VOC-FORM-01 Version 01-2018 Page 1 of 7
VOC-FORM-01
Variation of HDR Candidature
JCU Graduate Research School (GRS)
Relevant Procedures and Information https://www.jcu.edu.au/graduate-research-school/forms-and-
policies/hdr-variation-and-extension-of-candidature-procedure
Candidate’s Details
First /Given Name:
Surname / Family Name:
Student ID:
Are you currently a scholarship holder?
Yes
No
Are you an International Candidate?
Yes
No
I want to
Approvals required
Primary
Advisor
Secondary
Advisor
College
Dean or
Delegate
Yes
No
No
Yes
No
Yes
Yes
No
Yes
Yes
No
Yes
Yes
No
No
Yes
No
Yes
Yes
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Yes
No
No
VOC-FORM-01 Version 01-2018 Page 2 of 7
1. Add/Remove HDR coursework subjects
Higher Degree Research candidates are able to undertake up to 24 (including RD7003) credit points of
coursework subjects related to their study, with a maximum of 12 credit points per research period. Please
submit subject additions at least 2 weeks before subject start date, and removals at least 2 weeks before
subject census date. Information on start and census dates can be found here:
https://www.jcu.edu.au/students/important-dates
Teaching
Period
Subject
Code
Subject Name
Subject Mode
Location
(TSV/CNS)
Add/
Remove
2. Extend my HDR candidature and/or scholarship
Applications must be accompanied by a detailed letter outlining the reason for extension and a revised
timeline in the form of a Gantt Chart for thesis submission.
I am applying to extend my:
Current end date
Proposed new
end date
First extension?
2.1
Candidature (dd/mm/yyyy)
Yes
No
2.2
Scholarship (dd/mm/yyyy)
Yes
No
2.3
Fee Exemption (International
Candidates Only need tick
this box)Also complete
https://www.jcu.edu.au/graduate-
research-school/forms-and-policies/hdr-
variation-and-extension-of-candidature-
procedure
Yes
No
2.4
Extension to the due
date of a milestone
Confirmation of
Candidature
Mid-Candidature
Seminar
Date
Reason for extension request
VOC-FORM-01 Version 01-2018 Page 3 of 7
3. Take a break (includes leave of absence)
Candidates wishing to take more than 20 working days per year of leave from their course in a
calendar year may apply for a maximum six (6) months Leave of Absence
Candidates who wish to take a period of Leave of Absence prior to completing the Confirmation of
Candidature degree milestone must have a compelling reason for doing so
I wish to apply for leave of absence from my candidature:
First day of Leave (dd/mm/yyyy)
First day back from leave(dd/mm/yyyy)
Please complete the following if you receive a scholarship. If you are unsure about the leave you are
eligible for please refer to your scholarship conditions. Generally this is 20 days/year Paid Recreation, 12
weeks/year Paid Parental for Primary Carer, 10 days/year Paid Parental for Partner of Primary Carer, and
10 days/year Paid Sick Leave.
Paid recreational Leave
Paid Sick Leave
Paid paternal leave
Unpaid Leave
Reason for Leave of Absence also include a Gantt chart for revised timeline for submission
4. Change between full-time or part-time
Please note that most scholarship holders and all International student visa holders are required to be
enrolled full-time for the duration of their degree
I wish to change to:
Part time
Full time
Start date
(dd/mm/yyyy)
End Date
(dd/mm/yyyy)
The reason for this change - (e.g. work or family commitments)
VOC-FORM-01 Version 01-2018 Page 4 of 7
5. Change between Internal / External/ Change Campus
Applications must be accompanies by a detailed letter outlining: 1. the reason for the change, 2. How
you will maintain contact with your Advisory Panel and how often (if requesting to change to external)
and 3. What support services you will have access to in your new location (if requesting to change to
external). Please note that scholarship holders are generally not permitted to be enrolled as an external
candidate.
I wish to change to:
Internal
External
I wish to change campus:
Townsville
Cairns
Start date (dd/mm/yyyy)
Please ensure you log into eStudent to update your contact details
6. Change HDR course
For upgrade from a Masters to a Doctorate, refer to the HDR Course Upgrade Procedure.
On approval of the application to change course, a system application will be generated by the
Graduate Research School for the candidate and an offer will be sent to the candidate by University
Admissions. All HDR course changes require that applicants have received and accepted an offer
for the course they wish to change to.
All applications for course transfer must include a letter explaining the reason for the request for
course transfer, with an additional letter from the Primary Advisor confirming that they support the
course transfer and will continue to supervise in the new course and the signature of the course
coordinator of the new degree being requested.
List on degree availability can be found at the following link https://www.jcu.edu.au/courses-and-
study/course-level/research-degrees
Current Degree
Code
Name
New Degree
Code
Name
7. Change thesis title
Requests for a major change to the thesis title due to a change in thesis topic must be accompanied by
a statement outlining why there has been a change in topic and a revised timeline for the project. Any
changes to the Advisory Panel must also be completed on this form.
I wish to change my thesis title to:
Reason for change:
Will this substantially alter the thesis topic?
Yes
No
VOC-FORM-01 Version 01-2018 Page 5 of 7
8. Make changes to my advisory panel
Refer to HDR Supervision Procedure for what constitutes a valid Advisory Panel. If a Primary or Secondary
Advisor is removed or replaced, all of the Advisory Panel must sign the form, including the previous
Advisor(s) and the new Advisor(s). If a Primary Advisor is being replaced, please attach a completed
CAA-FORM-01 Candidate Advisor Agreement. Please also complete an EFTSL Split Form if you wish the
supervisory load to span multiple disciplines.
Advisor Roles
Primary Advisor
Secondary Advisor
Advisor Mentor
Primary Advisor/
Advisor Mentor
Secondary Advisor/
Advisor Mentor
External Advisor
If adding an external advisor the following information is required
Name and Title
Email Address
Institution /Address
Role on
Panel
Level on
Register
Advisor Name
Advisor Signature
Add
Remove
9. Withdraw from my HDR course
Research Higher Degree candidates may withdraw from their course at any time. However, prior to this,
candidates are strongly encouraged to discuss their intention to withdraw with their Advisory Panel and
their ADRE, and seek assistance for issues which may be affecting their progress. Withdrawal from the
course will mean that you will cease to be a JCU student. International student visa holders must be
aware that this will likely result in cancellation of your student visa as course withdrawals are reported to
the Australian Government. Prior to withdrawing you must lodge a copy of any data obtained to date
with your Advisors and the Tropical Data Hub, and return any property of the College or JCU.
I wish to withdraw from my degree as of the (dd/mm/yyyy):
Reason for withdrawal:
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VOC-FORM-01 Version 01-2018 Page 6 of 7
Candidate
I confirm that the information supplied by me in this application is correct and that all necessary
documentation has been supplied. Where applicable, I will contact the JCU International Student Centre
to request a new CoE and discuss my visa. If applying for leave or withdrawing from my course, I have
spoken with my advisory panel, lodged any data with them and returned any property of JCU.
Signature:
Date:
Approvals
Primary Advisor
I confirm that I support this application and have assisted with the provision of the necessary
documentation. For candidates applying for leave for a period greater than six (6) months, I have
confirmed the availability to supervise on resumption of enrolment. For withdrawals, it is confirmed that
this has been discussed with the candidate. For leave or withdrawal, any data has been lodged with the
Advisors.
In signing this form I affirm my commitment to the JCU Code of Conduct, the Principles for Respectful
Supervisory Relationships, in particular that a sexual or romantic relationships between a supervisor and
their student is never appropriate, and that the professional relationship between and supervisor and their
student is charactersied by mutual respect and trust. I commit to eliminating sexual harassment and
sexual assault, and meeting JCU standards in relation to appropriate staff-student relationships, bullying
and academic integrity. Consequences for breaches of that Code could include removal from the
advisory relationship or disciplinary proceedings.
Name:
Signature:
Date:
Secondary
I confirm that I support this application. In signing this form I affirm my commitment to the JCU Code of
Conduct, the Principles for Respectful Supervisory Relationships, in particular that a sexual or romantic
relationships between a supervisor and their student is never appropriate, and that the professional
relationship between and supervisor and their student is charactersied by mutual respect and trust. I
commit to eliminating sexual harassment and sexual assault, and meeting JCU standards in relation to
appropriate staff-student relationships, bullying and academic integrity. Consequences for breaches of
that Code could include removal from the panel or disciplinary proceedings.
Name:
Signature:
Date:
Additional Advisors including Advisor Mentor if relevant
Name:
Signature:
Date:
Name:
Signature:
Date:
Once the Advisory Panel has signed this section and attached any required documentation, please
forward to the College Academic Services Officer for College Dean or nominee approval.
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VOC-FORM-01 Version 01-2018 Page 7 of 7
College Dean (or nominee)
I confirm that I support this application.
Name:
Signature:
Date:
Graduate Research School Dean (or nominee)
I confirm that I support this application.
Name:
Signature:
Date:
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