception.
Forms should be completed and given to the subject coordinator before the submission date. Penalties apply to all work submitted late without an approved extension.
For information about extensions for theses, please refer to Guidelines for Thesis Submission.

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Feedback after Correction of Assessment/Return of Assessment

Students are entitled to feedback about their progress, and for this reason assignments other than the final assessment (assessment conducted during the assessment period of the semester) would usually be returned within two weeks of the submission date of the piece of work.
Marked essays will be returned to you in a designated class unless your subject coordinator makes other arrangements. If you would like your final essay returned to you through mail attach it to an A4 sized, stamped, self-addressed envelope. Please also provide appropriate postage. Final essays will not be returned unless a stamped envelope is attached at the time of submission.

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Illness

If you are unable to attend classes or submit work by the due date due to illness or other special circumstances, please contact the subject coordinator immediately.  A medical certificate is required in the case of illness. In other cases, documentary evidence may be required.

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Special Consideration

Special Consideration may be given to a student whose performance has been adversely affected to a substantial degree by illness or other cause.  Applications must be lodged on-line via the Student Information System within three days of the final examination or final component of assessment. Applications will be considered by the Departmental Examination Board who will take the circumstances into account and make a judgment as they see fit. 
If you are experiencing difficulties and are not sure whether to apply for special consideration, please contact the Postgraduate Programs Officer. Students seeking extension (or delayed testing) for assessment due during the semester do not need to apply for Special Consideration instead they should apply for an extension.

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Submission of Work

Assigned assessment must be submitted by the date and time set by the subject coordinator, and should be placed in the Essay Box located on the 2nd floor of the Sidney Myer Asia Centre unless directed otherwise by the subject coordinator.  The Essay Box is cleared at 5:00pm each day.
Late submission without an extension will attract penalties. Students must complete both sections of the essay coversheet and attach it to the essay. The Institute will not accept assessment sent by mail, fax or email.  Always keep a copy of your submitted assessment.

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Timetable

Timetable details can be found at http://sis.unimelb.edu.au/cgi-bin/subjects.pl.

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Thesis Submission

Coursework theses must be submitted by the following dates:

• Semester One – second Friday in June  (09 June 2006)
• Semester Two – second Friday in November (10 November 2006)

Three copies of your thesis, secured in a spring-back folder or spiral binding, must be submitted to the Postgraduate Programs Officer.
For important information about extensions or the required format of your thesis, please refer to the Guidelines for Thesis Submission.

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Research Students

Communications

In addition to the email bulletin sent to postgrads each week, the Department recommends research students subscribe to the following email updates:

• Melbourne Research Bulletin – For information on grants for research, seminars, ethics and much more.
• Gradflash – For the latest information for postgraduate students, including events, conferences, careers and scholarships. Subscribe at:
• Jason – For information on scholarships available to local and international students in Australia and overseas.

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Facilities and Services

Postgraduate Study Spaces - Asia Institute

In addition to the computer lab on the 2nd floor, there is a Postgraduate Student Study Area available only to the Institute's research students. There are 4 desks with computers available in this room.
As the number of spaces is limited, desks will be allocated for a maximum of four months and priority will be given to students:

• in the ‘write-up’ phase of their candidature, namely the last six months of a PhD candidature and the last 3 months of a MA by research candidature
• who do not currently occupy a Faculty postgraduate room or Graduate Centre carrel
• who are nearest to their expected date of completion
• who are expected to complete by the due date
• who are experiencing difficulty in accessing suitable alternative study space

Follow the links for additional information about facilities and conditions of occupancy, and the application form.

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Postgraduate Study Spaces - Arts Faculty

The Faculty has a limited number of postgraduate study spaces (dual-occupancy rooms) in the Old Quad building that are available for use by Masters by research and PhD candidates. Successful applicants are allocated space for a limited time period (PhD students are allocated space for up to 6 months and Masters by research up to 3 months) with the possibility of one extension, if warranted. Preference is given to those students who are in the final stages of their candidature.
Before applying students are should read the Guidelines for the Allocation of Postgraduate Rooms to ensure that they meet the eligibility criteria. These are available from the Faculty website .
Applications can be submitted to Arts Research at any time, but will be considered in 4 annual allocation rounds:
ROUND CLOSING DATES for applications to be considered
13th of January, April, July and October
Applications should be submitted to the Faculty Ground Floor Office marked to the attention of:
Theo Gouskos
Student Support Officer, Arts Research

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Postgraduate Study Spaces - Graduate Centre

There are seventy carrel spaces at the Graduate Centre, and these are managed jointly by UMPA and the School of Graduate Studies . Each carrel has a desk, computer (IBM or Macintosh), phone, lockable cupboards and filing cabinet.
To be eligible to apply for a carrel, you must be a postgraduate student in the final stages of your course. This means within six months of completion for master's or diploma students or within twelve months of completion for PhD students. Students who apply too early are usually told to re-apply later.
Carrels are shared on either a time-share or room-share basis. Allocation policy, guidelines and application forms are available from the UMPA website. Application forms should be submitted to UMPA Reception . Applications are considered by a Carrel Allocation Committee, which meets early each month.
Enquiries about carrels from prospective applicants should be directed to UMPA's Facilities Manager, Graeme Counsel:
phone 8344 8323 or email carrels@umpa.unimelb.edu.au.

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After Hours Access

Postgraduate research students may have after-hours access to the Postgraduate Room. A $10 deposit will be charged per key and per swipe card; the deposit will be refunded when the items are returned to the Institute at the end of the candidature. Please see the Administrative Assistant for issue of key/swipe card. Security is contactable on 8344 6666 or ext. 46666 (internal dialling) if help is ever needed.

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Mail Boxes

There are a number of pigeon holes (mail boxes) located in Room 233, available for messages and mail for full-time research postgraduate students. Please see the Postgraduate Officer if you wish to have a mail box. Due to the limited number of these being available, the 'first come, first serve' principle will apply.

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Dial-in Internet Access

Due to limited resources, the Institute will be subsidising dial-in access only for postgraduate research students, viz. Masters by Advanced Seminars, Masters by Research, and PhD students. Postgraduate research students wishing to obtain dial-in access should contact the Postgraduate Programs Officer in the first instance. They will be required to complete a Request for Computing Facilities form.
At the present charge rate of $0.60/hour, a quota of $100 per annum for full-time postgraduate research students and $50 per annum for part-time postgraduate research students will be provided by the department. Students exceeding the quota will need to make alternative arrangements with commercial Internet Service Providers.
All postgraduate students (other than research postgraduate students) needing Internet access will have to arrange for access through commercial Internet Service Providers.

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Lap-top Loans

The Faculty has 5 Apple iBooks and 5 Toshiba IBM compatible laptops for loan to postgraduate research students as follows:

• One Month Loan (Repairs to a personal computer): a student's personal computer is being repaired. Students who have problems with their personal computers are eligible to borrow a Faculty laptop for a period of one month only. Evidence that their computer has been lodged with a shop for repair must be provided to facilitate this loan.
• Three-Month maximum Loan (for overseas research/fieldwork): a student is undertaking research/fieldwork interstate or overseas. Students undertaking research or fieldwork interstate or overseas can loan a Faculty laptop for a maximum period of 3 months only. Priority will be given to students who are visiting a site that does not have access to computer facilities.
• Short-term Loan (on-campus): a student requires a short-term loan of a Faculty laptop for use on campus. Overnight or 2-day loans of a laptop are available for presentations/conferences/colloquiums on campus.

Requests for loan should be submitted by email to Dani Lambert, Student Support Assistant, Arts Research, identifying the duration of the projected loan and purpose (as above). Approved loans will require completion of an "Equipment being taken 'off-campus' form".

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Skills Development

Postgraduate Support Scheme - The Department strongly recommends all research students attend the Faculty's Postgraduate Support Scheme. The Scheme provides research students in the Faculty with a structured semester-length program of fortnightly seminars, providing practical information and advice about all aspects of their candidature. The program is convened by Dr David Bennett (English Department).

Topics include:

• Strategies for planning and writing a research thesis
• Research ethics approval for your project
• Online data-searching and the University Library
• Making the most of the student/supervisor relationship
• Candidature confirmation, conversion and progress-reporting requirements
• How to apply for travel grants and other funding
• MA and PhD thesis examinations: the procedures and what examiners expect
• Career-planning and C.V. writing

To book a place, please email Arts Research or phone +61 3 8344 6461.

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Funding for Research related activities

University 

• Melbourne Abroad Travelling Scholarships (MATS)

MATS is a competitive funding scheme set up to assist PhD and other research doctorate students travel overseas to conduct academically justifiable research that is relevant, not essential, to the completion of the student's thesis. Departments and Faculties are responsible for the funding of essential research. The scheme allows for the award of scholarships up to $1,000.

• Postgraduate Overseas Research Experience Scholarships (PORES)

The PORES scheme is designed to assist some of the University's most able PhD and other research doctorate students to gain international experience as part of their research higher degree training, and to consolidate research links with overseas universities and research institutions.

• Additional funding options for research related travel are available at:

http://www.services.unimelb.edu.au/scholarships/pgrad/travelling/index.html

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Arts Faculty

• Travel for Research in Postgraduate Study (TRIPS)

The TRIPS scheme provides PhD candidates with funding for research related travel and/or conference presentation, and Masters by research students with funding for conference presentation.

• PhD Fieldwork Grant Scheme

This scheme funds projects in which the primary data for the PhD thesis can be collected only in a field location (for example, a fundable project may require access to particular communities, physical landscapes, indigenous languages, archaeological sites, or oral histories). Asia Institute students are required to apply directly to the Department for this award.

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Asia Institute

• Postgraduate Research Support Fund

This scheme provides funding for students wishing to attend conferences in order to present papers on their research, undertaking non-fieldwork related research (eg: archival research), and for other research-related expenses.

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Ethics Approval for Fieldwork Research

All researchers (staff, students and student supervisors) who are undertaking research involving humans, are likely to need to ethics approval. This includes anyone who is:

• gathering information about human beings (and organisations) through interviewing, surveying, questionnaires, observation of human behaviour, audio/video taping, administering tests or stimuli, collecting or using human tissue/bone/blood or other body fluids;
• conducting clinical trials;
• using archived data in which individuals are identifiable;
• studying or researching in illegal activities.

All research projects involving humans are subject to review and prior approval by the Human Research Ethics Committee. 

Failure to obtain appropriate ethics approval for research involving humans may result in disciplinary action resulting from a breach of the Code of Conduct for Research and could leave researchers at risk of civil or legal action.
RESEARCH MUST NOT COMMENCE UNTIL ETHICS CLEARANCE HAS BEEN OBTAINED.

Researchers undertaking projects which present low or minimal risks to participants may be eligible for an Expedited Review of their project by the Departmental Human Ethics Advisory Group (DHEAG).

For information about Expedited Review and application procedures, please refer to:
http://www.research.unimelb.edu.au/humanethics/processes/applicprocedure/

If you are not sure whether or not ethics approval is required for your research project, please consult with your supervisor in the first instance or contact:

Dr Michael Ewing, Chair of the Institute's DHEAG
Ph: 8344 7557
or
Human Research Ethics Office
Ph: 8344 2073/2067

Your application should be completed with the help of your supervisor. Examples of completed application forms and plain language statements can be found here: http://www.mrio.unimelb.edu.au/humanethics/external/
Applications to the DHEAG are due on the following dates in 2006:

• 08 May
• 02 June
• 04 August
• 01 September
• 29 September
• 04 November

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Leave to study away

PhD

Research candidates travelling interstate or overseas for the purpose of conference attendance, presentation or any other research-related activity should formally notify SGS of their travel plans by submitting the Application to Study Overseas/Away form.
All applications  to study overseas/away must be accompanied by a completed Guideline Form For Off Campus Travel And Work Policy which downloads with the Application To Study Overseas/Away form. This form should be completed in conjunction with your supervisor who must authorize the form.
If a potential hazardous or unique risk is identified either while travelling or in the activities you will be engaged in whilst away then you must also complete and submit a 2D or 3D risk assessment form. These risk assessment forms should also be completed in conjunction with your supervisor who must authorize either of these forms.

MA

Research candidates travelling interstate or overseas for the purpose of conference attendance, presentation or any other research-related activity should formally notify the Faculty of their travel plans by submitting the Leave to Study Away/Overseas form.
Candidates planning to spend periods of time undertaking research away from the University, need to apply on the “Application for Leave to Study Overseas/Away” form.
All applications for leave to study overseas/away must be accompanied by a completed Risk Assessment - 2D Model risk assessment form and a completed Authorisation Form For Off Campus Travel And Work Policy to be completed in conjunction with the candidate's supervisor who must authorise the form.

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Thesis Extension

Masters by Research

Applications for extension must be lodged at least two weeks prior to the commencement date of the extension. The maximum time allowed for a 1st Extension is three months (full-time) or six months (part-time).
Scholarship holders must make a separate application (for extension of payments) to the Scholarships Office, John Smythe Building.
An extension of candidature will attract additional fees (Amenities & Services Fee and HECS/Course Fees), i.e. you will be charged for any extra time you take to finish your course.
Additional information is available on the Arts website .
You can also email the Arts Research office or phone 8344 5321/5235

PhD

PhD students must apply for an extension to their candidature on a Completion Report. These reports will be posted directly to PhD students two months prior to their expected completion date.
The SGS website has additional information about managing your candidature.

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PhD Handbook

The Handbook is an essential resource for all PhD students, providing guidelines and advice on everything to do with your PhD from admission through confirmation to examination. Bookmark this page!

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Supervision

It is recommended that at the commencement of your course you and your supervisor meet to discuss your expectations of each other including the frequency of meetings, the way feedback is given, deadlines etc.
From the outset of candidature, supervisors and students should ensure that they confer at what are agreed by them to be appropriate and regular intervals. This is particularly vital in the first year and for part-time students. Such agreements may be re-negotiated from time to time as the candidature proceeds. The recommended frequency of supervision meetings is half an hour every two weeks for a full-time candidate and every four weeks for a part-time candidate.
In addition to regular meetings, it is important that major reviews take place at least six monthly in order that the student's achieved work can be assessed within the overall shape of the study and the time-frame for completion
It is a useful practice to keep a diary of supervisions with dates and details of discussions. Candidates should always keep supervisors informed of their research activities, progress and problems.
Both supervisor and student should then be in a position to be able to report when required on progress and to judge when some intervention may be desirable.
Additional information can be found at the websites below:
http://www.arts.unimelb.edu.au/currentstudents/research/res_guide.html#super
http://www.gradstudies.unimelb.edu.au/phd/enrolcandid/phdhbk/apendixa/

Students who are experiencing difficulties with their supervision arrangements which cannot be resolved through consultation can seek advice from the Associate Postgraduate Studies Coordinator, Dr Adrian Gully. Alternatively, for advice from outside the Department, students can make an appointment to see an UMPA advisor .
The team at Arts Research are also able to provide advice to MA students and the staff at SGS are available to assist PhD candidates.

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Confirmation

After 6 months (full-time) probationary PhD enrolment the School of Graduate Studies sends a Confirmation Report Form to prompt the candidate to commence preparation for the confirmation process.
Confirmation is a key point in candidature. Its purpose is to determine whether or not work to date on the PhD research proposal indicates a strong likelihood that it will result in a high quality thesis, completed in the required time.
The purposes of confirmation are to:

• assess progress to date and the academic preparedness of the candidate to complete,
• determine whether the candidate has developed a clearly defined, coherent and feasible research project and contribute suggestions for its successful completion,
• determine that any specific requirements for confirmation of candidature have been met,
• provide an opportunity for the candidate to demonstrate written and oral presentation skills appropriate to PhD level study, and
• publicly acknowledge a major milestone in the project and inform others about the research project.

To prepare for Confirmation of Candidature candidates should:

• check the specific guidelines for confirmation in the department,
• prepare early; write the outline of the written research proposal as early as possible, then rewrite it as the project takes shape,
• practise oral presentation skills - enlist the critical feedback of others,
• check that any specific requirements for confirmation will have been met by the confirmation due date,
• carefully check over the proposed timeline for the next two years.

Additional information is available in the PhD Handbook .

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Progress Reports

PhD candidates are required to submit an annual progress report. Completion of progress reports is required for the continuation of enrolment and any scholarship held. The first progress report will be the confirmation report. Progress report forms are sent by the School of Graduate Studies direct to the candidate two months prior to the due date. The due date will be adjusted for any approved periods of leave. Progress reports provide an opportunity for both student and supervisor to review and evaluate progress on the project, and can alert the head of department and the Chair of the RHD Committee, of any difficulties in candidature. The candidate should read the supervisor's comments and is required to sign after completion of the supervisor's section.

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PhD Completion Seminar

The Completion Seminar formalises and extends the current requirement for a public presentation in the year prior to submitting a thesis for examination. All PhD candidates are expected to take part in a Completion Seminar of their research findings at the University. The Completion Seminar should present the objectives, methods, findings and significance of the candidate’s PhD thesis research and is held in the department prior to the submission of the thesis.
Further information on the requirements and the format of the Completion Seminar can be found either in the PhD Handbook or in the Completion Seminar Information Sheet.

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