MONASH UNIVERSITY FACULTY HANDBOOKS

Medicine Handbook 1996

Published by Monash University
Clayton, Victoria 3168, Australia

Caution Copyright © Monash University 1996
ISBN 1037-0919

Authorised by Academic Registrar, April 1996

Doctor of Philosophy

General information

A candidate for PhD is required to carry out a prescribed program of research for a specified period under the direct supervision of a member of the academic staff. The supervisor, in consultation with the candidate, is responsible for developing the research program to be followed by the candidate, and for reporting at regular intervals on the candidate's progress.

The PhD is a research degree which requires a candidate to submit a thesis. A candidate may include published work which is directly relevant to the argument of the thesis, provided such work has been written during the period of candidature. Candidates may not present in, or in support of, a thesis any work which the candidate has presented for any other degree or diploma at this university, or any other institution, except with the permission of the PhD and Scholarships Committee.

Duration of candidature

The total permissible period of candidature is five years (full-time), or its equivalent in part-time candidature up to a maximum of eight years part-time, after which the candidature will lapse. The minimum period of candidature is twenty-four months. This may be reduced to twelve months in very exceptional circumstances. Candidates are encouraged to complete their theses as quickly as possible.

Time available for study

Full-time candidates must be able to devote the equivalent of a minimum of four days a week to the pursuit of their research project; all part-time candidates must devote at least two full days a week, or equivalent, to their studies. In the Faculty of Medicine, part-time candidates in laboratory disciplines must undertake their two days of study during normal working hours/week days. For those part-time students in non-laboratory disciplines, at least one of their study days must be a week day.

Employment restrictions

Candidates enrolled full-time are permitted to undertake a strictly limited amount of paid employment throughout the year, being no more than fifteen hours of work in any one week. However, up to a maximum of six hours only of this employment may be undertaken between the hours of 9 am and 5 pm Monday to Friday.

Attendance requirements

Full-time candidates in the Faculty of Medicine are normally expected to pursue their course of studies on a full-time basis in a department of the faculty or in an academic environment providing a comparable intellectual and research context. The term `academic ennvironment' specifically refers to approved institutes that are affiliated with the Faculty of Medicine.

The PhD and Scholarships Committee and the Scholarships and Graduate Matters Committee

The PhD and Scholarships Committee is the body responsible for administering the PhD regulations and for advising the Academic Board on all matters of policy relating to the doctoral program. It has final responsibility for approving admission to PhD candidature, and for such matters as variations in candidature, questions of supervision, progress, submission and examination of theses. The committee also deals with the allocation of scholarships to graduate students.

The committee responsible for administering the degree at the faculty level is the Scholarships and Graduate Matters Committee.

Qualifications for admission

The minimum qualifications for admission to PhD candidature are:

(i) a bachelors degree requiring at least four years of full-time study, and which normally includes a research component in the fourth year, leading to an honours degree at first or upper-second class level; or

(ii) a course leading to a masters preliminary qualification at a level rated by the relevant department and faculty as equivalent to a first or upper-second class honours degree; or

(iii) a masters degree that entailed work, including a significant research component, at least equivalent to (i) above; or

(iv) a medical degree (MB BS or equivalent) together with research experience. The BMedSc degree (awarded at a satisfactory level, equivalent to honours IIA or above), is well recognised as providing such experience. In other cases documentary evidence of research experience or its equivalent (eg first part of a relevant fellowship) would normally be required.

Under exceptional circumstances, the PhD and Scholarships Committee may accept candidates with a degree of a lower grade than honours IIA if they have demonstrated an ability to undertake research at PhD level by, for example, producing evidence of quality work that can be reported on by a referee, or by adducing relevant professional experience at a high level.

Transfer from masters candidature

The PhD regulations permit a candidate undertaking a masters degree by research to transfer to PhD candidature. Except in circumstances deemed exceptional by the PhD and Scholarships Committee, this transfer should occur before thirty-six months full-time equivalent candidature has elapsed.

In exceptional circumstances, a coursework masters candidate who has demonstrated a capacity to undertake postgraduate research by completing a substantial part of the masters thesis may be allowed to transfer to PhD candidature.

Application procedures for Australian residents

Intending applicants should direct their initial inquiries to the head or director to ascertain the possibility of carrying out a research program in the prospective department or institute. The following information must be provided before any serious consideration can be given to an application:

+ certificates and an official certified transcript of academic record, including full details of all courses undertaken and grades obtained;

+ details of published papers, if any;

+ details of any experience since graduation which is relevant to the proposed field of research;

+ evidence of any governmental financial support or other scholarship offered to a prospective postgraduate;

+ in the case of students for whom English is not their first language, documentary evidence of English proficiency.

Application forms for admission to PhD candidature are available from the Research Training and Support Branch or from the faculty office.

The general field of study, supervision arrangements and the availability of requisite resources and facilities should be discussed thoroughly before the completed application form is returned to the relevant department or academic unit.

If the application is approved by the head of the relevant department or academic unit, it will then be forwarded to the faculty office for consideration by the Scholarships and Graduate Matters Committee. If approved by this committee (or the chairperson acting on its behalf) it is transmitted to the PhD and Scholarships Committee for its consideration.

Following the offer of PhD candidature by the PhD and Scholarships Committee, prospective candidates should enrol at the Research Training and Support Branch.

Ethics approval for PhD programs

Any research project conducted at Monash University involving human subjects, animals or biohazards must be approved by the appropriate ethics committee.

Supervisors

A candidate's primary or principal supervisor must be a member of the university's academic staff who has appropriate research experience and a continuing active involvement in research. Honorary members of staff may also be appointed as primary supervisors, where appropriate.

An associate supervisor may also be appointed and while that person need not be a member of the academic staff, he or she should be of recognised standing in the relevant field of research.

Code of practice for supervision of doctoral candidates

Candidates should refer to the PhD and EdD information handbook for guidelines relating to the responsibilities of the university, department, supervisor and candidates.

Conduct of research

All research must be conducted in accordance with Monash University `Guidelines on responsible practices in research and the problems of research misconduct' as set out in the manual Monash University education and research policies.

Faculty of medicine guidelines for the supervision of postgraduate research students

The following guidelines for supervision of postgraduate research students have been endorsed by the faculty's Scholarships and Graduate Matters Committee.

Each department appoints a member of staff to take special responsibility for the affairs of its graduate students (coordinator for graduate matters). The coordinator convenes a small committee on graduate matters which has responsibility for assuring that:

+ students and their supervisors are aware of the university statutes and regulations and their interpretation relating to the PhD degree, the guidelines for the supervision of research students, and other matters such as the ownership of intellectual property, as set out in the PhD and EdD information handbook;

+ students are aware of the departmental rules relating to occupational health and safety matters, and other procedures that may be specific to different departments, such as biosafety and radiation safety rules and guidelines;

+ students are aware of the university guidelines for the conduct of research, including the location and storage of original data and the necessary certifications now required to accompany publications arising from their research;

+ students are aware of the faculty procedures for dealing with grievances.

The other duties of the committee may include:

+ in the case of students who have not undertaken an honours degree in the department or affiliated institute, organising an appropriate induction program;

+ resolution of any problems that may arise during candidature through both joint and/or separate meetings with student and supervisors;

+ provision of assistance to the head in relation to the preparation of the student's annual review by meeting with the student, reviewing progress, examining work books and discussing any difficulties that may have arisen during the part twelve months;

+ arranging for all students to give a departmental seminar at least once a year;

+ paying particular attention to all students during the critical first year of their candidature;

+ collaborating with the student and supervisor to set up a small supervisory committee, if a student's supervisor has heavy supervisory responsibilities (or in other cases where this may be appropriate);

+ promote participation of postgraduate students in the full life of a department;

+ monitoring progress, especially in the late stages of candidature and writing-up, particularly where protracted candidature is evident or imminent;

+ taking responsibility for the monitoring of supervisory practice throughout the department;

+ assisting in other duties, as directed by the head, including for example, the ranking of applications for APA/MGS scholarships.

Students and supervisors are reminded that theses should normally be submitted within three and a half and four years. Heads of departments are reminded that it is their responsibility to ensure that graduate research students are kept informed about any alterations to these guidelines.

Affiliated institutes

Candidates from affiliated institutes (eg Baker Institute for Medical Research, Prince Henry's Medical Research Institute, Mental Health Research Institute, Macfarlane Burnet Centre for Medical Research, Victorian Institute of Animal Science) must apply and enrol through a department of the faculty and all aspects of candidature and scholarships must comply with Monash University regulations.

Higher Education Contribution Scheme (HECS)

All students, except international students, are required to pay a contribution towards their higher education. The contributions are collected under HECS (Higher Education Contribution Scheme). However, at present most Australian citizens and permanent residents undertaking full-time study for a PhD are granted an exemption from payment of this charge.

Amenities fee

All students are required to pay a compulsory students amenities fee as a condition of enrolment. The university has given approval for off-campus Clayton students who have 75 per cent or more of their course loading taught at a point more than one kilometre from the Union building at the Clayton campus to receive a 15 per cent discount on the amenities fee. Students who qualify for the discount must first pay their amenities fee as per their enrolment and liability statement. When the amenities fee has been paid a student can then apply for the discount by completing an `Application for refund of fees' form. A completed form must then be approved and signed by the student's supervisor as well as the head of the department. The form should then be forwarded to the Fees Section for processing.

Scholarships for Australian citizens and permanent residents

Australian Postgraduate Awards (APA) and Monash Graduate Scholarships (MGS)

The main awards available to PhD students are Australian Postgraduate Awards (APA) and Monash Graduate Scholarships (MGS). Applicants should hold, or expect to hold, at least a bachelors degree with upper second class honours or a qualification deemed equivalent from an Australian or overseas tertiary institution. Other eligibility criteria also apply. Applications should be lodged by 31 October each year. Application forms, which are available from the end of August, may be obtained from the Research Training and Support Branch, Monash University, Clayton, Victoria, 3168.

Monash Departmental and Monash Research Scholarships

A number of departments offer their own postgraduate awards to selected students. Further information may be obtained from the relevant department.

Probationary candidature

When the head or director of department or institute is unsure about a candidate's qualifications, previous experience or research potential, probationary enrolment may be recommended for the first year. Candidature will be confirmed subject to the receipt of a satisfactory report of the candidate's progress at the end of the twelve-month period of probationary candidature.

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