Handbook for Doctoral and MPhil Degrees

Policy change

Amendment to maternity leave

The Research Graduate School Committee at Meeting 5/2009 (5 June 2009) approved a proposal to increase the maternity leave provision from 12 weeks to 12 months per PhD and MPhil candidature.

Section 4.1 of the Handbook for Doctoral and MPhil Degrees was subsequently revised as follows:

Former policy

4.1 Intermission of candidature and special leave (leave of absence)

Under special circumstances, a candidate may request an intermission or intermissions of candidature of up to 12 months duration in total. Intermissions in the first or last six months of candidature will not normally be approved. Any period of intermission will be reflected in a variation to the end date of candidature. While the committee will deal sympathetically with requests for intermission, candidates are expected to regard the completion of their degree as a major priority throughout their candidature.

In all requests, a statement indicating the candidate’s progress up to the commencement of the proposed period of intermission should be provided by the supervisor and departmental head, together with the department’s firm recommendation with respect to the application.

In the event of illness, candidates may take up to 10 days of sick leave each year without applying for leave from candidature. This leave is negotiated with the candidate's academic department and supervisor. For periods of sick leave which are longer than 10 days and for periods of maternity leave, the candidate may apply for up to 12 weeks of special leave. Supporting medical evidence in the form of a doctor’s certificate which specifies the dates when the candidate will not be fit for study is required. Any period of approved special leave will be reflected in a variation to the end date of candidature.

International candidates should check with Monash International Student Support before applying for a leave of absence. Under government regulations, there are visa implications if an international student is not enrolled full-time.

A standard leave form is available from the Monash Research Graduate School. Scholarship awardees are reminded that if they are granted intermission with respect to their candidature, scholarship payments will be suspended for the period of intermission.

Candidates should not continue research on, or writing of, the thesis during any period of approved leave.

All candidates are requested to notify the Monash Research Graduate School immediately on resumption of studies. Candidates who fail to resume candidature following a period of approved leave will be deemed to have allowed their candidature to lapse.

Revised policy

4.1 Types of leave

4.1.1 Annual leave

Doctoral and MPhil candidates are entitled to annual leave throughout their candidature.  Full time candidates are entitled to a maximum of 20 days per annum, pro rata, and part time candidates are entitled to a maximum of 10 days per annum, pro rata.  Periods of annual leave are arranged with the approval of the candidate’s supervisor and academic unit.  Annual leave is not approved by or reported to the Research Graduate School Committee.

Scholarship awardees will continue to receive scholarship payments during a period of annual leave.

4.1.2 Other types of leave (intermission, sick leave and maternity leave)

Under certain circumstances candidates can apply for other types of leave from their candidature.  Applications for these other types of leave must be supported by the candidate’s supervisor and academic unit and approved by the Research Graduate School Committee.  A leave application form is available from the Monash Research Graduate School.

International candidates should seek visa advice from International Student Support Services before applying for a period of leave.  It is important that international candidates are fully aware of their visa conditions and the implications of a proposed period of leave on their student visa.

Scholarship awardees are reminded that any period of approved intermission, unpaid sick leave or unpaid maternity leave from candidature will result in suspension of scholarship payments for the relevant period.  Some scholarships have provision for a period of paid sick and/or maternity leave.

Candidates should not continue research towards, or writing of, the thesis during any period of approved leave.

All candidates are required to notify the Monash Research Graduate School immediately on resumption of their candidature following a period of leave other than annual leave.  Scholarship awardees that have had their scholarship payments suspended for a period of leave, will only begin to receive payments again once they have notified the Monash Research Gradate School of their resumption of candidature.  Candidates who fail to resume candidature following a period of approved leave will be deemed to have allowed their candidature to lapse.

4.1.2.1 Intermission

Under special circumstances, a candidate may apply for an intermission or intermissions of candidature of up to 12 months duration in total. Intermissions in the first or last six months of candidature will not normally be approved.

Applications for intermission should include a clear statement of the grounds for the period of intermission together with an indication of the candidate’s progress to date.  The supervisor and academic unit should make a clear recommendation for the period of applied leave.  Applications should be made in advance of the period of proposed intermission.

Any period of intermission will be reflected in a variation to the end date of candidature. While the committee will deal sympathetically with requests for intermission, candidates are expected to regard the completion of their degree as a major priority throughout their candidature.

4.1.2.2 Sick leave

In the event of illness, candidates may take up to 10 days of sick leave each year without applying for leave from candidature. This leave is negotiated with the candidate's academic unit and supervisor.   Scholarship awardees will continue to receive scholarship payments over this period.

For periods of illness which are longer than 10 days the candidate may apply for up to 12 weeks sick leave. Supporting medical evidence should be provided in the form of a doctor’s certificate which specifies the dates on which the candidate will not be fit for study.  Applications for sick leave should be made during the period of illness or no later than two weeks after the candidate’s return to study.  Any period of approved sick leave will be reflected in a variation to the end date of candidature.

Formal sick leave will be unpaid with the exception of provision in some scholarships for a period of paid sick leave.

4.1.2.3 Maternity leave

Candidates may apply for up to 12 months maternity leave over the period of their candidature.  Maternity leave is a separate leave entitlement and will not diminish a candidate’s entitlement for intermission or sick leave from their candidature. Any period of approved maternity leave will be reflected in a variation to the end date of candidature.

Maternity leave should be applied for in advance and should normally commence within the six-week period prior to the expected date of birth.  The application should be accompanied by a medical certificate stating the expected date of birth or confinement. 

Maternity leave will be unpaid with the exception of the provision in some scholarships for a period of paid maternity leave.