Faculty of Arts

Postgraduate Research Supervision Policy

This policy was approved at Faculty Board, 26 March 2003. Updated December 2008.

1. ORIENTATION

The supervision of higher degree research candidates is a complex task centred on the supervisory relationship, that is, the long-term interaction between the Principal Supervisor and the candidate. This supervisory relationship provides the intellectual, administrative and emotional environment in which a candidate can successfully complete their research project.

The Faculty of Arts considers the quality of supervision available to higher degree researchcandidates to be of utmost importance. This quality is reflected not only in the supervisor's knowledge of, and expertise in, their discipline but also in their knowledge and practice of supervision.

It is acknowledged that the ultimate responsibility for managing the research project, undertaking the research and writing of the work and obtaining the degree, rests primarily with the candidate. However, the supervisor supported by their School, plays a crucial role.

It is important for supervisors to recognise the need to assess each student's requirements individually and be aware of any cultural, access or equity issues that may arise. In addition to the Principal Supervisor, an Associate Supervisor is to be appointed for each candidate. The Associate Supervisor is then able to act on behalf of the Principal Supervisor during their absence from the University.

Supervision - Procedure/Policy and Practice - Arts Research

This document has been prepared to assist supervisors in establishing a supervisory relationship with their postgraduate research students and to familiarise themselves with Faculty and University policy and procedures relevant to postgraduate research students.

Please also refer to Resources for Supervisors - a web page linking to useful resources and information.

2. PRE-REQUISITES FOR ACTING AS A PRINCIPAL SUPERVISOR

The key to successful research higher degree completions is the student/supervisor relationship and the proper management of expectations. The Faculty of Arts is committed to providing the best possible supervision for research higher degree students and to facilitate this outlined below is important information for supervisors.

Work Related - Supervisory Load

The time available to provide adequate supervision is an important factor when considering allocating supervision. Each School should have a supervision workload formula based on University policy (no more than 7 full-time equivalent supervisions) and take into account such factors as:

The Faculty holds that arrangements for the provision of supervision during unfunded/internal SSP (Long) is a matter for Heads of Schools but that in principle, the Associate Supervisor should be appointed as the Principal Supervisor during any lengthy periods of absence from the University.

Co-Supervision

The charging for co-supervision arrangements between Schools for which it is not appropriate to arrange an EFTSU split should be avoided. EFTSU splits for Masters by Research and Ph.D. enrolments are possible but consideration should also be given to sharing funding for Ph.D. fieldwork, travel grants and other costs associated with candidature, as well as to Completion Returns.

Completion/Load Returns for Split Supervisions

Faculty encourages inter-school supervisions, however, the number of inter-school supervisions in the Faculty does not currently warrant the establishment of a Completion/Load Returns for Split Supervisions policy.
Schools engaging in co-supervision arrangements are best advised to make arrangements between themselves at the commencement of the candidature, and to arrange for the Completion funding to be shared in the year that the completion is lodged. The primary school will reimburse the secondary school according to the value of a completion as determined by Faculty for the year following that in which the candidate completes.
For example - Split MA supervision between School of Culture and Communication (60%)/ School of Historical Studies (40%) -

School of Culture and Communication transfers $1600 to the School of Historical Studies in 2009.

The actual completion return for the candidate comes in through the funding model over the period 2005-2007 and may be more or less than the 2004 amount

External Supervision

All arrangements for external supervision must be confirmed in writing, including the period of supervision, the contact model, and maximum and minimum limits on payment. The School is responsible for ensuring that the external supervisor is given all of the relevant University policies and procedures. A record of supervision meetings, co-signed by the candidate, is to be submitted on a semester basis.

External supervisors, Academic and Professional Associates are usually not paid for supervision. If, however, a considerable amount of time and responsibility are involved, and the School believes it is appropriate for either an Academic Associate, Professional Associate or external examiner to be appointed, then it is suggested that the supervisor be paid the following rate:

Unless otherwise specified at commencement of candidature, the Completion Return will go to the University where the student is enrolled.

Principal Supervisor

The Principal Supervisor for a Masters by Research candidate must be a staff member of the University. Normally Academic and Professional Associates would not be appointed as the Principal Supervisor.

If under exceptional circumstances an external supervisor is to be appointed, the proposed external supervisor must be approved by the Head of School and seconded by the Associate Dean (Research). A copy of the proposed external supervisor's curriculum vitae must be forwarded to the Associate Dean (Research).

Where the Principal Supervisor takes a period of leave (i.e. SSP (Long) or SSP (Short) for a period exceeding 4 weeks) alternative supervision must be arranged and the Student, and Faculty advised of the arrangements.

In the case of a PhD candidate, the Associate Supervisor can assume the role of the Principal Supervisor during this period of absence.

Skill Related

The Faculty encourages supervisors to gain expertise to enable supervision of the candidate's research project by:

The following web sites provide valuable information:

3. SUPERVISION GUIDELINES

All supervisors must be familiar with the following key resources:

The Melbourne Research Office has developed a Checklist for Research Students and their Supervisors including Research Integrity and the Responsible Conduct of Research.

Staff in supervisory positions have a responsibility to ensure that staff and students engaged on research projects have the appropriate skills, experience, training, advice and support to conduct quality research, safely and responsibly.

The School of Graduate Research provides a Checklist for Research Students and their Supervisors on Research Integrity and the Responsible Conduct of Research (MS Word, 84KB) to assist supervisors and students to not only meet their obligations under the University's Code of Conduct for Research but also engage in a broader dialogue about research integrity and the responsible conduct of research. It is recommended that supervisors and their students use this checklist at the commencement of candidature, come back to it during various phases of the project and review it at least annually.

The Principal Supervisor

At the initial meeting the Principal Supervisor is to ensure that the candidate is aware of school, University, Faculty and School of Graduate Research support networks and facilities. This can either be done via the School induction, or Faculty's School Checklists. Refer to:

Faculty recommends that the duration and frequency of supervision meetings be 30 minutes every 2 weeks, for full-time candidates and 30 minutes every 4 weeks for part-time candidates, or the equivalent as agreed by both the Principal Supervisor and the candidate.

The Faculty requires that the Principal Supervisor maintain a record of supervision meetings consisting of:

It is recommended that there is a record counter-signed by the candidate. Where difficulties arise, the supervision journal is especially important, as the absence of any record of supervision presents a serious difficulty.

The Principal Supervisor must assess the candidate's academic background in relation to the knowledge and skills required for the successful completion of their research project and inform the candidate how any additional knowledge and skills may be acquired.

Early in the candidature the Principal Supervisor must make an assessment of the candidate's written work. If the candidate requires assistance for the successful completion of their thesis, the supervisor should provide advice as to how an appropriate standard can be achieved, for example, referral to units such as the Centre for Communication Skills, English as a Second Language (CCESL).

The Principal Supervisor is responsible for initiating discussion with the candidate with a view to making mutually satisfactory arrangements regarding intellectual property.

The Principal Supervisor is responsible for ensuring that the candidate is familiar with the University of Melbourne Code of Conduct for Research.

The Associate Supervisor

The Associate Supervisor is to meet with the candidate and the Principal Supervisor at the following times:

4. POSTGRADUATE RESEARCH STUDENTS PROGRESS

Major reviews of the candidate's work are to take place no less than on a six monthly basis so as to assess the overall shape of the study and review the time-frame for completion.

Research Masters

Masters by research candidates will be sent a progress report from Faculty at six months of full-time candidature or twelve months part-time. The progress report should be completed in consultation with the Principal and Associate Supervisors. Outstanding Progress reports can checked on Merlin screen 806 Graduate Students along with Reports/Review Due. At 12 months full-time candidature or equivalent part time candidature, students submit work for review by an academic other than their supervisor (Review by Circulation). Should this Review raise issues of concern, Faculty will convene a Progress Panel to discuss progress.

Ph.D. Candidates

The School of Graduate Studies monitors the progress of PhD. Candidates. PhD candidates are required to submit a confirmation report, annual reports and a completion report to the School of Graduate Studies. Faculty also monitors the progress of PhD Candidates. PhD candidates submit work to Faculty for Review by Circulation at 2.5 years candidature (equivalent part-time candidature). Should this review raise issues of concern Faculty will convene a Progress Panel to discuss progress.

AUSAID Students

A progress report must be completed by AUSAID Students every six months and presented to the International Centre. For further information, please contact the University's AUSAID Officer, Ms. Lucia Wong, 723 Swanston Street, Carlton, 8344 0820.

5. RESEARCH CONTACTS

Associate Professor John Murphy Associate Dean (Research & Research Training) x43670
Dr Craig Bird Manager (Teaching and Research) x45249
Catherine Scoutas Senior Research Support Officer x44734
Allison Dutka Research Support Officer x46461

Faculty Web Sites

The Arts Faculty Homepage

School of Graduate Research Homepage

University of Melbourne Postgraduate Association Homepage

Melbourne Scholarship Office Postgraduate Scholarships Homepage

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