Chapter 4: Changes to candidature

4.3 Studying away from the university

In all cases other than where a candidate is on annual leave, written permission must be obtained from the Research Graduate School Committee to pursue research overseas for any period of time, or to pursue research inter/intrastate for periods greater than six weeks duration. A standard form for this purpose is available from the Monash Research Graduate School. Such requests for research or study away should be accompanied by a supporting statement from both the supervisor and head of department or academic unit.

4.3.1 No study away in first six months

The Research Graduate School Committee is generally unsympathetic to requests for study away from the University in the first six months of commencing doctoral or MPhil candidature or commencing the research component of doctoral or MPhil studies. However, the Research Graduate School Committee acknowledges that in some cases, fieldwork which is an integral and essential part of the overall doctoral or M Phil program, may need to be undertaken during the early months of candidature.

4.3.2 Supervision while on study away

Where a candidate proposes to study away from the University for two months or more, the Committee must be notified of the special arrangements that have been made with respect to supervision.

4.3.3 Duration of study away

In the case of doctoral candidates a maximum period of 12 months study away may be approved, although in exceptional circumstances this may be extended to 18 months. For absences longer than six months, six-monthly reports should be submitted to the committee. In the case of MPhil candidates, approval may be given for a maximum of six months study away.

4.3.4 Australian Government travel warnings

Candidates are advised to consult regularly the Australian Department of Foreign Affairs and Trade travel advice (see chapter 11 for contact details).

4.3.5 Permission to undertake research overseas

4.3.5.1 International Travel Policy

The University’s international travel policy and procedures also apply to postgraduate research candidates (see chapter 11 for link to the travel policy). Monash University uses a preferred Travel Management Company. As the University checks the market regularly through a tender process, the preferred provider is always competitive. Consequently, postgraduate research candidates are encouraged to use the preferred Travel Management Company.

Use of the university’s preferred Travel Management Company ensures automatic registration on the FlightLock system. The FlightLock system is a traveller monitor system that enables early warning where travellers are in areas identified by the Department of Foreign Affairs and Trade (DFAT) as potentially dangerous.

4.3.5.2 Security and Risk Management for Overseas Travel

DFAT issue travel advisories for Australian travellers. Candidates are required to read the latest travel advisories for the country where they will be travelling and to attach a copy of the advisories to their application for study away (see chapter 11 for related links). Travel to countries with travel advisories categorised as level 4 and 5 will only be approved in exceptional circumstances and requires approval from the Deputy Vice Chancellor (Research)or nominee.

4.3.5.3 Travel Insurance

All candidates travelling on approved study away are required to register for travel insurance. Registration can be done on-line (please see chapter 11 for related link).

Successful completion of the on-line travel insurance form provides candidates with a confirmation of cover certificate and an emergency telephone number if required overseas. Please note that those candidates who travel to countries where the DFAT warning is level 4 or above may not be covered for evacuation expenses should this become necessary. Travel insurance will usually only cover periods of up to 6 months. Additional travel insurance may be required for longer absences.

4.3.5.4 Pre Travel Health Check for Overseas Travel

A pre-travel health check is an important part of planning any international travel. A pre-travel health check can be undertaken at any of the University's health services or a private physician. It is important that candidates make an appointment sufficiently in advance of any travel, to allow adequate time to follow through with recommended health advice and appropriate vaccinations if required.

Candidates who wish to pursue study overseas must apply on the standard form available from the Monash Research Graduate School. A forwarding address should be lodged with the school if a period of study away coincides with a re-enrolment period, as candidates on approved study abroad must maintain their enrolment.

4.3.6 International students

International candidates should contact Monash International Recruitment Services when applying to study away. Under government regulations, there are visa implications for international candidates and their dependants, should they leave Australia for an extended period of study away.

4.3.7 Scholarship holders

All of the above requirements also apply to candidates who hold a scholarship.

4.3.8 Inter/intrastate research

When periods of inter/intrastate research/fieldwork exceed a consolidated six-week period, a request for study away from the University should be made. Shorter periods should be reported on the candidate’s annual progress report.

All candidates are reminded that they should notify the Monash Research Graduate School when they resume study on-campus.