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Guidelines for academic staff for the commencement and completion of doctoral qualifications

AMENDMENTS: September 2006

1. Overview
2. Objectives
3. Guiding Principles and Approach
4. Commencement
5. Progress Reports
6. Assessment and Length of Doctoral Study
7. Responsibilities and Authorities
8. Cross References

1. Overview

These guidelines reflect the preferred and accepted practices of the University. The purpose is to provide academic staff with guidelines on the commencement and completion of doctoral qualifications.

The guidelines relate to the enrolment, planning, review and reporting requirements for academic staff undertaking doctoral qualifications. The guidelines will be periodically reviewed to ensure effectiveness and that best practice principles are applied.

These guidelines should be read in conjunction with the:

  • Performance Management Policy (Policy No HR-25.1) and associated guidelines
  • Applicable industrial instrument
  • Professional Experience Program (Policy No HR-9.1).

2. Objectives

  • To provide a framework to ensure timely completion of doctoral qualifications across the University.
  • To monitor the satisfactory and timely progress of those academic staff completing doctoral qualifications.
  • To identify and promptly respond to issues affecting academic staff progress.
  • To assist academic staff to document their progress in doctoral studies.

3. Guiding Principles and Approach

The process for academic staff undertaking a doctoral qualification must:

  • Promote transparency, equity and fairness across the University.
  • Be incorporated with individual Performance Plans, in line with the Performance Management processes of the University.
  • Ensure doctoral study progress reports are assessed on a yearly basis, in line with the University's Performance Management Policy.
  • Ensure doctoral studies, undertaken on a part-time basis, are completed within six years.
  • Ensure doctoral studies are reflected in workload allocation.

4. Commencement

Academic staff considering undertaking doctoral study must seek support for enrolment with their immediate Manager to be eligible for study leave provisions. The immediate Manager must seek approval from the relevant Pro Vice Chancellor before approving the enrolment and any study leave assistance.

5. Progress Reports

Academic staff undertaking doctoral studies are required to undertake documented planning and review sessions with their immediate Manager, in line with their Performance Plan and the University's Performance Management Policy.

Annual assessment of progress by the immediate Manager is important. Participation in doctoral studies and review of the progress should be recorded in the annual Performance Management process. Doctoral studies should also be reflected in workload allocation.

Doctoral study review documents from the academic staff member (student) and staff member's (student's) research supervisor, detailing performance and progress, should be provided for the annual Performance Management process. These review documents and the Performance Plan will form the basis for support of an academic staff member's continued enrolment in the doctoral qualification.

All areas of concern or improvement should be addressed and documented through the Performance Management process.

If progress is considered satisfactory, the academic staff member will continue to be supported by the University in their doctoral study endeavour, through Professional Experience Program leave and other initiatives.

If progress is considered to be unsatisfactory, additional reviews will be required.

6. Assessment and Length of Doctoral Study

It is considered reasonable that academic staff undertaking doctoral qualifications part-time should complete their study within a six year period.

If the doctoral study is not completed within this timeframe, support and resources from the work area will cease.

In cases of exceptional circumstances, delayed completion may be considered. Extensions to the timeframe must be approved by the relevant Pro Vice Chancellor.

7. Responsibilities and Authorities

Responsibility for the application of these guidelines rests with the academic staff member's immediate Manager.

8. Cross References

  • Performance Management Policy (Policy No HR-25.1)
  • Applicable industrial instrument
  • Professional Experience Program (Policy No HR-9.1).