Appendix F:

Executive summary and recommendations of Research Graduate School Committee Working Group on external candidature

1. Preamble

1.1 The Monash postgraduate research environment: changes and challenges

Monash is committed to maintaining “a vigorous postgraduate program in which new scholars and researchers learn the principles of fine scholarship and research ... [and] ... collaborate nationally and internationally in the pursuit and application of knowledge”.

Monash is determined to maintain the closest possible relationship between graduate students and their supervisors and academic units, and to ensure that graduate students are seen as contributing to the intellectual life of the academic unit and to the University’s overall research effort.

The postgraduate research environment is now changing quite dramatically, with the electronic revolution in particular remoulding our perceptions of supervisory style and candidature procedures.

The Research Graduate School Committee acknowledges issues of equality of access, and the need to encourage international postgraduate collaborative research programs, especially in the Asian region, should opportunities arise.

The development of professional doctorate programs which tend to attract people with considerable professional and employment experience is also generating a new type of doctoral candidate who is often an older, more independent researcher who may have only limited time available for the pursuit of the doctoral program.

The University has responded to these matters in a way that shows a proper balance between flexibility and prudence.

1.2 The underlying objectives of the Monash postgraduate research program

The basic philosophy underlying the University’s approach to postgraduate research candidature is that a candidate should be exposed to the University, national and international research cultures. Candidates should be given the opportunity to attend workshops on a range of matters pertaining to their research including:

•  orientation/induction
•  research methodology and skills, codes of conduct and protocol
•  occupational health and safety
•  ethics practices and procedures
•  intellectual property, and
•  publication protocol.

As part of their interaction not only with the nominated supervisor but also with members of the academic unit and wider University research community, candidates should attend and present departmental research seminars in order to challenge the research of peers and in turn defend their own work.

Candidates should be encouraged to move beyond the University to the broader Australian and international research community through participation at conferences and the preparation of papers for publication. Successful articulation and crystallisation of one’s ideas, and their presentation before a critical audience of peers, is considered an integral and essential component of any postgraduate research program.

Two related questions then arise. How may external candidature (1) meet these objectives, and (2) support and enhance the integrity and cohesion of the on-campus graduate community within the academic unit?

2. Recommendations

2.1 Proportion of external candidates permissible within total doctoral cohort

Quotas do not apply.

2.2 Admission

Given the nature of external mode candidature, faculties will need to convince the Research Graduate School Committee that the prospective candidate has the personal maturity to pursue independent, sustained and structured research off campus. Such evidence might include previous successful and timely completion of a postgraduate research degree, publications, or relevant work experience particularly in a research-oriented institution.

2.3 External candidature requirements

2.3.1 Primary location of research

Where the research is principally being undertaken at another research site (eg archives repository, field site, laboratory, commercial or governmental research station, another university etc), the Committee must be assured by the relevant academic unit that the site provides a research environment which offers appropriate resources, facilities and research expertise for the duration of the candidature.

While the majority of external candidates are expected to reside outside the Melbourne metropolitan area, a case must be made for admission to external candidature for a person living in Melbourne.

2.3.2 Attendance of 15 days per year

The 'residency' and attendance requirements assume that an academic unit has a rigorous and healthy research postgraduate culture which includes for example, an on-going program of seminars, workshops etc.

A minimum 15 days of attendance per year for doctoral candidates (10 days for MPhil) is a reasonable requirement and reflects current practice in other Australian universities. Apportionment of these days would be determined on a case by case basis (eg a single period or the equivalent in several smaller blocks of time).

A portion of this attendance could be off-campus, provided that the candidate was able to interact with the principal or associate (University) supervisor during this time (eg attending a conference). Proposals for programs considered equivalent to 15 days of residency would be considered by the Committee as they arose.

A reduction in the 15 days (10 days for MPhil) 'attendance' requirement after the first year may be considered on the grounds that candidates are expected to demonstrate a greater level of independence as their candidature progresses. Factors that faculties might cite as grounds for a reduction of residency requirements in the second and subsequent years might include:

• strong performance in the confirmation examination or seminar presentation(s)
• an impressive publication record
• prior completion of a research masters at Monash or other clear evidence of a capacity to pursue independent research, and
• a supportive on-site research environment, including opportunities for presenting work at research seminars and the presence of effective on-site mentoring/supervision.

These are minimum requirements only; some faculties may set additional attendance guidelines.

2.3.3 Effective means of rapid communication

It must be established that there are appropriate means by which the candidate may communicate with the supervisor on a daily basis, eg by email, fax or telephone.

2.3.4 Effective interactive communication

Regular interactive communication between candidate and supervisor should take place at least every two weeks (full-time candidates) and every month (part-time candidates) via telephone, video conference, or other interactive communication.

Note: Email communication is not necessarily an interactive form of communication.

2.3.5 Regular conference and seminar involvement

The candidate is required to participate in research-related seminars, conferences and special events at academic unit, faculty, university, national and international level, as appropriate.

2.3.6 Appointment of an associate supervisor or supervisors

The primary responsibility for supervision of the candidate must always rest with the main Monash supervisor.

Nevertheless, because the quality and continuity of supervision are so particularly critical in the case of external candidature, it is suggested that all external candidates have at least one associate supervisor. Some academic units may wish to give serious consideration to a form of team supervision headed by the principal supervisor.

In the case of laboratory-based candidature, the appointment of an external associate who is generally on site would be mandatory.

External associate supervisors need to be briefed on the University’s codes of practice and other requirements pertaining to candidature.

The nature and extent of the associate supervisor’s contribution to the candidature should be determined at the outset; it should not be a token appointment.

2.3.7 Articulation between standard and external candidature

Candidates may be permitted to transfer between standard and external candidature, as assessed on a case-by-case basis.

For candidates who have already completed three full-time equivalent years of on-campus attendance, further periods of residency will normally not be required.

2.3.8 Assessment of progress

All external candidates must be admitted as probationary candidates.

The confirmation process required for external candidates at approximately the 12 months full-time equivalent mark is more rigorous for most candidates with a 2000 word rather than a 1,000-word proposal required. The proposal is to include thesis title, statement of research problem, research procedures, timetable for completion, bibliography, and list of publications completed during probationary candidature. some faculties have additional requirements (see confirmation form on website).

As part of the confirmation process an oral presentation on the research project should be given at a departmental seminar and/or viva voce, at which members of the review panel are in attendance. The oral presentation should explore the research to date, anticipated future directions and a time line for completion.

Members of the review panel should normally comprise three members (eg. departmental graduate studies coordinator or head's nominee, as convenor, candidate's supervisor(s) and another member conversant with general area of research but not directly involved with the candidate's specific project.

External candidates should present at least one departmental seminar after the confirmation of candidature, preferably in the latter stages of the research.

A yearly progress report will be required including detailed logs on the frequency and length of on-campus attendance, and the nature and quality of the candidate’s interaction with the academic community of the academic unit and broader research community. Faculties have the option of distributing a half yearly report to supplement the current centrally-administered annual report.

2.3.9 Additional requirements for laboratory-based disciplines

It is acknowledged that external candidature within the laboratory or science and technology disciplines in particular, may have special requirements.

2.3.9.1 Joint agreement on the research project

Where the external candidate is pursuing research at another institution/research station, a joint agreement on the research program needs to be negotiated between the University and the external site.

2.3.9.2 Occupational health and safety procedures

Occupational Health and Safety issues should not be restricted to concerns about liability, but should be viewed in the context of broader research training issues.

2.3.9.3 Ownership of intellectual property

These matters are governed by Statute 11.2 and regulations pertaining to that statute. An agreement would need to be reached before the candidature began.

2.3.9.4 Ethics approval from both the university and the host institution

Every effort should be made to rationalise the ethics approval process when there is duplication.

2.3.10 Fees and scholarships

Consideration may need to be given to a reduction in the amenities fee, as appropriate.

Recommendations with respect to appropriate course fee discounts for international students may be submitted by the faculties.

External candidates will not be eligible for centrally allocated MGS, IPRS or MIPRS awards.