Information for research students

• Probation (pdf)
• Annual progress reports
• Intellectual property
• University Support and Services
• Academic support
• Administrative support
• Show cause
• Appealing academic decisions

For research students, the annual progress report form and the annual review process are mechanisms whereby the faculty can be assured that satisfactory progress is being made. It should not be the first point at which a supervisor and candidate discover there is a problem and identification of difficulties on the form will not in itself make them go away. However, the annual progress report form is the place to put on record any difficulties which may or may not have been unavoidable including, for example periods of personal illness or misadventure.

The annual progress report form should also be an instrument for advising the faculty of the conditions of candidature to apply in the following year and whether the previous year’s attendance requirements had proved satisfactory from a supervision point of view.

The reports are sent to students in the beginning of September each year. The reporting procedure requires that the candidate completes the first section of the form which includes provision for comment about problems faced and then forwards the form to the supervisor. The supervisor will comment on the candidate’s progress and then return the form for the candidate to see the comments made. All students must attend an interview and the interview panel shall complete the fourth section of the form and give the form to the postgraduate co-ordinator.

On the basis of the form and outcome of the interview the postgraduate co-ordinator recommends to the Board of Postgraduate Studies the conditions of candidature to apply for the following year and may require the candidate to provide further evidence of progress at the end of one semester or such other period as the postgraduate co-ordinator considers appropriate. The form will them be given back to the student to site and sign before being submitted to the Postgraduate Student Administration Unit. Forms are due to be submitted to the Postgraduate Student Administration Unit by the 1st of November each year.

The Chair of the Board of Postgraduate Studies then makes a recommendation on the continuation of candidature based on the evidence provided or may require the candidate, supervisor or postgraduate co-ordinator to provide further evidence of progress or the provision of satisfactory facilities at the end of one semester or such other period as the postgraduate co-ordinator considers appropriate.

Intellectual property is a term which refers to a collection of specific rights which attach to the results of intellectual activity, including those in the industrial, commercial, scientific, literary and artistic fields. The University’s Intellectual Property Policy is expressed as the University of Sydney (Intellectual Property) Rule 2002. The rights and responsibilities of students differ from those of members of the University’s general and academic staff. The University specifically acknowledges that students own any intellectual property that they create pursuant to their studies unless they agree to some other arrangement. Students who are also members of staff should ensure that they are aware of the different provisions for staff and students. They can then act in accordance with the provisions relevant to their circumstances.

For further information visit:

• Postgraduate Research Studies Handbook 2005-2006 (Intellectual property, authorship and ethics section)
• The University of Sydney Business Liaison Office
• The University of Sydney (Intellectual Property) Rule 2002 (as stated in the University Calendar 2003)

Support and services for students are provded by the following University Units and Student Organisations:

• Student Servces which includes the Councelling Service, Equity Support Services, Disability Services, Finacial Assistance Office, Accomodation Service, Casual Employment Service, Child Care Information Officer, the Learning Centre and the Mathematics Learning centre
• International Student Support Services which provides counselling to assist international students with a wide range of problems including cultural adjustment/culture shock, anxiety, depression, eating disorders, stress, motivation, family and relationship problems. Support is also provided for pre-departure and on-arrival issues, accommodation issues, special consideration, social events, family visit invitation and preparation for returning home.
• The Sydney University Postgraduate Representative Association (SUPRA) advises and acts on behalf of individual students and can assist with supervisory problems, appeals, matters relating to your coursework fees: basically anything that may impact on your academic or general welfare.
• The University of Sydney Union provides social, cultural and recreational facilities, social activities and debates, dining and refreshment services, conveniences, services, amenities and child care services. It also supports a wide range of student clubs and societies from cultural and religious groups to arts and sporting groups.
• University Library
• Information and Communications Technology
• Careers Centre
• Research Office
• Student Centre

All academic matters should be referred to your Postgraduate Coordinator. These people are designated specifically to support postgraduate students within a Discipline. If you are not able to speak with your Postgraduate Coordinator for any reason, you may then contact the Head of your Discipline or School. If you are unsatisfied with a response from your Head of Discipline or School, matters can be raised with the Chair of the Board of Postgraduate Studies and in certain circumstances may need to follow the lines appeal which are detailed below.

View list of postgraduate co-ordinators

In most cases, administrative problems can either be addressed with the Postgraduate Student Administration Unit. The Postgraduate Student Administration Unit staff are more than willing to help and for more serious matters the Postgraduate Manager may be the best person with whom to address your concerns.

If a Faculty believes a student has not made satisfactory progress in his or her candidature the Faculty may decide to ask the student to show cause why his or her candidature should not be terminated. In such cases the Postgraduate Student Administration Unit will write to the student with instructions.

If you receive such a letter you must then inform the Postgraduate Student Administration Unit, within four weeks of the date on the original letter, if you intend to show cause (a simple letter or email will suffice). Within eight weeks of the date on the original letter you will then need to write a letter to the Board of Postgraduate Studies detailing reasons why you believe your candidature should not be terminated, for example you may have had unexpected personal problems which have negatively affected your studies. Please note that where a student does not contact the Faculty within the stipulated dates, it will be assumed that there is no good cause and the candidature will be terminated.

It is worth noting here that all research students are required to complete and Annual Progress Report and if this is not submitted each year students will automatically be asked to show cause. In such cases, submission of the Annual Progress Report will be considered to be good cause not to terminate the candidature.

As a research student you are expected to try to resolve problems informally through, your supervisor first, then your Postgraduate Coordinator, and then the head of your Discipline or School.

In cases where you have not managed to resolved a problem with an academic decision with your Head of Discipline or School you may make an appeal to the Chair of the Board of Postgraduate Studies (who acts on behalf of the Dean). Notice of such an appeal must be given within one calendar month of your communications with the head of Discipline or School and the appeal itself must be within two calendar months of the previous communications with the head of Discipline or School. The Chair must then give a full description of the reasons for the decisions.

If you are not satisfied with information given to you by the Chair of the Board of Postgraduate Studies, you may then take the matter to the Chair of the Research and Research Training Committee. Again this must be within certain time limits, an intent to make the appeal should be received within one month from the previous decision and the appeal it self must be submitted within two calendar months from the previous decision. The Research and Research Training Committee will notify you in writing of any decisions reached.

If you remain unsatisfied with an academic decision of the Chair of the Research and Research Training Committee then you may appeal to the Student Appeals Body. However an appeal can only be made on the grounds that due academic process has not been observed by the Faculty in relation to the decision.

To do this you must lodge a written appeal to the Registrar within 21 days of the previous decision. The Faculty will be asked to give a written submission to the Student Appeals Body on the matter in question. A hearing will then be held to which you and a representative from the Faculty will be invited to attend to answer any questions the Student Appeals Body may have.

The Student Appeals Body will uphold or dismiss your appeal and may refer the issue back to the Faculty for reconsideration, make a new or amended decision, or determine that no further action should be taken in relation to the matter. The decision made by the Student Appeals Body is final and you will be notified of the outcome.

Relevant policies:
Student Appeals Against Academic Decisions – Academic Board Resolutions
University of Sydney (Student Appeals against Academic Decisions) Rule 2006