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Progressing through the programme

Once candidates are formally enrolled, they can begin work on their research topic and any other course-related activities. Named Doctorate candidates will commence with their course work. A close relationship between candidates and supervisors is particularly important during the early stages of the research programme.

Six-monthly reports

The DRC monitors the progress of candidates through six-monthly reports. These reports are considered an extremely important channel of communication between candidates/supervisors and the DRC. In particular they provide a valuable early warning system for possible difficulties that can be attended to promptly.

The GRS will send electronic notification that the reports are due (proforma DRC 3 Doctoral candidate six-monthly report (175 KB) ) to candidates, supervisors and Heads of Academic Units in March and September each year. The reports should be returned to the DRC within three weeks. Information is sought under several headings. The candidate is required to fill in those sections requesting a brief summary (up to 150 words) of work completed in the previous six months and a brief outline of work proposed for the next six months. Candidates should also indicate any difficulties or problems with any aspect of their progress. Supervisors complete the rest of the form including an assessment of the candidate’s progress. Comments by candidates and supervisors should be informative, but specific research details need not be included. The form is designed to link research and performance criteria specified in the previous six-monthly report with delivery and achievement. As a result each six-monthly report provides a record of a candidate’s past performance and establishes a record of proposed objectives to be accomplished in the following six months.

The candidate, all supervisors and the Head of Academic Unit must sign the completed report. The purpose of obtaining the candidate’s signature is to ensure that the candidate has seen the completed report, including the supervisor’s comments. A candidate’s signature on the report does not necessarily indicate that the candidate agrees with the supervisors’ comments. The candidate and supervisors should hold copies of the report, and the original is forwarded to the GRS.

All six-monthly reports are screened by the GRS and members of the DRC. Those reports indicating problems or otherwise requiring attention are referred to the full DRC for consideration.

The DRC will act as quickly as possible to deal with any problems. In the first instance, the respective DRC representative will contact the candidate/supervisors/Head of Academic Unit and try to bring about an early resolution of any difficulties. Early discussion of problems often prevents them from becoming more serious. That is why it is essential that candidates and supervisors are honest and informative in their six-monthly reporting. Should any particular problem become serious, the DRC can institute more formal mechanisms of investigation and resolution. Candidates should note that the retrospective raising of grievances (e.g. after examination) cannot be sustained. It is important that the University is given an opportunity to address problems in a timely manner as they occur.

These reports are retained by the GRS, and represent a useful record of both the candidate's progress, and of any concerns raised by supervisors.

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Confirmation of registration

The confirmation of registration (full registration) is a significant milestone in the doctoral degree process. It is the point where all the expectations initially agreed by the candidate and supervisors should be completed to the standard expected of a Doctoral degree candidate. For the PhD and DClinPsych degrees, the proformas in DRC 13 Confirmation Report for PhD & DClinPsych Candidates (168 KB) must be completed by the candidate, supervisor, and confirmation of registration committee, and the appropriate sections returned to the GRS. For the DBA and EdD degrees, the proformas in DRC 13 Confirmation Report for EdD & DBA Candidates (186 KB) are completed.

Normally, all full-time candidates are provisionally registered for the first twelve months of their candidacy and part-time candidates for the first 18 months. For DBA and EdD candidates provisional registration is for the duration of their course work.

For PhD and DClinPsych confirmation of registration, i.e. that the candidate receive ‘full’ as opposed to ‘provisional’ registration, constitutes a series of requirements detailed in the checklist for ‘Statement of Expectations’ associated with provisional registration. Candidates need to have demonstrated satisfactory progress based on these previously established and agreed performance standards. These should include:-

  1. A knowledge of the literature of the field and an ability to write a literature review.
  2. An ability to design and interpret research tasks.
  3. An ability to interpret data and write up material.
  4. A demonstration of any other abilities required in the field of study.
  5. Satisfactory completion of any required course work to a specified standard.

Supervisors must give serious consideration to these matters. It is in the best interests of candidates, supervisors and academic units that every effort is made to develop and enhance the candidate’s progress during the provisional registration period when there is potentially a steep learning curve. To this end, academic units are encouraged to have their own graduate studies committees to help to ensure that candidates are making satisfactory progress by, for example, having candidate’s present seminars in their academic unit, and otherwise reviewing a candidate’s academic development. In general, candidates should be involved in the intellectual (and social) culture of an academic unit.

For the DBA and EdD doctorate candidates, a candidate will be required to maintain a B+ grade for each component of the structured programme (i.e. course work), including successful completion of an oral defence, as a prerequisite to registration for the thesis. Approval to proceed with the thesis will be given by the DRC on a case by case basis. For the DClinPsych doctoral candidates, a candidate will be required to maintain a B+ average for papers 175.835 and 175.920, and also achieve the required standards and have made satisfactory progress with the thesis component of the programme as outlined in their Statement of Expectations.

For PhD and DClinPsych candidates the confirmation of registration process is managed as follows:

  • The Head of Academic Unit (or nominee) in which the supervisor is located assumes responsibility for managing the confirmation process.
  • The confirmation event should take place no later than one month from the due date provided by the GRS.
  • A confirmation committee is established by the Head of Academic Unit (or nominee) comprising:
    • Head of Academic Unit (or nominee);
    • A person who is knowledgeable about the discipline, but has not been directly involved in the project, and who is an experienced doctoral supervisor (may or may not be a member of University staff);
    • The candidate’s supervisor;
    • The candidate’s co-supervisor(s).
  • The candidate will prepare a confirmation of registration proforma DRC 13/1 ( DRC 13 Confirmation Report for PhD & DClinPsych Candidates (168 KB) ) and forward it to the GRS.
  • The supervisor will prepare a confirmation of registration proforma DRC 13/2 ( DRC 13 Confirmation Report for PhD & DClinPsych Candidates (168 KB) ) and forward it to the GRS, as well as distribute a copy to each of the confirmation committee panel before the event.
  • The candidate will prepare a proposal of 3,000 to 10,000 words to be made available to the confirmation committee at least one week before the oral presentation. The content and structure will vary across disciplines but should include:

    a) a concise statement of the research questions(s)/aims,
    b) a critical summary and analysis of relevant literature,
    c) an explanation of the conceptual framework to be used and/or summary of discipline of study,
    d) a summary of progress to date including preliminary data and resources developed,
    e) an argument for the relevance and importance of the study,
    f) proposed schedule and timeline for the phases of the study, based on date of submission,
    g) a brief bibliography, and
    h) a list of publications produced or presentations made during provisional registration.
  • The candidate will present their work at a 20 to 30 minute seminar followed by questions and discussion. Academic Unit staff and postgraduates would normally be invited to the presentation. Other interested staff from other disciplines, and where appropriate persons external to the University, should also be invited.
  • Following the presentation the candidate will meet with the confirmation committee to discuss details of the research, and explore any issues and concerns.
  • A committee confirmation report is completed, DRC 13/3 ( DRC 13 Confirmation Report for PhD & DClinPsych Candidates (168 KB) ), and forwarded to the GRS. The report will include a recommendation from the committee to either, confirm the candidate into full registration, defer the candidate’s registration by up to six months, or terminate the candidate’s registration.

Confirmation of registration for DBA and EdD candidates follow a similar process as stated above but instead the programme Director/Co-ordinator is responsible for co-ordinating the process rather than the Head of Academic Unit. Also the proformas completed are DRC 13/4, DRC 13/5, DRC 13/6, and DRC 13/7 ( DRC 13 Confirmation Report for EdD & DBA Candidates (186 KB) ).

In considering the confirmation committee assessment and recommendation, the DRC may grant full registration (to take effect on the anniversary of the candidate’s provisional registration), require that full registration be delayed, or terminate the candidate’s Doctoral studies. Full time and part time candidates may have the opportunity of up to six months deferral. A deferral can be recommended for any period of time as long as it does not exceed 6 months from the original due date. Also, if the reason for the deferral is to complete a small piece of work only, the confirmation committee can subsequently confirm a candidate’s registration without the candidate having to repeat all, or some, of the tasks outlined above. For PhD and DClinPsych candidates, if registration is not confirmed within eighteen months from provisional registration for full time candidates, and within two years from provisional registration for part time candidates, their candidature will be terminated. For DBA and EdD candidates deferral will only be approved for one six month period following their oral defence. The DRC have the right to terminate a candidate from Doctoral study at any time if it considers that the candidate is not performing satisfactorily.

A candidate’s progress during full registration continues to be monitored by six-monthly reports to the DRC.

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Reconsideration of course work for the Named Doctorate

In certain circumstances candidates may seek a reconsideration of a grade received for an assignment or a final grade for a paper, where the results are clearly at odds with expectations.

The procedure for reconsidering an assignment grade or final grade for a paper is set out below. It should be noted that the responsibility for making the case to have an assignment reconsidered rests with the candidate in the first instance. Substantive grounds must be demonstrated upon which a reconsideration is justifiable and it is the responsibility of the candidate to clearly set out those grounds.

Grounds, which would normally be acceptable, would include ambiguity in the task requirement, an unclear task and, clear inconsistency between the task requirement and the comments of the lecturer. Dissatisfaction with a particular grade is not, in itself, a ground for requesting a reconsideration. The following procedure for reconsideration will apply:

  • The candidate seeking a review sets out in writing their justification for the reconsideration and sends this to the Director/Co-ordinator of the programme.
  • The request must be acceptable to the Director/Co-ordinator as presenting reasonable grounds for review.
  • The Director/Co-ordinator may require the lecturer to conduct a reconsideration of the assignment or final paper grade.
  • The lecturer may re-assess up, down, or make no change, giving reasons in each case.
  • The Director/Co-ordinator may, in cases where no clear result is produced, request a third party to conduct an independent assessment. The third party recommendation will be binding on all parties.

Candidates will be permitted to resubmit an assignment for reconsideration only once. Candidates who are waiting for a reconsideration of a final paper grade may proceed with concurrent study in one further Doctoral paper.

Candidates who fail to achieve a B+ grade or better in a paper, even after a reconsideration process has been completed, may re-enrol in the paper once in order to obtain a B+ grade or better. Tuition fees will need to be paid. Failure to obtain this grade level will result in the candidate's registration in the doctoral degree being terminated by the DRC.

Candidates in this situation should consult with the Director/Co-ordinator of the programme to determine to which alternative postgraduate qualification they may be able to transfer the paper(s) that they have passed.

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Supervisor-candidate responsibilities and relationships

An effective supervisor-candidate relationship is central to successful Doctoral study. Both supervisors and candidates have a mutual responsibility to develop a close professional relationship. This relationship is a complex one. Ideally, the supervisors and candidate need to form a co-operative partnership whereby each is variously responsible to the other while encouraging the growth of a candidate’s intellectual independence. The quality of Doctoral research is greatly enhanced through an effective collaborative relationship.

It is important to acknowledge from the beginning, that to develop such a relationship requires mutual goodwill and very considerable effort. The processes of advanced research and the interplay of personalities can sometimes be problematic. The production of knowledge ultimately involves complex social processes that may involve, for example, issues of power relationships (including gender and culture) between the individual and society, the individual and the institution, the candidate and supervisors.

It is better to recognise the possibility of such difficulties and to talk about them openly and honestly if they do affect the supervisor-candidate relationship, rather than try to pretend a problem does not exist.

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Supervisors' responsibilities

Supervisors have a complex role to play. In general they have to oversee and enhance the intellectual development of the candidate, as well as fulfil the range of administrative duties required as the candidate progresses from provisional registration through to examination. Some of the main features of successful supervision are:-

  • Only accept candidates in subject areas where appropriate academic expertise and knowledge exists, and where appropriate, with adequate funding to support the student and the project.
  • Do not accept more doctoral candidates at one time than can be effectively supervised. This must be decided between the Head of Academic Unit and the prospective supervisor and must take cognisance of the University work load policies.
  • Ensure the candidate is familiar with and understands any legal, professional, ethical and safety issues that might concern the project.
  • Give guidance about the following:

    - the nature of the research and the standard expected;
    - planning the research programme, literature and sources;
    - resources and their availability;
    - specific techniques (as appropriate and including arranging for instruction where necessary).
  • Bring relevant policies, practices and procedures to the student’s attention, provide guidance on these and direct students to attend relevant workshops and seminars.
  • It is the duty of Supervisors to ensure that researchers under their jurisdiction are aware of the Policy on Responsible Research Conduct and associated Code of Procedures. Policies can be found on the Policy guide web pages.
  • Supervisors must be aware of the Code of Practice for Pastoral Care of International Students. The policy can be found on the Ministry of Education website.
  • Develop a ‘contract’ with the candidate (Statement of Expectations, DRC 2) at the beginning of the doctorate, itemising responsibilities, expectations and outcomes from the doctoral journey.
  • Organise and maintain a regular communication schedule with the candidate, including meetings with the co-supervisors.
  • Keep written notes of all meetings held with the candidate and ensure clear written instructions are given to the candidate of the meeting outcome.
  • Ensure all Doctoral proformas are completed in a timely manner, in particular six monthly reports. Ensure that the candidate's progress is satisfactory, that any problems being experienced (if any) are resolved, and that the candidate is meeting the objectives; these aspects should be accurately documented in each six monthly reporting period.
  • Ensure that feedback on draft material is given to the candidate in a timely fashion.

Note: All new staff members eligible to supervise Doctoral candidates are required to attend an induction programme on Doctoral supervision which is run by the GRS.

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Co-supervisors responsibilities

Co-supervisors have a very important role to play in the Doctoral process at Massey University. While the supervisor must assume ultimate responsibility for supervision, it is essential that the second and any other supervisors are closely involved with the candidate. Such supervisors may be on the supervisory panel because of specialist expertise (e.g. statistics or experimental design), while in other cases they may be complementary to the supervisor in having similar research interests.

All supervisors should be involved in regular communication with candidates if at all possible. Where another supervisor is at a distance, written reports of meetings with the candidate are desirable.

During the write up stage, co-supervisors are expected to review the entire thesis, and to provide comments to the candidate via the supervisor.

Examples of good practice

Each supervisor will have an individual approach to the specific responsibilities within their role. However the following are some examples of good practice used by academic staff that may be useful guidelines for potential supervisors.

  • Introduce the candidate to other experts in the research area, either within or outside the Academic Unit as appropriate and encourage networking.
  • As part of good practice it is suggested that written records are kept of significant outcomes from regular structured meetings. This is particularly important where candidates are having problems. These should be identified and steps taken to rectify them noted and agreed to by both candidate and supervisors.
  • Provide regular and consistent support for the candidate through the doctoral study, being a primary source of guidance in all matters of sound research practice, providing full and informative feedback to candidates on their progress in a timely manner.
  • Assist the candidate to develop intellectual skills appropriate for the field of study, such as adequate experimental/research techniques/approaches, statistical competence, ability to critique other published work, oral and written communication skills. If necessary introduce the student to appropriate Student Support Services within the university.
  • Identify any candidate deficiencies and implement remedial action in a timely and appropriate manner.
  • Ensure that, to the best of their knowledge, work submitted is that of the candidate, and that all data provided as part of the work have been validated.
  • Contribute to the provision of a supportive research environment in the Academic Unit, College and the University.
  • Encourage open communication with candidates and co-supervisors.
  • Assist candidates to integrate into the Academic Unit research and social culture.
  • Encourage candidates to make seminar/conference presentations, to publish independently, or be involved in joint publications.
  • Develop an ethos of expectation of timely completion.
  • Where appropriate, supervisors should ensure completion of progress and final reports for commercial sponsors and sort out potential difficulties between academic and commercial objectives associated.
  • Act wisely and decisively in dealing with any actual or potential problems; seek advice where appropriate from experienced colleagues; if unsure then contact the Graduate Research School.
  • Act professionally ensuring the dignity of the student at all times.
  • Timely and successful completion of research degrees makes a significant contribution to the enhancement of the quality and responsibilities of research outputs and the reputation of Massey University as a university of international standing.

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Candidates' responsibilities

It is important that candidates play an active role in the supervisor-candidate relationship. While candidates are expected to accept advice and guidance from their supervisors, they are not expected to work as ‘technicians’ for their supervisors. Candidates should constantly work towards their own intellectual independence from within a supportive relationship with their supervisors. The following are some factors which can contribute to successful Doctoral candidacy:-

  • Being a full-time candidate with few or no employment responsibilities.
  • Being committed to the research project.
  • Taking initiatives to find out from staff and others about life and prospects as a Doctoral candidate.
  • Getting off to a good start.
  • Maintaining regular and frequent contact with supervisors.
  • Seeking and accepting advice from supervisors and others.
  • Being familiar with policies and guidelines relevant to the Doctoral programme and research activities, including the Policy on Responsible Research Conduct and associated codes and practices. Policies can be found on the Policy guide web pages.
  • Being prepared to acknowledge and discuss any academic or personal difficulties.
  • Being well organised and capable of setting and meeting deadlines according to a work schedule.
  • Always being clear as to the overall aim of the research and of the intermediate goals along the way.
  • Starting to write early and continuing to write throughout the programme.
  • Regularly providing supervisors with written reports on progress and future plans.
  • Presenting seminars and otherwise participating in the intellectual life of the academic unit.
  • Establishing professional and social links with other academic staff and other candidates.
  • Attending conferences and presenting papers.
  • Publishing during candidacy, where appropriate.

In general terms, it is critical that candidates and supervisors meet frequently, that each understands how the other views the candi­date’s progress, and that there is a mutually co-operative professional academic partnership.

Supervisors and candidates need to determine for themselves the actual mechanics of their working relationship. There are no fixed rules but rather there is a range of practice. At one end of the spectrum candidates and supervisors can have a very friendly and informal relationship. At the other end the various responsibilities of candidate and supervisor can be determined by mutually agreed formal written contract. Much depends on the personalities of candidate and supervisor, the size and ‘character’ of the Academic Unit, and the nature of the research project. How candidates and supervisors are to relate to each other should be discussed carefully at the very beginning. It is critical that both candidates and supervisors understand what each expects of the other and how they will conduct business with each other.

It is also important that supervisor and candidate accept the evolutionary nature of a successful relationship, from a high degree of candidate’s dependence initially to a high degree of independence later on. In effect, the nature of supervision should change as the candidate’s research progresses through the four basic stages of Doctoral thesis writing - planning/conceptualising of a project, data collection generation and interpretation, writing/articulation, final production and submission (see The Doctoral experience).

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Change of supervisor(s)

Because of the importance of the supervisor-candidate relationship, the DRC must be informed of any circumstances that may affect the supervision. The most common example is when the supervisor goes on extended leave (and, much less commonly, when a supervisor suffers ill health, resigns or retires). In such cases another supervisor must be recommended to the DRC. At all times candidates must have an approved supervisor from whom they can obtain assistance. In the above cases, candidates should, if possible, be informed at the beginning of their candidacy if a supervisor plans to be on sabbatical or other extended leave or if resignation or retirement is likely during the proposed period of candidacy. The other less common reason for changing supervisors is when the nature of the candidate’s research changes direction and someone with more appropriate expertise needs to become involved as a supervisor. This may involve a change in topic and possibly withdrawal from the existing programme and re-enrolling in a new programme. In many cases, though, new supervisors can (with DRC approval) simply be added to the existing supervisory team. In the event of an unsatisfactory relationship developing between the candidate and supervisor a case can be made to the DRC for a change of supervision. Such changes are not common and are made only after careful consideration. If there is any supervision change, proforma DRC 14 Notification of Change to Doctoral Supervision (117 KB) must be completed by the candidate. It the main supervisor is also the Head of Academic Unit, the DRC 14 form must be certified by either the Head’s line manager or the Unit’s postgraduate co-ordinator instead.

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The Doctoral experience

Doctoral study is a unique experience. Never before, or subsequently, in their lives will most candidates have such an opportunity for single-minded devotion to one research project for several years. It is usually a time of very considerable academic and personal growth.

On the academic side, candidates normally develop a range of technical, critical, and conceptual skills that, in broad terms, generally follow a four stage process:-

  • Finding a topic and planning/conceptualising a project. This includes reading and understanding of relevant background literature, deciding upon issues and arguments, and establishing hypotheses and questions.
  • Collection/generation of all data and its analysis. This includes the refining of research strategies and goals, the accumulation of research information/results, and its analysis i.e. what does this material mean in the context of the research goals? Do these goals or strategies need to be revised or modified in the light of research findings?
  • Interpretation/writing/articulation. This process involves communi­cating research findings and their significance to a wider audience. The more early feedback is obtained from supervisors and others on chapter drafts, the better. The time needed for this process should not be underestimated.
  • Final production and submission. Since this generally is the only tangible result of a Doctoral research project, and since it remains as a reference item in the Library and elsewhere, it is important that the thesis looks and reads as well as it can.

Throughout all these stages candidates should be working to develop their intellectual independence in order to develop a contribution to knowledge, and an awareness of the significance of that knowledge, which is the essence of a completed Doctoral project. This independence is not an aggressive self-centredness, but rather a growing intellectual maturity within a supportive supervisory framework.

At a more personal level, the Doctoral experience is not without potential pitfalls along the way. Candidates should realise that research carried out over a period of years is bound to produce at least some periods of gloom and disappointment. Indeed it is quite normal to experience a series of emotional peaks and troughs throughout the process. Part of a candidate’s intellectual growth is to be able to recognise the normality of mood cycles and try to manage them objectively. If progress is not good it is important to try to work out why. Is it just a passing phase, or is there something that requires attention? Candidates should never hesitate to seek advice, whether it be personal or academic. The recognition that something is wrong, and the resolution to do something about it, is a critical first step in managing the problem (see Dealing with problems). Candidates who either refuse to accept that there is a problem or who do nothing to try to sort it out invariably make the issue harder to resolve by the time it becomes apparent to others.

Doctoral study can be a lonely experience. Some candidates like this, many do not. Thus it is important that candidates meet and talk with other candidates. It is often comforting to find that personal and/or academic worries are very commonly shared by others. There are a number of formal and informal support and social groups for postgraduate students on campus. Candidates should make efforts also to get to know staff and other students in their Academic Units. Supervisors and Academic Units should make every effort to incorporate candidates socially within their culture.

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Dealing with problems

The University Doctoral programmes have many options for assistance specifically for Doctoral candidates. Candidates are in fact encouraged to see the Doctoral programme as being candidate-centred, i.e. all candidates have about them layers of support where they can obtain advice or assistance.

In the first instance, candidates can talk to their supervisors, other Academic Unit staff members, or the Head of the Unit. Candidates, for a variety of reasons, may wish to talk to their DRC college representative or one of the Doctoral student representative on the DRC for informal advice. Women candidates may wish to contact women members and indeed, all candidates are free to contact any member of the DRC or GRS. The Dean or Manager of the GRS are available to give independent, confidential advice, should this be appropriate. The key step for candidates, however, is to take early steps to get advice or assistance. In practice most problems can be sorted out amicably and quickly if they are brought to notice early. The general policy followed by the DRC is to resolve issues through informal consultation and negotiation or mediation. More formal inquiry and resolution by the DRC is only used for more difficult cases.

At all times the DRC recognises the rights of both candidates and supervisors and the particular difficulties a candidate may have in any dispute, and will act to redress problems that can occur because of the potentially vulnerable position a candidate may occupy. The DRC may, if necessary, offer advice or direction to supervisors or Heads of Academic Units as a result of its inquiry, and may negotiate a change of supervision.

Candidates seeking help of a personal nature may wish to contact the Student Counselling Service. This service operates on the Auckland, Palmerston North and Wellington campuses to assist students who may be experiencing personal or psychological problems, study difficulties, family concerns or problems with career planning and assessment. All matters are treated as confidential and information to any other person (even a supervisor) is only given with a student’s agreement and consent.

The Student Health Service, which also operates on the Auckland, Palmerston North and Wellington campuses, provides all medical services including advice on health maintenance. An after-hours (before 9 a.m. and after 5 p.m.) service is also provided. Contact numbers for the Counselling and Health services are available in the university telephone directory or see Appendix II.

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Suspension

If a candidate is prevented from undertaking Doctoral work for an extended period (months rather than days) due to illness or unforeseen domestic/personal circumstances, the DRC may approve a suspension of the candidate’s registration for such a period as it considers appropriate. The effect of such a suspension is to ‘stop the clock’ for candidates so that they are not penalised in terms of the time requirements for completion.

Two points are particularly important. Firstly, students must be aware that, during a period of suspension, scholarship support and/or student allowance is also suspended. Secondly, a student cannot work on the research programme or on thesis preparation during the period of suspension. A candidate is not entitled to supervision or the use of any university resources during a period of suspension.

Domestic students receiving financial assistance from StudyLink need to be aware that a suspension of their enrolment may affect their eligibility to access either Student Loans and/or Allowances. Students are contractually obliged to advise StudyLink of changes in their enrolment status so that their loan and/or allowance application(s) can be reassessed. If you have made a change or are thinking about making a change, and require confirmation of any possible ramifications this may have, please contact the Finance Officer, Massey University Campus Information Services, ext 7591.

A request for a suspension can be made by the candidate by completing proforma DRC 11 Application for Extension or Suspension.pdf (29 KB) which must be signed by the candidate’s supervisor. It is possible to ask for a suspension in retrospect, e.g. if an anticipated short illness turns out to be a longer one. A suspension request due to ill health must be supported by a medical certificate from a general practitioner or specialist.

The maximum period of total suspensions that will be approved is one year full time equivalent.

Candidates enrolled in the Doctor of Clinical Psychology programme who wish to suspend their studies for one year or more, will only have their application approved in exceptional circumstances. Before applying to the DRC for a suspension, candidates first need to gain permission from the Director of Clinical Training. Suspensions beyond one year will require formal withdrawal from the programme.

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Extension

Compensatory Extension

A "Compensatory Extension" should be applied for when a candidate has continued to work on his/her programme but has lost time due to a justifiable cause (personal, work commitments, problems in the research programme, etc.). Compensatory extensions should be applied for and granted at that time, or at the end of that current six-monthly report period, and not at the end of the programme.

Note: It is possible for a candidate to be granted more than one compensatory extension. Applications can be made by the candidate completing proforma DRC 11 Application for Extension or Suspension.pdf (29 KB) which must be signed by the candidate’s supervisor.

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Extension

If candidates cannot complete their thesis within the relevant time limit (four years full-time and six years part-time) it is possible to apply to the DRC for a an extension of time. Such applications are considered on their merits, but in general an extension is normally granted only when the thesis is near completion and more time is required for its physical preparation and presentation. An extension is granted only when there is certainty that the thesis can be completed if some more time is allocated. An extension is not granted in cases where basic research still remains to be done, or where the candidate has a history of slow progress.

There is no set maximum length of time that can be applied for, but it would normally be up to the equivalent of six months full time study.

Candidates and supervisors should however be aware that an extension period beyond a total of twelve months full time equivalent (compensatory and final inclusive) will not be approved and the DRC normally sets a much shorter period depending on the case.

A request can be made by the candidate by completing proforma DRC 11 Application for Extension or Suspension.pdf (29 KB) which must be signed by the candidate’s supervisor.

Note: Compensatory extensions and extensions will incur additional fees (see Fees).

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Termination or Withdrawal

Termination and withdrawal have quite different meanings. It is important the differences are clearly understood. Essentially `Termination’ is normally used in cases where the candidate has demonstrated unsatisfactory performance, or has not made contact with their supervisor(s) for a lengthy period of time. A Termination is recorded on the candidate’s academic record, and the candidate will not normally be permitted to re-enrol for Doctoral study at Massey University.

The procedure for Termination of registration on the grounds of unsatisfactory performance is as follows:

The DRC will discuss the matter with the supervisor and the other co-supervisor(s). Should the DRC formally resolve that the registration be terminated, the candidate and supervisor will be informed in writing.

`Withdrawal’ from the programme is normally voluntary and a candidate may request a withdrawal from the Doctoral degree at any time.  The candidate may apply to re-enrol subsequently in a another Doctoral programme as long as they meet the current conditions of candidacy outlined in the current Handbook for Doctoral Study and Doctoral regulations.

Note: In situations involving Withdrawal the candidate is required to complete proforma DRC 15 Notification of Withdrawal from Doctoral Study (51 KB) .

The procedure for Termination of registration on the grounds of unsatisfactory performance is as follows:

The DRC will discuss the matter with the supervisor and other co-supervisor(s). Should the DRC formally resolve that the registration be terminated, it shall inform the candidate and supervisor of its decision in writing.

Exit Qualifications for candidates who withdraw from a Named Doctorate Qualification

The following are reasons for a Named Doctorate candidate to withdraw from the degree:

  1. Candidates are required to withdraw when they have not achieved the academic performance standards (APS) in the course work to achieve full registration, but they may have achieved a pass in the course work in the range of grades C to B, or;
  2. Candidates may wish to withdraw for personal or other reasons even though they have met the APS in all course work taken up to the point of withdrawal.

Candidates enrolled in the DBA will be eligible to apply to the College Academic Director for the award of the Master of Management degree. Candidates enrolled in the EdD will be eligible to apply to the Graduate School of Education for the award of the Postgraduate Diploma in Education.

DBA and EdD candidate’s who withdraw from the programme prior to successfully completing and passing all the course work, should enquire with their respective College to establish whether they are eligible for an alternative qualification.

DBA and EdD candidates who pass all the course work components but fail their thesis, can apply for the exit qualifications as noted above. A failed result will remain on their DBA or EdD record.

In the event that a student has withdrawn from the DBA or EdD and who have taken out an exit qualification (with grades not less than B+ in any paper), later wishes to re-enter the Named Doctorate, that student would be required to surrender the exit qualification as a condition of re-entry in the programme. Approval for re-entry is subject to DRC approval.

Candidates enrolled in the DClinPsych are able to apply for specific exit qualifications. Due to the nature of the programme some exit qualifications do not enable graduates to practice as Clinical Psychologists. Candidates can apply for an exit qualification under the following conditions:

  • If a candidate has passed the course work and internship but submits the thesis for examination and subsequently fails, the candidate can apply for the Postgraduate Diploma in Clinical Psychology. The Diploma will be awarded subject to the candidate’s thesis being downgraded to a Masterate, or reworked for submission for the award of a Masterate where the candidate does not already have a Masters degree. The Doctor of Clinical Psychology result will show as failed.
  • If a candidate has passed their course work and thesis, but fails the internship, the candidate can apply to the DRC to transfer their thesis component to a PhD or apply to the College to transfer it to a Masterate. The thesis can then be re-worked for submission for either the PhD or Masterate. The Doctor of Clinical Psychology result will show as failed. The candidate will not be eligible for the Postgraduate Diploma in Clinical Psychology.
  • If a candidate withdraws from their thesis before it is submitted for examination, or withdraws from their internship component before final assessment has started, they may be eligible for the exit qualifications as stated above. In both cases, the candidate’s Doctor of Clinical Psychology result will be noted as withdrawn.

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Guidelines for re-registration or transfer from another university

Where a Doctoral candidate withdraws without prejudice from a programme at Massey University and later wishes to re-enrol with some credit for previous research, or a Doctoral candidate seeks transfer from another University, the following will apply (credit to the named Doctorates from other Doctoral programmes will not normally be permitted, but applications for credits will be considered case by case);

  1. A candidate applying to transfer from another University must meet the entry requirements for the Doctoral degree at Massey University.
  2. Up to twelve months full-time (or the equivalent part-time) credit towards a Doctorate at Massey University may be granted by the DRC upon receipt of a written request to the GRS from the proposed supervisor.
  3. The originality of the previous research must be validated by the former supervisor (or equivalent) as being conducted satisfactorily as part of a Doctoral programme and as not having been used for another academic qualification.
  4. The research must be confirmed in writing by the proposed supervisor as being current, relevant and of Doctoral standard, and appropriate to the proposed topic of research at Massey University.
  5. The normal Provisional Registration formalities must be met satisfactorily.
  6. The `Confirmation of Registration' requirements must be met before full registration is granted. Full Registration will normally be considered after twelve months Provisional Registration for full time candidates and 18 months for part time candidates from commencement of studies at Massey University. The DRC reserve the right to waive the `Confirmation of Registration' requirements for candidates who have already met the full registration requirements in their previous enrolment.
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Evidence of achievement and skills

Evidence of research achievements and required skills relevant to the candidate’s discipline will vary. Information such as the following should be used to substantiate the case:

  1. Evidence of consistent quality research and scholastic achievement, including completion of work by agreed times during previous Doctoral registration. Copies of research progress reports, or results of any course work undertaken during previous Doctoral registration can be used to help demonstrate performance.
  2. Presentation of research results at national or international conferences or symposia.
  3. Significant progress with literature review.
  4. Significant progress with data collection and analysis.
  5. A brief summary of results to date (no more than 5 pages) which should show significant progress with drafts of papers or other forms of research presentation (e.g. performance, exhibition or film).
  6. A brief outline of future work to be undertaken.

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Application process

Applications for re-registration, or transfer from another university will be prepared by the proposed Doctoral supervisor, for the GRS. Applications will be accompanied by a completed DRC 2 Application for Provisional Registration as a PhD or DClinPsych Candidate (661 KB) , together with evidence of any course work results and specific criteria as outlined in this section.

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Protocol for staff wishing to undertake Doctoral study at another university

Staff contemplating enrolling for Doctoral study at other universities should submit their programme to the Pro-Vice Chancellor of their College with the support of the Head of their Academic Unit. Newly appointed academic staff who are already part way through a Doctoral programme at another university, may apply to the DRC to transfer their registration to Massey University (see Policy for Re-registration or Transfer from another University above). Alternatively, when it is not practical for them to transfer their registration to Massey University, approval may be granted by the Pro-Vice Chancellor of their College to continue their study at another University. Budget centre managers may agree to meet some or all of the fees for approved study at another University from their own budget provided that such fees are not a charge against a PIA budget unless the staff member is paid from that budget.

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    Last updated on Thursday 23 February 2012