Skip Navigation ANU Home | Search ANU | Graduate Home

Guidelines for Supervision and Candidature of Doctoral Research Students

2.   Responsibilities of Supervisors

• 2.1 Rules, Guidelines, Codes and Costs
• 2.2 Commencement of Candidature
• 2.3 Candidature
  [ Return to Guidelines for Supervision index ]

The chair of the supervisory panel is responsible for arranging panel meetings of supervisors and advisors, including the initial meeting with the candidate, panel meetings for consideration of the detailed research proposal (within six months of commencement), annual progress reports and the Mid-term Review of Progress, and for ensuring that any off-campus supervisors and advisors are informed of their responsibilities. The chair of the supervisory panel has the primary responsibility for the supervisory roles included below:

2.1 Rules, Guidelines, Codes and Costs

2.1.1	becoming familiar with the Rules for the degrees of PhD or professional research doctorate, the Guidelines for the Responsible Practice of Research, the Guidelines for Supervision, the Policy on Minimum Allocation of Resources for Full Time Research Students, and the Intellectual Property Guidelines;
2.1.2	before the candidate begins the research program, informing the Head of Department and Prescribed Authority of the likely total cost of the program and the candidate's annual maintenance needs, fieldwork requirements and access to special equipment if these are likely to exceed the normal range of postgraduate research costs in the area;

2.2 Commencement of Candidature

2.2.1	advising on and discussing with the candidate at the commencement of candidature the aims, scope and presentation of the thesis, and any orientation, required course work or supplementary training necessary for the research project;
2.2.2	clarifying the candidate's and the supervisor's respective expectations of supervision and of the operation of the supervisory panel. On the basis of this discussion the chair of the supervisory panel and candidate should establish guidelines and expectations pertaining to: frequency of contact with supervisors and other panel members (normally not less than once a fortnight with supervisors), recognising that there are different needs at different thesis stages, monitoring, evaluation and reporting of progress within a four year timetable, provision of necessary material resources to complete the thesis, including fieldwork or other research travel support, orientation, learning support, prescribed course work, training courses, and conference support as required, the nature of any directed reading program required, strategies for contact with and introductions to other researchers in related areas, including external agency, industry, or other institutional links;
2.2.3	advising and negotiating with the candidate at the commencement or during the course of candidature, in respect of any publication or joint publication likely to arise during or on the basis of the research project, appropriate and adequate recognition of the candidate's and the supervisor's contribution to the publication;
2.2.4	advising the candidate on health and safety working practices relevant to the field of research (including the occupational strains hazard), the ethical practices appropriate to the discipline (including Human Research and/or Animal Experimentation Ethics requirements), requirements regarding the retention of primary data, and the University's Guidelines relating to Intellectual Property in relation to the research;
2.2.5	if the research is funded by a contractual arrangement, discussing with the candidate any particular contract terms or conditions which could either restrict disclosure or affect the extent to which communication with colleagues is possible during the research and on its completion. Any restrictions, e.g. confidentiality agreements, must be consistent with the Degree Rules and related papers. When restrictions upon disclosure exist, the candidate is advised to seek independent legal advice, and the discussion should culminate in a written agreement on the conditions of disclosure;
2.2.6	identifying any English-as-a-second-language candidate who needs assistance in communicating orally or in writing in English using the vocabulary and conventions of the discipline, in the first and any subsequent semester of enrolment, advising the candidate in writing of the need for this assistance, and referring the candidate for appropriate academic skills assistance;
2.2.7	assisting the candidate to prepare a provisional research plan and research timetable, including any proposed fieldwork, as the basis for a program of study for submission to the Prescribed Authority for approval not later than six months after the candidate's enrolment.

2.3 Candidature

2.3.1	initiating and holding frequent and adequate discussions with the candidate on the candidate's research program. Supervisor and candidate are jointly responsible for initiating such discussions; and there should normally be contact between the supervisor and the candidate at least once each fortnight even if a formal meeting is not always possible. Contact should be maintained during any period of fieldwork;
2.3.2	ensuring that any major decisions about the candidate's research program made in conversation between the supervisor and the candidate, or any major variations to agreed expectations and guidelines, are confirmed in writing and a copy given to the candidate, and to any other supervisor or advisor, and noted in the annual progress report;
2.3.3	encouraging and ensuring that the candidate is actively engaged in the research course in a manner likely to produce significant results by the time of the annual report, by the Mid-term Review, and by the time the thesis is due to be submitted, or advising the candidate in writing that progress is unsatisfactory and identifying improvements necessary for continuation of candidature;
2.3.4	encouraging and ensuring that the candidate participates in the intellectual activity of the department or area through activities such as attendance and presentations at departmental seminars and conferences;
2.3.5	requiring written work from the student on a pre-arranged and agreed schedule, reviewing drafts of submissions for and participating in the Mid-term Review, commenting critically to the candidate on the Mid-term Review presentation, reviewing drafts of the thesis and providing written and/or verbal comments within a mutually agreed period (not exceeding one month from time of submission), and providing written and/or verbal comments on the completed thesis before it is submitted for examination;
2.3.6	submitting to the Head of Department and Prescribed Authority each year an annual report on the progress of the candidate, noting any significant achievements, difficulties and problems discussed with the student, including inadequate progress if applicable, and the action taken or advice given. A supervisor who considers that a candidate has failed to pursue the course satisfactorily or has not observed the Degree Rules shall report accordingly to the Prescribed Authority;
2.3.7	advising the student about any plans for extended supervisor's absence from the University (e.g. on study leave, long service leave) during the candidature and the proposed arrangements for supervision during this absence, where possible with at least six month's notice and preferably on enrolment;
2.3.8	facilitating contact between the student and other researchers in related areas, including external agency, industry, or other institutional links;
2.3.9	in consultation with the Head of Department, and after giving the candidate an opportunity to comment on possible examiners for the thesis, nominating examiners to the Prescribed Authority, for approval by the Deputy Vice-Chancellor (Education) normally at least two months before the thesis is due to be submitted;
2.3.10	in consultation with the Head of Department, advising the candidate on any examiners' recommendations for amendments to the thesis and advising the candidate during the revision process for re-submission and re-examination;
2.3.11	advising the candidate on postdoctoral research, visiting fellow appointments or other career options, and on any prospective publications arising from the final thesis.

[ Return to Guidelines for Supervision index ]