Interim progress

Six monthly reporting

Candidates progress is monitored through a six-monthly reporting process. These reports are important as they record and formalise the channel of communication between candidates and supervisors, and so help alert others in the chain if there is a need for any support or follow-up (for example, by the Head of the School or the Doctoral Research Committee).

Candidates

Candidates should:

  • Initiate each six-monthly reporting using the Doctoral Candidate Six Monthly Report to summarise the work completed in the previous six months and a plan of the work for the next six months
  • Indicate any difficulties or problems with any aspect of academic progress
  • Use the reporting exercise as an opportunity to reflect on the characteristics of a positive candidature
  • Sign the final version of the six-monthly report (DRC 3) to show that you have read and understood the comments of others
  • Keep a copy of the report

Main supervisors

Main supervisors should:

Head of School

Heads of academic unit should:

  • Ensure completion of the Doctoral Candidate Six Monthly Report within the three week deadline
  • Read the supervisor's and candidate's comments on the six-monthly report (DRC 3) report carefully before signing it, and initiate or facilitate the resolution of any issues
  • Keep a copy of the report

Doctoral Research Committee (DRC) or Graduate  Research School Administration (GRS)

The GRS notifies candidates, supervisors, and Heads of Academic Units (in March and September each year) that six-monthly reports are due to be completed. The reports should be returned for DRC attention by the due date. The DRC uses the reports to monitor candidate progress, and applies a general policy of resolving any issues informally in the first instance. Candidates are required to complete a progress report if they have been active in their study for three or more months of the six month reporting period.

Suspension of Candidature

If a candidate is prevented from undertaking Doctoral work for a lengthy period (months rather than days) due to illness or unforeseen domestic and personal circumstances, the Doctoral Research Committee may approve a suspension of the candidate’s registration. The effect of a suspension is to ‘stop the clock’ for the candidature, thereby elimintaing penalty in terms of the time requirements. Suspensions will only be approved under exceptional circumstances and for a maximum of 12 months (full-time) and 18 months (part-time) across the candidature.

Candidates should:

  • Be aware that during a period of suspension entitlements are also suspended (for example scholarship and student allowances; rights to work on the research or thesis; access to supervisors and university facilities, including the library and equipment)
  • Use the Applicaion for Extension/Suspension to request a suspension - enclose a medical certificate from a general practitioner or specialist with the application if ill-health is the basis of the suspension request

Main supervisors should:

Heads of Academic Unit should:

Extension of Candidature

If candidates cannot complete their candidature within the relevant time limit (four years full-time and six years part-time) it is possible to apply to the DRC for an extension of time. Applications are considered on merit and approval is not automatic. It is important to note that extension periods beyond a total of 12 months FTE across the candidature will only be approved under exceptional circumstances.

Candidates should:

Supervisors should:

Heads of academic unit should:


Change of Supervisor

The Doctoral Research Committee (DRC) must be informed of any circumstances that affect supervision; for example, when a main supervisor goes on extended leave. In such cases another supervisor must if necessary be approved by the DRC. A less common reason for changing supervisors is when the research direction changes radically. In many cases, though, new co-supervisors can (with DRC approval) be added to the existing supervisory team. Use the Change of Supervisor form to request a change of supervisor.

Termination or Withdrawal of Candidature

Termination and Withdrawal have quite different meanings.  It is important the differences are clearly understood. Termination is used where candidate performance is unsatisfactory, or where the candidate has not made contact with their main supervisor for a lengthy period. Termination is recorded on the academic record at Massey, and the candidate will not normally be permitted to re-register for Doctoral study at the University.

Withdrawal from the programme is voluntary and a candidate may request a withdrawal at any time. Someone who has withdrawn can later apply to re-register/re-enrol but must still meet the prevailing application criteria at the time. Notification of Withdrawal from Doctoral Study should be used to request a withdrawal.

Study Off Campus

All doctoral students, both domestic and international, are required to be based in New Zealand for the duration of their doctoral candidature. However, special permission can be requested from DRC to study for periods off-shore and these will be considered on a case by case basis. Read more about studying off campus.

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