Enrolment management

If you still need to enrol in your course and/or subjects, please follow these handy guides:

Domestic student enrolment guide

International student enrolment guide

Coursework subjects

HDR candidates who are admitted to a Master of Philosophy (previously called a Masters by Research), Professional Doctorate or the Doctor of Philosophy (Integrated) are required to complete coursework subjects prior to, commencing the thesis component of their degree. Supervisors requiring HDR candidates to complete coursework MUST include the subject details in the HDR application approval process so that they can be included in the HDR admission offer letter. Supervisors are responsible for ensuring subjects are compliant with approved course structures.

Re-enrolment process for continuing HDR candidates

All re-enrolling HDR candidates will be re-enrolled automatically at the beginning of each academic year by the Graduate Research School, once a satisfactory Annual Progress Report (APR) has been approved by the Associate Dean (Research) or nominee (Refer also to Section 8 of the HDR Handbook).

Purpose of Annual Progress Report (APR)

The Annual Progress Report (APR) is the means by which the University assesses whether the candidate will continue into the following year.  An APR from a candidate and their supervisors is an important and formal means to monitor the research candidate's progress.

The Annual Progress Report is designed to: 

• help staff at the university appreciate the challenges you might be experiencing that could impede your progress,
• enable staff at the university to address some or all these challenges,
• evaluate the level of support you are receiving from the university.

This exercise, although mandatory, is designed to assist HDR candidates.  You cannot fail an annual progress report, for example.  However, if supervisors do not feel you have progressed adequately, the HPS may recommend intensive supervision to facilitate your progress – in line with the HDR Progression Procedures.

Confidentiality

Importantly, from 2023 onwards, your responses will be confidential.  That is: 

• your supervisors will never be granted access to your answers,
• but candidates and supervisors are encouraged to discuss this report with each other,
• in general, only your HPS can access your answers,
• however, if complications unfold – such as complaints or other matters – other staff, such as the AD-HDR, Student Ombudsman, or Dean of Graduate Research, may be able to access your responses.

One warning rule:

HDR Candidates who do not complete the HDR candidate's report section of the APR by the due dates noted below will be given one written warning. Those candidates who have not completed the HDR candidate's report section by due date may have their candidature discontinued. Re-enrolment once discontinued, may only be possible by submitting a new application for admission through the online application process. Approval for admission in these cases will be at the Faculty’s discretion.

Candidates are responsible for checking if their APR has been submitted by the due dates. 

Directions for completing an Annual Progress Report

An Annual Progress Report will be made available online each year via SOLS. This report needs to be completed on-line by both yourself and your supervisor.

All HDR candidates are required to complete an APR in order to qualify for re-enrolment in the following year. You must complete an APR even if:

• You are currently on Leave of Absence;
• You commenced your higher degree research in Spring Session, or
• You have submitted your thesis and have received a resolution from the Thesis Examination Committee to undertake a further period of study.

The Head of Postgraduate Studies and/or the Associate Dean (Higher Degree Research/Research) of the Faculty also need to approve the APR before it is returned to the Graduate Research School.

HDR candidates will not be re-enrolled without a completed APR.

• APR information for academic staff
• APR information for candidates
• The APR process
• APR FAQs
• APR flowchart

New in 2023

From 2023, candidates and supervisors complete their sections of the APR concurrently, and privately:

• Candidates and supervisors are encouraged to discuss this report with each other, however, neither will see the other's responses.
• Only the HPS will see responses from the candidate and supervisor.
• If complications arise, such as complaints or other matters – staff, including the AD-HDR, Student Ombudsman, or Dean of Graduate Research, may be able to access your responses.

Once responses are received from candidates and supervisors, HPS's will review candidate and supervisor responses and provide their HPS comments. 

Candidature variations (such as leave of absence, change of study pattern etc) will be initiated after the APR, by supervisors/HPS’s/candidates contacting the GRS with the relevant forms completed and signed by 24 March for Autumn Session and 24 August for Spring Session.

Annual progress review timetable

Leave of absence (LOA) is a period in which HDR candidates take leave from their studies. LOA may be granted for medical, compassionate or other acceptable reasons. Candidates should discuss any periods of intended leave with their supervisors. HDR candidates become eligible to apply for LOA at the beginning of the second session of enrolment.

A candidate enrolled in a HDR course may be granted LOA for one year or, in exceptional circumstances, up to two years, provided that:

1. The candidate has the written consent of their supervisor and Head of Postgraduate Studies or in their absence, written approvals from the delegated authority; and
2. The candidate submits the completed application along with documented approvals to the Graduate Research School before the census dates of 31st March – Autumn Session and 31st August – Spring Session, of the first session for which leave is sought.

Candidates will remain liable for fees and/or incur an academic penalty if the leave of absence is submitted after the census date or if necessary approvals are not evidenced with the application. Candidates are encouraged to submit the applications at least 1 week before the census date to address any administrative delays.

Please note HDR candidates are not enrolled during periods of LOA and the LOA does not count towards their time limits. However, international students should consult with the Department of Immigration and Border Protection to address any implications to their Visa or eligibility conditions before applying for an LOA.

Successful applicants will be notified via E-mail/SOLS and their enrolment status will be updated to reflect ‘Leave of Absence’. Students may verify and confirm their enrolment status by logging in to SOLS. 

Refer General Course Rules 6: 39 - 40

LOA application form

Upgrading from Masters or a Professional Doctorate to Doctor of Philosophy (PhD)

To transfer from a Masters by Research degree or a Professional Doctorate to a Doctor of Philosophy in the same field of study the candidate must:

• Have completed sufficient study in the Masters-Research or Professional Doctorate program at this University to allow an assessment of the capacity of the candidate to undertake independent research at a Doctoral Level. This would normally mean that candidates admitted to a program greater than 48 credit points would complete required coursework components of the degree and have completed approximately nine months of equivalent full-time candidature of their thesis component1 prior to application to transfer to a PhD;
• Prove their capacity to undertake independent research by presenting a seminar reporting on the research topic to a group which must include:
  1. the primary supervisor, and/or co-supervisors
  2. a member of the Faculty Research Committee (FRC) or the Head of Postgraduate Studies (HPS); and
  3. an independent academic staff member with appropriate disciplinary expertise to appraise the research and requested transfer

The primary supervisor will prepare the Course transfer report on the candidates seminar which should be signed by the HPS. Once signed the final report will then be forwarded to the Graduate Research School for action.  

Downgrading from Doctor of Philosophy to Masters by Research

Voluntary downgrades: Should a student wish to downgrade from a Doctor of Philosophy to a Masters by Research degree, the Supervisor should approve the transfer and complete the course transfer report to be sent to the Graduate Research School who will adjust the enrolment accordingly.

Forced downgrades: Academic staff wishing to downgrade HDR candidate’s candidature to a Masters by Research degree as a result of inadequate progress noted in their Research Proposal Review or Probation Report or other process must provide a written report to the Dean of Research for consideration.

Please note: a HDR Credit for Prior Learning Application form (PDF: 256 KB) may be required. For more information, see How do I downgrade from a PhD to a Master of Philosophy?

Downgrading from a Higher Degree Research to a coursework degree

Under the current higher education legislation, it is not possible for candidates in a research degree to exit with a coursework degree. Candidates may transfer between research degrees as detailed above, cease HDR enrolment and apply for admission to a coursework program as a new course. Prior study may be granted as advanced standing, as per Course Rules 5.15-5.18. 

Domestic HDR candidates who have accrued an Equivalent Full Time Study Load (EFTSL) of >4 (greater than 4 years full-time study or 8 years part-time study) for doctoral candidates and >2 (greater than 2 years full time study or 4 years part-time study) for Master of Philosophy/Research candidates are classified as ‘overtime’ in their studies and are liable to pay fees for the remainder of their degrees.

The fees are currently $12,360 per session for full-time domestic HDR candidates and $6,180 per session for part-time domestic HDR candidates. Australian citizens are eligible to apply for fee help loans.

Special circumstances

Students who believe they have legitimate special circumstances, as defined in the fees policy, may apply for a sessional Domestic Postgraduate Tuition Award (DPTA). You must attach a letter, of no more than 2 x A4 pages outlining your special circumstances and explaining how these have affected your HDR studies.

See the special circumstances as defined in section 11.3 of the fees policy.

All special circumstances described in your DPTA application must have supporting documentation. See section 12 of the fees policy, which describes valid forms of supporting documentation. Note that if this documentation is not provided then your DPTA application will be rejected.

The DPTA applications are reviewed and approved by the Dean of Graduate Research.

Special circumstances do not include:

• Lack of knowledge or understanding of this policy or government legislation
• A failure to follow correct University procedures
• A person's incapacity to repay a HELP debt

The deadline for DPTA applications is 27 February (for Autumn Session) and 27 July (for Spring Session).

Applications due to delays caused by the impact of COVID19

If your research was impeded by COVID-19, and you are in your final session of study you may apply for an extension to your candidature.

All applications must include the following:

1. Up to two page statement detailing the impact of COVID-19 on your progress and how you have worked to mitigate the impact;
2. Copy of your Contingency Plan and/or your APR from 2020; and
3. Supporting statement from your Principal Supervisor.

Candidates wishing to change their thesis title must first seek permission from their supervisor(s). Written notification, counter-signed by the candidate’s supervisor(s) should be forwarded to the Graduate Research School.

The following information is for HDR candidates wishing to change their study load from full-time to part-time. If you are experiencing difficulties and are considering changing or withdrawing from subjects or your course, we encourage you to seek support before making this decision. Please make an appointment with your supervisor/s or connect with support services that the University offers free of charge.

It is strongly recommended that you consult with your supervisor/s before requesting changing your study load. Please note that certain scholarships may not allow you to change from full time to part time.

Once the change request is received, your application will be reviewed by the Graduate Research School and it needs to be approved by your supervisor and Head of Postgraduate Studies. If your application to change your study load is approved, your enrolment record will be amended accordingly. If your application is declined, you will be notified of this outcome via UOWmail and advised of the options available to you. 

Note:

• All applications must be submitted by 24 March for Autumn session and 24 August for Spring session to allow for processing time.
• All applications must be submitted by the student and are subject to approval.

Depending on the type of student, i.e. Domestic, International or Sponsored student, there are different actions to take to change a study load: 

To request the letters listed below you will need to apply in SOLS – Student Forms.

• Completion Letter
• Graduation Invitation for Overseas Guests
• Statement of Status - Enrolment
• Statement of Status - Scholarship
• Statement of Status - Thesis Examination
• Withdrawal of Course