COVID-19 Stipend Extensions

The COVID-19 Stipend extension scheme has re-opened for doctoral candidates who commenced their course before the lifting of the Victorian COVID-19 state of emergency (that is, before 16 December 2021) and whose progress was directly affected by COVID-19.

Applications from candidates who commenced between 16 December 2021 and 31 January 2023  will be considered on an exceptional basis where there were severe and unforeseeable direct COVID-19 impacts on their research.

All applications must be submitted in 2024, irrespective of stipend expiry date (see application deadlines below). In some limited circumstances the University may accept applications after the application deadline. For example, late applications may be accepted from candidates who can demonstrate they were unable to apply by the deadline due to parental leave.

Candidates who have already applied under the previously announced 2024 Transitional Scheme are eligible to be considered for further benefits.

  • If you have already applied under the previously announced 2024 Transitional Scheme for lost productivity, your existing application will be reassessed.
  • If you believe you may be eligible for major restructure or re-conception of the project, consult your Faculty administrator to determine whether additional documentation is required.

Application deadlines

Applications are currently open to candidates whose stipends expire before 1 November 2024.

  • If your stipend expires on or before 30 April 2024, your application must be submitted by 31 May 2024
  • If your stipend expires between 1 May and 31 October 2024, your application must be submitted by 30 June 2024
  • If your stipend expires from 1 November 2024 onwards, applications will open 1 July 2024 and must be submitted by 31 August 2024.

Eligibility

You are eligible to apply for a stipend extension if you are a doctoral candidate on a stipend of 3.0-3.5 years duration and you began your course of study before 16 December 2021 (or have exceptional circumstances as above) and your progress has been directly impacted by COVID-19.

You must have recorded the disruptions to your candidature in a COVID-19 Research Impact Record (RIR) form or progress review form that was lodged prior to 31 January 2023.

If you are already beyond 4 years candidature duration or have already submitted your thesis you are not eligible for the scheme.

As applications will be considered this year, you are no longer required to have obtained a candidature extension to apply.

Benefits

A stipend extension of:

  • Up to 16 weeks (full time equivalent) if you lost significant productivity due to COVID-19
  • Up to 26 weeks (full time equivalent) if your project was profoundly affected by COVID-19 to the extent that a major restructure or re-conception of the project is required to complete your research degree.

The maximum benefit is inclusive of any COVID-19 paid leave already received.

Your stipend extension will be applied to your scholarship and extend your stipend end-date.

The extension will be provided at the University standard scholarship rate in the year in which it is paid.

Stipend extensions will not be available beyond 4 years of candidature.

If your stipend has already finished and you are awarded a stipend extension, the extension will be paid to you as back-pay.

What is considered a direct COVID-19 disruption?

These are examples of direct COVID-19 disruptions that will be considered for stipend extension applications:

  • Being unable to undertake essential work due to travel restrictions
  • Key experiments or research significantly delayed while other work (e.g., writing of thesis) can't proceed
  • Ongoing restrictions necessitating significant reconfiguration of planned research, e.g., due to restricted access to library collections, equipment, laboratories, performance spaces, or study participants
  • Loss or delay of training and development vital to the project
  • Inadequate access to IT equipment required for study, lack of suitable area to work away from campus
  • Mental illness or significant mental health condition created or exacerbated by COVID-19
  • Additional carer responsibilities during the COVID-19 working-from-home restrictions
  • Being unable to work for an extended period due to COVID-19 infection

The following are not considered to be direct impacts of COVID-19 and are not eligible reasons to seek a stipend extension:

  • Seeking additional employment or changes in employment
  • Lack of employment
  • Returning to clinical or other work to support COVID-19 recovery
  • Volunteering
  • Other leave types (e.g., parental leave)
  • Project changes that do not require additional time to complete
  • Not progressing other aspects of the research that could have been undertaken during the working from home periods
  • Ordinary research delays, or research disruptions not due to COVID-19
  • Other disruptions not due to COVID-19

How to apply

  1. Discuss your application with your supervisor
  2. Prepare your supporting documents

    You must provide supporting documents for your application to be considered, including COVID-19 Research Impact Record (RIR) forms, or progress review forms that were lodged prior to 31 January 2023.

    Other supporting documents may include medical certificates, revised research plans, notes from progress review meetings, diary notes from meetings with your supervisors, or other evidence of that kind.

    If you are applying for an extension for lost productivity, you can claim for disruptions that have already occurred.

    If you are applying for an extension for major restructure or reconception of your project, you must also provide a revised research plan that was agreed with your supervisors and that sets out how you will achieve a quality project while minimising delays. The plan must include an estimate of the additional time (weeks) required to achieve that plan. Please note that re-scheduling your existing plan is not considered to be a major restructure.

    Please note: If you are applying on the basis of a mental illness or significant mental health condition exacerbated or caused by COVID-19, or if you have other chronic health conditions you do not wish to disclose to your supervisors, you should register with Student Equity and Disability Services (SEDS). They can create an adjustment plan/document that recognises your needs but does not necessarily disclose your condition. The adjustment plan will be held on your record. You can refer to your adjustment plan when making this or other relevant applications, rather than requiring separate medical certificates.

  3. Complete the application form available here
  4. Submit your application and supporting documents for your principal supervisor to complete their section of the form.

Who will review my application?

Your Principal supervisor and your Advisory Committee Chair will both be asked to provide comments on your application.

Applications for stipend extensions of up to 16 weeks, inclusive of any paid COVID-19 leave, and for candidates who commenced before 16 December 2021 will be decided at the faculty level.

Applications for stipend extensions beyond 16 weeks or from candidates who commenced after 15 December 2021 will be decided by a University committee.

What if I am not satisfied with the outcome of my application?

Please see the following the existing guidelines on resolving issues.

If you cannot resolve the problem within the faculty, the University graduate research Covid-19 Stipend Extension Review Committee (COSEC) can hear requests for a review of decisions on stipend extensions on procedural grounds.

If you are not satisfied with outcomes from COSEC, and wish to make a complaint, you can do so in accordance with the Student Complaints and Grievances Policy. Your complaint must relate to an administrative or procedural matter.

If there is an allegation of an error in the assessment of the application related to academic judgement you may submit a student appeal.