Timeline | School of Biomedical Sciences

The timeline will give you a general idea of the university requirements and other useful information for the length of your candidature here.

Enrolment

Please refer to the How to Enrol section.

Induction and Orientation

All higher degree research (HDR) candidates enrolled in SoMS must be inducted into the School. The candidate should also be familiarised with the departmental procedures and regulations for after hours' entry into the building and security, photocopying, telephones, library procedures, stationery, ordering process, etc.

Following detailed discussions about the proposed project, SoMS HDR candidates and their supervisors (joint supervisor and/or co-supervisor) should complete and sign the School’s PG Orientation Form. The form should be returned to the Research Administrator during Term 2, once the Research Data Management Plan has been completed. Please note the sections on Potential Conflict of Interest must be signed and completed even if there is no conflict of interest. HDR candidates and their supervisors should also select their review panels at this point (please refer to the Progress Reviews section for more information).

The Graduate Research School holds a HDR Welcome and Orientation three times a year. All new HDR candidates are expected to attend this event to ensure a smooth transition to research study at UNSW. Candidates will also receive a copy of the UNSW Postgraduate Research Handbook at the induction. This handbook will provide you with comprehensive information about research requirements and candidature at UNSW.

Student ID Card

Each student will be issued with an ID card upon completion of enrolment. This ID card will double up as a library card. Please see the Getting Started website for more information on getting your student ID card. You will also need this card to obtain a zPass from the IT Service Desk in the Library.

Email

All UNSW students are provided with a student email account. In order to activate this account, please refer to the UNSW IT website. Official communication from the University will be sent to this account. Please check your email regularly or arrange to have this forwarded to an account of your choice. It is your responsibility to ensure that you check this account regularly.

myUNSW

myUNSW is your gateway to the administrative and information services you need throughout your research candidature. You can update your contact details, check your enrolment, pay and view fees, record and view the Thesis Examination Management system among other services.

The Graduate Research School (GRS)

The Graduate Research School is responsible for the administration of all higher degree research candidatures at UNSW. Services and assistance provided include: admission, enrolment, scholarships, travel & conference scholarships, variations to candidature, thesis examination, postgraduate events and publications. It is essential that you check out the comprehensive range of resources and information on their website.

Graduate Research Information System (GRIS)

GRIS is the online GRS system where you can lodge variation to candidature requests and access your progress review forms.

UNSW Research Integrity Course & Research Data Management Online Training Module

All new candidates must complete the UNSW Research Integrity course and Research Data Management online training module prior to the stated deadline. You will be notified via your University email account as to when & how to access these courses.

Timeline of Milestones

HDR candidates are expected to follow a timeline of key candidature milestones to ensure timely completion.

PhD candidates

Master by Research candidates
Health and Safety

UNSW aims to provide a physically safe, healthy and secure learning and working environment for all students, staff, contractors and visitors. To achieve this goal requires everyone to ensure their actions do not adversely affect the health or safety of others.

You should be inducted into the area by your supervisor, this will include emergency arrangements, local risk assessments and safe work procedures relevant to you, how to report a hazard, training you need (see below) and anything else important to you. HDR candidates are responsible for adhering to UNSW H&S policies and protocols, following instructions on safe work procedures, reporting hazards and incidents and ensuring they do not endanger others.

All HDR candidates are required to undertake some H&S related training. Your supervisor is responsible for your safety whilst you are working at UNSW and your ultimate guide to what courses you will need to enrol in. This is determined by the type of research you will be engaged in and the risks posed by it. Please refer to the Health & Safety, opens in a new window webpages for further information and for some general guidance as to what H&S training SoMS recommends HDR candidates undertake.

Research Guidelines and Policies

All HDR candidates should be acquainted with the UNSW Research Code of Conduct.

The Graduate Research School website also lists the relevant research policies, procedures and resources regarding the conduct of research at UNSW that all HDR candidates should be familiar with.

Progress Reviews

The first progress review will normally take place nine months (FTE) from the start date of the term in which they commenced. The next reviews occur every 12 months, unless the review panel recommends additional reviews. Part-time candidates are also reviewed every 12 months.

For Masters by Research candidates, the first review cover key issues such as intellectual property, H&S, ethics, resources, infrastructure, supervision, key research objectives and milestones, progress of the research, and other issues as the Panel considers relevant to the research area.

For full-time PhD candidates, the first review is also the confirmation review. In addition to the key issues listed above, the candidate is required to provide a written research proposal, evidence of a literature review and make an oral presentation to the Panel members. The research proposal and literature review should be submitted as attachments, together with the online review form. The Panel will assess whether progress has been at the level expected for confirmation of the PhD candidature.

Please refer to the Progress Reviews section for more detailed information. You should also familiarise yourself with the information on the Graduate Research School website and the Progress Review and Confirmation of Research Candidatures Procedure.

Variation of Candidature

Any variations to candidature - such as changing between full-time and part-time, taking program leave, extending enrolment beyond the maximum time allowed, and withdrawing from the program - require the relevant approval. Please read the information on the Graduate Research School website and follow the instructions. Any changes to candidature must be received by the Graduate Research School no later than the term’s census date.

Conferences

HDR candidates might get the opportunity to present at local and international conferences. Eligible candidates could apply for Funding for HDR Development and Research Training Activities

In addition, the School offers travel grants to help defray the cost of conference attendance for HDR candidates enrolled in the School. Please refer to the Travel Grant section for further information and guidelines.

Writing your Thesis

At this stage, HDR candidates should start working on their literature review, abstract, introduction and methodology of their thesis.

HDR candidates should check out the Learning Centre for support on literature review, thesis writing and other academic skills.
Progress Reviews

For Masters candidates at 2.0 FTE, the second review should be the final review (unless additional reviews were scheduled for particular concerns). By this juncture, you should be in the final stages of your project and have the majority of your thesis written. Candidates are requested to provide the following information:

A current version of your thesis proposal or outline;

Your most recent draft chapter;

A timeline and milestones for the completion of the thesis; and

Where appropriate, a table of contents for the thesis together with the completion status of each section.

Masters by Research candidates who are applying for a transfer to a PhD degree are required to be confirmed as part of this review. The Review Panel must determine that the candidate satisfies the criteria for confirmation of a PhD candidature and make the relevant recommendation for the candidate to transfer to a PhD program. Please refer to the Transfers between Masters & PhD webpage for further information.

For PhD candidates, the Panel will be questioning the progress of the experimental work. PhD Candidates are requested to provide the following information:

A current version of your thesis proposal or outline;

Your most recent draft chapter;

Variation of Candidature

Any variations to candidature - such as changing between full-time and part-time, taking program leave, extending enrolment beyond the maximum time allowed, and withdrawing from the program - require the relevant approval. Please read the information on the Graduate Research School website and follow the instructions. Any changes to candidature must be received by the Graduate Research School no later than the term’s census date. You can lodge a variation of candidature request via the Graduate Research Information System (GRIS).

Conferences

HDR candidates might get the opportunity to present at local and international conferences. Eligible candidates could apply for Funding for HDR Development and Research Training Activities

In addition, the School offers travel grants to help defray the cost of conference attendance for HDR candidates enrolled in the School. Please refer to the Travel Grant section for further information and guidelines.

Seminar Presentation

PhD candidates are expected to give a seminar presentation at one of the departmental seminar series at this stage in their candidature. Please see the Seminar Presentation section for further details.

Writing your Thesis

At this point, candidates should be incorporating data analysis in their thesis and fine-tuning their methodology.

HDR candidates should check out the Learning Centre for support on literature review, thesis writing and other academic skills.
Progress Reviews

By this juncture, you should be in the final stages of your project and have the majority of your thesis written.

PhD candidates are requested to provide the following information:

A current version of your thesis proposal or outline;

Your most recent draft chapter;

A timeline and milestones for the completion of the thesis; and

Where appropriate, a table of contents for the thesis together with the completion status of each section.

Students who exceed 3.0 years of their candidature will be scheduled for a progress review every 6 months until submission.

Conferences

HDR candidates might get the opportunity to present at local and international conferences. Eligible candidates could apply for Funding for HDR Development and Research Training Activities

In addition, the School offers travel grants to help defray the cost of conference attendance for HDR candidates enrolled in the School. Please refer to the Travel Grant section for further information and guidelines.

Final Seminar Presentation

PhD candidates are expected to give a final seminar presentation at one of the seminar series before they submit their thesis. Please refer to the Seminar Presentation webpage for further information.

Writing your Thesis

You should be completing your data analysis and writing up your discussion and conclusion at this stage. It is also a good idea to finalise your abstract, introduction, methodology and literature review. Your supervisor should also be reviewing and editing your thesis with you.

HDR candidates should check out the Learning Centre for support on thesis writing and other academic skills.

Extension of Candidature

The minimum length of candidature for the PhD program is three years and the maximum is four years (full-time equivalent). The minimum length of candidature for the Masters by Research program is one and a half years and the maximum is two years (full-time equivalent).

If you are unable to complete your thesis within the maximum time of candidature, you need to apply for an extension of your candidature. This application process has been developed to support you to complete your program. Please see the Graduate Research School website for this process.
Digital Thesis Module on GRIS

Digital Thesis Module on GRIS was introduced in mid-2020 with online NOITS, submission and examinations. Students and supervisors should refer to How to videos for candidates and How to videos for supervisors. Full info is provided on the Examinations Sharepoint.

Notification of Intention to Submit Thesis

Candidates are required to lodge a Notification of Intention to Submit form via GRIS two months prior to submission of their thesis. For further information please refer to the Graduate Research School website regarding what you need to do before thesis submission. This is covered in the video 'How to submit your NOITS'.

Inclusion of Publications in a Thesis

As part of the new Thesis Examination Procedure, thesis as a series of publications has been replaced with inclusions of publications in a thesis. The main impact of this change is two fold. Firstly, candidates no longer need to have a minimum number of publications in order to include them in their thesis in lieu of a chapter or chapters. Secondly, candidates no longer need to submit a request to their Faculty’s Higher Degree Committee for approval to include publications in their thesis.

All candidates who submit their thesis for examination will need to provide information (in GRIS) on any publications to be included in the thesis (this is covered in the video 'How to submit your thesis' and Thesis Examination Procedure.

There are three options in GRIS that candidates will fall into. Click one of these options, and if Option 2 or 3, then provide extra information on any publications as indicated in GRIS.

1.   My thesis contains no publications, either published or submitted for publication.
2.   Some of the work described in my thesis has been published and it has been documented in the relevant Chapters with acknowledgement.
3.   My thesis has publications - either published or submitted for publication - incorporated into it in lieu of Chapters. Details of these publications are provided below.

If you fall into category 3, you must also complete an  Authorship Declaration Form for each of the articles. You can attach these as separate files in GRIS at the time of thesis submission.

Further information is also available on the Thesis Examination Procedure.

Preparation and Submission

Thesis submission has gone entirely electronic and there is no longer a requirement for a hard copy of the thesis. Please ensure that you read and follow the thesis submission policies and procedures on the Graduate Research School website.
Examiners’ Reports

Once all the necessary approvals have been received, your thesis will be sent to the examiners. The examiners are asked to examine your thesis within six weeks. HDR candidates should be aware that sometimes circumstances prevent examiners from returning their report in time and delays are sometimes expected.

When all the examiners’ reports have been received, they are sent to the Postgraduate Coordinator in GRIS. The Postgraduate Coordinator will then forward the examiners' reports to the supervisors via GRIS, who will then forward them on to the candidate in GRIS. The extent of revisions required will be outlined in the Postgraduate Coordinator's comments.

When the revisions are completed by the candidate and submitted via GRIS (the process is covered in the video - Submitting correct thesis and responses), the Postgraduate Coordinator will check the revisions and make a final recommendation in GRIS. Recommendations are made by the Postgraduate Coordinator (on behalf of the Head of School) or via the Higher Degree Committee depending on the outcome of the examiners’ reports. Please see the Graduate Research School website for more details. GRS will then advise the candidate of the outcome via an email.

Digital Copy

Prior to graduating, you are required to provide two digital (electronic) copies of the final version of your thesis. A final paper version of the thesis is no longer required. Please refer to the Graduate Research School website for further information.

Candidates at the School of Medical Sciences must also submit a digital copy of their final thesis to the Postgraduate Administrator.

Graduation

Once the thesis has been approved and the candidate has been cleared for graduation, students will received a letter from the Graduate Research School.

The Graduations Office will then send further instructions regarding the graduation ceremony and other important information.

Further details on graduation are available on the UNSW Graduations website.