Candidature management system FAQs

Overview

What is the Candidature Management System?

The new Candidature Management System is an enhancement to the existing methods and forms that graduate researchers and staff use to review progress and make changes to students' candidatures. These processes are more streamlined through new online forms and automated workflow processes to manage the required tasks.

What has changed?

  • All forms involved in the process are found 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 you email notifications alerting you of upcoming reviews and tasks that require your 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, you are required to complete and submit an online form for approval by your supervisor and other academic approvers.
  • Online forms include:
    • Change of supervisor/advisory committee members
    • Course conversion (transfers between research degrees)
    • Request to study away
    • Return from study away
    • Change of commencement date
    • Change of thesis title or project details
    • Change of coursework subjects
    • Progress reviews
    • Pre-confirmation
    • Confirmation
    • Enrolment terms and conditions.

If you want to apply for leave of absence or withdraw from your degree, you will be directed to my.unimelb using the forms and approval methods currently used.

You can find more information on these requests and reviews on our Graduate Research Hub.

Accessing online forms

QuestionAnswer

How do I access the forms to submit change request 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 the 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 to log 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 to log into the system using your University account username and password.

Alternatively, you can login back into my.unimelb and access eStudent via the student admin tab. Under the Graduate Research tab, click on ‘Graduate research forms portal’, then select the ‘Responses’ tab. You will then be able to view 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 to log into the system using your University account username and password.

Alternatively, you can login back into my.unimelb and access the student admin tab. Under the graduate research tab, click on ‘Graduate research forms portal’, then select ‘Responses’ tab. You will then be able to view submitted forms

To go back to your progress review form or candidature variation forms (change request forms) via my.unimelb:

  1. Login back into 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.
  5. After identifying the form for editing, click ‘View’ button to open the form. Note: Only forms with status ‘Yet to be submitted’ can be edited.
  6. In the form, go to Page 2, click ‘Edit’ button to edit the form.
  7. Once completed, click the ‘Save’ button.
  8. 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. In some cases, the graduate research administrators can make a note and attach new information on your behalf. Otherwise they may arrange to cancel the form and advise you to re-submit a new form with the correct information.

For some circumstances or 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 forms where Student Action is required, there is an attachment section. To add an attachment, click on the orange ‘Add’ button to select to ‘Add files’; ‘Add note’ or; ‘Add URL’. Navigate to the location of the file 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’. Ensure that you read 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?

Please note that 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 online cloud storage.

  1. Upload large files to a cloud storage.
  2. In the form, go to the relevant 'Create Attachment' section.
  3. Use the 'Add URL' function to record the URL for the cloud storage address of the file(s).

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

  1. 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.
  2. If possible, carry out any of these 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.
  3. If none of the above actions was working, contact Stop 1 for assistance with your information collected in the above step 1.
My course details are incorrect on my forms. What should I do?You should contact your local graduate research administrator for further instruction.

Progress reviews

QuestionAnswer

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

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 access the email, you can contact your local graduate research administrator to confirm your future progress review dates.

I have submitted an online form for progress review or to request changes to my candidature. Do I receive any acknowledgement or confirmation notification?

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.

Who is responsible for completing the progress report form?

The advisory committee chair is responsible for completing the progress report form, during or after the progress 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, open the 'Change to project details' form to review the information included, or contact your local graduate research administrator.

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 eStudent via 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 eStudent via 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 he Graduate Research Hub transfer to another research degree wepage, 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 needYou 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.
I have submitted a form by mistake
  1. Click on the 'view' button in the top right-hand corner of the form you wish you cancel
  2. Once you are inside the form, click on the ‘Edit button in the top right-hand corner
  3. Locate and tick the ‘Cancel Form’ option at the top of page one of the form.
  4. Click on the ‘Submit for Processing’ button in the top left-hand corner.
  5. The status of the form record has now been updated to ‘Cancelled’.
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. In some cases, the graduate research administrator can make a note and attach new information on your behalf.

Otherwise they may arrange to cancel the form and advise you to re-submit a new form with the correct information.

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.