Candidature management system FAQs

Overview

What is the Candidature Management System?

The new Candidature Management System is an enhancement of the existing forms and processes that graduate researchers and staff use to review progress and make changes to candidature. These processes streamline and automate workflows for the required tasks.

What has changed?

All forms are online and are completed electronically. Advisory committee members (including your supervisors) that are involved in candidature change approvals and in progress reviews, complete their part of forms and their approvals online (Academic staff receive a weekly email digest of all upcoming reviews and reminders of request approvals required).

The Candidature Management System stores all data recorded (for example milestone dates, progress reviews and study away dates, enrolment terms and conditions accepted, and other forms) so you can access them later. The system automatically generates forms and emails based on milestone dates, and sends email notifications alerting graduate researchers of upcoming reviews and tasks that require action.

Email notifications provide links to the appropriate forms, so you do not have to search for them. They also provide more information about the tasks.

If you require a variation or change to your candidature, complete and submit the relevant online form to be approved by your supervisor. The form will be automatically forwarded to any other academic approvers as applicable.

The online forms for the Candidature Management System includes:

  • Change in project details including change of supervisor/advisory committee members, change of thesis title, change of department and change of field of research)
  • Change of study rate
  • Course conversion (transfers between research degrees)
  • Add or remove coursework subjects
  • Request to study away
  • Return from study away
  • Change of commencement date
  • Progress reviews including pre-confirmation and confirmation
  • Enrolment terms and conditions.

If you want to apply for a leave of absence or to withdraw from your degree, these forms are not available as part of the enhancements and you will be directed to my.unimelb to apply. You can find more information regarding these requests on the Graduate Research Hub.

Accessing online forms

QuestionAnswer

How do I make changes to my candidature?

Links to candidature variation forms can be found on the Graduate Research Hub, or via the student admin tab in my.unimelb.

Where and how do I access my progress review forms?

Emails about upcoming progress reviews are generated 12 weeks in advance of the expected milestone date. You will be able to access the progress review form by clicking the link in the email and logging into the system using your University account username and password.

Can I still view the forms that I have submitted?

Yes. You will receive an acknowledgement email with a form ID when you submit the form. You will be able to view the submitted form by clicking the link in the email and logging into the system using your University account username and password.

Alternatively, you can access my.unimelb and go to the student admin tab. From there, click the Graduate Research tab then ‘Graduate research forms portal’ and select the ‘Responses’ tab. You will then be able to view all submitted forms.

Can I save the form and go back later to complete and submit my form?

Yes you can. You will receive an acknowledgement email with a form ID when you submit the form. You will be able to view the submitted form by clicking the link in the email and logging into the system using your University account username and password.

Alternatively, you can access my.unimelb and go to the student admin tab. From there, click the graduate research tab then ‘Graduate research forms portal’ and select ‘Responses’ tab. You will then be able to view all submitted and in-progress forms. After identifying the form for editing, click the ‘View’ button to open the form and then edit to make updates. Note: Only forms with status ‘Yet to be submitted’ can be edited.

Once completed, click the ‘Save’ button. When you are ready to submit go

Go to Page 3, click on the ‘Submit for Processing’ button.

How do I know my online form has been submitted successfully?

When you have submitted the online form, you will see a form submission screen. You will also receive an acknowledgement email.

I have submitted the online form but realised I have submitted incorrect information in Page 2 Student Action, what should I do?

You should contact your local graduate research administrator with the form ID and form name, telling them that the information needs to be updated. You can find the form ID in the acknowledgement email you were sent after submitting the form.

Due to my current circumstances or because of limited internet access, I am not able to access and submit the online form. What should I do?

You should contact your local graduate research administrator, who will be able to offer an alternative arrangement or submit the online form on your behalf.

How do I attach files to my forms?

On page 2 of the form, where Student Action is required, there is an attachment section. To add an attachment, click on the orange ‘Add’ button, select ‘Add files’; ‘Add note’ or; ‘Add URL’.

Navigate to the location of the file on your computer to add file/s; Enter text in the Notes field to add notes or; Enter the URL address to add the URL.

Once selected, click on the OK button to attach. The attachment will appear in the list under ‘Attachments’.

Please take note of the information about attaching large files using Cloudstor on Page 2 of the form.

While uploading file for attachment, there was an error. What should I do?

As the system will only allow you to upload files up to a certain size, you may experience difficulties or delays when attempting to upload large files.

If you need to attach large files to your form submission, please consider using Cloudstor. Information on Cloudstor is on Page 2 of the form.

While submitting a form, there was error (e.g. Internal Server Error, Error code 500). What should I do?

If possible, please capture the screenshot (PC: Alt + Print Sc., Mac: Command-Shift-4) of the error message. Take note of the form name, form ID and the time of the error occurred then continue with one of the following actions:

  • Dismiss the error message pop-up by clicking OK and carry on with the form submission, or
  • Use the browser window to refresh the form and carry on with the form submission.

If neither of the above actions allows you to progress, contact Stop 1 for assistance and include the information captured in the screenshot.

My course details are incorrect on my forms. What should I do?

You should contact your local graduate research administrator for advice.

Progress reviews

QuestionAnswer

I have not received any notifications or forms for my upcoming progress review meeting. What should I do?

Emails about upcoming progress reviews are sent 12 weeks in advance of the expected milestone date. If your milestone date is less than 12 weeks away, please check your email, including the spam folder. If you are unable to find that email, you can:

  1. Login to my.unimelb.
  2. Navigate to the student admin tab.
  3. Under the graduate research tab, click on ‘graduate research Forms Portal’.
  4. Select ‘Responses’ tab, then find the form.

I have submitted a progress review form. Do I receive any acknowledgement or confirmation?

Yes, you will receive an acknowledgement email with your form ID after you submitted your form. You will also be able to view the submitted form by clicking the link in the email to log into the system using your University account username and password. When the form has been processed, you will also receive a confirmation email.

I’ve submitted my progress review form, what happens next?

The advisory committee chair, who is responsible for completing the progress review form, will complete the form during or after the progress review meeting.

If I can’t attend the date set for my review meeting, how do I change this?

Contact your local graduate research administrator, who will make arrangements to set up a new meeting date.

Supervisor information

QuestionAnswer

Will I still be able to easily find out who my principal and co-supervisors are?

Advisory committee members, including your supervisors, will be listed on each progress review or candidature variation form. If you are unsure if your information is up to date, log into my.unimelb and access the student admin tab. Under the graduate research tab you will be able to find your current supervisor and advisory committee members’ details.

Candidature variations

QuestionAnswer

I wish to change my thesis title/fields of research, but I can’t find the form for that.

The Graduate Research Hub change my project details webpage takes you to the form; or log into my.unimelb and access the student admin tab. Under the graduate research tab, select the ‘Change to project details or supervisors’ link and follow the instructions on this form.

I wish to change my department, but I can’t find the form for that.

The form is on the Graduate Research Hub change department webpage, or log in to my.unimelb and access the student admin tab. Under the graduate research tab, select the ‘Change to project details or supervisors’ link and follow the instructions on this form.

I wish to transfer to a PhD/another research degree, but I can’t find the form for that.

The form is found on the Graduate Research Hub transfer to another research degree webpage, or log in to my.unimelb via the student admin tab. Under the graduate research tab, select the ‘Request course conversion’ link and follow the instructions on this form.

I have submitted changes recently. However, in my progress review report form, my current candidature details were incorrect?

As your progress review form was generated 12 weeks in advance of the expected milestone date, the candidature information in the form is based on the information when the form was generated. Changes made after the form was created are not reflected in this form.

If you think your candidature details are incorrect or incomplete, please contact your local graduate research administrator.

I seem to have a list of forms not yet submitted that I do not need

Once you are inside the form, click on the ‘Edit button in the top right-hand corner

Locate and tick the ‘Cancel Form’ option at the top of page one of the form.

Click on the ‘Submit for Processing’ button in the top left-hand corner.

The status of the form record has now been updated to ‘Cancelled’. If you need assistance with leave of absence or withdrawal forms, please contact your local graduate research administrator.

I have submitted a form by mistake

You should contact your local graduate research administrator with the form ID and form name, telling them that the form was submitted by mistake and should be rejected.

How do I correct an online form once I've submitted it?

You should contact your local graduate research administrator with your student ID, the form ID and form name, telling them that the information needs to be updated. You can find the form ID in the acknowledgement email you were sent after submitting the form.

Further support

  • Student IT - if you have problems with your username or password
  • Stop 1- if you are having any technical issues with your form or submitting your request
  • Your local graduate research administrator - for policy advice and to discuss your options when making changes to your candidature. Your administrator also provides assistance with incorrect information on your record or in redirecting approvals if supervisors are away.