Working toward your confirmation of candidature

Admission to a Higher Degree by Research (HDR) program is normally provisional until the student successfully completes the confirmation of candidature process.

HDR students are normally considered to be provisional candidates in their respective programs until they have completed the confirmation of candidature process. Once they have completed that process, they are considered to be confirmed candidates. A confirmed candidate has access to their UniSQ research funding allocation, and has greater access to the University resources they need in order to complete their studies. Confirmation is a requirement of all UniSQ HDR programs.

The full confirmation of candidature process would be expected to be completed within the timelines in the table below. The Graduate Research School (GRS) contacts each provisional candidate to inform them of the specific deadline by which they are expected to have completed the confirmation process. It is recommended that students begin the confirmation process at least 18 weeks prior to that deadline to ensure this timeline is met. 

There are 2 components to the confirmation of candidature process:

1. a written Confirmation Proposal, normally no longer than 20 pages
2. an oral presentation, normally of 30 to 45 minutes duration to a review panel.

An extension request for a Confirmation of Candidature milestone is lodged via direct email to the Graduate Research School (grs@unisq.edu.au). Please attach written support from your supervisor, the new date being requested, and the rationale for the request.

You need to address the following areas in your confirmation proposal:

• aims and objectives of the research
• review of the relevant literature
• proposed contribution to the field of research
• details of the proposed research methods, including analysis of data
• draft research ethics application, if appropriate
• risk assessment
• milestones and timelines
• resources required to complete the research, and
• an indication of the type of Thesis expected to be submitted (e.g. Standard Thesis, Thesis by Publication, Thesis with Creative Works component). 

Students should ensure they adhere to the Confirmation of Candidature Proposal Guidelines when preparing their proposal. To facilitate this, a Confirmation of Candidature Research Proposal Template is available, but its use is not mandatory. The Guidelines and the Template are available under “Confirmation of Candidature” on the HDR Forms and Guidelines page.

Resource Requirement Plan

A Resource Requirement Plan (RRP) must be completed via an online form. Dependent upon whether you are in a masters, doctoral, low-cost or high-cost program of study, a UniSQ Funding Allocation amount will appear in the online form (at the top of the item table).

The RRP does not constitute an approval for individual purchases/travel; however, it is an indication of how you wish to allocate HDR student and external funding during candidature. Following confirmation, pre-approval from the GRS must be obtained for all HDR finance and travel expenditure.

Please discuss with your supervisory team what items to include and the level of detail required for each item. If the RRP does not include sufficient detail (as determined by the panel and HDR Coordinator), you will be required to resubmit another RRP form. This will delay your confirmation of candidature.  

The oral presentation provides students with the opportunity to present their proposed research for peer review. This would normally include the confirmation panel, peers from the relevant discipline and the wider university community. The duration of the oral presentation is expected to be 30 to 45 minutes. We recommend you present your proposal at least 12 weeks prior to your confirmation due date to ensure you are able to integrate the panel’s feedback into your revised proposal, obtain approval of that revised proposal, and be confirmed before your deadline.

The oral presentation will normally be followed by question time from attendees to provide the student with an opportunity to experience academic discussion of research work.

It is expected that expert and constructive advice from those in attendance at the oral presentation will be noted by the panel and may be provided for inclusion in the feedback to the student.

Most confirmation of candidature seminars are held via Zoom. Should you wish to present on-campus, please let your Principal Supervisor know so they can specify that when they submit a Panel Nomination.

Whilst we will try to accommodate a request for a specific room, the GRS cannot guarantee it will be available at the time and on the date of your seminar. The GRS is not resourced to provide onsite technical support. If you are having difficulty, we recommend you contact UniSQ ICT. 
 
All confirmation seminars have a dedicated Zoom session set up for them by the GRS, and all confirmation seminars are recorded. The recordings are only normally shared with the candidate and their supervisors, but may be shared with others should an integrity issue arise.

If you do not already have Zoom installed on your computer, the Zoom download is available. Please note that you will need to have a PC or Mac with Internet access, a webcam, speakers, and a microphone. A headset that combines headphones and microphone will work too.

In order to participate in any seminar, you will need to be logged into Zoom before connecting to the meeting. 

The GRS does not recommend you present your seminar from a mobile phone or tablet.

Details of each CoC’s Zoom session will be available within the relevant entries in your electronic calendars. Each session will start automatically, either at the time specified in the meeting invite or when the first participant enters the videoconference. If you cannot find the Zoom ID for the seminar you need/wish to attend, please let us know by return email. 

The following resources will assist you if you are unfamiliar with the Zoom system:

• Joining a Meeting
• Sharing your Screen

Please contact the Graduate Research School:

• If you and/or your student would like to schedule a practice session beforehand, please email us with your request and we will schedule a time.
• If you and/or your student are unable to attend your CoC session(s) via Zoom due to a lack of equipment
• If you and/or your student are unable to attend your CoC session(s) because you are unwell.

 The Graduate Research School will endeavour to make arrangements that ensure your seminar either happens when currently scheduled, or is rescheduled to a future date. 

At least 18 weeks prior to confirmation of candidature deadline:

Initiate planning for your confirmation seminar by following information contained within the Confirmation of Candidature Guide. This will require you to complete a number of web-based forms. Only the student can initiate this process online; supervisors and the GRS cannot do so on the student’s behalf.

The “Start your proposal” form

In which the student must:

• Provide an up to date title for their thesis;
• Provide a 120-word Abstract for the Proposal;
• Specify the type of thesis being proposed; and
• Indicate whether they have made certain other preparations.

The form also provides links to mandatory training modules that must be completed prior to confirmation by all students.

At least 15 weeks prior to your confirmation of candidature deadline:

The “Request panel scheduling form”

In which the student indicates they are ready for their supervisors to start arranging their seminar.

Completion of this form triggers an automated request to the student’s Principal Supervisor, asking the supervisor to nominate a panel, agree a date and time for the seminar with that panel, and provide that information to the GRS by completing the Seminar Request form.

It is important that the Seminar Request form be submitted to the GRS by the Principal Supervisor at least 3 weeks prior to the seminar date to allow sufficient time for the GRS to obtain the relevant approvals of the panel, arrange the seminar, and distribute the relevant documentation to the panel members.

“Thesis proposal submission” and “Resource Requirement Plan”

See above, under Written confirmation proposal. These must both be submitted at least 2 weeks prior to the seminar date your Principal Supervisor has agreed with the panel.

Please note that any confirmation seminar arranged outside of this process will not be considered valid. 

It is expected that the student will have completed the following additional components at the time of confirmation:

• completion of the HDR Library and Information Tutorial
• completion of the Responsible Conduct of Research Module
• preparation for/planning for ethical approval, and if required completion of the Human Research Ethics Foundations Module (You will need to log onto OpenDesk separately to ensure that progress with quizzes is recorded)
• completion of a Risk Management Plan (if required), inclusive of any Biosafety provisions
• consideration of ownership and disbursement of Intellectual Property (if required).

We recommend you complete the following short courses prior to confirmation:

• HDR1009 Prepare for Confirmation of Candidature
• HDR1011 Present your research with confidence
• HDR1014 Confirmation of Candidature milestone
• Artificial Intelligence for Higher Degrees by Research
  

The confirmation review panel, through the Graduate Research School (GRS) will provide written feedback on the confirmation proposal document, normally in the form of a report summarising the strengths, achievements, developmental needs and further revisions (if required). Students can normally expect that report back within 2 weeks of the seminar.

The confirmation review panel will make one of the following recommendations in their report:

• Pass – editorial corrections only
• Minor  Revisions
• Major Revisions
• Resubmission – candidature to be continued with conditions
• Candidature to be reviewed.

The GRS will relay the outcome of the seminar to the student and the supervisors with instructions, and the deadline by which that response is required. 

On receipt of the revised proposal, the GRS will forward the relevant documents to the appropriate parties for approval.

The student will receive official notification of the final outcome of the Confirmation of Candidature process through the Graduate Research School.

You will be sent an email with finance information once you are confirmed in your HDR program.

If you have any queries, please email the Graduate Research School.