Appendix 1:Responsibilities
Research training at the University involves the active participation of both staff and students. The responsibility for ensuring that it is conducted in the most efficient and effective manner is shared by all parties: the University, the Faculties, Schools, staff and students, all have obligations to each other. The responsibilities of the various participants are summarised in the following sections.
Glossary of Terms
The terms used in this Appendix are defined at the front of the Research Student Handbook. An extract of the key definitions is provided below for convenience.
Candidate means a person enrolled for a higher degree by research of the University of Adelaide. The terms candidate and student are used interchangeably in this document.
Co-supervisor refers to a member of the supervisory panel who is a University staff member or titleholder and who is not the principal supervisor.
External supervisor refers to a member of the super-visory panel who is not a staff member or titleholder of the University and who is not the principal supervisor.
Graduate Centre refers to the Adelaide Graduate Centre, namely the area responsible for the management and administration of research education at the University. The terms Graduate Centre and Adelaide Graduate Centre are used interchangeably in this document.
Higher degree by research refers to any Masters or doctoral degree (PhD/professional doctorate) that comprises a minimum of two thirds of its assessable content by research.
Principal supervisor refers to a member of the supervisory panel who is a University staff member or titleholder of the School/Discipline in which the student is enrolled and who has been appointed by the Head of School to have the primary responsibility for the supervision of a candidate.
School refers to the academic organisation unit in which higher degree by research students are enrolled; this may be a School or Discipline depending on the structure of the Faculty concerned.
Responsibilities of the University and Faculties
The University has the responsibility to establish a policy framework within which Faculty-specific and School-specific policies can be developed. The University is responsible for establishing and/or implementing general policies in relation to:
1.1 clearly specified entry standards which apply regardless of discipline, and are set to ensure that, given adequate commitment, enrolling Doctoral and Masters' by research students will have the capacity to succeed within three to four years and one and a half to two years respectively
1.2 defining existing and potential areas of research strength, for the purpose of allocating Australian Postgraduate Awards and Research Training Scheme places (as required by the Commonwealth Government)
1.3 establishing Memoranda of Understanding with other tertiary institutions for the award of double-badged degrees
1.4 the establishment of Cotutelle Agreements between the University of Adelaide and French institutions for the award of the Doctor of Philosophy
1.5 providing access to physical facilities and resources which, while varying between different parts of the University, will conform to the specified minimum standard defined in the Minimum Resources Proforma
1.6 ethics clearance procedures concerning research in the areas of human participants, animals, genetically modified organisms and hazardous materials
1.7 intellectual property
1.8 the Integrated Bridging Program - Research (IBP-R)
1.9 reviews of progress
1.10 privacy: the University is required to ensure the privacy of its students in accordance with the University's
privacy policy: http://www.adelaide.edu.au/policies/62
1.11 providing consumer protection to international students
studying in Australia, in accordance with the Education Services for Overseas Students (ESOS) Act 2000
1.12 assisting the Government to check that international students comply with their visa conditions, and advising the Department of Immigration and Citizenship (DIAC) if students breach their visa conditions
1.13 complaints, appeals and grievances
1.14 ensuring the quality of supervision
1.15 examination of higher degrees by research
1.16 the right of higher degree by research students to hold a research grant.
Responsibilities of the Faculties
Faculties are expected to:
2.1 convey issues relating to Higher Degree by Research matters arising in the Faculty, to the Research Education and Development Committee (REDC) and conversely, to convey decisions and relevant information relating to Higher Degree by Research matters discussed by the REDC, to the Faculty Higher Degrees Committee and through them to those with responsibilities for postgraduate matters within the Schools
2.2 ensure that Schools offer a quality Structured Program, including an induction, for all commencing Higher Degree by Research students
2.3 give consideration to the feasibility of providing a Structured Program of activities that is complementary to the locally provided (School level) Structured Programs
2.4 ensure that Schools implement the policies and processes detailed in this publication
2.5 nominate supervisors (including external and affiliate supervisors), in accordance with the Policy for the
Establishment of a Register of Eligible Research Supervisors.
Responsibilities of the Head of School
The Head of School has the ultimate responsibility for the quality of supervision and the provision of resources for all higher degree by research students within the School. It is the responsibility of the Head of School to ensure that:
3.1 Appointment of Postgraduate Coordinators
(i) In each School a Postgraduate Coordinator who is an experienced, motivated staff member with the confidence of the postgraduate students is appointed
(ii) the time and commitment required to be an effective Postgraduate Coordinator is recognised and considered when assigning other responsibilities to that staff member.
3.2 Appointment of Supervisors
(i) a high-quality panel of eligible supervisors is provided and maintained throughout the research period for both internal and external candidates, in accordance with the Policy for the Establishment of a Register of Eligible Research Supervisors
(ii) supervisory track record and existing teaching and administrative responsibilities are considered in determining whether the proposed supervisors will have the time, commitment and experience to offer quality supervision throughout the research period. Under normal circumstances it is expected that an individual member of academic staff will act as the principal supervisor for a maximum of six full-time equivalent (FTE) higher degree by research students. Approval for a supervisor to supervise a load exceeding 6 FTE higher degree by research students should be sought from the Research Education and Development Committee by the Head of School. The application must provide evidence that the staff member in question will be able to manage the proposed supervisory workload e.g. by a compensatory reduction of his/her other teaching and administrative duties
(iii) both new and existing supervisors undertake ongoing staff development in supervision and that attendance at “Effective Supervisors” workshops should be Included in staff performance and planning reviews
(iv) under normal circumstances, contract employees or titleholders (including postdoctoral researchers) are not permitted to supervise in the capacity of principal supervisor where the tenure of their appointment is less than that of the student's candidature
(v) a register is kept of all external and affiliate supervisors within the School. These staff are to be fully informed of their responsibilities as outlined in this Handbook and are provided with the same opportunities as University of Adelaide employees to attend ongoing professional development in supervision
(vi) a copy of the Curriculum Vitae of any new external supervisor appointed within the School, is forwarded to the Adelaide Graduate Centre together with the “Supervisor Registration External supervision not an affiliate or titleholder” form.
3.3 Before admitting a student to candidature
(i) the student meets the requirements set down by the University for admission to candidature
(ii) the proposed research project is appropriate for the degree
(iii) the School is appropriate for the research to be undertaken, and has the space, facilities and resources that the work may require.
3.4 At the beginning of candidature
(i) all commencing research students are provided with an adequate induction to the School
(ii) each student has written guidelines (and where needed, training) concerning ethical and safety procedures appropriate to their field of research
(iii) students are made aware that the development component of the structured program offers the opportunity to acquire generic skills that may increase employability; certificates will be awarded for participation in workshops or courses
(iv) by the time of candidature confirmation there is a sufficient pool of examiners available to examine the proposed thesis.
3.5 During candidature
(i) a structured program of activities is provided for all higher degree by research students within the School
(ii) all international higher degree by research students (who have not been granted an exemption), undertake and complete the Integrated Bridging Program - Research (IBP-R) in the first full semester following their enrolment as part of the core component of the structured program
(iii) components of the Integrated Bridging Program - Research, such as the research proposal and literature review, are assessed as part of the core component of the structured program where appropriate
(iv) opportunities are provided for students and staff to interact and develop profitable intellectual relationships with one another
(v) an appropriate procedure is established for dealing with unresolved conflicts between supervisor(s) and student(s), in line with University policy
(vi) the University's policy on close personal relations between a student and a staff member is followed, the policy is available at: www.adelaide.edu.au/policies/138/
3.6 At the time of submission
(i) the thesis is prima facie worthy of examination both in terms of its content and its presentation relative to the standards specified in the Academic Program Rules for the degree.
Responsibilities of the Postgraduate Coordinator
Under the direction of the Head of School, the Postgraduate Coordinator will oversee higher degree by research matters within the School by:
4.1 Communication
(i) notifying the Adelaide Graduate Centre of their details on appointment, together with the name of the Postgraduate Coordinator that he/she is replacing, by email to Graduate Centre, so that up-to-date -email and web lists of Postgraduate Coordinators can be maintained
(ii) maintaining membership of the Postgraduate Coordinators' mailing list 'PGCnet' for the entire term of appointment to ensure that important information regarding higher degree by research student matters is received from the Graduate Centre
(iii) ensuring that relevant information regarding higher degree by research matters (e.g. from the Adelaide Graduate Centre via the Postgraduate Coordinators' mailing list) is distributed to all postgraduate research students and that any requests by the Graduate Centre are acted upon by students and staff where applicable
(iv) assisting students to resolve any questions or problems they may be experiencing, either directly or by referral to the relevant areas
(v) providing students with aggregated information on completion rates and completion times for recent higher degree by research graduates together, where
possible, with information on employment destinations.
4.2 At the beginning of candidature
(i) new higher degree by research students, assisting with the administration of their candidatures and ensuring that they are aware of the responsibilities of the Postgraduate Coordinator, Head of School and their supervisors
(ii) ensuring that commencing higher degree by research students attend the compulsory postgraduate research induction program organised by the Adelaide Graduate Centre
(iii) students are advised that attendance at the School seminar series is a compulsory part of both the core and development components of the structured program.
4.3 During candidature:
(i) coordinating the delivery of the structured program
(ii) helping to resolve problems that may arise between the students and their supervisors, or other members of the School
(iii) receiving complaints regarding higher degree by research matters in the School and recommending action as appropriate;
(iv) opportunities are provided for students to develop their presentation skills
(v) students are notified of any forthcoming conferences and seminars by prominent display of notices and are actively encouraged to attend and participate.
4.4 At the annual review:
(i) Interviewing each higher degree by research student during the annual review of progress. Note that if the Postgraduate Coordinator is a supervisor, the Head of School, or senior academic staff member nominated by the Head of School, will undertake this responsibility. If the Head of School is also a supervisor, another senior academic within the School, should be asked to assume this responsibility
(ii) interviewing supervisors separately as part of the Annual Review of Progress where problems or issues have been identified during the review process that require resolution.
4.5 At the time of submission
(i) prima facie worthy of examination both in terms of its content and its presentation relative to the standards specified in the Academic Program Rules for the degree.
Responsibilities of the Supervisors
The responsibilities of supervisors are detailed below. In all cases, the principal supervisor has the primary responsibility for co-ordinating the supervisory process.
The supervisors have responsibilities that include:
5.1 Commitment to providing high quality supervision
(i) becoming familiar with and abiding by the University's Academic Program Rules and the policies and procedures governing research degrees, including, but not limited to:
(ii) maintaining membership of the supervisor register and participating in on-going training in supervision as directed by the School or the Research Education and Development Committee, which may include one or more of the following:
- facilitating or attending University-based workshops or seminars on supervision
- serving as a Postgraduate Coordinator
- serving as a member of the Quality Issues Working Party of the Research Education and Development Committee
- reading of web-based supervisory materials and undertaking related activities
- attending and contributing to an internal School or Faculty seminar on supervision
- attending and/or presenting at a conference on postgraduate supervision
- presenting on supervision at an Adelaide Graduate Centre induction program
- conducting research or submitting material for publication in the area of supervision
- mentoring of early career researchers in regard to good supervisory practice.
(iii) providing academic guidance to students at all stages of candidature.
5.2 Communication
(i) maintaining membership of the higher degree by research supervisors mailing list 'HDR Supervisors' for the entire term of the supervisory appointment to ensure that important information regarding higher degree by research student matters is received from the Graduate Centre
(ii) assisting students to resolve any questions or problems they may be experiencing, either directly or by referral to the relevant areas.
5.3 At the beginning of candidature
(i) arranging a meeting with the student at the commencement of candidature to clarify their respective roles, responsibilities and expectations throughout the candidature (completion of the Expectations in Supervision scale is recommended, refer to Appendix 4 of the Research Student Handbook)
(ii) determining a program of research in consultation with the student that is capable of being completed by a competent and well-supervised Doctoral or Masters research student within three to four years or one and a half years to two years (of full time equivalent candidature) respectively. The research topic should be agreed prior to enrolment where possible
(iii) suggesting ways that the student can make the most effective use of his/her time. This will involve discussing the nature of research with the student, the standard and timeframe expected for particular degrees, the choice of the research topic, the Structured Program, planning of the research program,
the availability of library resources in the field, bibliographical and technical assistance and applying for ethical clearance(s) where this is required
(iv) identifying at the outset if the proposed research topic is commercially sensitive, and, if this is the case, ensuring that the student is made aware of the implications and signs the Student Project Participation Agreement following liaison with Adelaide Research and Innovation where necessary
(v) completing the minimum resources proforma in consultation with the student at the commencement of his or her candidature
(vi) assessing the student's proficiency in the English language within the first 6 months of candidature, taking into consideration the outcomes of the Integrated Bridging Program - Research, and where appropriate, working with the Research Education Programs group of the Graduate Centre to structure an ongoing support program.
5.4 During candidature
(i) meeting with, or otherwise contacting the student at least once per fortnight and ensuring that the student takes notes at these scheduled meetings which are later circulated to all members of the supervisory panel
(ii) providing appropriate academic support throughout the candidature to enable the student to achieve his/her highest standard
(iii) carefully monitoring the performance of the student relative to the standard required for the degree, and ensuring that inadequate progress or work below the standard generally expected is brought to the student's attention. Supervisors should assist with the development of solutions to problems as they are identified
(iv) applying to the Graduate Centre for an extension of the due date for a candidature milestone (e.g. the annual review or core component of the structured program), where the student is unable to complete the milestone in the expected timeframe for reasons beyond their control
(v) using the regular reporting procedures established by the University as the minimum means by which any difficulties and problems discussed with the student during the year are noted, indicating the action taken or advice given. If the problem is not resolved, the Postgraduate Coordinator, in the first instance, should be involved. Where the Postgraduate Coordinator is also the student's supervisor, the Head of School should be contacted directly. Similarly, if the Head of School is also the student's supervisor and/or the Postgraduate Coordinator, the Deputy Head of School or another senior academic staff member of the School should be involved. The Head of School (or Deputy Head) and the Dean of Graduate Studies should be notified, in writing, of continuing problems between reporting periods
(vi) reporting at the annual reviews of progress whether the resources provided in the previous term (as detailed in the minimum resources proforma) were
adequate AND re-negotiating the resource requirements
for the year ahead, ensuring that any modifications are detailed on the annual review of progress form
(vii) requiring written work from the student on a pre-arranged and agreed schedule so that progress can be assessed at regular intervals
(viii) providing a constructive and critical assessment of the student's written work. In each instance, an appropriate turnaround time should be established for assessment (generally this would not exceed four weeks)
(ix) supporting the students in relation to outside organisations and funding agencies; ensuring appropriate access to School facilities and reminding the students of the necessity to advise the Manager, Graduate Administration and Scholarships, of any proposed changes in their candidature (e.g. change of research topic, change of supervisor(s), request for leave of absence, request for study leave)
(x) advising the Graduate Centre in the event that the student fails to maintain adequate attendance or to return from leave on the expected date so that candidature and any scholarship payments may be suspended and, in the case of an international student, the Department of Immigration and Citizenship notified.
5.5 During the later stages of candidature
(i) commenting on the content and on drafts of the thesis in a timely manner
(ii) advising the Head of School and the Dean of Graduate Studies, of the names, addresses and credentials of suitable examiners as soon as possible after the student has lodged his/her notification of intention to submit, and, at the latest, at the time of certifying the thesis for examination.
(iii) advising the Head of School and the Dean of Graduate Studies, of additional suitable examiners within two weeks of a request by the Adelaide Graduate Centre, in the event that they are required to complete the examination process
(iv) providing career advice and assistance to the student as appropriate.
5.6 At the time of submission
(i) recommending that the thesis is prima facie worthy of examination both in terms of its content and its presentation relative to the standards specified in the Academic Program for the degree; OR
(ii) recommending that the thesis is unacceptable for examination in its current form for the specified reasons and participating fully in any dispute resolution process subsequently initiated by
the student.
Responsibilities of Research Candidates
The responsibilities of research students include:
6.1 Communication
(i) ensuring that contact details are kept up to date on Access Adelaide
(ii) ensuring that e-mail forwarding is set up to forward University e-mails from the campus email address to the preferred e-mail address, where the preferred e-mail address is not the campus address.
6.2 At the beginning of candidature
(i) reading, becoming familiar with, and abiding by, the academic program rules governing the research program; the Research Student Handbook and all University policies and administrative processes relevant to research higher degree students including, but not limited to:
- the University's Guidelines and Rules for Responsible Practice in Research. Please also refer to the "Australian code for the Responsible Conduct of Research" at www.nhmrc.gov.au/index.htm
- the Occupational Health and Safety policies and procedures within the School
- the University's policies concerning animal ethics, human ethics and genetically modified organisms
- the University's Privacy Policy and Management Plan, which is available on the web at: www.adelaide.edu.au/policies/62/
- the Fair Treatment Policy and the Fair Treatment Guidelines for students. These are available on the web at: www.adelaide.edu.au/policies/1363/
- the University's Intellectual Property Policy which is available on the web at: www.adelaide.edu.au/policies/1263/
- the University's Copyright Policy which is available on the web at: www.adelaide.edu.au/policies/2643/
- the University's Rules for Student Conduct, available on the web at: www.adelaide.edu.au/policies/33/
- the University's policy on Close Personal Relationships, refer to the policy on the web at:
www.adelaide.edu.au/policies/138/
- the University's Policy for the Operation and Conduct of the Integrated Bridging Program - Research (where applicable);
- the University's Plagiarism, Collusion and Related Forms of Cheating Policy Statement & Guidelines: www.adelaide.edu.au/policies/230
(ii) becoming familiar with Faculty and School information including resources, facilities, funding allowances and postgraduate representation on committees
(iii) selecting supervisors with the assistance of the Postgraduate Coordinator or Head of School and accepting reasonable offers of supervision facilitated by the University
(iv) selecting an appropriate research topic with the assistance and advice of the Postgraduate Coordinator or Head of School for which the University is capable of providing adequate supervision
(v) initiating discussions with the supervisors concerning the type of supervisory assistance that is preferred.
6.3 During candidature
(i) pursuing research at a high standard and without interruption as far as possible, to ensure completion
within the timeframe allowed for the degree
(ii) adopting at all times, safe working practices relevant to the field of research and adhering to the ethical practices appropriate to the discipline
(iii) keeping to an agreed schedule of meetings that will ensure regular contact with the supervisors
(iv) taking notes during each scheduled meeting with the supervisor(s) and circulating them to all members of the supervisory panel afterwards
(v) maintaining the progress of research in accordance with the University's and the supervisors' expectations, including in particular, completing all milestones and progress reviews by their due dates and presenting any required written material to the supervisors (e.g. drafts of the thesis or publications) in sufficient time to allow for comments and discussions
(vi) maintaining regular attendance of the School's seminar program
(vii) accepting reasonable offers of alternative super-vision facilitated by the University where required as a result of staff departures, absences (exceeding one month) and conflict with a supervisor(s) that have not been resolved by mediation or which are deemed unsuitable for mediation
(viii) requesting that the principal supervisor apply to the Graduate Centre for an extension of the due date of any candidature milestone or progress review that cannot be completed on time, for reasons beyond the control of the student
(ix) completing and lodging the appropriate paperwork with the Adelaide Graduate Centre when seeking approval to change the conditions of candidature or scholarship
(x) applying (in advance where possible) for leave of absence from candidature during any periods, to a maximum of 12 months, where it is not possible to work at full capacity
(xi) notifying the Graduate Centre within two weeks of return from leave of absence by completing a notification of return from leave of absence form
(xii) notifying the Graduate Centre and supervisors promptly of withdrawal from candidature
(xiii) taking the initiative in raising problems or difficulties and sharing responsibility for seeking solutions
(xiv) discharging all financial obligations to the University promptly.
6.4 During the later stages of candidature
(i) accepting responsibility for producing the final copies of the thesis and ensuring that both content and presentation are in accord with the relevant requirements.
(ii) where there is disagreement with the supervisor(s) regarding the readiness of the thesis for examination, and the student still wishes to submit that thesis for examination, instigating dispute resolution procedures in accordance with the section
of the Handbook entitled "Submission against the advice of your School".
|
