Chapter 5: Supervision of doctoral and research master’s students

5.2 Code of practice for supervision of doctoral and research master's students

This section comprises the Monash University Code of practice for supervision of doctoral and research master’s students and is based in part upon the principles outlined in the Australian Code for the Responsible Conduct of Research. It also draws on responsibilities and requirements as outlined in the Higher Education Standards Framework (Threshold Standards) 2015.

This Code identifies the reciprocal and shared responsibilities of the University, academic units/schools/programs and faculties, research supervisors and graduate research students to ensure that the finest quality of research and research training is maintained. The Code is regularly updated and refined by the Graduate Research Committee (GRC) and the Monash Postgraduate Association (MPA).

Special Guidelines exist for circumstances in which supervision is remote from the student.

The Code is divided into seven parts:

(A) Responsibilities at the University level

(B) Responsibilities at the faculty level

(C) Responsibilities at the academic unit level

(D) Responsibilities of academic units/schools/programs in relation to supervisors

(E) Responsibilities of supervisors

(F) Responsibilities of the student

(G) Conflicts of interest

5.2.1 (A) Responsibilities at the University level

The University is responsible for ensuring that appropriate policies relating to research and graduate research are developed and implemented University-wide. The policies will apply to students enrolled in graduate research degrees at Monash University, including students enrolled in joint PhD or research masters programs, and students undertaking research at affiliated research institutes, teaching hospitals and other study locations.

The University must maintain a climate in which responsible and ethical behaviour in research is expected. The research governance framework of the University should therefore ensure compliance with applicable laws, regulations, guidelines and codes of practice governing the conduct of research.

Graduate research matters are overseen by the University’s Graduate Research Committee, chaired by the Vice-Provost (Graduate Education), and supported by Monash Graduate Education (MGE), which centrally administers graduate research admissions, enrolment, candidature, thesis examinations and scholarships.

5.2.1.1 Graduate Research Committee (GRC)

Constituted under the Monash University (Vice-Chancellor) Regulations, GRC has responsibility for:

  • developing University-wide research and employment training programs relevant to all graduate research students;
  • ensuring students are equipped with professional skills required for careers both within and outside of academia and research institutes;
  • reviewing and enhancing graduate research supervision;
  • training and accrediting academic supervisors of graduate research students;
  • administering University-wide research degrees, including all doctoral and research master's degrees;
  • developing and administering graduate research scholarships and graduate research training policies;
  • establishing and maintaining the guidelines that ensure high research standards.
  • supporting the University in attracting and retaining quality graduate research students, both domestic and international;
  • ensuring the equitable provision of graduate research support, resources and facilities across the University's campuses;
  • establishing a forum which provides a focus for the evaluation of graduate research program requirements and identification of issues of particular relevance to graduate research students.

5.2.1.2 Vice-Provost (Graduate Education)

As Chair of the Graduate Research Committee, the Vice-Provost (Graduate Education) has responsibility for:

  • developing and implementing the University’s graduate research strategies and targets.
  • developing University-wide research and employment training programs relevant to all graduate research students;
  • reviewing and enhancing graduate research supervision training;
  • supporting the equitable provision of graduate research support, resources and facilities across the University's campuses;
  • identifying and disseminating examples of best practice in supervision and research training.

5.2.1.3 Standards and requirements

The University should ensure that the following conditions are met:

  • key documents on the responsible conduct of research, including the Australian Code for the Responsible Conduct of Research and the University’s own guidelines on the conduct of research, are readily accessible.
  • student induction is mandatory, including completion of training on academic and research integrity, Occupational Health and Safety and Intellectual Property (IP) and any other matters necessary for the conduct of the proposed research.
  • clear policies, procedures and guidelines exist for all aspects of admission, selection and enrolment, including the thesis examination process, outlining in particular the University’s expectations for graduate research degrees and avoidance of conflict of interest in relation to the examination process.
  • a safe working environment is maintained for the conduct of research.
  • students are provided with accurate, reliable and timely information and advice on all aspects of their enrolment.
  • queries from students are dealt with in a transparent and respectful manner, and in a timely way, correctly referred on to the relevant staff member, division or entity of the University where appropriate and if required.
  • a positive culture within academic units/programs and faculties is created for the benefit of all students, premised on a commitment to diversity and inclusion and the promotion of access and equity for students who: have a disability; are part-time; are pregnant; or who have carer responsibilities.
  • student records are maintained and preserved in accordance with the University’s approved policies and practices.
  • students are provided with accurate and timely information about the provision of independent advocacy.

5.2.1.4 Supervision Quality

The University should ensure that:

  • supervisors are appointed where they have the appropriate qualifications, sufficient research skills, activity and experience to supervise a student.
  • all students at the University are appointed a minimum of two supervisors. One supervisor will undertake the role and functions of main supervisor.
  • supervisory limits are determined by the graduate research supervisor’s accreditation level.
  • adequate provision is made for the professional development of supervisors and potential supervisors, in order to fulfil their roles and responsibilities to graduate research students.
  • staff members who are themselves graduate research students (either at Monash or at another institution) cannot supervise other students; and
  • the appointment of supervisors is consistent with best practice standards to ensure it does not  represent a conflict of interest.

5.2.1.5 Access to learning resources

  • The student, where necessary, has access to guidance and tuition in skills development, English language support, statistical advice and general research skills needed to undertake a research thesis.

5.2.1.6 Intellectual property

5.2.1.7 Student Complaints and Grievance policy and procedures

  • There is a policy and procedure for students to follow where they experience difficulties or problems during the course of their enrolment in their higher degree.
  • Separate procedures apply in the event of termination of enrolment.

5.2.1.8 Academic and research misconduct procedures

  • Students are made aware of the University’s research misconduct guidelines and regulations, including implications of a finding of serious misconduct as it relates to scholarships that are subject to the University’s scholarship conditions of award.

5.2.1.9 Conflict of interest procedures

5.2.1.10 Authorship and publications

  • The University promotes an environment of honesty, integrity, accuracy and responsibility in the dissemination of research findings.
  • The University’s Research Outputs and Authorship Policy is readily accessible.

Refer to Sections 4 and 5 of the Australian Code for the Responsible Conduct of Research.

5.2.1.11 Data retention

  • The University’s Research Data Management policy and guidelines on the safe and secure retention and disposal of materials and research data is widely disseminated.

Refer to Section 2 of the Australian Code for the Responsible Conduct of Research.

5.2.2 (B) Responsibilities at the Faculty level

The Faculty must ensure that it appoints an appropriately qualified Associate Dean (Graduate Research) or equivalent to support graduate research students at both faculty and academic unit levels.

In some cases, such as single-school faculties or institutes, the responsibilities at the faculty level and academic unit level may be the same.

Faculties must ensure that they adhere to, and support, the University’s standards and requirements as outlined in 5.2.1.3 abovewhere they pertain to faculty responsibilities, including (but not limited to):

  • the promotion of responsible conduct of research, including the Australian Code for the Responsible Conduct of Research, and the University’s own guidelines on the conduct of research;
  • providing a safe working environment for the conduct of research
  • providing induction to students, where managed at faculty level, on academic and research integrity, Occupational Health and Safety, Intellectual Property and any other matters necessary for the conduct of the research.
  • facilitating a positive culture within the faculty and its academic units/programs for the benefit of all students, premised on a commitment to diversity and inclusion and the promotion of access and equity for students who: have a disability; are part-time; are pregnant; or who have carer responsibilities.

5.2.2.1 Associate Dean (Graduate Research) or equivalent

The Associate Dean (Graduate Research) reports to the Dean (or delegate) and is responsible to the Vice-Provost (Graduate Education) for the provision of high-quality leadership on all matters relating to graduate research, and the development, implementation and review of graduate research initiatives and programs that are aligned with the faculty’s and the University’s strategic priorities, plans, policies, profiles and goals.

The Associate Dean (Graduate Research) works closely with the Associate Dean (Research) and the Graduate Research Coordinators (or equivalent), providing leadership and mentorship to support the implementation of research training initiatives at the academic unit level.

The Associate Dean (Graduate Research) is responsible for:

  • chairing the faculty’s Graduate Research Committee (or equivalent), representing the faculty on the university Graduate Research Committee, its sub-committees and other relevant graduate research working parties, advisory panels and scholarship selection committees.
  • monitoring and responding to national and institutional research training performance developments, fostering a culture of sustained performance improvement and responsiveness to change.
  • supporting the Vice-Provost (Graduate Education) in establishing research training quality measures, reporting regularly to the Dean and Vice-Provost (Graduate Education) on research training performance and progress against agreed plans and strategies.
  • developing risk management strategies in relation to research training, including compliance with OH&S, sanction laws and other external requirements.
  • ensuring graduate research students are appropriately inducted on OH&S, research and academic integrity and matters relating to the program in which the student is enrolled, whether at faculty or academic unit level.
  • where appropriate, undertaking regular visits to the University’s international campuses, to guide and foster development of graduate research supervisory capacity and activity on those campuses.
  • pro-actively engaging with their faculty’s off-campus teaching locations and affiliated institutions for the purposes of ensuring better understanding of any local matters or issues.
  • in collaboration with MGE, providing leadership and training to Graduate Research Coordinators and/or Program Directors in roles and responsibilities, ensuring strong collaborative links and communication between the faculty and academic units/programs.
  • liaising with students and their representative body to ensure good communication between the faculty and its graduate research students.
  • implementing University and faculty policies in relation to student diversity and equity matters.
  • students are provided with accurate and timely information about the provision of independent advocacy.

5.2.3 (C) Responsibilities at the academic unit level

As per the Monash University (Academic Board) Regulations, academic unit means any of the following established by the Vice-Chancellor under regulation 7 of the Monash University (Vice-Chancellor) Regulations:

(a) a sub-faculty, school, department, centre, institute or other unit into which a faculty is divided;

(b) a school, department, centre or institute established as a separate entity from a faculty.

In the context of the Faculty of Arts, the term academic unit encompasses the program in which the student is enrolled.

Heads of academic units or their delegates, must ensure that:

  • students enrolled in the academic unit level are appointed a main supervisor and at least one associate supervisor in accordance with 5.2.1.4 above.
  • an academic staff member is appointed as Graduate Research Coordinator/Program Director who is appropriately qualified, senior and experienced to support graduate research students.
  • the Graduate Research Coordinator/Program Director is sufficiently resourced to undertake their role and their workload recognised appropriately.

5.2.3.1 Adherence to University policies and procedures

Academic units must ensure that they adhere to, and support, the University’s standards and requirements as outlined in 5.2.1.3 above where they pertain to academic unit level responsibilities, including (but not limited to):

  • the responsible conduct of research, including the Australian Code for the Responsible Conduct of Research, and the University’s own guidelines on the conduct of research.
  • a safe working environment for the conduct of research.
  • a graduate research student induction (where managed at academic unit level) focused on academic and research integrity, Occupational Health and Safety and Intellectual Property and any other matters necessary for the conduct of research.
  • creating a positive culture within the academic unit/program for the benefit of all students, premised on a commitment to diversity and inclusion and the promotion of access and equity for students who: have a disability; are part-time; are pregnant; or who have carer responsibilities.

5.2.3.2 Provision of advice on University policies and procedures

The academic unit should provide advice where requested on:

  • the University’s policies and procedures and available services (e.g. library, computing and technical facilities, statistical advice, writing skills, English language support and other such centrally-delivered professional development training activities and coursework components).
  • the University’s expectations of students and supervisors, including responsibilities as outlined in this Code;
  • the responsible conduct of research, academic and research integrity, and policies on authorship and intellectual property, including the nature and scope of confidentiality agreements.
  • the fact that the student’s program may not be unreasonably influenced or redirected by political, commercial or industrial factors and that publication may not normally be delayed by external sponsors beyond 12 months.
  • the University’s complaints and grievances policy and procedures; as well as its progress management and termination policy and procedures.
  • the University’s student discipline procedures.
  • the University’s data management policies and procedures, including the requirement for safe storage and retention of the student’s research data for a period of at least five years after acceptance of the thesis, and provision of facilities for same. Note: data retention guidelines in some research disciplines may exceed five years (see Section 5.2.5.16).

5.2.3.3 Provision of written information on academic unit requirements, policies and procedures

The academic unit should ensure that students are provided with written information (via the web, academic unit handbooks; email etc.) on:

  • the facilities and resources available to full-time and part-time students within the academic unit.
  • academic unit of faculty-specific requirements for milestones;
  • any academic unit policies, procedures and financial support offered for fieldwork, conference attendance and research related travel.

5.2.3.4 Graduate Research Coordinator / Program Director

The Graduate Research Coordinator and/or Program Director is an academic staff member delegated the functions of the Head of the Academic Unit / School or Program in relation to graduate research student matters.

Depending upon the specific configuration of the academic unit, the role may include the responsibilities of a Program Director, who provides overall academic leadership to a Monash Doctoral Program. It may also be held by the Associate Dean (Graduate Research) or equivalent in single-school faculties or institutes.

In relation to governance responsibilities, the Graduate Research Coordinator / Program Director should:

  • provide academic oversight over the admissions process, offering advice where required on possible research topics, supervisor availability and resources.
  • endorse applications for admission and scholarship.
  • make recommendations to the Faculty Graduate Research Committee on supervision arrangements, supporting efforts to appropriately match and align students with supervisors.
  • provide academic advice and support to supervisors in ensuring that student projects are feasible in terms of facilities, equipment, technical and resource staff, source materials and funding.
  • provide supervisors with updates on policy changes impacting on graduate research students.
  • support and provides advice to supervisors on supervision matters, supervisor accreditation, the application of the Code of Practice for Supervision of Doctoral and Research Masters Students and other Faculty and University supervision policies.
  • serve as a member of the Faculty or School Graduate Research Committee (or equivalent) where appropriate.

In relation to graduate research student responsibilities, the Graduate Research Coordinator / Program Director should:

  • be willing and able to make themselves known and available to students on a regular basis. This may require them to communicate their availability to students via email, newsletter or via notice on office doors etc.
  • provide academic leadership over, and convene and chair where appropriate, graduate research progress milestones, also ensuring that students are aware of the requirements of each milestone, the milestone review panel, and that the relevant academic staff have given appropriate consideration to a student’s progress by completing progress milestones in a timely way.
  • facilitate the development and delivery of research training activities within the academic unit which are customised to the specific needs of the cohort.
  • ensure the proper induction and orientation of all graduate research students into the academic unit, including advice on academic and research integrity matters.
  • communicate relevant policy changes to graduate research students as they arise.
  • provide advice to graduate research students experiencing difficulties with any aspect of their enrolment, including supervision, variation requests to enrolment and access to resources, supporting efforts to provide a solution where conflicts arise.
  • provide advice to supervisors when issues arise with students, referring supervisors and students to other support services where required, including Monash Graduate Education, faculty research offices, Monash Connect etc.
  • support all aspects of the examination process as required under the relevant policies and procedures, including ensuring that the examination complies with the University’s Conflict of interest guidelines for the nomination of higher degree by research thesis examiners.
  • ensure students are provided with accurate and timely information about the provision of independent advocacy.

5.2.3.5 Selection and admission

The academic unit should ensure that the following conditions are met:

  • the student is appropriately qualified for admission into the degree.
  • students are only admitted or re-admitted into the degree where the academic unit can provide supervisors with appropriate qualifications and research skills and experience, and where sufficient research facilities are available to support the student’s research.
  • the student appears to have the capacity required to undertake the course successfully and in reasonable time.
  • the proposed research project is feasible in terms of time, facilities, equipment, technical and resource staff, source materials and funding for the duration of enrolment.
  • that, in the case of a PhD, the student’s research project has been conceived from the outset as clearly achievable within 3 years equivalent full time, with the student expected to complete their degree within 3 to 4 years equivalent full-time.
  • that, in the case of a Masters by Research, the student’s project has been conceived from the outset as clearly achievable within the standard duration of the degree, but no later than 2 years equivalent full-time.
  • due recognition is given to the research interests and ability of the student in determining the project.
  • the academic unit is the most appropriate one in which the research should be undertaken.
  • information is provided to prospective students about the research interests and experience of all staff in the academic unit.

5.2.3.6 Human and physical resources

The research environment provided to students must be sensitive to cultural differences and the special needs of students with disabilities. The University is to provide students with sufficient research facilities and equipment for their research, recommending the following minimum facilities for graduate research students:

  • furnished office/studio space, normally with 24-hour access (which may be a shared space for part-time and external students).
  • mail box and secure storage space.
  • personal computer access (sole use for full-time, on-campus students).
  • appropriate level of access to photocopying, printing and stationery, software and internet access and IT support.
  • access to unlimited local and internal telephone and facsimile calls for work purposes, and access to interstate and international calls as determined by the academic unit / program.

5.2.3.7 Consultation between academic unit staff and students

The academic unit / school or program should ensure that mechanisms are in place to promote regular consultation between academic staff and students, including:

  • seminars on research procedures relevant to graduate-level research;
  • a regular program of graduate seminars in the academic unit / school or program’s research areas;
  • training workshops on appropriate Occupational Health and Safety procedures;
  • seminars on appropriate training in ethical issues and related procedures;
  • seminars and courses to provide information and skills development as well as opportunities for all students to participate in the intellectual and social life of the academic unit;
  • access to common rooms or tea rooms to encourage collegial interaction within the academic unit.

5.2.4 (D) Responsibilities of academic units/schools/programs in relation to supervisors


5.2.4.1 Supporting and managing supervisors

  • The supervision of graduate research students is appropriately identified in performance development profiles which are used to manage the overall workloads of academic staff.
  • The workload of the supervisor is such as to allow sufficient time to give proper supervision to the student, according to this Code.
  • Supervisors must be given adequate opportunity to undertake professional development to support them in undertaking their roles and responsibilities.
  • In cases of poor supervision performance or serious violation of this Code and on the advice of the GRC, appropriate measures and sanctions will be taken in accordance with relevant HR policies and procedures, including withdrawal of privileges to supervise graduate research students or limits placed on the supervision load for a period of time as deemed appropriate.

5.2.4.2 Supervision changes

  • When a supervisor is no longer authorised or able to continue in their role, the relevant Head of academic unit or delegate initiates procedures to identify and appoint a suitable replacement within 10 working days of the event giving rise to the cessation of the supervisor’s responsibilities, committing to minimize the impact on the student. This includes situations where a supervisor either retires or ceases to be employed at the University.
  • Where the main supervisor is on leave for a period of more than six weeks and is unable to discharge their duties, the Head of the academic unit or delegate must appoint an alternative main supervisor prior to the supervisor’s absence.
  • Where a change in research direction occurs, appropriate supervisory arrangements are negotiated if required.

5.2.5 (E) Responsibilities of supervisors

  • The composition of the supervision team is determined and agreed upon in consultation with the student.
  • It is the responsibility of a supervisor to provide ongoing graduate research supervision, only withdrawing supervision where supervisory arrangements are formally changed.
  • Where a change in research direction occurs, supervisors are expected to assist with the negotiation of appropriate supervisory adjustments as required.

All supervisors appointed to a student’s supervisory team must:

  • be aware of the need to implement and follow the Australian Code for the Responsible Practice of Researchand University codes of practice, and policies and procedures for the conduct of research.
  • ensure they and the student follow ethical practices appropriate to the particular discipline and relevant profession, and as specified by the relevant University committees and by the ethics guidelines set by any relevant funding body.
  • ensure they understand the university’s polices as they pertain to graduate research student matters, including intellectual property regulations and procedures (see Chapter 6), and the University’s research and academic integrity regulations and procedures.
  • ensure any difficulties arising between the supervisors of a student are dealt with in a manner that minimizes impact on the student’s enrolment, progress and welfare.
  • declare to the relevant head of academic unit any conflict of interest in supervising a graduate research student with a domestic partner. Any such conflicts of interest are to be dealt with under section 5.2.7.7 of this code, in accordance with the Conduct and Compliance Policy and supporting Conduct and Compliance Procedure – Conflict of Interest (including Conflict of Interest in Research).
  • understand that the direction of the research work is entirely under the control of the University and the student in accordance with University policy.
  • ensure they maintain a professional relationship at all times with the student, ensuring they are aware of the University’s commitment to diversity and inclusion and its promotion of access and equity for students who have a disability.

5.2.5.1 Responsible research practice and research collaboration

All supervisors must ensure that:

  • students who are undertaking research as part of a joint collaboration with a partner organisation observe the applicable ethics policies and cultural sensitivity guidelines of both Monash University and the other institution(s), ensuring appropriate Intellectual Property and confidentiality provisions are in place according to University policies and procedures;.

5.2.5.2 Absence, resignation or retirement of the supervisor

  • The main supervisor must notify the student of their intention to go on leave for a period of 10 working days or longer.
  • If the period of leave is longer than six weeks and the supervisor is unable to discharge their duties during this time, an alternative main supervisor must be appointed prior to the supervisor’s absence.
  • A supervisor must notify the relevant academic unit administrator and student of their intention to cease employment at the University as soon as practicable.

5.2.5.3 Main supervisor

A Monash academic staff member or adjunct appointee of the University will be appointed as a main supervisor where they:

  • have achieved the requisite accreditation requirements;.
  • have the appropriate qualifications, sufficient research skills and experience, and are willing and able to meet the requirements of a supervisor as set out by this Code.
  • are willing and able to take on primary responsibility for the following in relation to the student:
  • ensure that, at the commencement of the student’s degree, all members of the supervision team agree on their respective roles and responsibilities, clearing communicating these roles and responsibilities to the student. Examples include: clarification regarding the specific contribution each supervisor will make to the student’s research; regularity and protocols around meetings with supervisors; agreement on whom the student should contact in relation to reading thesis chapters etc.
  • ensure that discussions are held with the student early in their enrolment on the scope and nature of the student’s research project. This includes a discussion on any funding arrangements - including loss of funding or failure to be granted funding - that may impact on the student’s ability to undertake that research.
  • provide guidance on the nature of research and the standard expected, refining the research topic, planning the research program, presenting a research proposal, literature and sources, attendance at taught classes where appropriate, requisite techniques and research methods, and other relevant skills.
  • ensure that where a student is undertaking research as part of a larger research project which includes other students, staff or researchers, that all such arrangements in relation to each person’s project and access to data are clearly communicated in writing and understood.
  • provide guidance on intellectual property and implications for the student’s research.
  • provide advice on the availability of relevant academic and other support services provided by the University.
  • provide guidance on academic and research integrity matters, including issues around plagiarism and its avoidance.
  • provide guidance on the requirements for progress reviews including confirmation, the Mid Candidature Review / Progress Review and the Pre-Submission Seminar / Final Review.
  • receiving and reviewing documentation submitted by the student as part of a milestone review.
  • provide constructive feedback on the quality of English expression, along with appropriate referral to support services if required.
  • providing advice on, and endorsing, changes to enrolment (including leave, study away etc.) in a timely way as well as supporting the student through the examination process.
  • provide guidance to the student regarding the selection of any optional coursework and/or professional development training activities that form part of PhD or Monash Doctoral programs.
  • help interpret and understand examiners' reports and how to meet examiners’ requirements.

5.2.5.4 Associate supervisor

  • An associate supervisor may be an academic staff member of Monash, an adjunct or affiliate, but should be of recognised standing in the relevant field of research and have completed the requisite Monash accreditation and training.
  • The role and contribution of the associate supervisor should be established early in the student’s enrolment in the degree, communicated to the student in accordance with section 5.2.5.3 above.

5.2.5.5 External supervisor

  • An external supervisor may be appointed to the student’s research project where they will make a specific contribution to the student’s research project. In some cases, an external supervisor will be appointed where the student is undertaking research as part of a research collaboration, including where a student may be partly or wholly based at premises not under the direct management of the University.
  • The role and contribution of the external supervisor should be established early in the student’s enrolment in the degree, communicated to the student in accordance with section 5.2.5.3 above.
  • Most arrangements for external supervision are made on the basis of mutual cooperation between individuals across institutions and organisations. Where payment to an external supervisor is deemed necessary, it must be made in accordance with the University's Vendor Payments Policy.

5.2.5.6 Establishment of timelines

The supervisors must be particularly sensitive to the need to ensure productive use of the student’s time, especially in the first year of enrolment. The student is encouraged to show initiative and self-motivation so that he/she will be able to pursue independent research with confidence in the final stages of enrolment. Supervisors should ensure that:

  • detailed advice is given on the necessary completion dates of successive stages of work so that progress milestones and the thesis may occur within the scheduled time and all coursework and/or professional development training requirements completed at appropriate stages of enrolment.
  • a schedule of regular contact (every two weeks for full-time students and at least monthly for part-time students) is established and maintained with the student. Meetings may include tools that allow real time interaction, such as telephone and Skype.
  • regular written work, interim reports or research results, including the final draft of the thesis, and details of completed professional development training activities are requested as appropriate and such work returned with constructive criticism, normally within two weeks for chapter-length drafts and as negotiated for longer pieces but normally within one month.

5.2.5.7 Regular advice on progress

  • The student is required to consult their supervisors when preparing for progress milestones. The main supervisor must endorse any reports prior to presentation and confirm the completion of any professional development training requirements.
  • Where the student appears at risk of not making satisfactory progress in their research, the main supervisor is expected to intervene to support the student.
  • Intervention may include (but is not limited to): encouraging the student to seek support from University services, including counselling; directing students to Monash English language support services; advice regarding taking a period of leave; transferring from full-time to part-time enrolment; withdrawal from the degree and applying for re-admission at some later point; considering applying to transfer to a research masters where considered appropriate and viable, etc.
  • Supervisors who think they may become obliged to recommend that a student be terminated because of unsatisfactory progress, must do so in accordance with the current Monash University (Academic Board) Regulations and relevant policy and supporting procedures.
  • Reports are made regularly as required on the student’s progress to the relevant bodies as appropriate, or as required.

5.2.5.8 Employment

The main supervisor must be satisfied that:

  • part-time work proposed by a full-time student to be undertaken during standard business hours (Monday to Friday, 9am to 5pm) will not interfere with the progress of the research program.
  • full or substantially full-time employment undertaken by a part-time student does not interfere with their capacity to meet the conditions of part-time enrolment as specified in Chapter 3.4 of the Handbook for Doctoral Degrees or Chapter 3.3 of the Handbook for Research Master’s Degrees.

5.2.5.9 Occupational Health and Safety

  • The main supervisor ensures that the student is appropriately trained in safe working practices relevant to the field of research and adheres to the University’s occupational health and safety policies.

5.2.5.10 Meetings and student’s involvement in academic unit activities

  • The student is encouraged to meet other researchers in the field and to attend meetings or conferences as appropriate.
  • The student plays a full and active role in the intellectual life of the academic unit. This is particularly important for part-time students and those whose major work is being conducted away from the academic unit, under external mode or in a joint project with a commercial, educational or partner organisation.
  • The student is made aware of any responsibilities to participate in peer review appropriate to the discipline, and assistance is given to develop relevant skills.
  • Arrangements are made, as appropriate, for students to make presentations of their research work at seminars of the academic unit / program and/or faculty.

5.2.5.11 Publication and co-authorship with students

  • The student is encouraged, where appropriate, to publish and disseminate the results of their research responsibly.
  • The student’s findings are accurate and reported appropriately.
  • The student is made aware that the works of others are cited accurately and appropriately.
  • The student is made aware that it is not acceptable to submit the same research findings to several publications, except in particular circumstances such as review articles, anthologies, collections and translations; and the student therefore takes reasonable steps to obtain permission from the original publisher before republishing research findings. Publication must include information on all sources of financial and in-kind support for the research and any potential conflicts of interest.
  • The student is made aware that publication of their research may not be unreasonably influenced or redirected by political, commercial or industrial factors and is aware of the nature and scope of confidentiality agreements and the extent to which any contractual arrangements may restrict, delay or limit publication (although not normally by more than 12 months).
  • Advice on formally communicating one’s research through the media is available
  • Agreement is reached with the student concerning authorship of publications and acknowledgment of contributions during and after candidature. There should be open and mutual recognition of the student’s and all supervisor’s contributions on all published work arising from the project. It should not be automatically assumed that a supervisor’s name or student’s name will appear on all such published work.
  • Research Training Program (RTP) students must ensure that in the acknowledgements section of their thesis that they acknowledge the Commonwealth’s contribution to the student’s research project.

Students and supervisors should refer to the following which are applicable to both students and supervisors: Section 4 (Publication and dissemination of research findings) of the Australian Code for the Responsible Conduct of Research;the University’s Research Outputs and Authorship Policy and Section 6.2.2 of this Handbook.

5.2.5.12 Thesis preparation and presentation

  • The thesis is properly presented and is worthy of examination.
  • The research and writing embodied in the thesis are that of the student except where due reference is made in the text.
  • Thesis work submitted must not contain any material which has been accepted for the award of any other degree or diploma in any university or other institution. The student must affirm that to the best of their knowledge the thesis contains no material previously published or written by another person, except where due reference is made in the text of the thesis.
  • Any assistance provided during the research phase, or any editorial assistance in the writing of the thesis, has been appropriately described and acknowledged
  • Where the thesis is based on conjointly published or unpublished work, both the extent and the nature of the contributions of the student and the co-authors are stated.
  • The thesis demonstrates the student’s capacity to carry out independent research.

5.2.5.13 Nomination of possible examiners

  • The main supervisor advises the head of the academic unit or delegate of the names of possible examiners, after consultation with the student.

5.2.5.14 Retention of data

  • Original data are recorded in a retrievable, confidential, durable and appropriately referenced form and stored safely for a period appropriate to the discipline. The period for most cases suggested in the Australian Code for the Responsible Conduct of Research is at least five years from the date of publication. However, for specific types of research, such as clinical trials, 15 years or more may be appropriate. For areas such as gene therapy or work that has community or heritage value, research data should be retained permanently.

5.2.6 (F) Responsibilities of the student

It is the responsibility of the student to maintain a professional relationship at all times with their supervisors and other University staff and in relation to the following protocol.

5.2.6.1 Regulations and guidelines

  • Be familiar with the Monash University Student Charter and its expectations of students.
  • Ensure that their enrolment details are correct and that they maintain their enrolment status..
  • Be familiar with, and adhere to, the Australian Code for the Responsible Practice of Research, this Code, and all policies and procedures for the conduct of research.
  • Be familiar with, and adhere to, the University’s policies and procedures as outlined in this Handbook and via the University’s policy bank.
  • Meet all conditions as specified on their letter of offer.
  • Undertake mandatory induction and research integrity training, any relevant activities, and/or program requirements as soon as practicable after commencing enrolment and by
  • Where enrolled full-time, devote at least 4 days each week between Monday to Friday inclusive and during normal business hours on each of those days, to the pursuit of their study program.
  • Where part-time, devote at least 2 days each week to their study program, where at least one of these days is between Monday and Friday inclusive, and during normal business hours on each of those days.

5.2.6.2 Adherence to ethical and research and academic integrity practices

  • Develop a personal ethos of appropriate research practices and conduct
  • Adhere to research practices prescribed by  the Australian Code for the Responsible Conduct of Research.
  • Comply with the University’s policies as they pertain to research, including academic and research integrity matters.
  • Follow ethical practices appropriate to the particular discipline and relevant profession, and as specified by the University’s ethics committees and policies on ethical human and animal research and biosafety and the ethics guidelines set by any relevant funding body.
  • Seek clarification and further information from the supervisor or other appropriate senior researcher on any aspect of research policy and conduct, as required.
  • When undertaking research as part of a joint project with a commercial, educational or industrial partner, observe the ethics guidelines and the occupational health and safety requirements of both the University and the partner organisation.
  • Prior to disseminating the results of the research by publication or other means, consult with, and obtain the agreement of, the main supervisor.
  • Ensure the research is not unreasonably influenced or redirected by political, commercial or industrial factors.

Refer to Section 5 (Publication and dissemination of research findings) of the Australian Code for the Responsible Practice of Research.

5.2.6.3 Use of resources and facilities

  • Use the resources, facilities and opportunities available in a timely and responsible manner to facilitate progress in the research project.
  • Acquire or improve the skills and knowledge required for completion of the research project.

5.2.6.4 Safe working practices

  • Adopt, at all times, safe working practices relevant to the field of research and adhere to the guidelines established by the University’s Occupational Health and Safety Policy Committee, and as adopted by the University Council.

5.2.6.5 Academic unit activities and meeting with other researchers

  • Contribute to the development of the intellectual community provided by the academic unit.
  • Be aware of opportunities for meeting other researchers in the field and attend seminars, meetings and conferences, as appropriate.

5.2.6.6 Meetings/communication with supervisors

  • Initiate discussions or communications with the supervisors on the type of guidance and comment considered most helpful, and agree to a schedule of meetings which will ensure regular contact
  • Notify supervisors of any planned leave or unexpected absences from the academic unit.
  • Negotiate planned leave with the supervisors and follow appropriate approval processes
  • Discuss with the supervisors or the Graduate Research Coordinator or Associate Dean (Graduate Research) any concerns regarding current supervision arrangements.
  • Advise supervisors or the Graduate Research Coordinator or Associate Dean (Graduate Research) of any intention to investigate new supervisory arrangements prior to approaching potential replacement supervisors.
  • Respond to all reasonable requests for regular written work, interim reports or research results, including the final draft of the thesis, submitting the requested work to the supervisor/s within two weeks for chapter-length drafts and by negotiation for longer pieces, normally no later than one month from the date of the request.
  • Provide details of completed professional development training activities as appropriate.

5.2.6.7 Meetings/communication with supervisors in the case of external enrolment

  • Negotiate with the supervisors an effective means of real-time communication and a schedule of on-campus attendance or equivalent research activities, such as attendance at a conference when a supervisor is also present, thus ensuring that the student is able to participate in the intellectual life of the academic unit.

5.2.6.8 Employment

  • Before accepting employment, consult with the main supervisor to ensure such work does not unduly impede the research work and that it complies with the University’s employment guidelines for graduate research students.

5.2.6.9 Student Complaints and Grievance procedures

  • Take the initiative in raising problems or difficulties and seeking solutions to these problems.
  • Be aware of the University’s complaints and grievance policy and procedures, but seek negotiated solutions to any problems before recourse to those procedures (see Chapter 8 of this handbook).

5.2.6.10 Documentation of progress

  • Document the progress of the research work and any professional development training activities as agreed with the supervisors, and present written or other material at agreed times including at milestones, according to general requirements laid out in Section 3.9 of this handbook as well as any faculty-specific requirements.
  • Undertake, in association with the supervisors, other reports as required.
  • It is the responsibility of the student, as well as the supervisors, to bring to the attention of Monash Graduate Education any significant problems that may have hindered the progress of the research.

5.2.6.11 Retention of data

  • Ensure that original data are recorded in a retrievable, durable and appropriately referenced form and stored securely and safely for a period appropriate to the discipline, but in any case at least five years from the date of publication. (Note, however, that for specific types of research such as clinical trials, 15 years or more may be appropriate.)

5.2.6.12 Examination

  • Prepare the thesis for examination, including arrangements for its production, proofreading and binding after consulting with the supervisor, as appropriate, regarding matters of style and presentation.
  • Ensure that the research has been conducted in accordance with ethical standards as prescribed by University policies and procedures, and the Australian Code for the Responsible Practice of Research.
  • Ensure the research and writing embodied in the thesis are the student’s own except where due reference is made in the text
  • Thesis work submitted must not contain any material which has been accepted for the award of any other degree or diploma in any university or other institution. The student must affirm that to the best of their knowledge the thesis contains no material previously published or written by another person, except where due reference is made in the text of the thesis.
  • Acknowledge and describe any assistance provided during the research phase or any editorial assistance in the writing of the thesis.
  • Where the thesis is based on conjointly published or unpublished work, state both the extent and the nature of the contributions of the student and the co-authors.
  • Submit the thesis for examination in a timely manner and in accordance with the University’s specified submission requirements.

5.2.6.13 Thesis archival

  • Be aware of the University's archival procedures and adhere to the University’s examination policy and procedures as outlined in Chapter 7 of both the Doctoral and Research Master’s Handbooks.
  • Students must ensure that prior to thesis archival, their thesis does not breach copyright laws, privacy laws or any other conditions relating to ethics clearance or culturally sensitive contact
  • If a student chooses to publish their thesis open access via the Monash University Research Repository the entire thesis will be available to the worldwide research community. If a student chooses to publish their thesis via restricted access other persons will only have access to the bibliographical details, title and abstract of the thesis. Access to the full text will only be made to authorised persons for non-commercial personal research purposes. All Thesis abstracts will soon be exposed through Google and other resource discovery mechanisms. Subject to embargo, the University retains the right to supply the thesis in whole or in part under Section 51 (2) of the Copyright Act for document delivery purposes.

5.2.7 (G) Conflicts of interest

Academic units/schools or programs, students and supervisors should be aware of potential conflicts of interest relating to research and to the student-supervisor relationship. Refer to Section 8 of the Australian Code for the Responsible Conduct of Research and to the University’s Conduct and Compliance Procedure - Conflict of Interest (including Conflict of Interest in Research).

The term ‘conflict of interest’ refers to a situation where a conflict arises for an individual between two competing interests, which are often, but not exclusively, interests of public duty versus private interests. Conflicts of interest may be reasonably perceived, potential or actual. Conflicts of interest can involve financial or non-financial interests of the staff member and the interests of a business partner or associate, family member, friend or person in, or has had a close personal relationship with the staff member.

Conflicts of interest in researchinclude an actual, perceived or potential conflict of interest which may compromise, or have the appearance of compromising, a person's ethical behaviour and professional judgment in the conduct and reporting of that research. It is critical that such conflicts are appropriately managed.. Failure to disclose a conflict of interest may result in disciplinary action.

Potential conflicts of interest may arise in relation to the following.

5.2.7.1 Affiliation/financial involvement related to the research project

  • Students and their supervisors must fully disclose to each other and their respective academic unit(s)/schools or programs any affiliation or financial involvement with any organisation sponsoring or providing financial support for a project undertaken by the student. Financial involvement includes direct financial interest, provision of benefits (such as travel and accommodation) and provision of materials or facilities.

5.2.7.2 Participation of student in submission of grant or funding application

  • Students and their supervisors are to ensure a student’s involvement in the preparation of a grant application does not impede progress in the research degree
  • Students are to be:
  • informed of the progress of the grant application and the outcome;
  • involved in negotiations which may include, for example, continued participation in a project where a chief investigator relocates elsewhere; and
  • informed of all key decisions with respect to the discharge of the obligations of a successful grant application.

5.2.7.3 A supervisor overseeing the employment of a student

  • Academic units/schools or programs must be aware that a conflict of interest may arise where a supervisor oversees the employment of their student as a staff member of the University, whether this be in a teaching or other capacity, and must have in place mechanisms to allow recourse for students in the event that such conflict interferes with the progress of the student’s research program.

5.2.7.4 Relationships between supervisors and students

5.2.7.5 Relationships between examiners, students and supervisors

  • Academic units/schools or programs must not nominate an examiner who is a relative or close associate (e.g. friend, spouse or business partner) of either the student or a supervisor/s, which could give rise to undue advantage or disadvantage to the student.

5.2.7.6 Academic decision making and awarding of financial and material assistance

  • A staff member will be prohibited from participating in academic decision making and assessment procedures (including the determination of a final result) for a relative or close associate, and from having involvement in the awarding of grants, scholarships and other forms of financial and material assistance to such persons.

5.2.7.7 Privileged relationships between supervisors

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