Graduate Research Training Policy FAQs

The Supervisor Eligibility and Registration Policy (MPF1322) has been rescinded, and the content merged into the updated Graduate Research Training Policy (MPF1321) to streamline guidance and make it easier to navigate.

The policy will be available on the Melbourne Policy Library from January 2025. The new accompanying processes will also be available from January 2025.

The Graduate Research Hub should be your first point for information about processes and recent changes. If you still need help, contact your faculty Graduate Research team.

Detailed guidance and support material will be made available on the Graduate Research Hub and Staff Hub in the lead-up to 1 January 2025.

Current supervision arrangements will remain in place until the candidate completes. However, new supervisory teams and any changes to supervision from 1 January 2025 must meet the new requirements on percentages.

If a supervisor wishes to take on more than ten candidates, they can submit a request to their dean (or associate dean graduate research or equivalent, on dean’s delegation). In this request, supervisors must provide evidence of capacity to support additional candidates effectively. The dean’s approval must be communicated to faculty graduate research teams before supervisors can be added to a candidate’s record.

If a candidate requests a change in supervision, the online form will be sent to the advisory committee chair to endorse, instead of the current principal supervisor. This is to ensure that the candidate’s is considered with impartiality.

For theses submitted from 1 January 2025 onwards, candidates must demonstrate a substantial contribution to any publication incorporated in the thesis and clearly state their specific role in the work.

The current requirement, which mandates responsibility for more than 50 per cent of the work, will no longer apply. However, for theses submitted in 2024, the current policy remains in effect.

No, the new policy emphasises the candidate's substantial contribution in line with the University’s Authorship Policy rather than requiring them to write the first draft.

A clear statement must be included in the preface of the thesis detailing the candidate’s specific contributions to the publication. In January 2025, the Graduate Research Hub will contain updated instructions regarding the preparation of theses.

Yes, you can include published material or material in progress towards publication in your thesis, under the following conditions:

• Substantial Contribution: The work must have been undertaken during your candidature, and you must have made a substantial contribution to it, as defined in the University’s Authorship Policy (MPF1181).
• Consent from Supervisors: Both the coordinating author and your principal supervisor must consent to the inclusion and confirm that the requirements for substantial contribution have been met.
• Third-Party Agreements: The publication must not be subject to any third-party obligations or contractual agreements that would restrict its inclusion in your thesis.

If more than one candidate meets the criteria as a major co-author, each candidate may incorporate the publication, or sections of it, into their respective theses.

When including co-authored publications in your thesis, the preface must:

• Describe contributions: Provide a detailed description of your contributions to any co-authored publications, draft publications or publications in submission. This should include identifying any components that are solely your work.
• Locate incorporations: Indicate the sections in the thesis where content from a publication is incorporated. For example, ‘Text on pages XX is adapted from [publication name]’ or ‘Chapter YY is adapted from [publication name]’.

Note: These publications, drafts or submissions should not be listed in the bibliography of your thesis.

Specifically, the emphasis is on meeting qualitative criteria rather than a quantitative percentage like 'more than 50 per cent.'

Under Section 5.2 of the Authorship Policy, substantial contribution is not measured by volume or percentage of work. Instead, it requires meeting at least two of the five authorship criteria, which are:

1. Conception and design of the project or research.
2. Acquisition of research data where it involves significant intellectual input.
3. Analysis and interpretation of the research data.
4. Drafting significant parts of the research output or critically revising it to enhance interpretation.
5. Responsibility for the final approval of the work to be published.

If the graduate researcher meets at least two of these criteria, they qualify as having made a substantial contribution. In the preface they need to explain how they have met the criteria by setting out the specifics of their contribution.

The revised thesis embargo options will come into effect in 22 January 2025. After this date, new guidelines for Open Access, embargo durations and Full Embargo criteria will apply to all thesis submissions.

Please outline the reasons why you believe a Full Embargo is necessary and include and supporting documentation.

Yes, many publishers now permit articles derived from openly accessible theses. Open Access or an External Embargo generally aligns with most future publishing needs. Specific publisher requirements can be found on the University’s Open Scholarship page.

A Full Embargo is generally not necessary to publish work from a thesis. Many publishers accept articles from theses under Open Access or an External Embargo, reducing the need for restricted access. Check the University’s Open Scholarship page or consult publisher policies for more information.

The standard embargo period is two years. Extensions beyond this period are approved only in exceptional cases by the Pro Vice-Chancellor for graduate research.

For theses funded by grants with specific embargo requirements (ARC funding, which may require a one-year embargo), principal supervisors must provide grant information during thesis approval to meet compliance standards. This information will appear in the Minerva Access metadata.

At first, the chair acts as an impartial mediator to help resolve conflicts and ensure that the candidate’s progress is not hindered. If mediation is not successful, the chair must provide guidance on appropriate escalations if the candidate chooses to take further action.

A conflict of interest occurs when a staff member’s or affiliate’s private interests, relationships, or activities conflict with, could reasonably be perceived to conflict with, or have the potential to conflict with, their obligations to the University. This includes situations where personal, financial, or professional interests may compromise or appear to compromise their ability to act impartially or in the best interests of the University.

If you suspect a conflict of interest, promptly report it to your advisory committee chair, head of department, or faculty graduate research coordinator. Supervisors and staff are encouraged to seek advice from their Graduate Research Administrator (GRA) or Research Integrity Advisor (RIA) to determine appropriate actions. Reporting concerns in a timely manner helps ensure conflicts are disclosed, managed, and resolved in accordance with the University's Managing Conflicts of Interest Policy (MPF1366).

Yes, a conflict of interest can arise if supervisors on an advisory committee have personal, professional, financial, or other relationships that could compromise their ability to provide fair, independent, and impartial advice or decision-making. Any actual, potential, or perceived conflicts must be disclosed promptly in accordance with the Managing Conflicts of Interest Policy (MPF1366). These conflicts should be appropriately managed to ensure the integrity of the advisory process and the best interests of the graduate researcher are upheld.

Conflicts of interest in collaborative research must be identified and disclosed during the planning stages of the project. Supervisors are responsible for ensuring that any conflicts do not compromise their ability to act impartially, protect the rights of all contributors, and uphold the academic freedom of graduate researchers.

Once a conflict of interest is disclosed, it is assessed by the head of department or their delegate to determine the nature and extent of the conflict. Appropriate management strategies are used to address the conflict while maintaining the integrity of the supervisory and research process. These strategies may include reassigning specific responsibilities, such as supervision or approvals, reconstituting the advisory committee to remove any potentially conflicted members or to add independent members, or establishing monitoring mechanisms to ensure impartiality and fairness. The process is guided by the principles outlined in the Managing Conflicts of Interest Policy (MPF1366) to safeguard the interests of all parties and uphold the University's standards of integrity.

Failing to disclose a conflict of interest constitutes a breach of the University’s Managing Conflicts of Interest Policy (MPF1366) and may also infringe the Research Integrity and Misconduct Policy (MPF1318). For supervisors or staff, this can result in disciplinary action, as non-disclosure undermines the integrity and transparency expected in University activities. For graduate researchers, failure to disclose may affect academic progress, research compliance, or the validity of research outcomes. Timely disclosure and appropriate management of conflicts are critical to upholding the University's commitment to fairness, impartiality, and ethical standards in research and supervision.

Essential training, including Research Integrity Online Training (RIOT) and Preventing Sexual Misconduct training, must be completed within the first six months of candidature to assist candidates in navigating research responsibilities with confidence. Both RIOT and Preventing Sexual Misconduct training are accessible through TrainME.

Yes, if you submit your thesis in early 2025, you may use the 2024 structure, format and form requirements. The University will still accept theses that follow the guidelines and forms from 2024 in the first months of 2025.

Please ensure you have completed all necessary 2024 forms, such as authorship declarations, since the 2025 forms may not be available in time. For further questions, please contact your faculty graduate research administrator or check the Graduate Research Hub for the latest updates.

No, a physical signature is no longer required on the thesis declaration page. However, the declaration itself must still be included in the thesis preliminaries. This declaration should confirm that:

• The thesis comprises only original work toward the specific award, except where otherwise indicated in the preface.
• Due acknowledgement is made in the text to all other materials used.
• The thesis does not exceed the maximum word limit or meets an approved word count, excluding tables, maps, bibliographies and appendices.
• Where applicable, the thesis reflects the agreed breakdown of dissertation and creative outputs, as confirmed by the advisory committee.

By using the electronic submission system, you are acknowledging these declarations without needing a physical signature.

The thesis, including any appendices, should not contain signatures of the candidate or any other person.

The viva is an oral examination where doctoral degree (research) candidates present and discuss their research with a panel of two external examiners. This interactive session provides an opportunity for candidates to demonstrate their knowledge, defend their theoretical framework, methodology and findings, and actively engage in an academic discussion about their research with two world experts in the field.

The viva is compulsory for all doctoral candidates who commence on or after 1 January 2025.  The oral examination is an integral component of the final assessment for candidates, ensuring that they meet academic and research standards. From late 2025, current candidates will be able to opt for examination by viva.

Yes, a thesis is still a fundamental requirement for completing a doctoral degree. The viva oral examination complements the thesis by providing an opportunity for you to present and discuss your research in depth with examiners. The thesis remains the primary piece of scholarly work submitted for examination and should meet the University's academic and research standards as outlined in the Graduate Research Training Policy. The viva enables examiners to validate the originality, integrity, and significance of the work presented in the thesis while assessing your understanding and ability to engage in academic dialogue.

No, the viva is not a requirement for candidates enrolled in a Master of Philosophy (MPhil) or Masters by Research degree. It is only applicable to doctoral candidates.

The completion seminar is a formative process, where you will present your work, celebrate your achievements to date and receive constructive feedback on how to improve your thesis before submission.

The viva examination is the final summative assessment and discussion of your thesis.

Preparation for the viva should begin early in your candidature. While the viva focuses on your final thesis, preparation involves more than knowing the content; it includes learning how to explain and defend research orally as well as in writing. Regular presentation to peers, supervisors, and academic audiences throughout your candidature can help you develop the skills and confidence needed for the viva.

Preparing for the viva involves reviewing your thesis thoroughly and practicing articulating your ideas clearly. Focus on understanding the context, significance, and limitations of your research. Some students find mock examinations or practicing with peers helpful for building confidence. During 2025 a range of formal and informal opportunities for viva preparation will be announced.

Yes, supervisors are an essential part of your preparation. Throughout your candidature, they should be encouraging you to articulate your ideas orally as well as in writing, and to engage in academic debate. At the end of your candidature, supervisors will provide feedback on your thesis and arrange practice viva sessions to simulate the examination environment.

At the beginning of the viva, you will have the opportunity to provide a brief verbal overview of your thesis (up to 10 minutes). Following this, the examiners will engage with you in a discussion about your research. Questions may, for example, focus on clarifying your research choices, exploring your findings, and assessing your understanding of and ability to critique relevant literature. The viva is a formal academic dialogue but also an opportunity to receive constructive feedback, discuss your research with external experts, and showcase your expertise. Remember that the examiners have invested considerable time reading your thesis and - as experts in the field – they are likely to be excited by your research. The viva is a great opportunity for you all to discuss and debate these shared interests.

The oral examination typically lasts between 1 and 2 hours, although the duration may vary depending on the depth and flow of discussion. A longer viva is often a positive sign, as it may indicate that the examiners are particularly engaged and interested in exploring your research in detail. Conversely, a shorter examination should not be a cause for concern, as it can mean that the examiners are satisfied with your thesis and responses. Both short and long sessions are normal and reflect the unique dynamics of each examination.

The viva is attended by two examiners, the viva chair and you. The examiners are experts in your field, external to the University and at least one examiner must be based overseas, except for doctoral examinations with creative outputs that include a live performance or exhibition, where at least one examiner must be from outside Victoria. The viva chair, typically the advisory committee chair, moderates the session to ensure that it follows the University’s policies and procedures. Your supervisors do not attend the viva but should support you in preparing for the examination.

The viva is conducted via video conference unless all participants are able to attend in person on campus at the scheduled time. If it is conducted online, the candidate and viva chair are encouraged to be in the same physical location where practicable.

Academic disagreements are a normal part of scholarly discourse. The viva is an important opportunity to defend your research respectfully and provide evidence or reasoning to support your position. Examiners value thoughtful and reasoned responses, even if they differ from their perspectives.

It’s normal to feel anxious about the viva. Supervisors and advisory committee members are there to guide you and build your confidence throughout your candidature. The viva chair will likely be your advisory committee chair and will be at the viva to support you and moderate the session. Remember, the viva is focused on assessing your knowledge about your research, not your language skills.

The initial late submission period is now six months, with the possibility of extensions up to a total of two years for doctoral candidates and one year for masters candidates. Late submission is only possible with the approval of the relevant committee.

During the late submission period, candidates will remain enrolled, continue to receive supervision, and have access to university services such as library resources and email.

These changes ensure that candidates can stay supported and engaged with their research while addressing any delay.

Yes, candidates may seek approval for an extension to the initial late submission. The maximum late submission period continues to be two years for doctoral degrees and one year for masters degrees (research).

Yes, candidates will continue to have access to their supervisors and university resources, ensuring they have the necessary support to complete their thesis.

Yes, candidates will remain enrolled and maintain access to essential university services, such as the library and student email.

Yes, changes to supervisory arrangements can be requested and must be approved by the head of department. Please refer to the Graduate Research Hub for points to consider before you request a change in supervision.

Requests must be submitted via the Apply to change supervisors form for the advisory committee chair to endorse the change and then to the head of department for approval.

The head of department will appoint an interim principal supervisor if your principal supervisor is unavailable for two or more consecutive months.