Research Student Forms   

Taking Leave

Any type of leave of absence taken during candidature will count towards the total amount of leave. This applies to both full-time and part-time research degree students.

Prior to commencing the leave, a request for leave of absence must be approved by the Supervisor and be made on the appropriate form.

The research degree student will be notified by Student and Academic Services of the outcome of their application.

What leave am I entitled to?

Recreation Leave

• You are entitled to twenty days recreation leave for each full-time equivalent year.
• This leave is not deemed to be a ‘leave of absence’ and does not affect your candidature dates or consumption.
• For scholarship recipients, recreation leave does not affect your scholarship payments and you will continue to receive your stipend during this period.
• Recreation leave must be pre-approved by your supervisor and fit within your agreed milestones and timelines.
• Each academic unit monitors this leave differently and therefore you must ensure you follow your academic unit’s procedure for managing recreational leave
• Are you in receipt of a Scholarship? Please refer to the Scholarship Benefits and Conditions to find out your paid leave entitlements.

Sick Leave

• If you are a stipend scholarship recipient, you are entitled to ten days sick leave for each full-time equivalent year.
• This leave is not deemed to be a ‘leave of absence’ and does not affect your candidature dates or consumption.
• Sick leave does not affect your scholarship payments and you will continue to receive your stipend during this period.
• Non-scholarship holders are required to submit a leave of absence application so the period of absence can be recorded on the student record

Leave of Absence

• Any type of leave of absence taken during candidature will count towards the total amount of leave. This applies to both full-time and part-time research degree students.
• Prior to commencing the leave, a request for leave of absence must be approved by the Supervisor and be made on the appropriate form.
• The research degree student will be notified by Research Student Services team of the outcome of their application.

Are you in receipt of a Scholarship? Please refer to the Scholarship Benefits and Conditions to find out your paid leave entitlements.

 
Administrative leave

• The Dean of Research (or delegate) may place a student on administrative leave for up to six months where progress is being impeded for reasons such as change of supervision or approval to change program/research.
• Candidature and scholarship will normally be suspended during a period of administrative leave.

 
What are the conditions under which I can take a leave of absence?

• Normally, you will have completed your confirmation of candidature and not still be in provisional enrolment. A leave of absence in provisional enrolment will not be approved unless there is documentary evidence of exceptional circumstances.
• You will not have exceeded your allocated period of candidature.
• If the total leave exceeds 6 months, you must have the approval of the Dean of Research (or delegate).
• If the total leave exceeds 24 months, you have the approval of the Dean of Graduate Studies. In these instances you will need to provide a clear case why the leave is required, including a supporting statement from your supervisor and Dean of Research (or delegate).
• If you are an international student visa holder you must be compliant with your requirements under your student visa.
• If selected for jury duty you must supply a letter from the Office of the Sheriff of South Australia stating the days attended at the Criminal Sittings of the Court and complete a Juror Claim Form 2 – Payment to Employer form: https://www.courts.sa.gov.au/going-to-court/jurors/juror-claim-forms/. Both documents must be submitted with the leave of absence application form.  

Can I apply for retrospective leave?

• Leave will be considered retrospective if the commencement date of the leave falls within a Research Period that has ended.
• A request for retrospective leave must be made within 12 months of the period being applied for and be supported by documentary evidence.
• Retrospective leave will only be approved in special circumstances.
• Special circumstances are those which include, but are not limited to, medical, family, personal, employment or course-related circumstances which were:
• beyond your control, and
• did not make their full impact until on or after the census date and
• the circumstances made it impracticable for you to complete the requirements of the research degree during the study period in which you enrolled.

If you are an international student on a student visa: 

• You may take recreational, medical, maternity or carers/family/adoption leave, as set out in the Academic Regulations for Higher Degrees by Research and/or your Scholarship Benefits and Conditions

• If you are an international student, you will need an International Student Advisor approval in the Student Engagement Unit for your leave application (not required for recreation leave or medical leave with a certificate). The signed document needs to be uploaded to your online leave form.

• The only other grounds for leave are 'exceptional circumstances' (i.e. circumstances that are beyond your control and have an impact upon your academic progress or wellbeing, as supported by documentary evidence).

  • You will need approval from a Student Advisor/International Student Officer in the Student Engagement Unit in these cases.
  • The Student Advisor/International Student Officer will require a full understanding of the nature for exceptional circumstance to be able to grant approval for ESOS compliance for your student visa.
  • A letter template is available in the 'You might need' section below to provide to your medical practitioner to support this requirement

• Examples of exceptional circumstances include but are not limited to:
  • Serious illness or injury, as supported by a medical certificate;
  • Bereavement of close family members, such as parents or grandparents (where possible a death certificate should be provided);
  • Major political upheaval or natural disaster in your home country requiring emergency travel, which has impacted on your studies;
  • Where a supervisor has been unavailable, due to circumstances outside of the University's control, and this has affected your progress;
  • Critical situations with the student's family
• Please note that a leave of absence may result in cancellation of your CoE, which may affect your student visa.

How do I apply for leave?

Your application for leave must be:

• made on the appropriate form (see below)
• made prior to taking leave, except where the leave is for unplanned personal/carers/sick leave, in which case you should submit your application as soon as possible after the event
• if the total leave exceeds 6 months, your application must be approved by your Dean of Research (or delegate)
• You may need to provide the following information in your application:

• a medical certificate
• support from your sponsor (for sponsored students)
• a progress plan for when you return from leave.

• Submit the form to your academic unit's research administration team
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.

• If you are an international student on a student visa make sure you read the section above before completing and submitting the form.

 What you need to know

• All research degree students are supervised by a Supervisory Panel, with the Panel composition determined as appropriate for the student’s research and intended career path.
• The Panel consists of a minimum of three (3) people, two (2) of whom need to be UniSA staff:
• Principal Supervisor (mandatory); and,
• one (1) or more co-supervisors/associate supervisors from the research degree student’s discipline area; and/or,
• one (1) or more co-supervisors/associate supervisors from other disciplines; and/or,
• one (1) or more advisors who are end users of research in the discipline.

• You may change your supervision as a result of the following circumstances:
• Your designated principal supervisor is unable to supervise you effectively for a period of six weeks or more.
• Your research proposal requires a change in supervision for its approval to occur.
• You wish to change the focus of the research after the research proposal is accepted and seek a change in supervision. In this instance you must also apply to the Dean of Research (or delegate) to vary the research. (In these circumstances, the University reserves the right to decline the proposed change of focus).
• At any stage of your candidature where additional expertise is required.
• If there are concerns regarding your supervision or where supervision is unavailable for a period of time, it is important to consider whether administrative leave should be taken so as to conserve candidature and scholarship.

How to apply

• Requests for a change of supervision must:
• be made on the ‘Change of supervision’ form, and
• have the approval of your supervisors, Research Education Portfolio Leader (or equivalent) and Executive Dean/Institute Director.
• If you are changing academic unit /institute, a ‘Program Transfer / Change of Academic Unit' form must be completed and approved by the Dean of Research (or delegate).
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.

What you need to know

• You may change load from full-time to part-time candidature, or vice versa, provided that it was considered by the Principal Supervisor and approved by the Research Degree Coordinator.

Important information for scholarship recipients

• University research degree scholarship conditions require you to be enrolled full-time (except in exceptional circumstances), so if you are on a scholarship and apply for a change of load from full-time to part-time you must seek approval from the relevant Dean of Research (or delegate).

Important information for international student visa holders

• A change of load from full-time to part-time candidature can only be approved if it is part of an outcome of a Review of Progress in accordance with AB-58 P3 Research Degree Student Progression Procedure.

How to apply

• Requests for a change of load should be made on the ‘Request to change load and/or mode’ form. (see below)
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.

What you need to know

•  You may apply to transfer to a different research degree provided the criteria for admission have been met.
• Completed applications must be received by Research Student Servcies, Student and Academic Services prior to the relevant census date. Completed application received after the relevant census date will apply to the next study period.
• If you are in receipt of a scholarship the length of the scholarship may change dependent on the type of transfer. Your scholarship may also be affected by a change to your program within academic unit.
•  You should discuss any proposed changes with your supervisor and Research Degree Coordinator.

How can I transfer from a Master of Research to a PhD?

• A recommendation to transfer from a Master of Research to a PhD must be approved by the relevant Dean of Research (or delegate)
• Recommendations for transfer must:
  - include a review of the Research Proposal, updated to include details of the research project of appropriate scope, level and discovery for a doctoral program, and any other requirements as provided by the Academic Unit;
  - state the Academic Unit the research degree will transfer to, and that the appropriate resources are available to enable the research degree student to complete the proposed program;
  - are accompanied by a recommendation from the Supervisory Panel outlining how the research degree student meets the criteria for admission to a doctoral program""
• If approved, your period of enrolment (excluding periods of deferral and leaves of absence) will be counted towards the new degree.
• If you are on an RTP or University of South Australia-funded scholarship your scholarship will automatically be extended.

How can I transfer from a PhD to a Master of Research?

• A recommendation to transfer from a PhD to a Master of Research must be approved by the relevant Dean of Research (or delegate).
• A research degree program student may apply to transfer from a doctoral program to a Master of Research program Recommendations for transfer must:
  - include a review of the Research Proposal, updated to include details of the research project of appropriate scope for a masters program;
  - state that the Academic Unit agrees to the transfer and that the appropriate resources are available to enable the research degree student to complete the degree
• If approved, the period of enrolment (excluding periods of deferral and leaves of absence) is counted towards the new program
• Normally, a change from a doctoral to a Master of Research program will result in a decrease in the maximum period of scholarship support for candidates on scholarship. The duration of scholarship support already received will be deducted from the remaining scholarship length.

How to apply

• Applications are to be made on the 'Program/Plan transfer' form (see below)

• Depending on your situation, you may need to include the following relevant documentation:
• Change of Supervision
• Revised Statement of Agreement, Research Proposal, and Confirmation of Candidature
• Your application will need the approval of your current academic unit and, if transferring to a new academic unit, you will also require approvals from the new areas.
• Submit the form to the research administration team in your academic unit.
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.

What you need to know

• You may be required to undertake study away from the University as part of your degree. This can be at an international or interstate university or organisation.
• You must obtain permission from your supervisor, Research Degree Coordinator (or delegate). This must be done at least 1 month prior to leaving to allow time for approvals and processing.
• Generally, study away will only be approved where you have completed your confirmation of candidature.
• Normally, Study Away will be for a maximum of 6 months.
• You may include recreational leave however this must be approved by your supervisor prior to leaving.
• Your candidature and enrolment will be maintained whilst you are studying away and, if you are on a scholarship, this will also continue to be paid.
• Study Away is not grounds to apply for an extension to scholarship or candidacy as it can only be taken where the study away supports your research project. Where the visit is not supporting your research project a leave of absence should be applied for instead.
• You must:
  • • comply with the requirements of the overseas institution
    • undertake appropriate health and vaccination advice
    • consult regularly the Australian Government's travel advisory
    • ensure appropriate insurance cover is held
    • adhere to the University's travel guidelines.

International students on a student visa

It is your responsibility to ensure your proposed arrangements to study away from the University do not conflict with your visa requirements.

How to apply

• Your application must be on the ‘Study Away from University’ form and include:
  • • a detailed plan of activities to be undertaken
    • an invitation from the university or organisation you are visiting (or approval from the appropriate authorities).
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.

What you need to know

Complete this form if you have changed your name or citizenship.

If your address has changed you can update this via your student portal under 'my Personal Details'

Note: International student visa holders must notify the University of a change of address within 7 days.

What you need to know

• Before you withdraw it is important to discuss your concerns with your supervisor and Research Degrees Coordinator.
• You may apply to be readmitted to your research program provided you have had less than three years of absence and will continue with your previous research project. An application for readmission must be made to the Dean of Graduate Studies.

Important information if you are a scholarship recipient

• Withdrawing from your program will result in the cancellation of your scholarship. You will need to re-apply for a scholarship if you wish to be readmitted at a later stage.

Important information if you are an international student on a student visa

• The Department of Immigration and Border Protection will be notified of your withdrawal, which will result in the cancellation of your Confirmation of Enrolment (CoE) and may affect your student visa.
• If withdrawing within 6 months of commencement you will need to contact Research Student Services via email to research.students@unisa.edu.au and request a release letter from the University.

How to apply

• Discuss your concerns with your supervisor and/or Research Degrees Coordinator.
• If you wish to withdraw from your program you need to complete a ‘Program Withdrawal’ form (see below).
• Once the form is complete please submit it to your academic unit research office.
•  You have been notified in writing by Research Student Services, Student and Academic Services once your Withdrawl form request has been processed.

What you need to know

• If you have withdrawn or your enrolment was suspended or administratively withdrawn, you may apply to the Dean of Graduate Studies for reinstatement, provided you have had less than 3 years of absence and will continue your previous research project.
• If you are reinstated, and are over your allocated candidature time, you will be liable for tuition fees.

How to apply

• Your application must:
• be made on the ‘Application for re-admission’ form (see below)
• be made to the Dean of Graduate Studies
• have the support of the principal supervisor, Dean of Research (or delegate)
• include milestones that have been established between the supervisor and the research degree student to ensure completion within the required timeframe. The Dean of Research (or delegate) will be required to agree to these milestones and to monitor progress against milestones.

What you need to know

• If you are a doctoral student, you may apply for an extension to your scholarship if your scholarship conditions and benefits provide for it and you have not previously received an extension to scholarship.
• Research Training Program (RTP) Scholarships, UniSA Postgraduate Awards (USAPAs), UniSA President Scholarships (UPS), and most other scholarships provide for up to 6 months' extension of scholarship under certain conditions.
• If you are a Master of Research student you are not eligible to apply for an extension to your scholarship.
• If you started your research before January 2022, you may be eligible for an additional Extraordinary COVID-19 Scholarship extension.

Under what conditions are extensions of scholarship granted?

It's important to note that scholarship extensions are not automatically granted.

• The University has an expectation that you will submit your thesis within 3 years. You and your supervisor should plan your research project around this timeline and set realistic milestones for completing it within this time.
• Grounds for extension may include:
  • • COVID-19 impact
    • equipment failure
    • delays in recruitment of participants for study
    • delays in obtaining data
    • delays in supply
    • delays in obtaining ethics approval
    • changes in supervision and project.

• The unavailability of a supervisor will not normally be considered grounds for the extension as there is an expectation that there always be at least 2 supervisors on the supervisory panel. Where there are issues with supervision and supervision is not available, administrative leave should be taken whilst the situation is being resolved. However, in some situations supervisory issues are appropriate grounds for extension and the Dean Research will assess these on a case by case situation.
• The Dean Research must be satisfied that the grounds for extension were outside your and your academic unit’s control and you have clearly demonstrated that everything was done to try and submit the thesis within 3 years. This should also be documented within your reviews of progress.
• NOTE: The following reasons are not grounds for an extension:
  • • • Personal reasons such as illness or family/carers responsibility. Appropriate leave should be taken in these circumstances.
      • Work commitments (including assisting with grant applications).
      • Study away from the University.

How do I apply for an extension to my scholarship?

• Applications for an extension to scholarship must be made on the appropriate form (see below)
• Applications should be submitted at least 6 weeks prior to the end of your scholarship (but no more than 3 months in advance) to ensure plenty of time for assessment and processing.
• If you are enrolled part-time, you can only apply for an extension to scholarship for a maximum of 6 months at a time. A new application and work plan must be completed if you wish to apply for the remainder of the scholarship extension entitlement.
• To complete this form you must include the following:
  • A detailed explanation of the reasons for applying for the extension to scholarship, including the timelines and dates affected.
  • A detailed progress plan listing the thesis and research progress to date and the tasks that have been set to complete the thesis (download an example).
  • A supporting statement from your supervisor.
  • A support letter from your scholarship provider (for externally funded scholarships)
• Each case is different and you must provide as much relevant information as possible to support your application and so that the Dean Research can assess it appropriately.
• Electronic submission of the form to your supervisor will only be accepted from your UniSA student email account.
• The Research Student Services team will notify you of the outcome of your application via your UniSA student email account.

What you need to know

• Doctoral students have a maximum of 4 years to complete their program. This period of time includes 6 months for examination and any corrections.
• Master of Research students have a maximum of 2 years to complete their program. This time includes 6 months for examination and any corrections.
• If you do not complete your program within the required period of time you will need to apply for additional time.
• You will need to provide a reason for going overtime and your application will need to be supported by your Supervisor and approved by the Dean of Research (or Delegate).
• Approval will be subject to the availability of supervision and progress being monitored on a prescribed basis.

Domestic Students

• You will be liable for any applicable tuition fees as the research training scheme does not apply to overtime students.
• You may apply for Fee Relief if you meet the eligibility criteria and apply prior to the closing dates.

International students on a student visa

• Extra time will only be considered where:
• there are extraordinary circumstances
• it is an outcome of a review of progress
• you have had an approved leave of absence
• A new Confirmation of Enrolment will only be issued where extra time has been approved. Please contact the Research Student Services team at research.students@unisa.edu.au.

How to apply

• Requests for overtime must:
• be made on the ‘Application to go Overtime’ form, and
• have the approval of your Supervisors
• In completing this form you will need to include a detailed progress plan and work plan for completion that is supported by your Supervisor.
• You must not assume that your request has been approved unless you have been notified in writing by Research Student Services, Student and Academic Services.