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Candidature changes for Research Students

Candidates who wish to vary their enrolment may do so by completing the research candidature variation form or supervisory changes form and ensuring that all the necessary approvals are sought before forwarding it to the Postgraduate Student Administration Unit. Once received by the Unit, all candidature change requests are passed onto the Board of Postgraduate Studies in Dentistry, Medicine & Pharmacy for approval.

Requests must be received by the Postgraduate Student Administration Unit before 31 March (for changes to Semester 1) and 31 August (for changes to Semester 2). If a request is received after these deadlines, the change will take effect (if approved) in the following semester.

The Postgraduate Student Administration Unit will notify you in writing of the Board’s decision.

Below is a list of all possible candidature changes:

Changing from full-time to part-time

All research students wishing to convert from full-time to part-time should complete the research candidature variation form and obtain the approval of their postgraduate co-ordinator before submitting the form to the Postgraduate Student Administration Unit. In addition to submitting the candidature variation form, students must also provide a detailed proposal explaining how the research will be carried out, its relationship to their employment and arrangements for attendance at a University affiliated site. The University is not willing to act solely as an examining body. Any research must be under the direction and supervision of the University. There are certain restrictions that may apply to students on scholarships. Scholarship holders who wish to convert to part-time candidature should check with the Research Office first to make sure the conditions of the scholarship will allow for part-time study. International students are normally required to undertake full-time candidature under the terms of their entry visa.

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Changing from part-time to full-time

All research students wishing to convert from part-time to full-time should complete the research candidature variation form and obtain the approval of their postgraduate co-ordinator before submitting the form to the Postgraduate Student Administration Unit.

Working on your research away from the University of Sydney

Time away is permitted for research candidatures. There is provision to spend time in another university or institution during your candidature and also to complete your candidature away from the University of Sydney. There may, for example, be circumstances where it would be desirable to work at another institution within Australia or overseas where there would be access to some particular research or library facilities or expertise. All students wishing to spend time away or complete their thesis away should complete the research candidature variation form, indicating the length of time that they will be absent from the University of Sydney, the institution at which they will be based while absent and details of the arrangements made for their continued supervision. Before submitting the form to the Postgraduate Student Administration Unit, students should obtain the approval of their supervisor and postgraduate co-ordinator.

Please note that a PhD candidate pursuing candidature outside Australia must also complete a minimum of two semesters of candidature within the University before submission of the thesis. This need not be immediately prior to submission or a continuous two-semester period. Similarly, Masters students must complete a minimum of one semester within the University.

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Transferring your candidature to another degree

In some cases it is possible to transfer from one degree to another and obtain credit for work already completed. For example, a Masters by research student may ask to upgrade to a Doctor of Philosophy and obtain credit for the research previously completed.

Please note that it is also possible to transfer from a higher degree to a lower degree. All students wishing to transfer to another degree within Sydney Medical School or the Faculties of Dentistry, Nursing and Midwifery or Pharmacy should complete the research candidature variation form, indicating the degree that they wish to transfer from and to and obtain the approval their supervisor and the postgraduate co-ordinator for each degree before submitting the form to the Postgraduate Student Administration Unit.

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Suspending your candidature

If you have to interrupt your candidature at any time after you have enrolled and commenced you must apply to suspend your candidature. Suspension of candidature is permitted for one semester or, in exceptional circumstances, for two semesters. You are not permitted to apply for a suspension once you have reached the latest date for completion of your degree. Requests for suspension must be made in advance and not retrospectively and reasons for the suspension must be given.

Research scholarship holders must notify the Research Office of any periods of absence. International students should check the terms of their student visa before making a request for suspension.

All research students wishing to suspend their candidature should complete the research candidature variation form, indicating the semester(s) to which the suspension will apply and obtain the approval of their postgraduate co-ordinator before submitting the form to the Postgraduate Student Administration Unit.

[[b||Please note that if you do not notify the Postgraduate Student Administration Unit]] of your wish to suspend and simply fail to re-enrol, your candidature will be regarded as having lapsed, and you will be required to apply for re-instatement to candidature if you wish to continue your studies.

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Leave of absence

For shorter periods of leave (that is, less than one semester) you should apply for leave of absence. This might be used to cover a period of illness or cause of substantial delay to your program of study, but will not be necessary for a brief illness or misadventure. A leave of absence does not change your dates of completion, but will be recorded on your student file to explain any difficulties with progression or to provide background information for a later extension of candidature.

All research students wishing to apply for leave of absence should complete the research candidature variation form and submit it to the Postgraduate Student Administration Unit.

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Changing school and/or discipline

At any time a student may request a change to his/her school or discipline, however this must match the current appointment of his/her primary supervisor.

All research students wishing to change their school or discipline should complete the research candidature variation form and submit it to the Postgraduate Student Administration Unit.

Changing supervisory arrangements

If you wish to change your supervisor or associate supervisor or appoint an additional associate supervisor you should ask the new supervisor/associate supervisor to complete and sign the relevant section on the supervisory changes form.
Please note, that in order to act as a primary supervisor for a research student, academics must first register with the Postgraduate Student Administration Unit.

Your supervisor (for associate supervisor changes) and postgraduate co-ordinator should then sign the form before you submit it to the Postgraduate Student Administration Unit.

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Extending your candidature

Should it appear during your last year of candidature that you will not be able to complete the requirements by the latest date, you should apply for an extension of your candidature. Extensions are granted one semester at a time. Candidates granted an extension are expected to complete their degree by the end of the extension period. Candidates are not permitted to apply for a suspension during the extension period. All students needing an extension should complete the extension request form, indicating why they do not expect to meet the deadline and referring to any difficulties that might have been experienced during the candidature. Evidence of difficulties is expected to be noted in annual progress reports. The application for an extension should also include a realistic timeline to completion as well as the postgraduate co-ordinator’s approval.

You cannot assume that an extension will be granted. An aspect of the research training being undertaken is to complete a project within a deadline. Requests for extension must be made in advance and not retrospectively. The completed form should be submitted to the Postgraduate Student Administration Unit.

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Withdrawing from your course

If your circumstances are such that you are unable to anticipate when you will be able to resume your candidature you should seek to withdraw from your candidature. Should you be able to resume at a later date you would have to re-apply for admission. Some credit might then be given for work that you had completed prior to your withdrawal, but you would, in effect, be commencing a new candidature.

Domestic students should refer to the Research Training Scheme page for details regarding the consumed RTS, and withdrawing from and re-applying to research candidatures.

All research students wishing to withdraw should complete the research candidature variation form and submit it to the Postgraduate Student Administration Unit. It is not necessary to obtain the postgraduate co-ordinator’s approval.

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