Candidature management system FAQs

Overview

What is the Candidature Management System?

The Graduate Candidature Management System is used by graduate researchers and staff to record progress and make changes to candidature.

The system automatically generates progress review forms based on milestone dates and sends email notifications alerting graduate researchers and their supervisors and advisory committee of upcoming reviews and tasks that require action.

If you require a variation (a change to your candidature) complete and submit the relevant form using the system and it will be automatically forwarded to the relevant academic staff member, or members, for approval.

    Some of the more frequently asked questions about the Graduate Candidature Management System can be found below.

  • 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 Graduate Research Forms Portal under Graduate Research tab in my.unimelb.

    I can’t find the forms to apply for a leave of absence or withdraw from my degree

    Please follow the links on the Graduate Research Hub if you want to apply for a leave of absence or to withdraw from your degree. These forms are also listed separately within the Graduate Research 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 Graduate Research tab then click the Graduate Research Forms Portal button and select the Responses tab. You will then be able to view all submitted forms.

    Can I download a copy of a submitted form?

    Yes. To download a PDF copy of a previously submitted form  , follow the instructions above to access a form you have submitted. Then, on the Responses tab highlight the form you would like to download, find and click the button with an arrow pointing down and a dropdown menu will appear with Download as an option. Click this and a PDF copy will be generated.

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

    Yes you can. Once you are ready to complete the form, you can access the Forms Portal from the Graduate Research tab of my.unimelb and you will find the form you started in the Responses tab. After identifying the form you want, click the View button to open it and then edit to make updates. Note: Only forms with status ‘Yet to be submitted’ can be edited.

    Once completed, click the Save button and then the Submit for Processing button (this might be on page 3 of the form).

    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.

    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 with a link to the submitted form.

    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.

    If you have large files or slow upload speeds, it may be better for you to save them to Cloudstor and enter the Cloudstor URL for the file on the form instead..

    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.

  • 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 Graduate Research tab and click on Graduate Research Forms Portal.
    3. Select the 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 submit 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 with a link back to the form for you to see the feedback entered by your advisory committee chair.

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

    Your 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?

    This is based on the faculty process for arranging meetings. Contact the staff member who confirmed with you in the first instance. If you have no response or have any difficulties, 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 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 under the graduate research tab, click the Change to Project Details or Supervisors button and follow the instructions on this form.

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

    The Graduate Research Hub change department webpage takes you to the form; or log into my.unimelb and under the graduate research tab, click the Change to Project Details or Supervisors button 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 into my.unimelb and under the graduate research tab, click the Change to Project Details or Supervisors button and follow the instructions on this form.

    I wish to apply for a leave of absence, but I can’t find the form for that.

    The Graduate Research Hub taking leave webpage takes you to the form, or you can log in to my.unimelb and under the graduate research tab, click the Leave of Absence button and follow the instructions on the form.

    I wish to withdraw from my course, but I can’t find the form for that.

    The Graduate Research Hub withdraw from my research degree webpage takes you to the form, or you can log in to my.unimelb and under the graduate research tab, click the Course Withdrawal button and follow the instructions on the form.

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

    Your progress review form captures the information at the time it is generated (12 weeks in advance of the expected milestone date). Therefore, changes made after the form was created will not automatically be reflected in this form.

    If the details on the form do not match those in my.unimelb on the Graduate Research tab, please navigate to the Student Personal Details section on page 1 of the progress form, click Edit then the checkbox next to ‘Refresh Candidature Details’ and save. This will update the details on the form to match those on your record.

    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 faculty administrators also provide assistance with incorrect information on your record or in redirecting approvals if supervisors are away.