Graduate Research Candidature Procedure

1. The purpose of our procedure

This procedure outlines the enrolment, management, progression, examination, and completion of graduate research candidature at Adelaide University. It gives effect to the Graduate Research Policy.

Please read this procedure in conjunction with our

• Graduate Research Policy
• Research Integrity Policy
• Graduate Research Admissions Procedure
• Graduate Research Supervision Procedure
• Student Complaints Resolution Procedure
• Grading Procedure
• Graduate Research Development Procedure
• Conferral and Graduation Procedure
• [Graduate Research Handbook]
• Joint PhD Award Program Procedure
• Support for Students Policy
• [Graduate Research Examination Protocol]
• [University’s Thesis Requirements]
• Open Access Procedure

2. Who our procedure applies to

This procedure applies to all prospective and current graduate research students, supervisors, and staff involved in the support, management or leadership of graduate research degree program

3. Our Graduate Research Candidature procedure

3.1 Admission

The selection and admission of prospective graduate research students to Adelaide University’s graduate research programs is governed our Graduate Research Admissions Procedure.

 

3.2. Credit for prior learning

The assessment of prior learning from another graduate research program or credit for relevant coursework undertaken at Adelaide University or other higher education providers (HEP) is goverened by our Graduate Research Admissions Procedure.

Applications for credit must be approved by the Adelaide University Graduate Research School (AUGRS) for the relevant adjustments to be made.

3.3 Enrolment

A person may be enrolled in a graduate research degree where it is verified that:

• the potential graduate research student and their topic are acceptable to the University and the School responsible for the supervision 
• a supervisory panel has been established in accordance with the Graduate Research Supervision Procedure
• suitable resources and facilities are available for the proposed research.

A graduate research student will not be enrolled until all conditions in their offer of admission have been met, including visa, scholarship and sponsorship conditions.

Initial enrolment is completed online, with graduate research students providing current information and agreeing to abide by our policies and procedures.

Ongoing enrolment and continuation of any scholarship payments is subject to satisfactory progress and completion of required milestones.

Unless permitted by the Pro Vice-Chancellor Graduate Research Training (PVC GRT) or delegate, a graduate research student may not enrol concurrently in another academic program.

Graduate research students may enrol as either full-time or half-time. No other fractions are permitted.

3.4 Remote candidature

Graduate research students may enrol remotely on academic grounds, where the relevant School can ensure appropriate external supervision and facilities as approved by the PVC GRT or delegate.

Unless otherwise exempted, a remote graduate research student will be required to complete periods of residence with Adelaide University, to be determined by the University in consultation with the relevant School.

Subject to any relevant exemptions approved by the PVC GRT or delegate, remote graduate research students must undertake candidature in an internal attendance mode until the Initial Review progress milestone has been completed.

A remote graduate research student may convert to an internal mode of attendance at any time, subject to the standard conditions.

Remote graduate research students are subject to an annual Minor Review.

3.5 Joint PhD candidature

Graduate research students may enrol in a joint PhD where formal agreement between Adelaide University and another institution for a jointly awarded degree exists in accordance with the Joint PhD Award Program Procedure.

Graduate research students enrolled in a jointly awarded degree may be subject to specific rules and conditions as set out in the appropriate agreement between Adelaide University and the partner institution.

3.6 Duration of candidature

3.6.1 Doctor of Philosophy (PhD)

Except in circumstances approved by the PVC GRT or delegate, the degree must be completed and the thesis submitted:

• in the case of a full-time graduate research student, not less than two years and not more than four years from the date of commencement of candidature 
• in the case of a half-time graduate research student, not less than four years and not more than eight years from the date of commencement of candidature
• in the case of a graduate research student granted credit for enrolment in a previous research program, the candidature will normally expire
  • in the case of a full-time graduate research student, not less than one year and not more than four years from the date the graduate research student commenced in the previous program
  • in the case of a half-time graduate research student, not less than two years and not more than eight years from the date the graduate research student commenced in the previous program.

3.6.2 Master of Philosophy (MPhil)

Except in circumstances approved by the PVC GRT or delegate, the degree must be completed and the thesis submitted:

• in the case of a full-time graduate research student, not less than one year and not more than two years from the date of commencement of candidature 
• in the case of a half-time graduate research student, not less than two years and not more than four years from the date of commencement of candidature
• in the case of a graduate research student granted credit for enrolment in a previous research program, the candidature will normally expire
  • in the case of a full-time graduate research student, not less than six months and not more than two years from the date the graduate research student commenced in the previous program
  • in the case of a half-time graduate research student, not less than one year and not more than four years from the date the graduate research student commenced in the previous program.

3.6.3 Master of Research (MRes)

Except in circumstances approved by the PVC GRT or delegate, the degree must be completed and the thesis submitted:

• in the case of a full-time graduate research student, not less than nine months (research component) and not more than 1.5 years in total from the date of commencement of candidature 
• in the case of a half-time graduate research student, not less than 18 months (research component) and not more than three years in total from the date of commencement of candidature.

3.7 Degree requirements

Graduate research students must pursue an approved program of study under the direction of Adelaide University and under the general guidance of supervisors appointed by the University. They must abide by the Australian Code for the Responsible Conduct of Research and associated Adelaide University policies and procedures.

During candidature, graduate research students must:

• complete all milestones and progress reviews
• satisfy all applicable Graduate Research Innovation and Training (GRIT) professional development program requirements
• undertake timely thesis preparation, submission and examination in accordance with relevant protocols and guidelines. 

All research presented in the thesis (including any publications) must have been undertaken during the period of candidature.

Irrespective of the format of the thesis, its content, in part or in total, must not have been accepted for any other degree at Adelaide University or another academic institution. 

Graduate research students may engage with industry or other external partners, participate in approved internships, or experience entrepreneurial activities during their program, in accordance with the [Graduate Research Handbook].

3.8 Academic progress reviews

Each graduate research student must complete a Candidature Agreement and associated milestones, with timing and content as specified in the [Graduate Research Handbook].

Progress Reviews will normally include:

• the Initial Review (PhD, MPhil, MRes)
• the Confirmation of Candidature Review (PhD, MPhil)
• Mid-Candidature Reviews (PhD) 
• Minor reviews of progress (remote graduate research students only)
• Ad-hoc reviews of progress (if applicable)
• the Completion Review (PhD, MPhil)

Graduate research students, whose provisional candidature is extended following a Confirmation of Candidature Review (for up to six months in total), will undergo a further review at the end of that period.

Milestones may be added or adjusted as required by the AUGRS.

3.9 Study away from Adelaide University

The University may, on the recommendation of the relevant School, permit a graduate research student to attend conferences, undertake fieldwork, research or study towards the research degree while located outside the University for a limited period of time, not normally exceeding a total of 12 months (PhD and MPhil) or three months (MRes).

3.10 Leave of absence

Where permitted, graduate research students whose work is interrupted for a period of time may be granted cumulative leave of up to 12 months full-time equivalent (FTE). If leave is approved by the AUGRS, the duration of candidature will be adjusted according to the length of the approved leave. 

In accordance with regulatory requirements, international graduate research student visa holders may only take leave on the grounds of compassionate and compelling circumstances. This may result in the cancellation or amendment of theirConfirmation of Enrolment (CoE), which may affect their student visa and the time available to complete the graduate research program.

Except in exceptional circumstances, graduate research students may not take leave:

• during the first six months of candidature
• during the three months immediately prior to their candidature expiry date
• during an extension of candidature
• during a candidature that has been reactivated for 12 months, following determination by the University that the graduate research student be not awarded the degree but be permitted to re-submit the thesis in a revised form.

In exceptional circumstances, the University may grant cumulative leave exceeding 12 months FTE. Where such leave is granted, the University will attempt to ensure, but cannot guarantee, that appropriate supervision and resources will be available when the graduate research student returns from leave.

In some fields of study, time plays a critical role in the currency of the research. Where the project is no longer considered current following leave, the University may be unable to provide appropriate supervision or accommodate amendments to the research project. In such cases, continuation of candidature may not be possible and the following outcomes may apply:

• withdrawal by the graduate research student
• termination of candidature by the University.

A graduate research student granted leave must inform the AUGRS in writing of resumption of candidature within one week of the approved date of return.

A graduate research student, seeking to extend a period of leave, must apply in writing  at least one week before the originally approved date of return.

3.11 Withdrawal from candidature

Graduate research students may withdraw from candidature at any time. 

In exceptional circumstances, candidature may be reinstated, subject to the approval of the Dean of School, the ongoing availability of appropriate supervision and resources, the continuing currency of the research undertaken prior to withdrawal and the currency of the research skills of the graduate research student. Where an international graduate research student visa holder withdraws from their program, their CoE will be cancelled which may affect their student visa.

3.12 Suspension of candidature

Candidature may be suspended for failure to comply with any formal requirement of candidature, including:

• failing to abide by the University’s policies and procedures
• failing to undertake a required progress review by the due date or extended due date
• failing to accept reasonable offers of supervision facilitated by the University
• taking leave without prior approval
• failing to return from leave on the agreed date
• failing to notify the AUGRS of return from leave within one week of return
• non-payment of University fees and charges.

Reinstatement of candidature requires the approval of the Dean of School where:

• the grounds for suspension have been addressed as specified in the [Graduate Research Handbook]
• the research undertaken prior to suspension remains current
• appropriate supervision and resources are available to support the reinstated candidature.

3.13 Termination of candidature

The University may review a graduate research student’s progress at any time during their candidature. If the progress is deemed unsatisfactory, the University may terminate the candidature.

The University may also terminate the candidature following a 12-month period of suspension for any breach of formal candidature requirements outlined above.

Candidature may be terminated when the University, at its sole discretion, reserves the right to decline to appoint a supervisor where to do so would not be appropriate. Without limiting this discretion the University may consider the following in making a determination: supervisory eligibility and capacity, the quality of the research project and compliance with the University’s policies and procedures.

A terminated candidature may only be reinstated following a successful appeal as per the Student Complaints Resolution Procedure.

3.14 Extension of candidature

Graduate research students may be granted one extension of candidature beyond the maximum period specified in the duration of candidature. The maximum allowable extension is:

PhD students are eligible for a maximum extension of 12 months FTE.  

MPhil students are eligible for a maximum extension of 6 months FTE.  

MRes students are eligible for a maximum extension of 3 months FTE.  

3.15 Completion of thesis outside University

Graduate research students who have completed the minimum candidature time, who have completed their research and whose progress is sufficiently advanced may be granted permission by the AUGRS to complete the writing up of the thesis outside the University. If such permission is granted the graduate research student will be allowed either 12 months or until the end of candidature, whichever is the lesser, to submit the thesis. 

3.16 Lapsed candidature

Candidature will be deemed to have lapsed on the expiry date if the graduate research student has not submitted their thesis for examination.

A candidature that has lapsed for no more than 12 months may be resumed for the purpose of thesis submission. If the completed thesis has not departed from the initial field of study being pursued before the candidature lapsed, and is subsequently submitted to the AUGRS, the thesis will only be accepted for examination if the relevant School certifies that it is satisfactory.

Approval by the PVC GRT is required to resume a lapsed candidature under any other conditions. In such cases, the examination of the thesis will be subject to existing policies and procedures for the year of submission of the thesis.

3.17 Intention to submit thesis

Graduate research students must notify the AUGRS approximately three months before they expect to submit their thesis. 

3.18 Submission and examination of the thesis

On completion of the approved program of study, graduate research students must submit a thesis for examination in accordance with the [University’s Thesis Requirements].  

The University recognises that a thesis may be prepared in a variety of formats influenced by the discipline or field of study. Approved thesis formats are:

• a conventional original research-focussed thesis
• a thesis comprising a combination of conventional chapters and peer-reviewed or draft research publications, with an option to include some research-focussed professional outputs, integrated with introductory, linking and concluding text that provides a coherent view of the context, methodology, originality and significance of the outputs
• a major original creative work accompanied by an exegesis.

The thesis must include a statement of the potential or actual social, cultural, environmental, or economic impact of their research. 

The Principal Supervisor and Dean of School (or delegate) will certify that the thesis is worthy of examination.

Examiners will assess whether the graduate research student has produced a thesis according to the degree requirements and the criteria outlined in the [Graduate Research Examination Protocol].

3.19 Appointment of examiners

Graduate research students will have the right, prior to the commencement of the examination process, to identify people they do not wish to examine their thesis. Any such objections should be on academic grounds only and submitted to the AUGRS, at the same time as the notification of intention to submit. Such objections do not serve as a veto.

The University will appoint two independent examiners, who are external to the University for a PhD or MPhil thesis taking into account any objections raised by the graduate research student and the recommendations of the Dean of the School (or delegate). Examiners for an MRes may be internal to the University but must be independent of the research. Examiners should be free from any conflict of interest. 

A graduate research student’s supervisors are not eligible to act as examiners.

Following consideration of the examiners’ reports, the University may appoint a third independent examiner or an independent adjudicator.

3.20 Examination results

Each examiner must submit an independent written report on the thesis and make a recommendation. An oral examination will normally follow receipt of the reports to determine the final outcome for the PhD and MPhil. If one or both examiners do not recommend awarding the degree the oral examination may not proceed and the PVC GRT, and the [Graduate Research Student Matters Sub-Committee] where relevant, will determine next steps.

Following the examination the Adelaide University will determine that:

• the graduate research student is awarded the degree unconditionally
• the graduate research student is awarded the degree subject to the amendments specified in the examiners' reports
• the graduate research student is not awarded the degree but be permitted to re-submit the thesis for re-examination
• the graduate research student is not awarded the degree.

In the case of a thesis presented for re-examination, the thesis, as far as possible, will be assessed by the original examiners.

A thesis presented for re-examination will not be submitted for further re-examination.

3.21 Graduate Research Program grading

3.21.1 Determining grades

Grades for MRes courses are recommended by course coordinators (for coursework components). Examiners of an MRes will recommend a mark for the thesis. Examiners of an MPhil will recommend a mark range.

PhD and MPhil program outcomes are determined by the relevant thesis examiners and oral examination committee. 

3.21.2 Approving grades

Grades for MRes core and elective courses will be reviewed and approved by the [Adelaide University Graduate Research Programs Committee] or [Dean of Research Programs] at the conclusion of each course. Discipline-specific elective courses completed as part of the MRes will be reviewed and approved by the relevant [committee] in accordance with the Grading Procedure. 

The grade of the MRes research component will be approved by the [Adelaide University Graduate Research Programs Committee] or [Dean of Research Programs]. 

The overall MRes program grade will be calculated for completed MRes programs as a Weighted Average Mark (WAM) using the grading scheme in section 3.21.4 below.

Once finalised grades may only be altered with the approval of the PVC GRT, on advice from the [Course Coordinator]. 

3.21.3 Communicating grades

The AUGRS is responsible for ensuring that finalised MRes and MPhil Research Program grades are made available in the student portal. 

Final PhD outcomes will be communicated to candidates via written correspondence. 

Course grades within the MRes may also be published on the [Learning Management System].

Finalised research program outcomes must not be released by any other means.

3.21.4 Grading schemes

Master of Research

Graduates will be graded using a WAM. The WAM is calculated for the courses and thesis completed by a graduate research student in their program.

The MRes grading scheme is below: 

MResWAM	Program Grade	Notation*	Descriptor
90-100	First Class, Division A	MR1A	Outstanding performance across the learning outcomes
80-89	First Class, Division B	MR1B	Excellent performance across the learning outcomes
70-79	Second Class, Division A	MR2A	Very Good performance across the learning outcomes
60-69	Second Class, Division B	MR2B	Good performance across the learning outcomes
50-59	Third Class	MR3	Satisfactory performance across the learning outcomes
49 or below	Fail	Fail (or MRF)	Unsatisfactory performance on a number of learning outcomes, possibly including failure to meet specified assessment requirements

 

Graduate Research students must pass both coursework and research components of the program and achieve a GPA of 4/WAM of >50 to qualify for the award of MRes. Graduate Research students who pass all components of the MRes program but achieve a WAM of 45-49 will be provided with the opportunity to complete an oral examination to improve their WAM to a maximum of 50. Progress will be monitored throughout the candidature. Where a Graduate Research student does not achieve the minimum GPA/WAM to be awarded the MRes, prior or following an oral examination, they may be awarded a Graduate Certificate where they meet the conditions for that award.

Doctor of Philosophy and Master of Philosophy

The grading scheme for these programs will either be awarded (i.e. non-graded pass) or not awarded (i.e. fail).

3.21.5 Notations

The notations for graduate research are as follows: 

Notation	Description
In Progress	Candidature is ongoing.
Discontinued	Candidature expired before thesis submission.
Suspended	Candidature paused by Adelaide University. Reinstatement may be permitted.
Withdrawn	Candidature ended by student. Reinstatement may be permitted.
Terminated	Candidature ended by Adelaide University.
Pass	Following examination, degree awarded.
Fail	Following examination, degree not awarded.

3.21.6 Student appeals against grades

Disputes about grades will be resolved in accordance with the Student Complaints Resolution Procedure.

3.22 Thesis amendments following examination

The time limits for revision of the thesis are:

• four weeks if the examination outcome is to award the degree 
• six weeks if the examination outcome is to award the degree subject to the amendments specified in the examiners' reports
• six months if the examination outcome is not to award the degree but to permit resubmission of the thesis in a revised form.

Graduate research students who require additional time to complete revisions must apply to the PVC GRT for approval, providing reasons for the request. The application must be endorsed by the principal supervisor and/or the Dean of School (or delegate). Graduate research students who do not submit their thesis within the above or extended timeframe will receive a fail grade.

3.23 Completion Requirements

The thesis and any other material contributing to the awarding of the degree will be deposited by the AUGRS in the Adelaide University Library or elsewhere as determined by the University. Unless otherwise determined by the University, the thesis will be made publicly available as required by the Adelaide University Open Access Procedure. 

Graduate research students must complete an exit survey and submit an abstract as per the [Graduate Research Handbook].

3.24 Availability of thesis

Graduate research students who do not wish to allow the thesis to be publicly accessible can make an application to the AUGRS prior to the submission of the thesis for examination. 

3.25 Examination Outcomes 

Graduate research students who have satisfied the requirements for any award of  Adelaide University will be conferred with the award and receive the appropriate documentation in accordance with the Conferral and Graduation Procedure. This includes processes relating to posthumous award and the revoking of awards. 

4. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Graduate research program means a program at doctoral or master level which comprises two-thirds or more of its assessable content by research.

Graduate research student means a student enrolled in a graduate research program, such as the Doctor of Philosophy, Master of Philosophy or Master of Research. It does not include coursework programs with a research component, such as Honours.

Suspended means the cancellation of enrolment of a student of Adelaide University or a Legacy University and the discontinuation for a specified time of all rights and privileges as a student of Adelaide University, including the right to re-enrol as a student, and the right to enter or to be on Adelaide University grounds or premises.

Terminated means the cancellation of enrolment of a Graduate Research student of Adelaide University or a Legacy University and the discontinuation of all rights and privileges as a student of Adelaide University, including the right to re-enrol as a student, and the right to enter or to be on Adelaide University grounds or premises.

5. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

Parent policy	Graduate Research Policy
Policy category	Academic
Approving authority	co-Vice Chancellors/Vice Chancellor and President
Policy owner	Deputy Vice Chancellor- Research and Innovation
Responsible officer	PVC Graduate Research Training
Effective from	24 September 2025
Review date	[3/4/5 years after date this version is approved, TBC]
Enquiries	Interim Central Policy Unit/[Central Policy Unit] staff.policy.enquiries@adelaideuni.edu.au
Replaced documents	Interim Graduate Research Grading Procedure

6.   Legislation and other documents related to our procedure

Category	Documents
Associated procedures	Graduate Research Admissions Procedure
	Graduate Research Development Procedure
	Graduate Research Supervision Procedure
	Student Complaints Resolution Procedure
	Grading Procedure
	Conferral and Graduation Procedure
	Joint PhD Award Program Procedure
	[Graduate Research Examination Protocol]
	[University’s Thesis Requirements]
	[Graduate Research Handbook]
	Open Access Procedure
Related policy documents	Graduate Research Policy
	Student Support Policy
	Research Integrity Policy
Referenced legislation	Adelaide University Act 2023
	Higher Education Standards Framework (Threshold Standards) 2021 HESF Domain 4.1 Research HESF Domain 4.2 Research Training
	National Code of Practice for Providers of Education and Training to Overseas Students 2018
	Australian Code for the Responsible Conduct of Research

 

 

7. History of changes 

Date approved	To section/clauses	Description of change
24 September 2025	N/A	New procedure

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.