Student administration for supervisors
The Monash Graduate Research Office Operations Team is committed to support you, our supervisors, as much as our research students.
We have developed some tools and strategies to support you through the student lifecycle.
This portal details your graduate research supervision and accreditation details including:
- Current and completed students
- Your role & % load per student
- Student supervisory team (other supervisors & their %)
- Student milestone due dates
- Accreditation Dates
- Summary Report (downloadable)
Supervisors will be cc’d into all key communications, including:
- Automated email reminders to students for upcoming Milestone and Thesis Submission due dates
- Outcomes of applications to vary candidature
Getting your student started
Starting a graduate research degree can be quite involved for both applicants and supervisors. The following information can help guide you and your future students through the early stages.
Our Applying with us page is an important resource for both applicants and supervisors. Here applicants can check their eligibility, review faculty specific Expression of Interest (EOI) processes and find information on our many scholarships opportunities.
It is important to note that once your potential future student has been successful in obtaining an Offer of Admission, they will need to respond within strict timelines as indicated within their offer. It is also important to note that an Offer of Scholarship is not an automatic Offer of Admission.
Once your student has accepted their offer, they may have conditions that they need to meet before they can enrol. For all students however, there are number of steps that are required to undertaken to be able to start their enrolment. Our Enrolling with us page provides information on what is required.
Guiding your students’ research
Integral to effective supervision is being able to provide guidance and support to your students throughout their candidature. The following can assist you to manage your students’ progress.
We recommend maintaining a schedule of regular contact with your student, whether in person or remotely. Our advice would be every two weeks for full-time students and at least monthly for part-time.
A clear and detailed research timeline will assist your students to progress in a consistent and timely manner. We have created a template to support you and your student in setting these important deadlines and goals. If for any reason your students’ research is disrupted or is not progressing, you may wish to consider their candidature options (such as leave or extensions), or if necessary, communicate your concerns directly to the student using the resources available to you.
Milestones are designed to support and facilitate your student's progress towards thesis submission. Each milestone’s requirements are defined by your student's stage of research and may include conditions specific to their discipline. It is important as a supervisor to ensure that your students are prepared for these crucial opportunities for structured feedback.
Milestone dates are set at commencement for 12months (Confirmation), 24months (Progress Review) and 36 months (Final Review; PhD only) EFT. Students must complete the milestone within 2 months (EFT) of the due date. As a supervisor you should be aware of how your faculty/ academic unit manages milestones and the discipline specific requirements of the milestones.
Students (supervisors cc’d) will receive automated email reminders at 3 and 1 month before and 1 month post the milestone due date providing them with the following guide to preparing for the milestone. Scheduling of milestones can be challenging when attempting to ﬁnd a date that works for the student, supervisor and panel so encourage and support your student to plan ahead. Below are guidelines provided to students when preparing for their Milestones.
Student Guide to Preparing your Milestone
1. Schedule the Milestone
- Check with your supervisor and relevant academic unit staff on how Milestones are organised within your academic unit.
- Plan early as it can take some time to finalise a Milestone review panel and confirm a date and venue.
- You have up to two months (EFT) from the due date above to complete your milestone
2. Prepare for your Milestone
- As a minimum, a milestone includes an oral presentation, a written submission, and an interview, with written feedback to be provided to you.
- The requirements of each milestone are defined by your stage of research and your discipline. You should discuss these with your supervisor when planning your milestone. For guidance see
3. Initiate the Milestone
- Prepare your report and relevant documents to the panel using this form. Please speak to your academic unit to confirm the initiation process of your milestone review.
For further information around setting up your students' milestone meeting and further requirements, please contact your Faculty Graduate Research Office.
Preparing for your student's thesis examination
The lead up to thesis submission can be particularly stressful for our students. Below we have highlighted some activities that need to be considered before thesis submission to ensure this time runs as smooth as possible.
If you are a main supervisor, it is your responsibility to contact and nominate examiners for your student’s thesis. We recommend commencing this process 4-6 weeks prior to thesis submission. Please familiarise yourself with our examination pages where you can also find an examiner invitation template and guidelines.
All thesis submissions are lodged online. Once your student has completed their submission, you will be contacted to review their submission and input any additional relevant information (such as examiner details and the Monash Chair of Examiners). Note that your students submission is not considered final until you have completed and submitted your Supervisor Statement [link].
Examination generally takes around 8 weeks. Once all examiner reports are received, we will distribute these to you and your student. If there are any examiner recommendations, your student may amend their thesis with your support and guidance before resubmitting.
Our examination pages are an excellent resource for information regarding completion of a students degree.
Other ways to support your students
We are here to support you and your student as much as we can. Below are some other ways you can directly and indirectly support your students.
As you well know, undertaking a research degree can at times be stressful for our students. Monash offers a variety of wellbeing and support programs that you and your student may like to familiarise yourselves with.
Safer Community Unit (SCU) responds to reports and disclosures of concerning, threatening and inappropriate behaviour, and provides resources for staff to respond to any concerns you may have with a student's welfare. More information for staff can be found here.
There are a range of awards and grants your students may be eligible for during their candidature and following thesis submission. Note that for some of these awards your students are to apply, where others require you, as their supervisor, to nominate them.
Variations to a students candidature or scholarship are managed by the Monash Graduate Research Office and can be requested by your student online.