Candidature Meetings and Milestones

At the start of the probationary candidature (within the first month), a formal meeting should be held with the primary supervisor (and other supervisors if available) to discuss issues detailed in the Checklist, which is embedded in the Commencement Form (sent to you within the first 2 weeks of enrolment). While your department may have an Executive Assistant/local administrator, it is expected that the graduate researcher arranges the meeting invitation/Zoom themselves and, if assistance is needing to book a room, a member of staff on the committee can assist.

At this stage, the Advisory Committee needs to be formed.  Although it is the graduate researcher's responsibility to set up their Advisory Committee and arrange its meetings, this should be undertaken with the advice and guidance of their principal supervisor and co-supervisors.  Guidelines on the composition of the Advisory Committee can be found here.

The pre-confirmation meeting is the first meeting with the Chair of the Advisory Committee.  The aim is to ensure that the graduate researcher is on track to pass confirmation.

Before the meeting

The graduate researcher should arrange a meeting at which all the following should be present.  While your department may have an Executive Assistant/local administrator, it is expected that the graduate researcher arranges the meeting invitation/Zoom themselves and, if assistance is needed to book a room, a member of staff on the committee can assist.:

• All supervisors
• Chair of Advisory Committee
• Advisory Committee Member(s) can be invited to attend as well, but their presence is optional

At least 10 days prior to the Advisory Committee meetings, the graduate researcher should complete their part of the online progress review form with a brief (typically 1-2 pages) Written Report attached.  The graduate researcher needs to ensure that all attendees have access to the online form.  If not, the graduate researcher should circulate a PDF print of the online form and written report via email.

The report should include the following:

• The title of the thesis and name of the candidate
• A brief abstract (approximately 100 words) that includes a concise statement of the research question
• Research plan outlining the proposed project structure and/or the research objectives to be achieved
• Progress to date
• Timeframes for any regulatory approvals still required (e.g. ethics)
• Report on approach to and progress with literature review (PhD students only)
• A brief summary of supervisory arrangements in place and the procedure used for documenting formal supervision meetings
• Details of any problems encountered

We recommend that you book a meeting room with a projector for 60 minutes.  You are required to prepare a brief presentation regarding your research plans and progress to date.  The appropriate duration for the presentation is flexible but, as a guide, it is typically around 10 minutes to allow sufficient time for discussion that should follow.

During the meeting

The meeting will start with your presentation on your progress review to date.  After your presentation, you can expect the Advisory Committee to discuss and review the following topics:

• Feedback on presentation, report, progress to date, resources, timeline, any problems etc
• (PhD graduate researchers only) Discussion re approach to literature review
• Whether supervision arrangements are working satisfactorily
• Agreement on how supervision meetings will be documented (typically by email summary)
• Potential intellectual property (IP) issues relating to the project
• Principles of authorship and how these will be addressed in relation to the project
• Ensuring all the possible ethical implications of the project have been considered
• Responsibilities for keeping research data and records
• Any significant changes since starting that may affect the feasibility of the project (for example: changes in supervisors' other roles and commitments affecting their time availability, changes within the research group, changes in availability of critical resources, recently published work that affects the direction of the project etc.)
• Thesis format; flag need for consideration of thesis with publication
• Hurdle Requirements:  3 Minute Thesis Competition (present once during candidature, after confirmation), Completion Seminar Attendance (F/T 5 per yr, P/T 3 per yr, can include seminars in other schools and Research Colloquium),  Hurdle Requirement Report (present one report at each meeting with your Advisory Committee)
• Professional development: courses for required skills
• Availability of appropriate resources for project, including statistical report
• The University's compulsory Research Integrity Online Training (RIOT) to be completed before confirmation.
• Travel and fieldwork
• Progress in terms of continuation, or the possibility of discontinuation or transfer to an alternative degree

At the end of the meeting, the Chair of the Advisory Committee will inform the graduate researcher of the outcome and complete their part of the online pre-confirmation form.  The potential outcomes of the pre-confirmation review are 'satisfactory progress' and 'at risk of making unsatisfactory progress'

The Confirmation process consists of a Confirmation seminar presented by the graduate researcher, followed by a Confirmation meeting involving the graduate researcher and the Advisory Committee.  The purpose of the Confirmation process is to determine whether the research work done to date indicates a strong likelihood that it will result in a high quality thesis, completed in the required time.  It is a forum for student and supervisors to consider the progress of the research, obstacles they have encountered, potential future problems, and improvements that could be made.  It is also an opportunity to invite other individuals to give advice on the project.

The main aim is to support and give advice to the student and to identify any problems early before they become insurmountable.  Early recognition of problems is crucial for successful completion.

Before the Confirmation:

Complete RIOT.  The University will not confirm graduate researchers until the training has been completed.

At least 10 days prior to the Advisory Committee meeting, the graduate researcher should complete their part of the online progress review form.  The link for this form is emailed to the graduate researcher automatically by the Candidature Management System 12 weeks ahead of the meeting and it will also appear in the Chair's Weekly Digest as "not yet submitted".  The graduate researcher will attach a brief Written Report (5000-10,000 words) and also circulate a PDF print of the online form and written report via email.

The Written Report (3000-10,000 words) should include:

• The title of the thesis and name of candidate
• A brief abstract (approximately 100 words) that includes a concise statement of the research question
• A critical summary and analysis of relevant literature
• As appropriate to the discipline of study, an explanation of the conceptual framework to be used and/or a summary of experimental methods and equipment requirements
• A summary of progress to date including preliminary data, resources developed etc
• An argument for the relevance and importance of the study
• A proposed schedule and timeline for the thesis
• A brief bibliography
• A record of results from any required coursework component (if applicable)
• A list of publications produced or any presentations made
• A 'Turnitin' originality report for a substantial piece of writing (e.g. a chapter, section of a chapter, or the written progress report).  To access Turnitin, go to the Thesis Similarity Checking community under 'My Communities' on the LMS.  There is a link to the LMS under 'Learning Tools" on the 'Home' tab of the Student Portal

The draft literature review should be uploaded to the online confirmation form.  Note that, together, the written report and draft literature review are sufficient to fulfil the University's Confirmation requirement: 'The [written] report should be between 3,000 and 10,000 words long'.

In order to advertise your seminar to the School, please email shs-research@unimelb.edu.au at least two weeks ahead of the date.  You may want to book a meeting room or lecture theatre as a hybrid meeting, in which case you can ask shs-research to book this for you (or your local admin if you're not in the Alan Gilbert Building).  If you would like to have it in a lecture theatre, please ensure your meeting is during the lunch break as lecture theatres are booked out several months in advance during office hours.

You will need to provide:

• Date and Time
• Title
• Abstract (in PDF or Word format)
• Zoom link and Password

IMPORTANT NOTE: Before you arrange for us to advertise to the school, please ensure you have created a separate meeting invite for your committee covering the timeframe of the seminar and (if you're having it directly afterwards) the post seminar meeting, and that all members who you expect to attend have accepted.  Please include the same Zoom link as the publicly advertised session so the members don't need to rely on accepting the second invitation.

At the Confirmation Seminar, the graduate researcher presents their research findings to date at a public seminar.  The appropriate duration for the presentation is flexible, but as a guide, it is typically around 30-40 minutes for the presentation with up to 30 minutes of Q&A afterwards.  The decision to confirm (or not confirm) the graduate researcher is made by the Advisory Committee at the Advisory Committee Meeting directly after the seminar, or at a separate time/day.  If directly afterwards, the audience leaves at that point.

The Confirmation Meeting is held after the Confirmation Seminar. For convenience, it is usually held directly after the seminar, but this is not a requirement.

The Advisory Committee will discuss and reveiw the following topics with the GR:

• Literature review - with Turnitin originality report
• Ethics approval
• RIOT certificate
• Feedback on the Confirmation Seminar
• Review graduate researcher's Written Report (3,000-5000 words)
• Review graduate researcher's previously submitted Pre-Confirmation Report
• (Part-time graduate researchers only) Ensure six-monthly interim progress review meetings with all supervisors are documented
• Progress to date: preliminary data, methods and resources developed etc.
• Timeline and schedule of project
• Problems encountered
• Thesis format; flag need for consideration of thesis with publication.  All authors need to agree that the student contributed >50% of the publication content and is the sole primary author.  Consider the graduate researcher's timeline: if the graduate researcher is unable to wait for acceptance of publication, they can include their findings as a regular thesis chapter based on their original draft
• Scientific writing skills and their development; courses attended
• Presentation skills: participation in other seminars and symposiums
• Professional development: courses for required skills (N.B.  Child and Adolescent Health Program)
• Availability of appropriate resources for project, including statistical support
• Travel, conferences and fieldwork
• Hurdle requirements (Induction and orientation, Completion seminar attendance, Child and Adolescent Health Program)
• Discussion as to whether a 'plan B' is necessary or has been considered

During the meeting, the graduate researcher and supervisors will leave in turn so that each has the opportunity to talk with the Advisory Committee in the absence of the other.

At the end of the meeting, the Chair of the Advisory Committee will inform the graduate researcher of the outcome and complete their part of the online Confirmation Form.  The potential outcomes of the confirmation review are 'satisfactory progress', 'extension to probationary candidature' and 'formal warning of unsatisfactory progress'.

Progress Review Meetings of the graduate researcher and their Advisory Committee are typically conducted every 12 months, although the graduate researcher or any member of the Committee can request an additional meeting.  The purpose of the meeting is to conduct and document a formal discussion and assessment of the graduate researcher's progress.

Before the meeting

The graduate researcher should arrange two meeting dates, (1) with their supervisors (2) with the Advisory Committee.  While your department may have an Executive Assistant/local administrator, it is expected that the graduate researcher arranges the meeting invitation/Zoom themselves and, if assistance is needing to book a room, a member of staff on the committee can assist. At least 10 days prior to the Advisory Committee meeting, the graduate researcher should complete their part of the online progress review form with a brief Written Report attached.  The graduate researcher needs to ensure that all attendees have access to the online form so they should circulate a PDF print of the online form and Written Report 10 days prior via email (as well as upload).

This report should include the following:

• The title of the thesis and name of the candidate
• A brief abstract (approximately 100 words) that includes a concise statement of the research question
• A table of contents or chapter outline of the thesis along with a statement on the progress of writing for each chapter (e.g. commenced/not commenced; percent complete)
• A timeline or plan for the completion of the thesis, the stage reached in relation to the overall research plan and work to be completed
• Note: Items a) to d) should normally be no more than three pages
• A record of results from any required coursework components (if applicable)
• A list of publications (e.g. peer reviewed, conference proceedings) produced or any presentations made
• A brief summary of supervisory arrangements in place and the procedure used for documenting formal supervision meetings
• A list of training and professional development courses attended and skills attained
• A list of any publications and/or presentations made
• A list of meetings attended
• A summary of involvement in community service events
• Details of any problems encountered

We recommend that you book a meeting room with a projector for 90 minutes.  At the meeting, you should present your progress to date.  The appropriate duration for the presentation is flexible but, as a guide, it is typically around 20 minutes to allow sufficient time for discussion that should follow.

During the meeting

The meeting will start with your presentation on your progress to date.  After your presentation, you can expect the Advisory Committee to discuss and review the following topics:

• Feedback on presentation
• Review graduate researcher's written report (3,000-10,000 words)
• Review graduate researcher's previously-submitted progress report(s)
• Ensure six monthly interim progress review meetings with all supervisors documented
• Progress to date: preliminary data, methods and resources developed etc.
• Timeline and schedule of project
• Problems encountered
• Thesis format; flag need for consideration of thesis with publication.  All authors need to agree that the graduate researcher contributed >50% of the publication content and is the sole primary author.  Consider the graduate researcher's timeline: if they are unable to wait for acceptance of publication, they can include their findings as a regular chapter based on their original draft.
• Scientific writing skills and their development; courses attended
• Presentation skills: participation in other seminars and symposiums
• Professional development: courses for required skills (N.B. Child and Adolescent Health PhD Program)
• Availability of appropriate resources for project, including statistical support
• Travel, conferences and fieldwork
• Hurdle Requirements:  (2nd and 3rd year) 3 Minute Thesis Competition, Completion Seminar Attendance (F/T 5 per yr, P/T 3 per yr, can include seminars in other schools and Research Colloquium),  Student's own Completion Seminar (booked?), (PhD students started after 1 Jan 2018 only) Child and Adolescent Health PhD Program
• Discussion as to whether a 'plan B' is necessary or has been considered
• (2nd and 3rd year) Discussion about career goals and life post-PhD

During the meeting, the graduate researcher and supervisors will leave in turn so that each has the opportunity to talk with the Advisory Committee in the absence of the other.

At the end of the meeting, the Chair of the Advisory Committee will inform the graduate researcher of the outcome and complete their part of the online progress review form.  The potential outcomes of the progress review are 'satisfactory progress', 'at risk of making unsatisfactory progress' and 'formal warning of unsatisfactory progress'.

This seminar is compulsory for all students to fulfil university requirements and should take place no more than 6 months prior to thesis submission.  Our recommendation is to present it around 3 months prior to submission.

In order to advertise your seminar to the School, please email shs-research@unimelb.edu.au at least two weeks ahead of the date.  You may want to book a meeting room or lecture theatre as a hybrid meeting, in which case you can ask shs-research to book this for you (or your local admin if you're not in the Alan Gilbert Building).  If you would like to have it in a lecture theatre, please ensure your meeting is during the lunch break as lecture theatres are booked out several months in advance during office hours.

You will need to provide:

• Date and Time
• Title
• Abstract and biography (in PDF or Word format)
• Zoom link and password

IMPORTANT NOTE: Before you arrange for us to advertise to the school, please ensure you have created a separate meeting invite for your committee covering the timeframe of the seminar and (if you're having it directly afterwards) the post seminar meeting, and that all members who you expect to attend have accepted.  Please include the same Zoom link as the publicly advertised session so the members don't need to rely on accepting the second invitation.

The total duration of the Completion Seminar should be around 1 hour including questions.  The graduate researcher should allow time for questions and discussion within this time.  These don't need a committee meeting afterwards, though the timing may coincide.  A Progress Review isn't required as part of this unless it's due or a graduate researcher/Advisory Committee member requests a meeting.

The graduate researcher must submit a brief thesis summary of their PhD research (approximately 2,000 words) to the Committee at least 1 week prior to the seminar, outlining the aims and scope of the thesis and the main results.

The graduate researcher's Advisory Committee must attend the seminar to give constructive feedback to the student which will enable them to refine their thesis, if necessary, before submission.  Following the seminar, the Committee Chair should submit a short report which notes any strengths and weaknesses of the work as presented.

The Advisory Committee may be extended to include additional individuals who are broadly knowledgeable in the field of study, who may be able to identify how the graduate researcher may enhance particular aspects of their thesis.